Approving AP Invoices using Oracle Approval Management (OAM) is a fast and easy way of maintaining transparency and accountability in Accounts Payables department. However most of the time OAM setup needs to be modified and workflow customized depending upon the business scenario.
One of the most common business requirement is that organizations do not need approval of invoices that are matched to PO Receipts. Anticipating this request, Oracle has already given this as an Attribute under the Transation Type 'Payables Invoice Approval'. But, apart from this there are several other common requirements which one faces. I have listed down some such requirements. Some of these requirements can be very easily applied using the standard OAM functionalities, while some others require a bit of customization.
Some common requirements include the following:
Some common requirements include the following:
1)Approver forwarding the invoice to another employee for approval.
2)Approval of an invoice based on criteria like invoice amount, cost centre, account segment, etc.
3)Adding new lines like 'Voucher Number', 'Cost Centre' details, etc., in the approval notification email.
4)Considering scenarios when the Approver is on leave, so that the invoice moves to another person for approval
after some time period.
after some time period.
5)Approver is able to delegate his/her approving right to some other person while going on leave.
6)Control on the email notifications, which tend to fill the mailboxes of approvers.
7)Mixed and Prepayment type of invoices do not require approval.
8)Invoices should go directly to the final approver and not through any hierarchy.
9)Invoice entry clerk should be able to choose the approver from a LOV (list of value). Sometimes the reverse scenario also exists where the Invoice entry clerk should not have a say in selection of Invoice Approver.
It would be great if readers can also add further to the above list so that we can have a comprehensive list of common requirements that come up while setting up Invoice Approval Workflow.
Posts
21 comments:
Provide a RSS feed for ur blog
Hi,
Thanks for your interest in my blog. I have put a link to get feeds using 'FeedBurner'. Do let me know in case this does not work.
Krishanu
We had a few requirement similar to those mentioned here, like PO matched invoices not requiring an approval, delegation of approval, setting up vacation rules, etc. One specific business need that we faced was of restricting the notification emails being sent to business users for approval and notification. We had to change the workflow a bit to achieve the same.
Hi,
In cases where there are few approvers and large number of invoices to be approved, notification mails really clog mailboxes of users. In such scenario, users prefer to access the oracle invoice approval window itself at discrete intervals for approval, rather than approving through email.
Krishanu
would you leave me a procedure or checklist of invoice approval, I try to setup, but the invoice states in "Future", not in "Pending".
There could be many reasons of your Invoice Approval status not changing from "Future" to "Pending".
Check that the worflow agent listner has been started. This launches the Invoice Approval Workflow and moves the request from the WF_DEFERRED queue. Once the invoice approval is ‘Initiated’, a request is placed in the WF_DEFERRED queue. You can further check in metalink.oracle.com on this or raise a Service Request with Oracle as there could be many reasons why the approval status is not changing from "Future".
If you really want to improve both the A/P efficiency and level of service for business units, you should take a look at dedicated Invoice Automation packaged software for Oracle and other ERP systems.
We have a special requirement that user has to sign with certificate when approves invoices. We have to change the workflow a bit to enable certificate-base notification.
Can we create requisitions within organization? Not a purchase requisition nor internal requisition since no involvement of OM nor Shipping. Scenario like a user wants to request for a hardware or computer. He does no much details he just wants to put up an ordinary request for his requirement inside his organization. How can we map this with functionality? Please advice..
I am not very clear about your business process. However, i feel you can directly raise Purchase Order (PO) and receive the same in Oracle for your hardware or computer. You can raise invoices for this in Oracle once the supplier sends you the invoice and you can match this to the PO and pay the same in Oracle.
One business need that we have here in my company is using purchasing approval (signing) limits to determine approver lists through AME using the invoice approval workflow. Is there a way to do this?
Thanks!
This is very much possible using AME. Please go through Oracle Approvals management Implementation Guide for detailed steps.
Krishanu
Krishanu,
Thanks very much for your quick reply. I've learned a lot from the OAM guide today. I could very much benefit from some guidance on how to go about implementing using purchasing signing limits for invoice approval approver list generation however. I thank you in advance for your help!
Hi,
I try to Initiate Po Matched Invoice in AP Invoice Approvel but it shows Status "Future" so Please suggest what to do?
We Will Test the workflow before in test instance it is working fine also for PO Matched Invoice but it is not working now please suggest what to do?
Hello Krishanu - Kemon ache aapni. I have a query. First of all thanks for sharing your insights. I would like to know how can i achieve this. Please help me your suggestion is very much required
Approval required for Non – PO matched invoices only (The following should be excluded from required approval – PO matched, Expense Reports, Prepayments, Debit and Credit Memos)
• AP will enter Requester Name at Header Level (Line level approval not required)
• Require validation and accounting prior to Approval
• 90% of time AP will enter valid GL account before sending for approval but want the ability to leave blank or default to zeros and have the requester enter valid GL account
• Invoice Approval Hierarchy should follow PO Hierarchy (including approval limits) – Employee Supervisor Hierarchy with Approval Groups based on Job
• Emails sent to requesters and approvers notifying Invoice requires approval
• Requester and Approver will login to Oracle to make updates
• Require the ability to attach scanned invoice so Requester and Approver can view image
• Require first approver to be requester and this person can approve invoice if under their approval limit, if not then proceed with Hierarchy
Thanks , Nivant
Hi
As you said Prepayment do not required approval.
Could you explain this with one example
Thanks id advance
Hi, we are trying to see the feasibility of using AME. I have a couple of questions.
I have a condition that say's if the source of a transaction say XYZ, go through approval to ABC Approver group.
However, i also need a condition that says if the Source is XYZ and the invoice is PO Matched, then No approval is required.
Some how, i have both conditions setup, but the invoice goes to Not required only if the Source is also not XYZ, how do i set this up?
really appreciate your help.
Hi,If a nature of your business or organization activity in Abu Dhabi, Dubai and Sharjah requires that we have to incorporate your firm in company formation in Qatar with this structure, a UAE local sponsor will usually hold a 51% stake in your firm and you will hold a 49% stake in a firm.thanks.....
Hi Krishanu,
I need your help. We are trying to understand if we can use PO approval assignment/dollar limits to approve AP invoices in R12.
If you can throw some thoughts on that or forward me some details; it would be helpful.
Thanks
Indrani Dey
Nice blog I visit this blog it's really awesome. The important thing is that in this blog content written clearly and understandable. The content of information is very informative.
Workday Online Training
Oracle Fusion HCM Online Training
Oracle Fusion SCM Online Training
Oracle Fusion Financials Online Training
Big Data and Hadoop Training In Hyderabad
Post a Comment