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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 Create Condition (3)
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OAM Create Condition (4)
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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