Chapter 2: Using Workflows: Objectives

Chapter 2: Using Workflows
CHAPTER 2: USING WORKFLOWS

Objectives
The objectives are: Learn about various types of workflows Create a workflow Configure workflow steps Use the purchase order approval workflow Use the customer credit limit override approval workflow Use the sales quote approval workflow Use the General Ledger batch approval workflow Use the payables and receivables batch approval workflow
Introduction
There are six types of workflows available in the Workflow system. Each workflow has a workflow manager and a single active workflow that must be configured. The following lessons describe how to create a workflow including configuration of details and steps in each workflow.
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Workflow in Microsoft Dynamics GP 10.0
Workflow Samples
There are almost limitless possibilities for creating and configuring workflows. This lesson displays some common workflow configurations to help you understand various workflow configuration possibilities. When a user submits a document or batch for approval, the Workflow system evaluates the first step in the workflow to determine if approval is required there. If the Workflow system determines that approval is required, a task is created for that approver.
Simple Workflow
The following example illustrates a very basic workflow. This workflow has three approvers and lists the specific conditions under which their approval is required.
FIGURE 2.1 SIMPLE WORKFLOW EXAMPLE
To understand how a document moves through this workflow, assume that Sam submits a purchase order totaling $7,000. This purchase order must be approved by Frank and Sue. Because the purchase order is not greater than $10,000, Ann's approval is not required. After Sue approves the purchase order, it is given Approved status. The purchase order can now be printed and shipments can be received.
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Multiple First Steps
The following example illustrates a workflow with multiple first steps. Based on the vendor, the purchase order will go to Frank, Andreas, or Ed.
FIGURE 2.2 MULTIPLE FIRST STEPS WORKFLOW EXAMPLE
To understand how a document moves through this workflow, assume that Sam submits a purchase order for Northwind Traders totaling $6,000. This purchase order must be approved by Ed and Sue. Because the purchase order is less than $20,000, Ann and Maria are not required to approve it. After Sue approves the purchase order, it is given Approved status. The purchase order can now be printed and shipments can be received.
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Multiple Paths
The following example illustrates a workflow with two approval paths. The purpose of the top path (steps 1a and 2a) is to obtain approval for purchase orders for Adventure Works, a special vendor. The purpose of the bottom path (steps 1b, 2b, and 3b) is to obtain approval for purchase orders over specific amounts.
FIGURE 2.3 MULTIPLE PATHS WORKFLOW EXAMPLE
To understand how a document moves through this workflow, assume that Sam submits a purchase order for Adventure Works totaling $13,000. This purchase order will move through both approval paths simultaneously. In the top approval path, the purchase order must be approved by Frank and Andreas. In the bottom approval path, the purchase order must be approved by Sue and Jill. The purchase order will not be given Approved status until all of these people approve it. Now assume that Sam submits a purchase order for Northwind Traders for $13,000. This purchase order will move through the bottom approval path only. The purchase order must be approved by Sue and Jill.
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Converging Steps
The following example illustrates a workflow with converging steps. Notice that steps 2a and 2b converge at step 3.
FIGURE 2.4 CONVERGING WORKFLOW EXAMPLE
To understand how a document moves through this workflow, assume that Sam submits a purchase order for Adventure Works totaling $10,000. This purchase order is first assigned to Frank. When Frank approves the purchase order, it is then assigned to both Sue and Bob. Both Sue and Bob must approve the purchase order before it can move on to Ann. This is because step 2a (Sue) and step 2b (Bob) converge at step 3 (Ann). For example, assume that Sue approves the purchase order first. The purchase order cannot be assigned to Ann until Bob approves it, as well. When Bob approves the purchase order, it can move on to Ann. After Ann approves the purchase order, it is given Approved status. The purchase order can now be printed and shipments can be received.
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Multiple Approvers in a Step
The following workflow example has a step that requires approval from more than one person. Notice that Bill, Jo, and Mary are the approvers at step 3.
FIGURE 2.5 MULTIPLE USER APPROVAL IN A STEP EXAMPLE
When configuring a step with multiple approvers, you can specify how many of the approvers at that step must approve the document. The following options are available: Option Take the first response Majority must approve Description The action applied to the document or batch is determined by the first person who responds. The majority of the approvers must approve the document or batch in order for it to continue down the workflow approval path. All of the approvers must approve the document or batch in order for it to continue down the workflow approval path.
