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Modify AP workflow notification email

  • 1.  Modify AP workflow notification email

    Posted 26 days ago
    Good morning.  I've been testing the AP workflow and now have it flowing accordingly.  I have read where the notification email can be modified to included additional information.  Is there a way to include the GL account so that my non-GP users can verify the account coding before approval?  If not, what other ways have people used to get that information to non-GP users?  Thansk!

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    Torye Marek
    Midwest Refrigerated Services, Inc.
    Elkhorn WI
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Modify AP workflow notification email

    GPUG ALL STAR
    Posted 25 days ago
    Hi @Torye Marek

    The fields for emails are limited for this in GP Workflows.  There are a few third party products where you can configure those.

    However, you can work-around this as needed by creating a refreshable excel report where the user can select a list of existing batches and in the refreshable you could have each field that would be necessary for quick approval.

    I'm sorry it is not better news!​

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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Modify AP workflow notification email

    TOP CONTRIBUTOR
    Posted 25 days ago
    For AP Transaction Approval workflow, the core install does not have the distribution accounts. This is because they are not stored in the PM Transaction Work table but are stored in the PM Distribution Work table. This is because there is more than one account.
    At a minimum there are two. One DR and one CR but there can be unlimited. Ie., an invoice voucher can be coded to a dozen or more distribution expense accounts in addition to Accounts Payable, Freight etc.
    The Distribution Work table also only stores the GL account index,not the GL Account string and that is stored in the GL Account Index Master so you need it as well.

    So in Workflow, if there are fields you need either in the Step Conditions or in the Email Message Body you have to do two things:
    1. Join the appropriate tables
    2. Add the fields from the new tables to the Step Conditions or to the email Message HTML table or both.

    1.Use the Workflow Condition Editor window to join new tables same as you would in Report Writer. The joins must be valid and watch for nulls. Any new join tables made here are then available to both the Step Conditions as well as the Email Message and are stored in the CO00122 table. In your case you must join the Work Distributions and the GL Account Index Master both back to the Work Transaction.

    2. For the Step Conditions add new fields from the new table joins using the Condition Editor by marking the fields. This is great for Step Conditions but unfortunately, for new Email Message fields there is no GP Utility. For these so you must import the new fields directly to the table WF40202. The best practice for this is to present the table thru Smartlist so you can export the records to Excel.Then create the new field records you want in Excel matching those already there. Then import the new fields
    to GP using Table Import or us ethe SQL Import Wizard for Excel and get them that way.

    Once the new fields are in the WF40202, then they will appear and can be added to the Email Message Document Lines in the Email Message setup. The HTML table can then be edited to make a nice message body table for email font sizes, bold, borders and so on.

    You must always first join the tables using the Workflow Condition Editor window, then add the new fields. Adding new fields without a join will not work.

    The only issue I see presenting your account numbers is that you will get multiple lines per voucher.One for each distribution. That may not be so ideal but you could add the Debit and Credit Amount fields from the distributions. Then for say a $1000 voucher debited to Travel $600, Meals $75 and Hotels$325 you would see the breakdown amounts plus the AP credit. There is no table restriction available like in Report Writer for example to force the Distribution Type to = 6 Purchasing.

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    Thaddeus Suter
    Retus, Inc
    HELOTES TX
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: Modify AP workflow notification email

    GOLD CONTRIBUTOR
    Posted 25 days ago
    I echo Thaddeus' response. With Workflow Condition Editor to join the respective tables, you should be able to make the account numbers available in the email notification.

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    Keith Paul
    VP Business Management Systems
    UNICOM Engineering, Inc.
    Plano TX
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    Academy - Online Interactive Learning from Experts


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