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AB invoice approval process welcome to my channel I will talk about how to configure AB invoice approval for Oracle Cloud so let's start how invoices are approved you can configure predefined workflows to manage invoice approvals when the invoice approval process starts workflow builds the list of approvals based on the defined rules approval notifications are sent to the first set of approvals on the list when the approvals respond notifications are sent to the next set of approvals this process repeats until all approvals are complete as all of us know that we can enable approval for EB invoice to manage invoice approvals so this based on workflow rules you will defined approval notification will be sent to the first approval then second approval until the approvals or or approvals are take actions and completed the process approvals can respond from the notification work list notification page invoices landing page or edit invoice page approval flow as to know what is approval for for the ab invoice approvals you have first to enable invoice approval this is from enable from manage invoice options there is one you can select the prop business units after that you can make allow with approvals after some seconds we can see the setup steps after that you have to enter steps but sorry enter invoices but before enter invoices once you allow the invoice approval you have to Define your workflow uh rules to manage the conditions business units uh the approvals whatevers after that you start to enter the invoices that you can create invoices either import invoice image spreadsheet or manual entry invoice then submit the invoice for the approvals that to initiate the approval invoice action or schedule the initiate invoice approval workflow to run on regular Pages after that approval invoice document to respond to the approval notification for the invoice so first of saying you have to enable invoice approval just let get into the application once you login as all of us know that you have to go to setup and mels and search for manage invoice option or you just write invoice manage invoice options here are the Scopes Which business units you are going to for example allow or enable the invoice approval select the approval business unit then click on manage invoice options once you go to down there is one area for approval you have to enable invoice approval after that there are two other options that are you going to allow Force approval allow Force approval like allow manually approval without go going for the workflow rule defined like manual approval you can allow also you can require validation validation that all of us know that once you complete the invoice you have to make a validate after validate if you enable the approval you have to submit it for approval after that you can make a create accounting here the system ask you are you require validation before approval that once the users enter the invoice he must validate the invoice before submitted for approval this is based on your business requirement after that that you can account regardless of approval status require accounting before approval to create accounting or require approval before accounting so this is also depend on your requirement that some of organization needs accounting before approval some of them need approval before uh accounting to ensure that everything is okay distribution is okay amounts supplier sites bank account all of these things so you can check or select whatever you want and this is It's risky because this is you have to give once you allow these checkbox it means that you give the users to allow manually approved the invoice without any approvals or without any follow the uh predefined workflow rules for EB invoice rules but you can also allow this options and make through send books or whatevers to give it to specific uh managers or supervisor levels it's like allow manual invoice approval in such cases that you can the invoice is stuck in bending in uh in hold whatever so allow Force approvals to make a manual approval for invoice just for specific cases if it's stuck or whatever once you select your options you can save and de close after that later you can come again and you can disable because as you know this like check box enable disable depends on the pent cases so I will save and close and as you see here the our business units so now I saved the let's come back to our slides how you can create invoice approval rules using a spreadsheet you can create approval rules using spreadsheets there are some things to keep in mind each spreadsheet or template contains sample data that you can refer to when creating your approval rules let's get into applications just make manage invoice approval or just work flu manageable workflow rules just click on it you will find invoice approvals as you know that spreadsheets approval workflows is enabled also for G general leader for journals and for fixed assets either you select specific like here manage bable workflow rules or you can come back to search for manage workflow rules it will give you invoice approval general leader journals and fixed assets here as you see that each spreadsheets or template you can here download the template it's first if it's the first time to you for you to uh Define the work of rules for manage for ab invoice uh payables you first try to download after that later if you already downloaded before you can come here to uh download it again and make some updates and again upload so by the way you have to download enter your workflow rules try to upload check the status here it is succeeded error whatevers after that you can once it's successful ful the status ends with successful you can come back to the ab invoice to start to uh make or to start to check the result of your uh setup so once you try to download here it will give you a lot of options that as you see here there are a lot of templates H sprad sheet or templates contain sample data that you can refer to when creating your approval rules the template approve provides example of use cases that you can use to modify or create your own approval rules for these for our or spreadsheets there are invoice approval basic template invoice approval sample template one template two template 3 for example that for the template one this is contains sample rules required to enforce the following approval policy each business unit rule from