Configuring Procurement Status Automations

Keep your procurement documents synchronised automatically by setting up Sentences that update related document statuses. For example, you can automatically close a Purchase Order (PO) once its corresponding Invoice is marked as completed. This guide explains how to configure these automations.

Best practices

• Use clear and descriptive names for your Sentences (e.g., "Auto-Close PO on Invoice Completion").
• Test automations thoroughly with various scenarios (full match, partial match) before relying on them.
• Use specific status keys in your Sentence actions for accuracy.
• Consider adding conditions (like Allocation Status) to ensure updates only happen when appropriate.
• Use the "And cancel processing" action to prevent unintended subsequent Sentences from running.

Understanding the Trigger

These automations rely on the When a related resource has been updated trigger in Sentences. This trigger fires when a document linked to another document (e.g., an Invoice linked to a PO via allocations) changes status.

• Resource: The document you want to update (e.g., the Purchase Order).
• Related Resource: The document whose status change triggers the update (e.g., the Invoice).

Example Scenario: Auto-Close PO on Invoice Completion

This example demonstrates how to automatically set a Purchase Order's status to COMPLETE when its linked Invoice reaches the COMPLETE status, but only if the PO has been fully allocated to the invoice.

1. Navigate to Settings > Automations.
2. Click Create to start a new Sentence.
3. Name: Enter a descriptive name, e.g., "Auto-Close PO on Invoice Completion".
4. Trigger:
   • Select When a related resource has been updated.
   • Module: Purchasing
   • Submodule: Order (This is the PO we want to update).
   • Related Module: Purchasing
   • Related Submodule: Invoice (The trigger resource).
   • Related Status: COMPLETE (The status key of the completed invoice).
5. Conditions: (Add multiple conditions using Add condition)
   • Condition 1 (Crucial): Check if the PO is fully allocated to the triggering invoice.
     • Field: Allocation Status (Invoice) (Select the specific related submodule).
     • Operator: Is
     • Value: FULL
   • Condition 2 (Recommended): Prevent the Sentence from running if the PO is already closed.
     • Field: Status
     • Operator: Is not
     • Value: COMPLETE (Your closed PO status key).
6. Actions:
   • Action 1: Set the PO status.
     • Select Action: Set Status
     • Status: COMPLETE (Your closed PO status key).
   • Action 2 (Optional): Add context.
     • Select Action: Add Note
     • Note: Automatically closed based on completed Invoice {{related_resource.document_number}}.
   • Action 3 (Crucial): Stop further processing.
     • Select Action: And cancel processing
7. Click Save to activate the Sentence.

Other Scenarios

You can adapt this pattern for other status updates, such as:

• Setting a PO status to RECEIVED when its linked Goods Receipt is COMPLETED.
• Setting a Requisition status to ORDERED when its converted PO is PLACED.

Remember to adjust the Modules, Submodules, Statuses, and Conditions accordingly for each scenario.

Need help?

Configuring automations requires careful planning. Contact your organisation administrator or Zudello support for assistance with designing Sentences for your specific procurement workflows.