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    2019-07-04
    New FinApIncompleteInvoiceHold Rules - not changing who can...Answered
    Topic posted September 17, 2019 by 2019-07-04Red Ribbon: 250+ Points, tagged Payables 
    31 Views, 2 Comments
    Title:
    New FinApIncompleteInvoiceHold Rules - not changing who can see which invoices
    Content:

    Hi,

    We are using 19B (11.13.19.04.0).

    Currently we scan invoices, and when going to Payables > Invoices there is a "Scanned" infotile which contains thousands of Incomplete invoices.

    Click on a view from that Infotile (e.g. it says 3.52k on the 15+ section) and all the Incomplete invoices are listed.

    In the "Assignee" column, many people are listed.

    We want to restrict who can see which invoices, based on Supplier name.

    Therefore I am testing around creating rules to route Incomplete AP Invoices to specific users based on the initial letter the Supplier Name starts with.

    I have done the following:

    1. Create Custom Roles:

    I have created 37 new "Common - Abstract Roles"

    Init Role Name / Role Code Role Description
    . XX_AP_SUPPLIERS_0_DOT Suppliers whose name starts with '.'
    1 XX_AP_SUPPLIERS_1_1 Suppliers whose name starts with '1'
    2 XX_AP_SUPPLIERS_2_2 Suppliers whose name starts with '2'
    3 XX_AP_SUPPLIERS_3_3 Suppliers whose name starts with '3'
    4 XX_AP_SUPPLIERS_4_4 Suppliers whose name starts with '4'
    5 XX_AP_SUPPLIERS_5_5 Suppliers whose name starts with '5'
    6 XX_AP_SUPPLIERS_6_6 Suppliers whose name starts with '6'
    7 XX_AP_SUPPLIERS_7_7 Suppliers whose name starts with '7'
    8 XX_AP_SUPPLIERS_8_8 Suppliers whose name starts with '8'
    9 XX_AP_SUPPLIERS_9_9 Suppliers whose name starts with '9'
    0 XX_AP_SUPPLIERS_10_0 Suppliers whose name starts with '0'
    A XX_AP_SUPPLIERS_11_A Suppliers whose name starts with 'A'
    B XX_AP_SUPPLIERS_12_B Suppliers whose name starts with 'B'
    C XX_AP_SUPPLIERS_13_C Suppliers whose name starts with 'C'
    D XX_AP_SUPPLIERS_14_D Suppliers whose name starts with 'D'
    E XX_AP_SUPPLIERS_15_E Suppliers whose name starts with 'E'
    F XX_AP_SUPPLIERS_16_F Suppliers whose name starts with 'F'
    G XX_AP_SUPPLIERS_17_G Suppliers whose name starts with 'G'
    H XX_AP_SUPPLIERS_18_H Suppliers whose name starts with 'H'
    I XX_AP_SUPPLIERS_19_I Suppliers whose name starts with 'I'
    J XX_AP_SUPPLIERS_20_J Suppliers whose name starts with 'J'
    K XX_AP_SUPPLIERS_21_K Suppliers whose name starts with 'K'
    L XX_AP_SUPPLIERS_22_L Suppliers whose name starts with 'L'
    M XX_AP_SUPPLIERS_23_M Suppliers whose name starts with 'M'
    N XX_AP_SUPPLIERS_24_N Suppliers whose name starts with 'N'
    O XX_AP_SUPPLIERS_25_O Suppliers whose name starts with 'O'
    P XX_AP_SUPPLIERS_26_P Suppliers whose name starts with 'P'
    Q XX_AP_SUPPLIERS_27_Q Suppliers whose name starts with 'Q'
    R XX_AP_SUPPLIERS_28_R Suppliers whose name starts with 'R'
    S XX_AP_SUPPLIERS_29_S Suppliers whose name starts with 'S'
    T XX_AP_SUPPLIERS_30_T Suppliers whose name starts with 'T'
    U XX_AP_SUPPLIERS_31_U Suppliers whose name starts with 'U'
    V XX_AP_SUPPLIERS_32_V Suppliers whose name starts with 'V'
    W XX_AP_SUPPLIERS_33_W Suppliers whose name starts with 'W'
    X XX_AP_SUPPLIERS_34_X Suppliers whose name starts with 'X'
    Y XX_AP_SUPPLIERS_35_Y Suppliers whose name starts with 'Y'
    Z XX_AP_SUPPLIERS_36_Z Suppliers whose name starts with 'Z'

    2. Edit the "FinApIncompleteInvoiceHold" Task.

    3. Disable the seeded "JobRoleAssignmentRule" rule that is included in the "FinApIncompleteInvoiceHold" Task

    4. Create one Rule to link to each Role - example screenshots attached for suppliers whose names start with "A"

    5. Saved changes

    6. Clicked "Commit Task" button.

    I did all of that, and assigned a custom Role to a user, thinking that user would only see invoices. However, they see the same invoices as a user without any of the custom roles.

    I wondered if I was wrong in thinking my solution for viewing Incomplete invoices would work?

    If it's the right approach to take, is there anything I can do to refresh the Assignees associated with invoices based on the changes I have made to the FinApIncompleteInvoiceHold Task?

    Or - will my changes on take effect for new invoices, and the existing invoices cannot have their Assignees updated based on the Task updates?

    Any advice much appreciated.

    Thanks

    Jim

    Version:
    19B (11.13.19.04.0)
    Image:

    Best Comment

    Julien Dubouis

    Hi Jim,
    Disclaimer: I haven't setup it since 2017 so the feature may have evolved since, but at that time, the workflow did not restrict the visibility of the scanned invoices, just who is considered the assignee. Then everyone can use the scanned infotile and Query by Example to filter on their name. I think you did it right, it's just the intended functionality.
    Thanks

    Comment

     

    • Julien Dubouis

      Hi Jim,
      Disclaimer: I haven't setup it since 2017 so the feature may have evolved since, but at that time, the workflow did not restrict the visibility of the scanned invoices, just who is considered the assignee. Then everyone can use the scanned infotile and Query by Example to filter on their name. I think you did it right, it's just the intended functionality.
      Thanks

      • 2019-07-04

        Hi Julien - thanks for your reply.

        That's very useful to know - we'll look out for that in our testing. Just having problems replicating creating a new Incomplete Invoice on the test system in order to see which names end up on the Assignee field on the new Incomplete invoices.

        Thanks again

        Jim