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Relevant Project Manager as Approver for Purchase Orders in Business Central

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Posted on by KE-10011215-0

Hi,

We are setting up an approval workflow for purchase orders (POs) in Microsoft Dynamics 365 Business Central and need to ensure that the correct Project Manager (PM) is automatically assigned as the approver.

Scenario:

Each project in BC has a designated Project Manager, which is stored in the project card.
POs are created based on specific project demands, but currently, there is no approval process in place.
We want to enforce an approval requirement for all POs exceeding $10,000, where the assigned PM of the related project should be the approver.
The PO should be linked to the project to determine the correct PM.

Challenge:

Standard BC functionality does not support the dynamic selection of the relevant Project Manager.
The PO header does not contain project information, meaning the PO is not directly linked to a project (project details can only be inserted on PO lines).

Questions:

What is the best way to link a Project to a PO? Are there any standard fields or best practices for ensuring that the PO is always correctly linked to a project for approval purposes?
How can we configure/customize Approval User Setup or Workflows in BC to dynamically select the relevant Project Manager based on the project linked to the PO?
Would Power Automate be the best approach, or is there a way to achieve this using standard BC workflow configurations?

We are considering AI-driven solutions and Power Automate to address this, but if anyone has worked with a similar scenario and has insights or best practices, we would greatly appreciate your input.

Thank you!

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Dynamics 365 Business Central

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Gerardo Rentería Ga... 26,790 Most Valuable Professional on at

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Hi, good day
I hope this can help you, and give you some hints.

Dynamics 365 Business Central – How to create a workflow that only requires approval from “one of” the defined Approvers

Dynamic Approvers in Power Automate

Best Regards
Gerardo

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KE-10011215-0 23 on at

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Thank you very much for your reply, Gerardo! 😊

I really appreciate your insights. However, the main challenge remains how to link the project to the PO header.

Since the project will always be the key condition—whether we use the Approval Workflow in BC or Power Automate—we need a way to establish this connection at the PO header level. The Project Manager = Approver logic depends on having a direct link between the PO and the project.

I hope somebody has suggestions on how to best structure this linkage, either using standard fields, custom fields, or another approach?

Thanks again for your help!

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Ramesh Kumar 7,555 Super User 2026 Season 1 on at

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Hi,

I think the option is build with custom Enum field to assign the relevant project approver and rest of the logic can to defined in the Power automate.

Thanks!

Ramesh

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YUN ZHU 101,018 Super User 2026 Season 1 on at

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I think your needs can only be done by customization, and I suggest you contact a local partner.

Even with Power Automate, you still need to add fields and create a new API page.

Hope this helps.

Thanks.

ZHU

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Suresh Kulla 50,278 Super User 2026 Season 1 on at

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You have to customize the workflow process, I have done similar customization where you have to select the approver on the PO before you send it for approver that way the approval is sent directly to that user.

Example where you can set Approver ID based on the purchase order

[EventSubscriber(ObjectType::Codeunit, Codeunit::"Approvals Mgmt.", 'OnCreateApprovalRequestForApproverChainOnAfterSetApprovalEntryFilters', '', false, false)]
local procedure OnCreateApprovalRequestForApproverChainOnAfterSetApprovalEntryFilters(var ApprovalEntry: Record "Approval Entry"; ApprovalEntryArgument: Record "Approval Entry");
var
PurchHeader: Record "Purchase Header";
ApprovalsMgmt: Codeunit "Approvals Mgmt.";
RecRef: RecordRef;
begin
RecRef.Get(ApprovalEntryArgument."Record ID to Approve");

if RecRef.Number = DATABASE::"Purchase Header" then begin
RecRef.SetTable(PurchHeader);
if PurchHeader."Approver ID" <> '' then
ApprovalEntry."Approver ID" := PurchHeader."Approver ID";
end else
exit;
end;

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Khushbu Rajvi. 22,424 Super User 2026 Season 1 on at

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Agree with the previous responses, This only can done by customization.

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Valentin Castravet 32,689 Super User 2026 Season 1 on at

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Using standard functionality, this is possible if you manually select a field on the PO to indicate who the PM is. For example, you can use the Assigned User ID field. When creating the PO, select the PM in the Assigned User ID field, allowing your approval workflow to be based on this field.

If you don't want to manually select a field, a customization would be required.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Khushbu Rajvi. 22,424 Super User 2026 Season 1 on at

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if this helps:https://learn.microsoft.com/en-us/dynamics365/business-central/walkthrough-setting-up-and-using-a-purchase-approval-workflow

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Vahid Ghafarpour 12,262 on at

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