Skip to content
Home » Defining the Purchase Order Workflow Approval

Defining the Purchase Order Workflow Approval

Accordion title 1

This is a placeholder tab content. It is important to have the necessary information in the block, but at this stage, it is just a placeholder to help you visualise how the content is displayed. Feel free to edit this with your actual content.

Accordion title 2

This is a placeholder tab content. It is important to have the necessary information in the block, but at this stage, it is just a placeholder to help you visualise how the content is displayed. Feel free to edit this with your actual content.

Overview

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 order approval workflow is triggered by a user after inputting a purchase order. This directs the purchase order to different users for approval based on pre-defined conditions. This applies a level of control to the purchasing process alongside consistency and visibility into the approval process.

Purchase order approval workflows are only necessary if they are defined as a business requirement. Alternatively, if no workflow was enforced, users that create purchase orders would be able to confirm and communicate with suppliers freely without restriction.

Procurement Level 1: A single approval workflow approval process can be configured for purchase orders or purchase order lines.

Procurement Level 2: A multi-level approval workflow can be configured for purchase orders, purchase order lines, purchase requisitions and purchase requisition lines.

Procurement Level 3: A multi-level approval workflow can be configured for purchase orders, purchase order lines, purchase requisitions, purchase requisition lines and to support vendor collaboration.

Workflow Types

The following workflow types are available for Procurement and sourcing.

Workflow TypeUse Case
(Procurement Level 2 and 3) Purchase requisition reviewCreate review and approval workflows for purchase requisitions.
(Procurement Level 2 and 3) Purchase requisition line reviewCreate review and approval workflows for purchase requisition lines.
(Procurement Level 1, 2 and 3) Purchase order workflowCreate review and approval workflows for purchase orders.
(Procurement Level 1, 2 and 3) Purchase order line workflowCreate review and approval workflows for purchase order lines.
(Procurement Level 3) Supplier collaboration workflowCreate review and approval workflows for adding new suppliers.

Workflow Example Business Process

An example workflow business process for purchase ordering
Purpose

Introducing a purchase order approval process enhances control within an organisation. Purchase order workflows allow transactions to be approved by a user other than the person who created it. They enable a business to control spending by requiring approval for pre-defined conditional decisions. Automatic actions can be configured to automatically approve or reject a purchase order if a certain condition is met.

Approval Workflow Configuration in D365

From the Procurement and Sourcing module, create a new workflow by selecting the type of workflow you want to create.

This opens the workflow designer. In the workflow canvas you can drag workflow elements into the designer and link the elements into a flow. The workflow elements should be configured. For approval and task workflow elements you can configure which participant should take action.

Approval steps can be assigned to;

  • Participant – Assign the approval step to members of a group or role.
  • Hierarchy – Assign the approval step to users in a specific organizational hierarchy.
  • Workflow user – Assign the approval step to users of this workflow.
  • Queue – Assign the approval step to a work item queue.
  • User – Assign the approval step to specific users.
APQC Framework

Please find below the relevant PCF ID’s.

Level 1 Category: 10216

Level 2 Process Group: 10279

Level 3 Process: 10292, 10293, 10295