approvals management

Approvals Management Engine (AME) Integration with Advanced Global

Intercompany Systems

An Oracle White Paper Nov 2011

EXECUTIVE OVERVIEW .......................................................................................................... 3

INTRODUCTION ....................................................................................................................... 3

SCOPE ...................................................................................................................................... 3

Static Method: ............................................................................................................................ 4

Step 1: Define Employee Hierarchy Setups ............................................................................ 5

Step 2: Define Action Types for FUN Recipient Intercompany Transaction ............................ 5

Step 3: Define Rules for FUN Recipient Intercompany Transaction ........................................ 7

Step 4: Define Attributes for FUN Recipient Intercompany Transaction .................................. 8

Step 5: Define Conditions for FUN Recipient Intercompany Transaction ...............................12

Step 6: Define Approver Groups for FUN Recipient Intercompany Transaction .....................12

Step 7: Transaction Process ..................................................................................................12

Dynamic Method: ......................................................................................................................16

Step 1: Define employee hierarchy setups ............................................................................17

Step 2: Define Action Types for FUN Recipient Intercompany Transaction ...........................18

Step 3: Define Rules for FUN Recipient Intercompany Transaction .......................................19

Step 4: Define Attributes for FUN Recipient Intercompany Transaction .................................20

Step 5: Define Conditions for FUN Recipient Intercompany Transaction ...............................22

Step 6: Define Approver Groups for FUN Recipient Intercompany Transaction .....................22

Step 7: Transaction Process ..................................................................................................22

EXECUTIVE OVERVIEW

The purpose of this document is to familiarize the users of Oracle Advanced Global Intercompany Systems (R12) with the Approvals Management (Hierarchical Approval) feature. This document provides details on the Usage and Setup of Approvals Management (Hierarchical Approval) for Intercompany Transaction Approval.

INTRODUCTION

In release 12, Intercompany Transactions can be processed using Advanced Global

Intercompany System (AGIS). Advanced Global Intercompany System (AGIS) enables

integration with Approval Management to send Hierarchical Approval Notifications for

intercompany transactions. If Approval Management is not used, then system will send single

Approval Notification based on Security setups in Advanced Global Intercompany. Using

Approvals Management, system can send multiple Approval Notifications for approvals based

on Approvals Management Supervisor Hierarchy.

Note: - This functionality was introduced through the Patch 6995183

SCOPE The scope of this Document is to understand the Integration of Approval Management with

Advanced Global Intercompany System. The document provides details on the usage and setup

of AME for intercompany transaction approvals. Please refer to Oracle Advanced Global

Intercompany System User's Guide and Oracle Approvals Management Implementation Guide

for more information.

While defining AME there are various options available for setting the approvals. However in

this whitepaper, we would be discussing the steps to define AME based on the Supervisor Level

approvals using the following usage attribute types:

1. Static Attribute Method

2. Dynamic Attribute Method

Static Method: Processing Advanced Global Intercompany Recipient Transaction with Supervisor Hierarchical Approval Notifications Static Method: - A static use specifies a fixed value for the attribute, for all items and transactions. It is a common practice to give static use to most or all of the mandatory attributes. A static use requires less runtime overhead than a dynamic use. Also, static use expresses uniform business policies for all transactions in a given transaction type. Static Method involves the following steps

1: Define Employee Hierarchy Setups (Mandatory)

2: Define Action Types for FUN Recipient Intercompany Transaction (Mandatory)

3: Define Rules for FUN Recipient Intercompany Transaction (Mandatory)

4: Define Attributes for FUN Recipient Intercompany Transaction (Mandatory)

5: Define Conditions for FUN Recipient Intercompany Transaction (Optional)

6: Define Approver Groups for FUN Recipient Intercompany Transaction (Optional)

7: Transaction process

Note: - Steps 5 and 6 are optional and hence not covered in this session. For more details

please refer Approval Management Engine (AME) Implementation guide

Step 1: Define Employee Hierarchy Setups

Navigation: HRMS Responsibility ->People ->Enter and Maintain

1. Define Supervisor Employee (SIVA)

2. Define Subordinate Employee (SAMEER)

Employee: -SAMEER (Employee id 31418) Supervisor -> SIVA (Employee id 31638)

Step 2: Define Action Types for FUN Recipient Intercompany Transaction

Note: Add Approval Management Business Analyst Responsibility to the user

Navigation: Approval Management Business Analyst Responsibility -> Business Analyst

Dashboard

Business Analyst Dashboard ->Select FUN Recipient Intercompany Transaction Setup button

Setup->Action Types->Select ‘Use Existing Action Type

From the Existing Action Type ->Select Supervisory Level

Choose Apply button.

Step 3: Define Rules for FUN Recipient Intercompany Transaction

Navigation: Approval Management Business Analyst -> Business Analyst Dashboard ->Rules

Choose Add Action and then select Action type as ‘Supervisor level’ and select correct levels of

hierarchy.

