MD.

050 CONVERSION/INTERFACE
DESIGN TEMPLATE
NATCO
128 - AP Invoice Approval workflow

Author: Priyam Luhar

Creation Date: January 13, 2009
Last Updated: January 13, 2009
Document Ref:
Version: 1

Approvals:

Sonda Trammell

Craig Wilbanks

David Mendez

Copy Number _____

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Document Control

Change Record
3

Date Author Version Change Reference

23-Dec-2008 Priyam Luhar Draft 1 No Previous Document

24-Mar-2009 Priyam Luhar Draft 2 Changed based on the new approval logic
17-Aug-2009 Priyam Luhar 1 Changed based on new CR

Reviewers

Name Position

Sonda Trammell NATCO Project Manager

Craig Wilbanks NATCO Technical Lead
Don Nimmons NATCO Finance Lead
David Mendez NATCO EBS P2P Track Lead
Mike Dale

Distribution

Copy No. Name Location

1 Library Master Project Library

2 Project Manager
3
4

Note To Holders:
If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover,
for document control purposes.

File Ref: Document1 (v. 4) Document Control ii

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Contents

Document Control ..................................................................................................................ii

Introduction ............................................................................................................................. 4
Conversion Assumptions ...................................................................................................... 5
Purpose ............................................................................................................................. 5
Basic Business Needs....................................................................................................... 5
Assumptions ..................................................................................................................... 5
Scope .................................................................................................................................. 5
Oracle AP invoice approval workflow Process ................................................................... 7
Business Rules .................................................................................................................. 7
Clean-Up Criteria............................................................................................................. 8
Responsibility ................................................................................................................... 9
Restart Plan ....................................................................................................................... 9
Traces................................................................................................................................. 9
Indexes .............................................................................................................................. 9
Process Set Sizes ............................................................................................................... 9
Concurrent Manager ....................................................................................................... 9
Process Set Submission Script ........................................................................................ 9
Approach .......................................................................................................................... 9
Concurrent Request Run-Time Options ....................................................................... 9
Reconciliation Criteria ................................................................................................... 10
Open and Closed Issues for this Deliverable .................................................................... 11
Open Issues..................................................................................................................... 11
Closed Issues .................................................................................................................. 11

File Ref: Document1 (v. 4) Document Control iii

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Introduction
This Conversion/Interface Program Design defines the key assumptions, rules, and logic that are needed
to create the conversion programs. The conversion program code is not included in this document. The
Application Extension Technical Design (MD.070) task contains the actual code that is written and
debugged to perform the conversion. The conversion design document is intended to provide the
developer with the necessary information for writing accurate conversion programs.
The Conversion/Interface Program Design is used to document and communicate the conversion program
design specifications for the conversion of an individual business object to the Oracle Applications.
Distribute the Conversion/Interface Program Design to:
developers who are responsible for writing the various pieces of conversion code
conversion project staff
client staff member responsible for signing off on the completeness of this program design
overall project manager
conversion project manager
Use the following criteria to ensure the quality of this deliverable:
Are there any application setup decisions that have not been finalized which directly impact
the data mapping and the accuracy of the conversion code?
Are all of the rules which impact conversion documented so that they can be written in the
conversion code?
Is the program logic required to write the conversion code documented?

File Ref: Document1 (v. 4) Introduction 4 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Conversion Assumptions

Purpose
The standard AP Invoice approval Workflow looks for HR hierarchy. This will not meet the
needs of NATCO when the approval is based on a Project where the approver may not be in
the direct supervisory line of the requestor.
The modified Workflow will find the appropriate approver based on the project and route the
invoice to the project manager.

Basic Business Needs

For project related invoices, notification must go to project manager of that project for an
approval. If Project manager/approver does not have an approval limit then it will follow
standard HR hierarchy. Normal non project related AP invoices will follow standard HR
hierarchy.

Assumptions
The following are the AP Invoice workflow assumptions:
Only non PO related invoices should go for approval.
Project should have valid project manager.
Proper HR hierarchy must exist in Oracle.
All Requestors and Approvers must be employees.
All Requestors will have a Username, Password and valid requestor responsibility in
Oracle.
All Project Managers / Approvers will have a Username, Password and valid requestor
responsibility in Oracle.
All Project Managers /Approvers must have an appropriate Approval Assignment
authority assigned to their HR job name.
All Project Managers /Approvers will utilize their Oracle Notifications for an approval
process.

