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Topic

    Sameh Soliman
    Dynamic Invoice Workflow ApprovalAnswered
    Topic posted March 30, 2018 by Sameh SolimanBronze Medal: 1,250+ Points, last edited January 30, 2019, tagged Financials, Invoice Imaging, Payables 
    263 Views, 11 Comments
    Title:
    Dynamic Invoice Workflow Approval
    Content:

    we have a complicated case were any one can be invoice requester ( routing attribute2) ballpark of 200 requestors each of which belong to different job name and level on the HCM hierarchy.

    not only that some employees who share the same job name can have different approval limit for example two finance VPs one has 50K and the other one has 120K approval limits.

    our requirement is to enable the workflow to go by the supervisory hierarchy of the invoice requester and based on the individual's approval limits assigned to the approver.

    example of employee A has supervisor B and b has supervisory C

    and A has 5k limits while B has 10k and C has 15 K

    scenario 1 if the invoice requestor is A and invoice amount is 10K then approver should be to B

    scenario 2 if the invoice requestor is B and invoice amount is 15K then approver should be  to C

    Example 2 : on the other hand employee X's supervisor is Y and Y's supervisory is Z

         and X has 50k limits while Y has 100k and Z has 150 K

    scenario 1 if the invoice requestor is X and invoice amount is 60K then approver should be to Y

    scenario 2 if the invoice requestor is Y and invoice amount is 140K then approver should be  to Z

     

    Imagine having 200 invoice requestors and 14 different approval amount ranges it would require approximately 2800 BPM Rules which is a nightmare to maintain

     

    Any insight would be highly appreciated

    Best Comment

    Alexey Shtrakhov

    Not sure if you already solved this issue, but would like jut to clarify more your business case.

    Example 1:
    Scenario 3: So even B doenst have the required approval limits will have to approve? Or can we jump over B directly to C as he has needed limits?

    Scenario 4: In this case B will be the requestor and Approver? So one (same) person will only approve the invoice at the end? Dont you require that requestor and Approver are different?

    Scenario 5: same as 4.

    By the way, did you try to check Srikanth's proposal to use Position Based Hierarchy which would follow your Organizational Approval Hierarchy?

    Comment

     

    • Becky Alvarez

      Would looking at the cost center the invoice is being charged to simplify the rules any?  If you started with who owns the budget instead of who is asking for the money?  Just a thought.  Approvals do support using the cost center as an attribute.

      • Sameh Soliman

        Hi Becky,

         

         Thank you for your response.

        it is one of the options we are considering however this might be not a feasible option as we have 120 cost centers and each cost center will have owners with different limits.

        we are trying to avoid rule Proliferation   especially the BPM does not allow using data uploader not rule search 

    • Gopinath Kartheesan

      You can very well use the Job level if you have the same approval limits by Job.  Did you find out from the customer if they can standardize to have the common approval limits by Job title so that the approval rules will be very simple and it's easy to manage.

    • Srikanth Kura

      I would advise following. you may do investigation based on this.

      You may try defining a position hierarchy based on Organizational Approval Hierarchy and then define position based hierarchy rule using positions defined specific to Approval's.

      Thanks,

      Srikanth

      • Sameh Soliman

        Hi srikanth 

         

        could tou you please share an example of how to use position based on org hierarchy?

        would be great to give an example on how you envisage to work or you have use case from previous project?

         

        much appreciated

    • Alexey Shtrakhov

      Hi Sameh,

      Just to confirm the business case:

      In example 1:
      scenario 3: if the invoice requestor is A and invoice amount is 15K then approver should be to C i guess (so we should skip B here)
      scenario 4: if the invoice requestor is B and invoice amount is 5K the approver should be A?
      scenario 5: if the invoice requestor is C and invoice amount is 5K the approver should be A?

      Alexey

       

      • Sameh Soliman

        Hi Alexey 

         

        thank you for getting back

        Just to confirm the business case:

         

        In example 1:
        scenario 3: if the invoice requestor is A and invoice amount is 15K then approver should be to C i guess (so we should skip B here)

                          No Approver should be to A through C so B will be included ( requester and supervisor hierarchy up to the approver with limit)

        scenario 4: if the invoice requestor is B and invoice amount is 5K the approver should be A?

                            No should be B because B has enough signing limits.
        scenario 5: if the invoice requestor is C and invoice amount is 5K the approver should be A? 

                          No should be C because C has enough signing limits.

        • Alexey Shtrakhov

          Not sure if you already solved this issue, but would like jut to clarify more your business case.

          Example 1:
          Scenario 3: So even B doenst have the required approval limits will have to approve? Or can we jump over B directly to C as he has needed limits?

          Scenario 4: In this case B will be the requestor and Approver? So one (same) person will only approve the invoice at the end? Dont you require that requestor and Approver are different?

          Scenario 5: same as 4.

          By the way, did you try to check Srikanth's proposal to use Position Based Hierarchy which would follow your Organizational Approval Hierarchy?

          • Sameh Soliman

            Hi alexey 

             

            thank tou tor the interaction and attention to read my business case

            the requirement is to go up the chain and not jump B to C even if B does not have the required limits However it is worth to mention that the business are willing to compromise on this requirement and accept routing the approval directly to the final approval of this will reduce the number of ties to configure in BPM.

             

            we have a rule that if the requestor has the signing limit still approval must be routed to the supervisor in that case. We tried the skip creator for approval list but it doesn’t work in our case because the requestor is captured in routing attribute 2 and BPM doesn’t consider it as the task creator even those routing attribute 2 is the starting participant. If that makes sense?

             

            i have asked Sri to share example of using dummy position hierarchy as it might be a viable option too

          • Sameh Soliman

            Hi alexey

             

            Are you able to provide any insight ?