Fusion Payables Approvals Overview

Disclaimer

The following is intended to outline our general product direction. It is intended for information
purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any
material, code, or functionality, and should not be relied upon in making purchasing decisions. The
development, release, and timing of any features or functionality described for Oracle’s products
remains at the sole discretion of Oracle.

Table of Contents

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1. Introduction......................................................................................................................3
2. Oracle Fusion Approval Management Key components Overview.....................................4
2.1 Oracle SOA Approval Management Extension (AMX)..............................................................4
2.2 Oracle Business Process Management (BPM)..........................................................................6
2.3 Oracle Fusion Human Capital Management.............................................................................7
3. Approval Key Concepts.....................................................................................................8
3.1 List Builders.............................................................................................................................8
3.1.1 Supervisor Hierarchy.................................................................................................................................8
3.1.2 Job Levels...................................................................................................................................................9
3.1.3 Position Hierarchy...................................................................................................................................10
3.1.4 Approval Groups......................................................................................................................................11
3.1.5 Resource..................................................................................................................................................11
3.2 Participant.............................................................................................................................13
3.2.1 Types of Participants...............................................................................................................................13
3.2.2 Payables implementation of participant model......................................................................................15
3.2.3 Key considerations:.................................................................................................................................19
3.2.4 Use Cases and its implementation using the participant types:.............................................................20

4. Payables Approvals Overview.........................................................................................26

4.1 Tasks in Payables...................................................................................................................26
4.2 Rules Overview......................................................................................................................27
4.3 Rules Configuration...............................................................................................................28
4.3.1 Navigation to the BPM worklist...............................................................................................................28
4.3.2 Configuration of simple rule for invoice approvals.................................................................................30
4.3.3 Configuration of rule using supervisory hierarchy..................................................................................34
4.3.4 Configuration of rule using Job level hierarchy.......................................................................................44

5. Considerations................................................................................................................49
6. Approval Notifications....................................................................................................55
o BPM Worklist – My Tasks..........................................................................................................55
o Email Notifications....................................................................................................................55

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 1. Introduction

An invoice is a commercial document issued by a seller to the buyer, indicating the products,

quantities and agreed prices for the goods or services the seller has provided to the buyer. An

invoice indicates the buyer must pay the seller, according to the payment terms. One of the

most important and difficult aspect in paying an invoice is to verify the invoice details and

obtain approvals from relevant or appropriate approvers. It also enables organizations to review

their internal processes and controls to prevent any frauds or scandals that may arise due to the

lack of such controls. Such controls are implemented in modern ERP applications using

workflow functionality.

In this document we discuss in detail the invoice approvals workflow functionality in Oracle

Fusion Payables and also discuss in detail various feature available for customers to implement

their approval policy for payables invoices. Oracle Fusion Payables uses Oracle SOA – Approval

Management extension (AMX) for various approval flows.

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 2. Oracle Fusion Approval Management Key components Overview

Approval management in Fusion applications is comprised of several key components that are

integrated seamlessly for delivering end to end and robust approval workflow functionality.

Using the approval management functionality you can define complex and multi-stage routing

rules.

Key components of the approval management are:

 Oracle SOA Approval Management Extension (AMX)

 Oracle Business Process Management (BPM)
 Oracle Fusion Human Capital Management

2.1 Oracle SOA Approval Management Extension (AMX)

Oracle SOA Approval Management is also called as Approval Management Extension (AMX) in

general parlance. It is a core of the approval functionality in Fusion Applications and

performance many key integrated tasks for approval functionality to work. Some of the key

functionalities of the AMX are:

 Integrated with Fusion Human Capital Management (HCM) to derive approvers based on

the Supervisory, Job Role and Position based hierarchies defined in the HCM

 Provides framework for defining approval rules for various business documents like

Payables Invoices

 Provides ability to select complex routing patterns based on your business processes

such as whether to route documents to approvers in sequential or in parallel fashion.

