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Invoice Approval Workflow Oracle Ebs2021
Invoice Approval Workflow Oracle Ebs2021
Introduction...................................................................................... 3
Scope ................................................................................................ 3
Overview ...................................................................................... 3
Pre-requisites ................................................................................ 4
Features......................................................................................... 4
Setup ............................................................................................. 5
HRMS......................................................................................... 5
Sysadmin ................................................................................... 7
Oracle Approvals Management (OAM)................................. 10
Attribute............................................................................... 11
Conditions ........................................................................... 12
Actions................................................................................. 13
Action Group ...................................................................... 15
Rules.................................................................................... 15
Test ...................................................................................... 19
Oracle Payables ...................................................................... 22
Simulation ................................................................................... 23
Troubleshooting ......................................................................... 29
Technical Overview of Invoice Approval Flow.................... 29
Tables Related to Invoice Approval ...................................... 30
Workflow Tables ................................................................ 30
AME Tables ......................................................................... 31
Invoice Approval Program Flow........................................ 31
How to Track the Workflow Process ................................ 33
Conclusion...................................................................................... 35
INTRODUCTION
In todays world, business conglomerates and MNC’s process huge
number of invoices daily. Approving all the invoices by the appropriate
authority is a painful process. Payables Invoice Approval Workflow
process automate the approval process.
SCOPE
Scope of this white paper is as follows:
Setup details involved in
o Oracle Payables
o Oracle Approval Management
o Workflow
A full Cycle explaining the usage of Invoice Approvals
This paper will not cover general AME details and Worflow details
Trouble shooting of Invoice Approval Workflow
Overview
What do you mean by Invoice Approval Workflow?
It is a workflow process that enables you to automate the approval
process. It helps in customizing and setting approval methodology based
on:
o Approver
o Sequence of approval
o Criteria for approval
In what cases Invoice Approval workflow will not apply?
o When the Expense Report is imported
o In the case of Recurring invoices, if approval is not required as
per the template
o For those invoices before this feature is enabled
Pre-requisites
What are the basic requirements to enable the Invoice Approval
Workflow?
o Oracle Payables Patchset 11i.AP.I (2266251) and above
o Oracles Approval Management with following patches
(2198768,2220334,2228792,2257526,2271164,2274701)
Features
The approval can be submitted through:
o Invioces > Actions > Initiate Approval
o Concurrent Program – Invoice Approval Workflow
The approval can be done through
o E-mail
o Workflow notification
If the invoice is rejected, user has three options:
o Force approve the invoice or
o Cancel the invoice or
o Re-submit the invoice
Invoice can be re-submitted only if Approval Status is Required/Not
Required/Rejected/Approved using Invoices > Action > Initiate approval
only
If “Require Validation before approval” is enabled in Payable Options,
then Invoice must be validated before approval
If you submit the approval using Invoice approval workflow, then invoice
must meet following criteria for selection:
o Should be validated if “Require Validation before approval” is
enabled in Payable Options
o Approval Status should be
o Required
o Other than Initiated or Manually approved
o Invoice amount equals distributions total
Setup
As far as setup is concerned with regard to Invoice Approval Workflow, it
involves
o HRMS
o Sysadmin
o Oracle Approvals Management (AME)
o Workflow
o Payables
HRMS
Attribute
1. Change the transaction type to Payables Invoice Approval from the list
of values and select the continue button.
2. Scroll to the end of the conditions page and select Add a Condition
button.
3. Select an ordinary header condition type.
4. Select the continue button.
5. In the attribute field select SUPPLIER INVOICE AMOUNT from the list
of values.
6. Select the continue button.
7. Select the Currency code as USD
8. Enter 0 in the lower limit field.
9. Enter 5000 in the upper limit field.
10. Select “yes” for include lower limit.
Actions
Action Group
Rules
Creating rules and rule usages is the main step in the AME
implementation process. Rarely will an organization’s business
rules match any rules that are seeded with a transaction type.
Instead, you must translate the business rules you documented
into AME rules yourself.
Test
5. Check the approval field and view the Invoice Approval History
(Tools > View Invoice Approval Hisotry)
Workflow Tables
AME Tables
CONCLUSION
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