All must approve
Approver as an Originator
Approvers have permission to submit documents or batches for approval. For example, Sue, an approver in the purchase order approval workflow, can submit purchase orders for approval. The way in which Sue's purchase orders are routed through the workflow depends on the selections made in the Select originators area of the Configure Workflow page on the Workflow web site. Specify who is allowed to submit documents or batches for approval in the Select Originators area. You can allow any user to submit documents or batches, or you can allow only specific users. Regardless of which option you select, approvers will always be able to submit documents or batches for approval. However, the option selected determines how an approver's document or batch is routed through the workflow.
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Creating Workflows
Creating and configuring a workflow is a complex process. This lesson discusses the procedures to create and configure a workflow. An individual workflow is defined by characteristics established for it. Some of these characteristics include: Which users may originate approvals using the workflow. Who is required to approve the document or batch under which circumstances. These are called workflow steps. Whether email notifications shall be sent. Actions for overdue tasks. How long history should be saved.
Multiple workflows of a specific workflow type can be created. For example, you can create multiple purchase order workflows. However, only one workflow of that type can be used at a time.
Type
Select the type of workflow to create. Click the type of workflow to create. Workflow types include: Purchase Order Sales Quote Customer Credit Limit Overdue General Ledger Batch Payables Management Batch Receivables Management Batch
Name
Enter a unique name for the workflow. We recommend that the name include your company name and the type of document or batch the workflow is for. For example, if you are configuring a workflow for purchase orders created in the Fabrikam sample company, you may want to name the workflow Fabrikam Purchase Orders.
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Copy This Workflow
The Copy this workflow link helps you copy an existing workflow from one company to another company. 1. Go to the Workflow web site. 2. Click Administration on the Quick Launch. 3. From the workflow list page select a company from the Current Company list in the upper-right corner of the page. 4. Click the workflow to copy. 5. From the Configure Workflow page click the Copy this workflow link. 6. In the Copy Workflow page enter a unique name for the workflow. 7. Select the company this workflow is for. 8. Click Save.
Activation
Select the Activate workflow option to make the workflow you are configuring the active workflow. If there is already an active workflow of this type, you will need to deactivate that workflow first, before activating this workflow. Keep in mind that even though you may select the Activate workflow option, the workflow will not be used until: The Workflow system in Microsoft Dynamics GP is enabled. The corresponding workflow type is enabled.
Deactivation
Deactivating refers to turning off a workflow. Remember that only one workflow of a given type may be active at any given time. Therefore deactivating a given workflow may be necessary periodically. When a company is reorganizing or overhauling an approval system they may find it least disruptive to create a new workflow and deactivate an existing one. The new workflow may be complicated and time consuming to create. This new workflow could be created ahead of any business process change and then activated at a time determined by management. This would minimize disruption to the company's business model.
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When a workflow is deactivated, the following occurs: Documents or batches that are awaiting approval are given the status of Workflow Deactivated. For example, suppose you deactivate the purchase order approval workflow. Purchase orders that are awaiting approval are given the Workflow Deactivated status. These purchase orders no longer require approval and can be processed according to your company's business practices. For example, you can print the purchase orders and receive shipments. Any active tasks associated with the workflow are removed. The message bar and workflow history pane that appeared in the associated entry window in Microsoft Dynamics GP are removed.
Select Originators
Specify who the originators are for this workflow. For example, if you are creating a purchase order workflow, you must specify who can submit purchase orders for approval. Options include: Any User - This allows any user that can enter the transaction type or batch to submit it for approval. Only these users - This allows specific users to submit documents for approval.
NOTE: Users who are not specified as originators can create purchase orders (provided that they have access to the Purchase Order Entry window in Microsoft Dynamics GP), but they will not be able to submit the purchase orders for approval.
HINT: Approvers established in the active workflow can always submit documents and batches for approval regardless of the Select originators setting.
Always Require at Least One Approver