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 2.2 Oracle Business Process Management (BPM)

Oracle BPM provides an interface called BPM Worklist application for business users to perform

following two key activities related to the approvals functionality:

 Provides an interface to work with various notifications tasks assigned to them. It is a

web-based application that displays all worklist tasks assigned to the business users and

they can perform various approval related actions on the tasks assigned to them. Using

this application users can drilldown to the task assigned to them for example an

approver can drilldown to the payables invoice approval notification (task) to see the

invoice details like header amount, line details, line amounts etc., and can perform

necessary approval action on it.

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 Provides an interface to setup and manage approval rules

2.3 Oracle Fusion Human Capital Management

Oracle Fusion Human Capital Management is used for defining various employee hierarchies

like Supervisory, Job based or Position based. AMX integrates with HCM to derive the

required approvers if approval rules are configured based on the HCM hierarchies.

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 3. Approval Key Concepts

3.1 List Builders

List builder is the way AMX builds the list of approvals required for a transaction based on the

rule condition. Each approval rule will be associated with the list builder for generating the list of

approvers. For Payables invoice approvals following list builders are supported

o Supervisory

o Job Level

o Position

o Approval Group

o Resource

3.1.1 Supervisor Hierarchy

Approvals can be setup based on the employee supervisory hierarchy, which is defined in Oracle Fusion

Human Capital Management. Employees must be setup in Oracle Fusion Human Capital Management

with appropriate jobs and supervisors. For example, Clerk reports to Manager and who reports to

Director

An example of Employee/ Supervisor approval structure:

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 Director

Manager

Clerk

Clerk, reports to
Manager, reports to
Director

For complete details on setting up the employee supervisory hierarchy, refer to the Oracle Fusion Human

Capital Management application.

3.1.2 Job Levels

Job level routings are based on the supervisory hierarchy defined in Oracle Fusion Human Capital

Management. Employees must be setup in Oracle Fusion Human Capital Management with appropriate

job levels and supervisors. For example, Jon Rogers, Clerk reports to Mark Smith, manager and who

reports to Robert Wood, Director

The approval list will be generated based on the starting position specified in a rule and continuing until

an approver with a sufficient job level is found. The supervisory hierarchy needs to be defined along with

the corresponding job levels.

An example of Job Level approval structure:

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 Robert Wood
(Level 4)
ager
Mark Smith
(Level 2)

Jon Rogers
(Level 1)
Administrative Assistant
Jon Rogers, Clerk (Job Level 1), reports to
Mark Smith, Manager (Job Level 2), reports to
Robert Wood, Director (Job Level 4)

For complete details on setting up job levels and assigning job levels to employees, refer to the Oracle

Fusion Human Capital Management application.

3.1.3 Position Hierarchy

Organizations can also choose to route the requisition approvals based on the position hierarchy defined

in Oracle Fusion Human Capital Management. The position hierarchy needs to be defined, and the

employees must be assigned the corresponding positions.

An example of Position Hierarchy approval structure for Beta Retail:

General Manager

Regional Manager

Store Manager

Store Manager reports to

Regional Manager reports to
General Manager

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For complete details on setting up the position hierarchy, refer to the Oracle Fusion Human Capital

Management application.

3.1.4 Approval Groups

An approval group consists of static predefined set of users configured to act on a task. Depending on

the participant type defined, approval tasks are routed to an approval group in serial or in parallel mode.

For example you can create an approval group called ‘Finance Group’ comprising of users from finance

department who needs to participate in the approving of a task.

New Approval Groups can be created, or existing approval groups can be edited from the Approvals

Group tab on the BPM Worklist Application Administration page.

Steps to crate Approval Group:

Login to BPM Worklist with Admin User

1. Click on Administration
2. Click on Approval Groups

3. Click on icon in the left side pane

4. Enter name of the Approval Group

5. Click on icon in Details area to add users to the approval group

6. Select users to be added to the group
7. Save the Approval group

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 3.1.5 Resource

Using Resource list builder you can build the approvers list by using a specific user, group duty role, or an
application role. Resource list builder is one of the easiest ways to build the approvers list.

