AME for Requisition Approval

8/2/2019 AME for Requisition Approval

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AMEWith Requisition Approvals


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How To Setup And Use AMEFor Purchase Requisition Approvals

Purchase Requisitions can be routed for approval using the AME Approval

Management Engine. This whitepaper describes how to setup AME for use withrequisition approvals, and shows how a requisition approval list is built based on

the AME setup. Approvers in the AME based approver list are assigned to the

requisition based on the AME rules setup for the Purchase Requisition Approval

transaction. Similar setup can be done for Requester Change Order Approval

and for Internal Requisition Approval, although those are not specifically covered

in this whitepaper. The screenshots provided are based on 11i.AME.B, andsome of the navigation details are specific to 11i.AME.B. However, most of the

details provided are applicable to 11i.AME.A and higher including R12.

Assign AME Roles and Responsibilities

AME responsibilities in 11i.AME.A are assigned directly to the users. However,

In R12 or 11i.AME.B and higher, AME responsibilities are assigned indirectly to

users through roles. The roles are assigned to the users by the SYSADMIN user

using the User Management responsibility. Once the roles are assigned, the

AME responsibilities are automatically available to the users without specifically

assigning the AME responsibilities to the users. Here are steps to assign the

roles:

1. Login as System Administrator user

2. Select the responsibility "User Management". (NOTE: User Management data isstored in the UMX schema)


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3. Select "Users" menu option

4. Search for the user to whom you wish to grant AME roles

5. In the results table, click on update icon (shown in screenshot above)


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6. In the update user page, user details can be seen along with a list of roles available

to user

Click on "Assign Roles" (shown in screenshot above)

7. Search for Approval% and Select roles from the resulting LOV. Choose the roles

that are applicable (proper authority) for the user, and click the Select button.


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8. Specify justification and relevant dates for the newly assigned roles, and

click Apply to assign the roles to the user.

Reference Oracle Approvals Management Not Enabled?

What Does It Take To Enable It?

Grant Transaction Type Access to Users

AME restricts access to transaction types using Data Security. Grant users access to the

transaction types using the Grants page. Set up user access as follows:

1. Navigate to the Personal Home Page.


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2. Select Functional Administrator Responsibility

3. From the Grants page, press on the Create Grant button


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4. Create a grant with the following information: Name

Grantee Type = Specific User

Grantee =

Object = AME Transaction Types


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5. Click Next and select the Object Data Context

Data Context Type = All Rows

6. Click Next to define the object parameters and Select Set

Set = AME Calling Applications

7. Click Next, review the setups and then Finish the process.

Review and Modify AME Setup

AME is designed to provide approval logic for many transaction types.

Transaction types used for Purchase Requisitions include the following:


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Purchase Requisition Approval, Internal Requisition Approval, and Requester

Change Order Approval. This whitepaper focuses on Purchase Requisition

Approval, however, many of the concepts are applicable to the other two

requisition transaction types as well. Likewise, some examples and comments in

this paper are written in iProcurement context, but the same AME concepts apply

to core apps requisitions also.

1. Navigate to the Approvals Management Business Analyst, Standard

responsibility

2. Choose the Business Analyst Dashboard menu from the responsibility (see

image above)

3. Use the Transaction Type LOV to search and select the transaction type =

Purchase Requisition Approval


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4. Use the links on the right in the Approval Process Setup region to set the

components (Attributes, Conditions, Action Types, Approver Groups and rules) orto use the test workbench in AME.

1. Action Types

1. An action type is a collection of actions having similar

functionality. Every action belongs to an action type. Action

types are enabled or disabled for a particular transaction

type. AME may give an error when attempting to enable an

action type for a transaction if the transaction is not designed

to allow that action type. Reference

11.5.10 FAQ for Approvals Management (AME) Integration

For iProcurement and Purchasing - for a list of action types

allowed for requisition transactions in AME. In addition,

Release Content Documents for E-

Business Suite R12 - provides a link to the Procurement

Family RCD which clarifies (Section 3.4.2.14) that requisitionapproval with Oracle Approvals Management (AME) in R12

allows use of Position Hierarchy based Approvals, Parallel

Approvals, and Support for FYI Notifications.


