In Business Central, you can set up an approval workflow for purchase documents, such that the document will go through a process that requires someone to sign off on the data at a certain stage. Approval workflows might require multiple checks throughout the process and from a variety of different stakeholders. Business Central comes predefined with workflow templates that can be combined with the approval user setup to achieve the approval workflow business process.
You can use the workflow templates to define workflows for purchase documents including quotes, orders, invoices, and credit memos. Workflows are carried out based on events and actions i.e. for every event, an action can be defined. The principle of actions and events can be used to define rules for workflows to meet common business process requirements.
To set up an approval workflow for purchase documents;
- Define the users and approval levels in the Approval User Setup window
- Define the workflow for the purchase documents by using the Workflow Templates
Set up users in the Approval User Setup
- Search for Approval User Setup, and choose the related link.
- Create a new line on the Approval User Setup page, and then fill the fields as described in the following table.
| Field | Description |
| User ID | Select the user ID of the user who is involved in the approval process. |
| Approver ID | Select the user ID of the user who must approve requests made by the user in the User ID field. |
| Purchase Amount Approval Limit | Specify the maximum purchase amount in LCY that the user in the User ID field can approve. |
| Unlimited Purchase Approval | Specify that the user in the User ID field can approve all purchase requests regardless of their amount. |
- Repeat steps 2 and 3 for every user who you want to set up as an approval user.
Define the workflow for the purchase documents by using the Workflow Templates