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Routing documents to a PO creator or requisitioner

AP Essentials can use purchase order information to automatically route problem documents to purchase order creators and requisitioners for correction. This helps you quickly and easily route documents to the correct people, without having to create extensive workflows or perform unnecessary manual actions on the documents.

This feature requires:

  • Workflow services

  • Purchase order master data that specifies PO creators (CreatedBy field) and/or requisitioners (RequisitionedBy field).

  • User names in AP Essentials that match (case sensitive) the creator and requisitioner fields in the purchase order master data. Customer users, customer group users and partner users are supported.

How it works

Documents can be routed to correction workflows for many reasons. For this feature, we focus on documents with validation errors relating purchase orders, so we can automatically route the documents to purchase order creators or requisitioners for correction.

Assume you use this feature to send purchase order documents to the PO creator when the Goods received quantity validation is triggered. After verification, AP Essentials performs the Goods received quantity validation. If the rule is triggered, it is sent to a correction workflow. Then AP Essentials uses the purchase order number found on the document to look up the corresponding creator or requisitioner in the purchase order master data. If the value of the creator/requisitioner matches a user name in AP Essentials, the document is automatically assigned to that user.AP Essentials.

Setup

To automatically route problem documents to purchase order creators or requisitioners for correction:

  1. In a purchase order document type, enable a workflow validation rule that is related to purchase orders. Choose, for example, Goods received quantity , Purchase order quantity , or Purchase order unit price.

    Make sure you only enable the rule in the WORKFLOW column. If you enable the validation in the VERIFY

    column, any issues relating to the validation will be triggered during verification, and the correction workflow will never be triggered.

  2. Add a correction workflow and assign a step to Purchase order creator or Purchase order requisitioner, depending on your requirements and how your purchase order master data is set up.

  3. Create a correction trigger and specify the workflow you created in step 2 in the Start workflow setting.

    In the Conditions settings, specify the validation rule from step one.