X3 Workflows for Efficient Business Processes
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 workflow
Example: 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 state
Example: 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
X3 workflows are messages that signal actions, such as placing orders on hold, approving purchase requests, or notifying of state changes like overdue invoices. These workflows expedite business processes by requiring actions, providing information, or reacting to object state changes. Examples include expediting resolutions for high-value customers, tracking approvals for purchase requests, and triggering alerts for overdue invoices.
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Presentation Transcript
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 workflow Example: 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 state Example: 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.
