Approving Invoices SPD

System Process Document
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02/07/2008
4/21/2009 11:49:00 AM
Approving Invoices
Trigger:
Concept
Oracle Payables integrates with Oracle Approvals Management and Oracle Workflow to
approve invoices.
The Invoice Approval Workflow process uses Oracle Approvals Management and Oracle
Workflow to enable you to define business rules to determine who approves invoices and how
they will be routed for approval to different approvers.
In this topic, you will approve invoices using Oracle Approvals Management and the Invoice
Approval Workflow process.
Required Field(s)
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Output - Result(s)
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Additional Information
Last changed on: 4/21/2009 11:49:00 AM
Page 1

Procedure
Step
1
Action
Begin by navigating to the Business Analyst Dashboard page.
Click the Approvals Management Business Analyst link.
You will use the Business Analyst Dashboard page to access the Payables
Invoice Approval page.
Before you approve an invoice, you will use the Payables Invoice Approval
page to create conditions and rules to associate with the invoice that is to be
approved.
In the Transaction Types region, select the Setup icon corresponding to the
Payables Invoice Approval link.
Page 2

Step
Action
Click the Setup button.
Click on Conditions in the Setup tab in the Payables Invoice Approval page
to create a condition.
Page 3

Step
5
Step
Action
Click the Conditions link.
Action
Click the Create button.
Click in the Attribute field.
Page 4

Step
8
Action
Enter the desired information into the Attribute field. Enter
"SUPPLIER_INVOICE_AMOUNT".
Page 5

Step
9
Step
10
Page 6
Action
Click the Currency Code list.
Action
Click the USD list item.

Step
11
Action
Click in the Value field.
Page 7

Step
12
Step
13
Page 8
Action
Enter the desired information into the Value field. Enter "11450".
Action
Click the Apply button.

Step
Action
14
Click the Rules tab.
15
Use the Rules tab in the Payables Invoice Approval page to create a rule to
associate with the invoice you will approve.
Page 9

Step
Action
16
Click the Create button.
17
In the Rules tab, you will create a rule in four steps:

In the first step, you will enter rule details like name, rule type, item class,
and start and end dates.
In the second step, you will select the condition you created and add it to the
rule you are creating now.
In the third step, you will add an action type to the rule.
In the fourth step, you will review the information and create your rule.
18
Click in the Name field.
19
Enter the desired information into the Name field. Enter "Rule1 for Invoice
Amount = 11450 USD".
20
Click the Next button.
21
Click the Add Condition button.
22
Click the Select option.
23
Click the Continue button.
24
25
Click the Action Type list.
Page 10

Step
Action
26
Click the Supervisory level list item.
27
Click in the Action field.
28
Enter the desired information into the Action field. Enter "Require approvals
up to the first supervisor, at most.".
29
30
Click the Finish button.
Step
31
Action
Navigate to the Payables Options page using the Home link.
Click the Home link.
32
Click the Payables, Vision Operations (USA) link.
33
Click the vertical scrollbar.
34
Click the Payables Options link.
35
Use the Find Payables Options page to navigate to the Payables Options,
Vision Operations.
Page 11

Step
36
Action
Click the Find button.
or Press [Alt+i].
37
Page 12
Click on the Approval tab to access and enable the options to approve
invoices.

Step
Action
38
Click the Approval tab.
39
Enable Use Invoice Approval Workflow if you want to use the Invoice
Approval Workflow feature to automate your invoice approval process.
The workflow determines if an invoice needs any individuals to approve
payment of the invoice, and if so, automatically routes the invoice to
designated approvers who then approve or reject the invoice.
When you enable this option, almost all invoices must be processed by the
Invoice Approval Workflow.
40
Click the Use Invoice Approval Workflow option.
41
Enable Allow Force Approval if you want to allow accounts payable

processors to override the workflow and manually approve invoices by using
the Force Approval option in the Invoice Actions window.
You might want to force approve an invoice if the Invoice Approval
Workflow does not complete for an invoice, or if you have authority to pay an
invoice without using the workflow process.
42
Click the Allow Force Approval option.
43
Click the Save button.
Page 13

Step
44
Step
45
Action
Click the Close button.
Action
Click the Open button.
or Press [Alt+O].
46
Navigate to the Invoice Workbench page from the Entry link.
47
or Press [Alt+O].
48
Click the Invoices list item.
49
or Press [Alt+O].
50
Page 14
The Invoice Workbench is a group of windows that you use to enter, adjust,
and review your invoices and invoice batches.

