AP AME - Setup AME to Process Line Level Approval in Payables AME

Table of Contents

Payables - How to Setup AME to Process Line Level Approvals in AP ..................................................... Error! Bookmark not
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Payables - How to Setup AME to Process Line Level Approvals in AP ...................................................... Error! Bookmark not
defined.
AME - Configure the Payables Approval Transaction Type .................................................................... 1
AME - Setup Approval Group .................................................................................................................. 2
AME - Setup Conditions ........................................................................................................................... 4
AME - Setup Rules ................................................................................................................................... 5
Payables - Enable Invoice Approvals........................................................................................................ 7
Payables - Enter an Invoice ....................................................................................................................... 8
Payables - Approve Invoice ...................................................................................................................... 10
Flowchart ...................................................................................................................................................... 13
AP AME - Setup AME to Process Line Level Approval in Payables AME

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

AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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 1

 (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

Approver Type HR People
Approver Apt, Peter
Order Number 1
AP AME - Setup AME to Process Line Level Approval in Payables AME

 (B) Apply
AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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
AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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 Vision Operations

Action Type approval-group chain of authority
Action Require approval from CFO Office Approval Group

 (B) Next > (B) Finish

5. 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>
End Date <Defaults>

 (B) Next > (B) Add Condition

 Enter Item Class: Distribution in the search region > (B) Go

AP AME - Setup AME to Process Line Level Approval in Payables AME

 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

AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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)

AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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 1
Type Item
Amount 2500
Distribution Account 01-460-7570-0000-000

 Line 2
Field Vision Operations
Num 2
Type Item
Amount 2500
Distribution Account 01-720-7570-0000-000

 (I) Save > (B) Actions > Check Validate Box > (B) OK > (B) Actions > Check Initiate Approval Box
> (B) OK

8. View Invoice Approval History

AP AME - Setup AME to Process Line Level Approval in Payables AME

 (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)
AP AME - Setup AME to Process Line Level Approval in Payables AME

Payables - How to Setup AME to Process Line Level Approvals in 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 Vision Operations

Username/password 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.

 (H) Return to Notification Detail > (B) Approve > (H) Logout

12. OPTIONAL - Query Invoice in AP to view workflow status

 Log into Oracle Applications

AP AME - Setup AME to Process Line Level Approval in Payables AME

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'

AP AME - Setup AME to Process Line Level Approval in Payables AME

End of activity.

Demo Support
Please see http://adsweb.oracleads.com > (M) Support > Procedures, for current information regarding
demonstration support.
AP AME - Setup AME to Process Line Level Approval in Payables AME

Flowchart