PRC SettingUpApprovals Whitepaper Rel13
PRC SettingUpApprovals Whitepaper Rel13
PRC SettingUpApprovals Whitepaper Rel13
July 2017
Disclaimer
The following is intended to outline our general product direction. It is intended for information purposes
only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or
functionality, and should not be relied upon in making purchasing decisions. The development, release, and
timing of any features or functionality described for Oracle’s products remains at the sole discretion of Oracle.
Setting up Document Approvals
1. Introduction...................................................................................3
5.1. Considerations....................................................................38
9. Business Cases..........................................................................84
12.3 Customizations...................................................................91
13 Conclusion..................................................................................92
Setting up Document Approvals
1. Introduction
As business processes and compliance continue to evolve, companies are placing more and more
emphasis on document and spend approvals. Oracle Fusion Procurement uses Oracle SOA -
Approvals Management extension (AMX) for requisition , purchasing documents and supplier
management approvals. Approval rules can be set up using a user friendly interface that integrates with
AMX in the backend for robust approvals management and unified control management across Oracle
Fusion applications.
In this whitepaper, you can learn about the features available and the steps required for setting up
approvals.
You can define approval rules based on your business processes and decisions, such as
whether to route documents to approvers in serial or parallel, whether approvals should be
based on employee supervisory hierarchy, position hierarchy, job levels, or approval groups.
There are several key components used in approvals:
Oracle Procurement Approval Rules Management
o The approvals rules management interface allows you to set up and manage
approval rules that apply to your business documents
Oracle SOA Approval Management extensions (AMX)
o AMX performs task routing rules for your business documents.
Oracle Business Process Management (BPM)
o The BPM Worklist Application is a web-based application that lets users
access tasks assigned to them and perform actions based on their roles in the
approval process.
o Administrators can setup approval groups and task level configuration via an
administration portal
Oracle Human Capital Management
o AMX integrates with the setup in Oracle Fusion Human Capital
Management to derive the supervisory and position hierarchy based
approvers.
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Setting up Document Approvals
You must first analyze and determine the approval structure that is appropriate for your organization.
Approvals can be set up to navigate the employee supervisory hierarchy, which is defined in
Oracle Fusion Human Capital Management, up to a certain number of levels. Employees must
be set up with appropriate jobs and supervisors.
Casey Brown
(Director)
Pat Stock
(Manager)
Mary Walton
(Administration Assistant)
For complete details on setting up the employee supervisory hierarchy, refer to the Oracle
Fusion Human Capital Management documentation.
You can also choose to route document approvals to navigate the position hierarchy defined
in Oracle Fusion Human Capital Management, until a specified job level is reached. The
position hierarchy must be defined along with corresponding job levels, and the employees
must be assigned the appropriate positions.
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General Manager
Regional Manager
Store Manager
b. Assign a job to this position. Ensure that there is a job level defined for the job. Refer to
section 2.3 for the steps to define the job level.
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Job level routings are based on the supervisory hierarchy defined in Oracle Fusion Human
Capital Management. The approval list will be generated based on the starting person specified
in a rule and continuing until an approver with a sufficient job level is found. The supervisory
hierarchy must be defined along with the corresponding job levels.
Casey Brown
(Director, Job Level 3)
John Allens
(Sr. Manager, Job Level 2)
Pat Stock
(Manager, Job Level 2)
Mary Walton
(Assistant, Job Level 1)
Here are the steps to set up a job and to specify job levels:
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Setting up Document Approvals
b. Enter a value in the Level field. Note the job level values are in increasing order with the
lowest level being 1.
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Setting up Document Approvals
The Oracle Procurement Approval Rules Management page integrates with the Approval Management
Extension rules engine to enable administrators to organize and author approval routing rules based on
numerous seeded document attributes such as requisition amount, ordered amount, price change
percent, category etc. Based on your unique business requirements, administrators can choose to send
the approval request to approvers in parallel or in sequence. Approvals can be routed up a supervisory
chain, position or job level hierarchy, to a single approver or a list of approvers. The figure below
depicts the key elements that are involved in understanding and setting up approval routing rules.
Stage
Participant
Rule
Routing
Task Dimensio Response
Configuration
n Type
Voting Action Condition
Regime
In many end-to-end business processes, human intervention is required for activities such
as approving documents, managing exceptions, or performing activities required to
advance the business process. The document approval request task lets you send approval
requests to approvers enabling them to make a decision and thus advancing the request-to-
pay business process. Both task configurations and approval rules must be reviewed and
completed for each document approval task before submitting documents for approval.
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Setting up Document Approvals
The Task Configuration page in BPM Worklist Administration lets you set up:
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Setting up Document Approvals
Approval Pre-conditions
a. Mandate comments before updating these outcomes
i. Controls if a comment is required when an approver takes the approve
action or/and the reject action for a task.
Miscellaneous
Notify these participants when error occurs
a. Lets you define an administrator who will be notified when an error occurs
in the approval routing process.
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Task Aggregation
a. If the same participant is returned in the same task or stage, you can select a
task aggregation setting to reduce the number of tasks the participant
receives for the same requisition. The options include:
i. Once per task (default setting for requisition approvals)
Within the same task, if a participant is returned multiple
times based on the approvals rules, then the participant
will only receive one worklist task for action or review.
iv. Once per stage
If the same participant is returned multiple times based on
the approval rules within the same stage, then the
participant will receive one worklist task per stage for
action or review.
v. None (default setting for purchasing document approvals)
No aggregation will be performed.
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Setting up Document Approvals
Notification Settings
Indicates when a user or group is assigned a task or is informed that the status of a
task has changed. Notifications can be sent thr ough email, voice message, instant
message, or SMS. You can also specify different types of participants to receive
notifications for different actions.
You can set up reminders to be sent before task expiration or after task assignment.
You should enable the Make notification actionable option if approvers can take
approve or reject actions from the email notifications.
You should enable the Send task attachments with email notifications option if these
attachments should be sent as email attachments.
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Setting up Document Approvals
For approval rules specific to your business documents, you should use the Oracle Fusion
Procurement Manage Approval Rules tasks via the Fusion Setup Manager. You can create
approval routing rules based on your unique requirements using the components (stages,
participants, and so on) and attributes delivered by Oracle Fusion Procurement for document
approvals.
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Setting up Document Approvals
3.1.2.1. Stage
A stage lets you organize your approval routing rules into logical groupings. Each
stage is associated with a dimension, however dimensions for an approval task do not
necessarily have to map to a stage. A dimension contains a set of attributes at a
specific procurement document level, such as header and lines. However, approval
rules can be defined within a stage using attributes from a dimension that is lower
than the dimension of the stage. For example, in a stage with header dimension, rules
can be created using line or distribution level attributes.
Each procurement document has a set of stages seeded for your usage. Approval
actions within each stage must be completed before entering the next stage if they are
in serial.
3.1.2.2. Participant
There can be more than one participant within a s tage. Properties set on the
participants determine whether approvals are routed in serial or in parallel.
Oracle Fusion Procurement approval tasks are seeded with one or more participants
within each stage to enable flexibility in approvals routing. Most seeded participants
for requisitions, purchase orders, purchase agreements and supplier registration
approvals are rule based. You can create many rules within a participant. The
following two properties defined on a participant are of interest:
Participant Type – The supported participant types are: Serial, Parallel and
FYI. FYI participants cannot directly impact the outcome of a task, but in
some cases can provide comments or add attachments.
Voting Regime – The supported voting regimes are: Serial, Consensus, and
First Responder Wins.
Within a participant, more than one rule can evaluate to true for a given document
submitted for approvals.
Note: When accessing the approval tasks using the BPM Administration pages, you will see
options to modify the stages and participants, including delete, edit or remove. There are currently
known issues with this BPM functionality, and we strongly advise you against performing any such
modifications on the seeded participants.
3.1.2.3. Rule
Approval rules are managed u sing tasks that belong under Define Approval
Management for Pr ocurement in Fusion Setup Manager . Select the
corresponding approval task for which you want to manage. For example, for
requisitions, go to the Manage Requisition Approvals task.
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Setting up Document Approvals
Figure 12: Define Approval Management for Procurement in Fusion Setup Manager
From the Manage Requisition Approvals page, select the participant for which you want to maintain
rules.
-Rule Name
-Condition
-Action
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Setting up Document Approvals
In cases where there are large numbers of rules, users can filter search results
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Setting up Document Approvals
3.1.3.2. Condition
The Condition indicates when the approval rule will be applied. For example, a rule is
created to conditionally apply if the requisition approval amount is less than 10,000
USD. If a user submits a requisition that has an approval amount of 500 USD, this
rule will apply.
