Workflow in Sales Price List

While creating any transaction in Sage X3, user has to enter “Gross Price” manually for the products in the detail line. But sometimes we use Price Lists to flow Gross Price automatically on the basis of Product and Supplier/ Customer combination. We have different price lists for Sales and Purchase with the respective Customers and Suppliers.

But one of our client wanted to add workflow in Sales Price List. So that prices will not be flown in the transactions until the price list entry is fully approved. And in Sales Price list, workflow will work only for the “T20” transaction type as shown in the below screenshot (Refer Fig. 1).

New Stuff: Box Customization

[Fig 1. Transaction Types of Sales Price List]

Prices which are saved in the Sales price list for the Customer and Product combinations will be flown in the Sales Transactions such as Quotation, Order, Delivery, Invoice and Credit Note Transactions. But only after approval, prices will be flown in the sales transactions. And it will affect Validity Start and End Date fields too which are available in the header. Garbage date will be displayed until the entry is not approved. (Refer Fig. 2).

[Fig 2. T20 Sales Price List – Not Approved]

As per the above screenshot, we have created sales price list entry and entered validity from 1st March to 31st March. But this entry is not approved, that’s why garbage date 01/01/99 is getting flown in the validity start and end date fields of header.

And in this case, if the sales price list entry is not approved then Gross price will not be flown in the Sales Transactions as shown in the below Sales Order screen (Refer Fig. 3).

[Fig 3. Gross Price in Sales Order Screen before approval]

Now, to flow prices in the Sales Order screen we have to approve the Price List entry. For this, we will check Signature history in Sales price list.

[Fig 4. Signature History in Sales Price List]

There are 2 approvals “ADMI1” and “ADMIN” for the sales price list entry as shown in the above screenshot (Refer Fig. 4). Both the users have to approve the entry one by one then only that entry will be considered as “Approved”. Because there are 2 levels in the workflow.

There can be one level or 2 levels or multiple levels in the workflow. But prices should be flown only after the last approval.

After last approval, selected validity dates will be flown in the respective fields in the price list as shown in the below screenshot (Fig. 5). And Signed status is “In full” which means this entry is fully approved.

[Fig 5. T20 Sales Price List -Approved]

After that, mentioned prices will be flown in the Sales Transactions.

We will check the same with Sales Order Transaction.

[Fig 6. Sales Order Screen for price list Customer]

We have selected “CC0001” customer in the Sales Order (Refer Fig. 6).

[Fig 7. Gross Price in Sales Order Screen After approval]

Then in Lines, we have selected product “FGHP00001” which we have mentioned in the price list (Refer Fig. 5). And on the basis of that price list combination, ‘10’ is getting flown in the Gross Price field of the Sales Order Transaction automatically (Refer Fig. 7). Same price will be flown in other Sales Transactions if same combination is taken.

If user is trying to modify the entry and save the changes then again the entry will be assigned for the approval and garbage dates will be displayed in the validity dates till the approval.

In this way, we have added workflow in Sales Price List that only after approval prices will be flown in Sales Transactions.