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BC Approvals with Power Apps

Leverage additional abilities for approval management including approvals from 3rd party and complex filtering that Business Central approvals do not support out of the box.

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Whether you're looking to eliminate manual approvals or simply maintain oversight, automation can help. Let's begin by going to the pending approvals.

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Here is where you can find the url to the record in Business Central.

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You can also see the fields captured for this approval.

We currently can support: Purchase, Sales, Customer, Vendor, Item, and Journal Line.

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Additionally, you will be able to see who will be requested for approval here, so that you know exactly who you need to communicate with through Teams or Outlook.

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Within BC Approval Groups, you have the ability to require or not require approval for specific filters.

We'll utilize the BC Approval Groups option to setup the approval group with the filters and approvers needed.

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To continue viewing this demo, add your name and email below.

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By submitting you agree to our terms.

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In our first scenario we're going to set up an auto approval to keep operations running smoothly.

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Remember, within BC Approval Groups, you have the ability to not require approval for specific filters.

In this example, all purchase invoices for the employee vendor posting groups do not require approval.

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For purchase or sales documents, we can also attempt to auto post the record once approved or if no approval is required. This will follow Business Central's rules for posting.

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Let's look at our second scenario where an approval is needed.

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Within this Approval Group, you can easily select the option to have all invoices from this group approved before they are posted.

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With BC Approvals, you have two types of approvals available to you.

First Qualified Approver Level leverages the approval amount thresholds to jump to the one that has the ability to approve that amount or greater.

All Approval Levels, will step through the approval levels from lowest to up and not account for approval amount thresholds.

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In the case where we have two approvers in the same level or sequence, Approval Group Type allows you to set the appropriate approval requirement.

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At any time, you can see who has approval access. For this example, we only have one user assigned to this approval group for purchase invoices for location HQ.

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In our third scenario, we're going to set up an automation for multiple approvals.

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Here we can see we have three approvers assigned. Two are on the same sequence level and the third is on the next sequence level.

If the Approval Type equals All Approval Levels, the approval request will first go out to the 2 approvers on sequence \"0\".

If the Approval Group Type is First to Approve, then if either approves, it will then move up the sequence level to the 3rd person.

At this point the thresholds are not looked at.

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Here we can see we have approvers assigned amount thresholds.

If the Approval Type equals First Qualified Approver, the approval request will go to the lowest amount threshold approver above the amount being approved. For example, if the purchase invoice is $750 then it would go to the second approver only.

At this point the approval sequence is not being utilized only the thresholds.

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There are many background processes to make sure we find and send the approval request to the correct person/s. let's take a look at a few.

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There are background processes that are matching up the approval group based on the record filters.

In the case where the approval group is not found or that we found multiple possible groups a Teams message is set alert of the issue.

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In the case where the approval administrator wants a specific person to approve this and not the approvers in the approver group, them the admin can set the approval user override here to send the approver to that specific person.

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Once the approver group and approver user override is set, the approver will be listed here along with the status of their approval.

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Once the approval has been approved or rejected the approval document will fall off this list.

Interested in learning more about how you can customize your Business Central experience with Power Apps? Click below to speak with one of our experts at Velosio.

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