An Introduction to the Invoice Approval Workflow. Jeannie Dobney, EduSource & Karen Brownfield, Solution Beacon

Transcription

1 An Introduction to the Invoice Approval Workflow Jeannie Dobney, EduSource & Karen Brownfield, Solution Beacon

2 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

3 Business Scenario Oracle Purchasing PO Header Goods Inspection (Receipting Transaction) Oracle Payables PO Lines Receipt of Goods Requisition Shipments Distributions Standard non-po related Invoice Approval processed in Oracle Purchasing ensure that organisational approvals are obtained before the Purchase Order is issued. Matching: 2 way - Invoice to PO 3 way - Invoice to PO & Receipt 4 way - invoice to PO, Receipt & inspection Supplier Invoice Recurring Invoice Employee Expenses

4 Business Scenario Oracle Payables Invoice Payment Payables Processes: Invoice Validation Invoice Approval Workflow Create Accounting (uses Account Generator) Excluded from the Approval Process: Expense Reports Recurring invoices PO Matched invoices Invoices for which OAM rules determines approval is not required.

5 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?

6 2. Check Patching Levels At least or later Payables mini-pack I Workflow 2.6 Various individual patches Recommendation: Alicia Hoekstra s paper: To Patch or Not to Patch

7 3. Payables Set Up

8 4. Oracle Approvals Management Use this Application to set up the rules which the workflow will use Format: If <Condition> Then <Approval> 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)

9 Using OAM: Select Trans. Type

10 OAM Attributes Tab

11 OAM Setting Attributes

12 OAM Creating Conditions

13 OAM Create Condition (2)

14 OAM Create Condition (3)

15 OAM Create Condition (4)

16 OAM Approvals

17 Edit or Create New Approval Types

18 Create Approval Rule

19 Create Approval Rule (1) Description, Type, Date

20 Create Approval Rule (2) Approval Type

21 Create Approval Rule (3) Approval

22 Create Approval Rule (4) Attributes

23 Create Approval Rule (5) Condition

24 Create Approval Rule (end)

25 5. Modify the Workflow

26 Modify the Workflow (2)

27 WF: Check if Matched to PO

28 Uses This Attribute

29 WF: Identify Approver

30 WF: Send Notifications

31 WF: Update History

32 Test the Workflow Create a business case Enter an invoice (note it s 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

33 Test the Workflow

34 Test the Workflow

35 Testing in OAM

36 Testing in OAM (2)

37 End-Notes Invoice Approval and Validation are not alternatives, they work together Consider mod s 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

38 Workflow Administration Set up and test 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

39 Conclusions & Questions