Procurement and Sourcing Workflows in Dynamics 365 Supply Chain Management

Posted on: June 8, 2022 | By: Guy Logan | Microsoft Dynamics AX/365, Microsoft Dynamics Manufacturing

Procurement and sourcing covers all the steps from identifying a need for product and services through procuring the product, receipt, invoicing, and processing of payment with vendors. It plays a key role in business strategy, involves a number of workflows, and requires input or action from multiple departments. By digitizing and automating workflows through Dynamics 365 for Supply Chain Management, a company can increase productivity, eliminate repetitive work, and minimize human errors. Read this blog to learn about the types of workflows you can create, how to set it up, and the types of participants in the workflow.

Some organizations require that purchase requisitions and purchase orders are approved by a user other than the person who entered the transaction. To set up an approval process, you can create a workflow.

A workflow represents a business process. It defines how a document flows through the system and indicates who must complete a task or approve a document. There are several benefits of using the workflow system in your organization:

  • Consistent processes — You can define the approval process for specific documents, such as purchase requisitions and expense reports. Using the workflow system helps to ensure that documents are processed and approved in a consistent and efficient manner.
  • Process visibility — You can track the status, history, and performance metrics of a specific workflow instance. This helps you determine whether changes should be made to the workflow to improve efficiency.
  • Centralized work list — Users can view a centralized work list to view the workflow tasks and approvals assigned to them across all workflows they participate in. This is available in the Work items page.

The types of workflows that you can create

The following workflow types are available for Procurement and sourcing:

  • Purchase requisition review: Create review and approval workflows for purchase requisitions.
  • Purchase requisition line review: Create review and approval workflows for purchase requisition lines.
  • Purchase order workflow: Create review and approval workflows for purchase orders.
  • Purchase order line workflow: Create review and approve workflows for purchase order lines.
  • Vendor add application workflow: Create review and approval workflows for adding new vendors via vendor requests.

Creating a workflow

To create a workflow, go to Procurement and sourcing > Setup > Procurement and sourcing workflows and create a new workflow by selecting the type of workflow you want to create.

In the workflow canvas you can drag workflow elements into the designer and link the elements into a flow. The workflow elements should be configured. For approval and task workflow elements you can configure which participant should take action.

Types of participants

You can assign an approval step to the following groups of participants. The following will be user groups and the description of the user groups:

  • Participant: Assign the approval step to members of a group or role.
  • Hierarchy: Assign the approval step to users in a specific organizational hierarchy.
  • Workflow user: Assign the approval step to users of this workflow.
  • Queue: Assign the approval step to a work item queue.
  • User: Assign the approval step to specific users.

Next Steps

If you are interested in learning more about costing versions in Microsoft Dynamics 365 for Supply Chain Management, contact us here to find out how we can help you grow your business. You can also email us at or call (312) 345-8817.

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