A rule can contain multiple conditions, and you can select the “and” or “or”
operators to indicate if all conditions in the approval rule must be true or if only one
condition must be true for the approval rule to apply. For example, if requisition
amount is less than 10,000 and requisitioning BU is US Business Unit.
A condition can be defined using attributes seeded in a dimension or user-defined
attributes. See User-Defined Attributes section for more information.
3.1.3.3. Action
The following routing types are supported for both approval required an d
information only action types. Each type has a specific set of parameters or properties
that must be defined.
- Approval Group
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- Job Level
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- Position hierarchy
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- Single Approver
User Type: Select the type of single user you want to include in the
list. It can be a specific worker in your organization, or persons
associated with the document for which you are setting up rules,
such as the requester, preparer, project manager, assigned buyer or
principal investigator on requisitions.
- Supervisory Hierarchy
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Setting up Document Approvals
Organizations have varied and diverse requirements around document approvals. Some of
these requirements may include the need to perform currency conversions for amount based
attributes, or derive approvers based on roll-up amounts across lines within a document with
common attributes.
Oracle Fusion Procurement provides the ability to define user-defined attributes that you can
use to author document approval rule conditions. These user-defined attributes are managed
and used within a specific approval task. There are two types of user-defined attributes that
can be created for cloud implementations, namely Currency Based and Summation.
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Setting up Document Approvals
To create a currency based user-defined attribute, you will need to provide the following
information:
o Name of the attribute
o Type of attribute to perform the currency conversion
o It can be an amount based attribute that is seeded for an approval task
or a summation user-defined attribute
o The attribute to convert
o The target currency to convert to
o The rate type to apply for the conversion
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Setting up Document Approvals
The conversion rate will always be based on the date on which the transaction was
submitted for approvals.
For example, Acme Corp’s approval policy requires the number of IT approvers to
be based on the total amount of IT requests within a requisition. If the total IT
amount is less than 1200 USD, then the IT manager needs to approve. I f the IT
amount exceeds 1200 USD, then the IT manager, director and VP need to approve
the document.
An employee submits the following requisition:
Lines 1 and 2 both roll up to the IT category, and therefore for this requisition, the
total of these two lines will drive the number of IT approvers needed to be included.
Based on the sum of the two lines (1049.00), only the IT manager needs to approve.
If the approval rule is set up to look at the requisition’s total amount, this would be
routed up to more approvers than required.
Summation attributes can be set up to filter objects based on specific attribute values,
such as Item is ‘XYZ001’ or based on a hierarchy roll up, such as Category rolls up to
IT. Hierarchical based summation will include objects with attribute values that
belong to the sub-hierarchy under the specified filter value. For example:
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Setting up Document Approvals
IT
If a summation attribute has been created with filters based on the Category hierarchy that
rolls up to IT, any lines with Desktops, Laptops or Monitors categories will be included in
the summation.
To create a summation user-defined attribute, you will need to provide the following
information:
o Name of the attribute
o Attribute that you want to sum across the objects
o Up to three filters
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Setting up Document Approvals
Any changes made to the rules or any rules that have been newly added have to be deployed
for them to be effective. Deploying approval rules will require users to click on the Deploy
button on the Edit Rules and on the Manage Approval Rules page. If users do not intend to
deploy the changes that were made to the rules, they can choose to click on the Discard
The ability to configure and save rules without deploying them allows users to iterate the rules
until a final version is reached without affecting the existing approval rules.
The operations that a user will see at the header level of the page are as follows:
- Save: Save or Save and Close will save the updated rules to the database without deploying
them. Users can edit and save rules across multiple participants before deploying them.
- Deploy: Deploy updates the rules engine and makes all the rule changes across all participants
effective. It is displayed on both the Manage Approval Rules page and the Edit Rules page.
The Deploy button is disabled by default and is enabled when there are rules that have been
updated and saved. In cases where there are 100 or more rules across all participants, Deploy
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Setting up Document Approvals
triggers an ESS job that updates the rules engine with all the rules across all the participants.
- Discard: Discard is displayed on both the Manage Approval Rules page and the Edit Rules
page. It is disabled by default and is enabled when there are rules that have been updated and
saved. Discard removes any rule changes that were saved and the rules will go back to the last
deployed state.
Figure 26: Deploy and Discard options on the Manage Approvals page
Oracle Fusion Procurement uses ESS jobs to deploy rules to the rules engine if the
number of rules across all the participants is greater than 100. In cases where the
number of rules is large in number, the deployment may take some time to complete.
The Manage Approval Rules page displays the Approval Rules Deployment Job
Status link to provide users visibility. The following status will be displayed based on
Completed: Rules have been successfully deployed to the rules engine. This
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Setting up Document Approvals
Running: The deployment job is in progress but has not yet completed.
Error: The deployment job has failed to deploy the rules to the rules engine.
Note that users are not be able to make any changes to the rules while the deploy job
4. Upgrade to Release 13
When you access the Manage Approval Rules page for the first time after upgrading to Release
11 or Release 13, all rules are fetched from BPM and saved in the Functional Setup Manager
rules database. As well, an upgrade process is kicked off. If you have more than 100 rules, an
ESS program is triggered to process the upgrade. You can modify approval rules for the
approval task only after the upgrade process has completed. If you have previously accessed
the Manage Approval Rules page as part of a Release 11 upgrade, these additional upgrade
processes are not repeated upon upgrade to a later release, such as Release 13.
Starting with Release 11, rule modifications are deployed only when you click the Deploy
button. When you save rule modifications, the changes are saved to a sandbox. They are not
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Setting up Document Approvals
To facilitate the approvals setup process for companies, the following policies are available out of the
box for requisition approvals task:
- Stages
- Participant
From Oracle Fusion Setup Manager, s elect “Manage Requisition Approvals” to manage rules for
requisition approvals.
The following figure depicts the stages seeded for requisition approvals and the routing sequence of the
stages.
Header Stage
Header Postapproval
Stage
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Setting up Document Approvals
Requester FYI
Participant
Header Stage
Header Hierarchy Header Hierarchy Header Hierarchy Header Stage Header Stage
Participant 2 Participant 3 Participant First Responder Consensus
Wins Participant Participant
Preparer FYI
Participant
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Setting up Document Approvals
There are four seeded stages for requisition approvals and within each stage, there are seeded
participants.
Line and distribution level rules can be defined within the stages with header dimension.
1. Header Preapproval Stage
1.1.This is used to route requisitions for preapprovals, such as whether the requisition is an
emergency requisition.
1.2.Seeded Participants:
1.2.1. Requester FYI
1.2.1.1. The requester on every line for a requisition will receive a FYI notification.
This allows requesters to be notified when a preparer creates a requisition on their
behalf. Each requester on every requisition line will be notified. The rule to notify
the requester is available out of the box.
1.2.2. Preapproval Header Consensus
1.2.2.1. Approvals are routed in parallel for this participant. This participant is more
commonly used in conjunction with approval groups. This participant requires
approval from all approvers.
1.2.3. Preapproval Header First Responder Wins
1.2.3.1. Approvals are routed in parallel for this participant. This participant is more
commonly used in conjunction with approval groups. The first responder to
approve or reject sets the outcome for all remaining approvers.
1.2.4. Preapproval Header Hierarchy
1.2.4.1. Approvals are routed in serial for this participant.
2. Header Stage
2.1.The header stage is often used for fiscal approvals, based on the requisition amount.
2.2.Seeded Participants:
2.2.1. Header Hierarchy
2.2.1.1. Approvals are routed in serial. This participant is gene rally used for
supervisory or position hierarchy based routing.
2.2.1.2. The approvers returned based on all rules that apply in a serial participant
are notified in sequence, even if the rules are evaluated against lines or
distributions.
2.2.2. Header Hierarchy 2
2.2.2.1. Approvals are routed in serial.
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You do not need to use all of the seeded stages and participants. If you do not need to use a seeded
participant, you must disable the participant from the Manage Requisition Approvals page.
Requisition provides the ability to define an overriding approver. An overriding approver is specified by
the requester to replace the application generated first approver. In cases where the system generated
approver is unable to approve a document, requestors are able to specify an overriding approver to
route the document to a different first approver.
The table below lists all the attributes within the three requisition dimensions that are available for you
to create approval routing rules for requisitions. Attributes marked with asterisk (*) when used in
approval rules need an explicit “is not blank” rule. Refer to example in section 2.c.
