Post Approval Workflow Introduction

Post Approval Workflow catches changes made to invoices already imported to Oracle E-Business Suite Accounts Payable, after the standard PROCESSIT workflow for the invoice is complete, or is in a state where Post Approval can be run.

When a Post Approval Workflow is initiated, it immediately places a Post Approval Hold on the invoice.

You can add and view invoice comments in the Post Approval Workflow task.

Changes triggering a Post Approval Workflow

These changes to an invoice already imported can trigger a Post Approval Workflow:

• Invoice total amount is changed on the invoice header.
• New Invoice distribution line.
• Delete of existing distribution line.
• Amount or GL account changed on invoice distribution line.

After an AP Invoice that qualifies for post approval workflows is changed and changes are saved, the Post Approval Workflow sends a task notification to the defined Post Approval notification receiver.

Post Approval Task Handling

In a post approval task notification, there are two main options, Approve and Return.

Approve

• User approves the changes made to the AP invoice.
• The post approval hold is automatically released.
• The invoice is ready to be processed for payment.

Return To Super User

• The user decides not to approve the changes made to AP invoice.
• The post approval hold is not released.
• If the user performing this action is not a super user, an additional notification is sent to a super user. This notification includes the change notification, and states that it was not approved by the original user.
• From this point, all actions to the AP Invoice must be done manually in the ERP system.

The super user can then approve the changes by releasing the hold in the ERP system, thereby allowing the invoice to be processed for payment, or make other changes as appropriate.

Restrictions and Assumptions

• Only invoices processed by PROCESSIT are eligible for post approval workflows.
• Preregistration invoices are not eligible for post approval workflows.

Enabling Post Approval Workflow

Post Approval Workflow is disabled by default.

To configure and enable or disable Post Approval Workflow, use Configuration Manager and select Post Approval.

To enable Post Approval Workflow:

1. Select the Post Approval Objects Status tab.
2. Set the select field Enable Post Approval Triggers to Yes.
3. Click Apply.

This enables Post Approval Workflow triggers in Oracle E-Business Suite database. Note that enabling or disabling Post Approval Workflow does not require you to save anything.

You can view Post Approval Workflow Objects and statuses in the table in the Post Approval Objects Status tab.

You can see if Post Approval Workflow is enabled or disabled in the column values for the triggers Trigger Enabled.

If one or more of the Post Approval Workflow objects shown in the table has a status INVALID, Post Approval Workflow functionality cannot be enabled.

Configuring Post Approval Workflow

Post Approval Workflow can be configured on site or Operating Unit level. To configure Post Approval Workflow, use the Post Approval Configuration tab.

To set up a configuration for the site or a particular Organization:

1. Click Add.
2. Fill in the fields.
3. Organization - Site level or specific organizational unit must be selected from drop down selection.
4. Import Source - Select Invoice Import source which is the same as PROCESSIT invoices are imported into the oracle (check PROCESSIT parameter D4_ERP_SOURCE). This is one of the criteria how Post Approval Workflow determinate if the AP Invoice update need to be registered and notified.
5. Post Approval Hold - Select the hold which is placed to the modified AP invoice by the Post Approval Workflow.
6. Block Posting Hold - Optional. This value is used to determine if the Post Approval Workflow process should be run or skipped. If an invoice is changed and has an active hold matching the hold value provided in this field, the AP invoice will not be processed by a Post Approval Workflow.
7. Allow Posting Hold - Optional. This value is used to determine if the Post Approval Workflow process should be run or skipped. If an invoice is changed and has an active hold matching the hold value provided in this field, the AP invoice will not be processed by a Post Approval Workflow.
8. Click Save.

You cannot create a Post Approval Workflow configuration for a site or organization that already has a configuration enabled.

To delete a Post Approval Workflow configuration:

1. Select the configuration in the table.
2. Click Delete.
3. Click Save.

Post Approval Workflow Notification receiver

The default Post Approval Workflow notification receiver is the standard workflow super user determined in the configuration parameter .

You set the default notification receiver by using the Customization Workbench, where you should use the customization interface Custom Interface for Post Approval Workflow notification receiver. The Custom interface must return exactly one single user name per call. You can use the provided seeded example to create your own custom interface code.