Advanced Options, Payment Holds & Auto-Submit

Abstract

NetSuite’s Approval Workflow Automation (AWA) includes a set of advanced configuration options designed to support approval processes for custom record types and scenarios where standard Approval Routing is not available. These settings, located on the Advanced tab, enable administrators to control approval behavior through predefined field IDs, automate submission workflows, prevent payments on unapproved records, and override the default routing logic.

This article explains how to configure the Advanced tab within the AWA Approval Record Type Settings.

Configuring Advanced Settings for Approval Workflow Automation

The Advanced tab contains settings that offer deep customization of the approval workflow. These fields are primarily used for edge cases and should only be configured when you have a specific need to override default approval logic. Most of the fields listed require the use of predefined custom fields. Follow these steps to configure the Advanced settings:

1. To access the advanced configuration options, locate and select the Advanced tab within the AWA Approval Record Type Settings page:

   

2. Set the CUSTOM APPROVAL STATUS FIELD ID to the ID of a custom field (type: List/Record – AEA Approval Status) that will store the approval status on the record:

   

3. To initiate actions from scripts or workflows, set the APPROVAL ACTION FIELD ID to a free-form text field:

   

   Note: If the field contains one of these values — {"action":"SUBMIT"}, {"action":"APPROVE"}, {"action":"CANCEL"}, {"action":"REJECT"}, or {"action":"RESUBMIT"} — Approval Workflow Automation will process it asynchronously, clear the field, and may add a short delay.

4. Enable the HIDE SUBMIT BUTTON box if you want to remove the Submit button from the record:

   

5. Then, set the CUSTOM TOTAL FIELD ID if your approval steps need to reference a custom field for the transaction total instead of NetSuite’s default “total” field:

   

   Note: This is only needed for specific use cases and is not required for most records.

6. To store the active approval request, specify the CURRENT APPROVAL REQUEST FIELD ID using a custom field (type: List/Record – AWA Approval Process Request). For standard transactions, this is handled automatically by the hidden field custbody_sw_awa_current_approval_req:

   

7. Enter the APPROVAL PROCESS DEFINITION LOOKUP using a custom field (type: List/Record – AWA Approval Process Definition):

   

   Note: This setting overrides the default approval process and is mainly used when workflows or scripts need to apply a different process.

8. To hide step numbers on the Approval History tab, enable HIDE STEP ORDER. Once enabled, only the step names will be shown:

   

9. Next, check the ENABLE CHECK PRINTING APPROVAL field to require approval before printing checks. A SquareWorks Check Printing license is required:

   

10. To prevent records from being used before approval, enable the INACTIVATE UNAPPROVED RECORDS field:

    

11. Then, to prevent vendor bills from being paid before approval, enable HOLD PAYMENT FOR UNAPPROVED BILLS. The bills will remain on payment hold until fully approved:

    

12. To automatically submit all newly created records into the approval workflow, check the option SUBMIT FOR APPROVAL ON CREATION (ALL):

    

    Note: This setting ensures that records are routed into approval without requiring user action.

13. Enable SUBMIT FOR APPROVAL ON CREATION (NON-UI ONLY) to auto-submit records that aren’t created through the UI:

    

This concludes the process of configuring Advanced options for vendor bills in Approval Workflow Automation.