An Introduction to theInvoice 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

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

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)

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