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 3.2 Participant

A participant is a user or set of users who are participating in the approval process and their routing

policy in the process. Each participant is associated with a single rule set. Approval rules are defined in

the context of rule set and you can create many rules under one rule set. Based on their approval

requirements customers need to configure the approval rules in the context of a participant.

3.2.1 Types of Participants

Participant Description
Serial This participant indicates that approvers must work in sequence. This is

commonly used participant while configuring rules using management

hierarchies where approval gets performed in sequential fashion one

after another.
Parallel This participant indicates that a set of people must work in parallel. For

example while using this participant invoice is assigned to all the users

at the same time and the invoice gets approved only when all the users

approves it. Even if one of the users rejects it invoice will get rejected.
This participant indicates that task will be assigned to set of people in parallel and task outcome is
Single
decided by response any one of the user. In common parlance this participant is equivalent to ‘First

Responder wins’ scenario. For example if invoice approval notification sent to multiple users and if any

one of the user approves or rejects the invoice then invoice task gets completed with respective status.

This participant indicates that the users will just receives a notification for information purpose and the
FYI
business process does not wait for the participant's response. Users cannot perform any actions on the

FYI notifications.

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 3.2.2 Payables implementation of participant model

For invoice approvals configuration you need to use task ‘FinAPInvoiceApproval’ for approval rules
configuration. This task includes participants for the both invoices and invoice requests.

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For Fusion Payables approvals we have total 16 seeded participants defined. The figure below shows the
pre-defined participant model for Fusion Payables invoice approvals. Out of 16, participants 1 to 5 are
related to the Invoice Requests and participants 6 to 16 are related to the Invoices.

This participant model is designed to support both parallel and sequential mode of approvals.

- Parallel Mode: When the participants are in parallel mode the task gets assigned and the
notifications will go to all the participants at once in parallel.

For example as shown in the diagram,

Invoice Requests participants 2 to 5 are executed in parallel

Invoice participants 6 to 9 are executed in parallel

- Sequential Mode: The task gets assigned and notifications go in sequential manner meaning one
after another to each participant in the sequential mode. All have to approve sequentially to get
the task approved.

For example as shown in the diagram,

Invoice participants 10 to 16 are executed in sequential mode

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Invoice Request participant details

S.No Participant Ruleset Routing

1 InvoiceRequestDefaultApprovers InvoiceRequestDefaultApproversRuleSet Single

2 InvoiceRequestAdditionalApprovers InvoiceRequestApprovalRuleSet Serial

InvoiceRequestSingleApprovalTypePa CustomSingleTypeParticipantInParallelMod
3 rticipantinParallel eRuleSet Single

InvoiceRequestApproversFYIParticipa CustomFyiTypeParticipantInParallelModeRu
4 ntinParallel leSet FYI

InvoiceRequestApproversParallelParti CustomParallelTypeParticipantInParallelMod
5 cipantinParallel eRuleSet Parallel

Invoice participant details

S.No Participant Ruleset Routing

6 InvoiceApprovers InvoiceApprovalRuleSet Serial

InvoiceApproversParallelParticipantin ParallelTypeParticipantInParallelModeRuleSe
7 Parallel t Parallel

InvoiceApproversSingleParticipantinP
8 arallel SingleTypeParticipantInParallelModeRuleSet Single

InvoiceApproversFYIParticipantinPara
9 llel FyiTypeParticipantInParallelModeRuleSet FYI

InvoiceApproversParallelParticipantO ParallelTypeParticipantOneInSequencialMod
10 neinSequence eRuleSet Parallel

InvoiceApproversSingleParticipantOn SingleTypeParticipantOneInSequencialMode
11 einSequence RuleSet Single

InvoiceApproversFYIParticipantOnein FyiTypeParticipantOneInSequencialModeRul
12 Sequence eSet FYI

