oracle approval process workflow-1

8/8/2019 Oracle Approval Process Workflow-1

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An Introduction to theInvoice Approval Workflow

Jeannie Dobney, EduSource&

Karen Brownfield, Solution Beacon


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Agenda

Introduction Business scenario and context Implementation Overview

Document Business Logic Check Patching Levels Payables Set Up Oracle Approvals Management set up Workflow modification Testing

End-notes


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Business Scenario

Requisition

Shipments

PO Header

PO Lines

Distributions

Goods Inspection(Receipting

Transaction)

Supplier Invoice

Standard non-POrelated Invoice

Approval processed in Oracle Purchasingensure that organisational approvals areobtained before the Purchase Order isissued.

Oracle Purchasing

Oracle Payables

EmployeeExpenses

Matching:2 way - Invoice to PO3 way - Invoice to PO & Receipt4 way - invoice to PO, Receipt &

inspection

Receipt of Goods

RecurringInvoice


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Business Scenario

Excluded from the Approval Process : Expense Reports Recurring invoices

PO Matched invoices Invoices for which OAM rules determines approval is not required.

Invoice Payment

Oracle Payables

Payables Processes: Invoice Validation Invoice Approval Workflow Create Accounting (uses Account Generator)


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Implementation Steps

First document your business logic! Which invoices are going to be included /

excluded? Which values require approval / are some

invoice amounts not material? Are there special cases for which additional

approvers may be required e.g. IT, legal work. What determines who are the appropriate

approvers?


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2. Check Patching Levels

At least 11.5.4 or later Payables mini-pack I

Workflow 2.6 Various individual patches Recommendation:

Alicia Hoekstras paper: To Patch or Not toPatch


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3. Payables Set Up


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4. Oracle Approvals Management

Use this Application to set up the ruleswhich the workflow will use

Format: If Then e.g. If Invoice Total > $100 NZD

Then Send to Supervisor for Approval Documentation from MetaLink (HR or AP) Application short name OAM or AME

Check Site Profile Option: AME:Installed Required Responsibility:

AME Application Administrator(with securing attributes)


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Using OAM: Select Trans. Type


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OAM Attributes Tab


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OAM Setting Attributes


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OAM Creating Conditions


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OAM Create Condition (2)


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OAM Approvals


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Edit or Create New Approval Types


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Create Approval Rule


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reate Approval Rule (1)Description, Type, Date


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reate Approval Rule (2)Approval Type


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reate Approval Rule (3)Approval


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reate Approval Rule (4)Attributes


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reate Approval Rule (5)Condition


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Create Approval Rule (end)


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5. Modify the Workflow


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Modify the Workflow (2)


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WF: Check if Matched to PO


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Uses This Attribute


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WF: Identify Approver


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WF: Send Notifications


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WF: Update History


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Test the Workflow

Create a business case Enter an invoice (note its invoice ID) Validate the invoice Initiate Approval using Invoice Actions WF Admin: check the WF_Deferred queue

Start the Workflow listener Review the notification & approve the invoice In Payables, query back the invoice & review


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Test the Workflow


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Test the Workflow


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Testing in OAM


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Testing in OAM (2)


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End-Notes

Invoice Approval and Validation are notalternatives, they work together

Consider mods for Cancelled invoices

Modify the WF notification to show invoice status In OAM set a rule to exclude cancelled invoices

Inquiry and Reporting: Invoice Approval History window Invoice Approval Status report

Force Approval option allows manualapproval through Invoice Actions window


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Workflow Administration

Set up and test email notifications Schedule the Workflow Agent Listener Identify a user to monitor WF & OAM errors Review and set Workflow profile options Decide a purge schedule for WF & OAM And in Payables:

schedule the Approval Workflow Program


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Conclusions & Questions

oracle approval process workflow-1

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