Purchase requisition workflow: Approval by the Project Manager

This article describes how to set up in the purchase requisition workflow the approval element done by the project manager.

1/ Create a workflow Participant

Access: Procurement and sourcing > Setup > Policies > Purchase requisitions expenditure reviewers

  • Click “New” to create a new expenditure reviewer
  • Select the company
  • Select “Project Manager”

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2/ Setup the workflow

Access: Procurement and sourcing > Setup > Procurement and sourcing workflow

In the workflow, line or header level, add a condition element to check if there is a project populated in the purchase requisition:

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  • Click “Properties”
  • Enter a new title
  • Select the condition:

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Add a new approval element

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Setup Procurement workflow

This article describes how to setup a procurement workflow. You can setup a workflow at the header level or at the line level (each line need an approval). If you setup the workflow at the line level, the PR is processed only when all the lines are approved.

Workflow at the header level

Access: Procurement and sourcing > Setup > Procurement and sourcing workflows

  • Click “New”
  • Select workflow type = “Purchase requisition review”
  • Click “Create workflow”

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  • Add an approval element and linked it to the Start and the End

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  • You can add a Review task before the approval

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  • Complete all the elements with:
    • Notification
    • Assignment
    • Conditions…

Once the workflow is ready and the Error pan empty, click “Save and close” and active the workflow

 

Workflow at the line level

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Add signing policy to a workflow hierarchy

This article describes how to setup a workflow based on a hierarchy with signing limit in Dynamics AX 2012. Please read the article “Setup a workflow based on worker hierarchy”.

Example of the hierarchy I want to use :

Option A:

  • If Accountant 1 create an invoice with amount < 5000$, Senior accountant A has to approve the journal before the posting.
  • If Accountant 1 create an invoice with amount > 5000$, Senior accountant A has to approve the journal then Finance manager has to approve the journal before the posting

Option B

  • If Accountant 1 create an invoice with amount < 5000$, Senior accountant A has to approve the journal before the posting
  • If Accountant 1 create an invoice with amount > 5000$, Finance manager has to approve the journal before the posting

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Setup a workflow based on worker hierarchy

This article describes how to setup a workflow based on a hierarchy in Dynamics AX 2012. Example of the hierarchy I want to use in my workflow for GL journals:

  • If Accountant 1 create a journal, Senior accountant A has to approve the journal before the posting.
  • If Accountant 2 or Accountant 3 create a journal, Senior Accountant B has to approve the journal before the posting
  • If Senior Accountant A or senior Accountant B create a journal, the Finance Manager has to approve the journal before posting.
  • if the Finance manager create a journal, it is automatically approved

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Create the hierarchy in Dynamics AX

To setup the hierarchy, we need to create a position and a job for each worker. The job can be used for the level of the position in the company, but to to be able to use the hierarchy in the workflow the position must be unique for a worker.

Step 1: Create a job

Access: Human resources > Common > Organization > Jobs

  • Click New to create a job
  • Enter a Jobs code
  • Enter a description

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Purchase order: The Confirm button is not available

This post describes how to fix the issue when the confirm icon is not available in the Purchase order form in Dynamics AX 2012.

1. Situation

The status of the purchase order is “Draft”. The next step is to confirm the purchase order but the button “Confirm” is not available. No workflow is used in the purchase order process.

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2. Setup

Access: Procurement and sourcing > Setup > Procurement and sourcing parameters

  • Go to the Procurement and sourcing parameters form
  • Unselect the change management for purchase order because if the change management is activated, you need to use the workflow.

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Setup Workflow in GL module

This article describes how to setup a workflow approbation in GL module in Dynamics AX 2012. Look at the microsoft technet library to have other details about setup GL workflow : http://technet.microsoft.com/en-us/library/gg231032.aspx.

1/ Introduction

A workflow is always setup on a workflow type. In General ledger, you can use workflow approvals for the following journal types:

  • Daily
  • Allocation
  • Elimination

2/ Prerequisit

You need to setup a sequence number for the workflow.

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