Scope
The following outlines the scope for each go-live for Payables.

Go-live Module County Scope

Jul-09 Payables United States NATCO US
Oct-09 Payables Canada NATCO Canada
Oct-09 Payables United Kingdom NATCO UK

File Ref: Document1 (v. 4) Conversion Assumptions 5 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Oct-09 Payables United States Test

Jan-10 Payables United States Linco

File Ref: Document1 (v. 4) Conversion Assumptions 6 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Oracle AP invoice approval workflow Process

Invoice Approval Process

Initiator

Start AP Invoice No

Submit

Project
No related Yes
Custom Approval process

No

Invoice
Approval limit Yes Approved? AP Manager
Department Owner Project Manager

Yes
AP

Invoice is eligible
Stop
for the payment

Business Rules

The AP invoice approval workflow modification provides the necessary routing to satisfy the
following NATCO business needs:
AP invoice creator initiates the process by completing and submitting a invoice for an
approval.
The workflow will check as to whether a project number has been entered. If YES the
workflow will look-up the Project Manager name associated to the project.
The Project Manager will then receive a workflow notification to approve or reject the
request. They can either approve or reject the requisition request. If rejected the workflow
sends a notification status back to the sender. If approved, based of the Project Managers
approval authority, AP invoice will be availalable for payment.
If the dollar value of the invoice is above that of the Project Managers authority, the
notification will be forwarded on to the Project Managers direct supervisor level for
approval (Standard HR hierarchy).
File Ref: Document1 (v. 4) Oracle AP invoice approval workflow Process 7 of 8
MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

This workflow process will continue until which time that the Approval Authority level
has been reached and the invoice can be finally approved or rejected. (End of Workflow
Approval process).
If invoice is not project related then approval notification will go to department head.
Department will be derived based on the AP distribution.
o If AP invoice has more than one distribution, head of the department with
highest AP invoice distribution amount will be notified for an approval.
o All the departments will have HR organization attached as a part of HR
Organization setup. i.e. all HR organization will have costing information
(Company, Business Unit, Location and department).
o AP Invoice approval Role will be created and assign to HR organization and an
approver as a part of user management setup.
o Role will have one to one relationship between HR organization and an
approver.
o Signing limit will be assign in Purchasing as part of position hierarchy.
Based on above information, notification will go to department head and if the dollar value
of the invoice is above the department head authority, the notoification will be forwarded
to the departments head supervisor for an approval. i.e it will follow Standard HR
hierarchy.
All expense reports will be routed to the employees manager for approval regardless of
who is submitting the report.
Project related invoices should have the Project Number and Task Number in the approval
notification screen.
Approval notification screen should have the link to the Invoice image.
Invoice image link should exist prior to the start of approval process.
Cost center approvers will be fetched from a custom Payables lookup table instead of HR
Cost Allocation Key Flex field. This will require the maintenance of approvers from the
front end. Any changes or addition of approvers should be made in this table.
Lookup value set will be setup to maintain department, location and approver.

Clean-Up Criteria

Pre-Conversion Clean-Up Criteria

N/A

Post-Conversion Clean-Up Criteria

N/A

File Ref: Document1 (v. 4) Oracle AP invoice approval workflow Process 8 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Responsibility
N/A

Restart Plan
If approval workflow is rejected, Invoice must be corrected and re-submitted for an approval.

Traces
N/A

Indexes
N/A

Process Set Sizes

The transaction manager is an efficient processor of records, all records for an organization can
be loaded into the interface manager in a single run. It is recommended to execute this
conversion one time.

Concurrent Manager
Workflow backgroung processor should be up and running.

Process Set Submission Script

A script should be created to submit all ready to Process Sets to the manager. This will reduce the amount
of manual work to convert data and reduce the opportunity for errors due to missed sets.

Approach
N/A

Concurrent Request Run-Time Options

File Ref: Document1 (v. 4) Oracle AP invoice approval workflow Process 9 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008
N/A

Reconciliation Criteria

N/A

File Ref: Document1 (v. 4) Oracle AP invoice approval workflow Process 10 of 8

MD.050 Conversion/Interface Design Doc Ref:
November 17, 2008

Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

File Ref: Document1 (v. 4) Open and Closed Issues for this Deliverable 11 of 8