In the previous articles, I introduced the Dynamics 365 Workflow Approvals App and demonstrated how it simplifies approvals for Purchase Orders and Purchase Agreements in Dynamics 365 Finance & Operations (D365 F&O).
In this article, I’ll focus on the starting point of the procurement lifecycle: Purchase Requisitions.
Purchase Requisitions are where spending intent originates. A slow or unclear approval process at this stage creates bottlenecks that ripple across procurement, finance, and operations. That’s why an intuitive and responsive approval experience is critical.
What Is a Purchase Requisition and Why Are Approvals Important?
A Purchase Requisition is an internal request raised by an employee or department to procure goods or services. Unlike Purchase Orders, requisitions do not commit the organization financially; instead, they request authorization to proceed with purchasing.
Purchase Requisition approvals are essential because they:
- Ensure spending intent is authorized before procurement begins
- Enforce budget controls at an early stage
- Prevent unauthorized or unnecessary purchases
- Align purchases with departmental and organizational policies
- Provide transparency and accountability
When requisition approvals are delayed, procurement teams cannot convert requests into Purchase Orders, leading to operational delays and frustrated requesters.
Workflow Approval for Purchase Requisitions
Purchase Requisition workflows in D365 F&O are typically more flexible and decentralized than PO workflows, as they involve a broader user base across the organization.
Typical Purchase Requisition workflow stages
- Submission
The requester submits the Purchase Requisition into the workflow from the Purchase Requisition form.
- Review and Approval
Approval routing is driven by rules such as:
- Requested amount
- Procurement category
- Financial dimensions
- Requesting department or cost center
Depending on configuration, requisitions may require single or multiple levels of approval.
- Approval Actions
Approvers can take one of the following actions:
- Approve
- Reject
- Request change
- Delegate
- Completion
Once approved, the Purchase Requisition becomes Approved and is ready for conversion into a Purchase Order or RFQ.
- Workflow History Tracking
All actions are logged and available through Workflow History for audit and compliance.
How the Dynamics 365 Workflow Approvals App Helps
The Dynamics 365 Workflow Approvals App Streamlines Purchase Requisition approvals by removing the need to navigate complex forms within D365 F&O.
The app provides two focused views for requisition approvals:
- Header Screen
- Details (Line) Screen
This allows approvers to quickly assess requests and drill into details only when necessary.
Purchase Requisition Header Screen
The header screen presents a concise summary of the Purchase Requisition, enabling fast approvals for routine requests.
From the header screen, approvers can review:
- Requester information
- Workflow details
- Requested date
- Net amount
- Workflow stage
For many requisitions, this overview is sufficient to make an informed approval decision.
Available Actions (Consistent Across All Screens)
To ensure a consistent and predictable user experience, both header and line screens offer the same workflow actions:
- Approve – Authorize the request and move the workflow forward
- Reject – Reject the requisition with comments
- Delegate – Assign approval to another user
- Request Change – Send the requisition back for updates
- View Workflow History – Complete audit trail
- Attachments – Access supporting documents
This consistency allows approvers to act confidently from any screen.
Purchase Requisition Details (Line) Screen
The details screen is used when requisitions require closer scrutiny, especially for higher-value or non-standard purchases.
Approvers can review:
- Purchase requisition number and total amount
- Purchase requisition description and requested date
- Quantities, unit price and price unit.
- Line totals
This level of transparency helps approvers validate both the business need and financial impact before approval.
Workflow History in D365 F&O
Every Purchase Requisition workflow execution is fully tracked. Workflow History includes:
- Submission details
- Approval and rejection actions
- Timestamps
- System-generated steps
This ensures full transparency and auditability from request to approval.
Attachments in Purchase Requisition Workflow
Attachments provide important context for approval decisions.
Common attachments include:
- Vendor quotations
- Business justification documents
- Technical specifications
- Screenshots or reference material
Why This App Matters for Purchase Requisitions
Purchase Requisitions are often raised by non-finance users. If the approval experience is complex or slow, adoption suffers and workarounds emerge.
The Dynamics 365 Workflow Approvals App delivers:
- Faster approvals at the earliest procurement stage
- Reduced back-and-forth between requesters and approvers
- Better spending visibility before commitments are made
- Higher user adoption across the organization
Extending Purchase Requisition Approvals Using Power Platform
The Power Platform enables organizations to modernize requisition approvals beyond the standard D365 F&O interface.
Why extend requisition workflows using Power Platform?
- Mobile-first approvals for managers
- Simplified UI for casual approvers
- Microsoft Teams approval notifications
- Reporting and analytics dashboards
- External or cross-company approval scenarios
Using Dataverse virtual entities, Purchase Requisition data is surfaced securely from D365 F&O into Power Apps without data duplication.
Conclusion
Purchase Requisitions are the foundation of the procurement lifecycle. Streamlining their approval process delivers immediate value by preventing delays downstream in Purchase Orders and vendor commitments.
While D365 F&O provides a robust workflow engine, combining it with Power Apps and Dataverse virtual entities enables a modern, intuitive approval experience that scales across the organization.
This approach delivers:
- Strong governance in D365 F&O
- Flexible, mobile-ready approvals via Power Platform
Together, they help organizations move faster while maintaining full control.
What’s Next
With Purchase Requisitions, Purchase Orders, and Purchase Agreements covered, the same approval framework can now be extended to:
- Store Requisitions
- Expense-related workflows
- Custom approval processes
In the next article, I’ll continue showcasing how the app supports additional workflow types and how organizations can tailor it to fit their unique procurement and operational needs.
