Payables - How To Setup AME To Process Line Level Approv

Company Confidential For Oracle Internal Use Only
Payables - How to Setup AME

to Process Line Level
Approvals in AP
Demo Script (Internal)
Copyright Oracle Corporation, 2002. All rights reserved.
Payables - Invoice Match to Receipt

Page 1
Table of Contents
Payables - How to Setup AME to Process Line Level Approvals in AP......................................................1
Payables - How to Setup AME to Process Line Level Approvals in AP........................................................1
AME - Configure the Payables Approval Transaction Type......................................................................2
AME - Setup Approval Group....................................................................................................................3
AME - Setup Conditions............................................................................................................................5
AME - Setup Rules.....................................................................................................................................6
Payables - Enable Invoice Approvals.........................................................................................................8
Payables - Enter an Invoice........................................................................................................................9
Payables - Approve Invoice........................................................................................................................11
Flowchart........................................................................................................................................................14

Page i
Payables - How to Setup AME to Process Line Level Approvals in

AP
Document Control
Date
03-Mar-2007
Owner
Nick.Dennison
App
Release
12.0
Version
Change Reference
v1.0
Objective
The purpose of this product functionality demo script is to set up AME to process line level
approvals in AP.
In this scenario, you want to have any line items entered on an invoice that are billed/distributed
to either the International Sales organization or the Government Sales organization approved by
specific employees. The approvals are for the line items only.
What's New?
Line item approvals in payables.
Pitfalls
N/A
Assumptions
N/A
Related Business Flow(s)

This script maps to the following eBusiness Flows or eBFs (formerly known as CBFs, KBFs,
Grand Slam Flows):
Related Documents
N/A
Begin Demo

Page 1

AP
AME - Configure the Payables Approval Transaction Type
1.
Log into Oracle Applications

Field
Vision Operations
Username/password
Operations/welcome
(H) AppsNavigator > (H) Approvals Management Administrator > (H) Configuration
Variables (from Quick Links - right side of screen)
Query Transaction Type: Payables Invoice Approval > (B) Go > Update the following
General Configuration Variables
Note: Make these changes in the Transaction Type column ONLY.
Field
Vision Operations
Allow All Item Class Rules
Yes (drop down)
(B) Apply > (H) Home

Page 2

AP
AME - Setup Approval Group
2.
Create Approval Group for Payables Invoice Approval
(H) Approvals Management Business Analyst
Enter "Payables Invoice Approval" in the Select Transaction Type field within the
Approval Process Setup region on the right side of the screen.
(H) Approver Groups > (B) Create > Enter the following values:
Field
Vision Operations
Name
Government Sales Approval
Description
Approval group for Government Sales CC460
Order Number
27
Voting Method
Serial
Usage Type
Static
Scroll to bottom of window > (B) Add Another Row > Enter the following values:
Field
Vision Operations
Approver Type
HR People
Approver
Palmer, Jim
Order Number
(B) Create Another > Enter the following values:

Field
Vision Operations
Name
CFO Office Approval
Description
Approval group for the CFO Office CC720
Order Number
28
Voting Method
Serial
Usage Type
Static
Scroll to bottom of window > (B) Add Another Row > Enter the following values:
Field
Vision Operations

Page 3
Approver Type
HR People
Approver
Apt, Peter
Order Number
(B) Apply

Page 4

AP
AME - Setup Conditions
3.
Create conditions for Payables Invoice Approval
(ST) Conditions > (B) Create > Enter the following values:
Field
Vision Operations
Condition Type
Ordinary
Attribute
SUPPLIER_INVOICE_DISTRIBUTION_COST_CENTER
String Value
460
Note: You will need to tab out of the attribute field in order for the String Value field to
appear.
(B) Create Another (1) > Enter the following values:

Field
Vision Operations
Condition Type
Ordinary
Attribute
SUPPLIER_INVOICE_DISTRIBUTION_COST_CENTER
String Value
720
(B) Apply

Page 5

AP
AME - Setup Rules
4.
Create rule for cost center 410
(T) Rules > (B) Create > Enter the following values (Step 1of4):
Field
Vision Operations
Name
Line Distribution CC720 Requires CFO Approval
Rule Type
List Creation
Item Class
Distribution
Start Date
<Defaults>
End Date
<Defaults>
(B) Next > (B) Add Condition
Enter Item Class: Distribution in the search region > (B) Go
Select the box next to the condition:

SUPPLIER_INVOICE_DISTRIBUTION_COST_CENTER in (720)
(B) Continue > (B) Next > Enter the following values for Action:
Field
Action Type
approval-group chain of authority
Action
Require approval from CFO Office Approval Group
5.
Vision Operations
(B) Next > (B) Finish
Create rule for cost center 460
(T) Rules > (B) Create > Enter the following values (Step 1of4):
Field
Vision Operations
Name
Line Distribution CC460 Requires Government Sales Approval
Rule Type
List Creation
Item Class
Distribution
Start Date
<Defaults>