the approval policy here is represented in one block in the template there is invoice request approvals business rules that all invoice requests require approval by the invoice header level requestor the invoice approval business rules that all invoices that aren't matched to a purches order require supervisory approvals and the business rule two that all invoices with an invoice amount greater than or equal for example 5,000 USD require approval by the finance approval group for the sample two or sample two this Temple is also contain simple rules required to enforce the following approval policy each business rules from the approval policy is represented in one block in the template invoice again request approval the business rule all all invoice requests require approval by invoice header level request business rule one business rule two and business rule one all invoice for a particular business unit and with the specific distribution account segment values require approvals business rule two that all invo that have project information about that require approval by the project manager sample three also this is template also again contains sample rules required that business rule one that all invoice for a specific business source require approval by supervisor hierarchy that invoice from certain invoice Source requires approved by specific approval Group business rule to that all invoices for assets purchases for a specific cost center with invoice amount for example more than a specific amount require approval by the cost center managers this is like a template all assemble so as you see here that everyone the description for each template it just to if your business case matches like sample or business rules in invoice approval sample templ one you can do download this one if your business requirement matched like these business rules here in approval sample template to you can download and so on for the basic you have to download the invoice approval basic template so I will try to download it will download like Excel sheet you have to go to properties unplug and they try to again open the Excel sheets and start to Define your workflow rules [Music] so I will go to the folder just click right click properities unblock apply okay and open it some points to consider here that when you generate the rule file for the template the rules for both invoice approval request approval rules and invoice approval rules is are or included you must Define rules in at one or both worksheet the invoice work invoice request approval or invoice approval to successfully generate the rule files otherwise the file isn't generated without rules each new successful rule file uploaded overwrites all the existing rules for the workflow this feature is only available for the payable invoice approval workflow for payables you must use Oracle business Process Management as BBM to Define rules for for the other payables workflows invoice request approval rules can only be used to define approval rules for supplier portter invoice if you ask what is the difference between invoice request approval rules and invoice approval rules that invoice request approval rules can be used only to Define approval rules for sub prior portal invoice you must use the invoice approval rules worksheet this one for all other invoice types such as standard invoice debit me Memo invoice credit memo invoice prepayment invoice Etc so in case of you are going to Define approval for supp portal you have to define the rules here in case of you define that for standard invoice debit memo credit memo prepayment our normal or our standard invoice types you have to Define voice approval rules again you have to Define at least either this or this without both the file will be filed so this is our uh the data set also this data set the list of it's the list of values for varying attributes column contain selected lists of attributes you can use to create your own data set at set enable you to Define mapping between your data and the variation in approvals based on such data if you go to for example this template you will find sample data it's like uh a reference like a reference for you to Def how to define the approvals workflow rules here what is the rule descriptions that you have to enter what is the rule descriptions what is a supporting or approval routing it is a group in serial group in parallel first responder it's by user by your rule it will be Auto approv without any approving sorry so which type of approval routing are you going to set up this AB invoice approval so again it depends on the business requirement some of them it's like uh by specific users by specific rules I will follow the supervisor hierarchy I will make a group in serial a group in parallel whatever first responder so I I have to to define the approval group to both it here or I will follow the supervisor hierarchy I will select supervisor hierarchy what is the approval level this is as you see here that level to which the approval is sent this is required for rules with an approval routing of supervisor hierarchy here start approval what is the approval or what is the first or the start approval Point some of them they said that manager of invoice creator that if I the invoice Creator so my manager will be the start approval uh manager of invoice line requester what is the requ requester if you B the requester for the invoice line manager for invoice submitter as you know that we can I can make create the invoice but someone else can submit the invoice so I can both put here that whatever uh the submitter the approval or the manager of the submitter will be the start approv and so on so I will select manage of invoice Creator what is the top approval that this is the last possible approval in the list this is like a for your informations that this invoice approval is completed by successfully by error whatevers so this is the top approvals group or user or rule in case of you select here the routing either group interial parallel uh Group whatever the group The System will ask you to both the group name as we said that in BPM you have to define the approval group there this approval group we can you can put a list of approvals so once you select group here you have to PA the approval group name also the same case in the users or rules if you approval routing is by users and you put or select user here you have to B here the username uh as the username defined in Oracle