13 InvoiceApproversSerialParticipantTw SerialTypeParticipantTwoInSequencialMode Serial

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 oinSequence RuleSet

InvoiceApproversParallelParticipantT ParallelTypeParticipantTwoInSequencialMod
14 woinSequence eRuleSet Parallel

InvoiceApproversSingleParticipantTw SingleTypeParticipantTwoInSequencialMode
15 oinSequence RuleSet Single

InvoiceApproversFYIParticipantTwoin FyiTypeParticipantTwoInSequencialModeRul
16 Sequence eSet FYI

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 3.2.3 Key considerations:

- Only two participants ‘InvoiceApprovers’ and ‘InvoiceRequestDefautlApprovers’ are enabled by

default. You need to enable other participants as per your requirement

- We have seeded rules defined for the two active participants ‘InvoiceApprovers’ and
‘InvoiceRequestDefautlApprovers’. You need to review the seeded rules and need to modify as
per your approval requirements

- Please ensure to disable participants that you do not want to use by checking the ignore
participant checkbox or by the seeded rule to ignore the participant

- You cannot change the order of the pre-defined participants

- You cannot add new participants

- You cannot change the voting regime settings for the Parallel and Serial particpants

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 3.2.4 Use Cases and its implementation using the participant types:

Use Case1

Requirement

- You require the requester’s job level hierarchy to approve the invoices based on the
invoice amount limits

Solution

For the purpose of above use case you need to enable only one serial participant and all
other participants should be disabled

o Enable serial participant ‘InvoiceApprovers’ with jobl level hierarchy list builder for
configuring requester’s group approvals.

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Use Case2

Requirement

- You require the approval of requester and approval of to approve the invoices based
on the invoice amount limits

Solution

For the purpose of above use case you need to enable only one serial participant and all
other participants should be disabled

o Enable serial participant ‘InvoiceApproversParallelParticipantinParallel’ with job level

hierarchy list builder for configuring requester’s group approvals.

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Use Case3

Requirement

- You require the requester’s supervisory hierarchy to approve the invoices based on
the invoice amount limits
- After approval of requester’s group you want invoice to be approved by any one of
the finance manager

Solution

For the purpose of above use case you need to use two participants in sequential mode and
all other participants should be disabled.

o Enable serial participant ‘InvoiceApprovers’ with supervisory hierarchy list builder for
configuring requester’s group approvals.
o Choosing of second participant for finance manager depends on two factors,
 Execution sequence: As you want approval of finance manager to happen after
the requesters group approval, you need to use participant that gets executed
after the ‘InvoiceApprovers’.
 Participant type: As you want approval of one of the finance manager you
should use Single participant
o Based on the above two factors you need to enable Single Type participant that gets
executed after ‘Invoice Approvers’, which is
‘InvoiceApproversSingleParticipantOneinSequence’ with approval group as list builder.
Approval group can have list of finance managers in your company.

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Use Case4

Requirement

- You require the requester’s job level hierarchy to approve the invoices based on the
invoice amount limits
- After approval of requester’s group invoice should be approved by any one of the
payables manager
- After approval of payables manager invoice should be approved by finance group
based on the invoice limits

Solution

For the purpose of above use case you need to use three participants in sequential mode and
all other participants should be disabled.

o Enable serial participant ‘InvoiceApprovers’ with supervisory hierarchy list builder for
configuring requester’s group approvals.
o Enable ‘InvoiceApproversSingleParticipantOneinSequence’ for payables manager
approval with approval group as list builder. Approval group can have list of payables
managers in your company
o Enable ‘InvoiceApproversSerialParticipantTwoinSequence’ for finance group approval
with Job level as list builder.

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 4. Payables Approvals Overview

4.1 Tasks in Payables

For invoice approvals configuration you need to use task ‘FinAPInvoiceApproval’ for approval rules configuration. This task
includes participants for the both invoices and invoice requests.

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4.2 Rules Overview
Approval rules are configured in the context set of rule set from the BPM Worklist application. You need to have administration
privileges to configure rules.

