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Purchasing - Integration

With Approvals Management


(AME)
Demo Script (Internal)

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Purchasing - Integration With Approvals Management (AME)

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Table of Contents

Purchasing - Integration With Approvals Management (AME) [EDUF0266] 01-Jul-2004.....................1


Purchasing - Integration With Approvals Management (AME).................................................................................1
Approval Management (AME) -Create Conditions...................................................................................................3
Approval Management (AME) - Create Rules..........................................................................................................5
Disable AME - Remove PURCHASE_REQ Approval Transaction .........................................................................7
iProcurement – Enter Purchase Requisition...............................................................................................................8
Disable AME - Remove PURCHASE_REQ Approval Transaction .......................................................................10
Flowchart..................................................................................................................................................................11

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Purchasing - Integration With Approvals Management (AME)

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Purchasing - Integration With Approvals Management (AME)
Document Control

Date Owner App Version Change Reference


Release
01-Jul-2004 Lydia.Patterson 11.5.10 v1.0 New Document
11-Nov-2004 Lydia Patterson 11.5.10 V2.0 Step 4 clarified after review
16-Nov-2004 Anmolak Johal 11.5.10 V2.0 Reviewed script
19-Nov-2004 Lydia Patterson 11.5.10 V2.0 Variables Table Updated
1-May-2006 Joseph Kim 11.5.10r V2.1 Updated for 11.5.10r3, new AME resp and
3 UI.

Objective
The purpose of this document is to show the integration of Oracle Purchasing with Oracle
Approvals Management (AME). AME is used as the approval engine for requisitions to generate
a supervisor hierarchy across multiple Oracle Applications module (ie Purchasing or
iProcurement) based on the preparer of the requisition ( that is the requester or the employee that
initiates the requisition). The script covers approvals based on Purchase Requisition amount for
both Purchasing and iProcurement.

What's New?
Oracle Approvals Management (AME) is now integrated with Oracle Purchasing.

Pitfalls
Approval Management functionality is based on Supervisor
hierarchy and doesn’t work with Positions hierarchy. So by default
ADS demo instance DO NOT have AME enabled. You must go to
Purchasing Document Type to enable the AME rules for Requisition
Approval as needed for your demos.
Assumptions
Ensure that users are defined in Human Resources and are assigned and mapped to Approval
Authority.

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Purchasing - Integration With Approvals Management (AME)

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Ensure that conditions and rules are defined in AME and that each document type for AME
approvals is set to the appropriate Approval Transaction Type in Purchasing
(PURCHASE_REQ, INTERNAL_REQ or RCO).

Also note for demo purpose, only USD currency condition is created although it is possible to set
conditions for other currencies (i.e. EUR, GBP, SEK…)

The approval management has been setup in the demonstration environment with the following
rules and conditions:

Any requisition entered with an amount less than or equal $25000 does require an approval.

• If the requisition is in Vision Operations set of books and the requisition amount is
between $0 and $ 25 000, route the requisition to the preparer manager (Casey Brown).

• If the requisition is in Vision Operations set of books and the requisition amount is
greater than $ 25 000 route the requisition to the preparer’s manager (Casey Brown) and
then to the CEO (William Tucker) for final approval.

The Approval Authority value is used by Oracle Approvals Management to determine whether a
person has sufficient authority to approve a transaction. The highest the value, the greatest
Approval Authority. In this case since Pat stock is reporting to Casey Brown, she has the lowest
Approval Authority.

Related Business Flows (Optional)

Related Documents
http://globalxchange.oraclecorp.com/demodocs >Reference Materials Folder > Fundamentals

Pre Demo Steps (Optional)


N/A

Begin Demo
Before creating conditions or rules you must first choose the transaction type for which you want
the conditions or the rules to use. As mentioned above, AME can be set for three purchase
document. In this demo we will set rules and conditions for transaction type ‘Purchase
Requisition Approval’.

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Purchasing - Integration With Approvals Management (AME)

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Approval Management (AME) –Create Conditions
Create Conditions in AME
Note: Before you can create rules, you must create conditions for the rules to use. Conditions
are the ‘IF’ clauses in an approval rule. Conditions are defined per Rules. For the rule to apply to
a transaction, all of its conditions must be true. Conditions determine Set of Books and Amounts
authorized. In this demo we will use conditions that allow an approval rule to apply if Purchase
Requisition amount is between 0 and 10 000 Dollars for example.

WARNING: PLEASE DO NOT UPDATE the seeded conditions. This will impact your demo.
Use step 3 only if you wish to create your own conditions.

