1. Introduction
  2. Settings
  3. Use
  4. Process Flow Chart
  5. Process Flow conditions
  6. Checks

Introduction

Using the app

By setting up process flows, processes and workflows can be better followed up, without extra customization. The follow-up can consist of additional checks, authorizations & follow-up of statuses.

The app works for both master data and processes.

Advantages app

Process flows provide the opportunity to control and track processes and data. This by:

  • Defining statuses yourself and setting the order of steps in a flow.
  • Setting controls step by step
  • Setting authorizations step by step
  • Setting conditions step by step
  • Release/open orders step by step or (un)block master data

Not used with/for

The app does not work for service and production orders.

Integration with other apps

The process flows can also be used on complaints from the Complaints and Vendor Complaint Management apps.

Settings

Active You must set the application to ‘Active’ before you can use it.
Block changes if released If a process flow is released, then no changes can be made to the process flow.

It is best to set this to ‘YES’.

Remove log entries on delete parent For example, if an item card is deleted, should its process flow log entries also be deleted?

Use

Process flow can be both easy or complicated to design.

See example below.

A process flow can be selected on master data and on documents.

That process flow + status is visible in the lists

One can create filtered pages by process flow code/status that are relevant by user.

Also on the card you see the process flow data

 

If one clicks on process flow status, one sees all the statuses this document has already had and who has changed the status.

Changing a status can be done via the action ‘change status’.

If you click on it, you will see an overview to which status you can move the document.

This is based on the logic you built on the process flow map. You can go to a previous/next status.

The status of a document can also change when it is posted.

Also when converting a quote to order, the status of the quote can change.

Sometimes, depending on how you have set up the logic of your process, the document may need to meet certain conditions or prerequisites before it can be moved to the next status.

Process Flow Chart

The process flows are set on the process flow map.

General

The general tab has some info on what is or is not allowed in this process flow.

It also says which document the process flow is for, the functional area.

Process flow map
Code A unique code that you can assign to the process flow map you are formatting.
Functional Area To which document are you going to attach the process flow map. E.g.: a purchase order.
Description A specific name you can give to the process flow map.
Status Open/Released

You can change the status of a document only if the process flow is enabled (see general settings)

Default Indicates that this process flow code is entered by default on this type of document
Manually blocked change allowed Can you unblock master data without using the process flow.

We recommend that you turn this feature: OFF.

Manually status changes allowed You can manually adjust the status in the process flow status field on the appropriate card or document.
Always allow to order You can bypass the logic of statuses and create an order directly (this applies to a purchase or sales quote).

We recommend that you turn this feature: OFF.

Always allow post You can bypass the logic of statuses and always post a document.

We recommend that you turn this feature: OFF.

Ignore all checks All conditions built up in the logic of states are ignored.

We recommend that you turn this feature: OFF.

Statuses

In this table you can write down all statuses that a process can go through.

Tip 1: It is wise to assign a number to the different statuses that shows the chronology.

Work by steps of 10 so that you can add steps later if necessary.

Tip 2: Also add a CHANGE step to be able to move released documents to this status if something needs to be changed.

Rules

In this table, you define all the possible ways in which the process can be completed.

The rules show from which status to which status can be moved, linked to a direction or action.

If necessary, a condition, control or authorization can be imposed on this.

Simple Example

There are some ground rules when creating the flow:

  • Always start with a “start” and stop with an “end”
  • Make sure there are no loose ends: each step must be able to go to the next step
  • Make sure that partial postings are possible, by also providing e.g. the step 30_SHIPPED, post 30_SHIPPED

More advanced example

From Status Code

Current status of the document

(empty at the start line)

Direction

How do you want to go to the new status

  • Start: Specifies the start status when creating a new document.
  • Previous: Allows you to indicate which status you can go back to from ‘from status’.
  • Next: Allows you to indicate which status you can move to from ‘from status’.
  • post: When you post the document then the status changes from the ‘from status’ to the ‘to status’.So it is not by changing the status that the document is posted.
  • Convert to order (valid for a purchase quote and sales quote): when you convert a purchase or sales quote to an order, the status of purchase, sales quote changes.
  • End: This shows the end status of a process.   

To Status Code

New status of the document

Document Status

Open or Released.This is only for purchase-sale documents.

Create whse. document

Does changing the status require the creation of a warehouse document?

To order process flow code

In the direction of ‘convert to order’ of a sales quotation, you can specify here which process flow the sales order should have

Condition

You can split the process flow with conditions.

For example, sales orders for foreign customers require an additional intermediate step.

Then in the condition code, you specify which condition one may go from the ‘from status’ to the ‘to status’.

Extensive explanation regarding design of this in the next section.

Reverse condition

To get the process flowing closed, you almost always need a conditional and the reverse condition.

For example, sales orders for foreign customers require an additional intermediate step.

For sales orders for domestic customers, this intermediate step is not necessary.

Then you create 1 condition LAND<>BE, in one process step you use that condition. In the other process step you also use that condition, but also check ‘Invert condition’.

Blocked

If you change the status, does anything have to change about the blocking of the document? If so, ‘blocked’ shows what the new blocking should be.

For article

  • All
  • Unblock

For customer/supplier

  • Shipping: no items can be shipped yet.
  • Unblock: You use this to unblock the ‘Shipping’, ‘Invoice/Payment’ and ‘All’ codes.
  • Invoice/Payment: No invoices can be created or payment received yet.
  • All: No new documents can be created, shipments of goods or invoices made, or payments received.

Authorization

Only a few users can change the status in this process step.

You can link the authorization code to 1 or more users and to 1 or more user groups.

Reverse Authorization

You will need this less, but you can also say: anyone except the people from the authorization code may change the status in this process step.

Check field values code

This is a very powerful piece of the process flow. We can check if certain fields of the document are filled.

If these are not filled in, you cannot move to the next process step.

More explanation on this in a next section

Process flow conditions/condition

You can assign a condition to the steps in a process flow or to a control:

  • You can perform the step only if the condition is met.
  • The check should only be made if the condition is met.
Process flow Conditions
Code A unique code that you can assign to a condition
Table no. On which table do you want to assign a condition.
Table caption Name of the selected table.
Description Through filters you can create the condition.

Checks

When moving from one status to another you can enter checks, e.g. are all necessary values entered?

 

Process flow control rules
Condition In what situation should the check be performed?

For example

Condition: country = BE

That is, if country=BE then the check is performed

Reverse condition In what situation should the check be performed?

For example:

Condition: country = BE

Reverse condition is yes

That is, if country<>BE then the check is performed

Error level If control is not met, what should be done

  • Warning: a message will appear, the status will change anyway.
  • Confirm: a message appears, you can choose whether the status should change
  • Error message: An error message appears, you cannot change the status
Error level on post This is basically the same as error level, but only applies if the step is “post”
Check type
  • Table field: check effectively in the table for which the process flow was created
  • Linked table field: look in the tables linked to the table for which the process flow was created E.g. in the process flow for sales order you can also perform a check in the sales rules
  • Record exists: does a record exist in a linked table E.g. in the process flow for a customer you can check if a record exists in the bank account table
Field no Which field in the table/linked table should be checked?
Type of value
  • Filled: the field must contain a value.E.g. the booking group of a customer must be filled in
  • Empty: the field may just be left blank E.g. the discount on a sales line must be empty
  • Within filter: the field must be within a certain range. The range is given in ‘value filter’.
Value filter To be filled in if you have chosen ‘inside filter’ under ‘type of host’.
Table view Does not work yet