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Vendor Invoice - Approval

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Posted on by fshaikh

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Is there a way to determine or to do a configuration, that can check to whom the approval of a certain invoices will go?

For eg, There are 1000 vendors in the system. 200 of them provides service A, 300 of them provides service B and so on.

If the invoice is coming from a vendor who provide service A, then its approval should go to the manager of Department DA, and if the invoice is coming from a vendor who provides service B, then its approval should go to the manager of Department DB.

How can we achieve this in D365 F&O? We cannot do a hardcode comparison of each vendor, because if you have thousand vendors then this is not an efficient approach.

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MuthukumaranAX 2,903 on at

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May be you can group them based on the dimensions, Posting profile or another option could be add vend group field (custom) and then populated the value in this field based on the vendor selection and use it as needed.

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André Arnaud de Cal... 303,730 Super User 2026 Season 1 on at

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Hi fshaikh,

How and where do you set up the responsible person per service? The standard invoice approval workflow is not aware of a service or dimension to manage which user will approve it. You can either consider a customization for a custom participant provider or an ISV solution. E.g. Exflow from Signup Software can have a setup of a responsible user per financial dimension.

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Ramit Paul 22,803 Most Valuable Professional on at

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As Andre mentioned, there is no standard way, however you can take a very small customize approach such as service as field in vendor master and based on the the workflow condition will work.

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saurabh bharti 15,045 Moderator on at

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Hi,

I think you can define these services on vendor master using a available field e.g. buyer group, segment , sub segment etc...

Then use these groups as condition in workflow to divert the workflow.

Note: This approach can work when you do not have more categoiries of vendors

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fshaikh 220 on at

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Thank you everyone. I will look into the suggested options.

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Ramit Paul 22,803 Most Valuable Professional on at

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Hi fshaikh,

Let us know if the suggestions helped to close your issue, kindly help to verify the answers.

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fshaikh 220 on at

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Two concerns:

1) In a vendor invoice approval workflow, I am unable to access data of vendor master (buyer group, segments). I can only access the fields of vendor invoice itself.

2) If I try to use the default dimension present in vendor invoice itself. Such as Department, For eg, if the vendor invoice's department financial dimension is A. And I want the approval to go to owner of Department A. I have done the setup of Vendor Invoice Expenditure reviewer It is not going through. It is giving me the following error:

What am I missing?

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