ATTRIBUTE NOTES
Change in Approval Amount of Amount of the difference between ‘Original Approval Amount of Modified Lines' and 'New
Change in Requisition Amount of Amount of the difference between ‘Original Requisition Amount of Modified Lines' and 'New
Funds Check Failure or Warning Identifies that funds check upon requisition submission has warnings
Funds Override Approver User who can approve the request for funds override
Funds Override Approver User Name Name of the user who can approve the request for funds override
Insufficient Funds Indicates whether the requisition was submitted with funds override request
Internal Transfer Requisition A requisition containing items which are internal to the company
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New Approval Amount of Modified Sum of the amount for the new lines added during an update from catalog or split operation
Lines plus including non-recoverable taxes
Attribute used in position hierarchy routing when the Position Chain Of or the Approval Chain
* Overriding Approver Position ID
Of is Overriding Approver (only supported from BPM)
Percentage Change in Approval Difference as a percentage between ‘Original Approval Amount of Modified Lines’ and ‘New
Amount of Modified Lines Approval Amount of Modified Lines’ (includes non-recoverable taxes)
Percentage Change in Requisition Difference as a percentage between ‘Original Requisition Amount of Modified Lines’ and
Preparer Job Job code of the person who submitted the requisition
Preparer Job Level Job level of the person who submitted the requisition
Requisition DFF Context Descriptive flexfield context on the requisition header(only supported from BPM)
Taxation Country The country in which the transaction is deemed to have taken place for taxation purpose
ATTRIBUTE NOTES
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Setting up Document Approvals
* Agreement Header Amount Released Released amount on the header of the agreement on the requisition line
* Agreement Line Amount Agreement line amount of the agreement on the requisition line
* Agreement Line Amount Overage Amount which requisition line amount exceeds agreement line amount limit
The deemed price at which a product is valued, by a tax authority, for tax calculation
* Assessable Value
purposes
Deliver-to Organization Organization of the location to which the request should be delivered
* Intended Use A tax classification based on the purpose for which a product is used
Identifies the source from which item is added, such as non-catalog request, punchout
Item Source
catalog, local catalog, etc.
Line DFF Context Descriptive Flexfield context on the requisition line(only supported from BPM)
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Manufacturer
Manufacturer of the request
Negotiation Required Flag that indicates if negotiation is required for the requisition line
New Supplier Flag that indicates if a new supplier is specified on the requisition line
Product Category A tax classification based on category of items entered at transaction time
* Product Fiscal Classification A tax classification used to categorize a product for a tax and which are applicable
Requester Job Job code of person for which the line was requested
Requester Job Level Job Level of person for which the line was requested
Requester Level 1 -10 Supervisor User User name of the top 10 worker in the supervisory hierarchy of the requester. Requester
Name Level 1 Supervisor User Name being the user name of the topmost worker
* Requester’s Position Position ID of the person for which the line was requested
Requester Username Username of the person for which the line was requested
Inventory Organization which will supply the item to the destination inventory in internal
Source Organization
material transfer
Indicates the type of source of supply for the requisition line e.g source type is internal for
Source Type
inventory organization, external for suppliers
* Subinventory Subinventory to which the request should be delivered, if destination type is Inventory
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Supplier Configuration ID
ID used to identify a configurable item
* Supplier Site Site from which the supplier will process the request
Tax Classification Tax classification code entered on the transaction for tax determination purpose
A tax classification used to classify a transaction line to define the type of transaction (e.g
Transaction Business Category
Purchase Transaction)
UNSPSC United Nations Standard Products and Services Code used to classify a request
User defined tax classification used to classify transactions to drive tax determination and
User Defined Fiscal Classification
reporting
ATTRIBUTE NOTES
Award Owning Business Unit The business unit that manages and owns the grant award
Award Purpose Description of an activity that the award is funding. For example, research orclinical trials
Award Type Classification of an award. For example, federal grant or private grant
Chart of Accounts Name of the chart of accounts associated with the business unit
Cost Center A unit within an organization to which costs may be charged for accounting purposes
The manager of a unit within an organization to which costs may be charged for
* Cost Center Manager
accounting purposes
The user name of the manager of a unit within an organization to which costs may be
Cost Center Manager User Name
charged for accounting purposes
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Distribution DFF Context Descriptive Flexfield context on the requisition distribution(only supported from BPM)
* Expenditure Organization An organization that incur expenditures and hold financial plans for projects
A classification of cost assigned to each expenditure item, such as calculating raw costs,
* Expenditure Type
to plan, budget, forecast, and report on projects
Funding Source Display name of the source of the funding that is associated to the award
Principal Investigator User Name The User Name of person responsible for the performance of the award
Project Billable Indicates whether the project is billable or not. Available in Release 13 Update C
Project Capitalizable Indicates whether the project is capitalizable or not. Available in Release 13 Update C
Party that is funding the project, for example, external customer or internal organization.
Project Funding Source
Available in Release 13 Update C
Project Owning Business Unit Display name of the business unit that owns the project
Reserved for future use in the project cost collection flexfield. Available in Release 13
Project Reserved Attribute 1-10
Update C
A classification of the work associated with a project task. Available in Release 13 Update
Project Work Type
C
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* Task
Name of the task associated with a project
Considerations
5.
2. For each participant that is in use (i.e. not disabled), at least one rule must apply when a
document is submitted for approvals. AMX does not auto approve if the document attributes
do not meet the conditions of any of the existing rules within a participant.
a. Example 1: You use the Header Hierarchy participant to set up rules based on
requisition amounts with the following conditions:
i. Requisitions more than 500 USD and under 1000 USD requires 1 level
ii. Requisitions more than or equal to 1000 USD and under 2000 USD requires
2 levels
iii. Requisitions more than or equal to 2000 USD requires 3 levels
This means that requisitions under or equal to 500 USD do not require approvals. In
this case, you will need to create a rule to automatically approve the requisition.
b. Example 2: You use the Preapproval Header Consensus participant to set up rules
based on categories on the requisition line. You need additional approvals routed for
the following two categories:
i. IT Equipment
ii. Office Furniture
You must add a rule to automatically approve the remaining categories in this
participant.
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c. Example 3: You use the Preapproval Header Consensus participant to set up rules
based on smart forms on the requisition line. You need additional approvals routed
for the following smart form:
i. Work Visa Request
Condition: If Smart Form Is Not blank and Smart Form Equals
Work Visa Request
a. Make sure to add a condition to check that the attribute is
not empty. This applies to all rules using attributes in a
document that may contain no value.
Since not every requisition line will have a smart form associated, you must add an
autoapproval rule for the following:
i. If (Smart Form Is not blank and Does not equal Work Visa Request) or
Smart Form Is blank
d. Example 4: You use the Serial Approval participant in First Stage Approvals to set
up rules based on Tax Organization Type for supplier registration requests,
i. Condition: If Tax Organization Type equals Individual.
To ensure that approvals are generated successfully, you can:
a. Create multiple rule conditions using an OR separator
where you expect at least one condition to be true.
b. Add another rule in the same participant to ensure that it
covers the supplier registration requests where Tax
Organization Type does not equal Individual, since not all
registrations will have this value.
e. Example 5: You use the Serial Approval participant in First Stage Approvals to set
up an approval rule with the following condition in supplier registration:
i. Condition: If Bank Account Country equals United States.
For this condition to evaluate to true, the registration request must
have bank account details entered and the bank account country is
United States. If the registration request does not contain any bank
account information, this rule will not apply.
To ensure that approvals are generated successfully, the participant
must contain another rule with a condition that will apply if bank
account information does not exist, using If Bank Account Entered
Is No.
This applies to approval rules created using attributes from these
dimensions: Contacts, Addresses, Business Classifications, Bank
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3. All approvers returned within a participant that is routed in serial are ordered and notified in
sequence.
For example, the following rules are evaluated to true in the Header Hierarchy
participant for a requisition with 2 lines:
a. Line 1 satisfies rule 1: If requisition line belongs to the IT category and
amount is less than 500 USD, then approval is required from the IT
Manager and IT Director.
b. Line 2 satisfies rule 2: If requisition line belongs to the Facilities category and
amount is greater than 1500 USD, then approval is required from the
Facilities Manager and Facilities Director
In this case, within the Header Hierarchy participant, approvals will be routed in the
following order:
IT Manager IT Director Facilities Manager Facilities Director
If your organization has a need to route a document for approva ls to more than one
hierarchical path concurrently, you should use more than one serial based participant. You
can use Header Hierarchy, Header Hierarchy 2 and Header Hierarchy 3 participants in the
Header Stage to maintain your rules based on your organization’s requirements.
4. Only one rule within a participant with first responder wins voting regime should
evaluate to true for a given document.
If more than one rule applies within a first responder wins participant, the approvers
returned by each rule will be grouped together where only one response from this
group will determine the approval outcome.
