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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Workflow - Refresh dat...
Finance | Project Operations, Human Resources, ...
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Workflow - Refresh data to verify auto-complete criteria

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Posted on by Jo.L 117

Dear all, 

In our workflow for processing supplier invoices, we can define to auto-complete certain tasks by defining criteria which is working great. If i understand it correctly, the WF will check the situation at the moment the WF arrives at that workflow-element to verify if this document has met the criteria. If so, it will auto-complete, otherwise another action takes place. 

My question: is it possible to have the WF "remain" at the workflow-element until the criteria have been fulfilled? Meaning that it would for example every x hours/days  check if the criteria have been met. If so, the WF continues to the next WF element, if not it would stay at the same WF element. Off course we would define a maximum amount of time for the WF step. This would create a kind of "waiting area". 

kind regads, 

Jo

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  • Suggested answer
    André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 301,053 Super User 2025 Season 2 on at

    Hi Jo,

    This is not possible. It is not a supported scenario. In fact, when you have many of these invoices not ready for the next step, it will consume resources during the workflow message processing which can also lead to performance issues.

    I wonder what the criteria are. Can you elaborate on the process and also share a screenshot of the current workflow design? There might be another alternative.

  • Jo.L Profile Picture
    Jo.L 117 on at

    hi André, 

    Thank you for your feedback. This more or less what i expected and I also agree with your statement regarding resource-consumption.

    Our business-case: we receive invoices ex-works; The invoice arrives today but the physical delivery takes place 1 or two weeks afterwards. (depending on the transportation options available) If we submit these invoices to our workflow it will get posted in the invoice-register and afterwards identified as a PO invoice which will trigger a 3-way match verification. But we always have an unsuccesfull match off course because the worfklow arrives in a couple of minutes/hour to the 3-way match verficiation step after the invoice has been submitted. As a consequence of the unsuccesfull match, a review is activated for the purchase-orderer to review the matching-details. But this person has to hold on to the review-task until the physical delivery has been processed (product receipt on the PO) and afterwards the matching-details can be completed.

    Currenlty we have a function in place which is called "delayed matching" that prior to submitting the invoice to the workflow, it already posts the invoice to the invoice-register and keeps the invoice-lines (as read via our OCR) in a stageing area for a certain amount of time (defined on each vendor indivduallly) and performs a peridic check for the product-receipt. This is quite ok but i do not like the automatic posting without a verification. Once the product-receipt is found by the function, it loads it into the matching-details and the invoice is submitted to the WF. 

    Somehow i wanted to find out of we could combine this function with our workflow but i assume the solution would be to review the delayed matching function to include somehow a review-step prior to posting and adjust our WF to not activate the review (avoid double review) for the invoices comming out of the delayed matching. 

    Any other experience with this situation in general?

    kind regards, 

    Jo

  • Verified answer
    André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 301,053 Super User 2025 Season 2 on at

    Hi Jo,

    There are several ISV solutions which do have this functionality out of the box. E.g. our company has an Invoice Workflow solution, but there are more.

    In Microsoft Dynamics 365, Microsoft will add this feature in the near future in the standard. It will not be implemented by Microsoft on AX 2012. docs.microsoft.com/.../vendor-invoice-automation-match-product-receipts-invoice-lines-that-have-three-way-matching-policy

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