Use this procedure to select the Purchase requisition approvaltemplate to base the workflow configuration on.

1. Click Accounts payable> Setup> Workflow configurations.

2. Click Newto open the Create configuration: Select a templateform.

3. Select the Purchase requisition approvaltemplate from the Templates:list.

4. Click Create configurationto create the configuration. The Purchase requisition approvalform opens.

5. In the Namefield, type a name for the workflow.

Note
If you want to use both the Purchase requisition approvaland Project purchase requisition approvalworkflow configurations, you must define the following condition.

Then define the following condition in the Project workflow configuration.

Use this procedure to create the instructions for the users who will be submitting purchase requisitions for processing and approval in the Purchase requisitionsform.

You also can insert placeholders in the instructions that will be replaced with the appropriate data when the instructions are displayed to users. For example, you might enter the following message text:

The vendor and/or price is missing on one or more of the purchase requisition lines. Please update purchase requisition % Purchase Requisition. PurchReqId%. If you cannot complete this task, return the purchase requisition to % Purchase Requisition. Requisitioner%.

These instructions contain placeholders for the purchase requisition ID and the user who created the requisition.

Note
A list of available placeholders and their descriptions is included in the Available placeholders:area of the Edit messageform.

1. In the Purchase requisition approvalform, click Create instructionto open the Edit messageform.

2. Click Add languageto select the language used in the instructions.

3. Type the instructions in the Message text:field.

   To insert a placeholder:

   1. Click in the message text to specify where the placeholder should appear.

   2. In the Available placeholders:list, select the placeholder to insert.

   3. Click Insert.

4. Repeat steps 2 and 3 for each language in which you want to display the instructions.

5. Click OKto return to the Purchase requisition approvalform.

Use this procedure to configure the purchase requisition completion task. In this example, the purchasing agent receives a request to fill in the missing mandatory information (net amount and vendor information) on the purchase requisition line.

For more information about workflow tasks, see Configure a task.

1. In the Purchase requisition approvalform, click the Detailstab.

2. In the Workflow elements:field, select the PurchReqComplete (Required)task. The details of the task are displayed in the lower pane.

3. On the Overviewtab, type a name for the task in the Task namefield, such as Fill in missing information.

4. Click Create subjectto add a subject that describes the task to the user, such as Add missing information to the purchase requisition. The subject will be displayed in the Purchase Requisitionsform when the purchasing agent receives a request to fill in the missing mandatory information. Click OK.

5. Click Create instructionto enter instructions that will be displayed in the Purchase Requisitionsform. For more information, see the previous procedure. Click OK.

6. Click Set a time limit for the approval processto set a time limit for the task, such as five days.

7. Click the Automatic actionstab to define a condition. In this example, vendor and net amount information is mandatory on the purchase requisition line.

   Where	Purchase requisition lines. Vendor account	Is not	[Leave blank]
   And
   Where	Purchase requisition lines. Net amount	>	0.00

   The task runs automatically when the condition is met.

8. In the Actionfield, select Complete.

9. Click the Assignmenttab and then click Chooseto specify who the task should be assigned to:

   • Role based– Assign the task to all users in a specific role. Select the appropriate user group.

   • Hierarchy based– Assign the task to a specific level in the hierarchy.

   • User based– Assign the task to specific users. Select the appropriate users.

   For more information, see Assignment (form).

   In this example, select Role basedand select a user group from the list, such as a purchasing agent user group.

10. Click the Escalationtab to define what should happen when a user has not acted on a task by the task's due date. In this example, click Escalate to one or more peopleto escalate the task to one or more users, and then click Addto specify which user to escalate the task to. For more information, see Workflow: Workflow Name (form).

11. Click the Notificationstab in the lower pane to specify when to send notifications to users, and which users to send them to. For example, you might want to notify the user who requested the items if the requisition is returned for changes.

12. For this example, click Choose, select the Role basedoption, and select Workflow originatorin the list. Click OKto return to the Purchase requisition approvalform.

13. Select the Enabledcheck box for the Request Changeevent to enable the notification, and type a message to the user in the Message textfield.

14. Click the Advancedtab to specify which actions will be available to users. For more information, see Workflow: Workflow Name (form).

Use this procedure to configure the purchase requisition approval.

1. In the Purchase requisition approvalform, click the Detailstab.

2. In the Workflow elements:field, select the PurchReqApproval (Required)approval. The details of the approval task are displayed in the lower pane.

3. On the Overviewtab, type a name for the approval in the Approval namefield, such as Approve purchase requisition.

4. Click the Automatic actionstab. Click Enable automatic actionsand specify a condition, such as the following example.

   Where

   Purchase Requisition. ApprovalAmount

   <=

   Purchase Requisition. Spending limit

5. In the Actionfield, select Approve. The purchase requisition will be approved automatically if the purchase requisition total amount is less than or equal to the spending limit for the user who created the purchase requisition.

6. Click Notificationsto specify when to notify a user. For example, you might want to notify the user who requested the items when purchase requisitions are approved or rejected.

7. For this example, click Choose, select the Role basedoption, and select Workflow originatorin the list. Click OKto return to the Purchase requisition approvalform.

8. Select the Enabledcheck box for the Approveand Rejectevents to enable the notification, and type a message to the user in the Message textfield.

9. Click the Advancedtab to specify which actions will be available to users. For more information, see Workflow: Workflow Name (form).

10. In the Workflow elements:list, click Step %1to configure the details for the step.

11. On the Overviewtab, type a name for the step in the Step Namefield, such as Approve.

12. Add a subject and instructions for the user who will approve the purchase requisitions. The subject and instructions will be displayed in the Purchase Requisitionsform when the purchasing agent is approving purchase requisitions.

13. Click the Conditiontab to specify a condition.

14. Click the Always run this stepoption. In this example, the approval is always routed to the manager of the user who requested the items if that user exceeded his or her spending limit for purchase requisitions (see step 4 in this procedure).

15. Click the Assignmenttab to specify the user to assign the approval to.

16. For this example, click Chooseand select Hierarchy based.

17. In the Start fromfield, select Requisitionerto indicate that the approval process starts from the position in the hierarchy of the user who requested the items, and then moves on to that user's manager, the manager's manager, and so on.

18. Select Assign to all users retrievedand click Create stop conditionto define a stop condition, which is when to stop the approval process. The following table includes an example of a stop condition.

    Where

    Employee. Approval limit. Limit ID

    >=

    Purchase Requisition. ApprovalAmount

    For more information about limit types, see Limit types (form).

19. Click OKto return to the Purchase requisition approvalform.

20. Save the configuration and close the form to complete the purchase requisition workflow configuration.

21. In the Workflow configurationform, select the Activecheck box next to the workflow configuration to activate it.

    Note
    To designate a workflow as the default workflow, click the Overviewtab and select the Defaultcheck box next to the workflow configuration.