1. Log into Portal as

Field Vision Operations


Username / Operations / welcome
Password
Responsibility Approvals Management Business Analyst

2. Access AME for Purchasing Requisition

• (N) Business Analyst Dashboard

Business Analyst Dashboard screen appears

• Along right side of screen, for field “Select Transaction Type” enter in “Purchase
Requisition Approval”, then (B) Tab

3. Create conditions in AME

• (H) Conditions, along the right side of screen under the 2.Define the Components section

Notice the seeded conditions “REQUISITION_TOTAL is greater than 25000,USD” and


“REQUISITION_TOTAL is greater than or equal to 0 and less than or equal to
25000,USD”

As needed create a new condition

• (B) Create

Field Vision Operations


Condition Type Ordinary (Default)
(LOV)
Attribute REQUISITION_TOTAL

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NOTE: The screen will update depending on the attribute value and other values you
enter in certain fields.

Field Vision Operations


Currency Code USD
(LOV)
Requisition Total Ex. Is greater then
Expression Value Ex. Is greater then
Limit Value Ex. 50,000
Expression value Ex. And less than or equal to
Limit Value Ex. 100,000

• (B) Apply

You are returned the main Conditions tabbed region and the system displays a message
that the condition has been created.

The new condition should be listed

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Approval Management (AME) - Create Rules
Create Rules in AME
Note: Before you can create rules, you must create conditions for the rules to use. Rules
associate one or more conditions with an approval by using “if–then” statements. Rules can
work at a transaction header or detailed line level. For example, we can create rule for purchase
document header or for the purchase document lines if we want to associate different approver to
each of the document line.

4. Create Rules in AME

• (T) Rules

NOTE the seeded rules “Purchase Requisition Over $25,000” and “Purchase Requisition
Under $25,000”. DO NOT MODIFY OR DELETE THE EXISTING RULES UNLESS
REQUIRED FOR YOUR DEMO.

• (B) Create

Opens a window for ‘Add Rule Step 1 of 4’

• Enter Rule 1 Description

Field Vision Operations


Description Rule 1 (i.e. Requisition Approval
over $50,000 to $100,000)
Rule Type (LOV) List – Creation (default)
Start Date (LOV) Current date
End Date (LOV) Future date (accept default)

• (B) Next

Add Condition step 2 of 4

• (B) Add Condition

List of existing conditions appears

• Check box next to newly created condition or condition applicable to your demo
requirement. (ex. Box for “REQUISITION_TOTAL is greater than 50000 and less than
or equal to 100000,USD”)

• (B) Continue

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Confirm condition has been added

• (B) Next

Add Action step 3 of 4

• NOTE: AME integration


Confirm Action Type field is “supervisory level”
with Requisition Approval only support supervisory approval
and NOT POSITION HIERARCHY.
• Action field. Use LOV to choose applicable action (ex. Require approvals up to the first
superior.)

• (B) Next

Review Rule

• (B) Finish

NOTE: As necessary, you can review the seeded rules to get an idea of what is possible
how you may want to create new rules.

• (H) Home, to return to user portal page

Note: Make sure you are satisfied with your rules and conditions before leaving
the AME Approvals Management page. Please note the rules and conditions
steps are described here to help you understand and give you an overview on how
AME functions.

IMPORTANT: The seeded rules will be used for demo and therefore they
should NOT be changed: These rules are Purchase Requisition Under $25,
000’ and ‘Purchase Requisition Over $25 000’. Any customization or request
for specific rules should be addressed to ADS.

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Enable AME - Set PURCHASE_REQ Approval Transaction
Set PURCHASE_REQ Approval Transaction Type
The Approval Transaction Type is a complementary step to AME rules and conditions. This
new field in the document type window triggers the AME approvals process in Purchasing. Its
setup is critical and must be done prior to entering a document type needing AME approval. In
this case Purchase Requisition document type will be set to PURCHASE_REQ before entering
Requisition.

WARNING – PLEASE DO NOT CHANGE SETUP (But Create your own)

Since this setup can greatly impact other demos, please make sure the AME Approval
Transaction Type is removed at the end of your demo to allow other users to operate
normally.

5. Log into forms as

Field Vision Operations


Username / Password Operations/ welcome
Responsibility Purchasing Vision Operations

Opens Purchasing Menu in Core Applications

6. Enable AME

• (N) Setup > Purchasing>Document Types> Select Purchase Requisition (LOV) (B) OK

Note: The Approval Transaction Type field value is currently blank

• Set the Approval Transaction Field

Field Vision Operations


Approval Transaction Type PURCHASE_REQ

Note : The new field ‘Approval Transaction Type’ PURCHASE_REQ’ to demo


Purchase Requisition Approvals as in the present case. Other values are
INTERNAL_REQ or RCO.

