The Process Workflow feature is used to force purchase orders that meet a defined criteria to follow a specific approval/review process. You can create and use a workflow from the PO module.

1. Open the PO Pending Purchase Order form and enter the PO header and item information..
   This is just like entering a PO using the PO Purchase Orders Entry form, but the pending PO will not be processed in a batch until after it is approved.
2. Select the Workflow button to view the users that need to review/approve the PO.
3. Select the Submit for Approval button to submit the PO for approval.
   Notifications are sent to the users that need to review/approve the PO.
4. Once the PO has been submitted for approval, you can view its progress in several ways:
   • Workflow History tab - This tab displays the history of the purchase order, such as when the PO was submitted for approval, when it was approved or rejected, who the reviewers/approvers were, and any comments/notes entered by reviewers or other employees.
   • Work Center - Open the My Documents in Workflow query in the Work Center that you use to process purchase orders. This displays a list of purchase orders that you have created, and their progress in a workflow.
   • Workflow button - Select the Workflow button on the form that was used to create the PO. This will launch the PO Workflow Item Reviewers form, which displays the progress of the PO in the workflow process and any comments that have been entered.
5. Optional: Enter comments for the reviewer on a PO item. If you want to enter comments on a PO item for the reviewer/approver, select the Workflow button, double-click in the Comments field on the form that displays, and then enter the comments. The reviewer/approver will see these comments when they review/approve the PO item.
6. Optional: You can make changes to the PO after it has been submitted, but changing the PO items will remove the PO from the workflow process. Once you have made your changes, select the Submit for Approval button to resubmit it for review/approval.
7. Review the PO. Open the Work Center that you use to review/approve purchase orders. Then select the My Documents to Review query in the Work Center menu, which displays a list of POs (not PO Items) that you need to approve/review. Perform one or more of the following actions:
   • View the PO Items - Double-click on a PO to drill down and view the PO items.
   • Open/Edit a purchase order - To open or edit a PO/PO item, choose it from the list and select the Open () icon. This will open the PO in the form that was used to create it.
     Note: Changing a PO/Item removes it from the workflow process and you will need to resubmit it for approval.
   • Approve a PO - From the My Documents to Review panel, choose the PO to approve and select the Approve Document () icon. This will approve all of the PO items on the purchase order where you are set up as an approver.
   • Reject a PO - From the My Documents to Review panel, choose the PO to reject and select the Reject Document () icon. This will reject all of the PO items on the purchase order, and the user that created the PO will receive a message that the PO has been rejected.
   • Add a comment - To add a comment, choose the PO in the My Documents to Review panel and select the Add Comments () icon. If there are multiple items on the PO, you can double-click on the PO in the My Documents to Review panel to display the items. Then choose a PO item and select the Add Comments () icon. This will open the WF Document Review Edit form.
   • Add an attachment - You can add attachments to PO items directly from a Work Center. From the My Documents to Review panel, double-click on a PO and then select a PO item. Select the Attachments () icon at the top of the grid to add an attachment to the selected PO item.
   Note: If you are using using the PO/SL review feature in Vista Web, you can also review and approve purchase orders via the Approval menu. For more information, see Pending PO / Subcontract Review.
8. Process the PO.
   1. Open the approved PO in the PO Pending Purchase Orders form.
   2. Verify that the Approved checkbox is selected and that the Workflow Status field is set to Approved.
      Note: The system automatically selects the Approved checkbox when the PO is approved in the Work Center.
   3. Select the Process button.
      The Batch Selection form opens.
   4. Open a batch using one of the following options:
      • Choose the Create a new batch option and select OK.
      • Choose the Use an existing batch option and select the desired batch from the Unposted Batches grid. Then select OK.
      The PO Batch process form opens.
   5. Validate the batch, preview/print the batch reports, and then post the batch. If there are errors in the batch, you can fix them by opening the batch using the PO Purchase Order Entry form.