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    Evan Danek
    Best Practices around Purchase Order Access for Payables...Answered
    Topic posted September 22, 2018 by Evan DanekGold Trophy: 10,000+ Points, last edited January 30, 2019, tagged Compliance, Configuration, Financials, Invoice Imaging, Payables, Security, Setup / Administration 
    393 Views, 18 Comments
    Title:
    Best Practices around Purchase Order Access for Payables team?
    Summary:
    Best Practices around Purchase Order Access for Payables team?
    Content:

    Our P2P team often receives missing/ incorrect PO numbers on AP Invoices due to:

    1. Work was started by the vendor in a rush, before a PO was issued. They either left the PO field blank or referenced an old PO.

    2. Some vendors refuse to put PO numbers on their invoices.

    3. General clerical errors by the vendor.

    How does your company/ clients work around issues like this without giving the AP team procurement agent access to view purchase orders, as well as the buyer role to access them in the navigator?

    It's a segregation of duties issue to give our AP team buyer roles and procurement agent access, as well as the fact that it unnecessarily burns licenses.

    Version:
    18.A

    Best Comment

    Lori Culp

    Hi Evan,

    You should be able to write a simple OTBI to pull the information for AP users without need a license.

    Lori

    Comment

     

    • Lori Culp

      You can set up inquiry roles for your AP team that are read only access.  That should eliminate your SOD issues.

    • Neil Peacock

      Hi Evan,

      Would it be worth pulling the information from a report which can then be distributed to your AP Team? This would allow the team to view PO and PO details without burning your licenses?

      Neil

      • Evan Danek

        Neil, this is probably the best course of action for us. Getting buy-in from the AP team may be tricky but it won't burn our licenses. It would have to be a BIP report in order to skip the role-based security.

         

        • Neil Peacock

          Hi Evan,

          I would suggest this could be a OTBI report that the procurement team run then distribute. This way the role security won't be affected and you could get all the information you need. We currently have a report that is sent out to procurement once a week through an Agent that they then distribute to all the HoFs etc in the organisation showing all open POs and Reqs.

          I believe something like this, running on a daily basis could work for you.

          Kindest regards

          Neil

    • Ivan Pena

      Hi Evan,

      In an incoming release, Procurement Cloud will relax the security requirements to access the Procure-to-Pay (P2P) subject area, so that users who are not procurement agents can also use it to query requisitions, purchase orders & invoices. Users will only need to have the Purchase Analysis abstract role, which does not require a purchasing license. 

      Ivan    

    • Abdul Karim OMAR

      Thanks Ivan,

      I appreciate your quick reply.

      I created a new user assigned the ORA_PO_PURCHASE_ANALYSIS_ABSTRACT role but cannot view purchase order work area.

      Please find the attached screen shots.

      Thanks

      Karim

      Access.png (141KB)
      • Ivan Pena

        Hi Abdul,

        Does the user have data access to any business unit?

        Ivan

        • Abdul Karim OMAR

          Yes, the user have access to both the business units.

          Thanks

          Karim

          • Ivan Pena

            Hi Karim,

            The Purchasing Analysis role does not give access to the Purchase Work Area. The WA I suggested as using the Procure to Pay Subject Area in OTBI to report on Purchase Orders and their associated Invoices.

            Ivan