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looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

  • 1.  looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

    Posted 23 days ago
    Has anyone found a way to force a planned PO that has just been firmed to go through PO workflow approval?

    in our AX 2012, a planned PO that is firmed just turns into an approved PO and we are looking for settings to force it through workflow but cannot find any solutions yet. We looked at customization but core AX functionality would be negatively impacted, it does not look like a good idea.

    The way we are currently dealing with this is to create an alert for changes in the 'planned orders log' but each item on a planned PO creates a separate line in the log and multiple alerts accordingly. There also does not seem to be a decent way to create an alert from the 'all purchase orders' screen because normal PO's that do go through PO workflow approval appear to not be able to get differentiated in an Alert.

    Thanks in advance...





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    Ron Sommerfeld
    Support Analyst
    Pason Systems Inc.
    Calgary AB
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    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

    Posted 22 days ago
    Hi Ron,

    As you mention Firmed planned purchase order always create a PO in Approved status.  There is no standard way around this... Can you explain why you want MRP planned purchase orders to go through an approval process.  What is the business justification?

    MRP is meant to automate re-ordering tasks.  It looks at forecasts and demand and dates and lead time to determine exactly when a product needs to be purchased so that it can arrive on time.
    • What are you going to do if the PO approval is rejected; MRP still needs to purchase the product to satisfy the demand (ie. customer sales orders or production orders or min/max inventory levels).
    • What are you going to do if delays in approving the PO result in not having the product arrive in time

    The controls for MRP items need to be managed by MRP setup (Coverage periods, min/max levels, time fences) not an approval process that will add delays into the procurement process.  The act of reviewing and firming the planned orders can be viewed as a process for approving the system generated suggestions.


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    Sean Gilbert
    Thinkmax Consulting
    Montreal QC
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    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

    Posted 22 days ago
    Hello Sean,

    Consider our scenario, we do not use the production module but we do have MRP creating planned orders based on item min max settings. Users have access to min max setup but the managers only want to approve the purchase orders. At the very least know the purchase orders have been created through an Alert so they can watch for unnecessary or unapproved spending. Our managers do not want to deal with item min max settings. Also, Auditors want to see an approval process for all our purchase orders if we say that all our purchase orders go through an approval process.

    I appreciate you confirming that there is no standard way around firmed POs getting created as approved POs. We can stop wasting time trying to find settings that do not exist.

    So, the questions that you have posed do not really apply due to the way we use the system. Your points are very valid however which is why customizing the system is not a good idea.

    Given this additional information, do you have any ideas how to make better Alerts than basing them on the planned orders log?

    Thank you for your response, I was expecting crickets...
    Ron


    ------------------------------
    Ron Sommerfeld
    Support Analyst
    Pason Systems Inc.
    Calgary AB
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

    Posted 22 days ago
    There are actually a couple more considerations to this issue.

    When production is involved, safety stock can be handled through planned POs, so this issue could impact anyone if approval is desired for safety stock purchases.

    Then, once the PO is created and depending on the setup, a buyer can just go into the PO, make changes, reapprove it, and confirm it. All bypassing any PO approval workflow that happens to be setup.

    I have not seen how it works in D365 yet, but I assume it is the same way.

    Ron.


    ------------------------------
    Ron Sommerfeld
    Support Analyst
    Pason Systems Inc.
    Calgary AB
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: looking for Ideas for firmed planned purchase orders to go through workflow approval, or better alerts

    TOP CONTRIBUTOR
    Posted 19 days ago
    Hi -

    Please also consider the Ideas pages on this topic. Perhaps you'll find some inspiration and an Idea to vote on.

    Example:
    https://experience.dynamics.com/ideas/idea/?ideaid=285973d9-e79d-e711-80c0-00155d7cd0b4

    The Yammer page for Planning Optimization (the new MRP engine) is also worth a trip. Some discussions on this very topic.

    https://www.yammer.com/dynamicsaxfeedbackprograms/#/threads/inGroup?type=in_group&feedId=17348655&view=unviewed

    Thanks.....Dave

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    Dave Phillips
    Sr Support Escalation Engineer
    Microsoft
    Fargo ND
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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