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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Purchase Order workflow
Microsoft Dynamics GP (Archived)

Purchase Order workflow

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Posted on by babubaskaran@outloo... 6

Dear All,

We are not using the Purchase order workflow of GP until now.  What I wanted to know is can we use purchase order workflow of GP (GP10 & GP 2013 2 sites).  Currently we use business portal for purchase requisition to put request and approve and transfer the PO to GP.  But if we use this within GP using PO workflow what all are the advantages and difference between this and BP.  Can anybody give full detail how to achieve this and give your valuable suggestions.

Thanks,

Babu

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  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Purchase Order workflow

    Another perspective.  We use both requisition management and workflow here (GP2010). We had to create a table trigger so that PO's that come in from Requisition Management will still flow through workflow.  Workflow gives us significantly more options for approval paths.  We use requisitions to control who/how stuff is bought and workflow to ensure we aren't spending too much.  Req Mgmt has been far more stable than workflow in our environment even though they share the same server.  But req mgmt requires an Active X plugin that can be challenging to install if your users have limited rights.  YMMV.  -Trevor

  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: Purchase Order workflow

    Mr. Mohammad has a considerable point. If we want to compare from a functionality point of view, business portal requisitions is limited to purchase order workflow while GP Workflow could consider many types such as; sales quote approval, credit limit override, vendor approval ... etc.

    You may consider the Workflow administration reference at the online printable guide; Microsoft Dynamics GP 2013 Guide: Workflow Administrator's Guide

  • Verified answer
    Richard Whaley Profile Picture
    Richard Whaley 25,195 on at
    RE: Purchase Order workflow

    depending on what you want to do, PO Approvals and Business Alerts may accomplish everything for you.

  • babubaskaran@outlook.com Profile Picture
    babubaskaran@outloo... 6 on at
    RE: Purchase Order workflow

    Hi Mohammad,

    That's great and thanks for confirming and understand it better.  Do you have any kind of documentation or post by you to do this on my test environment.

    Thanks,

    Babu

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Purchase Order workflow

    Hello Babu,

    I have used the Workflow for many customers so far and I would disagree with my colleague Mahmoud as the point behind having workflow built over the SharePoint to save licensing and to avoid granting permissions to management over our Dynamics GP application.

    For the application usability I would think that the business portal is only covering the requisitions, while the workflow is managing the purchase order approvals from "financial prospective", like when we need to make sure that the purchase order passed through the business workflow with the limits of each "business user", without granting the users access to Dynamics GP and much more functionalities.

  • babubaskaran@outlook.com Profile Picture
    babubaskaran@outloo... 6 on at
    RE: Purchase Order workflow

    Dear Mahmoud,

    Thanks for your kind reply with valid information.  I thought to access the workflow in the SharePoint users doesn't have to be GP user is that right.  On BP we had experienced lot of issues with browser etc. so if we have something within GP which might not cause lot of problems we like to have it.  If you can please explain in detail how to achieve this using SharePoint, so that I can do a test environment and see whether this is any good for us.

    Thanks,

    Babu

  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: Purchase Order workflow

    Personally I don't find much advantages in using GP workflow which is apparently dependent on SharePoint; You set you a workflow in SharePoint and link it to Dynamics GP after having workflow and approval activated in GP. As a matter of fact, it runs from within Dynamics GP.

    I believe that Business Portal is the new era in which Microsoft is investing to meet the continuously changing market demands, a web-based service-oriented portal which is totally integrated with Dynamics GP. There are several tempting features in requisition management;

    •    users who are not necessarily having GP accounts can work on requisition management portal
    •    notifications
    •    field security (cost, inventory accounts ...etc)
    •    approval limits
    •    final approval
    •    approval hierarchy
    •    complex workflow conditions
    •    and many other features ...

    In addition, there are several predictions that requisition management in Business Portal will have several features in the near future.

    Keep in mind, GP workflow and Business Portal requisition management are not integrated. And I would personally recommend using requisition management over GP workflow.

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