Vendor and Customer Field Approval Workflow in Dynamics 365 for Finance and Operations

Posted on: January 17, 2019 | By: Jarrod Kraemer | Microsoft Dynamics AX/365

Authored by: Chris Rusing

Many of the workflows in D365 for Finance and Operations (and in previous versions of AX) were only available for guiding transactions and business processes in the system.  However, in one of the latest updates to D365, MS has introduced the concept of workflows for approving changes to fields in the vendor and/or customer record.  This is a powerful tool to make sure that vendor fields are not changed for arbitrary reasons.  It provides better internal controls to ensure your system and your processes continue to run perfectly in sync.

For example, you may want to lock the field for terms of payments for any vendor record in your system.  By doing so, this would prevent you from being mistakenly late on payments or risk paying an invoice too early.  Let’s go in the system to determine how this is setup:

Go to Accounts payable> Setup> Accounts payable parameters.  In the General section, you can find the Vendor approval section (this is the same for customers in the accounts receivable module).  Change the Enable vendor approval to ‘Yes’, next select ‘Create change proposals’ in the Data entity behavior drop down.  Finally, check the enable box next to Terms of payment to activate the approval as required for this field.

Now go to Accounts payable> Setup> Workflows and create a new workflow.  Choose the Proposed vendor changes workflow and configure as needed.

Save and activate that workflow.  You should see it in your accounts payable workflow form.

Now, we can test it.  I’m going to select a vendor record and enter it to see all the fields.  The system shows that the terms of payment field requires approval to be changed.

Once I changed it to Net10, the system notifies me that this change must be approved.

At the top of the vendor record, you can now submit the proposed changes to the workflow that we just created.

The approver of the workflow can look at the proposed changes from the vendor record.  Click the Workflow button to approve or reject the proposed changes.

Now that the proposed changes have been approved, the terms of payment changed to the proposed Net10.  This is a great tool to maintain the internal controls for your customer and vendor master. I’m looking forward to the additional functionality MS will provide in the upcoming year!  For additional information please feel free to reach out to us at info@loganconsulting.com or (312) 345-8817. 

All the best!
Logan Consulting
www.loganconsulting.com

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