Purchase Order Basic Approval Template

The Purchase Order Basic Approval Template creates a workflow that allows a user to create and edit a Purchase Order record and send it for approval. After you create a workflow based on this template, you can edit the workflow to customize it according to your business needs. See Creating a Workflow from a Workflow Template.

The Purchase Order Basic Approval workflow implements the following rules:

• The workflow initiates on any creation event on a purchase order.

• The supervisor of a user that creates a purchase order must approve the purchase order. Users with no supervisor cannot send the purchase order for approval.

• After the purchase order is submitted for approval, the purchase order is locked to all users except the supervisor.

• Rejected purchase orders can be submitted for approval again.

• The purchase order does not exit the workflow after the purchase order is approved. The record is locked to all users except administrators.

This workflow requires the following features, preferences, and permissions enabled:

• Purchase Order feature. Go to Setup > Company > Enable Features, and enable Purchase Orders under Basic Features on the Transactions subtab. See Transaction-Related Features.

• Purchase Order Approval Routing. Go to Setup > Accounting > Accounting Preferences, and enable Purchase Orders under Approval Routing on the Approval Routing subtab. See Approval Routing Accounting Preferences.

• Allow Default Email on Purchase Orders using Suiteflow Approval Routing preference. Go to Setup > Accounting > Accounting Preferences and select Allow for the preference under Purchasing on the Order Management subtab. See Order Management Accounting Preferences.

• Purchase Order Approval permission

Workflow Definition Properties

The following table describes the workflow definition properties for the Purchase Order Basic Approval Template’s workflow definition:

Section	Property	Value
Basic Information	Record Type	Transaction
	Sub Types	Purchase Order
	Execute As Administrator	checked
	Release Status	Not Initiating
	Keep Instance and History	Only When Testing
	Enable Logging	checked
	Inactive	clear
Event Definition	On Create	checked
	On Update	clear
	Condition	None
	Trigger Type	All

Workflow Fields

The following table describes the workflow fields in the Purchase Order Basic Approval Template’s workflow definition:

Workflow Field Name	Description
Created By	Stores the List/Record of the employee that created the purchase order.

States, Actions, and Transitions

The following table describes each state in the Purchase Order Basic Approval Template’s workflow definition and the actions and transitions in each state:

State Name	Actions	Transitions
Initiation	Set Field Value. Sets the value of the Created By workflow field to the current user. Set Field Value. Sets the value of the Approval Status field on the record form to Pending Approval. Add Button. Adds the Submit for Approval button to the record form if the Created By workflow field is equal to the current user when the record form loads. Set Field Display Type. Disables the Next Approver field on the record form when the record form loads. Set Field Display Type. Disables the Approval Status field on the record form when the record form loads. Return User Error. Returns a user error if the current user that created the purchase order does not have a supervisor on the Employee record. Set Field Value. Sets the value of the Next Approver field on the record form to the supervisor of the current user.	Transition to the Pending Approval state when the user clicks the Submit for Approval button on the record form.
Pending Approval	Set Field Value. Sets the value of the Approval Status field on the record form to Pending Approval. Add Button. Adds the Approve button according to the action condition. Add Button. Adds the Reject button according to the action condition. Lock Record. Locks the Purchase Order record.	Transition to Approved state if the approver clicks Approve. Transition to Rejected state if the approver clicks Reject.
Approved	Set Field Value. Sets the Approval Status field to Approved when the record enters the state. Send Email. Sends an email that the purchase order was approved to the employee record in the Created By workflow field, when the record enters the state. Lock Record. Locks the Purchase Order record if the user accessing the record does not have the Administrator role.	None. The purchase order stays in the Approved state of the workflow, locked to all users except administrators.
Rejected	Set Field Value. Sets the Approval Status field to Rejected when the record enters the state. Send Email. Sends an email that the purchase order was rejected to the employee record in the Created By workflow field, when the record enters the state. Add Button. Adds a Resubmit for Approval button if the user accessing the record is the employee record in the Created By workflow field or if the user is an administrator. Lock Record. Locks the Purchase Order record if the user accessing the record is not the user that created the record. Allows the user that created the record to edit the purchase order before resubmitting for approval.	Transition to the Pending Approval state if the user clicks the Resubmit for Approval button.

Related Topics

Workflow Templates Reference

Journal Entry Basic Approval Template

Sales Order Basic Approval Template

Lead Nurturing Template

Creating a Workflow from a Workflow Template

General Notices