Purchasing - Integration With Approvals Management (AME

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Demo Script (Internal)

Copyright © Oracle Corporation, 2003. All rights reserved.

Purchasing - Integration With Approvals Management (AME) Page 1

............... Purchasing ...........1 Approval Management (AME) -Create Conditions.....................................................................................3 Approval Management (AME) ..........................................11 Copyright © Oracle Corporation.....................Remove PURCHASE_REQ Approval Transaction .....5 Disable AME .............................................Remove PURCHASE_REQ Approval Transaction .......................1 Purchasing ..........................................................Table of Contents Purchasing ...Create Rules... All rights reserved......................................................................................Integration With Approvals Management (AME) [EDUF0266] 01-Jul-2004..............................Integration With Approvals Management (AME)......................8 Disable AME ............10 Flowchart.................................................................................Integration With Approvals Management (AME) Page i ....................................................................................7 iProcurement – Enter Purchase Requisition............................................... 2003.............................................................

5.0 V2. What's New? Oracle Approvals Management (AME) is now integrated with Oracle Purchasing. 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). Purchasing .10r 3 Version v1. 2003.5.5. new AME resp and UI.10r3.0 V2.10 11. Assumptions Ensure that users are defined in Human Resources and are assigned and mapped to Approval Authority. Pitfalls Approval Management functionality is based on Supervisor hierarchy and doesn’t work with Positions hierarchy.Integration With Approvals Management (AME) Page 1 .5.Patterson Lydia Patterson Anmolak Johal Lydia Patterson Joseph Kim App Release 11.0 V2. So by default ADS demo instance DO NOT have AME enabled.10 11.10 11.5. You must go to Purchasing Document Type to enable the AME rules for Requisition Approval as needed for your demos.0 V2. Objective The purpose of this document is to show the integration of Oracle Purchasing with Oracle Approvals Management (AME).1 Change Reference New Document Step 4 clarified after review Reviewed script Variables Table Updated Updated for 11. Copyright © Oracle Corporation.Integration With Approvals Management (AME) Document Control Date 01-Jul-2004 11-Nov-2004 16-Nov-2004 19-Nov-2004 1-May-2006 Owner Lydia.10 11. The script covers approvals based on Purchase Requisition amount for both Purchasing and iProcurement.5.Purchasing . All rights reserved.

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. EUR.Integration With Approvals Management (AME) Page 2 . As mentioned above. All rights reserved. In this case since Pat stock is reporting to Casey Brown. • • If the requisition is in Vision Operations set of books and the requisition amount is between $0 and $ 25 000. the greatest Approval Authority. only USD currency condition is created although it is possible to set conditions for other currencies (i. Related Business Flows (Optional) Related Documents http://globalxchange. Purchasing . 2003. 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 highest the value. INTERNAL_REQ or RCO).e. GBP. route the requisition to the preparer manager (Casey Brown). The Approval Authority value is used by Oracle Approvals Management to determine whether a person has sufficient authority to approve a transaction.oraclecorp. Also note for demo purpose. she has the lowest Approval Authority. In this demo we will set rules and conditions for transaction type ‘Purchase Requisition Approval’. AME can be set for three purchase document. Copyright © Oracle Corporation.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. 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.

