I’m preparing for my Dynamics 365 Field Service (MB240) certification, and as part of my journey, I’m creating blog posts that reflect my study notes and revision. I hope that these posts will serve as a helpful resource for anyone else working toward the same goal.

Where ‘Purchase Order Approval Required’ is a boolean.

This must be set to ‘Yes’ when a ‘Purchase Order’ requires approval in order for the status to be
changed to ‘Submitted’.
When enabled, the system enforces an approval process. That is, after a technician (for example) creates a purchase order (PO) for the required parts. The PO must be reviewed and approved by the manager before it can be submitted to the vendor.
When disabled, the technician (say) may submit the PO to the vendor without requiring approval.

and ‘Use of Products Out of Stock’ has the following options:

This specifies the functionality when an ‘Out of Stock’ product is required. There are three options:

1. Blank (No Tracking) – If this setting is left blank, the system does not track inventory levels, meaning users can add products to work orders regardless of stock availability.
2. Confirm – When set to “Confirm,” the system prompts users when a product is out of stock but allows them to proceed with using it.
3. Restrict – If set to “Restrict,” the system prevents users from adding or using a product that is out of stock in the warehouse.

This setting is used by organisations that need to enforce inventory controls while managing ‘Work Orders’.

Approval Process

The Purchase Order (PO) approval process in Dynamics 365 Field Service ensures that purchase orders go through a structured review before being submitted to vendors. This process helps maintain financial control and prevents unauthorized purchases.

Approval Process Overview

1. Creation – A user creates a purchase order (PO) and specifies the required products or services.
2. Draft Status – The PO starts in Draft mode, meaning it hasn’t been submitted for approval yet.
3. Submission for Approval – The PO is sent through an approval workflow, where designated approvers review the details.
4. Approval or Rejection – Approvers can either:
   • Approve the PO, allowing it to proceed.
   • Reject the PO and require modifications before resubmission.
5. Confirmation – Once approved, the PO is moved to Confirmed status, indicating it is ready for processing and submission to the vendor.

Implementation in Dynamics 365

• Workflow Configuration – Organizations can set up approval workflows using Power Automate or Dynamics 365 Supply Chain Management.
• Change Management – If enabled, purchase orders (POs) must undergo an approval workflow before reaching the ‘Approved’ status.
• Automatic Approval Rules – Businesses can define rules for automatic approval based on specific conditions, such as order value or vendor reliability.
• Escalation Mechanisms – If an approval request remains pending for an extended period, the system can escalate it to higher authorities.

*** Additional Info (not for exam)

Purchase Order Approval Required: msdyn_purchaseorderapprovalrequired. It is a Yes /No field.

Name	Value
No	0
Yes	1

Use of Products Out of Stock: msdyn_useofproductsoutofstock. It is a choice field.

Name	Value
Confirm	690970000
Restrict	690970001

They are found on the Field Service Setting Table: msdyn_fieldservicesettting