ERP Templates

Seven templates are written for the ERP's own datastores and document types. They move documents only by their declared status moves, so every check and posting a move carries (supplier hold, budget, three-way match, open period) still applies, exactly as from the ERP desks. They are listed first in the gallery with an ERP badge.

Where to find it

Architect Panel → Automation:

• Workflow Builder — New from template…; the ERP templates are listed first

Purchase order approval over a threshold

Starts only when a purchase order is sent for approval (moves to Pending Approval); the Trigger's start conditions mean any other save starts nothing and a second save starts no second approval. Orders at or below the threshold are issued straight away. Above it the approver is asked, by e-mail too, while a timer runs alongside: if nobody has decided in time, the escalation contact is reminded. Approving issues the order and tells the buyer; rejecting cancels it and tells the buyer why. Settings include Needs approval above (5000), the three statuses, Approver (group:Approvers), Remind after (hours) (24) and Tell the buyer at ({{buyer}}). Use it instead of an approval matrix for purchase orders, not as well as one.

Supplier invoice exception

Starts when a supplier invoice is submitted. The three-way match engine checks it against its order and receipts. A clean match is approved for payment. When lines are held, the purchase order is looked up: differences within the tolerance (25) are accepted with the reason recorded; larger ones go to an approver (group:Accounts Payable). An accepted bill is approved and the accounts payable system is told over a webhook, or the AP team is notified if the call fails. A rejection returns the bill to Draft.

Overdue invoice dunning

Runs every day. A For each step takes every posted, unpaid sales invoice past its due date (at most 500 a day) and looks up its customer, skipping one whose dunning is blocked or who has no e-mail. On the reminder days (7, 14, 21 days overdue) it e-mails a reminder. Once 30 days overdue it sends a final notice by e-mail and post and puts the customer on credit hold with the reason, which also stops the final notice repeating. For consolidated statements and fees, use the receivables console's dunning run instead.

New customer onboarding

Starts when a customer is added. The customer is put on credit hold, their contact is verified, and your credit agreement (one document, chosen by number) is sent for signature. Once signed, a credit-review task is created and linked with a deadline (2880 minutes, in working time with a calendar), and the run waits until then. If the credit team has released the hold, the bundled Welcome sub-workflow starts; if not, the credit team is chased. A failed check or unsigned agreement leaves the customer on hold and tells the sales owner.

Month-end close checklist

Started by hand on an accounting period, from its Processes page. Three branches run side by side: the bundled Period checks sub-workflow raises a posting-check task and waits for it; a look-up finds any of the company's bank reconciliations still in progress and warns finance; and a VAT preparation task is created. When all three arrive at the Join, the financial controller is told the period is ready to close.

Project overrun alert

Runs every day, one run per project. It looks up the project's budget (no budget ends the run) and asks the projects engine for spend so far against it. Past the alert percentage (90) the project manager is texted, sent a WhatsApp message and given an in-tray alert; the run then waits for the quiet period (7 days), during which the schedule skips that project, so the alert is not repeated.

Stock reorder

Runs on a schedule. A For each step takes every active item with a reorder point. The stock engine gives its quantity on hand in the chosen company, and a library function works out a reorder quantity. An item at or below its reorder point gets a one-line purchase requisition from the chosen supplier, which is submitted, approved and converted into a draft purchase order through the requisition's own moves. Review and issue the orders from the purchasing console. An approval matrix on requisitions would also have to pass.

Setting one up

1. Choose the template; the ERP's own datastores and fields are pre-selected where they exist.
2. Pick statuses from the lists offered: they are the document type's own.
3. Choose real groups for approvers and people to tell, and records (company, supplier) by their code.
4. Create the draft, publish any bundled sub-workflow, simulate, then publish.
5. For the scheduled templates, turn on the Workflow Scheduler task; for those that wait, the Workflow Resume task.

What goes wrong

• A Set status step fails with "where it can go". The status given is not a declared move from the document's current status. Pick it from the offered list.
• A purchase order is refused at Issued. An enabled approval matrix on orders is also asking; use one or the other.
• Nothing starts when a timesheet is approved. Some ERP actions do not pass through the platform's save, which is why Project overrun runs on a schedule.

Worked example

A distributor sets up Stock reorder for its UK company with its main supplier, running every 1440 minutes, at most 500 items. A simulation on the next morning's data shows three requisitions and three draft purchase orders it would create. After publishing and turning on the Workflow Scheduler task, the buyer finds the draft orders waiting in the purchasing console each morning.

Recommendations

• Read the ERP documentation for the documents a template moves; see Transactional Documents.
• Choose either a template or a matrix for purchase approvals, not both.
• Give the process owner a role on the workflow so they can see its runs.
• Simulate scheduled templates before turning the scheduler on.