Setting up the Purchase Contract Approval Workflow

Prerequisites

To enable purchase contract approval workflow prerequisites:

1. Go to Setup > Company > Setup Tasks > Enable Features.

2. On the Transactions subtab, check the Purchase Contracts box.

3. On the Employees subtab, check the Approval Routing box.

4. On the SuiteCloud subtab, check the SuiteFlow box.

5. Go to Setup > Accounting > Accounting Preferences.

6. On the Approval Routing subtab, check the Purchase Contracts box.

For more information about enabling features and preferences, see Enabling Features.

Installing the Purchase Contract Approval Workflow

The Purchase Contract Approval Workflow is included in the Advanced Procurement SuiteApp. Users of the Advanced Procurement Module can verify the SuiteApp details:

• Bundle Name: Advanced Procurement

• Bundle Id: 57060

For instructions on installing a SuiteApp, see Installing a Bundle.

Note:

This is a managed SuiteApp and is automatically updated whenever there are upgrades. Issue fixes and enhancements are available after the SuiteApp is updated in your account.

Roles and Permission

By default, the following roles are given Full permissions to the Purchase Contract Approval Workflow:

• CEO

• CFO

• Accountant

• Accountant (Reviewer)

• Bookkeeper

• Warehouse Manager

Take note of the following reminders when setting up the users and approvers:

• Designate a supervisor or purchase approver for each employee or purchase contract creator.

• Set a purchase limit for each employee or purchase contract creator.

• Set the purchase approval limit for each approver.

• Keep email addresses up to date to be sure that users and approvers receive the notifications.

Purchase contracts without an identified approver are automatically approved, since they cannot be routed for approval. For instructions on designating a supervisor, see Assigning a Supervisor to an Employee. For instructions on setting a purchase approval limit, see Supervisors, Approvers, and Approval Limits.

Running the Purchase Contract Approval Workflow

After installing or creating your custom Purchase Contract Approval Workflow, you have to run it by updating the release status.

To run the Purchase Contract Approval Workflow:

1. Go to Customization > Scripting > Workflows.

2. On the Workflows list, do either of the following:

   • If you are running the default workflow, click the workflow name, Purchase Contract Approval Workflow.

   • If you are running your custom workflow, click the Edit link for your workflow.

3. On the Workflow subtab, located at the right side of the page, click the pencil icon.

4. In the Workflow popup window, do either of the following:

   • If you are running the default workflow, click Change Status.

   • If you are running your custom workflow, in the Release Status field, select Released.

     Important:

     Before running your custom workflow, be sure to disable the original Purchase Contract Approval Workflow by changing its release status to Not Running.

5. Click Save.

After running the workflow, when you return to the list of workflows, the release status for the workflow should display Release. For more information about running a workflow, see Release Status.

Related Topics

• Customizing the Purchase Contract Approval Workflow
• Purchase Contract Approval Workflow

General Notices