As per the setup shown in this white paper if ‘Require approvals up to the first two superiors’ is

selected then, first SAMMER will approve the AGIS transaction, after that notification will go to

supervisor SIVA. Once supervisor approves AGIS Batch then AGIS Batch status will change to

‘Approved’.

Step 4: Define Attributes for FUN Recipient Intercompany Transaction

While defining AME with Static Method following two attributes are mandatory

1. SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

2. TOP_SUPERVISOR_PERSON_ID

Navigation: Approval Management Business Analyst ->Business Analyst Dashboard->Setup-

>Attributes

Here select the options as follows:

Attribute Category : All

Item Class : All

Data Type : All

Name : SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

Select GO Button and then Choose Update button for the attribute

SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

Here pass the following information

Description : Enter required description

Data Type : Number

Approver Type : HR People

Value Set : Blank

Usage Type : Select Static from drop down list

Value : Subordinate employee id

Here user needs to give starting point as Subordinate employee id. Based on the subordinate

employee id AGIS will get the Supervisor employee hierarchy setup details.

In this case, SAMEER is the subordinate for supervisor SIVA. Hence we gave employee id of

SAMEER which is 31418.

2. TOP_SUPERVISOR_PERSON_ID

Navigation: Approval Management Business Analyst ->Business Analyst Dashboard->Setup-

>Attributes

Here select the options as follows


Item Class : All

Data Type : All

Name : TOP_SUPERVISOR_PERSON_ID

Choose GO Button and then Select Update button for the attribute

TOP_SUPERVISOR_PERSON_ID

Here pass the following information


Data Type : Number


Value Set : Blank

Usage Type : Select Static from drop down list

Value : Supervisor employee id

And choose apply button.

Here user needs to give ending point as Supervisor employee id to close the approval

notifications.

For SAMEER, SIVA is the supervisor hence we gave Supervisor employee id that is 31638.

Step 5: Define Conditions for FUN Recipient Intercompany Transaction

This Setup is not mandatory and hence not covered in this white paper. For more details please

refer Approval Management Engine (AME) Implementation guide.

Step 6: Define Approver Groups for FUN Recipient Intercompany

Transaction



Step 7: Transaction Process

Navigation: Intercompany Super user Responsibility->Transactions->Inbound: Query the batch

number ‘70’

Initiator Organization : SOracle Hyderabad

Recipient Organization : SOracle Bangalore

SOracle Bangalore AGIS Organization access given to SAMEER .Once SAMEER approves

recipient notification then final approval notification will goes to SIVA (Supervisor).

In the above example batch number 70 was received by SOracle Bangalore for approval

Navigation: Intercompany Super user Responsibility->Transactions->Inbound

Transaction: 70 Approved by SAMEER and forwarded to subsequent approvals.

When the transaction submitted for further approval, you can see the following message

in the inbound page

‘Your approval action for transaction 70 and recipient SOracle Bangalore has been

recorded. The transaction may be forwarded for subsequent approvals’.

As transaction is forwarded for further approval, the transaction status remains as

‘Received’.

Log in into applications as Supervisor User: SIVA

Navigation: General Ledger Super Responsibility->Others-> Notifications -> Open Notifications -

>Select Go

Here Supervisor ‘SIVA’ received notification for final approval from Subordinate ‘SAMEER’

General Ledger Super ->Others-> Notifications -> Open Notifications ->Select Update

Supervisor (SIVA) can now select the Approve button and complete the approval

process.

Navigation: Intercompany Super user->Transaction->Inbound ->Query the Batch number 70

Here Transaction status changed as ‘Approved’ because batch approved by the final approver that is SIVA (Supervisor).

Dynamic Method:

Processing Advanced Global Intercompany Recipient Transaction with supervisor Hierarchical approval notifications with Dynamic Method: A dynamic use specifies an SQL query that AME executes at run time .This query fetches the attribute's value for each item in the attribute's item class, for a given transaction. The execution of dynamic attribute use constitutes the majority of AME's run time overhead. Therefore, optimizing your dynamic use can have a big impact on AME's performance. Ensure you optimize these queries thoroughly, especially if the Transaction type that owns them processes a high volume of transactions.

Multiple users would be having the same initiator and recipient organization access. System

picks the approval hierarchy on the basis of the employee id of the user who would be creating

the transaction.

SOracle Hyderabad (Initiator) and SOracle Bangalore (Recipient) organization access was

given to INIT_USER, INIT_MGR, REPT_USER and REPT_MGR

For INIT_USER, Supervisor is INIT_MGR

For REPT_USER, Supervisor is REPT_MGR

If AGIS Transaction is created by INIT_USER then approval goes to INIT_MGR. Similarly if

AGIS Transaction is created by REPT_USER then approval goes to REPT_MGR.

