Workflow for Payables Transactions in Dynamics GP

Note: This posting is about the new workflow available in Microsoft Dynamics GP 2015 R2 and not on how to generally setup a Workflow in Dynamics GP.

Workflow 2.0 was introduced in Dynamics GP 2013 R2.  Microsoft Dynamics GP 2015 R2 now includes the ability to setup workflow for Accounts Payable transactions.  This is the workflow I have been waiting for.  Most companies that I work with have a very manual approval process for their AP invoices. Now, we can automate that process based on a variety of criteria.

What is your Process for Approving Supplier’s Invoices in Dynamics GP? Is it Something Like This?

  1. Invoice arrives from supplier via the mail or email.
  2. Invoice manually gets routed to Accounts Payable (AP) for payment
  3. Invoice manually gets routed from AP to a manager or department head for approval
  4. Invoice sits on manager’s desk until it is signed and sent back to AP
  5. Invoice finally gets entered into Dynamics GP for payment processing.

Dynamics GP 2015 R2 now has the ability to automate your AP invoice approval processes. The new workflow allows you to scan in the invoice and attach it to your AP invoice entry (or credit memos) and using workflow logic for authorization sends the invoice to the appropriate person for approval.

Set Up the Workflow for Payables Transactions with the Rules for Authorization

Very simple example below – will route any invoice over 1000 to a particular person via email.

  • All invoices > $ 1,000 will be routed to the assigned user via email.
  • You can setup a much more complex authorization schedule. 

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Enter Invoice

Notice the activity group – Workflow – with the Submit Button

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Document Attachments: Use the big paper clip at top of page to attach or scan the invoice to be routed with the workflow.  For more info, click here.

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The documents are saved in SQL server, so you have the ability to store the attachments.

Submit the Document

The invoice can be approved via email or via the entry screen

Add a comment if you want:

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Email Arrives in the Approver’s Inbox

The approver can approve, reject or delegate the workflow to someone else in the company. Note the details in the body of the email and the attachment of the invoice.

If the user is logged into Dynamics GP, they will also be able to drill back to the originating document.
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There is an option to add a comment before approval:

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Back in Dynamics GP:

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Our payables transaction workflow has been completed with history!

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