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    Rudi van Heerden
    AP Invoice line level approval
    Topic posted May 4, 2017 by Rudi van HeerdenRed Ribbon: 250+ Points, last edited January 30, 2019, tagged Financials, Payables 
    900 Views, 16 Comments
    Title:
    AP Invoice line level approval
    Summary:
    AP Invoice line level approval not available
    Content:

    Good day

    There is a lot of notes saying that invoice line level approval are available but not supported by Oracle, I found notes that say for some customers it actually works, and other notes saying that it doesn't work.  Does anyone have a clear answer on this as it is quite a common business requirement that an invoice line goes to its cost center for approval.

    Regards

    Rudi

    Comment

     

    • Alexey Shtrakhov

      Hi Rudi,

      We also got some confirmation around a year ago via SR that this line level approval is not available yet (cannot be used).

      Currently we are using Header level approval workflow. We send the same invoice to as many participants as many different Cost Centers are in Distributions (there are plenty of checks required to limit the needed cost centers and line types and statuses). All the participants has to approve their notifications before invoice gets approved. Drawbacks of current approach: Approval Limit check is more complicated (we are using now header level amount), user see all the lines on notification, if notification is rejected all the users has to reapprove after the resubmit.. (we are using early completion), missing audit trail for who approved what line (you have to use some custom report logic to get this confirmation to check if all the needed approvers approved the invoice)..

      With respect
      Alexey

    • Rudi van Heerden

      Am i correct that you say that if there are 4 different lines with 4 different cost centers, your complete invoice will go to 4 different people for approval and each should look at their line and if they are happy they can approve, and if all 4 approve the invoice gets approved?  If there are only 2 lines, the invoice will only go the those 2 approvers? This sounds like a workaround until the functionality is available.  Can we then assign 10 cost centers to one person?

      Regards

    • Alexey Shtrakhov

      Hi Rudi,

      Yes, you understood correctly. Invoice will be routed to as many people as cost centers in distributions. We have actually 2 stage approval workflow. Stage 1: Review, Stage 2: Approve. On stage 1 we route invoice to normally 1 person and after he approves (reviewes), Invoice will be routed to cost center approvers to as many persons as there are cost centers. All of them have to approve their notifications. Notifications sent in parallel mode, so all of them approving simultaneously. And yes you can route also to the same person if you have same responsible person on different cost centers.

      With respect
      Alexey

    • Rudi van Heerden

      That sounds like a wonderful workaround until the proper functionality is available.

      Do you do all this setup in the BPM?

    • Alexey Shtrakhov

      Yes, everything is done in BPM.

      ... except Roles related to this approval solution.
      We are not using any hierarchies in routing the invoices to a proper person. What we have done is a dynamic Role Assignment based on Cost Center and Approval Limit. Like this we limit the amount of rules in BPM but we have a considerable amount of Roles created.

      But if you have some hierarchies probably for you then will be easier.


      With respect
      Alexey 

    • Prithis Das

      Hi Rudi and Alexey

      We have a similar requirement as Rudi - 2 stage approval. During the first stage there is a small group of AP Supervisors who review and approve the invoice. After they approve the second stage comes into play, where the entire invoice goes through an approval group setup for each department (cost center) on the invoice line.

      However, the previous system integrator had setup series instead of parallel approval for the second stage. For the second stage they setup the participant box "Invoice Document Approvers Serial Participant Two in Sequence Four".

      My question for Rudi is - which participant box did you configure for parallel approval in the second stage? Was it "Invoice Document Approvers Parallel Participant One in Sequence One"?

      Thanks

      Prithis

    • Alexey Shtrakhov

      Hi Prithis,

      We use:

      STAGE 1: InvoiceApproversParallelParticipantinParallel (ParallelTypeParticipantInParallelModeRuleSet)
                      - this is a Review Level Approval Stage. Going to one or Two Reviewer. Sometimes can be overridden by Requestor.
      STAGE 2: InvoiceApproversParallelParticipantOneinSequenceOne (ParallelTypeParticipantOneInSequencialModeRuleSet)
                      - this is a Approval Level Approval Stage. Going to respective Cost Center Approvers. 
      STAGE 3: InvoiceApproversFYIParticipantOneinSequenceThree (FyiTypeParticipantOneInSequencialModeRuleSet)
                      - this is sometimes used to send the FYI task to some other person, after invoice is fully approved.

      In addition to this basic rule we have exceptions for PO Matched invoices.

      We have early completion enabled. So any rejection at any stage by any participant will stop the whole approval chain and after resubmit all the approval will start from the very beginning. Reclassified distributions are taken anyway into consideration, so that if user (mainly AP Responsible) will change cost center, then it will go only to the new cost center person.

      With respect
      Alexey


       

       

      • Prithis Das

        Thanks for the detailed explanation! I will be configuring and testing this soon in our Test instance.

        Prithis

      • Rudi van Heerden

        Good morning Alexey

        Thank you for the valuable sharing, I am sure this will help a lot of people on the forum.  Can you maybe give me an example of the conditions you use inside the rule to pick up the cost center on the invoice line level?

        I have tried various Conditions but I can not get it to pick up the cost center segment.

        Regards

    • Alexey Shtrakhov

      Hi Rudi,

      Please see the rules for one of our rules for approval level. This is the main rule for non PO related invoices where we handle all the invoices which didnt fall to any of the special condition.
      hope this will help you.

      Alexey

      • Sameh Soliman

        Hi Alexey,

         

        Could you please provide more insight on the BPM modify part and what is the breakdown of the syntax?

        it is a great workaround you are using to leverage the job roles based on routing attribute2 which i used is populated based on OCR's subject line.

        we have a complicated case posted in the below link I am sure you could share some insights

        https://cloudcustomerconnect.oracle.com/posts/aede3d1d64

         

      • RR K

        Hi Alexey,

        Actually, we have a similar kind of requirement where we need to send the invoice for the approval for the cost center manager of the line type "Item" only.

        I saw your code and I put the conditions for the line type "Item". but the workflow engine routing the approval for all the cost center managers for all the lines including tax line as well.

        could you please advise whether this is the expected in your case as also or is there any way to restrict approval to only ITEM lines.

        we have defined invoice header level approvals.

         

        Thanks,

        Ram

    • Kevin Johnson

      Hi Everyone,

      I know this is a few months later but I have been searching for an answer and can't find it. What participant box do we use if we want to send an approval to 5 people, but only 1 person needs to approve it? We have a situation where we want to route approval by Supplier. If we have 5 people that work with one supplier, it needs to be sent to all approvers to determine if it is there invoice, Segments need to be assigned and ultimately just one of those approvers would approve. The rest of the "approvers" would ignore the notification since it does not relate to them.

      Thanks,

      Kevin 

    • Marcus Comins

      Hi - sorry to resurrect this but I wondered if anyone knew whether AP Line Level approval functionality works yet, or is supported?

      Impressed with the rules above Alexey, very useful. :)

      Thanks

      Marcus