Structure of approval rule:

- Each rule consists of IF and THEN component

- In the IF section of the rule you need to define the condition to determine when the rule should be applied. You can
define multiple conditions if needed.

- In the THEN section of the rule you need to define how approvers to be generated if the conditions are met. THEN
component consists of

o List builder and related attributes

o Response type: Indicates if the assignees are required to respond or they receive an FYI notification

o Automatic action setting: Allows you to set an automatic responses, for example automatically approve or reject

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 4.3 Rules Configuration

4.3.1 Navigation to the BPM worklist

For configuring approval rules users need to navigate to BPM worklist. You can navigate to BPM worklist application
in following two ways
1. Using FSM task ‘Manage Task Configuration for Financials’

2. From the Application Toolkit (ATK) Home page

o Login to Fusion application using ATKhome page URL
o Navigate to Worklist region -> View menu -> Click on Servers

o Then click on ‘Financials’

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4.3.2 Configuration of simple rule for invoice approvals

In this demo we will create approval rule for following simple use case.
- All standard Invoices greater than 1000 should be approved by Requester
1. Login into BPM Worklist Application using FSM task ‘‘Manage Task Configuration
for Financials’
2. You land onto the BPM Worklist Application home page

3. Click on ‘Administration’ link on the top right

4. Click on ‘Task Configuration’ tab

5. Navigate to the Invoice approvals task ‘FinApInvoiceApproval’
6. Click on the participant ‘InvoiceApprovers’

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7. Go to rules configuration page by clicking on the ‘ ’ icon

8. Click on the ‘+’ icon to add the new rule

9. Steps for creating the rule for routing invoices having invoice amount greater
than 1000 to Requester
a. Enter Rule Name and Description as required
b. Define condition as ‘InvoiceHeader.invoiceAmount’ more than 1000. You
can select the invoice amount field using the ‘Condition Browser’ by
clicking on the magnifier icon.

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c. Add another condition by selecting ‘+ simple test’ action from drop down menu

d. Add second condition to specify the invoice type as ‘Standard’

10. In THEN part of the rule select Resource list builder by navigating to Add Action ->
Add Approver -> Resource

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 a. Select Invoice requester attribute in the User field as
“Task.payload.invoiceRequestor”
b. Enter ‘null’ in Groups and Application Role fields

11. Now validate the rule using the ‘Validate’ button at the top left hand corner
12. Click the Save icon near the top left of the screen to save the rule
13. Click the Commit icon near the top left of the screen next to the save icon to
complete the rule configuration

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 4.3.3 Configuration of rule using supervisory hierarchy

Payables invoices should be routed for supervisory hierarchy based on following invoice limits

1. Invoice amount less than or equal to $5000 should be approved by one level up
supervisory approval
2. Invoice amount greater than $5000 and equal to $10000 should be approved by two
level up supervisory approval
3. Invoice amount greater than $10000 and equal to $20000 should be approved by three
level up supervisory approval
4. Invoice amount greater than $20000 and equal to $30000 should be approved by four
level up supervisory approval
5. Invoice amount greater than $30000 and equal to $50000 should be approved by five
level up supervisory approval
6. Invoice amount greater than $50000 and equal to $100000 should be approved by six
level up supervisory approval
7. Invoice amount greater than $100000 and equal to $150000 should be approved by
seven level up supervisory approval
8. Invoice amount greater than $150000 and equal to $500000 should be approved by
eight level up supervisory approval

Steps to configure Approval Rules for the above mentioned approval limits using Supervisory list
builder criteria:

1. Login into BPM or Navigate to BPM Approval Rules through FSM Task
2. Navigate to the Invoice approvals task ‘FinApInvoiceApproval’
3. Click on ‘InvoiceApprovers’ Participant
4. Click on ‘+’ icon for adding new rule
5. Steps for creating the rule for routing invoices having invoice amount upto 5000 USD to
Manager
a. Enter Rule Name and Description as required
b. Define condition as ‘InvoiceHeader.invoiceAmount’ same or less than 5000

