# D365 Purchase Order Workflow: Submit Button Missing or Workflow Not Starting > Source: https://netray.co/erp-help/dynamics-d365fo-purchase-order-workflow-submit-button-missing > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: ERP Help ## Short answer The Submit button only appears when change management is on for the vendor or legal entity and an active workflow version applies to the purchase order. Check that the Purchase order review workflow is activated for the right legal entity, that its conditions match the PO, and that the workflow batch jobs are running. ## Kind error ## System dynamics ## Erp Microsoft Dynamics 365 Finance and Supply Chain Management ## Module Procurement and sourcing / Workflow ## Query D365 purchase order workflow submit button not showing or not available ## Alternate Queries - D365 purchase order approval workflow not triggering - purchase order review workflow submit greyed out Dynamics 365 - D365 PO stuck in In review workflow - D365 workflow work item not created purchase order ## Applies To Dynamics 365 Finance and Supply Chain Management, Procurement and sourcing module, purchase order review workflow with or without change management. ## Steps ### How to get the PO approval workflow working **Items:** Open Procurement and sourcing > Setup > Procurement and sourcing workflows and find Purchase order review. Confirm there is an active version, not just a saved draft. Check the workflow's legal entity. Workflows are per legal entity and the Purchase order review workflow must exist for the company you are working in. Open the workflow and review its conditions (for example Total amount greater than a value). A PO that does not meet any condition may not trigger the workflow. Open Procurement and sourcing > Setup > Procurement and sourcing parameters > General and check Activate change management. Then open Change management settings and enable it for the vendor or for all vendors. On the purchase order, check the Approval status. If change management is on, a PO in Draft will show Request approval or Submit under the Purchase tab or the workflow action pane. Open System administration > Inquiries > Batch jobs and confirm that Workflow message processing and the due date jobs are running and not in Error or Withhold status. Check the user's security. The submitter needs privileges for the PO submit workflow action, and an approver needs a role included in the assignment of the approval step. If the PO was changed after the workflow was edited, recall the PO from the workflow and resubmit it so it picks up the latest active version. ## Sections ### Why the button disappears **Body:** The workflow action pane on a purchase order shows Submit only when the system detects an applicable and active workflow configuration for that document type. The checks include the legal entity, the workflow type, the active version, and the workflow's conditions. If any of these fails, the button is hidden or greyed out rather than throwing an error. Change management adds another layer. When it is on, purchase orders must be approved before they can be confirmed. If change management is turned on at parameter level but the vendor is not set up, or the workflow does not exist, the PO sits in Draft and cannot be confirmed, which users often describe as the workflow being stuck. A third reason is that the workflow is configured with conditions but no catch-all path. Use a Condition node with an else branch that routes to an auto-approve, or the workflow will not apply to POs that fall outside the amount band. ### Workflow versions and activation **Body:** Each save of a workflow creates a version. Only an activated version is used for new documents, and editing the workflow after activation creates a new version that must itself be activated. Teams often change an approver and forget to activate, so the old logic still runs, or the workflow is saved but never activated at all. Documents already in flight stay on the version they started with. If you need them to follow the new logic, cancel the workflow on the document and resubmit. For a mass change, you may also need to reset the status on affected documents, which should be done carefully and in a test environment first. Delegation and escalation settings deserve a check, too. An approval step assigned to a user who has left or to a role with no members creates a work item nobody sees, and the PO appears stuck In review. ### Batch jobs and work items **Body:** Workflow processing runs through batch. The Workflow message processing job moves documents through the workflow engine, and due date jobs handle escalations. After a sandbox refresh these batch jobs are on hold, which is a classic reason a workflow works in production but not in a freshly copied test environment. If a work item was created but the approver sees nothing, check the user's work item queue under the workflow tile and confirm the assignment type: a queue assignment appears in a shared queue the user must claim, while a user assignment goes to their inbox. For history, open the purchase order, then Workflow > History to see each step and the assigned user. If the history is empty, the workflow never started and the issue is with activation or conditions rather than approvers. **Code:** -- Read-only check: recent workflow instances for purchase orders (table names may vary slightly by version) SELECT TOP 20 ID, STATE, CREATEDDATETIME FROM WORKFLOWTRACKINGSTATUSTABLE ORDER BY CREATEDDATETIME DESC; ## Pitfalls - Saving workflow changes without activating the new version. - Creating the workflow in one legal entity and testing in another. - Using amount conditions with no else path, leaving POs outside the band with no workflow. - Assigning approval steps to roles or users that have no members, so work items vanish. - Forgetting that batch jobs are withheld after a sandbox refresh and workflow processing stops. - Turning on change management without setting it up for the vendors that matter. ## Ai Angle An assistant grounded in the ERP, such as ERPray, can answer why a specific PO is stuck: which workflow version applied, which condition it failed, who holds the open work item and whether the workflow batch jobs are running. It reads the workflow and batch tables with your roles and shows the query, so the buyer gets a reason rather than a missing button. ## Faq ### Why does the Submit button show for some purchase orders but not others? **Answer:** Workflow conditions usually differ by amount, vendor group or purchase type. If a PO does not meet any condition, the workflow does not apply and the button is hidden. Review the conditions and add an else path so every PO is covered. ### Do I need change management for a PO approval workflow? **Answer:** Not strictly. You can run a purchase order review workflow with change management off, and approval is then optional unless you enforce it. Change management makes approval mandatory before confirmation, and it needs its own parameter and vendor setup. ### My PO is stuck In review. How do I fix it? **Answer:** Open the workflow history on the PO to see where it sits. If the approver is invalid, reassign the work item or delegate it. If the batch jobs are not running, restart them. If neither helps, cancel the workflow and resubmit. ### Can I approve purchase orders by amount with different approvers? **Answer:** Yes, use condition nodes on Total amount in the workflow editor and route each band to a different approval step. Add a default branch for amounts outside every band, and activate the new version afterwards. ## Search terms D365 purchase order workflow, purchase order review workflow, D365 submit button missing, D365 PO approval stuck, change management purchase orders D365, D365 workflow not triggering, workflow message processing batch, Dynamics 365 procurement approval --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json