Proposal For PO Approval Workflow

JIRA: POWE-218

Proposal summary 

Proposal for setup the approval workflows for purchase orders in NetSuite. 

Requirement 

Would you please set up approval workflows for us for Purchase Orders? 

• Would you please set up approval workflows for us for Purchase Orders? 
• Created by:  Tiffany Bachhofer, Sally and total value >$1,000 – routed to Dustin Clark for approval. 
• Created by: (Jacob) Alex Bostick and total value >$10,000 – routed to Dustin Clark for approval. 
• Not Created from a Sales Order and Created by:  Tonya Slagle, Andrew Pickett, Tyler Riggins, Tim Williams, Kasey Springer, Chris Greene and total value > $1,000 – routed to Dustin Clark for approval. 
• Can we add a reason for the PO is being rejected which notifies the creator of the PO? So that they know the reason and can correct. 
• After rejecting, the creator can edit and resubmit for approval. 

Our Solution 

The requirement is achievable by deploying the approval workflow on Purchase Order which will check the creator of the corresponding PO and total amount for setting the approval process. The approval process will contain the following steps.  

1. If all the POs that do not satisfy the above three criteria will get automatically approved on the creation itself. 
2. If the condition for PO Approval is satisfied, then a “Submit for Approval” Button will be displayed for the PO Creator. 
3. Once that user clicks the button, An notification email with PO link will be sent to the corresponding Approvers. Also, the PO becomes locked for all employees except for the user with the Administrator role. 
4. An “Approve” and “Reject” buttons will be set on the PO record if the current user is the Approver user. 
5. If the Approver clicks the Approve Button, the PO status will change to Approved and PO record becomes locked for all employees except for the user with the Administrator role. 
6. If any one of Approver clicks the Reject button, a new window opens for entering the reason code. (We should have to setup the Suitelet page to show the popup for entering the rejection reason). The Approver user can enter the reason and on submitting the form, the PO gets rejected, entered reason code will be stored in a custom field on PO and the record again unlocked for the PO creator the creator can edit and resubmit for approval. 
7. On Submit for Approval button click by PO Creator, the Reason code on the custom field gets cleared and the PO again sends for the Approval as same as of the Initial stage. 
8. The PO Owner gets notified by email whenever an Approval/Reject happens. 

Following are the Approval conditions and the Approver on each condition: 

1. If the PO is created by Tiffany Bachhofer (Emp ID: TIFFANYB-North), Sally (Emp ID: SALLYK-NORTH) and the total PO amount is greater than $1,000, then it should be approved by Dustin Clark (Emp ID:DUSTINC-HQ). 
2. If the PO is created by (Jacob) Alex Bostick (Emp ID: ALEXB-HQ) and the total PO amount is greater than $10,000, then it should be approved by Dustin Clark (Emp ID:DUSTINC-HQ). 
3. If the PO is not created from the sales order and created by any of the following users [Tonya Slagle (Emp ID: TONYAS-HQ), Andrew Pickett( Emp ID: ANDREWP-SOUTH), Tyler Riggins (Emp ID: TYLERR-SOUTH), Tim Williams(Emp ID: TIMW-SOUTH), Kasey Springer(Emp ID: KASEYS-SOUTH), Chris Greene( Emp ID: CHRISG-SOUTH)] and the total PO amount is greater than $1,000, then it should be approved by Dustin Clark (Emp ID:DUSTINC-HQ). 

Assumption 

1. All the POs that do not come under the above three criteria will get automatically approved on the creation itself. 
2. PUPCO should be share the content of email’s subject and body for the email notifications. 
3. We will first setup the approval workflow on sandbox account.