Utilizing batch jobs is an excellent approach to establish automated procedures within D365. This blog delves into purchase order confirmation, emphasizing diverse parameters for enforcing and overseeing approvals.
The procedure centers around swiftly confirming purchase orders recently released from approved purchase requisitions or orders. Once a purchase order aligns with our designated query criteria, the batch job will initiate confirmation, propelling it forward for subsequent procurement stages: receiving and invoicing.
Batch purchase order confirmation
Purchase orders are ready for confirmation when they hold the approval status of "Approved" and a purchase order status of "Open order".
Navigate to Procurement and sourcing > Purchase orders > Purchase order confirmation > Confirm purchase orders
Click on "Select" in the top left, right below Setting. Here we will define the query parameters for the batch job. We only want to confirm purchase orders that are approved and still in open order status.
Select OK.
Toggle this to YES. This will ensure that this query will be used when the batch job is run.
A list of purchase orders that match the filtered criteria.
Select "Batch" to move to the next phase of configuration.
This will ensure that once a purchase order is approved, it will automatically be confirmed. Eliminating the need for manual confirmation.
2. Parameters to consider
Navigate to Procurement and sourcing > Setup > Procurement and sourcing parameters
Parameter 1
Implementing approval workflows establishes necessary controls in the procurement process. Whether initiated through purchase requisitions or orders, ensuring the suitability of each purchase is paramount. Enabling this function facilitates the utilization of purchase order approval workflows within the procurement and sourcing process.
For purchase orders in a "Draft" state, irrespective of their origin or creator, undergoing the approval workflow is essential before they can proceed with confirmation and subsequent invoicing.
Parameter 2
In your company's procurement process initiated by a purchase requisition in D365, releasing it will automatically designate the purchase order as 'Approved'. The subsequent batch job will confirm it, rendering it ready for receiving and invoicing.
Opting for YES will maintain the purchase order in a 'Draft' state post-release from a purchase requisition, awaiting submission into the purchase order approval workflow.
Selecting NO, on the other hand, will promptly confirm every purchase requisition that's created, approved, and released into a purchase order.
It is important to note that the "Give purchase orders created via purchase requisitions Draft approval status" toggle will ONLY work if the "Activate change management" toggle is ON.
Understanding this distinction is pivotal in crafting the most efficient and effective procurement process tailored to your company's needs. To learn more about the purchase requisition to purchase order automation, please visit my colleague's article on it HERE.
3. Procurement automation flows
What is the best way to automate your procurement process while still having the procurement controls that are right for your business?
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