1. For example, within the Header First Responder Wins participant:
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5. From Release 9 onwards, line level withdrawal from approved requisition is supported.
Example: An approved requisition (not in PO) has 4 lines. You, as a preparer, select
line 2 and withdraw that line. You then modify line 2 and resubmit for approval. Only
line 2 will now be routed for reapproval based on the approval rules defined. All
other lines will remain in its current state.
6. On the Configure Requisitioning Business Function page, there are three approval related
controls a user can define:
Reapproval required for changes made during an active approval process : This
controls whether a requisition must be sent back for reapproval whenever an
approver makes a modification to the requisition. It is unchecked by default.
a. Example: When an approver modifies a requisition line and submits the
requisition AND if this checkbox is checked, a new approval process is
started.
Approval required for buyer modified lines: This controls if lines modified by buyer
will be submitted for approval. It is unchecked by default.
a. Example: When requisition is approved and a PO is created, buyer can
modify the lines. If this checkbox is checked, the modified lines will be
routed for reapproval based on the requisition approval rules.
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7. Cost center manager based approvals can be set up using the following condition if all
requisitions in your organization needs to be routed to the cost center manager for approvals:
If Cost Center Manager Is not Blank, route using Single User with User Type = Cost
center manager
The cost center manager is set up on Manage Department page from the setup manager
8. For autoapproval rules, transaction is approved using the internal APPID user (Application
Development Framework Application) instead of the task creator (preparer).
9. Approval rule priority: From Release 11 onwards, Manage Requisitions Approval UI has been
enhanced to support approval rule priority. Approvers from the higher priority rule will be
notified before the approvers from the lower priority rule. The following values are supported
priority: Highest, Higher, High, Medium, Low, Lower, Lowest. Medium is the default priority.
How rule is priority applied?
The Approval Engine will determine the list of approvers based on the rules with
conditions that evaluate to "true" for a transaction.
The list of approvers will be arranged by priority, so the approver with th e highest
priority receives the notification first and so forth.
Approvers from the rules having same priority will be notified in a random sequence.
10. To prevent self approval of transactions when the submitter (task creator) is part of an
approval list, the following task configuration property should be set in BPM:
Skip creator for Approval List = Y
When this option is set to “Y” and the requisition preparer/buyer is one of the approvers, the
task will be routed to the next approver in the chain skipp ing the task assignment for the
creator. For a single approver scenario, skipping task assignment for creator would mean the
task outcome is set to reject unless there is another approver in the chain (or an auto approval
rule) that approves the transaction. Alternatively, you can set the flag “Assign to Creator's
Manager = Y” to replace the creator with his manager set in HCM.
Note: Task assignment for creator will not be skipped when using application role or position
hierarchy based routing.
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Setting up Document Approvals
Oracle Fusion Purchasing has provided Stage and Participants out of the box enabling customers to
easily organize and author approval routing rules. From Oracle Fusion Setup Manager, select “Manage
Purchasing Document Approvals” to manage rules for purchasing document approvals.
The figure below illustrates the stages seeded for purchase order, purchase agreement and their change
order approvals. There are four stages and are organized sequentially as depicted in the figure.
Preapproval Stage
Terms Stage
Postapproval Stage
The figures below illustrate participants seeded within each stage. The position of the participant in the
figure conveys whether the participant is ordered sequentially or in parallel compared with other
participants. For example, in Figure 27, the approvers obtained because of rules written on Preapproval
Consensus participant will be notified in parallel with the approvers obtained because of rules written
on Preapproval First Responder Wins participant.
Preapproval Stage
Preapproval FYI Participant
Terms Stage
Terms Approval
FYI Participant
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Terms Approval Terms Approval Terms Approval Terms Approval Terms Approval
Setting up Document Approvals
Postapproval Stage
The table below lists all the attributes that are available for you to create approval routing rules for
purchasing documents.
ATTRIBUTE NOTES
Agreement Amount Change Percent Percentage by which the agreement amount has changed on a change order.
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Setting up Document Approvals
All Lines have Backing Requisition Indicates whether all purchase order lines have backing requisition or not.
All Lines Negotiated Indicates that prices on all the lines on the document are negotiated.
Bill-to Location The location to which the supplier should send the invoice.
Buyer Managed Transportation Indicates that the buying company is responsible for arranging the transportation
Buyer Managed Transportation Modified Indicates that the Buyer Managed Transportation flag has been updated
Buyer Position The position of the buyer specified on the purchasing document.
Buyer The user name of the buyer specified on the purchase order.
Carrier A company that transports goods from one point to another by land, sea, or air.
Change in the total amount in document currency.The total amount is the sum of
Change in Document Total Amount ordered amount and total exclusive tax amount.
Change in the total amount in functional currency. The total amount is the sum of
Change in Functional Total Amount ordered amount and total exclusive tax amount.
The method or program by which the change order was created. Such as PDOI
Change Order Creation Method or Reassign Purchasing Document and so forth.
Change Order Initiating Party The party that initiated the change order such as buyer or supplier.
Change Order Initiator Username The user name of the change order initiator.
Indicates whether any clause has changed on the document compared to the
Clauses Changed From Contract Template contract template in the terms library or not.
Contract Template Expired Indicates whether the contract template on the document has expired or not.
Contract Terms Changed Indicates whether the contract terms are changed as part of the change order
Indicates whether the document has contract terms and conditions associated
Contract Terms Exist with it or not.
Contract Terms Template The name of the contract terms template applied on the document.
Document Cancellation Request Indicates whether the change order is a document cancellation request or not.
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Setting up Document Approvals
Document Creation Method The method or program by which the document was created. Such as PDOI or
Online.
Document Currency The three-letter ISO code associated with the document currency.
The name of the document style, enabled for the purchasing document type, as
Document Style displayed to the user.
The sum of ordered amount and total exclusive tax amount for the document in
Document Total Amount document currency.
Document Total Change Percent Percentage by which the purchase order total amount has changed.
Document Type The document type associated with a change order template.
End Date Modified Indicates whether the agreement end date is modified on the change order or not.
Freight on board. The point or location where the ownership title of goods is
FOB transferred from the seller to the buyer.
FOB Modified Indicates whether the FOB is modified on the change order or not.
Freight Terms Indicates who pays the charge for transporting the goods by common carrier.
Freight Terms Modified Indicates whether the freight terms are modified on the change order or not.
Functional Currency Currency of the primary ledger of the sold-to legal entity.
The sum of ordered amount and total exclusive tax amount for the document in
Functional Total Amount functional currency.
Funds Override Approver User who can approve the request for funds override.
Includes Outside Processing Items Indicates whether any lines have outside processing items.
Interface Source Code Code that indicates the outside source that the data was imported from.
Internal Purchasing Deliverable Modified Indicates whether any internal deliverable is modified on the change order or not.
Nonstandard Clause Exists Indicates whether any nonstandard clause exists on the document or not.
Terms used to schedule payments and to calculate due dates, discount dates,
Payment Terms and discount amounts for invoices matched against the purchase order.
Payment Terms Modified Indicates whether the payment terms are modified on the change order or not.
Primary Ledger of Requisitioning BU The primary ledger associated with the requisitioning business unit.
Primary Ledger of Sold-to LE The primary ledger associated with the sold-to legal entity.
Procurement BU The business unit that manages and owns the purchasing document.
Requisitioning BU The business unit that is requesting the goods or services being purchased
Service Level Priority of transportation that affects how quickly the goods are transported.
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The legal entity procuring goods or service in a country. The sold-tolegal entity
Sold-to Legal Entity specified in the purchasing document.
Standard Clause Exists Indicates whether any standard clause exists on the document or not.
Standard Clause Modified Indicates whether any standard clause is modified on the change order or not.
Indicates whether the agreement start date is modified on the change order or
Start Date Modified not.
The entity that models how the buying organization conducts business with the
Supplier Site supplier.
Supplier Site Modified Indicates whether the supplier site is modified on the change order or not.
The country where the transaction is deemed to have taken place for taxation
Taxation Country purposes.
ATTRIBUTE NOTES
Percentage by which the price has changed on a purchase order line compared to the
Agreed Price Change Percent price agreed on a blanket purchase agreement.
Indicates whether a requisition reference exists on any distribution associated with the
Backing Requisition Exists purchase order line.
Category Name The name of a code used to group items with similar characteristics.
Change in Document Line Ordered Amount Change in line ordered amount in document currency.
Change in the line total amount in document currency. The line total amount is the sum
Change in Document Line Total Amount of ordered amount and total exclusive tax amount for the line.
Change in Functional Line Ordered Amount Change in line ordered amount in functional currency.
