Automation of sending out Purchase Orders

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Posted on by Daphne G4S

We have upgraded to GP2018. We are in the process of implementing the Requisition Manager to manage the approval of requisitions (purchase orders). We have developed and designed the physical purchase order in core GP.

Our purchase orders are time-sensitive, meaning they need to go out as soon as they are approved. We can't have batch processing or a manual send. Is there a way to automate this in core GP, where the purchase order will be sent out immediately after the purchase order is approved? We are using Gmail, but I am hoping that would not be a problem.

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Microsoft Dynamics GP

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Hokuminaria 2,950 on at

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Hello Daphne G4S,

In GP, we do not have the functionality to auto email after an approval has been completed. You would need to look for a Customization or Third Party.

One thing that might work for you is to have the Final Approver send the emails after they have been approved. That way once it is fully approved, the Final Approver can email the out immediately.

The community might have some alternative options that they have used for this scenario. Hopefully a few others will provide their opinion on this.

Thank you!

Brandon Jarrett | Microsoft Support Engineer.

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Daphne G4S 30 on at

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Hi Brandon

Thank you for your reponse. I have a few follow-up quesitons.

1) We are looking at using the ability to approve the requistion from an email, so taht the approver will don't need to log-on to GP it self. Given that most approvers are non-finance, busy people and can be quite senoir. Will they be able to send the PO from the email as well?

2) When you send the PO, i assume that incldue an email fuctionality to email the PO to the supplier?

Many Thanks

Daphne

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Shannon Aune on at

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Hi Daphne,

The approvals and sending of the PO are different processes. As for the PO approvals, while the PO will not be attached, you can include some information from the PO in the email, so that the person approving will know what they are approving. Then once the PO is approved, then you can email the PO to the vendor, which again is a separate process which ultimately releases the PO.

I hope that helps answer your questions.

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Daphne G4S 30 on at

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I Understand, I think staying with a middleware will be the best option, we were hoping to reduce the cost.

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi Daphne,

As Shannon & Brandon have stated, GP has no built-in functions to automate that process after final approval.. And that's where you might turn to a 3rd-party ISV solution to manage your requisitions or procurement.

Yes, it involves some investments, but in return will offer way more flexibility and customization options for the workflows than the one offered within GP.

That's my personal experience from the past 15 years working with procurement systems and GP.

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Joseph Markovich 3,976 on at

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I am a big fan of using as much of out-of-the-box tools as you can -- but sometimes a bit of help is required from an add-on. I don't know if this scenario would work for you, but here is another simpler option.

Once the requisition has been final approved, someone in GP still has to create the PO from the requisition and then release it.

Something I've set up is the email notifications in the GP requisitions go to whomever handles purchasing. That email sends immediately when the requisition is approved. They generate the PO from the requisition and then directly email it from the Purchase Order Entry screen.

It is using Rockton Software's Dynamics Report Manager to release the PO when printed to screen and emails the vendor immediately. Two clicks from the user.

Joe

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