Approval Status on GRN in Sage X3

In Sage X3, we had a requirement from one of our clients to add a dropdown in the GRN (Goods Received Note) or Purchase Receipt screen and restrict further transactions for receipts with an “Unapproved” status.

The Purchase Receipt screen is used to debit the stock account. Once the stock is debited in the system, the raw material is used for further transactions such as creating a Purchase Invoice, stock change transactions, and Quality Control, etc.

Let’s understand the functionality in detail.

New Stuff: Working with Crystal Report connector in Sage X3

Fig 1- GRN Approved Status

As shown in the screenshot above, we have added a dropdown field in the Purchase Receipt screen with two options: “Approved” and “Unapproved.”
If the user chooses the “Unapproved” option in the Approval Status dropdown, the system will restrict the user from performing further transactions.

Fig 2 – Restriction on transaction of quality screen

When the user tries to create a Quality screen transaction, the system throws a pop-up message: “RESTRICTED USE: Kindly approve the receipt entry before proceeding” with the receipt number.
As a result, if the user has selected “Unapproved” for the Approval Status against that purchase receipt, they will be restricted from performing further transactions. The user must change the Approval Status in the Purchase Receipt screen to “Approved.” Only then will the system allow the user to create the quality transaction.