Change in the line total amount in functional currency.The line total amount is the sum
Change in Functional Line Total Amount of ordered amount and total exclusive tax amount for the line.
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Setting up Document Approvals
Indicates whether the item on line will be purchased under consignment arrangement
Consignment Line from a supplier.
The sum of ordered amount and total exclusive tax amount for the line in document
Document Line Total Amount currency.
Type of change made to the line, schedule or distribution. Whether it was added,
Entity Change Type changed or canceled.
The sum of ordered amount and total exclusive tax amount forthe line in functional
Functional Line Total Amount currency.
Item Revision The revision of the item specified on the purchase order line.
Line Agreement Amount Amount agreed on an agreement line between the buying and selling organization.
Change in the amount agreed on an agreement line between thebuying and selling
Line Agreement Amount Change organization.
Line Agreement Amount Change Percent Percentage by which line agreement amount has changed.
Line Description Modified Indicates whether the line description is modified on the change order or not.
Line Total Amount Change Percent Percentage by which the line total amount has changed.
A type to indicate whether a purchasing document line is for goods or services, as well
Line Type as some default attributes associated with the line.
Indicates that the price on the document line is a value agreed on in advance during
Negotiated discussions between the buyer and the supplier.
The buying organization’s identification number or code for the immediate parent item
Parent Item associated with the option or sub-model
Price Change Percent Percentage by which the price has changed on a line on a change order
Quantity The ordered quantity on the purchase order line, schedule, or distribution.
The buying organization’s identification number or code for the top model item
associated with the option or sub-model. The top model is the item from which the
Top Model configuration was built
UN Number The United Nations identification number for the hazardous material.
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TABLE 6. PURCHASE ORDER SCHEDULE AND PURCHASE AGREEMENT PRICE BREAK LEVEL ATTRIBUTES
ATTRIBUTE NOTES
The deemed price at which a product is valued, by a tax authority, for tax calculation. The same
Assessable Value product can have more than one assessable value, as given by different tax authorities.
Indicates that the material to be received is being specifically purchased to fulfill a sales order
Back to Back Indicator from a customer
Descriptive Flexfield Attribute 1-20 A character attribute available to customers to extend attributes captured on a purchase order.
Indicates whether a requisition reference exists on any distribution associated with the
Backing Requisition Exists purchase order schedule.
Carrier A company that transports goods from one point to another by land, sea, or air.
Change in Document Schedule Total Change in schedule total amount in document currency.The schedule total amount is the sum
Amount of ordered amount and total exclusive tax amount for the schedule.
Change in Functional Schedule Total Change in schedule total amount in functional currency.The schedule total amount is the sum
Amount of ordered amount and total exclusive tax amount for the schedule.
Destination Type Indicator to show whether the item should be charged to an inventory or should be expensed.
The sum of ordered amount and total exclusive tax amount for the schedule in document
Document Schedule Total Amount currency.
Type of change made to the line, schedule or distribution. Whether it was added, changed or
Entity Change Type canceled.
The sum of ordered amount and total exclusive tax amount for the schedule in functional
Functional Schedule Total Amount currency.
Import Source Indicates the source application from which the transaction was imported
Intended Use A tax classification based on the purpose for which a product is used.
The option that determines whether invoices for the purchase order schedule shouldmatch to
Invoice Match Option the purchase order or the receipt.
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Setting up Document Approvals
The level determines how purchase order, receipt, inspection, and invoice quantities should
Match Approval Level match before the corresponding invoice can be paid.
Mode of Transport distinguishes substantially different ways to perform transport. E.g. Air,
Mode of Transport Ground.
A classification used by a tax authority to categorize a product for a tax. There could be more
Product Fiscal Classification than one by tax. For example, for Brazil two classifications are required.
Product Type The nature or the product involved in a taxable transaction. For example, goods orservices.
Promised Ship Date Change in Days Days by which the promised ship date has changed.
Requested Ship Date Change in Days Days by which the requested ship date has changed.
Service Level Priority of transportation that affects how quickly the goods are transported.
Ship-to Location The name of the location where the supplier should ship the goods.
Ship-to Location Modified Indicates whether the ship-to location is modified on the change order or not.
Ship-to Organization The name of the inventory organization where the supplier should ship the goods.
Indicates if any component of the shipping method (Carrier, Mode of Transport, Service Level)
Shipping Method Modified have been modified.
A business classification used to identify and categorize an external transaction for tax
Transaction Business Category purposes.
A classification for any tax requirement that you cannot define using the existing fiscal
User Defined Fiscal Classification classification types.
ATTRIBUTE NOTES
Award Owning Business Unit The business unit that manages and owns the grant award
Award Purpose Description of an activity that the award is funding. For example,research or clinical trial
Award Type Classification of an award, for example, federal grant or private grant
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Descriptive Flexfield Attribute 1-20 A character attribute available to customers to extend attributes captured on a purchase
order.
Descriptive Flexfield Attribute Number 1- A number attribute available to customers to extend attributes captured on a purchase
10 order.
Backing Requisition Exists Indicates whether a requisition reference exists on the distribution.
Change in Document Distribution Total Change in distribution total amount in document currency.The distribution total amount is
Amount the sum of ordered amount and total exclusive tax amount for the distribution.
Change in Functional Distribution Total Change in distribution total amount in functional currency.The distribution total amount is
Amount the sum of ordered amount and total exclusive tax amount for the distribution.
An organizational element of a chart of accounts typically used for assigning revenues and
Cost Center expenses.
The manager of a unit within an organization to which costs may be charged for accounting
Cost Center Manager purposes
The user name of the manager of a unit within an organization to which costs may be
Cost Center Manager User Name charged for accounting purposes
Deliver-to Location The final location where you deliver goods previously received from a supplier.
Destination Charge Account Modified Indicates whether the destination charge account is modified on the change order or not.
The sum of ordered amount and total exclusive tax amount for the distribution in document
Document Distribution Total Amount currency.
Type of change made to the line, schedule or distribution. Whether it was added, changed
Entity Change Type or canceled.
Expenditure Organization The organization that incurred the cost on the expenditure item.
A classification of cost that you assign to each expenditure tiem. Expenditure types are
Expenditure Type grouped into cost groups and revenue groups.
The sum of ordered amount and total exclusive tax amount for the distribution in functional
Functional Distribution Total Amount currency.
Funding Source Display name of the source of the funding that is associated to the award
The segment that determines whether an account is an asset, liability, owners' equity,
Natural Account revenue, or expense account
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Setting up Document Approvals
PO Charge Account Modified Indicates whether the PO charge account is modified on the change order or not.
An accounting flexfield segment used to automatically balance all journal entries for each
Primary Balancing Segment Value value of this segment.
Primary Ledger The primary ledger associated with the purchasing business unit
A finite endeavor, with specific start and finish dates,undertaken to create a product or
Project provide a service.
Project Attributes Modified Indicates whether project information is modified on the change order or not.
Project Manager Owner of the project specified on the purchase order distribution.
Project Owning Business Unit Display name of the business unit that owns the project
Projects Reserved Attribute 1-10 Attribute used by Oracle Fusion Projects to extend purchase order distribution.
Projects User Defined Attribute 1-10 Reserved for user-definable project information.
Requester Level 1 -10 Supervisor Supervisor in the supervisory hierarchy chain of the requester. Requester Level 1
Supervisor being the topmost worker on the supervisory chain
Requester Level 1 -10 Supervisor User User name of the top 10 worker in the supervisory hierarchy of the requester. Requester
Name Level 1 Supervisor User Name being the user name of the topmost worker
Requester Modified Indicates whether the requester is modified on the change order or not.
Requester Position The position of the requester specified on the purchase order.
The name assigned to a task. A task is subdivision of project work. Each project can have a
Task set of top tasks and a hierarchy of subtasks below each top task.
Work Type The name of a classification of the work associated with a task
ATTRIBUTE NOTES
Percentage by which the amount has changed on a purchase order line compared to the
Amount Exceeded Percent requisition line amount.
Negotiation Required Indicates whether negotiation is required for the requested item or not.
Order Functional Currency The three-letter ISO code associated with the functional currency of the document.
The user name of the requester specified on the purchase order distribution associated with
PO Deliver-to Person Username the requisition line.
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Currency
The purchase order total amount associated with the requisition line in document currency.
PO Total Amount in Document The total amount is the sum of ordered amount and total exclusive tax amount for the
Currency document.
The purchase order total amount associated with the requisition line in functional currency.
PO Total Amount in Functional The total amount is the sum of ordered amount and total exclusive tax amount for the
Currency document.
Preparer Position Position of the preparer of the requisition associated with the purchase order.
Preparer Username The user name of the preparer of the requisition line.
7.