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c. Define Supervisory Action by navigating to Add Action -> Add Approver -> Supervisory

d. Enter Number of levels as 1

e. Add starting participant as
HierarchyBuilder.getManager("supervisory",InvoiceHeader.createdBy,-1,"","")
f. Add Top Participant as HierarchyBuilder.getPrincipal("FINUSER30",-1,"","")
g. Auto Action Enabled False
h. Auto Action null

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Note: In our internal instance we have ‘FINUSER30’ as the Top in the supervisory hierarchy. You need to
replace this with the highest position in your company like CEO

Follow the same steps mentioned for the Manager Rule to create rest of the rules.

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6. Senior Manager Rule

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7. Director Rule

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8. Senior Director Rule

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9. Vice President Rule

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10. SVP Rule

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11. EVP Rule

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12. CEO Rule

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 4.3.4 Configuration of rule using Job level hierarchy

Requirement is to configure approval rules for the below mentioned approval limit and for various job
levels

Employee Role Job Level Approval limit

Manager 1 $5000

Senior Manager 2 $10000

Director 3 $20000

Senior Director 4 $30000

Vice President 5 $50000

SVP 6 $100000

EVP 7 $150000

CEO 8 $500000

Steps

1. Define various job levels in HCM:

 Navigate to Workforce Management -> Work Force Structures

 Click on Manage Jobs to create various job levels

2. Assign job levels to the users in the HCM:

 Navigate to Navigator -> Personal Management -> Search for the employee
 Click on Manage Employment
 Click on Edit -> Update to update the Job for an user/employee

3. Login into BPM or Navigate to BPM Approval Rules through FSM Task
4. Navigate to the Invoice approvals task ‘FinApInvoiceApproval’
5. Navigate to ‘InvoiceApprovers’ Participant
6. Click on ‘+’ icon for adding new rule
7. Steps for creating the rule for manager level whose approval limit is upto 5000 USD.

 Enter Rule Name and Description as required

 Define condition as
i. ‘InvoiceHeader.invoiceAmount’ is 5000

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8. Define Job Level Action by navigating to Add Action -> Add Approver -> Job Level

9. Number of Levels required to perform the approval action should be specified along with other
details.

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 A lower bound and an upper bound for job levels should be specified. These levels can be
relative to the starting point, the task requester or an absolute job level.

10. For manager level approval is required by at least Job Level 1 and at most Job Level 1 (approval
rule modeled using absolute levels).
 Enter At least level as 1
 Enter At most level as 1
 Add starting participant as
HierarchyBuilder.getManager("joblevel",InvoiceHeader.requesterName,-1,"","")
Note: Considering approval of an invoice starts from the manager of invoice requester.
Assuming invoice entry clerk will manually enter requester during invoice creation.
 Add Top Participant as HierarchyBuilder.getPrincipal("<Top Job Level Name>",-1,"","")
 Enter Utilized Participants as ‘All Approvers’
 Auto Action Enabled False

 Auto Action null

Note: In our internal instance we have ‘JL9’ as the Top in the hierarchy. You need to
replace this with the top participant in your company like CEO as per your requirement.

Similar to the above rule you need to create rules for other job levels in your organization.

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5. Considerations

1. If any participant is active, then under the ruleset for that participant there should be at least one
active rule that gets satisfied when invoice document submitted for approval. You need to define
rules such a way that for each document at least one rule gets satisfied under each participant.