USD” and “REQUISITION_TOTAL is greater than or equal to 0 and less than or equal to 25000. Conditions determine Set of Books and Amounts authorized. Log into Portal as Field Vision Operations Username / Operations / welcome Password Responsibility Approvals Management Business Analyst 2. 2003. Conditions are defined per Rules. Conditions are the ‘IF’ clauses in an approval rule. along the right side of screen under the 2. for field “Select Transaction Type” enter in “Purchase Requisition Approval”. For the rule to apply to a transaction. 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. then (B) Tab 3. Access AME for Purchasing Requisition • (N) Business Analyst Dashboard Business Analyst Dashboard screen appears • Along right side of screen.Approval Management (AME) –Create Conditions Create Conditions in AME Note: Before you can create rules. you must create conditions for the rules to use. Create conditions in AME • (H) Conditions.Define the Components section Notice the seeded conditions “REQUISITION_TOTAL is greater than 25000. 1. This will impact your demo. Purchasing . All rights reserved.Integration With Approvals Management (AME) Page 3 . WARNING: PLEASE DO NOT UPDATE the seeded conditions.USD” As needed create a new condition • (B) Create Field Condition Type (LOV) Attribute Vision Operations Ordinary (Default) REQUISITION_TOTAL Copyright © Oracle Corporation. all of its conditions must be true. Use step 3 only if you wish to create your own conditions.

Field Currency Code (LOV) Requisition Total Expression Value Limit Value Expression value Limit Value USD Ex.NOTE: The screen will update depending on the attribute value and other values you enter in certain fields. 50.000 Ex.Integration With Approvals Management (AME) Page 4 . 100. Purchasing . And less than or equal to Ex. Is greater then Ex. Is greater then Ex. The new condition should be listed Copyright © Oracle Corporation. 2003. All rights reserved.000 Vision Operations • (B) Apply You are returned the main Conditions tabbed region and the system displays a message that the condition has been created.

Create Rules Create Rules in AME Note: Before you can create rules. you must create conditions for the rules to use. Rules can work at a transaction header or detailed line level.e.000”. Box for “REQUISITION_TOTAL is greater than 50000 and less than or equal to 100000.000) List – Creation (default) Current date 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. Create Rules in AME • (T) Rules NOTE the seeded rules “Purchase Requisition Over $25. 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. All rights reserved. • Purchasing .USD”) (B) Continue Copyright © Oracle Corporation.000 to $100.Approval Management (AME) . 4.Integration With Approvals Management (AME) Page 5 . DO NOT MODIFY OR DELETE THE EXISTING RULES UNLESS REQUIRED FOR YOUR DEMO. For example. 2003. (ex. Requisition Approval over $50. Rules associate one or more conditions with an approval by using “if–then” statements. • (B) Create Opens a window for ‘Add Rule Step 1 of 4’ • Enter Rule 1 Description Field Description Rule Type (LOV) Start Date (LOV) End Date (LOV) Vision Operations Rule 1 (i.000” and “Purchase Requisition Under $25.

to return to user portal page Note: Make sure you are satisfied with your rules and conditions before leaving the AME Approvals Management page. • (H) Home. Require approvals up to the first superior. you can review the seeded rules to get an idea of what is possible how you may want to create new rules. Confirm Action Type field is “supervisory level” Action field.) (B) Next Review Rule • • • (B) Finish NOTE: As necessary. All rights reserved. Copyright © Oracle Corporation. 000’ and ‘Purchase Requisition Over $25 000’. Please note the rules and conditions steps are described here to help you understand and give you an overview on how AME functions. Purchasing . Any customization or request for specific rules should be addressed to ADS.Confirm condition has been added • (B) Next Add Action step 3 of 4 • NOTE: AME integration with Requisition Approval only support supervisory approval and NOT POSITION HIERARCHY. Use LOV to choose applicable action (ex. 2003. IMPORTANT: The seeded rules will be used for demo and therefore they should NOT be changed: These rules are Purchase Requisition Under $25.Integration With Approvals Management (AME) Page 6 .

