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    Judy Hamner
    Is it possible to import payables invoices in an approved...
    Topic posted December 20, 2018 by Judy HamnerSilver Trophy: 7,500+ Points, last edited February 6, 2019, tagged Configuration, Payables 
    494 Views, 17 Comments
    Title:
    Is it possible to import payables invoices in an approved status?
    Summary:
    Is it possible to import payables invoices in an approved status?
    Content:

    We have a subset of invoices that are processed externally and imported into Oracle Cloud using the fbdi template.  These invoices are already workflow approved when they are imported.  Is there a way that we can have them imported with a workflow approved or force approved status instead of having to manually force approve each invoice individually after the import is completed? 

    We are spending a lot of time each day touching these invoices for a second time after import.

    Judy

    Version:
    R13 18C

    Comment

     

    • Lori Culp

      Yes, if you define it in the PayGroup to by pass workflow.  

       

    • Judy Hamner

      Thanks, Lori.  Is there documentation somewhere about how to set that up?  We haven't used Pay Groups yet.

      Judy

    • Judy Hamner

      Is it possible to do the same for initiating workflow for invoice imported that do need to go through approvals in the system?  In other words - can we initiate workflow for a group of invoices in a single pay group without initiating all invoices?

      Judy

    • Prithis Das

      Firstly, AP invoices cannot be imported as approved invoices. So we need to get the system to approve specific pre-approved invoices using the standard approval workflow in Oracle, but automatic the process by using some identifier and rules.

      In the past, I have seen specific invoices being imported with a specific invoice source or invoice group. Then the standard approval workflow rules can be configured to have the invoices auto-approved based on the source or group.

      You would still need to run the invoice approval job, but this is something that can be scheduled periodically.

    • Judy Hamner

      Thank you for the additional information Prithis.  Is it possible to schedule the invoice approval job for specific sub-sets of invoices (such as by invoice source or invoice group) instead of running it for all invoices?

       

      • Prithis Das

        Yes, indeed it is.

        The job is "Initiate Invoice Approval Workflow". One of the parameters for submission of this job is "Source".

        • Judy Hamner

          Prithis,

          I have been testing with this parameter for our B2B XML invoices and it is not working.  I have seen posts in MOS indicating that this is an Enhancement Request and not supported.  Have you any success with using this parameter with Initiate Invoice Approval Workflow?

          Judy

    • Lori Culp

      Hi Judy,

       

      We have large rebate batches where we set up a pay group that by passes workflow and put the invoices in ready for payment status.  

      We have been using this for almost four years without any issues and have other controls around the batches to ensure we are compliant.  

      Lori

    • Danny Cook

      We use AP Approval rules to auto approve EDI imported invoices based on certain criteria, while others are routed to specific approvers.

    • DIEGO SCHENQUERMAN

      I see a few people said "pay group that by passes workflow", but I check the "Payable Lookup" for "Pay Group", and I don't see where we can configure to by passes workflow.

      Where do configure that?

      • Prithis Das

        Pay Group by itself does not have the ability to bypass invoice approval. Chances are that for the folks using Pay Group in this scenario, the invoice approval rules have been configured to auto-approve for specific Pay Groups.

         

    • Alexey Shtrakhov

      Agree with Prithis.
      Lori, can you please check what is the Approval Status of those invoices which "bypasses" the invoice approval? Is it "Not Required" or "Workflow Approved". I also think (as Prithis) that it is "Workflow Approved" => then it means that in your case there are some autoapproval rules defined based on PayGroup.

      With respect
      Alexey

      • Lori Culp

        Hi Alexey,

        We have a pay group that by passes workflow.   Workflow rule to exclude this pay group. The invoices come in as approved.  It works great.

         

        Lori

      • Lori Culp

        Hi Alexey,

        We have a pay group that by passes workflow.   Workflow rule to exclude this pay group. The invoices come in as approved.  It works great.

         

        Lori

        • Judy Hamner

          Lori - do you kick off workflow as a scheduled process for that pay group when the invoices are imported such and then have a workflow rule that auto approves so that each the appear as workflow approved?  I am not seeing a way to initiate workflow by pay group in the scheduled ess job.  We do have a unique pay group set up for these invoices that we want to skip workflow approval so if we can utilize that in our process, that would be great. 

          Thanks for any additional information you can provide since I am still trying to figure this out!

          Judy

          • Lori Culp

            Hi Judy,

            No this is not a scheduled process - we use an the ADFDI spreadsheet template

            If you want to connect with me, we can get on a call and provide you more.

            • Darren Lau

              Hi Lori,

              Any steps/guidance on how we import invoices using ADFDI spreadsheet and upon uploaded, it should be auto-approved instead of routing for approval based on our current setup.

              Is there any attributes in BPM we can use to track if the source is coming from ADFDI template ?

     

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