2. In Fusion Payables you can enable approvals at Invoicing Business Unit (IBU) level. If you enable
approvals for any IBU then all invoice documents (apart from Payment Requests and Invoice
Requests) belonging to that IBU will be routed for approval processing. You need to configure
auto approval rule for scenarios when some of the invoices do not need approvals.

a. For example, if you have a requirement to send only invoices more than 1000 USD to be
routed for approvals. Then you should configure an auto approval rule to approve
invoices below 1000 USD as below:

3. Out of the box following two seeded rules are provided, please ensure to modify or inactivate the
seeded rules as per your requirement.

a. Manager approval rule: Invoices more than 1000 USD requires 1 supervisory level
approval

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b. Auto approval rule: Invoices less than 1000 USD should get auto approved

Follow the below steps to inactivate the rule:

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4. By default only one serial participant (InvoiceApprovers) is active, enable any other participant
only based on your requirement.

Follow the below steps to activate (or inactivate) the participant

a.Select the participant to be activated (or inactivated) by clicking on the

Participant from the participant chart:

b.Click on Advanced tab

c. Disable ‘Ignore Participant’ checkbox for activating the participant

5. You can submit an invoice for approval process in following two ways:

a. Manual submission using ‘Initiate’ action from Manage and Edit Invoices pages

b. Submit ESS process “Initiate Invoice Approval Workflow”

i. Submit the process by clicking ‘Initiate Approval Workflow’ from the Task pane

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 ii. Submit the process from standard ESS submit process window

6. Vacation rules

7. Currency conversion

8. Global Variables

9. Distribution update

10. Invoice Approval actions: Points to Consider

If you are using the Invoice Approval workflow, you can perform the following actions on the
Manage Invoices and Edit Invoices pages to initiate the approval process and handle approval
exceptions:

 Initiate approval
 Withdraw approval

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  Hold from approval
 Force approve
 Resubmit for approval

Initiate Approval

To submit an invoice for approval, select the Initiate approval action. You can select this action
when the Approval Status on an invoice is Required. The workflow process starts and routes the
invoice to the applicable approver who then approves or rejects the invoice. The Approval
Status on the invoice is updated to Initiated.

Withdraw Approval

To withdraw the approval process for an invoice, select the Withdraw approval action. You can
select this action when the Approval Status on an invoice is Initiated. The application cancels all
pending workflow processes and all open notifications associated with the invoice. The Approval
Status on the invoice is updated to Withdrawn.

Hold from Approval

To delay the approval process for an invoice, select the Hold from approval action. You can
select this action when the Approval Status on an invoice is Required. The Approval Status on
the invoice is updated to Held from approval. The invoice still requires approval before it can be
paid and you must initiate approval for the invoice at a later time.

Force Approve

To force approve an invoice, for example if the invoice must be paid immediately, select
the Force approve action. Before you can select this action, you must have the appropriate
privileges and the Allow force approval option on the Manage Invoice Options page must be
enabled. The Approval Status on the invoice is updated to Manually approved.

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Resubmit for Approval

To resubmit an invoice for approval, select the Resubmit for approval action. You can select this
action when:

 The Approval Status on an invoice is Workflow approved or Manually approved, and at

least one of the following invoice attributes has changed:

o Invoice amount
o Line amount
o Distribution combination
o Distribution set
o Tax amount
o Line added
o Line canceled

 The Approval Status on an invoice is one of the following:

o Rejected
o Withdrawn
o Held from approval
o Resubmit for approval

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6. Approval Notifications
Approvers can access the invoice approval notifications (tasks) pending their disposition in
following two ways:

o BPM Worklist – My Tasks

o Email Notifications

BPM Worklist – My Tasks:

Approvers can perform following actions BPM worklist notifications:

 Approve the task

 Reject the task
 Withdraw the task
 Reassign or Delegate the task
 The reassign action transfers the task to another user or group. The task will
then be routed based on the specified user’s hierarchy
 The delegate action allows another user to act on your behalf
 Request additional information from other users (task creator, previous approver or
another user)
 Add attachment
 Add comments
 Edit distributions

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Email Notifications

Invoice approvals can be performed using email notifications. Email sent to the approver based
on the mail id defined on the OIM for that approver. Approvers can perform following actions
using email:

 Approve the task

 Reject the task
 Add attachment
 Add comments

To perform other actions approvers should access the worklist notification by logging into Fusion
applications

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