Microsoft Dynamics 365 Business Central - Exempt Airwallex-created purchase invoices from approval workflows

When you connect Business Central to Airwallex, we create an access token on behalf of the user who authorises the integration. Every purchase invoice Airwallex creates in Business Central is recorded against that user in the Created By field.

If you have a purchase document approval workflow enabled, those invoices are routed for approval like any other, which stops them from posting. This applies to Business Central's native approval workflows and to third-party workflow apps built on the same workflow engine, such as Continia.

You can exempt Airwallex-created purchase invoices from the workflow without disabling the workflow itself, by adding a Created By condition to the workflow's first step.

Before you start

• Note which user authorised the Airwallex integration in Business Central. This is the user whose purchase invoices you'll exempt.
• You'll need permission to edit workflows in Business Central.

Add the Created By exemption

1. In Business Central, search for and open Workflows, then open the purchase document approval workflow you want to change. If you use Continia, this is the approval workflow managed by Continia, for example Purchase Invoice Approval Workflow.
2. Under Workflow Steps, find the first step, Approval of a purchase document is requested. Select the value in its On Condition column to open the Event Conditions window.
   
3. In the Filter: Purchase Header section, select + Filter. This shows the full list of fields you can set conditions on.
   
4. Select Created By from the list of fields.
5. In the Created By field, select the user who authorised the Airwallex integration. The field populates with a UUID-based identifier, which is expected.
   
   
6. Type <> (no space) at the start of the field, immediately before the identifier. This step is essential.
   
7. Select OK to save the condition, then check that the workflow is still Enabled.

The <> operator means "not equal to". Purchase invoices created by every other user still go through the approval workflow. Only purchase invoices created by your Airwallex integration user are exempt, so Airwallex can create and post them without approval.

Good to know

• If you have more than one purchase document approval workflow enabled, repeat these steps on each workflow you want the exemption to apply to. This will also need to be applied to each Business Central company individually.
• If you re-authorise the integration with a different Business Central user, the Created By value on new invoices changes. Update the filter to the new user.