Workflow 2.0 – How to set up a Payables Transaction Approval by department

  • Workflow 2.0 – How to set up a Payables Transaction Approval by department

    Posted by DSC Communities on January 13, 2017 at 4:48 pm
    • David Flowers


      January 13, 2017 at 4:48 PM

      I am just getting started trying to implement Workflow 2.0 in GP2015 r2.  One of the requests I have is create a Payables Transaction Approval that routes to different department managers based on what cost center the invoice is coded to.  
      Any suggestions on how to accomplish this?

      David Flowers
      System Admin -GP and Salesforce Support
      RMG Enterprise Solutions
      Addison TX

    • Martha Machado


      January 16, 2017 at 1:12 AM

      Sounds simple when you put it like that, but it’s hardly ever that simple now is it?! For example, is there just one approver or can an invoice be approved by 1 of 2 or more people, do invoices over a certain dollar amount need to be routed to a higher level approver, who becomes the approver if the primary approver is not there, how long does someone have to approve before it kicks out to someone else, etc. It may be that 80% of the time it’s as simple as routing an invoice to one approver, but A/P policies also take into account that other 20%. I would suggest start by getting a copy of the policy such as it is without GP being in the picture. Then I’d flowchart it out so that I can see all the flows and fill in any gaps. As you flowchart it, you’re forced to think about what fields in the user interface you can use to trigger what needs to happen; I was able to find all the fields I needed in the Workflow options but you never know. Hope this helps.

      Martha Machado
      CPA / Consultant
      CPA Projects
      Pompano Beach FL

    • Thaddeus Suter


      January 17, 2017 at 9:40 AM

      In your Workflow Step Condition you would need to try and use the “PM Transaction Work Account” to get at your “cost center” value using a “contains” in the GL Account.
      Frankly, though I believe this will be a challenge as a payables transactions allows multiple distributions. So then what is the “cost center”. This approach could be problematic.

      So the easier approach is to just save the unapproved PM Transactions into batches by Cost Center and then you can use the Batch Number in the Workflow Step Condition for your routing and it will be much cleaner than trying to pick a value out of a GL Account.

      Alternatively, put the Cost Center as the first 4-5 characters of the PM Transaction Description and then use the PM Transaction Description in the Workflow Step Condition using “begins with” to capture your cost enter for routing.

      Thaddeus Suter
      Retus, Inc
      Helotes TX

    DSC Communities replied 7 years, 6 months ago 1 Member · 0 Replies
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