ap approval overview

8/17/2019 AP Approval Overview

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Oracle Fusion Payables Approvals OverviewO R A C L E W H I T E P A P E R | J U N E 2 0 1 5


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Table of Contents

Introduction 3

Approval Management Key Components Overview 3

Oracle OA uite Approval Management !"tensions 3#PM $%CM &

Approval Key Concepts '

(ist #uilders 'upervisory ')ob (evel 'Position *

Approval +roups *,esource -Participant .Types of participants .Payables implementation of participant model /0Key Considerations /31se Cases2 Implementation using participant types /$

Payables Approvals Overview 0

!nabling Payables Approvals 0Tas4s in Payables /,ules Overview ,ules Configuration 35avigation to #PM 6or4list 3Configuration of simple rule for invoice approvals &Configuration of rule using upervisory 7ierarc7y .Configuration of rule using )ob (evel 7ierarc7y 3.

Available Attributes $3

Considerations &3

8acation ,ules &.

!scalation Policies '0

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!"piration ettings '

,enew ettings '3

,eminder ettings '$

Approval 5otifications '&

o BPM Worklist – My Tsks '&

o E!"il Noti#i$tio%s '&

#PM 6or4list = My Tas4s2 '&!>Mail 5otifications ''

FA? '*

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Introduction

An invoice is a commercial document issued by a seller to a buyer indicating t7e products

Buantities and agreed upon prices for t7e goods or services t7e seller 7as provided to t7e buyer:

An invoice indicates t7e buyer must pay t7e seller according to t7e payment terms: One of t7e

most important and difficult aspects in paying an invoice is to verify t7e invoice details and obtain

approvals from t7e relevant or appropriate approvers: Approval process also enables organiations

to review t7eir internal processes and controls to prevent any frauds or scandals t7at may arise

due to t7e lac4 of suc7 controls: uc7 controls are implemented in modern !nterprise ,esource

Planning D!,PE applications using wor4flow functionality:

In t7is document we discuss in detail t7e invoice approvals wor4flow functionality in Oracle Fusion

Payables and also discuss in detail various features available for customers to implement t7eir

approval policy for payables invoices: Payables use Oracle OA uite approval management

e"tensions for various approval flows:

Approval Management Key Components Overview

Approval management in Oracle Fusion Applications is comprised of several 4ey components t7at

are integrated seamlessly for delivering end>to>end and robust approval wor4flow functionality:

1sing t7e approval management functionality you can define comple" and multistage routing rules:

Key components of approval management are2

• Oracle OA uite Approval Management !"tensions

• Oracle #usiness Process Management D#PME

• Oracle Fusion %uman Capital Management D%CME

Oracle SOA Suite Approval Management Extensions Approval management e"tensions of t7e 7uman wor4flow services from Oracle OA uite are t7e

core of approval functionality in Oracle Fusion Applications and perform many 4ey integrated tas4s

for approval functionality to wor4: ome of t7e 4ey functions of approval management e"tensions

are2

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• Integrates wit7 %CM to derive approvers based on t7e supervisory ob role and position>

based 7ierarc7ies defined in %CM:• Provides t7e framewor4 for defining approval rules for various business documents li4e

Payables invoices:

• Provides t7e ability to select comple" routing patterns based on your business processes

suc7 as w7et7er to route documents to approvers in seBuential or in parallel fas7ion:

BPM

#PM provides an interface called t7e #PM 6or4list application for business users to perform t7e

following two 4ey activities related to t7e approvals functionality2

• Provides an interface to wor4 wit7 various notifications tas4s assigned to t7em: T7e #PM

6or4list is a web>based application t7at displays all wor4list tas4s assigned to t7e

business users and t7ey can perform various approval>related actions on t7e tas4s

assigned to t7em: 1sing t7is application users can drill down to t7e tas4 assigned to

t7em for e"ample an approver can drill down to t7e payables invoice approval

notification Dtas4E to see invoice details li4e 7eader amount line details line amounts

and so on and can perform t7e necessary approval action:

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• Provides an interface to set up and manage approval rules:

HCM

%CM is used for defining various employee 7ierarc7ies li4e supervisory ob>based or position>

based: Approval management e"tensions integrate wit7 %CM to derive t7e reBuired approvers

if approval rules are configured based on %CM 7ierarc7ies:

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&ir'$tor

M%('r

Cl'rk

Approval Key Concepts

List Builders

(ist builder is t7e way approvals management builds t7e list of approvals reBuired for a

transaction based on t7e rule condition: !ac7 approval rule is associated wit7 a list

builder for generating t7e list of approvers: For Payables invoice approvals t7e following

list builders are supported2

• upervisory

• )ob (evel

• Position

• Approval +roup

• ,esource

Supervisory

Approvals can be set up based on t7e employee supervisory 7ierarc7y w7ic7 is defined in %CM:

!mployees must be set up in %CM wit7 appropriate obs and supervisors: For e"ample t7e cler4

reports to t7e manager w7o reports to t7e director:

T7e following figure is an e"ample of an employee and supervisor approval structure:

For complete details on setting up t7e employee supervisory 7ierarc7y refer to t7e %CM

application:

Job Level

)ob level routings are based on t7e supervisory 7ierarc7y defined in %CM: !mployees must be

set up in %CM wit7 t7e appropriate ob levels and supervisors: For e"ample )ob (evel/

employee a cler4 reports to )ob (evel employee a manager w7o reports to )ob (evel$

employee a director:

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Jo) L'*'l +,L'*'l +-

('r

Jo) L'*'l 2 ,L'*'l 2-

Jo) L'*'l 1,L'*'l 1-A."i%istrti*' Assist%t

/'%'rl M%('r

R'(io%l M%('r

tor' M%('r

T7e approval list is generated based on t7e starting position specified in t7e rule and continues

until an approver wit7 a sufficient ob level is found: T7e supervisory 7ierarc7y needs to be

defined along wit7 t7e corresponding ob levels:

T7e following figure provides an e"ample of a )ob (evel structure2

For complete details on setting up ob levels and assigning ob levels to employees refer to t7e

%CM application:

Position

Organiations can also c7oose to route invoice approvals based on t7e position 7ierarc7y defined

in %CM: T7e position 7ierarc7y needs to be defined and employees must be assigned t7e

corresponding positions:

%ereGs an e"ample of a position 7ierarc7y approval structure for #eta ,etail2

For complete details on setting up t7e position 7ierarc7y refer to t7e %CM application:

Approval roups

An approval group consists of a static predefined set of users configured to act on a tas4:


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comprised of users from t7e finance department w7o need to participate in t7e approving of a

tas4:

5ew approval groups can be created or e"isting approval groups can be edited from t7e

Approvals +roups tab on t7e #PM 6or4list application Administration page:

t's to $r't' % ro*l (ro3

ign in to t7e #PM 6or4list application as an administrator

/: Clic4 t7e A."i%istrtio% lin4:

: Clic4 t7e Approval +roups tab:

3: Clic4 t7e icon in t7e left side pane:

$: !nter t7e name of t7e approval group:

&: Clic4 t7e icon in t7e


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Participant

A participant is a user or set of users w7o are participating in t7e approval process including t7eir

routing policy in t7e process: !ac7 participant is associated wit7 a single rule set: Approval rules are

defined in t7e conte"t of a rule set and you can create many rules under one rule set: #ased on your

approval reBuirements you need to configure t7e approval rules wit7in t7e conte"t of a participant:

"ypes o# participants

Prti$i%t &'s$ritio%

'ril T7is participant indicates t7at approvers must wor4 in seBuence: T7is is a

commonly>used participant for configuring rules using management

7ierarc7ies w7ere approvals are performed in seBuential fas7ion one after

anot7er:

Prll'l T7is participant indicates t7at a set of people must wor4 in parallel: For

e"ample w7ile using t7is participant an invoice is assigned to all of t7e

users at t7e same time and t7e invoice gets approved only w7en all of t7e

users approve it: !ven if one of t7e users reects t7e invoice t7e invoice

will get reected:

i%(l' T7is participant indicates t7at a tas4 will be assigned to a set of people in

parallel and t7e tas4 outcome is decided by a response from any one of

t7e users: In common parlance t7is participant is eBuivalent to a first>

responder>wins scenario: For e"ample if an invoice approval notification is

sent to multiple users and if any one of t7e users approves or reects t7e

invoice t7en t7e invoice tas4 is completed wit7 t7e respective status:4I T7is participant indicates t7at users ust receive a notification for

informational purposes and t7e business process does not wait for t7e

participantHs response: 1sers cannot perform any actions on FI

notifications:

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Payables implementation o# participant model

For invoice approvals configuration you need to use tas4 4i%API%*oi$'Aro*l : T7is tas4 includes

participants for bot7 invoices and invoice reBuests:

Not'2 An invoice reBuest is an invoice wit7out a purc7ase order t7atHs submitted t7roug7 Oracle Fusion

upplier Portal and t7atHs pending approval from t7e reBuester:

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For Payables approvals we 7ave a total of /' predefined participants: T7e following figure s7ows t7e

predefined participant model for Payables invoice approvals: Out of t7e /' participants / to & relate to

invoice reBuests and participants ' to /' relate to invoices:

T7is participant model is designed to support bot7 parallel and seBuential mode of approvals:

$ Prll'l Mo.'2 67en t7e participants are in parallel mode t7e tas4 gets assigned and

notifications will go to all of t7e participants at once in parallel:

4or '6"l' as s7own in t7e diagram

Invoice reBuest participants to & are e"ecuted in parallel:

Invoice participants ' to . are e"ecuted in parallel:

$ '7'%til Mo.'2 T7e tas4 gets assigned and notifications go in seBuential manner meaning

one after anot7er to eac7 participant in seBuential mode: All 7ave to approve seBuentially to

get t7e tas4 approved:

4or '6"l' as s7own in t7e diagram

Invoice participants /0 to /' are e"ecuted in seBuential mode:

I%*oi$' r'7'st rti$i%t .'tils

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N")'r Prti$i%t Rl' 't Prti$i%tTy'

/ Invoice,eBuest


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%ey Considerations

$ Only two participants I%*oi$'Aro*'rs and I%*oi$'R'7'st&'#tlAro*'rs are

enabled by default: ou need to enable ot7er participants as per your reBuirements:

$ ,ules 7ave been predefined for t7e two active participants I%*oi$'Aro*'rs and

I%*oi$'R'7'st&'#tlAro*'rs: ou need to review t7e predefined rules and modify t7em

as per your approval reBuirements:

$ ou can disable participants t7at you do not want to use by selecting t7e i(%or' rti$i%t

option or by defining a rule to ignore t7e participant as s7own in t7e screens7ot below:

Not'3 ou cannot c7ange t7e order of predefined participants:

$ ou cannot add participants:

$ ou cannot c7ange voting regime settings for Parallel and erial participants:

/$ @ !5T!, TIT(! OF


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&se Cases' (mplementation using participant typesUse Case 1

R'7ir'"'%t

- Invoices s7ould be approved based on invoice amount: As invoice amounts

increase t7e number of approver levels also increases: For e"ample if t7e invoice

amount is less t7an /000 t7en it s7ould be approved by a manager: If t7e invoice

amount is /0000 t7en it s7ould be approved by a director: If t7e invoice amount is

greater t7an /004 t7en it s7ould be approved by t7e C!O:

oltio%

For t7e purpose of t7is use case you need to enable only one serial participant and use

t7e ob level 7ierarc7y list builder: All ot7er participants s7ould be disabled:

o !nable erial participant I%*oi$'Aro*'rs and create a rule wit7 t7e ob level

7ierarc7y list builder:

/& @ !5T!, TIT(! OF


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Use Case 2

R'7ir'"'%t

- ou want an invoice to be approved by two approvers one payables manager and

one finance manager and you want approvals to 7appen simultaneously:

oltio%

For t7e purpose of t7is use case you need to enable only one parallel participant: All ot7er

participants s7ould be disabled:

o !nable parallel participant I%*oi$'Aro*'rsPrll'lPrti$i%ti%Prll'l wit7 an

approval group comprised of t7e finance manager and t7e payables manager:

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Use Case 3

R'7ir'"'%t

- ou reBuire t7e reBuesterGs supervisory 7ierarc7y to approve t7e invoices based

on invoice amount limits:- After approval of t7e reBuesterGs group you want t7e invoice to be approved by

any one of t7e finance managers:

oltio%

For t7e purpose of t7is use case you need to use two participants in seBuential mode: All

ot7er participants s7ould be disabled:

o !nable serial participant I%*oi$'Aro*'rs wit7 t7e supervisory 7ierarc7y list

builder for configuring t7e reBuesterGs group approvals:o T7e selection of t7e second participant for finance manager depends on two factors2

!"ecution seBuence2 As you want approval of t7e finance manager to

7appen after t7e reBuesterGs group approval you need to use a participant

t7at gets e"ecuted after t7e I%*oi$'Aro*'rs participant: Participant type2 As you want approval of one of t7e finance managers you

s7ould use a ingle type participant:o #ased on t7e above two factors you need to enable t7e ingle type participant t7at

gets e"ecuted after I%*oi$'Aro*'rs w7ic7 is

I%*oi$'Aro*'rsi%(l'Prti$i%tO%'i%'7'%$'8 wit7 approval group as t7e

list builder: T7e approval group can 7ave t7e list of finance managers in your

company:

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Use Case 4

R'7ir'"'%t

$ ou reBuire t7e reBuesterGs ob level 7ierarc7y to approve invoices based on

invoice amount limits:$ After approval of t7e reBuesterGs group t7e invoice s7ould be approved by any

one of t7e payables managers:$ After approval of a payables manager t7e invoice s7ould be approved by a

finance group based on invoice limits:

oltio%

For t7e purpose of t7is use case you need to use t7ree participants in seBuential mode: All

ot7er participants s7ould be disabled:

o !nable erial participant I%*oi$'Aro*'rs wit7 a supervisory 7ierarc7y list builder

for configuring reBuesterGs group approvals:o !nable I%*oi$'Aro*'rsi%(l'Prti$i%tO%'i%'7'%$' for payables manager

approval wit7 approval group as t7e list builder: T7e approval group can 7ave t7e list

of payables managers in your company:o !nable I%*oi$'Aro*'rs'rilPrti$i%tT9oi%'7'%$' for finance group

approval wit7 t7e ob level list builder:

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/ @ !5T!, TIT(! OF


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Payables Approvals Overview

Enabling Payables ApprovalsTo route Payables invoices for approval you need to enable approvals on t7e Manage Invoice

Options page in t7e conte"t of t7e invoicing business unit:

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"as)s in Payables

For invoice approvals configuration you need to use t7e tas4 FinAPInvoiceApproval: T7is tas4

includes participants for bot7 invoices and invoice reBuests:

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!ules Overvie* Approval rules are configured in t7e conte"t of a rule set from t7e #PM 6or4list application:

ou need to 7ave administration privileges to configure rules:

tructure of an approval rule2

- !ac7 rule consists of an IF and T%!5 component:

- In t7e IF section of t7e rule you need to define t7e condition to determine w7en t7e

rule s7ould be applied: ou can define multiple conditions if needed:

- In t7e T%!5 section of t7e rule you need to define 7ow approvers are to be generated

if t7e conditions are met: T7e T%!5 component consists of a2

o

(ist builder and related attributeso ,esponse type2 Indicates if t7e assignees are reBuired to respond or if t7ey

receive an FI notification

o Automatic action setting2 Allows you to set an automatic response for

e"ample automatically approve or reect

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!ules Con+guration

,avigation to BPM -or)listFor configuring approval rules you need to navigate to #PM 6or4list: ou can navigate to t7e #PM