There may be cases when a document does not require approval. For example, if Sam submits a purchase order for $100, no approval is needed because the purchase order does not meet any of the conditions specified in the workflow steps. In this scenario, the purchase order will be saved automatically with a status of No Approval Needed. If you want documents to be approved by at least one person, select the Always require at least one approver check box. Documents that do not meet any of the specified conditions will be routed to the approver in the first step in the workflow.
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Alternate Final Approver
The final approver is the last person in the approval path who is required to approve a document or batch. You may not want final approvers to final approve their own documents or batches, or those that they have edited. If so, enter the name of an alternate final approver in the Specify alternate final approver area of the Configure Workflow page. To better understand when the alternate final approver is used, assume that Sue edits the $7,000 purchase order that Sam submitted. Sue increases the quantity of items requested so that the purchase order now totals $8,000. She then approves the document. Sue typically would be the final approver (because the document is not more than $10,000). However, because Sue edited the document, she cannot final approve it. The document will be sent to the alternate final approver for approval.
Allow Approver to Manually Assign Workflow Tasks

To allow an approver to manually delegate a task to another approver in the workflow, select the Allow approver to manually assign workflow tasks to someone else check box. For example, assume that Frank is reviewing a purchase order. If the Allow approver to manually assign workflow tasks to someone else check box has been selected, Frank will be able to delegate the purchase order to another approver in the workflow.
Overdue Tasks
When an approver fails to act on a task by the task's due date, the task is considered overdue, or escalated. Indicate what should happen to overdue tasks. The following table lists available options. Action Take no action Delegate to next approve Delegate to Description Task will remain assigned to the current approver. The system will automatically assign the task to the next approver in the workflow. The system will automatically assign the task to a specific user. You must enter the name of the user you want the task assigned to. The system will automatically act on the task. Indicate whether the system should approve or reject the task.
Have system automatically
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E-mail Alerts
Alert messages can be sent to users when workflow tasks are assigned to them, or when documents or batches they submitted have completed workflow approval processes. Select the Send a Microsoft Dynamics desktop alert check box to send desktop alert messages. A desktop alert message is displayed in Microsoft Dynamics GP and states the task the user must complete, or provides information about the status of the document or batch the user submitted for approval. Users will see desktop alert messages when they have Microsoft Dynamics GP open on their computers. If they do not have Microsoft Dynamics GP open, they will not see the alert messages. Select one of the following options to determine the frequency e-mail message will be sent: Send an immediate e-mail (single one-time email per task assignment) Send a daily e-mail summary Send a weekly e-mail summary
HINT: Users can specify how and when they want to receive alert messages. The preferences they specify will override the default settings you select here.
History
By default, workflow history for each document and batch is saved for 365 days. After 365 days, the workflow history is deleted. You may want to save workflow history for a longer or shorter amount of time. Specify how long to save workflow history in the Retain workflow history area of the Configure Workflow page.
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Lab 2.1 Creating Workflows

Company: Fabrikam, Inc. Scenario Fabrikam is implementing workflow. For now they need to create the workflows and save them. Later the appropriate people will enter the specific workflow steps.
Challenge Yourself
Create a new purchase order workflow named Company Purchase Orders. This workflow should include the following attributes: Require at least one approver. Delegation should be active. No action should be taken if a step is overdue. Microsoft Dynamics desktop alerts should be active. Email alerts should be sent immediately.
Create a Customer Credit Limit Override workflow named Credit Limit, and a Sales Quote workflow named Sales Quotes with the same attributes as the purchase order workflow.
Need a Little Help?

1. 2. 3. 4. 5. 6. 7. Go to the Workflow website. Go to the Administration page. Add a purchase order type workflow. Enter Company Purchase Orders as the workflow name. Select the Always require at least one approver check box. Select the Activate delegation check box. Make sure the Take no action option is selected in the When a step is overdue area. 8. Select the Send Microsoft Dynamics desktop alert check box. 9. Select the Send an immediate e-mail option in the Send E-mail alerts area. 10. Repeat the previous steps (starting at step #2) to create a Customer Credit Limit Override workflow named Credit Limit, and a Sales Quote workflow named Sales Quotes.
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Step by Step
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Go to the Workflow website. Click Administration from the quick launch bar. Select Fabrikam, Inc. from the drop-down menu. Click New Workflow. Click the Purchase Order workflow type. Enter Company Purchase Orders as the workflow name. Select the Always require at least one approver check box. Select the Activate delegation check box. Make sure the Take no action option is selected in the When a step is overdue area. Select the Send Microsoft Dynamics desktop alert check box. Select the Send an immediate e-mail option in the Send E-mail alerts area. Click Save. Repeat the previous steps (starting at step #2) to create a Customer Credit Limit Override workflow named Credit Limit, and a Sales Quote workflow named Sales Quotes. As you repeat steps, in step five, select the appropriate workflow type for the workflow being created.
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Workflow Steps
As part of configuring a workflow, specific steps in the workflow must be defined. This lesson displays the procedures needed to configure a workflow step. The basic procedure for creating a step includes the following: 1. From the Configure Workflow page, click the Add Workflow Step button. The Configure Workflow Step page is displayed. 2. Name the step. 3. Specify where this step should occur. 4. Specify when approval is required at this step. 5. Specify what should happen when the conditions are not met at this step. 6. Select approvers. 7. Set a time limit. 8. Specify when to send carbon copies.
Name
Enter a unique name for the step. It is suggested that you keep the step names simple, such as Step 1 and Step 2, or Purchasing Manager Approval and CEO Approval. Keeping the step names simple helps you manage the order in which they occur.
Where the Step Should Occur

