Sage ERP X3 Workflow

What do we mean by “X3 Workflow”

An X3 workflow is a message.

• The message may suggest an action by the recipient

• A customer is placed on hold

• Forward to crediting, cancel an order, …

• The message may require an action by the recipient(s)

• Purchase request requires signatures to be released to the suppliers

• Approve or reject the purchase request

• The message may be purely informational

• A user logged on at this time and logged off at that time

In the end, these are messages meant to support business processes in an expedited fashion

Let’s look at these in detail

1 An X3 Object Changes State

Example: A high value customer has their sales order go on hold

• State change on order to ‘Hold’

• It could be processed with the next days business but it is a significant customer and a larger order

–

• Expedite the resolution via a workflow

Most objects in X3 have the signaling required to support X3 workflows based on object state changes.

• New customer added

• Change of an item

• Creation of an invoice

• Receiving a purchase order

• And so on

2 Recipients-change an X3 object state thru workflowExample: Purchase requests of a certain dollar value require specific approvals to

be released to an order• Create a purchase request • Request the signature – approve/reject – track responses

The signature message is inbound to X3 • While the signature functionality is dependent on the function, the workflow

process is generally independent of the function – • For example, the functionality related to signatures on sales quotes is different

than the functionality related to purchase requests• But the messaging aspect is the same – approve/reject

3 Report based on the current object stateExample: Alert customer and A/R when invoice of certain value goes past due by X

days• In this case, the state change is caused by ‘time’ • The way to signal these types of state changes is by

• Running a workflow through all the concerned objects – in this case

unpaid invoices.• Send an email to the customer with a copy of the invoice and notify

accounts receivable• Expediting payments

This type of workflow is relatively new to X3 • And had an unusual name attached to it -- ‘batch workflow’• Meaning –these types of workflows could be setup to run in batch

Workflows

From these 3 types of workflow messaging – • Create several variants to specialize the entry of the

workflow rules

The workflow monitor • This is a way to view the workflow messaging and

signatures that have occurred.

Thank you