Page 6
End Date
<Defaults>
(B) Next > (B) Add Condition
Enter Item Class: Distribution in the search region > (B) Go
Select the box next to the condition:

SUPPLIER_INVOICE_DISTRIBUTION_COST_CENTER in (460)
(B) Continue > (B) Next > Enter the following values for Action:
Field
Vision Operations
Action Type
approval-group chain of authority
Action
Require approval from Government Sales
(B) Next > (B) Finish > (H) Home

Page 7

AP
Payables - Enable Invoice Approvals
6.
Enable Invoice Approvals in Payables
(N) > Payables, Vision Operations (USA) > Setup > Options > Payables Options > (T)
Approval > Make the following changes:
Note: This change affects all users for Vision Operations. Invoice approval will be required
before an invoice can be paid. Please verify that no demonstrations are scheduled on this instance
before making this change.
Field
Vision Operations
Use Invoice Approval Workflow
Checked
Allow Force Approval
Checked
Require Validation Before Approval
Checked
Require Accounting Before Approval
Un-Checked
(I) Save > F4 (to close Payables Options form)

Page 8

AP
Payables - Enter an Invoice
7.
Create Invoice
(H) Payables Invoices (from Financials Favorites portlet)

Opens invoice workbench
(I) Open Folder > Select the folder named 'For use with approval workflow' > (B) OK
Enter the following invoice data:

Field
Vision Operations
Type
Standard
Requester
Frost, Mr. Jamie
Supplier
Advantage Corp
Site
ADVANTAGE - US
Invoice Date
Any
Invoice Num
Any
Invoice Amount
5000
(T) Lines
Line 1
Field
Vision Operations
Num
Type
Item
Amount
2500
Distribution Account
01-460-7570-0000-000
Line 2
Field
Vision Operations
Num
Type
Item
Amount
2500
Distribution Account
01-720-7570-0000-000

Page 9
8.
(I) Save > (B) Actions > Check Validate Box > (B) OK > (B) Actions > Check Initiate
Approval Box > (B) OK
View Invoice Approval History
(M) Reports > View Invoice Approval History

You should see three lines. Two for invoice line approvals and the actions will be Sent
for both. The third is invoice approval which has an action value of Future. The system
has sent notifications to both users for line level approval. After approval of each line,
the invoice will be ready for approval by Jamie Frost's manager, Kerry Jones.
F4 (to close report form) > F4 (to logout of forms) > (H) Logout (from Oracle Portal)

Page 10

AP
Payables - Approve Invoice
9.
Approve Line 1
Field
Vision Operations
Username/password
Jpalmer/welcome
Worklist Portlet > (H) Line(s) on invoice <Your Invoice#> from Advantage Corp require
your approval
Notification details are shown here. Point out the amounts which are displayed here.
The total invoice amount and ONLY the line item which requires approval are shown.
If there were multiple lines to approve on this invoice, the user has the option to
approve all at once by clicking on the Approve button. The user can also approve/reject
lines individually by clicking on the Approve/Reject Individual Lines link, selecting the
action next to each line, and submitting.
(B) Approve > (H) Logout
10. Approve Line 2

Field
Vision Operations
Username/password
papt/welcome
Worklist Portlet > (H) Line(s) on invoice <Your Invoice#> from Advantage Corp require
your approval
(B) Approve > (H) Logout
11. Approve the Invoice

Field
Username/password
Vision Operations
Kjones/welcome
Worklist Portlet > (H) Invoice <Your Invoice#> from Advantage Corp requires your
approval > (H) View Additional Invoice Details > (H) Show
Here, the approver can view additional details for each line such as the distribution
accounts. Scroll down on the details where the Approval Sequence can be seen.

Page 11
(H) Return to Notification Detail > (B) Approve > (H) Logout
12. OPTIONAL - Query Invoice in AP to view workflow status

Field
Vision Operations
Username/password
Operations/welcome
(H) Payables Invoices (from Financials Favorites portlet)

Opens invoice workbench
Query your invoice number

The Approval status should be set to 'Workflow Approved'

Page 12
End of activity.
Demo Support
Please see http://adsweb.oracleads.com > (M) Support > Procedures, for current information
regarding demonstration support.

Page 13
Flowchart

Page 14
Start
AME - Configure
Payables Approval
Transaction Type
(1)
AME - Setup Approval

Group
Create Approval Group for
Payables Invoice Approval (2)
AME - Setup Conditions

Create conditions for
Payables Invoice Approval (3)
AME - Setup Rules

Create rule for cost center
410 (4)
Create rule for cost center
460 (5)
Payables - Enable
Invoice Approvals
Enable Invoice Approvals in
Payables (6)
Payables - Enter an
Invoice
Create Invoice (7)
View Invoice Approval History
(8)
Payables - Approve
Invoice
Approve Line 1 (9)
Approve Line 2 (10)
Approve Invoice (11)
OPTIONAL - Query Invoice in
AP to view workflow status
(12)
End

Page 15

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