Tutorial: Manager Approval for Large Purchase Orders#

This tutorial demonstrates how to block the submission of a Purchase Order if it exceeds a certain amount and hasn’t been approved by a manager.

Business Scenario#

Objective: Prevent unauthorized large expenditures. Criteria: Purchase Orders over $10,000 must have the “Manager Approved” checkbox checked before they can be submitted.

Step-by-Step Instructions#

1. Create the Rule#

1. Rule Name: “PO Approval Enforcement”.
2. Document Type: “Purchase Order”.
3. Trigger Event: “Before Submit”.

2. Add the Value Check#

1. Add a Condition node.
2. Rule: grand_total is greater than 10000.

3. Add the Approval Check#

1. From the True branch (meaning it IS a large order), add another Condition node.
2. Rule: manager_approved is No (or 0).

4. Block Submission#

1. From the True branch of the approval check (meaning it is large AND not approved), add a Stop and Error Handling (Stop) node.
2. Mode: “Error”.
3. Error Message: “Purchase Orders over $10,000 require Manager Approval before submission.”

5. Expected Result#

• If a PO is $5,000, it submits normally (Condition 1 is False).
• If a PO is $15,000 and “Manager Approved” is checked, it submits normally (Condition 2 is False).
• If a PO is $15,000 and “Manager Approved” is NOT checked, the user sees an error message and the submission is blocked.

Common Mistakes#

• Wrong Event: Using “On Submit” instead of “Before Submit”. “On Submit” happens after the document is already finalized, so you can’t block it with a simple error.