6or4list application in t7e following two ways2

/: 1sing t7e Oracle Fusion Functional etup Manager tas4 Manage Tas4 Configuration for

Financials:

: From t7e Oracle Fusion Application Tool4it %ome page2

o ign in to Oracle Fusion Applications

o 5avigate to t7e 6or4list section >J 8iew menu >J Clic4 'r*'rs:

o Clic4 4i%%$ils:

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Con+guration o# simple rule #or invoice approvals

In t7is section we will create an approval rule for t7e following simple use case2

- All standard invoices greater t7an /000 s7ould be approved by t7e

reBuester specified on t7e invoice:

/: ign in to t7e #PM 6or4list application using t7e Functional etup Manager

tas4 Manage Tas4 Configuration for Financials: T7e #PM 6or4list application

7ome page opens:

: Clic4 t7e A."i%istrtio% lin4 on t7e top rig7t:

3: Clic4 t7e Tsk Co%#i(rtio% tab:

$: 5avigate to t7e invoice approvals tas4 FinApInvoiceApproval:

&: Clic4 t7e InvoiceApprovers participant:

': +o to t7e rules configuration page by clic4ing t7e icon:

* @ !5T!, TIT(! OF


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*: Clic4 t7e : icon to add t7e rule:

-: teps for creating t7e rule for routing invoices 7aving an invoice amount

greater t7an /000 to t7e reBuester2a: !nter t7e rule name and description as reBuired:b:


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d: Add t7e second condition to specify t7e invoice type as tandardL

.: In t7e T%!5 part of t7e rule select t7e ,esource list builder by navigating to

A.. A$tio% !; A.. Aro*'r !; R'sor$':

< elect t7e invoice reBuester attribute in t7e Us'r field asTas4:payload:invoice,eBuestor:

b: !nter null in t7e /ros and Ali$tio% Rol' fields:

. @ !5T!, TIT(! OF


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10< 5ow validate t7e rule using t7e =li.t' button at t7e top left>7and corner:

//: Clic4 t7e *' icon near t7e top left of t7e screen to save t7e rule:

/: Clic4 t7e Co""it icon near t7e top left of t7e screen ne"t to t7e save icon

to complete t7e rule configuration:

30 @ !5T!, TIT(! OF


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Con+guration o# rule using Supervisory .ierarc.y

(et us ta4en an e"ample w7ere payables invoices s7ould be routed for supervisory 7ierarc7y

based on t7e following invoice limits2

I%*oi$' A"o%t

/r't'r T>% ,U&-

I%*oi$' A"o%t L'ss

T>% or E7l To ,U&-

L'*'ls o# Aro*l R'7ir'.

0 &000 One

&000 /0000 Two

/0000 0000 T7ree

0000 30000 Four

30000 &0000 Five

&0000 /00000 i"

/&0000 /&0000 even

&00000 &00000 !ig7t

teps to configure approval rules for t7e previously mentioned approval limits using

upervisory list builder criteria2

/: ign in to #PM 6or4list or navigate to #PM approval rules t7roug7 Functional etup

Manager:: 5avigate to t7e invoice approvals tas4 FinApInvoiceApproval:3: Clic4 t7e InvoiceApprovers participant:$: Clic4 t7e : icon to add t7e rule:&: teps for creating t7e rule for routing invoices 7aving invoice amounts up to &000

1< to a manager2a: !nter a rule name and description as reBuired:b:


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d: !nter N")'r o# l'*'ls as /:e: Add trti%( Prti$i%t as

%ierarc7y#uilder:getManagerDsupervisoryInvoice%eader:created#y>/E:f: Add To Prti$i%t as %ierarc7y#uilder:getPrincipalDFI51!,30>/E:g: et t7e Ato A$tio% E%)l'. field to False:7: et t7e Ato A$tio% field to null:

3 @ !5T!, TIT(! OF


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Not'3


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T9o l'*'ls s'r*isory rl'

3$ @ !5T!, TIT(! OF


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T>r'' l'*'ls s'r*isory rl'

3& @ !5T!, TIT(! OF


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4or l'*'ls s'r*isory rl'

3' @ !5T!, TIT(! OF


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4i*' l'*'ls s'r*isory rl'

3* @ !5T!, TIT(! OF


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i6 l'*'ls s'r*isory rl'

3- @ !5T!, TIT(! OF


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'*'% l'*'ls s'r*isory rl'

3. @ !5T!, TIT(! OF


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Ei(>t l'*'ls s'r*isory rl'

$0 @ !5T!, TIT(! OF


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Con+guration o# rule using Job Level .ierarc.y

ou 7ave a reBuirement to configure approval rules for t7e following approval limits and ob levels:

E"loy'' Rol' Jo) L'*'l Aro*l li"it ,U&-

Manager / &000

enior Manager /0000

for t7e employee:

• Clic4 M%(' E"loy"'%t:

• Clic4 E.it !; U.t' to update t7e ob for a user or employee:

3: ign in to #PM 6or4list or navigate to #PM approval rules t7roug7 t7e Functional etup

Manager tas4:

$: 5avigate to t7e invoice approvals tas4 4i%AI%*oi$'Aro*l:

&: 5avigate to t7e I%*oi$'Aro*'rs participant:

': Clic4 t7e : icon to add t7e rule:

*: teps for creating t7e rule for manager level w7ose approval limit is up to &000 1


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• !nter t7e rule name and description as reBuired:

•


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-:


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A lower bound and an upper bound for ob levels s7ould be specified: T7ese levels can be

relative to t7e starting point t7e tas4 reBuester or an absolute ob level:

/0: For t7e manager level approval is reBuired by at least )ob (evel / and at most )ob (evel /

Dapproval rules are modeled using absolute levelsE:

• !nter At l'st level as /:

• !nter At "ost level as /:

• Add trti%( Prti$i%t as Hi'rr$>yBil.'r


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imilar to t7e above rule you need to create rules for ot7er ob levels in your organiation:

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Available Attributes

For configuring approvals rules for invoice approval routing you can use attributes from t7e invoice7eader lines and distributions: T7e following tables list t7e 4ey attributes available for rules

configuration and t7e following screen s7ots s7ow t7e navigation for accessing t7ese attributes from

t7e Condition #rowser window:

Invoice 7eader level attributes are included in t7e I%*oi$'H'.'r folder2

H'.'r!L'*'l Attri)t's

Attri)t' N"' &'s$ritio%

A"o%tAli$)l'To&is$o%t Invoice amount applicable for a discount:A"o%tWit>>'l. Ta" amount wit77eld:Attri)t' Ct'(ory


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Attri)t'12 egment of 1ser %('&t' %('Rt'Ty' !"c7ange rate type for foreign currency invoices:4r'i(>tA"o%t Freig7t amount on invoice:/l&t'


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/lo)lAttri)t'+ egment of +lobal specific ta" invoice date and number is captured t7e

date t7e company receives or records t7e supplier>issued ta"invoice:

T6tio%Co%try ets t7e conte"t for ta" drivers suc7 as product classificationcode:

T'r"s&t' 1sed wit7 payment terms to calculate sc7eduled payment of aninvoice:

UriC>'$k&i(it 1niBue remittance identifier c7ec4 digit:=li.t'.T6A"o%t Ta" amount after validation:='%.orit'Co.' upplier site name:=o$>'rN" 1niBue vouc7er number:li'rN"' 5ame of supplier:

$- @ !5T!, TIT(! OF


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Invoice line level attributes are included in t7e I%*oi$'Li%' folder2

Li%'!L'*'l Attri)t's


Li%'N")'r Invoice line number:Li%'Ty'LookCo.' Type of invoice line: For e"ample item freig7t ta":&'s$ritio%


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if any:%tityI%*oi$'. ?uantity invoiced against purc7ase order s7ipment:U%itM'sLookCo.' 1nit of measurement for t7e item line:

U%itPri$' 1nit price for purc7ase order matc7ed invoice items:I%$o"'T6R'(io% ,eporting region for distribution line for 1 /0.. supplier:Ty'10GG Payments of type /0.. made to a supplier:Ass'tBookTy'Co.'


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Invoice distribution level attributes are included in t7e I%*oi$'&istri)tio% folder2

&istri)tio%!L'*'l Attri)t's


A$$o%ti%(&t'


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Attri)t' egment of 1ser &istri)tio%Li%'N")'r Invoice line number associated wit7 t7e invoice distribution:E6$>%('&t' %('Rt' ,atio at w7ic7 t7e principal unit of one currency is converted into

anot7er currency for invoice distribution:E6$>%('Rt'Ty' ource of currency conversion rate for invoice distribution: For

e"ample user defined spot or corporate:E6'%.itr'It'"&t' related distribution:/lo)lAttri)t'1 egment of +lobal


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I%*oi$'Li%'N")'r Invoice line number for parent line:LstU.t'&t' tts4l( Indicates w7et7er t7e invoice distribution is generated for a

purc7ase order matc7ed line:PoMt$>'. Indicates if parent invoice line was matc7ed to PO:Post'.tts Indicates if accounting entries for distribution are posted:%tityI%*oi$'. ?uantity billed for purc7ase order or receipt matc7ed invoice

distributions:R'$'itCo%*'rsio%Rt' !"c7ange rate for currency of receipt: 1sed for e"pense reports:R'$'itCrr'%$yA"o%t Amount in receipt currency: 1sed for e"pense reports:R'$'itCrr'%$yCo.' Currency code of receipt: 1sed for e"pense reports:R'$o*'ryRt'Co.' ,ate at w7ic7 ta" is recoverable for a line w7en you record

recoverable ta":R'$o*'ryRt'N"' ,ecovery rate name:R'$o*'ryTy'Co.' Mec7anism to administer t7e recovery process for a specific ta":trtE6'%s'&t'


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Considerations

/: If any participant is active t7en under t7e rule set for t7at participant t7ere s7ould be at least

one active rule t7at gets satisfied w7en t7e invoice document is submitted for approval: ou

need to define rules in suc7 a way t7at for eac7 document at least one rule gets satisfied

under eac7 participant:

: In Payables you can enable approvals at t7e invoicing business unit D#1E level: If you enable

approvals for any invoicing #1 t7en all invoice documents Dapart from Payment ,eBuests and

