Author-Mekhael Medhat
Introduction
Invoice Approval in Oracle Fusion is a key functionality in Financial offering .
In this article we will discussi the implementation of an Invoice approval cycle for payable . We will Explain different options we have for the cycle in the application.
With this article we will track the assigned approvals in multiple ways .
We will make sure that the approval has been initiated successfully.
Needed Pre Conifgs and roles
Functional setup for payables and supplier
roles:
- accounts payable specialist
- accounts payable manager assigned to Your BU
- procurement manager
- application implementation manager
- application implementation administrato
Watch here the –PO Approval process in Oracle Fusion
STEPS FOR INVOICE APPROVAL
Head To setup and maintenance Then Payables Manage invoice options
Navigate down to the Approval section make sure that the needed options are allowed if you are applying the configuration for the first time
Here you can notice a few option like allow force approval and As you can guess this option can skip the approval cycle and post the invoice and This action is available to users that have Accounts Payable Manager job role which has Payables Period Close Duty.
Click on save and close once you are done, Now head to Manage payables workflow rules
Add a New BPM Rule
Now if u need to add a new rule to the already existed cycle click on the hyper link..If you prefer to re configure the whole cycle again click on download and choose the template that fits your needs
I will go with the first scenario.
After pressing download button read carefully the template samples that matches your business Requirements…
However you can always disable then unwanted rules anytime
In the following example I will be assigning invoices approval that have a distribution combination for Asset clearing.
Also invoices applied to purchase order with an item category of assets to be approved by specific people . I will create an AUTO APPROVING RULE for invoices that doesn’t match these inputs
Rule Creation with Excel
Here are some tips for building your cycle after opening the excel sheet
You can always disable rules if not needed rather than deleting and re enable it if needed again . You can search for new conditions rather than the invoice header, line and distribution by adding rule condition
Make sure to disable any unneeded rules and clear the data in the other excel pages Once you are done
Click on the generate rule file
Pick a saving location on your machine.Get back to the oracle window and click on upload
Click on browse and click on the saved CSV file.it will give you a warning that it will override the previous rules.Click on ok and that’s it
Check here to get Oracle Fusion instance access for practice
And now you can start initiating approval for the invoices.And here is how you should deal with invoices from now on :
Notice after validating the invoice the next step I need to do is to initiate approval for the invoice before posting or paying for it
from the drop list click initiate approval
Note that you can view the approval history ( who did initiate the invoice for approval and who approved it )
Always keep an eye on the transaction console to make sure that the cycle has been applied successfully
From Tools transaction console Search for invoice approval transaction
Here you can see the invoice make sure its assigned
Here you can check if the flow is running correctly, you can also check the diagnostic report
If the application didn’t find any matching approval rule (auto approving rule or to be assigned to a group / user) it will end up with an error in the transaction console
