How to Use Epicor to Create Custom BPMs

Epicor ERP offers robust tools for customizing business processes to align with unique organizational workflows. One of these tools is Business Process Management (BPM), a feature that allows users to create rules and automated workflows tailored to their needs. This guide explains the step-by-step process of creating custom BPMs in Epicor ERP.

What is BPM in Epicor?

BPM in Epicor ERP is a mechanism that enables users to automate, enforce, or modify business processes. It helps organizations:

• Automate repetitive tasks.
• Ensure compliance with organizational policies.
• Enhance data accuracy and streamline workflows.
• Respond to business needs without extensive programming.

With BPMs, businesses can focus on efficiency and productivity while tailoring the ERP system to their specific requirements.

Prerequisites for Creating Custom BPMs

Before diving into BPM creation, ensure the following:

1. Access Rights: You need administrative or specific BPM configuration rights in Epicor.
2. Understanding of Processes: Know the workflow you want to modify or create.
3. Basic Knowledge of Epicor ERP: Familiarity with the application’s user interface and tools.

Step-by-Step Guide to Creating Custom BPMs in Epicor

Step 1: Navigate to the BPM Designer

1. Open the Epicor ERP application.
2. Navigate to System Management > Business Process Management.
3. Select Directive Maintenance.

Here, you’ll find options to create either Method Directives or Data Directives.

Step 2: Select the Type of BPM

• Method Directives: Used to manage or enhance methods (specific actions, such as placing an order).
• Data Directives: Triggered by database events (such as inserting or updating a record).

Choose the directive type based on your requirement. For example:

• Use a Method Directive to customize the behavior of an action like order submission.
• Use a Data Directive to validate or log changes to database records.

Step 3: Choose the Target Table or Method

1. Identify the specific table or method you want to customize.
2. In the Directive Maintenance screen, select the relevant method or table from the dropdown list.
3. Click New to create a directive.

Step 4: Design the BPM Workflow

Epicor’s BPM Designer provides a graphical interface for designing workflows. Follow these steps:

1. Add Conditions:
   • Define the conditions under which the BPM will be triggered.
   • Example: “If the order amount exceeds $10,000.”
2. Add Actions:
   • Specify the actions to perform when the conditions are met.
   • Actions can include sending emails, raising alerts, modifying data, or blocking transactions.
   • Example: “Send an approval email to the manager.”
3. Use Custom Code (Optional):
   • For advanced customizations, you can use C# code within the BPM.
   • Example: Write a script to calculate a custom discount based on order history.

Step 5: Test Your BPM

1. Save the BPM directive.
2. Use the Test Mode in Epicor to simulate the process.
3. Verify that the BPM behaves as expected under various scenarios.

Testing ensures that the directive does not disrupt other workflows or introduce errors.

Step 6: Deploy the BPM

1. Once tested, activate the BPM by setting its status to Enabled.
2. Deploy the BPM to the live environment.

Best Practices for Creating BPMs in Epicor

1. Start Small: Create and test simple BPMs before moving to complex workflows.
2. Document Changes: Maintain documentation for each BPM to track its purpose, logic, and deployment date.
3. Avoid Overloading the System: Too many directives or poorly designed workflows can slow down the system.
4. Test in a Sandbox Environment: Use a test instance of Epicor ERP to avoid disrupting live operations.
5. Use Clear Conditions: Ensure conditions are well-defined to avoid unintended triggers.
6. Collaborate with Stakeholders: Involve end-users and department heads to ensure BPMs meet business needs.

Examples of Custom BPMs in Epicor

1. Automating Approval Processes

• Scenario: An organization wants to automate approvals for purchase orders over $5,000.
• Solution: Use a Method Directive to send an email notification to the manager for approval.

2. Validating Data Entry

• Scenario: Prevent users from entering invalid customer IDs during sales order creation.
• Solution: Use a Data Directive to validate the customer ID field before saving the record.

3. Enforcing Compliance

• Scenario: Ensure that all orders have a valid tax code before submission.
• Solution: Use a Method Directive to block order submission if the tax code field is empty.

4. Sending Alerts for Stock Levels

• Scenario: Notify the purchasing department when stock levels drop below a threshold.
• Solution: Use a Data Directive to trigger an email alert when stock quantity changes.

Troubleshooting BPM Issues

1. Directive Not Triggering:
   • Check if the directive is enabled.
   • Verify the conditions are correctly set.
2. System Performance Impact:
   • Optimize BPM logic to avoid unnecessary complexity.
   • Review and streamline actions in the BPM.
3. Unexpected Behavior:
   • Use the Debug Mode to analyze step-by-step execution.
   • Consult the Epicor documentation or community forums for guidance.

Conclusion

Creating custom BPMs in Epicor ERP is a powerful way to align the software with your organization’s unique workflows. By following the steps outlined above, you can design, test, and deploy efficient BPMs that enhance productivity and ensure compliance with business rules. Always remember to document your BPMs, test thoroughly, and optimize for performance to achieve the best results.

For more insights and support with Epicor ERP, visit Epicforce Tech—your trusted partner for ERP customization and implementation.