Approval Procedure on Document Update

I have a approval procedure that works great when a Sales Order is initially created. The approval procedure does not trigger when an order is updated?
Is that normal behavior?
If so is there a way to have it check on update?
Thanks

Hi,
I think it should be fixed ASAP. If this is the case then there is absolutely no point in having an approval process in place at all?
If there is a purchase order approval created for PO's over 5000 for example, then all the user has to do is create an order for less than 5000 and then update it afterwards to what ever amount he/she likes, and it will go through without any approval?
I really think that this should be given some urgent attention!
Regards
Grant

Similar Messages

Approval procedure should trigger on PO updation

Hi,
After adding the Purchase Order, i will do some changes on the same PO.
Approval procedure is required updation or changes in the same PO.
any one can suggest me.
Regards,
Vikram

set ANSI_NULLS ON
set QUOTED_IDENTIFIER ON
go
ALTER proc [dbo].[SBO_SP_TransactionNotification]
@object_type nvarchar(25),     -- SBO Object Type
@transaction_type nchar(1),   -- [A]dd, <u>pdate, [D]elete, [C]ancel, C[L]ose
@num_of_cols_in_key int,
@list_of_key_cols_tab_del nvarchar(255),
@list_of_cols_val_tab_del nvarchar(255)
AS
begin
-- Return values
declare @error int    -- Result (0 for no error)
declare @error_message nvarchar (200)   -- Error string to be displayed
select @error = 0
select @error_message = N'Ok'
-- ADD YOUR CODE HERE
IF (@object_type=22)            -- 22 for Purchase Order
BEGIN
if (@transaction_type='A') or (@transaction_type='U')    -- A For Add and U for Update
BEGIN
--     ADD     YOUR     CODE     HERE
END
END
-- Select the return values
select @error, @error_message
end

SBO_SP_Transactionnotifaction and Approval Procedures

Hi,
I understand I cannot use SBO_SP to validate row level data in modules where the Approval Procedure are active.
Is there another way to do the following?
I have three header level and row level UDF's that I need to be validated before the users saves the document as draft in the approval procedure. Once the document enter the approval stages it can no longer be update to enter or change the UDF's, in the rows.
U_BU
U_DEPT
U_ProjectInv
Code being used fro other modules. I had to remove modules in approval procedure as documents would simply disaaper when saves as DRAFT.
MY CODE for non approval modules:
+++++++++++++++++++++++++++++++++
---+Force BU DEPT and PROJECT -- IN ALL REQUIRED DRAFT DOCUMENTS++++++++++++++++++++++++++++
IF @transaction_type IN ('A','U') AND @object_type = '112'
BEGIN
IF EXISTS (
select T0.Docentry
FROM ODRF T0 inner join DRF1 T1 ON T1.docentry = T0.Docentry and lineStatus ='O'
--select * from ODRF
WHERE
T0.ObjType in ('13','16','17','18','20','22','23','203','204') and
-- ('14','59','60','19''15', )Remove These object as SBO_SP is not compatible with Approval Proceedure
(T0.DOCENTRY = @list_of_cols_val_tab_del and NOT(T0.U_BU IN (SELECT code FROM [@sg_BU] where code = T0.U_BU)))
or
(T0.DOCENTRY = @list_of_cols_val_tab_del and NOT(T0.U_DEPT IN (SELECT code FROM [@sg_DPT] where code = T0.U_DEPT)))
or
(T0.DOCENTRY = @list_of_cols_val_tab_del and NOT(T0.PROJECT IN (SELECT Prjcode FROM [OPRJ] where PrjCode = T0.project)) and not (T0.objtype in ('59','60')))
or
(T1.DOCENTRY = @list_of_cols_val_tab_del and NOT(T1.U_BU IN (SELECT code FROM [@sg_BU] where code = T1.U_BU)))
or
(T1.DOCENTRY = @list_of_cols_val_tab_del and NOT(T1.U_DEPT IN (SELECT code FROM [@sg_DPT] where code = T1.U_DEPT)))
or
(T1.DOCENTRY = @list_of_cols_val_tab_del and NOT(T1.PROJECT IN (SELECT PrjCode FROM [OPRJ] where PrjCode = T1.project)) )--and not (@object_type in ('59','60'))
BEGIN
SELECT @Error = 1, @error_message = 'Business Unit - Department or Project missing from User Defined Fields or Rows'
END
END
++++++++++++++++++++++++++++++++++
Kind regards
Eric

