ap invoice approval_wf
TRANSCRIPT
-
An Introduction to theInvoice Approval Workflow
Jeannie Dobney, EduSource&
Karen Brownfield, Solution Beacon
-
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
-
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
-
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)
-
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?
-
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 to Patch
-
3. Payables Set Up
-
4. Oracle Approvals Management
Use this Application to set up the rules which 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)
-
Using OAM: Select Trans. Type
-
OAM Attributes Tab
-
OAM Setting Attributes
-
OAM Creating Conditions
-
OAM Create Condition (2)
-
OAM Create Condition (3)
-
OAM Create Condition (4)
-
OAM Approvals
-
Edit or Create New Approval Types
-
Create Approval Rule
-
Create Approval Rule (1)Description, Type, Date
-
Create Approval Rule (2)Approval Type
-
Create Approval Rule (3)Approval
-
Create Approval Rule (4)Attributes
-
Create Approval Rule (5)Condition
-
Create Approval Rule (end)
-
5. Modify the Workflow
-
Modify the Workflow (2)
-
WF: Check if Matched to PO
-
Uses This Attribute
-
WF: Identify Approver
-
WF: Send Notifications
-
WF: Update History
-
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
-
Test the Workflow
-
Test the Workflow
-
Testing in OAM
-
Testing in OAM (2)
-
End-Notes Invoice Approval and Validation are not
alternatives, 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 manual approval through Invoice Actions window
-
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
-
Conclusions & Questions