Specify where this step should occur in the workflow. First step in the workflow If this step is the first step in the workflow, select This step is a first step. Remember, a workflow may have multiple first steps. Subsequent step in the workflow If the step is not a first step, select This step follows the selected step(s). Then select the workflow step that this step should follow.
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The step you are configuring may follow multiple steps. For example, in the following workflow diagram notice that step 4 follows both step 3a and step 3b.
FIGURE 2.6
When Approval is Required

Specify when approval is required. Approval may be required always, or only under specific conditions. Approval is always required If approval is always required at this step, select the Always option. Keep in mind, if you select Always, it does not mean that this step will always occur in the workflow; rather, it means that any document or batch that reaches this step must always be approved. Approval is required under specific conditions If approval at this step is required only under specific conditions, select the Only option. Then specify the conditions under which approval is required.
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Conditional Steps
When setting conditions for a workflow it is important to be detail oriented. Slight mistakes entering conditions may cause workflow steps to be triggered unnecessarily or skipped altogether. Here is a list of key details to consider when entering a condition: The condition that you enter is case-sensitive. When entering a condition that contains a percentage value, be sure the percentage value is less than 1. When entering a condition for a batch approval workflow, remember that clearing batches do not have batch totals. When entering a condition for a batch approval workflow, you can create a condition based on supporting batch origins. The following table lists supported batch origins. Supported batch origin General Entry Clearing Entry PM Trx Entry PM Entry Computer checks RM Sales Entry RM CashReceipts How to enter the origin name GL_Normal GL_Clearing PM_Trxent PM_Payment XPM_Cchecks RM_Sales RM_Cash
Type of workflow General Ledger batch approval Payables Management batch approval Receivables Management batch approval
What should occur

If approval at the step is required only under specific conditions, you need to specify what should happen when the conditions are not met. You can do one of two things: Select Move to the next step If this option is selected, the system will move on to the next step in the workflow and determine if approval is required there. Do not select Move to the next step If this option is not selected, the workflow approval process will end. The document or batch would be saved with a status of No Approval Needed. For most workflow types, this is roughly equivalent to the document or batch being approved in workflow.
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HINT: Be cautious about leaving this box clear especially for early steps in a workflow. It is possible that the condition for approval of an early step may not be met, but the condition may be met by a later step. If, in that situation, the Move to next step option is clear the document or batch would effectively go no further in the workflow.
Select Approvers
Specify who must approve the documents or batches that reach this step in the workflow. Select one approver or multiple approvers. Enter the approvers names in the Identify approvers field. If one approver is assigned, that person will be responsible for approving all documents or batches that reach this step in the workflow. If multiple approvers are assigned, specify how many of the approvers must approve the documents or batches that reach this step. Select one of the following options: Option Take the first response Majority must approve Description The action applied to the document or batch is determined by the first person who responds. A majority of the approvers must approve the document or batch for it to continue the workflow approval path. All of the approvers must approve the document or batch for it to continue.
All must approve
Time Limit
A task is a document or batch assigned to an approver. Specify how many days the approver has to respond to the task - that is, approve or reject it. The number of days entered is used to calculate the task's due date. If an approver fails to respond by the due date, the task is considered overdue, or escalated. The task will then be handled according to the option selected in the When a step is overdue area of the Configure Workflow page. HINT: The Workflow calendar is used to determine due dates.
Send Carbon Copies

If workflow has been setup to send alert messages, alert messages will be sent to users when tasks are assigned to them, or when documents or batches they submitted have completed workflow approval processes.
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There are additional situations when alert messages are sent which are referred to as carbon copies. These alert situations include the following: Task status Approved Assigned Change requested Rejected Delegated Escalated Description Sends an alert message when the approvers at this step approve a document or batch. Sends an alert message when a document or batch is assigned to the approvers at this step. Sends an alert message when an approver at this step requests a change to a document or batch. Sends an alert message when the approvers at this step reject a document or batch. Sends an alert message when an approver at this step delegates a document or batch to another user. Sends an alert message when the approvers at this step fail to act on the document or batch in time.
Purchase Order
A purchase order approval workflow is used to gain approval for purchase orders before they are processed. Users can submit purchase orders for approval in the Purchase Order Entry window in Microsoft Dynamics GP.
FIGURE 2.7 PURCHASE ORDER ENTRY WINDOW WITH WORKFLOW WRAPPER
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After purchase orders are approved, users can process them according to their company's business practices. For example, you can print them and receive shipments.
Purchase Order Setup

Before using this workflow, the Activate Approvals check box in the PO Enhancements Setup window must be unmarked.
Enter a Purchase Order