Hector,
Sorry for the delay.
The reason I understand it cannot be done as there are postings indicating that SBO_Notifications cannot be used with modules running the SAP Approval Process. I have seen the result my self, with documents disappearing when added as draft with no error message.
If there is a way around this I would appreciate help to implement?
Kind Regards,
Eric Walker

Approval Procedure Not Triggered on Updating Document

Hi,
When Adding a new Sales Order, if the document meets the criteria laid down by an Approval Template, the Approval Process is started.
However, if an old Sales Order is Updated, the Sales Order the Approval Process is ignored.
This is a problem for certain customers who have Approval Procedures which prevent users Adding Sales Orders which would take a Business Partner over the Commitment and/or Credit Limit.
The user can get around the Approval Procedure by adding a Sales Order for a value which keeps the BP under the set limit. If they then Update the Order, they can enter any value.
For example, a user may be prevented from adding an Order totalling £1000.00. If they Add the Order for £0.00 instead, they could later amend the Order to any amount as the Approval Process is not fired !

Could you clarify what you mean by "The credit limit exceeded is in negative numbers"
Negative number: the system message I get when I create a delivery note for a customer, exceeding the credit limit is the following:
Customer has exceeded credit limit - 95.479 EUR
Customer has exceeded commitment limit - 95.479 EUR
Continue (Y/N)
Make sure the Credit Limits are set in the BP Master. --> OK, credit limit is set to 100 EUR, Commitment limit to 100 EUR
Also use Great than in Ratio and try to use a small number like 10 in the value --> I am using 1 EUR
Also, check in System Initialization > General Settings..BP Tab Activate approval procedure is checked. --> it is checked.
Using the range option does not solve the problem, in fact even if I use 'Deviation from Credit Limit does not equal 1 EUR' the approval is not triggered. When I use the same Approval template, but I alter the terms to Total document greater than 1 or Discount% greater than 1 the approval is triggered.
Edited by: Rui Pereira on Apr 29, 2009 1:19 PM

To Activate the Approval Process when document is in update mode

Dear Expert,
I have applied the Approval Process for UDF using the query "Select Distinct 'True' From ORDR T0
Where IsNull($[ORDR.U_Rebate.number],0)>0 and $[ORDR.DocType]='I' ".
Now as the field is UDF user is able to modify even after approval procedure.
Please help me to apply the above query for the Approval process even when the document is in update mode.
regards,
PankajK

Dear Pankaj,
Current B1 design only support approval for adding document. Update will not trigger approval.
You may use SP_TN instead to block user updating it. If you are not familiar with the SP, search the forum first.
Thanks,
Gordon

Approval Procedure - SAP loses the changes to the document

Good morning to all.
I need an explanation regarding the approval procedures.
We have recently upgraded the system from version 2007 SP01 PL10 to version 8.81 PL10.
We have a approval procedure whit 2 level:
User A => Create the document
User B => First level approval.
If User B approve the document then
User C => Final level approval
I noticed that in the previous version, during the phase of approvals, was created a single record in the table ODRF. This record was updated with various changes made by users during the approval phase. The changes made during the approval phase regarding UDF
Now, with the new version, I find myself with the table ODRF registering a record for each change made to the document that is pending approval.
So, if User B open the document pending approval, saves it as a draft, then edit some UDF and still saves as a draft, in ODRF table we have 2 line (the first for the first save, the second for the UDF edited and so on...)
But, when you invoke the document itself to approve or modify it, it always loads the first record from the table ODRF, thus losing all the changes.
Do you have news about this situation? Are there solutions?
Sorry for my english...

Hi GORDON.
Thank for your reply
After talking with our partners, I confirm that version 8.81 is not possible to make changes to the UDF fields in a document during the approval phase.
More precisely, the changes can be made, the document can be saved as a draft during the approval procedure, but at the time of approval, the changes are not shown.
This is because, in the drafts table (ODRF), unlike what happened in the 2007 SP01 PL10 and even in version 8.80, the changes are saved in other records (line) with other draft number ID respect to the original record, and therefore no longer recoverable and / or visible .
And, I do not understand why, there is no trace in any official document about SAP to that change.
Sono incazzato....

