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Purchase Order Approval Workflow

  • 1.  Purchase Order Approval Workflow

    Posted 14 days ago
      |   view attached
    Hello:

    I would like to create a Purchase Order Approval Workflow for a client where the PO will not go back to being required to be reapproved, after having been initially approved based solely on the criterion of the PO amount.

    The scenario is this --- for PO's over $500:
    1.  PO's over $500 go to one individual for approval.
    2.  Approver approves the PO
    3.  Receipt is performed.
    4. Accounting gets invoice, which includes, e.g., an additional misc fee or shipping.
    5. Accounting reopens the purchase order and adds the charge.
    6. Accounting posts the invoice.

    The issue is that when Accounting reopens the document to enter the miscellaneous charge, then the PO goes back through the approval cycle:
      --- it is queued back to the approver.   Because the PO has already gone once through the cycle, essentially it is good to go and the organization does not want to have it have to be reapproved.

    Any ideas welcome as to how to accomplish without a customization but through just steps in BC, changes to the workflow or otherwise.
    See attached workflow as currently set.

    Thanks,

    ------------------------------
    David Spangler
    Velosio
    Dublin OH
    ------------------------------


  • 2.  RE: Purchase Order Approval Workflow

    TOP CONTRIBUTOR
    Posted 14 days ago
    @David Spangler,

    If you change your Invoicing process to utilizing the Purchase Invoice with the Get Receipt Lines functionality, you will not need the additional PO approval. Additionally, it will provide Segregation of Duties. Your AP Clerks should not have access to the PO since there is no field level security. It allows (appropriate) price changes​ and additional charges to be added without having to mess with the PO. Below is a link to the Microsoft Docs that explains this process.

    https://docs.microsoft.com/en-us/dynamics-nav-app/purchasing-how-to-combine-receipts

    ------------------------------
    Amanda Mayer
    New View Strategies
    Milwaukee WI
    ------------------------------



  • 3.  RE: Purchase Order Approval Workflow

    Posted 14 days ago
    Thanks so much, I'll run this solution by the client, and I believe this is it!

    Thank you again.

    Dave Spangler

    ------------------------------
    David Spangler
    Velosio
    Dublin OH
    ------------------------------



  • 4.  RE: Purchase Order Approval Workflow

    Posted 14 days ago
    Amanda:

    In finishing this process off, I do notice that the PO remains in the PO's list.  It does not get removed from the purchase orders list.    Is there a way that the PO can close and be removed from the PO's list?     I see the behavior in both NAV 2017 and in BC Cloud, but this seems to be a bug.  I'll look into it further but appreciate insight into it.

    Thanks,

    Dave

    ------------------------------
    David Spangler
    Velosio
    Dublin OH
    ------------------------------



  • 5.  RE: Purchase Order Approval Workflow

    TOP CONTRIBUTOR
    Posted 14 days ago
    @David Spangler,

    That is correct. At the bottom of that link it explains the Delete Invoiced Purchase Order function needs to be run. Most companies will put that in a nightly or weekly job queue to update the PO list.

    Regards,​

    ------------------------------
    Amanda Mayer
    New View Strategies
    Milwaukee WI
    ------------------------------



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