Route by cost center

An invoice’s cost center decides who approves: purchasing approves cost centers starting with 41, sales those starting with 43, accounting all others. The workflow declares the cost center field itself; when it is empty, accounting approves too.

The workflow

The workflow starts for every document of the type incoming-invoice. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 4
sdk: '1.0.0'
key: route-by-cost-center
name: Nach Kostenstelle weiterleiten
template: custom
trigger:
  documentType: incoming-invoice
fields:
  - key: costCenter
    kind: text
    labelDe: Kostenstelle
    labelEn: Cost center
    documentTypes:
      - incoming-invoice
start: route
steps:
  - kind: script
    name: route
    label: Nach Kostenstelle weiterleiten
    script: route.ts
    hook: onDocumentArrived
    inputs:
      - kind: field
        key: costCenter
        type: text
    returns:
      - key: group
        type: enumeration
        values:
          - purchasing
          - sales
          - accounting
    branch: group
    exits:
      - value: purchasing
        next: purchasing
      - value: sales
        next: sales
      - value: accounting
        next: accounting
    next: accounting
  - kind: humanTask
    name: purchasing
    label: Freigabe Einkauf
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: member
          member: einkauf@example.com
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: humanTask
    name: sales
    label: Freigabe Vertrieb
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: role
          role: approver
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: humanTask
    name: accounting
    label: Freigabe Buchhaltung
    taskKind: approve
    assignees: []
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: end
    name: approved
    label: Freigegeben
    outcome: approved
  - kind: end
    name: rejected
    label: Zurückgewiesen
    outcome: rejected

The script route.ts

Hook: onDocumentArrived · Inputs: costCenter · Return values: group (purchasing, sales, accounting)

import { defineScript } from '@acriva/workflow-sdk';

/** Which group approves: the cost centers whose number starts with the prefix. */
const GROUPS = [
  { prefix: '41', group: 'purchasing' },
  { prefix: '43', group: 'sales' },
] as const;

export default defineScript({
  hook: 'onDocumentArrived',
  outputs: { group: ['purchasing', 'sales', 'accounting'] },
  run(ctx) {
    const costCenter = ctx.document.fields.costCenter?.trim() ?? '';
    const match = GROUPS.find((entry) => costCenter.startsWith(entry.prefix));
    // Every other cost center, and an invoice without one, goes to accounting.
    if (!match) {
      ctx.log('No group for the cost center', costCenter || '(empty)');
      return ctx.branch('accounting');
    }
    return ctx.branch(match.group);
  },
});

What it does

A test runs each of these cases in the sandbox and compares the result.

An invoice without a cost center

• Input: costCenter null
• Exit: accounting
• Changes: none

Cost center 4200 (administration)

• Input: costCenter 4200
• Exit: accounting
• Changes: none

Cost center 4100 (purchasing)

• Input: costCenter 4100
• Exit: purchasing
• Changes: none

Cost center 4300 (sales)

• Input: costCenter 4300
• Exit: sales
• Changes: none