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Friday, May 30, 2014

GP 2013 R2 – New Requisitions Workflow

 

In Dynamics GP 2013 R2, a new feature is provide so that you can define and configure workflows for Purchase Requisitions. In this post, a thorough explanation for the setup is provided. Further posts will illustrate the transactions and inquiries.

Requisition Workflow Setup

GO To Microsoft Dynamics GP > Tools > Setup > Company > Workflow > Workflow Maintenance

1

 

In this window, you can setup the workflow for Purchasing, Payroll and Project series. In this post, I will primarily focus on Purchasing – Requisition workflow.

2

I will create a simple workflow to fulfill the following requirements.

  • In case the items within the requisition are inventorial, approval is to be obtained for User A
    • For inventorial items, the item costs is to be filled out and then approved by the supervisor (which is above User A on the hierarchy)
  • In case the items within the requisition are non inventorial, approval is to be obtained from User B
  • The final approval is to be given based on the details filled out above.

 

workflow

 

Workflow managers are defined on the Purchase Requisition approval level, click on this node, and you will be able to define the manager as retrieved from Active Directory.

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Each step has a corresponding sign in order to determine the type of the step, whether it is a task or approval.

4

Workflow Options

The options below are related to the overall workflow setup options and configurations.

WWW

As illustrated below, the E-mail notifications is to be activated once the E-mail setup for the workflow is configured. To activate notifications, Go to Microsoft Dynamics GP > Tools > Setup > Company > Workflow > E mail Message Setup.

Workflow Step Options

For each step, you can set up specific conditions related to several fields derived from the requisition transactions such as;

  • Line account number
  • Line unit/extended cost
  • Line quantity
  • Requisition date
  • Vendor ID
  • many other requisition fields

 11111

 

The order of the workflow steps is defined through each step. In each step, there is an order panel to setup dependencies and order among the steps.

11111

In further posts, related topics to requisition transactions and inquiries will be illustrated.

 

Best Regards,
Mahmoud M. AlSaadi

12 comments:

  1. Great article Mahmood,

    I wanted to ask you about configuring eMail messaging for the workflow process: Is a Microsoft Exchange Server (or Office 365 Exchange Online) required to make this to work? or it is possible to work with a third party email service

    Thanks in advance!

    ReplyDelete
    Replies
    1. Hello Luis,
      Thanks for your comment ..

      One of the prerequisites to setup the workflow 2.0 is to connect to a Microsoft Exchange Server. In the upcoming release of GP 2015, this comes as a nice feature
      https://community.dynamics.com/gp/b/gpteamblog/archive/2014/09/30/microsoft-dynamics-gp-2015-feature-of-the-day-organizational-accounts-user-authentication.aspx

      Best Regards,

      Delete
  2. Hi Mahmood,

    Have you ever encounter an issue where you can not see the requisition workflow history once the document has been purchased in GP2013 R2? Sharepoint and web services were not deployed, so I am wondering if there is any reports that can show me the requisition workflow history like who is the approver of a specific requisition as I am no able to access it.

    ReplyDelete
    Replies
    1. Apologies ...
      Is your question related to the new requisition workflow ? If so, there is a workflow history attached with every workflow to show the details and associated actions, such as approved, rejected, recalled ..etc, along with the associated users.

      Mahmoud

      Delete
    2. Could you point me in the direction of this workflow history. When I try and view against a "purchased" requisition, it tells me the document is no longer available and so I can't view it :(

      Delete
    3. Daniel
      Is it possible that someone has used the "remove purchasing history" utility to remove this requisition ?

      Delete
  3. Hi Mahmood,
    I already configuration requisition workflow, and I set Managers to USER_A and alternate to USER_A.
    I created PR with SQL user account and submit and status Pending USER_A (windows account) in my computer, I check in USER_A computer loggin with SQL Account (ex. purchs1), the Workflow History disable and in USER_A Dashboard nothing update so I am (my dashboard).
    Are the dashboard can't update automatically?
    Are we must loggin to GP use Windows account or SQL account?
    One think notification email nothing send, I used IMAP for email configuration, do I need Exchange server?
    Before that when I configuration email and test it, always show error "...An error occurred in the Microsoft .NET Framework while trying to load assembly id 65537. The server may be running out of resources, or the assembly may not be trusted with PERMISSION_..."
    I set sp_changedbowner 'sa' ..it's ok dbowner to sa not dynsa?
    after that try to test email and show error..
    "[Microsoft][SQL Server Native Client 10.0][SQL Server]A .NET Framework error occurred during execution of user-defined routine or aggregate "SendWorkflowCompletionEmail". System.IO.FileLoadException": Could not load file or assembly 'System.DirectorSer[..." Error gets cut off at the end and I can't find any errors in the Event Viewer".
    I used exec wfDeployClrAssemblies
    Ok, nothing error show but notification email can't show.
    for work smoothly what I must installed? for my installation details:
    Server1: GP SQL database, econnect, Webservices and GP application
    Server2: GP application, web client, IIS
    are enough?
    do I need install Sharepoint and Web client too? which server if I must install?

    Please Help me...

    ReplyDelete
  4. Mahmood,

    Just wondering why the 'Account' field is greyed/disabled on the Requisition Line? I have a customer that is in the process of deploying this feature but they cannot lookup on the GL Account to assign an account at the line level, they can manually key it if they know what it is. I was going to open the window in Modifier and make the lookup enabled but figured their must be an option somewhere to turn this on without using Modifier.

    ReplyDelete
    Replies
    1. Which version of Dynamics GP are you using ?

      Delete
  5. Hi Mahmood,

    How do you build a workflow with steps that converge on the final approval?

    Thanks,
    Laura

    ReplyDelete
    Replies
    1. Hello Laura
      The final approval concept which has been implemented in the Business Portal is partially different with the new workflow 2.0 in Dynamics GP.

      The last step is determined in terms of the conditions applied at each step, and the last valid step is the final approval step.

      Let me know if you have any further inquiries or concerns,

      Best Regards,
      Mahmoud M. AlSaadi

      Delete
  6. Hi,


    Hello maybe you could help me, after doing an update , the buttons on the maintenance window workflow are disabled . by chance it happened to you . This user 'sa' and ' DYNSA '



    ReplyDelete