Budget check with purchase order workflow D365FO

Introduction

This article explains how to apply budget check conditions on the purchase order workflow and how the budget control configuration impacts the budget check results.

Workflow configuration

Purchase order header or lines

First, we must specify the purchase order's workflow level on the header or line. For the line level, it's crystal clear that the application validates the budget on each line individually, however on the Header level the application verifies every line, but the outcomes are ascertained as though one of the lines meets the workflow condition. Example: Applying a condition on the workflow header where the budget result is exceeded will be validated by True if at least one purchase order line exceeds the budget.

Purchase order header

At first glance, you find two conditions (Budget check results and Budget check results for document) that have close descriptions however they have different functions in the following way

• Budget check results for document: Determine the budget results considering all the lines' results. It's just a display method and sadly not available on the purchase order header so we couldn't review it directly from the order level.
• Budget check results: Determine the budget results of the charges and Tax amount. This field is available on the purchase order header.

Purchase order header

On the purchase order lines workflow, we could apply the condition directly on the line level.

Budget check results

Looking at the workflow conditions of (Budget check results and Budget check results for the document) they have the same check values as the following:

• Budget check not performed
• Budget check passed
• Budget check failed
• The budget check passed but with warnings

Budget check not performed

If the budget check result of a purchase order line is empty then this means the Budget check is not performed yet

The reason why the budget check result is empty is because of the Budget control configuration > Documents and Journals if the Check at line entry is set to Yes then the budget check is applied upon the line saving whereas when it's set to No then that means the budget check should be performed manually.

The perform budget check option could be applied on the line as well as the Header level.

The budget check failed and the Budget check passed

Both are self-explanatory, Budget check failed: It shows a red cross icon when the line amount exceeds the budget amount whereas the Budget check passed it shows a green right icon indicating that the line amount is within the budgeted amount