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PR workflow

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Posted on by Joe. D

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Hi All,

“I created a Purchase Requisition and submitted it to workflow, but due to selecting the wrong legal entity, the PR was rejected and is now in Draft status. I’m unable to edit the entity. Is there a way to change the legal entity in a rejected PR, or do I need to recreate it? Also, is there a workflow chain available from PR to PO in D365?”

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Dynamics 365 Supply Chain Management

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CA Neeraj Kumar 1,354 on at

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PR workflow

Hi,

Since the PR is in draft stage, you can remove the line wrongly created and then add line with correct legal entity. If you are facing any challenges, then please let us know..

Once the PO is created, it keeps the reference for the same. Is there any other meaning of "a workflow chain available from PR to PO in D365?", please confirm so that i can update the reply accordingly.

Regards,

Neeraj Kumar

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Syed Haris Shah 472 on at

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Hi @Joe. D,

You cannot change the legal entity of an existing PR. You need to recreate the PR in the correct legal entity.

Further, purchase Orders are not automatically created from Purchase Requisitions by default. To enable automatic PO creation from an approved PR, you need to set up a procurement policy.

If you find this answer helpful, please consider verifying the answer. 👍

Regards,

Syed Haris Shah

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CA Vijay Krishna 69 on at

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PR workflow

Hi Joe D,
You have 2 Questions in the above statement:
1. Changing legal entity once PR Created: Ans No, its not possible.
2. Set-up Work Flow Chain from PR->PO - Yes it is possible, provided the below step by step process.

Changing Legal Entity on a PR

In D365 F&O, the legal entity is a system-level context, not a field you can edit on the transaction. Once a PR is created under one legal entity, it is tied to that entity. Even if the PR is rejected and goes back to Draft, the legal entity cannot be changed.

Resolution: You’ll need to recreate the Purchase Requisition in the correct legal entity. Unfortunately, there’s no supported way to “switch” the entity after creation.

Step by Step Workflow Chain from PR → PO

Step 1: Enable Procurement & Sourcing Parameters

Go to Procurement and sourcing > Setup > Procurement and sourcing parameters.

On the General tab, ensure:

Purchase requisition activation is enabled.

Convert requisitions to purchase orders is allowed.

Define whether conversion goes through RFQ or directly to PO.

Step 2: Configure Purchase Requisition Workflow

Navigate to Procurement and sourcing > Setup > Procurement and sourcing workflows.

Select Purchase requisition review.

In the Workflow editor:

Drag in Start → Review task(s) → Approval step(s) → End.

Assign conditions/participants (e.g., requestor’s manager, department approver, procurement team).

Configure escalation and notifications if required.

Activate the workflow.

Step 3: Configure Purchase Order Workflow

Navigate again to Procurement and sourcing > Setup > Procurement and sourcing workflows.

Select Purchase order review.

In the Workflow editor:

Build approval steps (e.g., purchasing manager, finance approver).

Add conditional branches (e.g., PO amount thresholds).

Activate the workflow.

Step 4: Define Security & User Roles

Go to System administration > Security > Security configuration.

Ensure:

Employees have rights to create PRs.

Procurement professionals can convert PR → PO.

Approvers are assigned workflow approval roles.

Step 5: Test the PR → PO Flow

Employee creates a PR → submits to workflow.

PR approver(s) review and approve.

Procurement converts approved PR → Purchase Order (or RFQ).

PO workflow triggers → routed to appropriate approvers.

Once approved → PO is confirmed and released to vendor.

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