• (T) Save

• Close form

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Purchasing - Integration With Approvals Management (AME)

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Enter Purchase Requisition via iProcurement
Enter Purchase Requisition via iProcurement
7. Log into Portal as operations/welcome: iProcurement

Field Vision Operations


Username / Password Operations / welcome
Responsibility iProcurement

8. Submit Requisition via iProcurement

Opens iProcurement Home Page

• Next to Search field Main Store section, enter 'Step Ladder' in the Search field.

• (B) Go

Note: The search returns 3 items. Note that one of the items is tied to contract 1528.
This implies that this line item will be automatically sourced to 'Corporate Express
Office Supply' without the need for Buyer Intervention.

• (B) Select the item (Stop Step 2-step ladder) that has a contract 1528 attached to it by
clicking the "Add to Cart" button.

You are returned to the search page. You can either click on the View Cart and
Checkout button to start the checkout process, or search on a new item. Note that the
Shopping Cart portlet along right column shows the item that was added under the
Recently Added Items heading. This eliminates the step of having to go back to the
search screen from the shopping cart checkout page.

• (B) 'View Cart and Checkout' in the Shopping Cart box.

Note: Review the Shopping Cart. Notice the item lines show the Source Type, Number,
and Line Number (if items are tied to BPA).

• Update the quantity fields to "5"

• (B) Checkout

• (B) Next

Review Approval List page appears.

NOTE: That even though the requisition amount is under $25,000, which is the
approval limit for this user. The requisition still requires approval by users supervisor

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“Brown, Ms. Casey” based on the seeded AME rule “Purchase Requisition Under
$25,000”

• (B) Next

Checkout Review and Submit Requisition page appears.

• (B) Submit.

Get message: Requisition ##### has been submitted to Brown, Ms.


Casey (or users supervisor) for approval.
The time for the “Submit” to finish may take a while. Please use this moment to explain to the
customer that the req is going through an entire workflow process such that the Blanket PO is
being leveraged to create AND approve a PO Release. All the information from the requisition
is being transferred to the PO Release automatically. Thus, Buyer Intervention is not required.
It is NOT a single process of a requisition being approved but multiple processes all in one.
Therefore the “Submit” time is longer.

• (N) Shop tab.

You are returned to the IP Homepage. Scroll down to My Requisitions section. Notice
the Requisition just submitted has a status ‘ In process” (it doesn’t not have an icon
under the Express Receipt column as normally since we’re in a AME approval process).
This indicates that a PO or PO Releases will only be created once the requisition will be
approved by the submitter’s manager (in this case by CBROWN.) Then once PO or
Releases created, you should be able to receive.

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Disable AME - Remove PURCHASE_REQ Approval Transaction
Remove PURCHASE_REQ Approval Transaction Type
9. Log into forms as
Field Vision Operations
Username / Password Operations/ welcome
Responsibility Purchasing Vision Operations

Opens Purchasing Menu in Core Applications

10. Disable AME

• (N) Setup > Purchasing>Document Types> Select Purchase Requisition (LOV)

• (B) OK

Note: Purchase requisition value is currently set to ‘PURCHASE_REQ’

• Place cursor in the Approval Transaction Field to highlight the current value then
remove

Field Vision Operations


Approval Transaction Type Left blank (by removing PURCHASE_REQ)

Note: The new field ‘ Approval Transaction Type’ is now set to blank instead of
PURCHASE_REQ as initially defined before AME demo. Also note if you have set any
of the three document types for AME approvals (i.e. ‘INTERNAL_REQ’ for Internal
Requisition or ‘RCO’ for Change Order Request, you MUST DISABLE them at the
end of your demo in order to prevent any impact on other demos within the operating
unit. In our example, we have limited the script to Document Type Purchase
Requisition therefore only ‘ PURCHASE_REQ’ Approval transaction type will be set
to blank at the end of the demo.

• (I) Save

• Close form

End of activity.

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

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Purchasing - Integration With Approvals Management (AME)

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Flowchart
Start

Create Conditions
in AME
Log into Portal as (1)
Access AME for
Purchasing Requisition
(2)
Create conditions in
AME (3)

Create Rules in
AME
Create Rules in AME
(4)

Set
PURCHASE_REQ
Approval
Transaction Type
Log into forms as (5)
Enable AME (6)

Enter Purchase
Requisition via
iProcurement
Log into Portal as
operations/welcome:
iProcurement (7)
Submit Requisition via
iProcurement (8)

Remove
PURCHASE_REQ
Approval
Transaction Type
Log into forms as (9)
Disable AME (10)

End

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Purchasing - Integration With Approvals Management (AME)

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