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Set up Workflow for Purchase Orders

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Level: Administrator

All changes to your Work Order Settings will impact ALL users.

Your Administrator can set up a workflow that a work order will follow from creation to completion.

  1. Select the Settings icon located in the menu.
  2.  Select Module Settings then Purchase Orders.
  3. Click the Workflow tab. The Workflow tab displays.

The default workflow contains the following:

Active

  • New
  • Ordered
  • Received
  • Reopened

Completion

  • Completed

Inactive

  • Canceled

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Set up a simple Workflow

The workflow is easier to explain with an example, so let's set up this simple workflow. Below is an example of a simple workflow that includes New, Ordered,Received, Completed, Reopen, and Canceled.

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Rename a Status

You can rename a status, in this example, the Active status will be renamed to Open.

  1. Click on the status.
  2. Hover on the status to see the More Actions icon.
  3. Click the More Actions clipboard_eba9b501187f12a7286a08b723c733ea0.png icon. A popup menu displays.

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  1. Click the Rename menu item. The status name is highlighted and becomes editable.

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  1. In the Name of status being renamed field, enter the name.
  2. Click anywhere on the screen to save the new name automatically.

The status name is saved.

Create a New Status

You can create a new status, in this example, the In Progress status is created.

  1. Click the Create new status button. The Choose a status type dialog displays.

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  1. Select the status type, either:
    • Active - used for general statuses.
    • Completion - used to finish a workflow.
    • Inactive - used to make the purchase order inactive.

The Name your new status form displays.

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  1. In the Name your new status field, enter in the status name.
  2. Click the Create button.

The status is created.

Define the Workflow for each Status

You need to define where the status will flow to the next status.

For example:

  Status Path
ACTIVE

OPEN

ORDERED

RECEIVED

COMPLETED

CANCELLED
ACTIVE

ORDERED

RECEIVED

COMPLETED

CANCELED
ACTIVE

RECEIVED

COMPLETED
ACTIVE REOPENED

COMPLETED

 
COMPLETION

COMPLETED

REOPENED
INACTIVE

CANCELED

  
  1. Click the status and requirement options and paths displays.

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  1. Click the path you want this status to flow to.

The path will highlight and save.

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  1. Repeat steps 1 to 2 to complete the flow for each status.

Define the Workflow Requirement Options

You will see that each status has requirement options. In this example, the RECEIVED status's requirements will be defined.

  1. Click the status and requirement options and paths displays.

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The following requirements can be toggled on:

  • Restrict Line Item Changes - Line items cannot be added or edited in this status.
  • Allow Accounts Payable Invoices - Allow invoices to be associated to received batches.
  • Allow Receiving Batches - Allow line items to be received in this status.
  • Approvals - Use security roles and maximum expense to add Approval Thresholds.

Let's turn on the approvals.

  1. Click the Approval toggle to ON.
  2. Click the Edit clipboard_e5f9033584de5add858343a37d44a02b4.png icon. The Thresholds Per Role dialog.

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  1. From the Select a role drop-down, select either Administrator, Full User, or Read Only.
  2.  In the Max expense field, enter the amount. This is the threshold amount that will trigger the approval, for example, when the purchase order for $5,001 then the approval will be triggered and if the work order is $5,000 then the approval is not triggered.
  3. Click the Add threshold button. The threshold is saved.

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  1. Repeat steps 4 to 6 to add another approval threshold.
  2. When you are finished click the X icon to close the dialog.