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2. To disable or enable action types for the transaction, select

the Action Types link

3. The Action Types page shows the action types that are

currently enabled for the transaction type (Purchase

Requisition Approval). Use the Previous and Next links to

scroll through the list of enabled action types. Select the

Use Existing Action Type button to see other pre-defined

action types available in AME. Some of these may or may

not be applicable to the currently select transaction type;

AME will give an error if the user tries to add a non-relevantaction type for the selected transaction type.


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4. Navigate to HR responsibility -> Work Structures -> Job ->

Description - to assign a Level (Approval Authority) to a Job.

Query up the Job and enter the appropriate Job Level in the

Approval Authority field.

5. In AME, select any or all of the following Action Types for

JOB BASED approvals if applicable for your business

requirements:

1. absolute job level / chains of authority based on

absolute job level

2. final approver only / chains of authority containing

only the final job-level approver

3. manager then final approver / chain of authority

includes requestor's manager and then the final

approver

4. relative job level / chains of authority based on

relative job level

5. supervisory level / chains of authority based on

number of supervisory levels

6. In AME, select any or all of the following Action types for

APPROVER GROUP approvals if applicable for your

business requirements:


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1. post-chain-of-authority approvals / group approvals

after the chain of authority

2. pre-chain-of-authority approvals / group approvals

before the chain of authority

3. approval-group chain of authority / chain of authority

includes an approval group

7. In AME, select any of all of the following Action types for

POSITION BASED approvals (Only in R12 and higher) if

applicable for your business requirements

1. hr position / chains of authority based on a

particular HR position

2. hr position level / chains of authority based on HR

positions

2. Attributes

1. Attributes are the base element for an AME Rule. Attribute

values are retrieved from the Oracle EBusiness Suite

Applications database or derived from values in the

database. AME is seeded with attributes relevant to the

transaction type, and the user can create new attributes in

AME for use in AME rules.

2. Select the Attributes link to view or add attributes for the

selected transaction type

3. Use the Previous and Next links to scroll through the existing

attributes. Some of the attributes relevant to Purchase


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Requisition Approval include ITEM_CATEGORY,

ITEM_NUMBER, and REQUISITION_TOTAL as well as

other attributes. When AME approvals is enabled for

purchase requisitions, these values are retrieved for the

relevant requisition while navigating through iProcurement

checkout or core apps requisition create, and AME uses this

information to determine the appropriate AME rule(s) to use.

4. In addition to the seeded attributes, a customized attribute

can be created. DAVE_CATEGORY_SEGMENT is an

example of this. This attribute uses a query to capture

SEGMENT1 of the Item Category flexfield. The Item

Category flexfield may be setup to use one or more

segments; this customized AME attribute captures only

SEGMENT1 of the flexfield. This allows the users to setup

conditions and rules that are dependent on a certain value in

SEGMENT1 of the ITEM Category used on the requisition.

NOTE: The new attribute DAVE_CATEGORY_SEGMENT1

uses the same sql query as the seeded ITEM_CATEGORY

AME attribute, except it selects mck.segment1 rather than

mck.concatenated_segments.


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3. Conditions

1. Conditions identify values and value ranges for some or all

of the attributes available. AME rules refer to these

conditions to determine if a particular rule is applicable for

the specific document (requisition) being approved. For

example, an AME rule can be setup to require certain

approvers if $0 USD


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2. Select the Conditions link from the AME Business Analyst

Dashboard after specifying the Purchase Requisition

Approval transaction type.

Selecting the Conditions link will display the existing

conditions defined for the transaction type, and also allow

the user to create new conditions for the transaction.

3. Click the Create button to create a new condition4. To define the new condition, specify whether the condition

is ordinary, or an exception condition (which can only beused in an exception rule see the online Help fordetails). Use the Attribute LOV to choose the attribute onwhich the condition is based. The condition will specify avalue or range of values for the attribute, so the attributemust be selected before the value(s) can be defined.


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3. View and edit existing approver groups, or Click theCreate button to create a new approver group.

