Boyer & Associates

A Simple Approval Process using Microsoft Dynamics GP Workflow

Posted on 31. Jul, 2009 by Erik Vigesaa in Boyer & Associates Blog

Microsoft Dynamics GP Workflow is a component of GP version 10.0 that lets you create an approval process for:

•    General Ledger batches
•    Payables Management batches
•    Purchase Orders
•    Receivables Management batches
•    Sales quotes

GP Workflow is a wonderful tool to streamline an internal approval process.  Take for example a Purchase Order (PO).  As an organization I want to require approval for a PO that is over $1000.  Anything under this $1000 threshold is fine and can be purchased without approval.

With GP Workflow when a user enters a PO that is over $1000 and submits the PO it is automatically routed to another user that has been identified as my approver.  The “Approver” can review the PO and choose to:

•    Approve the PO
•    Reject the PO
•    Request a Change on the PO
•    Delegate the PO to another user in our Workflow configuration

Any of these actions can be accomplished in GP, from Outlook 2007, or by accessing the Workflow web site.  This means by using Outlook or a web browser, users can be reviewing and approving PO’s without using a license in GP.   Once approved, the PO can be printed and received against in GP.

The example used here is of a very simple approval process.  However, with GP Workflow, it is very easy to setup a more complex tiered approach to approvals.  With a little thought and planning GP Workflow can work very well for an organization looking for an electronic way to approve transactions in GP.

As a quick note - GP Workflow is installed on a web server that needs to be running Microsoft Office SharePoint Server.

Thanks for reading. Have any experiences with GP Workflow you would like to share? Please post them here!

- Erik V.

Tags: Dynamics GP, GP 10.0, GP Workflow, Microsoft Dynamics GP