Dynamic Method involves the following steps:

1: Define employee hierarchy setups (Mandatory)

2: Define Action Types for FUN Recipient Intercompany Transaction (Mandatory)

3: Define Rules for FUN Recipient Intercompany Transaction (Mandatory)

4: Define Attributes for FUN Recipient Intercompany Transaction (Mandatory)

5: Define Conditions for FUN Recipient Intercompany Transaction (Optional)

6: Define Approver Groups for FUN Recipient Intercompany Transaction (Optional)

7: Transaction process

Step 1: Define employee hierarchy setups

Navigation: HRMS Responsibility ->People ->Enter and Maintain

1. Define Supervisor Employee (REPT MGR)

2. Define Subordinate Employee (REPT User)

Supervisor: REPT MGR (Employee id 31742)

Employee: REPT User (Employee id 31741)

Step 2: Define Action Types for FUN Recipient Intercompany Transaction

Note: Add Approval Management Business Analyst responsibility to your user

Navigation: Approval Management Business Analyst -> Business Analyst Dashboard

Business Analyst Dashboard ->Select FUN Recipient Intercompany Transaction Setup button

Setup->Action Types->Select ‘Use Existing Action Type

Select ‘Supervisory Level’ Action Type and choose ‘Apply’ button.

Step 3: Define Rules for FUN Recipient Intercompany Transaction

Approval Management Business Analyst -> Business Analyst Dashboard ->Rules

Select Add Action and choose Action type as ‘Supervisory level’ and select correct levels of

hierarchy.

REPT User is the subordinate and REPT MGR is the Supervisor as per the Hierarchy. If

‘Require an approval up to the first two levels’ is selected then first REPT User will approve the

AGIS transaction, after that notification will go to supervisor REPT MGR. Once supervisor REPT

MGR approves AGIS Batch then AGIS Batch status will change to ‘Approved’.

Step 4: Define Attributes for FUN Recipient Intercompany Transaction

While defining AME with Dynamic method following attribute is mandatory

1. SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

Approval Management Business Analyst ->Business Analyst Dashboard->Setup->Attributes

Here select the options as follows


Item Class : All

Data Type : All

Name : SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

Select Go and then choose Update button for the attribute SUPERVISORY_NON_DEFAULT_STARTING_POINT_PERSON_ID

Here enter the following information


Data Type : Number


Value Set : Blank

Usage Type : Select Dynamic from drop down list

Value : select employee_id from fnd_user where user_id = (select

last_updated_by from fun_trx_headers where trx_id = :transactionId)

Select Apply button.

Step 5: Define Conditions for FUN Recipient Intercompany Transaction



Step 6: Define Approver Groups for FUN Recipient Intercompany

Transaction



Step 7: Transaction Process

Navigation: Intercompany Super user Responsibility->Transactions->Inbound. Query batch

number ‘88’. Batch 88 is created by the user REPT_USER.

Initiator Organization : SOracle Hyderabad

Recipient Organization : SOracle Bangalore

SOracle Bangalore organization access was given to REPT_USER. Once REPT_USER

approves recipient notification then final approval notification will goes to REPT_USER

(Supervisor). This approval path is based on the hierarchy of REPT_USER.

In the above example batch number 88 was received by SOracle Bangalore for approval.

Select Update Transaction for Batch Number ‘88’

Select Approve button.

Transaction: 88 Approved by REPT_USER and forwarded to subsequent approvals.

When the transaction submitted for further approval, you can see the following message

in the Inbound Page

‘Your approval action for transaction 88 and recipient SOracle Bangalore has been

recorded. The transaction may be forwarded for subsequent approvals’.

As transaction is forwarded for further approval the transaction status remains as

‘Received’

Login into application with Supervisor login ‘REPT_MGR’

General Ledger Super Responsibility->Others-> Notifications -> Open Notifications

Open the Notification form

Here Supervisor REPT_MGR, received final approval notification from Subordinate that is

REPT_USER

General Ledger Super ->Others-> Notifications -> Open Notifications ->Select Update-> Choose

Approve

Supervisor (REPT_MGR) can now select the Approve button and complete the approval

process

Navigation: Intercompany Super user->Transaction->Inbound->Query Batch number 88

Here Transaction status changed as ‘Approved’ as batch approved by the final approver, SIVA

(Supervisor).

White Paper Title: Approvals Management Engine (AME) Integration with Advanced Global Intercompany Systems [NOV] 2011 Author: Sivaranganath Chittapragada, ISC Contributing Authors: Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 www.oracle.com Oracle is a registered trademark of Oracle Corporation. Various product and service names referenced herein may be trademarks of Oracle Corporation. All other product and service names mentioned may be trademarks of their respective owners. Copyright © 2001 Oracle Corporation All rights reserved.

approvals management

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business analyst dashboard

general ledger super

existing action type

choose apply button

define approver groups

define action types

enter required description

set usage type