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Approval Limits and Journal Line workflow understanding

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Posted on by BilC

Hi Everyone,

Question 1

what are some of the reasons why I cannot get any of the approval limit's to work?

For example, I can purchase amount approval limit of $100 for a user A. But user A is still able approve a PO with an amount above $100.

Question 2

Is there any approval limit amount for journals? For example using the standard 'General Journal Line Approval Workflow'.

Question 3

with the standard 'General Journal Line Approval Workflow' is any journal type excluded by default?

thank you

Bill

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Community Member Microsoft Employee on at

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RE: Approval Limits and Journal Line workflow understanding

Bill,

Q1 - Good question. Given Power Automate can provide a more practical solution and offer more functionality that standard BC Workflow, I would lean to Power Automate when a Customer presents complex Approval Workflows. Setting up multiple Workflows in BC will not effect performance and efficiency within.

Q2 - The field, itself, sets the Maximum Amount the User is allowed to approve for a document. We are defining the actual Approval Flow in the Workflow itself based on the Amount, since standard BC is not working as you require.

Q3 - Based on Q1, I would consider it now and look at the possibilities as this might improve the overall flow of Workflow Approvals on multiple levels. It is not hard to learn and you can use in other areas of the business.

Thanks,

Steve
BilC 20 on at

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RE: Approval Limits and Journal Line workflow understanding

Hi Steve,

Thank you for your assistance. I understand your explanation and this will work.

I do however have a few questions.

1. Is this solution practical, especially for larger organisations? You would need to setup many workflows for such a simple requirement and would this not cause speed/efficiency issues with the system?

2. I still do not know where and how the 'Request Amount Approval Limit' in Approval User Setup comes into play?

3. At what point or in which scenarios do you recommend to use Power Automate Flows?

thank you again kindly.

Bill
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Community Member Microsoft Employee on at

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RE: Approval Limits and Journal Line workflow understanding

Bill,

You would think this would all work correctly, but it does not. The way to solve this is to make multiple Workflows, for the same Document Type = General Journal, and define the rules within so that it flows to the correct approver.

Here is my Test and it works: Using your Approval User Setup, I create 1 Workflow for the Approval Range for >200&<1000|<-200&>-1000

With the Approver set to my Next Approver Level (Mike)

I do this for all my Approval Journal Amount Ranges. Now in the General Journal I added these Lines:

You expect Line 1 and 3 to Auto-Approve and 2 and 4 to go to Mike, they do.

1 and 3 look like this:

Hope this helps.

Thanks,

Steve
BilC 20 on at

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RE: Approval Limits and Journal Line workflow understanding

Hello Steven

thank you for help.

If General Journal User Approval Setup looks at the Request Amount Approval Limit column then is I need to see if the following is possible.

Approval User Setup

Journal Line Workflow

Condition = request approval for journal line where amount is larger than $99 (positive or negative).

Workflow Response

Approver Type = Approver and Approval Limit Type = Direct Approver

Journal Lines Example

Is this setup correct or possible or requires amending, so that when user ‘ADMIN’ creates these journal lines above, and then when the user tries to post the journal, the workflow restriction kicks in and should do the following:

1^st line with amount -90 is ignored as it does not meet the workflow condition

2^nd line with amount 150 should request approval as the workflow condition is met

3^rd line with amount -1,050 should request approval as the workflow condition is met

4^th line with amount 990 should request approval as the workflow condition is met

User ADMIN then selects all lines and performs ‘Actions, Request Approval, Send Approval Request, Selected Journal Lines’.

Approval Requests have now been sent

Approval Request are sent to?

1^st line with amount -90 is totally ignored

2^nd line with amount 150 should automatically be approved as the current user ADMIN has ’Request Amount Approval Limit’ set to 200

3^rd line with amount -1,050 should send approval request to user BILL as this amount exceeds both ADMIN and BC limits (Request Amount Approval Limit in Approval User Setup)

4^th line with amount 990 should send approval request to user BC as this amount exceeds ADMIN limit but is within BC’s limit (Request Amount Approval Limit in Approval User Setup)

But ALL requests (2^nd, 3^rd and 4^th lines) are to User ID ‘BC’

any suggestions.

thank you

Bill
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Community Member Microsoft Employee on at

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RE: Approval Limits and Journal Line workflow understanding

Hello,

On your Q2 - General Journal User Approval Setup looks at the Request Amount Approval Limit column.

Now this is not perfect since you are trying to approval Journal Lines so the Workflow has to be updated. Let me explain. In the pic below is a list of Users and their Line Limits.

My Workflow needs to be specific that it will look at Journal Lines, NOT Batch, to generate the Approval Notifications. I want to make sure that the notifications flow correctly so I had to set up multiple workflows for journal lines, not journal batch, to look at the value on the line amount and send directly to an approver. For example, one workflow would be Amount is <=100 and routing would always go to Marge. The next workflow might be >1,000&<100,000 and route directly to Homer.

An alternative is to look at Power Automate, which offers more capabilities.

Your Q3, currently Recurring does not offer any Approval Workflows. I would look at Power Automate to solve this one. Here is a link on it and Approval Workflows: https://www.youtube.com/watch?v=F6yh7-R33W8

Hope this helps.

Thanks,

Steve
BilC 20 on at

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RE: Approval Limits and Journal Line workflow understanding

thank you Josh,

Q1 - happy with your assistance with my first question.

Q2- can someone confirm that you cannot set any approval limits for the General Journal Line Approval Workflows?

Q3 - Recurring Journals does not have the functionality to 'Request Approval'. Can someone confirm this please and if it is required, can it be easily added via customisation?
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JAngle 46 on at

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RE: Approval Limits and Journal Line workflow understanding

Q1: what workflow approval type setting do you have on the workflow? Follow this guide: ebs.com.au/.../how-approver-limit-type-works-for-purchase-order-workflows-in-microsoft-dynamics-365

Q2: approval user setup has 3 columns for limits. The one for journals does not mention sales or purchase in its column caption

Q3: In the settings of the workflow you can set exclusively which journal template and journal batch has the workflow applied to it. I am dubious that it will work for all journals otherwise. The general journal line table uses template and batch as primary key fields