When workflow is activated for purchase order entry the workflow wrapper appears around the window. To submit the purchase order through workflow, click the Submit for Approval button. When a Purchase Order has a workflow status of No Approval Needed or Approved, the system allows users to perform all actions in the same manner as if workflow was not activated. However, if any field is edited on the purchase order it must be submitted to workflow again. When a purchase order has a workflow status of: Not Submitted Workflow Ended Submitted Pending Approval Pending Changes Rejected
Users cannot perform the following functions in Microsoft Dynamics GP: Receive the PO Items Receive and Invoice the PO Items Invoice the PO Items
When a Purchase Order has a workflow status of Workflow Not Activated or Workflow Deactivated, the system allows you to perform all actions in the same manner as if workflow is not activated, even if the PO had previously been in workflow.
Blanket and Drop-ship Purchase Orders

When a Blanket or Drop-Ship Blanket Purchase Order has a workflow status of No Approval Needed or Approved, the system allows you to perform all actions in the same manner as if workflow is not activated except for editing the control line. You will be able to edit the blanket lines without requiring the PO to be resubmitted.
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Printing Purchase Orders
Users will not be able to print purchase orders that have a workflow status of: Not Submitted Workflow Ended Submitted Pending Approval Pending Changes Rejected
NOTE: Users can print historical POs and delivery schedules regardless of the workflow status.
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Lab 2.2 Create Purchase Order Workflow Steps

Company: Fabrikam, Inc. Scenario Fabrikam has decided to use a purchase order workflow. The workflow steps will be a simple straight line based on the organization structure of management for the company.
Challenge Yourself
Add three steps to the Company Purchase Order workflow created in a previous lab. Use this diagram of a simple workflow to create the workflow steps.
FIGURE 2.8 COMPANY PURCHASE ORDERS WORKFLOW DIAGRAM
Need a Little Help?

1. Go to the Administration page for Workflow. 2. Go to the Company Purchase Orders workflow (the workflow created in a previous lab). 3. Click the Add Workflow Step button and name it Purchase Agent Approval. This is the first step of the workflow. 4. Select the Always option in the Require approval when area. 5. In the Identify approvers field enter Alicia Stevens and select Only one response needed. 6. Add another workflow step called Accounting Manager. This step follows the Purchase Agent Approval step. 7. In the Require approval when area select Only. In the various dropdown menus select Where, PO Subtotoal Amount, is greater than, and enter 2000.
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8. Phyllis Rago should be the only approver for this step. 9. Add another workflow step called Controller to follow the Accounting Manager step. 10. In the Require approval when area select Only. In the various dropdown menus select Where, PO Subtotal Amount, is greater than, and enter 10000. 11. Ken Kunos should be the only approver for this step.
Step by Step
1. Go to the Workflow website. 2. Click Administration from the quick launch. 3. Select the company Fabrikam, Inc. from the Current Company dropdown menu. 4. Click the link for Company Purchase Orders (the workflow created in a previous lab). 5. Click the Add Workflow Step button. 6. In the Name field enter Purchase Agent Approval. 7. Select This step is a first step radio button. 8. Select the Always option in the Require approval when area. 9. In the Identify approvers field enter Alicia Stevens and select Only one response needed. 10. Click Save. 11. Click Add Workflow Step. 12. In the Name field enter Accounting Manager. 13. Select This step follows the selected step, and select Purchase Agent Approval. 14. In the Require approval when area select Only. In the various dropdown menus select Where, PO Subtotal Amount, is greater than, and enter 2000. 15. In the Identify approvers field enter Phyllis Rago. Select Only one response needed. 16. Click Save. 17. Click Add Workflow Step. 18. Enter Controller into the Name field. 19. Select This step follows the selected step and select the Accounting Manager step. 20. In the Require approval when area select Only. In the various dropdown menus select Where, PO Subtotal Amount, is greater than, and enter 10000. 21. In the Identify approvers field enter Ken Kunos. Select Only one response needed. 22. Click Save.
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Customer Credit Limit Override

A customer credit limit override approval workflow is used to gain approval for orders, fulfillment orders, and invoices that exceed the set credit limits for customers. Users can submit documents that require credit limit override approval in the Sales Transaction Entry window in Microsoft Dynamics GP. After these documents that exceed credit limits are approved, you can process them according to your company's business practices.
FIGURE 2.9 SALES TRANSACTION ENTRY WINDOW WITH WORKFLOW WRAPPER
Receivables Setup
The Credit Limit Override workflow supersedes the Exceed Credit Limit functionality in Receivables Management. In other words, when this workflow is active the exceed credit limit password is disabled. Before this workflow may be used, the password from the Exceed Credit Limit field in the Receivables Management Setup window must be removed.
Credit Limit Hold ID

