Purchase Request Signature

By | February 28, 2014

In our previous blog, we had discussed about some tips on configuring the Signature Workflow. Continuing on the same topic, we will discuss the Signature Workflow of X3 but with some specialized scenarios in this blog.

Related Post: How to Setup Quote Signature Management

Let’s take an example of a business scenario wherein the business has three departments such as

  1. Purchase Wholesale (PWHL),
  2. Accounts (ACCT),
  3. Purchase Retail (PRTL)

Each of the departments has a separate administrator.

Now if a Purchase Request is raised through a PWHL department, it needs to get approved by the administrator of the respective department.

We need to make sure that no admin other than the PWHL department is authorized to approve the request.

Below are the steps which we need to follow to set up the workflow in such a scenario:

  • Creating Users
Admin Type Email Address Login
PWHL PW@test.com PWHL
ACCT act@test.com ACCT
PRTL PRT@test.com PRTL

User ‘A’ works under the Purchase Wholesale department, so the Purchase Request raised by him will be approved by the ‘PWHL’ admin.

User ‘B’ works under the Accounts Department and thus the Purchase Request raised by him will be approved by the ‘ACCT’ admin.

User ‘C’ works under the Purchase retail and hence, the Purchase Request raised by him will be approved by the Purchase Retail admin.

  • Changing the general parameter values

Signature-1

  • Setting up Workflow for Purchase request.

i) Screen: User Rule of Assignment (GESAWR)

Signature-2

This is an existing Assignment rule: “PSHSIG”.  The line number 2 (in the above screenshot) has been deleted since it is not required in our Workflow.

After deletion, the result will look like this: (refer below screenshot)

Signature-4

ii) Screen: User Assignment screen (GESAWV): Setup the data for Assignment rule ‘PSHSIG’

In the section “Values”, enter the name of the requester in the “Requester” column and in the User1 field, enter the recipient ID. (Refer below screenshot) Signature-5

  • Acknowledgement or Rejection of Requests

The purchase requests can be signed off from the workflow monitor screen. This screen can be accessed from the USAGE Menu.
Note that all the users who have access to the workflow monitor will be able to view the signature requests meant for some other recipients. We can make modification in the setup screen of workflow monitor such that when a user opens the Workflow Monitor, he can view only his signature requests.

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