Supply chain | Supply Chain Management, Commerce

Purchase orders created via Master Planning are automatically Approved.

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Posted on by Fernando Villaman

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Hi. Another question about Master Planning.

When we firm the planned purchase orders, the purchase orders are created with the approval status set to approved.

How do I change this? If it cant be changed, Is there any recommended workaround for this without using a customization?

Thank you!

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Logan Acton 75 on at

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Hi Fernando,

When purchase orders are firmed via master planning, they always come in with a status of Approved, regardless of change management settings in parameters. See below link for Microsoft blog on this topic.

https://docs.microsoft.com/en-us/dynamics365/supply-chain/procurement/purchase-order-approval-confirmation

Unfortunately I do not know of a native workaround.

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Junaid Idrees on at

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Hi Fernando Villaman,

This is by design Because MRP planned orders are used in demand and supply settlement therefore PO cannot be created with Draft status. If a business user go and change the Qty. in PO then that will break the link between planned order and actually PO that's why it is always created with Approved status.

Wihtout going for any customization route, In order to do any change in PO what you can do is Go to PO > Purchase Order Ribbon > you will see "request change" option. If you will click on Request change option, it will change the PO status to DRAFT. (Please check this on your Test environment)

Hope it clarifies.

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Marcob45 105 on at

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Hi Fernando,

The auto approval is by design, the orders generated by master planning are deemed to be necessary PO's to keep the raw material quantities at their minimum stock level so you do not get stock outs within the system delaying production or not fulfilling a sales order.

As mentioned if the generated order is then edited it will need to go back through an approval route but this should be limited.

I wouldn't recommend customising this area, I would look instead to get approval during item set up of the minimum stock levels/ default order quantities for master planning and then introduce a periodic review of these levels by managers.

This is how I handled it on a recent project where the FD was 100% certain they wanted to approve ALL PO's but on explanation they agreed that PO's generated through master planning could be auto approved due to the controls around item creation and the master planning settings.

Kind Regards

Mark

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Fernando Villaman 406 on at

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Thanks Mark, getting an approval for setting Stock levels sounds right but when you firm the order you can still change the order quantities.

Is there any way to block the planner from editing the order quantity before firming it?

Thank you

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Fernando Villaman 406 on at

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Thanks Junaid. So if I want to make sure everybody edits and submit the purchase order to the workflow again, I should set a mandatory parameter in the purchase order so the user must change that parameter, right?

Which parameter do you recommend? We use price agreements so I cant set the price to 0.

Thank you!

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Junaid Idrees on at

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I don't think you need to add any parameter because if anyone will click on request change in order to do any changes on PO then system will automatically create a workflow history and that can help you out to identify who user asked for request change.

It depends on your business case, i personally will not allow anyone to change the Qty. because that has been calculated by MRP and that shouldn't be changed otherwise i dont see any logic to create PO from MRP.

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Marcob45 105 on at

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Hi Fernando,

The planner can amend the PO but if you are using change management he would first have to request a change which would mean the PO has to then go through workflow approval and all changes are tracked by the system.

You could apply security to the planner role to prevent PO's being amended but if the planner role needs to create//amend manual PO's then this would restrict them from doing that.

Hope that helps

KR

Mark

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Fernando Villaman 406 on at

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Thank you Mark, the problem is he can edit the planned order before he firms it. So he can create a fraudulent planned purchase order and then firm it.

Is it possible to block the planner from editing the suggested quantities in the planned order?

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Junaid Idrees on at

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You have to create a custom role to prevent editing the planned order Qty. it shouldn't be complex to achieve. But please keep in mind that it should'nt disturb other business processes of MRP.

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