Approval Workflow for Fund Allocations

Fund allocations can go through an approval process before they’re released for reservations and posting. This keeps allocations from being locked in until someone with the right authority has reviewed them, and gives you a comment and notification trail for every request.

When to use it

Use the fund allocation approval workflow when:

• You want allocations reviewed by a manager or budget owner before funds can be reserved or posted against them.
• You need a record of who approved or rejected an allocation, and any comments exchanged along the way.
• You want to control, at the company level, whether allocations can be released manually or only through approval.

Turn on approval for fund allocations

1. Choose the 🔎 icon, enter Pryme Funding Setup, and then choose the related link.
2. On the General section, set Require Approval Fund Alloc. to Yes.
3. Choose the 🔎 icon, enter Workflows, and then choose the related link.
4. Create a new workflow from the Pryme Fund Allocation Approval Workflow template, listed under the Funding workflow category.
5. Set the workflow to Enabled.

You must turn on Require Approval Fund Alloc. in Pryme Funding Setup before you can enable a fund allocation workflow.

Once the workflow is enabled, the manual Release action is not available anymore on the Fund Allocation card. Allocations can then only reach Released status by going through approval.

Send a fund allocation for approval

1. Choose the 🔎 icon, enter Fund Allocations, and then choose the related link.
2. Open the fund allocation you want approved.
3. Fill in Approver User ID with the user who should approve it.
4. Choose Send Approval Request.

The status changes to Pending Approval, and the allocation is locked from further edits until the request is resolved.

Cancel a request

If you sent a request by mistake, or need to change something before it’s approved, choose Cancel Approval Request. This cancels the outstanding request so you can reopen the allocation and make changes.

Approve or reject a request

If you’re the approver, the Approval action group appears on the Fund Allocation card and on the Fund Allocations list for allocations waiting on you:

• Approve — approves the request. Once every approval entry for the allocation has been approved, the status changes to Released.
• Reject — rejects the request. The status changes to Rejected, and the allocation can be corrected.
• Delegate — passes the approval to a substitute approver.
• Comments — view or add comments on the request.

Approvers are notified through the standard Business Central approval notifications. The notification identifies the record as a fund allocation together with its source type, number, and name, so it’s clear at a glance what’s waiting for review.

Release without approval

If Require Approval Fund Alloc. is off, you can release a fund allocation directly:

1. Open the fund allocation, or select one or more allocations on the Fund Allocations list.
2. Choose Release.

Reopen a fund allocation

A Released allocation is locked for editing. Choose Reopen to move it back to Open so you can edit the header or lines again.

Reopen the allocation to change it after it has been released. Released allocations have the Released status and must be opened before they can be changed.

Status values

• Open — the allocation can be edited freely.
• Pending Approval — sent for approval; locked until the request is resolved.
• Released — approved (or manually released, if approval isn’t required); locked, and can be used for reservations and posting.
• Rejected — the approver rejected the request; the allocation stays editable so you can fix it and send it again.

Editing and posting restrictions

• You can only edit the header fields or lines of a fund allocation while its status is Open or Rejected.
• If Require Approval Fund Alloc. is on, reservations and usage can only be posted against a fund allocation once its status is Released.