System Process Document

Approving Invoices

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Document Generation Date 1/29/2018 4:39:00 PM
Date Modified 1/29/2018 4:39:00 PM
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Approving Invoices
Trigger:

Concept
Oracle Payables integrates with Oracle Approvals Management and Oracle Workflow to
approve invoices.
 
The Invoice Approval Workflow process uses Oracle Approvals Management and Oracle
Workflow to enable you to define business rules to determine who approves invoices, and how
they will be routed for approval to different approvers.  
 
In this topic, you will approve invoices using Oracle Approvals Management and the Invoice
Approval Workflow process.

Required Field(s) Comments

Output - Result(s) Comments

Additional Information

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Approving Invoices

Procedure

Step Action
1. Begin by navigating to the Business Analyst Dashboard page.

Click the Approvals Management Business Analyst, Standard link.

2. Use the Business Analyst Dashboard page to access the Payables Invoice
Approval page.
3. Before you approve an invoice, you will use the Payables Invoice Approval
page to create conditions and rules to associate with the invoice that is to be
approved.
4. In the Transaction Types region, select the Setup button corresponding to the
Payables Invoice Approval link.
5. Click the Payables Invoice Approval: Setup button.

6. Click the Conditions tab.

7. Use the Conditions page to create a new condition.

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Step Action
8. Click the Create button.

9. Click in the Attribute field.

10. Enter the desired information into the Attribute field. Enter
"SUPPLIER_INVOICE_AMOUNT".
11. Point to the SUPPLIER_INVOICE_AMOUNT field.
12. Click the SUPPLIER_INVOICE_AMOUNT list item.

13. Click the Currency Code list.

Step Action
14. Point to the USD list item.

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Step Action
15. Click in the Value field.

16. Enter the desired information into the Value field. Enter "11450".
17. Click the horizontal scrollbar.

18. Click the Apply button.

19. Condition is created Successfully.

20. Click the Rules tab.

21. Use the Rules page to create a rule to associate with the invoice that you will
approve.
22. Click the Create button.

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Step Action
23. Using the Rules page, you will create a rule in four steps:

1. Enter the rule details such as name, rule type, item class, and start and end
dates.
2. Select the condition that you created, and add it to the rule you are creating.
3. Add an action type to the rule.
4. Review the information and create your rule.
24. Click in the Name field.

25. Enter the desired information into the Name field. Enter "Rule1 for Invoice
Amount = 11450 USD".
26. Click the horizontal scrollbar.

27. Click the Next button.

28. Click the Add Condition button.

29. Click the vertical scrollbar.

30. Look for the newly created Condition, Supplier Invoice Account is equal to
11450.

Click the Select option.

31. Click the horizontal scrollbar.

32. Click the Continue button.

33. Click the horizontal scrollbar.

34. Click the Next button.

35. Click the Action Type Name list.

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Step Action
36. Click the Supervisory level list item.

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Step Action
37. Click in the Action (Required) field.

38. Enter the desired information into the Action (Required) field. Enter "Require
approvals up to the first supervisor, at most.".
39. Point to the Require approvals up to the first superior, at most. list item.
40. Click in the Require approvals up to the first superior, at most. field.

41. Click the Next button.

42. Click the horizontal scrollbar.

43. Click the Finish button.

44. Rule is created successfully.

45. Navigate to the Payables Options page using the Home link.

Click the Home link.

46. Click the vertical scrollbar.

47. Click the Payables, Vision Operations (USA), Standard link.

48. Click the Setup link.

49. Click the Options link.

50. Click the Payables Options link.

51. Use the Find Payables Options page to navigate to the Payables Options, Vision
Operations.

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Step Action
52. Click the Find button.

or Press [Alt+i].
53. Use the Payables Options page to enable specific options for the operating unit.

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Step Action
54. Click the Approval tab to access and enable the options to approve invoices.

Click the Approval tab.

55. Select the Use Invoice Approval Workflow option if you want to use the
Invoice Approval Workflow feature to automate your invoice approval process.

The workflow determines if an invoice needs any individuals to approve payment

of the invoice, and if so, automatically routes the invoice to designated approvers
who then approve or reject the invoice.

