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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / PO Workflow approvals ...
Small and medium business | Business Central, N...
Suggested Answer

PO Workflow approvals - Status "Open" in green after sent to approval

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Posted on by Community Member

HI,

   I have a problem with Purchase orders that have been approved showing status as "Open" but the Open is in bold green colour. pastedimage1593392304345v1.png

I have workflows in place for the approvals using the responsibility centre and $ amounts as the filters from which I used the template to create (but changed a bit naturally). They seem to work most times just the odd one. The approval group has about four people who can approve it for the one that seems to be playing up. 

I think it is only for PO's that have had the items received but not invoiced. When we go to invoice it says it needs to be sent for approval again but the approval request is not a highlighted option. 

Anyone have this type of problem? 

I have the same question (0)
  • Suggested answer
    Vanessa Garcia Profile Picture
    Vanessa Garcia on at

    Hello!

    this is an interesting case I would like to analyze with you if you like.

    I work as Escalation Engineer for MS Dynamics NAV / BC and if you log a support ticket I could work with you to try to discover what's wrong with that Workflow scenario.

    For that I will need to know the setup you changed in the Workflow, if you use a Workflow User Group, and we could even have a live meeting to try to identify if the problem comes from your setup, or if it could be an error in the product that we should escalated to get it fixed.

    Looking forward to work with you and get the support ticket.

  • Vanessa Garcia Profile Picture
    Vanessa Garcia on at

    Hi again!

    without checking your specific setup it's very difficult to say, but:

    a) Do you change the status of the document in the workflow with a from "Pending Approval" to "Released" (Release the document) once the Approver approves the request to approve? If you don't do this, and the status comes back to "Open", then the Workflow applies again and expects you to send it for approval again...

    b) Could it be that you have more than 1 Workflow that could interact together?

  • Community Member Profile Picture
    Community Member on at

    Hi Vanessa, 

                    Sorry I have been slow replying but I seem to have lost the ability to raise a ticket (plus I returned from Holidays last week and it was out of control). My IT support is looking into this, if they can't sort they will put it in. However to answer your questions, we are using both Invoice and PO approval workflows so maybe an interaction between workflows is the issue. It does seem to be a problem between them. We have six departments all with different user groups/ workflows for approval. In these departments there are several levels of approval based on different money amounts. Also with the invoices there are two groups per department. 33 workflows in total, So I think it might be a bit much for the program to handle (or I have stuffed it up). I have checked about the change of status and I don't think this is it. I think the problem is when a PO has been approved, then the department receives the items (up to here works well, the Status does all the right things) and then the accounts people try to turn the PO into an invoice. I haven't seen the system do it but I think at this stage it changes the Status back to OPEN in bold green and we can't do anything with it. I am planning to try and get back to the problem mid week. Thanks for your help, 

  • Suggested answer
    Vanessa Garcia Profile Picture
    Vanessa Garcia on at

    Hi again :-),

    and don't worry, you were on holidays! those are very important, too ;-).

    I guess you are facing the issues because of all those Workflows interacting at some point together...

    Maybe you expect the results in just 1 workflow, but the conditions of other different one applies at certain point and other responses are executed that makes your PO to behave in a different way and come back to Open Status...

    The strange thing is when you have the PO Approved, it should have Released status.

    Then your people should post it only to get the Invoice, right? I don't get the point that it goes back to Open status to be able to convert it to Invoice, sorry.

    Again :-), if you are not able to identify the real issue, or if you need extra help with that, we are willing to get your support ticket in Microsoft Support ;-).

    Kindest regards and enjoy the day!,

    Vanessa.

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