4. When creating the approval group specify all themandatory values.

1. Give a name and description to the approval group.2. Specify an order number (order number of this

approver group relative to other approver groups).3. Choose a voting regime only Serial is supported

for Purchase Requisition Approval in 11.5.10 and11.5.9. R12 does allow other voting regimes thatuse parallel routing.

4. Choose Static if approvers will be selected whendefining the approval group, or choose Dynamic if asql query is used to dynamically find the approversfor this approver group when the requisitionapproval transaction is being processed.

5. Click the Add Another Row button to add approversto the approval group now.

6. Click Apply to save the approver group

5. The approval group members can be added as additionalapprovers to the normal chain of command approversgenerated by AME.


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5. Rules1. Define rules to specify approvers that should be included

in the approval list under specific conditions for therequisition approval transaction.

2. Select the Rules link from the AME Dashboard after

selecting the transaction type Purchase RequisitionApproval

3. Review the list of existing rules already defined for thetransaction

4. Select the Create button to create a new rule for thetransaction. (Optionally, if there already exists a similarrule choose the Duplicate icon or the Use Existing Rulebutton).

5. Step 1 of 4: Specify a name for the new rule and choosethe rule type and effective dates.


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Rule types are explained in the AME online help pages

along with examples. The most common types are ListCreation, Pre List Approver Group and Post List ApproverGroup. (NOTE: Some rule types may not be available ifthe corresponding action types have not been assigned tothe transaction Purchase Requisition Approval. Use theAction Types feature to add or remove action types for thetransaction)

6. Step 2 of 4: Specify one or more conditions that activatethe rule. The Conditions are defined in the AME Setup,and they may be seeded conditions or user definedconditions.

7. Step 3 of 4: Choose the Action Type and then choose aspecific action. The list of actions available is dependent


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on the Action Type selected. The actions are related toJobs, Positions (in R12), or Approver Groups. (ActionTypes are discussed previously in this whitepaper)

8. Step 4 of 4: Review the rule details and click Finish tocomplete the rule setup, or click Back to make changes.

6. Test Workbench

1. Use the Test Workbench to determine which AME Rule(s)

apply to a specific requisition, or to determine which AME

Rule(s) apply for an adhoc combination of values specified

at the time of the test.

Select the Test Workbench link from the AME Dashboard


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1. Specific Requisition test

1. Click the Run Real Transaction Test button.

2. Specify the value of

REQUISITION_HEADER_ID from

PO_REQUISITION_HEADERS_ALL as the

Transaction Id value. Click Go to see the AME

rules that apply to the requisition.

3. Adjust the rules setup to cause rules to be

called differently based on the business

requirements.

2. Adhoc test1. Click the Create button on the Test Workbench

page

2. Specify Name and Description for the test, and

specify values for pertinent attributes (e.g.

Requisition Total = $100 USD)


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3. Click the Run Test Case button to see the

applicable AME rules, and the resulting AME

approval list that will be built based on the

conditions specified for the attributes.

Enable AME for Requisition Approval

1. Navigate to Purchasing responsibility

2. Setup / Purchasing / Document Types

3. Select Purchase Requisition (or Internal Requisition) as the document

type

4. Specify Approval Transaction Type = PURCHASE_REQ to enable AME

approvals for Purchase Requisitions in the current operating unit


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Test the Functionality

1. Create a requisition in Core Apps Purchasing or iProcurement and verify

that the Approval List is built per the AME rules based on the conditions

present on the requisition attributes.

View the AME Setup

1. Click the Setup Report link in the Quick Links section of the Dashboard


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2. Select the appropriate transaction type (Example: Purchase Requisition

Approval) and click Go.

3. Click the Printable Page button to view the complete setup for the selected

transaction type (Attributes, Conditions, Rules, Approval Groups, and etc.)

4. Compare the AME setup to the requisition attributes and approval list generated

for a specific requisition, or compare the AME setup to the business requirements.

NOTE: This document is not considered formal documentation of the product, but is a

useful tool for applying the functionality described.

AME for Requisition Approval

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Transcript of AME for Requisition Approval