If a Credit Limit Hold ID is defined in Order/Fulfillment Order/Invoice setup and the Credit Limit has been exceeded the current functionality of applying the hold will remain with the exception that the hold will automatically be removed when the document is approved.
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NOTE: Only the credit limit hold will be removed. If the document is edited after it is in workflow, and a hold is applied, only the credit limit hold will be removed automatically when the document is approved.
Pending Approval
When an Order, Fulfillment Order, or Invoice has a workflow status of Pending Approval only the user assigned to the current workflow task for the credit limit override (or their delegate) may edit the document. The document may not be transferred, deleted, or voided with this status.
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Lab 2.3 Credit Limit Workflow

Company: Fabrikam, Inc. Scenario Fabrikam has decided to activate the credit limit override approval workflow. The workflow will include multiple paths that converge on final approval by the chief financial officer. One path of approvals will be through Fabrikam's credit department while the other path will be through the accounting department.
Challenge Yourself
Add steps to the Credit Limit workflow created in a previous lab. The workflow will include multiple first steps and a final convergence step. Use this diagram of the workflow to create the workflow steps.
FIGURE 2.10 CREDIT LIMIT OVERRIDE WORKFLOW
Need a Little Help?

1. Go to the Administration page for Workflow. 2. Go to the Credit Limit workflow (the workflow created in a previous lab). 3. Click the Add Workflow Step button and name it Credit Department. This is the first step of the workflow. 4. Select the Always option in the Require approval when area. 5. In the Identify approvers field enter Connie Vrettos and select Only one response needed. 6. Add another workflow step called Accounting Department. This step is also a first step of the workflow.
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7. In the Require approval when area select Only. In the various dropdown menus select Where, Sales Order Subtotal, is greater than, and enter 200. 8. Ken Kunos should be the only approver for this step. 9. Add another workflow step called CFO to follow the Accounting Manager step. This step follows both the previous two steps. 10. In the Require approval when area select Only. In the various dropdown menus select Where, Document Amount, is greater than, and enter 1000. 11. Sara Davis should be the only approver for this step.
Step by Step
1. Go to the Workflow website. 2. Click Administration from the quick launch. 3. Select the company Fabrikam, Inc. from the Current Company dropdown menu. 4. Click the link for Credit Limit (the workflow created in a previous lab). 5. Click the Add Workflow Step button. 6. In the Name field enter Credit Department. 7. Select This step is a first step radio button. 8. Select the Always option in the Require approval when area. 9. In the Identify approvers field enter Connie Vrettos and select Only one response needed. 10. Click Save. 11. Click Add Workflow Step. 12. In the Name field enter Accounting Department. 13. In the Require approval when area select Only. In the various dropdown menus select Where, Sales Order Subtotal, is greater than, and enter 200. 14. In the Identify approvers field enter Ken Kunos. 15. Select Only one response needed. 16. Click Save. 17. Click Add Workflow Step. 18. Enter CFO into the Name field. 19. Select This step follows the selected step, and select both the Credit Department and Accounting Department steps. 20. In the Require approval when area select Only. In the various dropdown menus select Where, Document Amount, is greater than, and enter 1000. 21. In the Identify approvers field enter Sara Davis. Select Only one response needed. 22. Click Save.
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Sales Quote
A sales quote approval workflow is used to gain approval for sales quotes before they are processed. Users can submit sales quotes for approval in the Sales Transaction Entry window in Microsoft Dynamics GP. After sales quotes are approved, you can process them according to your company's business practices. For example, you can transfer them to orders.
FIGURE 2.11 SALES TRANSACTION ENTRY WINDOW
Entering Sales Quotes

The workflow wrapper is displayed around the Sales Transaction Entry window when the Sales Quote workflow is activated. The Submit for Approval button becomes available after a sales quote is entered. At that point the document must pass through the Sales Quote workflow to continue onto the next stage of processing (e.g. transfer to order, transfer to invoice, and etc.). Backorder and Return documents will not have a workflow associated with them, and therefore the Request Review and Submit for approval buttons will never be available for these document types.
Pending Approval
When a quote has a workflow status of Pending Approval only the user assigned to the current workflow task for the quote (or their delegate) may edit the document. The document may not be deleted with this status. When a sales quote has a status of pending approval and the current approver attempts to remove or add a hold in the Sales Holds Processing window or from the sales transactions lists, the process can be completed as always. The changes would be saved, and the document would continue to have a pending approval status.
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The Copy functionality will be available to copy from a Sales Quote regardless of its workflow status. The new Sales Document created will have a status of Not Submitted. If the user selects or enters an existing quote to copy to, and that quote is pending approval, the copy option will not display in the Actions Menu for that quote.
Repeating quotes
Repeating quotes can continue to be transferred until the workflow status of the quote is changed to one of the following statuses: Not Submitted Submitted Pending Approval Pending Changes Rejected
Simply stated, a repeating quote may be used until some aspect of the quote changes.
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Lab 2.4 Sales Workflow