Update Sales Order after approval procedure

Hi,
Anybody knows is there any way that we can enable updating of non-numeric field e.g. "item details" in the Sales Order's row after it's posted? Note that there is approval procedure involved, and Sales order posted with a status (approved).
I realized that only UDF at the document level can be updated. How to enable editing of UDF at the row level?
Thanks!
sianghing

No. Other than Sales Employee field, there is no option to update row level data after approval.
Thanks
Gordon

Fix Approval Procedures to work on Update

I opened a ticket with Support concerning the condition where a user who is subject to approval procedure can circumvent the approval process using the Update process. Support suggested I post my recommendation here.
Say a user is subject to approval procedure whenever they post a Purchase Order above $1000. Today a user can create a PO for less than $1000 (which doesn't trigger an approval). Next they Update the PO so that the document total is greater than $1000. On Update, NO approval procedure runs. Support said this is current functionality. This is a huge hole in the approval functionality that makes it practically useless when a user knows it's this easy to circumvent. Support said this issue was previously reviewed and decided not to fix it. I'm suggesting that it's imperative this is fixed.

Agree. The approval procedures are completely useless as it is far too easy for the user to work around them.
Our risk & Governance department has reviewed SAP Business One and handed out a very bad report because of a few holes in the system.
We currently use the system for our subsidiaries and it nearly fails every single test executed by the auditors.
1) Approval procedures must work for an update process (this would fix 80% of the issues).
2) It must be capable of identifying critical and non critical fields (such as the bank account on the supplier record).
Vincent

Approval procedure on not based document

Hi everybody,
Is it possible to launch an approval procedure if a purchase invoice is not based on a document (a purchase order for example)?
Thank you.

Yes
Setup an approval to see if the base/target document fields are blank. Create a user defined search to do this. A sap webex session from about 6 weeks ago showed an example of how to do this.
e.g. I use this one to ensure that the sales employees change the name of the one time customer prior to entry
SELECT CASE WHEN $[$54.0.0] LIKE '%%One Time Customer%%' THEN 'True' ELSE 'False' END
The approval will block the user from saving.
Best wishes
Dave

Approval procedure when update sales order that hasn't been approved

Dear Experts
I need some advice
Example:
- BP credit limit = 100
- Create New Sales order with amount 90, doesnu2019t need trigger approval procedure, because the amount is still under limit
- Update the SO amount to be 110, approval procedure should be triggered
But in SBO, approval procedure is not triggered for update transaction even for SO has not yet been approved, is it a bug? Will it be improved in SBO 8.8?
Is there any other way to trigger approval procedure in update mode? May be through store procedure or add on?
Really appreciate your help
Best Regards
JeiMing

Dear Gordon
I understand the concept for approval will not be triggered anymore for approved SO, because once a transaction has been approved, user will not be allowed to make any changes that related with the approval. And SBO has been made restriction for that. It is good
But, It doesn't make sense, for SO that even the approval has not been yet executed. And SBO still allow user to make any changes such as quantity and total amount. And SBO do not trigger the approval if the modification meet approval condition
If SBO was designed not trigger approval in update mode to avoid endless loop as what you said, why SBO still allow user to make any changes in unapproved SO ? it makes user can avoid the approval
Don't you think this is a bug ?
Please advice
Best Regards
JeiMing

How to start approval procedure for a Document/Draft using DI API

Hi!
My code imports purchase orders from one non-B1 system to SAP B1 using DI API. The problem is that in B1 system there is an approval process configured and I need the newly created purchase order to enter this approval process.
Currently this is not done because approval procedure isn't triggered when creating documents using DI API.
I had an idea to create a draft of PO instead of the PO and then push this draft into approval process somehow. But I can't find a way how to tell DI API to start approval procedure for my draft/document.
Thank you for your replies!
Jan

Unfortunately there is no way to trigger the approval process for any object added through the DI API.
Your workaround of adding the documents as drafts is as close as you can really come but maybe you could extend it slightly - it will involve a UI API addon:
Make the addon mandatory, and add a UDF to the user table, for example "U_Approver" and a UDF to PO document, like "U_Approval"
- Set this U_Approval to yes when adding through DI and add as draft
- When user opens draft document in the application, check are they an approver (U_Approver = "Y")
- If they are not, and try to view/add a draft which is flagged as needing approval, block them from adding.
You could further expand your DI project to send a mail to the approver whenever a draft PO is added.

Approval Procedures for Add-On generated documents

Hi All,
How do you create some Add-on generated documents into Business One through Approval Procedures?
Thanks
Venkat

Hi SVReddy,
You can use the SDK to acheive your requirement,
so post the thread to SDK Forum
Regards
Jambulingam.P

Does editing document trigger Approval Procedures checking?