When you enable this option, most invoices must be processed by the Invoice
Approval Workflow.
56. Click the Use Invoice Approval Workflow option.

57. Select the Allow Force Approval option if you want to enable accounts payable
processors to override the workflow, and manually approve invoices by using the
Force Approval option in the Invoice Actions window.

You might want to force the approval of an invoice if the Invoice Approval
Workflow does not complete for an invoice, or if you have authority to pay an
invoice without using the workflow process.

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Step Action
58. Click the Allow Force Approval option.

59. Click the Save button.

60. Click the Close button.

Step Action
61. Click the Open button.

or Press [Alt+O].
62. Navigate to the Invoice Workbench page from the Entry link.
63. Click the Open button.

or Press [Alt+O].

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Step Action
64. Click the Invoices list item.

65. Click the Open button.

or Press [Alt+O].
66. The Invoice Workbench is a group of windows that you use to enter, adjust, and
review your invoices and invoice batches.

Step Action
67. Click in the Trading Partner field.

68. Enter the desired information into the Trading Partner field. Enter "GE
Capital".
69. Click in the Invoice Date field.

70. Enter the desired information into the Invoice Date field. Enter "12-NOV-2007".

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Step Action
71. Click in the Invoice Num field.

72. Enter the desired information into the Invoice Num field. Enter "INVB01".
73. Click in the Invoice Amount field.

74. Enter the desired information into the Invoice Amount field. Enter "11450".
75. Click the 2 Lines tab.

76. Click in the Amount field.

77. Enter the desired information into the Amount field. Enter "10000".
78. Click in the Distribution Set field.

79. Enter the desired information into the Distribution Set field. Enter "ADV".
80. Click the Actions... 1 button.

or Press [Alt+c].
81. Use the Invoice Actions page to validate and then initiate the approval of the
invoice.

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Step Action
82. Click the Validate option.

83. Click the OK button.

or Press [Alt+K].

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Step Action
84. Click the Folder menu.

or Press [Alt+l].
85. Click the Show Field... menu.

or Press [F].
86. Use the Show Field page to run a search using the Requester field.

The requester, who initiated the purchase of the line item, is one way of
identifying the starting approver in the approval hierarchy using the business
rules defined in Oracle Approvals Management.
87. Click in the Find field.

88. Enter the desired information into the Find field. Enter "Requester".
89. Click the Find button.

or Press [Alt+F].

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Step Action
90. Click the OK button.

or Press [Alt+O].
91. Enter the desired information into the Requester field. Enter "Stock, Ms. Pat".
92. Click the Actions... 1 button.

or Press [Alt+c].

Step Action
93. Click the Initiate Approval option.

94. Click the OK button.

or Press [Alt+K].

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Step Action
95. Click in the Approval field.

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Step Action
96. Click the Close button.

Step Action
97. Click the Switch Responsibility... button.

98. Click the vertical scrollbar.

99. Double-click the Responsibility link.
100. Double-click the Self Service Workflow link.

101. Double-click the Notifications list item.

102. Use the Notifications page to view your entire worklist.

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Step Action
103. Select the invoice that is pending approval.

Click the Invoice INV51 from GE Capital requires your approval link.

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Step Action
104. Click Approve to approve the invoice.

You can also reassign or request for more information.

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Step Action
105. Navigate back to the Invoice Workbench page.

Click the vertical scrollbar.

106. Click the Invoices link.

107. In the Invoice Workbench page, use the Invoice Number to run a query to view
the status of the invoice that you have approved.

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Step Action
108. Click the View menu.

or Press [Alt+V].
109. Click the Query By Example menu.

110. Click the Enter menu.

or Press [E].
111. Click in the Invoice Num field.

112. Enter the desired information into the Invoice Num field. Enter "INVB01".
113. Click the View menu.

or Press [Alt+V].

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Step Action
114. Click the Query By Example menu.

115. Click the Run menu.

or Press [R].
116. You have successfully approved invoices using Oracle Approvals Management
and the Invoice Approval Workflow.
End of Procedure.

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