Change Management on Purchase order workflows causing errors

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Hi,

I am using AX 2012 R2 and am having problems with the "purchase order workflow" due to the activation of "change management".

It is my understanding that "purchase order workflows" will not work without the activation of change management.

However, when activating change management I am running into the below error very frequently on the purchase order:

"Changes to the document are only allowed in state Draft, because change management is activated"

Please note that within the purchase order workflow configuration the "approve editable" workflow element is being used - this should enable the approver to edit the purchase order as required however the activation of change management is prohibiting such editing on the purchase order.

This error is raised when attempting to edit the purchase order lines when the "approval status" is set to "in review".

My problem is that when a worker "rejects" or "requests a change" to the purchase order line, the status of that line remains "in review" and does not allow any editing to be done which does not sound correct seeing as these two workflow actions (reject/request change) are most likely to require the purchase order line to be edited and re-submitted for approval.

Has anyone else come across this issue please?

Thanks in advance,

Alexia

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Alexia,

Have you tried recalling the PO when it is in review and then editing rather than trying to 'edit' while the PO is in review. Changes cannot be requested while in review as per the link below:

https://technet.microsoft.com/en-us/library/hh802989.aspx

My suggestion would be to go Actions > Recall and then make changes to the PO and resubmit.

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Thanks Bruce - the issue is that if the purchase order is:

1. Rejected and recalled/re-submitted: then that means that if the purchase order had 10 lines, 9 of which were approved and one line which was rejected then when recalling/re-submitting this means all 10 lines must be re-approved including the lines which were already approved beforehand.

2. Request change: if the approval user requests a change from a user other than the user that submitted the purchase order then this means this user (other than the user who submitted) will not be able to either edit the purchase order (due to change management) or re-call the purchase order because they do not have the right to do so given they did not initially submit this purchase order. This leaves no other options - just the option to "re-submit" without making any changes.

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Alexia,

1) As far as I know this is the way it will be unless you customize the approval process. If one line on the PO is rejected then the whole PO is rejected - not just that one line. By the nature of the rejection of one line you are therefore rejecting the whole PO and therefore the whole PO must be re-approved. There could be potential to customize your approval process to allow re-submitted POs to require only previously rejected lines to need re approved. Bearing in mind that in changing one line you are changing all of the VAT etc in the PO.

2) Again, as far as I know, this is standard functionality that only the submitting user can recall their own PO, otherwise anyone would have the ability to recall POs. I know systems Admin can recall any PO in the system which would suggest there is a duty or a privilege in securities and permissions which allows users to recall other peoples POs. This may require some work around record level security. Knowing nothing about your company, can the submitting user not recall the PO when it has been rejected? Who gets the 'rejected' notification from the workflow when the PO is rejected?

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Hi Bruce,

To answer your questions:

This may require some work around record level security. Knowing nothing about your company, can the submitting user not recall the PO when it has been rejected?

Yes, in standard AX the submitting user is the only user who can recall a rejected purchase order - in terms of the "reject" action the re-call function will work just fine. The problem I am seeing is when using the "request change" function and delegating the request change function to another user other than the user which submitted since this user will be unable to re-call.

Who gets the 'rejected' notification from the workflow when the PO is rejected?

Using standard AX the user who submitted the purchase order line will receive the notification.

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hkruiniger 120 on at

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Anyone found a resolution to this? We have orders where worklow dies with the "X++ error Changes to the document are only allowed in state Draft, because change management is activated", and recall --> resubmit does not help

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