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Oracle Fusion Supplier Model and Supplier Portal provide the following approval workflows for
managing supplier data that can be setup using their respective Functional Setup Manager tasks.
Setup tasks found in the Functional Setup Manager are used to configure approval routing rules for
each flow.
To manage approval rules for supplier registration, access “Manage Supplier Registration Approvals” or
“Manage Internal Supplier Registration Approvals” task from the Functional Setup Manager task list
under Define Approval Management for Procurement.
There are two registration approval tasks representing the distinct registration flows:
- Manage Supplier Registration Approvals
o Used to maintain approval routing rules for registrations submitted by external users
of companies interested in becoming a supplier.
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Setting up Document Approvals
Figure 38: Seeded Stages for Supplier Registration Approvals in Oracle Fusion Supplier Portal
Approval rules configured in the seeded stages are executed in the following sequence:
1. First Stage Approvals
2. Second Stage Approvals
Within each stage, there are three seeded participants. You do not need to use all of the seeded stages
and participants. You can disable unused participants using the disable button for the unused
participant on the Manage Supplier Registration Approvals or Manage Internal Supplier Registration
Approvals page.
Responder Wins
Parallel Approval
Serial Approval
Responder Wins
Parallel Approval
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Serial Approval
Setting up Document Approvals
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Setting up Document Approvals
Approval rules are seeded in the first stage participant: Parallel Approval First Responder Wins. The
seeded approval rules route registration requests based on the business relationship assigned to the
registration. Registration requests with prospec tive relationship are routed to the Supplier
Administrators of a Procurement BU, and registration requests with spend authorized relationship are
routed to the Supplier Managers of a Procurement BU for approvals. You can modify or delete the
seeded rules.
Out of the box, Supplier Administrators and Supplier Managers routing groups are available for the
supplier registration tasks. Supplier Administrators or Supplier Managers are the procurement agents of
a procurement BU who are granted the access to Manage Suppliers action through the Manage
Procurement Agents setup.
These routing groups can be used in any user defined approval rule. When configuring the approval
action details, select Route Using as ‘Single Approver’, and User Type as ‘Supplier Administrators’ or
‘Supplier Managers’ as needed.
The following tables list the attributes which are available to author approval routing rules.
ATTRIBUTE DESCRIPTION
Address Entered Indicates if an address was provided on the supplier registration request.
Bank Account Entered Indicates if a bank account was provided on the supplier registration request.
Business Classification Not Applicable Indicates if suppliers have business classifications applicable for them.
The relationship intended for business between the supplier and the buying
Business Relationship
organization.
Contact Entered Indicates if a contact was provided on the supplier registration request.
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Inviting Procurement BU The business unit responsible for reviewing and approving the supplier registration
request. This attribute expects the name of the business unit to be selected from the
lov.
The business unit responsible for reviewing and approving the supplier registration
Inviting Procurement BU Name
request. This attribute expects the name of the business unit to be entered.
The reason provided by internal user for raising the registration request on behalf of
Request Reason
the supplier.
Identifies if the supplier registration request was created by the potential supplier
Source
company or by an internal user on behalf of the company through different flows.
Taxpayer ID The company’s primary supplier tax identifier issued by federal tax authorities.
Country code associated with the company’s tax identifiers; tax registration number
Tax Country
or taxpayer ID.
Country name associated with the company’s tax identifiers; tax registration number
Tax Country Name
or taxpayer ID.
Tax Registration Number The company’s tax identifier for a specific tax registration.
The categorization used for tax reporting purposes, for example; corporation, foreign
Tax Organization Type
corporation, individual, or partnership.
ATTRIBUTE DESCRIPTION
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ATTRIBUTE DESCRIPTION
Remit To Address Purpose Indicates that invoice payments can be processed at the supplier address.
RFQ or Bidding Address Purpose Indicates that negotiations and bids can be communicated to the supplier address.
Ordering Address Purpose Indicates that purchasing documents can be communicated to the supplier address.
Postal Code The postal code or zip code for a supplier address.
ATTRIBUTE DESCRIPTION
The agency code that certifies the eligibility of a supplier for a specific business
Certifying Agency
classification.
The name of the agency that certifies the eligibility of a supplier for a specific
Certifying Agency Name
business classification.
The business classification code used to categorize a supplier, for example; minority
Classification
owned, small business, or veteran owned.
The name of the business classification used to categorize a supplier, for example;
Classification Name
minority owned, small business, or veteran owned.
Minority Type The minority subclassification captured on minority owned business classifications.
The user provided certifying agency that was not available in the list of certifying
Other Certifying Agency
agencies.
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ATTRIBUTE DESCRIPTION
Bank The code identifying the bank for which the company’s bank account is defined.
Bank Account Country The country code for the bank account.
Bank Account Country Name The country for the bank account.
Bank Name The bank for which the company’s bank account is defined.
Bank Number The number of the bank for which the company’s bank account is defined.
Branch The branch code of the bank for which the company’s bank account is defined.
Branch Name The branch of the bank for which the company’s bank account is defined.
Branch Number The branch number of the bank for which the company’s bank account is defined.
ATTRIBUTE DESCRIPTION
Category The products and services category code indicating what the company supplies.
Category Name The products and services category indicating what the company supplies.
Supplier profile change approvals setup task enables organizations to setup the approval routing
Supplier profile changes can be initiated by a supplier user directly when managing the supplier profile
including supplier profile attributes is accepted. All these processes will result in initiating a change
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management process if they reflect changes in supplier profile information. The supplier profile updates
are aggregated on a profile change request which is routed for approval. When the change request is
approved, the changes included in the change request are saved to the profile.
To manage approval rules for thes e change requests, access the Manage Supplier Profile Change
Approvals setup task from the Functional Setup Manager task list Define Approval Management for
Procurement.
The setup task has an approval configuration with two stages which are configured to be executed in
Figure 41: Seeded Stages for Supplier Profile Change Approvals in Oracle Fusion Supplier Model
Both the stages have three seeded participants as depicted in the following figures. Out of all, only first
stage participant Parallel Approval First Responder Wins is enabled out of the box. The other
participants are disabled to simplify the approval process and approval history reporting that picks all
the enabled participants in its report. You may enable or disable any participant as per use.
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Parallel Approval
Serial Approval
Figure 42: Seeded Supplier Profile Change Request Participants in First Stage Approvals
Parallel Approval
Serial Approval
Figure 43: Seeded Supplier Profile Change Request Participants in Second StageApprovals
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Setting up Document Approvals
Seeded Participants
An approval rule is seeded in the change request first stage participant: Parallel Approval First
Responder Wins. The seeded approval rule routes profile change requests to the Supplier
Administrators group which is a list of users that are set up as procurement agents with supplier
administrator job role and can manage suppliers. Like supplier registration and spend authorization
approval tasks, Supplier Administrators and Supplier Managers routing groups are available for the
supplier profile change request approval task. These routing groups can be used in any user defined
approval rule. When configuring the approval action details, select Route Using as ‘Single Approver’,
and User Type as ‘Supplier Administrators’ or ‘Supplier Managers’ as needed.
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ATTRIBUTE DESCRIPTION
Bank Accounts Changed Indicates if supplier’s bank accounts details are changed.
Business Classifications Changed Indicates if supplier’s business classifications details are changed.
The relationship intended for business between the supplier and the buying
Business Relationship
organization.
Indicates the flow that initiated the change process – Supplier, Supplier Qualification
Change Request Source
or Supplier Negotiation.
Contact User Accounts Changed Indicates if supplier contact’s user account details are changed.
Products and Services Categories Changed Indicates if supplier’s products and services categories are changed.
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Spend Authorization Review Status Indicates the spend authorization review status of the supplier.
Supplier Name of the organization for which the change request is created.
Supplier Number Indicates the supplier’s functional identifier in the supplier master.
ATTRIBUTE DESCRIPTION
Current Fiscal Year Potential Revenue Indicates the supplier’s current fiscal year potential revenue.
Supplier Type Categorization of the supplier for which the change request is created.
The categorization used for tax reporting purposes, for example; corporation, foreign
Tax Organization Type
corporation, individual, or partnership.
ATTRIBUTE DESCRIPTION
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Setting up Document Approvals
supplier’s addresses.
Ordering Address Purpose Indicates that purchasing documents can be communicated to the supplier address.
Postal Code The postal code or zip code for a supplier address.
RFQ or Bidding Address Purpose Indicates that negotiations and bids can be communicated to the supplier address.
Remit to Address Purpose Indicates that invoice payments can be processed at the supplier address.
ATTRIBUTE DESCRIPTION
The agency that certifies the eligibility of a supplier for a specific business
Certifying Agency
classification.
