An Introduction to the Invoice 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 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
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.
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 Hoekstra s 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 <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)
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 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
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 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
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