WARNING – PLEASE DO NOT CHANGE SETUP (But Create your own) Since this setup can greatly impact other demos. Purchasing .Enable AME . 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 Approval Transaction Type PURCHASE_REQ Vision Operations Note : The new field ‘Approval Transaction Type’ PURCHASE_REQ’ to demo Purchase Requisition Approvals as in the present case.Set PURCHASE_REQ Approval Transaction Set PURCHASE_REQ Approval Transaction Type The Approval Transaction Type is a complementary step to AME rules and conditions. In this case Purchase Requisition document type will be set to PURCHASE_REQ before entering Requisition. All rights reserved. • • (T) Save Close form Copyright © Oracle Corporation. Log into forms as Field Vision Operations Username / Password Responsibility Operations/ welcome Purchasing Vision Operations Opens Purchasing Menu in Core Applications 6. please make sure the AME Approval Transaction Type is removed at the end of your demo to allow other users to operate normally. 5.Integration With Approvals Management (AME) Page 7 . Its setup is critical and must be done prior to entering a document type needing AME approval. 2003. Other values are INTERNAL_REQ or RCO. This new field in the document type window triggers the AME approvals process in Purchasing.

This implies that this line item will be automatically sourced to 'Corporate Express Office Supply' without the need for Buyer Intervention. NOTE: That even though the requisition amount is under $25. This eliminates the step of having to go back to the search screen from the shopping cart checkout page. Note that one of the items is tied to contract 1528. Submit Requisition via iProcurement Opens iProcurement Home Page • • Next to Search field Main Store section. Purchasing . All rights reserved. and Line Number (if items are tied to BPA). which is the approval limit for this user. You can either click on the View Cart and Checkout button to start the checkout process. Note: Review the Shopping Cart. (B) Go Note: The search returns 3 items. • (B) 'View Cart and Checkout' in the Shopping Cart box. enter 'Step Ladder' in the Search field. • • • Update the quantity fields to "5" (B) Checkout (B) Next Review Approval List page appears.Enter Purchase Requisition via iProcurement Enter Purchase Requisition via iProcurement 7. or search on a new item. Notice the item lines show the Source Type.000. Note that the Shopping Cart portlet along right column shows the item that was added under the Recently Added Items heading. • (B) Select the item (Stop Step 2-step ladder) that has a contract 1528 attached to it by clicking the "Add to Cart" button. Number. The requisition still requires approval by users supervisor Copyright © Oracle Corporation. 2003. You are returned to the search page.Integration With Approvals Management (AME) Page 8 . Log into Portal as operations/welcome: iProcurement Field Vision Operations Username / Password Responsibility Operations / welcome iProcurement 8.

You are returned to the IP Homepage. Purchasing . Copyright © Oracle Corporation. Ms. Casey” based on the seeded AME rule “Purchase Requisition Under $25. It is NOT a single process of a requisition being approved but multiple processes all in one. Thus.Integration With Approvals Management (AME) Page 9 . Scroll down to My Requisitions section. The time for the “Submit” to finish may take a while. Therefore the “Submit” time is longer.“Brown. 2003. Ms. • (N) Shop tab. you should be able to receive. All rights reserved. Buyer Intervention is not required. 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). Casey (or users supervisor) for approval. 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. 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. Get message: Requisition ##### has been submitted to Brown.) Then once PO or Releases created.000” • (B) Next Checkout Review and Submit Requisition page appears. All the information from the requisition is being transferred to the PO Release automatically. • (B) Submit.

Demo Support Please see http://adsweb.Remove PURCHASE_REQ Approval Transaction Remove PURCHASE_REQ Approval Transaction Type 9. 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. Copyright © Oracle Corporation. Also note if you have set any of the three document types for AME approvals (i.oracleads.e. for current information regarding demonstration support.Integration With Approvals Management (AME) Page 10 .Disable AME . ‘INTERNAL_REQ’ for Internal Requisition or ‘RCO’ for Change Order Request.com > (M) Support > Procedures. All rights reserved. In our example. Log into forms as Field Vision Operations Username / Password Responsibility Operations/ welcome 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 Approval Transaction Type Vision Operations 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. • • (I) Save Close form End of activity. you MUST DISABLE them at the end of your demo in order to prevent any impact on other demos within the operating unit. Purchasing . 2003.

All rights reserved.Integration With Approvals Management (AME) Page 11 .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 Copyright © Oracle Corporation. 2003. Purchasing .

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