Troubleshooting: Requisition Not Converting to PO After Approval

Problem

A Purchase Requisition completes its approval workflow successfully (reaches an APPROVED outcome), but it does not automatically convert into a Purchase Order (PO). The Requisition might remain in an Approved status, or move to an unexpected status.

Common Causes

1. Missing/Incorrect Conversion Sentence: The Automation Sentence designed to handle the APPROVED outcome for Requisitions is missing, inactive, or misconfigured. It should contain the Convert action targeting the Purchasing > Order submodule.
2. Sentence Conditions Not Met: The conversion Sentence has conditions that were not met by the approved Requisition.
3. Convert Action Misconfigured:
   • Incorrect target Module (Purchasing) or Submodule (Order) selected in the Convert action.
   • Duplicate toggle incorrectly turned ON (this would create a new PO but leave the original Requisition, not convert it).
4. PO Creation Failure: Issues preventing the creation of the new PO record:
   • Permissions: The system (or potentially the user context if relevant) lacks #CREATE permission for Purchasing > Order.
   • Form Validation: The default PO form has mandatory fields that cannot be populated from the Requisition data, causing PO creation to fail validation.
   • Auto-Numbering Issues: Problems with the PO auto-numbering sequence. See Auto-Numbering Issues.
5. Subsequent Sentence Interference: Another Sentence triggered by the APPROVED outcome runs before the conversion Sentence and uses "And cancel processing", preventing the conversion Sentence from executing.
6. Platform Issues (Rare): Temporary issues with the Automation service or the backend processes handling document conversion.

Troubleshooting Steps

1. Verify Requisition Approval Outcome: Open the approved Requisition. Check the Approval Flow display or Audit History. Did the final milestone reach an APPROVED status?
2. Check Conversion Sentence Configuration (Admin Task):
   • Go to Settings > Automations.
   • Find the Sentence triggered by When an approval outcome is received for Module Purchasing, Submodule Requisition, and Outcome APPROVED.
   • Is the Sentence Active?
   • Review its Conditions. Would the approved Requisition have met them?
   • Review the Actions. Does it include a Convert action?
     • Is the target Module Purchasing and Submodule Order?
     • Is the Duplicate toggle turned OFF?
   • Are there any preceding actions that might cause issues? Is "And cancel processing" used correctly?
3. Check PO Form Configuration (Admin Task):
   • Go to Settings > Document Types. Edit the default form for Purchasing > Order.
   • Are there any mandatory fields (Required = TRUE) that might not have corresponding data on the Requisition?
4. Check PO Permissions (Admin Task): Ensure relevant system contexts or user roles have PURCHASING:ORDER#CREATE permission.
5. Check PO Auto-Numbering (Admin Task): If POs use auto-numbering, ensure the sequence is configured correctly and hasn't encountered errors.
6. Review Automation Logs (Admin/Staff Task): Check the logs for the approved Requisition. Did the conversion Sentence run? Did it encounter errors during the Convert action or subsequent PO creation attempt?
7. Manually Convert (Workaround): If the automation failed, try manually converting the approved Requisition using the More Actions (...) > Convert menu (ensure Duplicate is OFF). Does manual conversion work? This helps isolate automation vs. core conversion issues.

Need Help?

If approved Requisitions consistently fail to convert automatically, contact Zudello support. Provide:

• The Document UUID of an approved Requisition that failed to convert.
• Screenshots of the relevant Sentence configuration (Trigger, Conditions, Convert Action).
• Details from Automation Logs if available.