Invoice ,eBuestsE belonging to t7at invoicing #1 will be routed for approval processing: ou

need to configure autoapproval rules for scenarios w7en some of t7e invoices do not need

approvals:

a: For e"ample if you 7ave a reBuirement to send only invoices more t7an /000 1< to

be routed for approvals t7en you s7ould configure an autoapproval rule to approve

invoices below /000 1< as below2

3: Out>of>t7e>bo" t7e following two predefined rules are provided: Modify or inactivate t7e

predefined rules as per your reBuirements:

a: Manager approval rule2 Invoices more t7an /000 1< reBuire / supervisory level

approval:

&$ @ !5T!, TIT(! OF


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b: Autoapproval rule2 Invoices less t7an /000 1< s7ould get auto approved:

Perform t7e following steps to inactivate t7e rule2

&& @ !5T!, TIT(! OF


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$: #y default only one erial participant DI%*oi$'Aro*'rsE is active enable any ot7er

participant only based on your reBuirement:

Perform t7e following steps to activate Dor inactivateE t7e participant

a:elect t7e participant to be activated Dor inactivatedE by clic4ing on t7e

participant from t7e participant c7art2

b:Clic4 t7e A.*%$'. tab:

c:


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&: ou can submit an invoice for t7e approval process in t7e following two ways2

a: Manual submission using t7e I%itit' action on t7e Manage and !dit Invoices pages

b: ubmit t7e sc7eduled ! process Initiate Invoice Approval 6or4flow:

i: ubmit t7e process by clic4ing Initiate Approval 6or4flow from t7e Tas4s

pane:

&* @ !5T!, TIT(! OF


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ii: ubmit t7e process from t7e standard c7eduled Processes window

':


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• ou cannot c7ange t7e distribution amount:

*: Approval Actions2 Points to Consider

If youGre using t7e invoice approval wor4flow you can start t7e approval process for an invoice

and 7andle approval e"ceptions on t7e !dit Invoice and Manage Invoices pages: ou can

select from t7e following actions2

• Initiate

• 6it7draw

• %old

• Force

• ,esubmit

Initiate

T7is action starts t7e approval wor4flow and routes t7e invoice to t7e applicable approvers:

T7e approval status on t7e invoice c7anges from R'7ir'. to I%itit'.:

Withdraw

T7is action cancels all pending wor4flow processes and open notifications: T7e approval

status on t7e invoice c7anges from I%itit'. to Wit>.r9%:

Hold

T7e Hol. action delays t7e invoice approval: T7e approval status on t7e invoice c7anges from

R'7ir'. to H'l. #ro" Aro*l: T7e invoice still reBuires approval before it can be paid

and you must initiate approval at a later time:

Force Approve

ou may need to force approve an invoice for e"ample if an invoice must be paid

immediately: #efore you can select t7is action you must 7ave t7e appropriate privileges and

t7e Allo9 #or$' ro*l option on t7e Manage Invoice Options page must be enabled: T7e

approval status on t7e invoice c7anges to M%lly ro*'.:

&. @ !5T!, TIT(! OF


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Not'3 T7e Accounts Payable Manager ob role can force approve invoices:

Resubmit

ou can resubmit an invoice for approval w7en2

• T7e approval status on t7e invoice is2

• ,eected

• 6it7drawn

• %eld from approval

• ,esubmit for approval

• T7e approval status on t7e invoice is Work#lo9 ro*'. or M%lly ro*'.

and at least one of t7e following invoice attributes 7as c7anged2

o Invoice amount

o

(ine amount

o


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set vacation rules for ot7ers: T7is is usually done in scenarios w7ere someone leaves t7e company or

stops coming to wor4 all of a sudden Dunplanned leave li4e sic4 leaveE:

N*i(tio%3

/: 5avigate to t7e #PM 6or4list application:: Clic4 t7e Pr'#'r'%$'s lin4:3: Clic4 t7e My Rl's lin4:$: Clic4 =$tio% P'rio. in t7e ,ules pane:&: elect t7e E%)l' *$tio% 'rio. option:': !nter a trt and E%. &t' representing t7e vacation period:*: Clic4 t7e &'l'(t' to button and select t7e user from t7e identity browser to w7om you want to

delegate in your absence:

'/ @ !5T!, TIT(! OF


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!scalation Policies

1sing #PM 6or4list you can configure escalation policies for invoice approvals: 67en a user does not

respond and perform any action to t7e approval notification assigned to t7em you can configure

escalation policies to send escalation notifications to t7e managers:

N*i(tio%3

/: 5avigate to t7e #PM 6or4list application:: Clic4 t7e A."i%istrtio% lin4 and t7e Tsk Co%#i(rtio% tab:3: Clic4 t7e E.it icon:$: Clic4 t7e 4i%AI%*oi$'Aro*l tas4:&: 5avigate to t7e &'.li%'s section:': Clic4 t7e Es$lt' lin4:

• &rtio%2 T7e time you need to allow users to respond before initiating t7e escalation

process:

• M6i"" Es$ltio% L'*'ls3 ou can specify t7e number of levels above a user t7at you

want to escalate to:

For e"ample you specify escalation levels of and duration of / day: If a user does not act on

a notification after one day t7e escalation process is initiated and a notification is sent to t7e

userHs manager: If t7e userHs immediate manager also does not respond after one day t7en

t7e escalation proceeds to t7e ne"t level:

' @ !5T!, TIT(! OF


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• Hi(>'st Aro*l Titl'2 ou can also specify t7e 7ig7est level to w7ic7 you want to send an

escalation notification:

'3 @ !5T!, TIT(! OF


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!"piration ettings

1sing #PM 6or4list you can configure e"piration policies for invoice approvals: ou can use t7is

setting to e"pire t7e invoice approval notification assigned to t7e user w7en t7ey do not respond wit7in

t7e stipulated time as per your approval policies:

For e"ample you 7ave an approval policy to allow users to respond to t7e invoice approval

notifications assigned to t7em wit7in t7ree days: ou can configure e"piration settings wit7 3 days as

t7e duration and if t7e user does not respond wit7in t7ree days t7e notification e"pires and t7e invoice

gets reected:

N*i(tio%3

/: 5avigate to t7e #PM 6or4list application:: Clic4 t7e A."i%istrtio% lin4 and t7e Tsk Co%#i(rtio% tab:3: Clic4 t7e E.it icon:$: Clic4 t7e 4i%AI%*oi$'Aro*l tas4:&: 5avigate to t7e &'.li%'s section:': Clic4 t7e E6ir' lin4:

,enew ettings

'$ @ !5T!, TIT(! OF


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1sing #PM 6or4list you can configure renewal settings for invoice approvals: ou can e"tend t7e

e"piration period for w7en t7e user does not respond wit7in t7e stipulated time as per your approval

policy: As part of renewal settings you need to specify t7e duration and number of times t7e tas4 7as

to be renewed upon e"piration:

For e"ample if you want to renew a notification an additional two times you can set t7e M6i""

R'%'9ls field to and if t7e duration of renewal is t7ree days t7en set t7e duration as 3 days:

N*i(tio%3

/: 5avigate to t7e #PM 6or4list application:: Clic4 on t7e A."i%istrtio% lin4 and t7e Tsk Co%#i(rtio% tab:3: Clic4 t7e E.it icon:

$: Clic4 t7e 4i%AI%*oi$'Aro*l tas4:&: 5avigate to t7e &'.li%'s section:': Clic4 t7e R'%'9 lin4:

'& @ !5T!, TIT(! OF


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,eminder ettings

1sing #PM 6or4list you can configure reminder notification settings for invoice approvals: ou need

to configure reminder notifications in conunction wit7 your escalation duration settings: For e"ample if

you set t7e e"piration duration as 3 days t7en you can specify reminder settings to send reminder

notifications every day for t7ree times:

N*i(tio%3

/: 5avigate to t7e #PM wor4list application:: Clic4 on t7e A."i%istrtio% lin4 and t7e Tsk Co%#i(rtio% tab:3: Clic4 t7e E.it icon:$: Clic4 t7e 4i%AI%*oi$'Aro*l tas4:&: 5avigate to t7e Noti#i$tio%s section:

': elect t7e E%)l' R'"i%.'r option:

'' @ !5T!, TIT(! OF


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Approval 5otifications

Approvers can access t7e invoice approval notifications Dtas4sE pending t7eir disposition in t7efollowing two ways2

o BPM Worklist – My Tsks

o E!"il Noti#i$tio%s

BPM -or)list / My "as)s'

Approvers can perform t7e following actions from #PM 6or4list notifications2

• Approve t7e tas4:

• ,eect t7e tas4:

• 6it7draw t7e tas4:

• ,eassign or delegate t7e tas4:

T7e R'ssi(% action transfers t7e tas4 to anot7er user or group: T7e tas4 is

t7en routed based on t7e specified userGs 7ierarc7y: T7e &'l'(t' action allows anot7er user to act on your be7alf:

• ,eBuest additional information from ot7er users suc7 as t7e tas4 creator previous

approver or anot7er user:

• Add attac7ment:

• Add comments:

• !dit distributions:

E$Mail ,oti+cations

'* @ !5T!, TIT(! OF


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Invoice approvals can be performed using e>mail notifications: An e>mail is sent to t7e

approver based on t7e mail I< defined in Oracle Identify Management for t7at approver:

Approvers can perform t7e following actions using e>mail2

• Approve t7e tas4:

• ,eect t7e tas4:

• Add attac7ment:

• Add comments:

To perform ot7er actions approvers s7ould access t7e wor4list notification by signing in to

Oracle Fusion Applications:

'- @ !5T!, TIT(! OF


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FA?

/: 67at 7appens if I edit or delete an approval rule

If you edit or delete an e"isting approval rule t7en approvals currently in progress complete

as if t7e rule 7ad not been edited or deleted: 5ew approvals follow t7e latest version of t7e

rule:

: 67y canGt we see t7e Aro*' and R'@'$t actions in our e>mail notifications

ou need to enable t7e Mk' %oti#i$tio% $tio%)l' option to allow approvers to perform

approve and reect actions from e>mail notifications:

i< 5avigate to BPM Worklist !; A."i%istrtio% !; Tsk Co%#i(rtio%s:ii< elect t7e 4i%AI%*oi$'Aro*l tas4:

iii: 5avigate to t7e Noti#i$tio%s tab:

iv: elect t7e Mk' %oti#i$tio% $tio%)l' option:

