Having an issue with a workflow that doesn't make much sense. The workflow works 99% of the time, but the user rejected a bill and it moved to a "Rejected" State which changes the approval status to rejected. I see it happening in the logs, but the status still reads "Pending Approval"

Is the Vendor Bill in a closed accounting period?

YESS thank you. The user changed the posting date from 5/31/2022 to 6/1/2022

This is a BIG problem in Vendor Bill approval workflows. I fought this for months. You can't change the G/L impact of a bill in a closed accounting period so the WF will transition but none of the actions will fire because the transaction is locked. You can try the Allow Non G/L Changes function but that still has it's issues.

The vendor bill workflow that was created before I started is a bit of a mess. I am trying to finish up some projects so we can rebuild it.

The user that clicked the Reject button should have gotten an error saying "You cannot change a transaction in a closed accounting period". Are you using the native approval status field moving it from Pending Approval to Approved or Rejected?

yea, they might have. I may test this in sandbox to show them what it would look like

I found 2 workarounds that were sucessful to this, but neither one is great. 1. In your Approved state and Rejected state set the first action to change the Date of the transaction to TODAY. This will move the Bill into the current accounting period first then try to update it so it's in an open period. 2. The second is to NOT use the Approval Status but use the Payment Hold checkbox. This allows the Bill to be GL impacting but put on Payment Hold until someone approves it to be paid.

Ah so you have it check payment hold until the approval takes place?

The second one requires everyone to have the Override Period Restrictions permission which wasn't great either. But those were the only 2 options we could find after months of testing

ah

Correct the Approval Status field technically goes to "Approved" right away, but the Payment Hold keeps it from being paid until someone "Approves" it

ok thank you. Just another thing to keep in mind whenever I start to rebuild it

yes, good luck it is a very frustrating process as there is really no good solution to the problem.