Set Up Approval Workflows for Purchase Documents

Overview:

Learn how to set up approval workflows for purchase documents

Note: Set up workflows to automate the approval process for purchase orders and purchase invoices. You can create workflows for documents, journal lines, customer cards, and more.

Note: You can also set up a Purchase Budget Approval Workflow.

A Purchase Budget Approval Workflow works together with the real-time budget view to ensure purchases that exceed budget are reviewed and approved before posting. This helps control spending, prevent budget overruns, and enforce consistent purchasing policies.

Why Set Up Approval Workflows for Purchase Documents?

Approval workflows ensure purchasing documents are reviewed and approved before posting, helping prevent unauthorised spending and budget overruns. They improve accountability and enforce consistent purchasing controls across the business.

How to Set Up Approval Workflows for Purchase Documents?

Pre-requisites

Here are the prerequisites you need to complete before setting up approval workflows for purchase documents:

Here are the steps to set up approval workflows for purchase documents :

Search for Workflows on the top right-hand corner of the page. Select the related link and the page displays.
Select New Workflow from Template to set up a new workflow. The Workflow Template list displays.
1. Select a relevant purchase document approval workflow from the list of available templates.
  
  Note: For this scenario, we'll select the Purchase Order Approval Workflow.
2. Select OK to open the workflow editor.
3. Update the workflow details:
  1. Code and Description: Update your workflow template name and assign a relevant category.
    
    Note: You can set conditions, add approval steps, configure notifications and define actions on approval or rejection in the Workflow page.
  2. On the first row of the workflow, in which the approval of a purchase document is requested, select (+) Add record restriction. The respective workflow responses page displays.
  3. Approver Type: This user is notified first about approval requests. A Salesperson or a Purchaser, Approver or Workflow User Group can be notified about approval requests.
    
    Note: When you select Approver as the Approver Type, you’ll need to update the Approver Limit Type field. There are four types of approver limits for routing approval requests:
    1. Approver Chain: Sends the request up the approval hierarchy step by step until it reaches the final approver.
    2. Direct Approver: Sends the request only to the assigned approver without involving anyone else.
    3. First Qualified Approver: Sends the request to the first person in the hierarchy who has enough approval authority.
    4. Specific Approver: Sends the request directly to a selected approver, ignoring the hierarchy.
      
      Note: When a Specific Approver is selected, you’ll need to update the Approver ID field.
    Note: When you select Workflow User Group as the Approver Type, a new field requests you to update the Workflow User Group Code. Select the drop-down button to update the description.
    
    Note: Find out how to set up workflow user groups.
  4. Select OK to save your changes. The page closes.
    
    Note: You can update the Document Type or Status of the purchase document approval workflow and specify the amount the approver can approve.
4. Select the Enabled field to activate the approval workflow.
You’ve set up approval workflows for your purchase documents.

Note: Create a test purchase document and submit it for approval. Test both approval and rejection scenarios to confirm the workflow behaves correctly and the status updates as expected.

Note: Inform all relevant parties about the new approval workflow, including any changes to their processes or responsibilities.

What’s next?

Find out how to review and approve payment journals.

Need more help?

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