Oracle AME overview and set ups

1. Oracle Purchasing Requisition
Approval Workflow
Desk
Ajay Tankhiwale
By PresenterMedia.com

2. •Requisition Approval Process
Methods
• It is an example of a workflow process
• It gets initiated when you create a new
requisition to purchase an item.
Two methods to route document approval:
1. Approval Hierarchies (uses job/positions)
2. Employee/Supervisor Relationships
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3. •Approval Hierarchies
Using job/position relationships
• These have a job/position relationships
• Purchasing utilizes jobs and positions as
a roadmap to determine how and
where documents will be routed once the
approval process has been initiated
• Create all positions that are going to be used in the system.
• Build the position hierarchy.
• Each Position has an approval limit
• When a purchase order exceeds the limits
of the POSITION, the purchase order is
forwarded onto the next POSITION in the Hierarchy
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4. •Approval Process Flow
Process
• the process sends a notification to the next manager in the
approval hierarchy to approve the requisition.
• If the spending limit of the approving manager is less than the
requisition amount, the process forwards the requisition to the
next higher manager in the approval hierarchy
• The process repeats until it finds a manager with the
appropriate spending limit to approve the requisition.
• Each intermediate manager must approve the requisition to
move it to the next higher manager.
• Once a manager with the appropriate spending limit approves
the requisition, the process ends with a result of approved.
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5. •Reject Requisition
Rejection Process
The process can end with a result of rejected if:
• Any manager rejects the requisition.
• The requisition amount is greater than the highest
spending limit.
• The requisition's requestor does not have a manager.
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6. •Approval Hierarchies Tables
Job/position Tables
• The hierarchy for JOB/POSITIONS is defined on the Position
Hierarchy form.
• Run Fill Employee Hierarchy concurrent process after each
change
The Requisition Approval process is based on two tables:
• One that stores approval hierarchy WF_REQ_EMP_HIERARCHY
• Other stores spending authority information.
WF_REQ_EMP_AUTHORITY
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7. •Approval Hierarchies Set ups
Job/position set ups Navigation
• You must set up Positions if you plan to use either security or
approval hierarchies.
• PO Navigator -> Setup -> Personnel -> Position Hierarchy
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8. •Approval Example
Workflow
.
• Premise
User Reports to Approval
Limit
Junior Buyer Senior Buyer $5000
Senior Buyer Chief Buyer 100000
Chief Buyer VP Unlimited

9. •User approval Example
Junior
Buyer
Raises a PO
of 150,000
PO submitted
for approval
via
workflow
Senior
Buyer
Approves
or rejects
If approved PO
forwarded to
next level
Chief Buyer
Approves
or Rejects

10. •Forward Method Direct
Junior
Buyer
Raises a PO
of 120,000
PO amount
exceeds Senior
Buyer’s limit
Chief Buyer
Approves
or Rejects

11. •Employee/Supervisor Hierarchy
HR Employee/Supervisor relationship
• This type of hierarchy does not use the Approval Hierarchy
form, but is defined by the employee /supervisor relationship.
• The supervisor of an employee is defined on the Assignment
zone of the Employee form
• If the purchase order raised by the employee exceeds the
approval limits, the purchase order is forwarded onto the
employees' supervisor, as defined on the Employee form
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12. •Employee/Supervisor Hierarchy
Pre-Requisites
• Define jobs. The job will then serve as the tie to the Approval group
• Based on the approval limits from the Approval Group, the Document
will either be Approved or Forwarded to the Employees Supervisor.
• If no Supervisor is able to be located and the Job assigned to the
employee
does not have Approval Authority, then
• The Approving employee must enter a forward to person, or
• The Document will be returned to an Incomplete status
• A notification will be sent to the Approving employee,
• No Approver Found - Please Select a Forward To Employee.
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13. •APPROVAL ROUTING METHOD
Set ups with Document Types
2. Document Types
• PO -> Setup -> Purchasing Options -> Document Types
• Two attributes on this form:
• Attribute Forward Method: Direct: The document will pass to the
next position or supervisor in the hierarchy who has high enough
limits to approve the document.
• Forward Method: Hierarchy: The document will pass to the next
person in the hierarchy regardless to whether that position or
supervisor has high enough limits to approve.
• Attribute Default Hierarchy: The Default Hierarchy option will only
appear on the Document Type form if the option "Use Approval
Hierarchies" is checked on the Human Resources zone on the
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14. •Employee Supervisor
Another case
• Junior Buyer Reports to Senior Buyer But
• Managed by Senior Manager
• Senior Manager is managed by Group Manager
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15. •Approval Example
Workflow
.
• Premise
User Is managed by Approval
Limit
Junior Buyer Senior
Manager
$5000
Senior
Manager
Group
Manager
100000
Group
Manager
VP Unlimit
ed

16. •Forward Method Direct
Junior
Buyer
Raises a PO
of 130,000
Buyer reports
to Senior
Buyer but is
managed by
Group Buyer’
Group Buyer
Approves
or Rejects

17. •Approval Management Engine
Steps to configure user for AME
Prior to R12, there was a responsibility Approval Manager. You could assign it
to user and user could access AME using that responsibility .Now in R12 ,
there is Role Based access for AME responsibility:
• 1.Login as SYSADMIN
• 2. GO to Responsibility User Management >> User Management
• 3. Search for user account for which AME is to be used say amesample
• 4. When search shows a record then click update
• 5. Go to Assign Roles section
• 6. Search for value approval
• 7. Assign 5 roles to the user
• 8. Enter justification : “for PO purpose"
• 9.Apply
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18. •Approval Management Engine
Create Grants
Functional Administrator responsibility
• Create grant
• Name: amesample grant , description : PO purpose
• Grantee type : specific user , grantee: amesample
• Data Security : AME transaction type
• Set : AME calling application
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19. •Approval Management Engine
Create Profile option AME installed
Functional Administrator responsibility
• Sysadmin responsibility
• Menu : profile:
• Application level
• Search AME installed Human resources module
• Look for ‘YES’ at Application level and ‘No’ for Site level
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20. •Approval Management Engine
Test AME sample user
Functional Administrator responsibility
• Login as amesample user
• Create transaction type
• Oracle self service HR
• Ensure you select transaction type before accessing the AME
approvals set up
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