Company: Fabrikam, Inc. Scenario The accuracy of sales quotes at Fabrikam is important to their business. If quotes are too high they may lose business to other bidders; if quotes are too low the job may not be profitable. In an effort to ensure accurate sales quotes Fabrikam intends to implement a single-step workflow that requires a majority of the firm's partners approve sales quotes in excess of $5000.
Challenge Yourself
Add steps to the Sales Quotes workflow created in a previous lab. The workflow will include a single step that requires a majority of Fabrikam's partners to approve. Use this diagram of the workflow to create the workflow steps.
FIGURE 2.12 SALES QUOTES WORKFLOW
Need a Little Help?

1. 2. 3. 4. Go to the Administration page in Workflow. Select Sales Quotes (the workflow created in a previous lab). Add a workflow step named Partner Approval. In the Require approval when area select Only. In the various dropdown menus select Where, Sales Order Subtotal, is greater than, and enter 5000. 5. Enter Ken Kunos, Sara Davis, and Charlie Keen as the approvers. 6. Select Majority must approve option. 7. Set time limit to two days.
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Step by Step
1. Go to the Workflow website. 2. Click Administration from the quick launch. 3. Select the company Fabrikam, Inc. from the Current Company dropdown menu. 4. Click the link for Sales Quotes (the workflow created in a previous lab). 5. Click the Add Workflow Step button. 6. In the Name field enter Partner Approval. 7. Select This step is a first step radio button. 8. In the Require approval when area select Only. In the various dropdown menus select Where, Sales Order Subtotal, is greater than, and enter 5000. 9. In the Identify approvers field enter Ken Kunos, Sara Davis, and Charlie Keen. 10. Select Majority must approve option. 11. Set time limit to two days. 12. Click Save.
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General Ledger Batch

A General Ledger batch approval workflow is used to gain approval for General Ledger batches before they are posted. Users can submit General Ledger batches for approval in the Batch Entry window in Microsoft Dynamics GP. After General Ledger batches are approved, you can post them.
FIGURE 2.13 BATCH ENTRY WINDOW
Posting Setup
Before using this workflow, turn off the batch approval feature in Microsoft Dynamics GP. To do so, open the Posting Setup window and select the Financial series. Clear the Require Batch Approval check box for the General Entry and Clearing Entry origins. It is not possible to use both the General Ledger Batch Approval Workflow and the Microsoft Dynamics GP posting option to Require Batch Approval at the same time. If Verify Number of Trx is selected in posting setup, the number of actual transactions must equal the control number for the batch to submit it for workflow approval. In general, the rules set for the batch must be met in order to even submit the batch to the workflow process.
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Entering General Ledger Batches
When the General Ledger Batch workflow is activated the workflow wrapper will display around the batch entry window. Before posting the batch the user must click the Submit for Approval button on the wrapper. This submits the batch and starts the workflow approval process. Posting for the batch only occurs after the batch has achieved one of the following statuses: Approved No Approval Needed Workflow not Activated Workflow Deactivated
If the general ledger workflow ends with the batch achieving a status of Workflow Ended or Rejected, the batch will not post. The Master Posting, Series Posting, and Batch IDs lookup windows all have a Status field. When using workflow, the status field displays the batch's workflow status.
Pending Approval
The following statements apply to general ledger batches that have a workflow status of Pending Approval. If a general ledger batch is configured to allow it to be appended, the batch will not be appended. Instead a new general ledger batch will be created, similar to as if the batch was in use. Only the user(s) currently assigned the batch's workflow task or a user who has permission for the Act on Other Users Task General Ledger operation can edit the batch.
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Payables and Receivables Management Batch