The user provided certifying agency that was not available in the list of certifying
Other Certifying Agency
agencies.
ATTRIBUTE DESCRIPTION
Supplier Payment Method Mode of payment from customer to supplier at the supplier level.
The entity that models how the buying organization conducts business with the
Supplier Site
supplier.
Supplier Site Payment Method Mode of payment from customer to supplier for a specific supplier site.
ATTRIBUTE DESCRIPTION
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Setting up Document Approvals
Tax Registration Type Indicates the tax registration type of the supplier.
Tax Reporting Name Supplier’s legal name associated with its Tax Identification Number.
Taxpayer Country Country name associated with the taxpayer ID of the supplier.
Use Withholding Tax Indicates if the supplier is eligible for retention tax.
ATTRIBUTE DESCRIPTION
Country of Origin Supplier site’s country from where the items are supplied.
FOB Indicates the Free on Board term defined for the supplier site.
Freight Terms Indicates the freight terms defined for the supplier site.
Indicates the basis on which invoices are selected for payment i.e. either scheduled
Pay Date Basis
payment discount date or the scheduled payment due date.
Payment Terms Indicates the terms under which a supplier site completes a sale.
Shipping Method Indicates the carriers and services used to ship items from the supplier site.
The entity that models how the buying organization conducts business with the
Supplier Site
supplier.
Term Date Basis Indicates the date used as payment terms start date.
ATTRIBUTE DESCRIPTION
Data Access Indicates the level of data access for the supplier contact.
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Descriptive Flexfield Attribute Number 1-12 A number attribute available to customers to extend attributes captured for supplier’s
contacts.
Request User Account Indicates if a user account is requested for the supplier contact.
Roles Indicates the functional job role granted to the supplier contact.
User Account Status Indicates the status of the request to create user account for the supplier contact.
ATTRIBUTE DESCRIPTION
Bank The bank for which the company’s bank account is defined.
Bank Number The number of the bank for which the company’s bank account is defined.
TABLE 24. CHANGE REQUEST PRODUCTS AND SERVICES CATEGORY LEVEL ATTRIBUTES
ATTRIBUTE DESCRIPTION
Products and Services Category The products and services category indicating what the company supplies.
Buying organizations enter into a business relationship with suppliers for various requirements. Some
suppliers are only required to participate in transactions with no financial impact such as participate in
sourcing and qualification processes while others are available for transactions involving financial spend
such as purchasing and invoicing. The Fusion Supplier Model product supports these aspects of a
supplier lifecycle. A prospective supplier is one with whom the buying organization enters into a
business relationship with no financial impact while spend authorized suppliers as the name suggests
are available for transactions with financial spend. Buying organizations may use the promotion feature
to progress a prospective supplier to become spend authorized.
The promotion process generates an approval request that sends notifications to a set of approvers
who can then review the supplier details and d etermine if the supplier is ready for financial spend
commitments. The approval process is configurable where various approval rules, based on specific
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business cases, are created to determine the set of approvers to receive the approval notification for
their action.
To manage approval rules for supplier spend authorization requests, access “Manage Supplier Spend
Authorization Approvals” task from the Functional Setup Manager task lists under Define Approval
Management for Procurement.
The following figure depicts the seeded stages and routing sequence for supplier spend authorization
approvals.
First Stage
Second Stage
Figure 44: Seeded Stages for Supplier Spend Authorization Approvals in Oracle Fusion Supplier Model
Approval rules configured in the seeded stages are executed in the following sequence:
1. Spend Authorization Approval First Stage
2. Spend Authorization Approval Second Stage
Similar to supplier registration requests, approvals for spend authorization requests for suppliers are
also completed in a two-stage concept to give you flexibility in sequencing the approvers required to
review supplier spend authorization requests.
Within each stage, there is one participant to determine routing behavior of the requests.
1. First Stage Approvals
a. Seeded Participant
i. Parallel Approval First Responder Wins
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ATTRIBUTE DESCRIPTION
The relationship intended for business between the supplier and the buying
Current Business Relationship
organization.
Has Sites Indicates if the spend authorization request includes supplier sites to be created.
Procurement BU The name of the business unit with which supplier is associated for business.
Requested By User who initiated the promotion process for the supplier.
Spend Authorization Request Source Source of origin for the spend authorization requests for a supplier.
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Setting up Document Approvals
Spend Authorization Review Status Approval review status of the spend authorization requests.
Supplier Name Name of the organization which is being promoted for spend transactions.
Supplier Type Type of the supplier which is being promoted for spend transactions.
Taxpayer ID The company’s primary supplier tax identifier issued by federal tax authorities.
Country code associated with the company’s tax identifiers; tax registration number
Tax Country
or taxpayer ID.
The categorization used for tax reporting purposes, for example; corporation, foreign
Tax Organization Type
corporation, individual, or partnership.
Tax Registration Number The company’s tax identifier for a specific tax registration.
ATTRIBUTE DESCRIPTION
The entity that models how the buying organization conducts business with the
Supplier Site Name
supplier.
Consideration
o For each participant that is in use (i.e. not disabled), at least one rule must apply when a
request is submitted for approvals. AMX does not autoapprove if the document attributes do
not meet the conditions of any of the existing rules within a participant.
For such cases, starting in release 13, system will reject these requests. Once the requests are
rejected, an information only notification is created and sent to all the supplier administrators
configured as Procurement agents and granted Manage Suppliers function. The notification is
built to communicate details to help these users take appropriate action to prevent similar
occurrences.
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This configuration is predefined and applicable to all the supplier approval flows.
a. Example : For Manage Internal Supplier Registration Approvals task, you used First Stage
Parallel Approval First Responder Wins participant to setup rules based on the Tax
Organization Type of the registering supplier with following condition:
This means that a supplier registration request for s upplier with Tax Organization
Type as ‘Individual’ only requires approval. For other Tax Organization Type cases,
the approval rules are not setup. You must add conditions for such cases too, like
If this case is not take care of, and you just have the first condition entered, then
application will reject all the requests of non Individual Tax Organization Type. This
will be due to the incorrect approval rule setup that will fail to return any approver on
this participant.
Oracle Fusion Sourcing has provided Stage and Participants out of the box to enable customers to
easily organize and author approval routing rules for negotiation and award approval task s. From
Oracle Fusion Setup Manager, select the following:
1. Manage Supplier Negotiation Approvals
To create and maintain approval rules for negotiation approval
flow.
2. Manage Supplier Negotiation Award Approvals
To create and maintain approval rules for award negotiation
approval flow.
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Setting up Document Approvals
Negotiation and Award Approvals can be enabled from Configure Procurement Business Function
page.
The following figure depicts the seeded stages and routing sequence f or Negotiation and Award
approval flow.
Seeded Stages
Preapproval Stage
Header Stage
Postapproval Stage
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Figure 46: Seeded Stages for Negotiation Approvals and Award Approvals tasks.
Approval rules configured in the seeded stages are executed in the following sequence:
1. Preapproval Stage
2. Header Stage
3. Postapproval Stage
4. Postapproval FYI Stage
Preapproval Stage
Preapproval FYI
Figure 47: Seeded Participants in Preapproval Stage for Negotiation and Award Approval
Header Stage
Header Approval
FYI
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Figure 48: Seeded Participants in Header Stage for Negotiation and Award Approvals
Postapproval Stage
Figure 49: Seeded Participants in Postapproval Stage for Negotiation and Award Approvals
Postapproval (FYI)
Figure 50: Seeded Participants in Postapproval (FYI) Stage for Negotiation and Award Approvals
There are four seeded stages for negotiation and award approval flows respectively and within each
stage there are seeded participant types. The non FYI participant types are seeded as rule based, which
allows picking the list builder (Supervisory, Position, Job Level, and Approval Groups) that is
applicable for any organization.
1. Preapproval Stage
a. This stage is used if approvals are required before routing to other stages and to different
approvers.
b. Seeded Participants
i. Preapproval (FYI) - The buyer for negotiation will receive a negotiation FYI
notification. A single person will be notified using this participant type. The
rule to notify the buyer is available out of the box
ii. Preapproval (Parallel) Consensus - All identified approvers receive a
notification for approval in parallel. Approval is required from all approvers.