'. @ !5T!, TIT(! OF


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3: %ow can I enable e>mail notifications for approvers

ou need to set t7e Noti#i$tio% Mo.' to ALL in t7e wor4flow notification properties forreceiving e>mail notifications: #y default t7is option is set to ALL:

T7e notification mode can 7ave t7e following values2

• ALL = For bot7 web and e>mail notifications

• EMAIL = For e>mail notifications

• NONE = 5o notifications

To set t7e notification mode you2

/: ign in to t7e Oracle !nterprise Manager:: (ocate t7e OA server for t7e %CM domain D4r"4i%%$il&o"i% ; OA ;

so!i%#r ,sos'r*'r1-:3: ,ig7t clic4 and navigate to OA A."i%istrtio% ; Work#lo9 Pro'rti's:$: 5ote t7at t7e Noti#i$tio% Mo.' field 7as t7e value ALL<

$: %ow can I assign a pending approval tas4 to anot7er person

*0 @ !5T!, TIT(! OF


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ou can select t7e pending approval tas4 from t7e #PM 6or4list and perform t7e R'ssi(%

action:

&: 67atGs t7e difference between t7e actions R'ssi(% and &'l'(t'

• R'ssi(% results in transferring t7e owners7ip of t7e tas4 to anot7er user or group:

For e"ample use t7is option if you s7ould not 7ave received t7e notification and you

want to send it to t7e correct recipient or to anot7er recipient for resolution: A transfer

may 7ave t7e effect of c7anging t7e approval 7ierarc7y for t7e notification:

• &'l'(t' allows anot7er user to act on be7alf of t7e current assignee: 1sing t7e


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*: %ow can I send reminder notifications to assignees

ou can configure reminder notifications from t7e 5otifications tab on t7e tas4 configuration

settings:

5avigation2 BPM Worklist !; A."i%istrtio% !; Tsk 'tti%(s !; 'l'$t Tsk

4i%AI%*oi$'Aro*l !; Noti#i$tio%s

* @ !5T!, TIT(! OF


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-: %ow can I set up a rule suc7 t7at t7e notification reac7es multiple users at t7e same time and

only one of t7em needs to approve

ou need to configure t7e approval rule using ingle participants to ac7ieve t7is: ,efer to t7e

Participant section for additional details on t7e ingle participant type:

.: Can I configure vacation rules per #PM 6or4list tas4

es you can configure vacation rules per tas4 and assign different users per tas4 to act on

be7alf of t7e user going on vacation: ,efer to t7e 8acation ,ules section for additional details:

/0: Can an administrator or manager configure vacation rules on be7alf of ot7er users

es an admin or manager can configure vacation rules on be7alf of t7e ot7er users in t7e

application:

//: Can I convert a foreign currency invoice amount to a ledger currency amount during approval

rules processing

es you can convert a foreign currency invoice amount to a ledger currency amount by

applying t7e conversion rate using t7e Crr'%$yCo%*'rsio%/lo)l


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4or"t3

CurrencyConversion+lobal:get,ateDfromCurrencytoCurrencyconversionmentioned format:

y%t6 #or $o%*'rti%( i%*oi$' "o%t to l'.('r $rr'%$y "o%t3

Invoice%eader:invoiceAmountQCurrencyConversion+lobal:get,ateDInvoice%eader:invoiceCurr

encyCode1


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/3: %ow can I ma4e c7anges to an invoice after t7e approval process is already initiated

To ma4e c7anges to t7e invoice you need to wit7draw t7e invoice from approval using t7e

Wit>.r9 action: Once you wit7draw t7e invoice all of t7e e"isting tas4 assignments are

canceled and t7e invoice is available for modification: Once you complete c7anges to t7e

invoice you can reinitiate t7e approval by resubmitting t7e invoice:

*& @ !5T!, TIT(! OF


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/$: 6e 7ave some approved invoices in anot7er application and imported t7em to Payables: 6e

do not want to re>trigger approvals for t7ese invoices in Payables 7ow can we ac7ieve t7is

Payables support automatic actions as part of rules processing: ou can configure a rule to

autoapprove t7ese invoices: In t7e THEN part of t7e rule you need to set Ato A$tio%

E%)l'. to Tr' and Ato A$tio% to APP,O8!L:

/&: %ow can I control w7en to pic4 up an invoice for approval initiation

6e do not want an invoice to get pic4ed up for approval initiation even t7oug7 it is entered in

t7e application:

Out>of>t7e>bo" Payables provides two options on t7e Manage Invoice Options page to decide

on t7e invoice approval starting point:

• If t7e option R'7ir' *li.tio% )'#or' ro*l is selected t7en invoices must be

validated before submission for approval:

• imilarly if t7e option R'7ir' $$o%ti%( )'#or' ro*l is selected t7en t7e

invoices can be submitted for approval only after creating t7e accounting:

Apart from t7ese two options you can also use t7e Hol. #ro" Aro*l action to 7old an invoice

from routing t7roug7 t7e approval process:

*' @ !5T!, TIT(! OF


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/': 67o can perform t7e 4or$' approval action on an invoice and 7ow can I enable t7is action

T7e 4or$' approval action is only available to users wit7 t7e Payables Manager )ob role: ouneed to enable t7e Allo9 #or$' ro*l option on t7e Manage Invoice Options page to

allow users to perform t7is action:

** @ !5T!, TIT(! OF


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ap approval overview

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