Step
Action
51
Click in the Trading Partner field.
52
Enter the desired information into the Trading Partner field. Enter "GE
Capital".
53
Click in the Invoice Date field.
54
Enter the desired information into the Invoice Date field. Enter "12-NOV2007".
55
Click in the Invoice Num field.
56
Enter the desired information into the Invoice Num field. Enter "INVB01".
57
Click in the Invoice Amount field.
58
Enter the desired information into the Invoice Amount field. Enter "11450".
59
Click the 2 Lines tab.
60
Click in the Amount field.
61
Enter the desired information into the Amount field. Enter "10000".
Page 15

Step
Action
62
Click in the Distribution Set field.
63
Enter the desired information into the Distribution Set field. Enter "ADV".
64
Click the Actions... 1 button.
or Press [Alt+c].
65
Step
You will use the Invoice Actions page to first validate and then initiate the
approval of the invoice.
Action
66
Click the Validate option.
67
Click the OK button.
or Press [Alt+K].
Page 16

Step
68
Action
Click the Folder menu.
or Press [Alt+l].
69
Click the Show Field... menu.

or Press [F].
70
In the Show Field page, run a search using Requestor.

The requester, who initiated the purchase of the line item, is one way of
identifying the starting approver in the approval hierarchy using the business
rules defined in Oracle Approvals Management.
71
Click in the Find field.
72
Enter the desired information into the Find field. Enter "Requester".
73
Click the Find button.

or Press [Alt+F].
74

or Press [Alt+O].
75
Enter the desired information into the Requester field. Enter "Stock, Ms.
Pat".
Page 17

Step
76
Action
Click the Actions... 1 button.
or Press [Alt+c].
Step
Action
77
Click the Initiate Approval option.
78
or Press [Alt+K].
Page 18

Step
79
Action
Click in the Approval field.
Page 19

Step
Action
80
Click the Close button.
81
Navigate to the Notifications page.

Click the Workflow User Web Applications link.
82
Click the Notifications link.
83
Your entire worklist will display in the Notifications page.

Select the invoice that is pending approval.
Step
84
Page 20
Action
Click the Invoice INV51 from GE Capital requires your approval link.

Step
85
Action
Click the Approve button.
Page 21

Step
86
Action
Navigate back to the Invoice Workbench page.
Click the vertical scrollbar box.
87
Click the Payables, Vision Operations (USA) link.
88
Click the Invoices link.
89
In the Invoice Workbench page, use the Invoice Number to run a query to
see the status of the invoice you have approved.
Step
90
Action
Click the View menu.
or Press [Alt+V].
91
Point to the Query By Example menu.
92
Click the Enter menu.

or Press [E].
93
Click in the Invoice Num field.
94
Enter the desired information into the Invoice Num field. Enter "INVB01".
Page 22

Step
95
Action
Click the View menu.
or Press [Alt+V].
96
Point to the Query By Example menu.
97
Click the Run menu.

or Press [R].
98
You have completed approving invoices using Oracle Approvals Management

and the Invoice Approval Workflow process.
End of Procedure.
Page 23

Approving Invoices SPD

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System Process Document

TopicName<Inserts topic name>

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Setup button.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Create button.

Click in the Attribute field.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Rules tab.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Create button.

In the Rules tab, you will create a rule in four steps:

Click in the Name field.

Click the Next button.

Click the Add Condition button.

Click the Select option.

Click the Continue button.

Click the Next button.

Click the Action Type list.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Supervisory level list item.

Click in the Action field.

Click the Next button.

Click the Finish button.

Click the Payables, Vision Operations (USA) link.

Click the vertical scrollbar.

Click the Payables Options link.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click the Approval tab.

Click the Use Invoice Approval Workflow option.

Enable Allow Force Approval if you want to allow accounts payable

Click the Allow Force Approval option.

Click the Save button.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Navigate to the Invoice Workbench page from the Entry link.

Click the Open button.

Click the Invoices list item.

Click the Open button.

Last changed on: 4/21/2009 11:49:00 AM

System Process Document

Click in the Trading Partner field.

Click in the Invoice Date field.

Click in the Invoice Num field.

Click in the Invoice Amount field.