Background
It is important to know how the Invoice Approval process will work under Accounts Payable in the Oracle Application using AME (Approval Management Engine).
AME works based on our definitions of delegations and if accounts payable requires AP Invoices to be routed for approval based on the bill pay group, bill source, and bill type.
The AP invoice approval workflow has been customized to handle invoice routing.
AME is used to derive the approvers to whom the workflow will route invoices for approval.
To satisfy the approval requirements for AP invoice approval, new rules must be created across 3 custom attributes.
In the following, we will learn how AME will work and how to define all the necessary configurations for AME to work correctly. The following are the settings required for AME.
attributes
Define attributes:
We need to create 3 custom attributes that will be used in the rules to satisfy the Clients’ requirements.
Note: Please note that these 3 custom attributes have already been created and should not be altered; otherwise this will affect the workflow process. These attributes refer to custom packages.
The 3 new custom attributes are:
LMAP_ASSOCIATED_INVOICE_TYPE,
LMAP_DM_CM_%,
LMAP_DM_CM_QUANTITY.
Navigation:
Responsibility = AME Application Administrator
Approvals > select the ‘Attributes’ tab
Steps to create the ABCDAP_ASSOCIATED_INVOICE_TYPE custom attribute:
1. Click on the ‘Transaction Type’ dropdown menu and select ‘Payable Invoice Approval’
option from the list of values. Click Continue
2. Scroll down and click the ‘Add Attribute’ button.
3. The next screen to be displayed will be ‘Choose an attribute level’. On this screen, select ‘header attribute’ as the attribute level.
4. Click the ‘Continue’ button.
5. On the next ‘Create an Attribute-Step 1’ screen, click the ‘Create New Name’ button to create a new custom attribute.
6. In the next step ‘Create an attribute – Step 2’, enter the Name for the custom attribute
‘LMAP_ASSOCIATED_INVOICE_TYPE’.
7. Click Continue
8. On the next ‘Create an attribute – Step 3’ screen, enter the Attribute Type = ‘String’, Description = ‘Attribute to check the type of associated invoice type’, Status Usage = ‘No’, Usage = ‘ SELECT LMAP_WFAPPROVAL_PKG_36 .get_dm_cm_type (:transactionId) FROM DUAL’..
9. Click ‘Continue’.
10. The custom attribute ‘LMAP_ASSOCIATED_INVOICE_TYPE’ has now been created.
In the same way you can create another 2 custom attributes.
Steps to create another 2 custom attributes:
The other 2 attributes are also created in the same way with the following values:
1.LMAP_DM_CM_%:
Name = ‘LMAP_DM_CM_%:’
Enter the attribute Type = ‘number’,
Description = ‘LMAP attribute to calculate the DM/CM value as a percentage for
interconnected invoice’,
Status Usage = ‘No’,
use =
‘SELECT LMAPLMAP_WFAPPROVAL_PKG_36.get_dm_cm_percent(:transactionId)
FROM ap_invoices_all inv1
,ap_system_parameters_all asp
WHERE inv1.org_id = asp.org_id’
And inv1.invoice_id =:transactionId
2.LMAP_DM_CM_QUANTITY:
Name = ‘LMAP_DM_CM_AMOUNT’
Enter the Attribute Type = ‘Currency’,
Description = ‘LMAP attribute to calculate the amount of DM/CM for approval routing’,
Status Usage = ‘No’,
use =
‘SELECT abs(LMAP_WFAPPROVAL_PKG_36.get_dm_cm_amt(:transactionId))
,NVL(inv1.Code_currency_invoice,asp.Code_currency_invoice)
,NVL(inv1.Exchange_Rate_Type,asp.Default_Exchange_Rate_Type)
FROM ap_invoices_all inv1
,ap_system_parameters_all asp
WHERE inv1.org_id = asp.org_id
AND inv1.invoice_id =:transactionId’
Terms
Define conditions:
Responsibility = AME Application Administrator
Navigation:
Responsibility- AME Application Administrator
Approvals – Select the ‘Conditions’ tab
The following example shows the creation of a condition and a rule:
A rule should be created based on the following conditions and the approver will be DAVID.
1. The invoice payment group (concept) can be ‘NON-COMMERCIAL’ and ‘EMPLOYEE’
2. Operating unit = ABCD
3. All invoices except advance payments
4. Manually created invoices
5. Invoice amount in the range of 0 to $50,000
Steps to create the first condition:
1. Click on the ‘Transaction Type’ dropdown menu and select ‘Payable Invoice Approval’
option from the list of values.
2. Click ‘Continue’.
3. The next screen is the ‘Conditions’ screen as shown below. Scroll down and click the ‘Add a condition’ button.
4. On the next screen, ‘Choose a condition type’, select Condition type = ‘ordinary header’.
5. On the next screen, ‘Select Condition Attribute’ shown below, select the
attribute name ‘SUPPLIER_PAY_GROUP_LOOKUP_CODE’ as shown below and click ‘Continue’ button.
6. On the next screen, create a condition on a string attribute, enter the values for the
attribute as NON-MERCHANT and EMPLOYEE as shown below and click ‘Continue’.
Now click ‘Exit’ to exit condition creation. On the next screen, you can see that your condition has been created as shown below.
Define rules:
Responsibility = AME Application Administrator
Responsibility = AME Application Administrator
> Approvals>Alternate ‘Rules’ Region
1. Select Transaction Type = Accounts Payable Invoice Approval from the dropdown list as shown below.
2. Click Continue
3. The next screen will display the list of existing rules in AME.
4. On this screen, scroll down to the bottom of the page and click the ‘Add Rule and Usage’ button.
5. The next screen displayed is ‘Add a Rule-Ste 1.
6. Enter the rule description as shown below. The rule description should summarize the rule conditions as given below as an example and click ‘continue’.
‘LMAP (ABCD) NON-TRADE, EMPLOYEE (SOMNATH) Invoice for INR range 0-50K’
7. On the next ‘Add a Rule-Step 2’ screen, select the radio button for the type of approval. Select approval type = ‘chain of authority includes approval group’
8. On the next screen, ‘Add a Rule-Step 3’, select the approver from the drop down menu for ‘Approval’.
9. The next screen is ‘Add a Rule-Step 4’. Here you select a condition to complete the rule. The minimum requirements to create a rule include an approval group and a condition.
Here, select one of the ‘SUPPLIER_INVOICE_PAYGROUP_LOOKUP_CODE’ condition attributes as shown below. In the list of conditions for payment group, select the required condition and click ‘Continue’.
10. Clicking ‘Continue’ will create the rule and take you to a confirmation.
11. Now click on this rule to add the rest of the conditions. When you click on this rule on the previous page, you will be redirected to the ‘Edit a Rule’ screen.
12. In the ‘Item to change’ drop-down menu, select the ‘ordinary conditions’ option, to add new conditions to the same rule.
13. On the next screen, click ‘Add Condition’ to add the conditions.
14. The next screen is ‘Select ordinary conditions attributes’, select the other conditions.
15. From the drop down menu, select the attribute ‘PROVIDER_FACTURA_ORIGEN’ and select the condition for the attribute as ‘Manual entry of invoices’ and click ‘Continue’
16. Clicking ‘Continue’ will add this condition to the rule as shown below.
17. Follow the steps to create other conditions for invoice type, invoice amount, and organization ID as shown below.
** Please note that there are 5 conditions in this rule, one for each of the requirements.
With this, the rules have been created based on the requirements described above, and from now on, Invoice Approval works based on the conditions and rules we define.
By completing this document, you will be able to create AME for Accounts Payable.