A Payables and Receivables Management batch approval workflow is used to gain approval for batches before posting. Users can submit Payables or Receivables Management batches for approval in the Payables or Receivables Batch Entry window in Microsoft Dynamics GP.
FIGURE 2.14 RECEIVABLES BATCH ENTRY WINDOW
Posting Setup
The batch approval feature in Microsoft Dynamics GP must be disabled before either the receivables or payables workflows can be used. Clear the Require Batch Approval check box for: Payables Trx Entry Payment Entry Computer Checks origins
Clear the Require Batch Approval check box for the Receivables Sales Entry and Receivables Cash Receipts origins. If Verify Number of Trx is selected in posting setup, the number of actual transactions must equal the control number for the batch to submit it for workflow approval. In general, the rules set for the batch must be met to even submit the batch to the workflow process.
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Entering Batches
When the Receivables or Payable Batch workflow is activated the workflow wrapper will display around the batch entry window. Before posting the batch the user must click the Submit for Approval button on the wrapper. This action submits the batch and starts the workflow approval process. Posting for the batch only occurs after the batch has achieved one of the following statuses: Approved No Approval Needed Workflow not Activated Workflow Deactivated
If the workflow ends with the batch achieving a status of Workflow Ended or Rejected the batch will not post. The Master Posting, Series Posting, and Batch IDs lookup windows all have a Status field. When using workflow, the status field displays the batch's workflow status.
Pending Approval
The following statements apply to receivables or payables batches that have a workflow status of Pending Approval. If a batch is configured to allow it to be appended, the batch will not be appended. Instead a new general ledger batch will be created, similar to as if the batch was in use. Only the user(s) currently assigned the batch's workflow task, or a user who has permission for the Act on Other Users Task operation can edit the batch.
Summary
There are six different workflows and many different ways to configure them. This training explained how to create, configure, and deploy all workflow types in Microsoft Dynamics GP. In addition, workflow steps and some configuration possibilities are described.
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Test Your Knowledge

Test your knowledge with the following questions.
Workflow Samples
1. Which of the following best describes a workflow with converging steps? ( ) A workflow that includes several linear steps that require a majority of approvers during the final step of the workflow ( ) A workflow that includes multiple steps on seperate paths which eventually become an individual step ( ) A workflow that was designed and demonstrated at Microsoft's Convergence conference ( ) A series of sequential steps in a workflow that eventually become two distinct workflow paths
Workflow Steps
2. What happens to a document or batch in workflow if, during workflow processing, it encounters a step for which it does not fulfill the criteria specified and has the "Move to the next step" setting unselected? ( ) The workflow process will stop. The document or batch receives a status of Workflow Deactivated. ( ) The user who submitted the document or batch to workflow is notified and must resubmit the document or batch. ( ) The user who last approved the document or batch at the most recent step is asked if they want to "final approve." ( ) The workflow process ends. The document or batch receives a status of No Approval Needed. 3. If multiple approvers are assigned to a workflow step, which of the following options are valid approval criteria for the step? (Select all that apply.) ( ) Majority must approve ( ) Administrator must approve ( ) Take the first response ( ) All must approve
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4. Which settings in Receivables Management setup must be disabled to use the Customer Credit Limit Override workflow? ( ) All Receivables Setup password overrides ( ) Receivables batch posting verification ( ) Exceed Credit Limit override password ( ) Sales Order override setting

5. Which of the following workflow statuses would a general ledger batch need to achieve to post? (Select all that apply.) ( ) Pending Changes ( ) Workflow Deactivated ( ) No Approval Needed ( ) Workflow Ended
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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from this chapter: 1.
2.
3.
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Solutions
Test Your Knowledge
Workflow Samples
1. Which of the following best describes a workflow with converging steps? ( ) A workflow that includes several linear steps that require a majority of approvers during the final step of the workflow () A workflow that includes multiple steps on seperate paths which eventually become an individual step ( ) A workflow that was designed and demonstrated at Microsoft's Convergence conference ( ) A series of sequential steps in a workflow that eventually become two distinct workflow paths
Workflow Steps
2. What happens to a document or batch in workflow if, during workflow processing, it encounters a step for which it does not fulfill the criteria specified and has the "Move to the next step" setting unselected? ( ) The workflow process will stop. The document or batch receives a status of Workflow Deactivated. ( ) The user who submitted the document or batch to workflow is notified and must resubmit the document or batch. ( ) The user who last approved the document or batch at the most recent step is asked if they want to "final approve." () The workflow process ends. The document or batch receives a status of No Approval Needed. 3. If multiple approvers are assigned to a workflow step, which of the following options are valid approval criteria for the step? (Select all that apply.) () Majority must approve ( ) Administrator must approve () Take the first response () All must approve
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4. Which settings in Receivables Management setup must be disabled to use the Customer Credit Limit Override workflow? ( ) All Receivables Setup password overrides ( ) Receivables batch posting verification () Exceed Credit Limit override password ( ) Sales Order override setting

5. Which of the following workflow statuses would a general ledger batch need to achieve to post? (Select all that apply.) ( ) Pending Changes () Workflow Deactivated () No Approval Needed ( ) Workflow Ended
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Chapter 2: Using Workflows: Objectives

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