Tayana Solutions

tayana solutions
+1-678-910-2774
Schedule Demo

Acumatica Preferred Vendor Approval Process

This video explains how to implement an approval process for purchase orders that don’t use the preferred vendor for a stock item. 

Challenges

  • No preferred vendor field in the purchase order screen. This means that the system cannot automatically restrict users from creating purchase orders for vendors other than the preferred vendor for a stock item. 
  • The preferred vendor feature in Acumatica doesn’t restrict users. Users can still create purchase orders for any vendor, even if a preferred vendor is defined in the system. 

Solution and Benefits

The video outlines a solution that uses a custom field, generic inquiry, business event, and import scenario to trigger an approval map when a purchase order is created for a non-preferred vendor. 

  • Custom Field: A user-defined field called “Preferred Vendor Not Matching” is added to the Purchase Order screen. 
  • Generic Inquiry: This inquiry is designed to find purchase orders created for non-preferred vendors of a stock item. 
  • Business Event: When the generic inquiry identifies a purchase order that doesn’t use the preferred vendor, a business event is triggered. The business event has two subscribers: 
  • Email Notification: An email notification is sent out. 
  • Import Scenario: This updates the “Preferred Vendor Not Matching” field in the purchase order. 
  • Approval Map: This is configured in the Purchase Order Preferences to trigger an approval process whenever the “Preferred Vendor Not Matching” field is enabled. 

Benefits: 

  • Enforces the use of preferred vendors: The solution ensures that purchase orders for non-preferred vendors are reviewed and approved before they can be processed. 
  • Improved control and compliance: Implementing this process will help improve spending control and ensure compliance with procurement policies. 
  • Automation: The process automates the approval workflow, reducing manual intervention and potential errors. 

Contact Tayana Solutions at 678-910-2774 for assistance with Acumatica implementations, customizations, and support.