Sales Order Basic Approval Template

The Sales Order Basic Approval Template creates a workflow that allows a user to create and automatically approve a sales order if the total is less than a specific amount or start the approval process if the total is over a specific amount. 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 Sales Order Basic Approval workflow implements the following rules:

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

• The sales order is automatically approved if the total amount of the sales order is $300 or less and the customer's overdue balance is $0.

• The sales order is also automatically approved if the user that creates the sales order does not have a supervisor.

• If the sales order is not automatically approved, the approval process begins. An approver can edit, approve, reject, or cancel the sales order.

• If the approver rejects the sales order, the user may cancel the sales order, or edit the sales order and resubmit it for approval.

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

Workflow Definition Properties

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

Section	Property	Value
Basic Information	Record Type	Transaction
	Sub Types	Sales 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 Sales Order Basic Approval Template’s workflow definition:

Workflow Field Name	Description
Approver	Stores the List/Record of the employee that must approve the sales order.
Created By	Stores the List/Record of the employee that created the sales order.

States, Actions, and Transitions

The following table describes each state in the Sales 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. Set Field Value. Sets the value of the Order Status field on the record form to Pending Approval.	Transition to the Approved state if the user does not have a supervisor, or the Total field is less than $300.00 and the Overdue Balance for the customer is $0. Transition to the Pending Approval state.
Pending Approval	Set Field Value. If the Approver workflow field is empty, set it to the current user’s supervisor. Set Field Value. Appends the value of the Memo field on the record form to the system date and the text “Pending Approval...”. Send Email. Sends an email to the supervisor to notify of a pending sales order. Lock Record. Locks the Sales Order record if the current user is not the approver. Add Button. Adds the Approve button if the current user is the approver. Add Button. Adds the Reject button if the current user is the approver. Remove Button. Removes the standard Approve button with an id of APPROVE. Remove Button. Removes the standard Create Deposit button with an id of CREATEDEPOSIT. Remove Button. Removes the standard Manage Revenue Recognition button with an id of UPDATEREVREC.	Transition to Approved state if the approver clicks Approve. Transition to Rejected state if the approver clicks Reject. Transition to the Canceled state if the Order Status field has a value of Canceled.
Approved	Set Field Value. Sets the Order Status field to Pending Fulfillment when the record enters the state. Set Field Value. Appends the value of the Memo field on the record form to the system date and the text “Approved...”. Lock Record. Locks the Sales Order record if the user accessing the record does not have the Administrator role.	None. The sales order stays in the Approved state of the workflow, locked to all users except administrators.
Rejected	Set Field Value. Appends the value of the Memo field on the record form to the system date and the text “Rejected...”. Send Email. Sends an email that the sales order was rejected to the employee record in the Created By workflow field, when the record enters the state. Lock Record. Locks the Sales Order record if the user accessing the record is the employee record in the Created By workflow field or if the user is an administrator. Allows the user that created the record to edit the sales order before resubmitting for approval. Add Button. Adds a Resubmit for Approval button if the current user is the user that created the record or if the current user is an administrator. Remove Button. Removes the standard Approve button with an id of APPROVE. Remove Button. Removes the standard Create Deposit button with an id of CREATEDEPOSIT. Remove Button. Removes the standard Manage Revenue Recognition button with an id of UPDATEREVREC.	Transition to the Pending Approval state if the user clicks the Resubmit for Approval button. Transition to the Canceled state if the Order Status field has a value of Canceled.

Related Topics

Workflow Templates Reference

Journal Entry Basic Approval Template

Purchase Order Basic Approval Template

Lead Nurturing Template

Creating a Workflow from a Workflow Template

General Notices