Can anyone confirm that a document go through Approval Procedures checking when it is being added? It does not trigger the checking when it is edited?
I notice if I add a document, the Approval Procedures kicks in, but if I edit a document (so that it meet the Approval Procedure criteria) the Approval Procedure does not appear.
Thanks.

Thanks Rahul, if the document initially does not trigger approval procedure but after changes it should trigger approval procedure, for example:
Credit Limit $1,000, Outstanding Balance $800, user created a Sales Order of $150, added to the system and edit it to $250 after that. The editing should trigger approval procedure but it doesn't.
Is it correct system behaviour?

DI API/DI Server Access to Approve Marketing Documents (Approval Procedures

a.     Many of my clients require the functionality to remotely approve Marketing Documents
b.     Currently the DI allows for the creation and updates of Approval Stages and Templates
c.     There is no mechanism to approve Marketing Documents through the DI API / DI Server
d.     This functionality is urgently required
e.     It is specifically required to access the Marketing Document marked for approval and approve/reject these Documents via the DI API

How to do it:
SAPbobsCOM.ApprovalRequestsService oApprovalRequestsService = null;
SAPbobsCOM.ApprovalRequestParams oApprovalRequestParams = null;
SAPbobsCOM.ApprovalRequest oApprovalRequest = null;
SAPbobsCOM.ApprovalRequestDecision oApprovalRequestDecision = null;
oApprovalRequestsService =
(SAPbobsCOM.ApprovalRequestsService)MyCompanyService.GetBusinessService(
      SAPbobsCOM.ServiceTypes.ApprovalRequestsService);
oApprovalRequestParams =
(SAPbobsCOM.ApprovalRequestParams)oApprovalRequestsService.GetDataInterface(
      SAPbobsCOM.ApprovalRequestsServiceDataInterfaces.arsApprovalRequestParams);
int wddCode = 1;
oApprovalRequestParams.Code = wddCode;
oApprovalRequest = oApprovalRequestsService.GetApprovalRequest(oApprovalRequestParams);
oApprovalRequestDecision = oApprovalRequest.ApprovalRequestDecisions.Add();
oApprovalRequestDecision.Status = SAPbobsCOM.BoApprovalRequestDecisionEnum.ardApproved;
oApprovalRequestDecision.ApproverUserName = SAPB1UserName;
oApprovalRequestDecision.ApproverPassword = SAPB1Password;
oApprovalRequestsService.UpdateRequest(oApprovalRequest);
Hope it helps
D.

Document Status not changing when document approval procedure in SOLAR01/02

Here is my situation:
We created and assigned a Status Schema for Solution Manager Document and to that status assigned a signature strategy. We have defined the following end results for the signature strategy, when the process is initiated:
   FROM               TO
Copy_editing -> in_progress
In_progress -> Reviewed
Reviewed -> Released
We initiate the process and the author performs the first signature, so the outcome expected is for the strategy to change the status from copy_editing into in_progress so on and so forth.
This is not happening and the document stays in copy editing throughout the approval process.
Any ideas? I can provide the complete configuration done in order to see if we missed something.

are you using digital signature? Yes we are using Digital Signature since we want to have the correct approval once a document is loaded and reviewed.
In case not, you do not have to create a signature strategy, but only an approval scheme.
Did you assign the approval scheme to a document type? Yes we have.
What happens, if a user tries to changes the status using the document attributes? currently it doesnt allow you to manually change it once the document is saved but this is what happens in detail.
1. I load the document into solman.
2. based on the digital signature and doc strategy the Author needs to Sign the document once the save button has been clicked.
3. The strategy defined states that the document will start as copy_editing and when singed it will go into in_progress.
This is not happening.
When I load the document I can actually change the status as always as I dont save the same.
Here is the document Strategy configuration we have set:
Status              init    Seq low   high    Dig Sig               End stat                     Cancelled stat
COPY_EDITING      X      10 10     20     ZTECHENT     IN_PROGRESS         COPY_EDITING
IN_PROGRESS      X      20 10     30     ZTECHAPP     REVIEW                  IN_PROGRESS
REVIEW              X      30 20     40     ZTECHAPP       RELEASED          REVIEW
RELEASED      X      40 30     40                          RELEASED

Approval Procedure on Document Update

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