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Purchase Ledger Approval Processes


A workflow represents a business process. It defines how a document flows, or moves, through the system by showing who must complete a task, make a decision, or approve a document. For example, a purchase invoice approval workflow is triggered by a user after inputting a purchase invoice. This directs the purchase invoice to different users for approval based on pre-defined conditions. This applies a level of control to the process alongside consistency and visibility into the approval process.

Approval workflows are only necessary if they are defined as a business requirement. Alternatively, if no workflow was enforced, users that create actions in the system freely without enforced controls.

Changing a Supplier Record

When the supplier workflow is used, changes that are made to specific fields are sent to the workflow for approval before they are added to the record. The fields that can trigger the approval workflow are; Organisation name, Credit limit, Payment Methods, Payment specification, Group, VAT number, Bank Account, Settlement Discount, Credit Rating, Payment Terms, Price tolerance and Invoice account.

Purchase Ledger Workflow
Invoice Discrepancy Approval Requirements

When conducting invoice matching, invoices that display discrepancies can be sent to an approval workflow for review and approval prior to making payments. This is business dependent, the approval flow can be built in accordance with business requirements. Alternatively, invoices with discrepancies can be subject to no workflow and instead be handled internally or paid without review which is not an advisable process.

The invoice discrepancy approval workflow is built upon a flow of process steps. Approvals can be sent to individual users assigned to roles or alternatively a group of users that all exist as part of a user group.

Journal Approvals

Alternate approval workflows exist in Dynamics 365, some of the most common opportunities are exist to use purchase ledger workflows are;

Workflow TypeUse Case
Supplier Invoice WorkflowUse this type to create review workflows for supplier invoices.
Supplier Invoice Approval JournalUse this type to create approval workflows for supplier invoice approval journals.
Supplier Invoice Register JournalUse this type to create approval workflows for supplier invoice register journals.
Supplier Invoice JournalUse this type to create approval workflows for supplier invoice recording journals.
Supplier Payment JournalUse this type to create approval workflows for supplier payment journals.
APQC Framework

Please find below the relevant PCF ID’s.

Level 1 Category: 17058

Level 2 Process Group: 10733

Level 3 Process: 10756