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Setting up Document Approvals
2. Header Stage
a. Seeded Participants
i. Header Approval (FYI) – User can configure rule to send FYI notifications
to approvers.
ii. Header Approval (Parallel) Consensus- Approvals are routed in parallel for
this participant type. This participant type is more commonly used in
conjunction with approval groups. This participant type requires approval
from all approvers.
iii. Header Approval (Parallel) First Responder Wins - All identified approvers
receive a notification for approval in parallel. The first responder to
approve or reject the request defines the outcome of all remaining
approvers.
iv. Header Approval (Serial) - Approvals will be routed in serial. This
participant is generally used for supervisory or position hierarchy based
routing. The approvers returned based on all rules that apply in a serial
participant will be notified sequentially from approver to approver.
v. Header Approval 2 (Serial) - Approvals will be routed in serial. If your
organization has a requirement to have a second hierarchy based routing in
parallel to the Header Approval (Serial) participant, rules should be
maintained in this participant.
vi. Header Approval 3 (Serial) - Approval will be routed in serial. Similar to
Header Approval 2 (Serial), this participant allows another hierarchy based
routing in parallel to Header Approval (Serial) and Header Approval 2
(Serial) participants.
3. Postapproval Stage
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You do not need to use all of the seeded stages and participant. If you do not need to use any of the
seeded participants, you will need to disable the participant from “Manage Supplier Negotiation
Approvals” or “Manage Supplier Negotiation Award Approvals pages.
ATTRIBUTE NOTES
Procurement BU The business unit that manages and owns the purchasing document.
Header Attribute Category Text Category typed descriptive flex field attribute.
Two Stage Evaluation Two Stage Negotiation flag is set to Yes or No.
Terms used to schedule payments and to calculate due dates, discount dates,
Payment Terms and discount amounts for invoices matched against the purchase order.
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Setting up Document Approvals
Indicates whether any clause has changed on the negotiation compared to the
Clauses Changed from Contract Template contract template in the terms library or not.
Contract Template Expired Indicates whether the contract template on the negotiation has expired or not.
Indicates whether the negotiation has contract terms and conditions associated
Contract Terms Exist with it or not.
Standard Clause Exist Indicates whether any standard clause exists or not.
Standard Clause Modified Indicates whether any standard clause is modified or not.
Non-Standard Clause Modified Indicates whether any nonstandard clause is modified or not.
Contract Deliverable Modified
Indicates whether any contract deliverable is modified ornot.
Contract Terms Template The name of the contract terms template applied on the negotiation.
Non-Standard Clause Exist Indicates whether any nonstandard clause exists or not.
ATTRIBUTE NOTES
The products and services category indicating what the company supplies.
Category Name
It refers to the highest price at which responding for a line can begin and all
Start Price response price must be equal to or below the Start Price
Backing Requisition Exists Indicates whether backing requisition exists for the negotiation.
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Setting up Document Approvals
Line Attribute Category Text Category typed descriptive flex field attribute.
Procurement Category Hierarchy Level 1-10 Number of procurement category hierarchy level attribute.
ATTRIBUTE NOTES
Procurement BU The business unit that manages and owns the purchasing document.
Contract Terms Exist Indicates whether negotiation has contract terms and conditions associated with it or not.
Terms used to schedule payments and to calculate due dates, discount dates, and discount
Payment Terms amounts for invoices matched against the purchase order.
Clauses Changed from Contract Indicates whether any clause has changed on the negotiation compared to the contract
Template template in the terms library or not.
Contract Template Expired Indicates whether the contract template on the negotiation has expired or not.
Standard Clause Exists Indicates whether any standard clause exists or not.
Non-Standard Clause Exist Indicates whether any nonstandard clause exists or not.
Indicates whether a contract deliverable exists on the negotiation. Contract deliverables are
Contract Deliverable Exist. commitments that must be fulfilled as part of negotiations and contract agreements.
Standard Clause Modified Indicates whether any standard clause is modified or not.
Non-Standard Clause Modified Indicates whether any nonstandard clause is modified or not.
Contractual Deliverable Modified Indicates whether any contract deliverable is modified or not.
Contract Terms Template The name of the contract terms template applied on the negotiation.
Header Attribute Category Text Category typed descriptive flex field attribute.
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Setting up Document Approvals
ATTRIBUTE NOTES
A type to indicate whether a purchasing document line is for goodsor services, as well as
Line Type some default attributes associated with the line.
The products and services category indicating what the company supplies.
Category Name
It refers to the highest price at which responding for a line can begin and all response price
Start Price must be equal to or below the Start Price
Savings Amount Indicates savings amount for the award line item.
Backing Requisition Exists Indicates whether backing requisition exists for the negotiation.
Line Attribute Category Text Category typed descriptive flex field attribute.
ATTRIBUTE NOTES
Supplier Site Site from which the supplier will process the request.
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Setting up Document Approvals
Customers can define their own attributes and can use them for creating rules by accessing “Manage
User Defined Attributes” page. Oracle Fusion Sourcing Approvals will support user defined attributes
of type ‘Custom Function’ (for non-cloud implementations) and ‘Currency Conversion Function’. User
defined attributes can be created in negotiation and award approval tasks.
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Setting up Document Approvals
This business case example illustrates concepts established so far. Acme Corp has agreements in place
for most facilities and IT services. Any non -catalog service request for these must be routed to
respective category managers for approval. In addition they have set up approvals using supervisory
hierarchy based on requisition amount. The figure below illustrates Acme Corp’s approval policies.
1. No approvals required (such as self-approved) for requisitions under or equal to 500 USD.
Rule setup:
If Requisition Approval Amount less than or equal to 500 and
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Setting up Document Approvals
1. If category on requisition line is IT service, then approvals from IT Service Category Approval
Group required
Rule setup:
If Category Name equals IT Service
Then
Action Type = Approval required
Route Using = Approval group
Approval Group = IT Service Category Approval Group
Automatically approve if group returns no approvers = Unchecked
2. If category on requisition line is facilities service, then approvals from Facilities Service
Category Approval Group required
Rule setup:
If Category Name equals Facilities Service
Then
Action Type = Approval required
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Setting up Document Approvals
Beta Corp’s approval policies are driven by spending limits assigned to job levels. In this example, we
will take a look at how spending limits can be modeled using as approval rules.
The following is the spending limit assigned to job levels:
1 500
2 2500
3 10000
4 Unlimited
Beta Corp also requires all requisitions to be approved by the preparer’s manager, even if the preparer
has the spending limit authority based on the requisition amount.
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Setting up Document Approvals
Once document approvals are set up, users can review approvals generated based on these rules before
the document is submitted. Users can also insert additional approvers or FYI participants if necessary.
The approvals list is displayed in both tabular and graphical layouts.
Upon submission of the document, approvals are triggered and the document will be routed to
approvers or FYI participants for review and action through the BPM Worklist application. Approvers
and FYI participants can also be notified through email. Submitters can view the approvals progress
and status for submitted document. The application stores every action performed by a user on a
document including who performed the action and when it was performed.
11 Worklist Task
Approvers can access Worklist tasks for documents pending their disposition with Fusion applications.
The actions that the approver can perform on the Worklist tasks are:
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Setting up Document Approvals
o The reassign action transfers the task to another user or group. The task will then be
routed based on the specified user’s hierarchy.
o The delegate action allows another user to act on your behalf.
- Request information from the preparer, a previous approver or another user in the enterprise.
- Approve or Reject the task.
- Add attachments to the Worklist task.
- Add comments to the Worklist task.
- Insert additional approvers to the approval task.
- Modify a requisition if the approver has the privilege to edit requisitions pending his approval.
When an approval task is sent out as an email, it contains only key information including attachments
to help the approver make his approval decision. If there are more than 25 lines in the requisition then
the approver will have to log into the application to view the remaining lines. The approver can
approve or reject via email response. To perform other actions, the ap prover should access the
worklist task within Fusion applications.
Please note that email notifications are not supported by Oracle BPM for position hierarchy based
routings.
12.3 Customizations
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Setting up Document Approvals
You can customize notifications to hide displayed fields or to render hidden by default fields, as well as
add static text within the notification.
To customize a notification, the administrator must first generate the notification. From the online
notification, click the Edit link that is displayed on the top left co rner. This will launch the page
composer for the notification page.
For requisition approval and purchasing document approval requests, the email notification can be
customized separately from the online notifications as viewed in the Worklist application. However,
you can customize both layouts when using page composer from the online notification. The section
for email notification will come after the online notification section. For all other notifications,
customizations would apply to both online and email versions.
13 Conclusion
Oracle Fusion Procurement provides a highly flexible and robust rule based engine to author your
unique document approval routing policies and manage them effectively. It also provides full visibility
of future and current approvers and a comprehensive audit trail of actions performed on a document is
captured by the application.
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Setting up Document Approvals Copyright © 2013, 2017, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only and
July 2017 the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other
Author: Karlay Tan warranties or conditions, whether expressed orally or implied in law, including implied warranties andconditions of merchantability or
Contributing Authors: Piyush Singh, Bhavna fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are
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