Vision the rule the same once you select rule you have to both to both the same or the exact rule name which is defined in Oracle View after that you will start to make a conditions here rule priority it's medium high low whatever here we have rule condition on three levels header line distributions for any invoice we have three levels header invoice line invoice and after line distributions so which conditions you will you select to build it in rule conditions for the invoice sellers there are a lot of attributes business unit name in case of you select of in case of you have a lot of business units and do you allow or enable the invoice approval for all of them so you can come here to build approval based on business unit name invoice amount like this case that in case of the invoice amount of the invoice more than 1,000 it will be go to approve a rule evaluation currency invoice type you can select the invoice type if you if the system found this invoice type so the approval will be enabled if the in this invoice type so the auto approval rule will be uh triggered means that there is no approval for this invoice type invoice Source uh request or name uh B matched you can build uh rules based on invoice matched invoice not matched once you select this invoice matched the system will ask you is it yes or no yes so for Yes means that for I am I am configured invoice approval for matching invoice only if you select no so I am configure uh approvals or approval workflow rules for only non invoice matching uh are you going to build on B group created by specific users legal entity invoice currency code supplier type all of these attributes is there so you can select whatever you want in case if you go to invoice line conditions and without invoice header just come here to select again there are a lot of attributes amount invoice line line type is it Freight is it miscellaneous is it item again is this line matched or not matched what is the match type requester name cost center segment balancing segment all of these this is a lot of options here for invoice line header and distribution if you go to invoice distributions again what is a good Center account segment balancing segment amount matched not matched line type BR blah blah blah a lot of attributes but here there is one case that in case of I make like this that if in case of the invoice amount more than or equal 1,000 it must go to four supervisory hierarchy the system or the Oracle tell you that in case of you make like this conditions you have to make another conditions to cover other cases for example you you puted here more than or equal 1,000 in case of the invoice created or the invoice amount of the invoice created is less than 1,000 so what is the system or what is the workflow status will be there so in case of I select or Abed condition here for more than I have to add another line for less than so for the less than I will create to tell the system that auto approve rules without any uh approval or workflow rules so for example I will put my user here okay so either header or line or distribution here for Block that in case of you your business requirement in in which case you will add a block add a block means is that if my invoice approval business case like first of all that supervisor after supervisory take action like approve or reject or whatevers it must go to uh a group of approvals for example for three persons after that it will go to for CEO or CFO or whatever or finance manager so this is block one this will be block two this will be Block City in the same rules so you have to come back here to add block and this add block you can uh enter for example approval a group of approvals and put the approvals uh as uh here you can select the same whatever and here you have two enters here to select the group interior or bar once you put here the groups the system will ask you to tell the to both the approval group name which you defined in BBM and which is included your three approvals and the third block which is the finals to boted the finance manager in this case the finance manager will be user right so in this case you will select approval routing here a users so in the users this will ask you to pass the users you can pass the finance manager username exactly the name defined in Oracle View so this is the plugs if your uh workflow rules it will go to for three levels of approvals and first one is the supervisory of invoice Creator or invoice submitters after that you will uh send it for another group for example a group of appr approval so you have to add another block as a block two this is for either group in serial group in barel or first respond after that you will add a third block for the last level or last person or last approvals in the hierarchy so you will pause for specific add another or a third block to enter invoice routing or approval routing for invoice either by user or group or whatever this is the definition or the meaningful of the block or the benefits so here just check everything and approval for the invoice requesters you can either delete or whatever to tell the system that I will not defin any rule for the supplier supplier portal invoice request approval and the data set also if you have any uh sample data here or sample example you can delete it once you defined and you can check everything just go to instructions to generate rule file I just like to rename the uh file you downloaded because you downloaded by the standard name as uh template one uh basic template sample template one sample template 2 so once you downloaded or whatever you have to change the name to for example your organization approval name one approval rule two whatevers after that you try to generate rule file here the rule file is saved in both like this so just come back to the our uh manage workflow rules try to upload the Z file which you generated before just click on upload system will ask you to select the Z file to uploaded and check the status here in the upload history come here to upload select file for download select the the file okay submit the rule created okay just like confirmation messages that will be overwrite because we said once you upload whatever it will overwrite all of the existing workflow uh rules here in progress just try to refresh to check the status either error or succeeded or successful or whatevers and also if it's get your error you can click on error to check the error message as you see here it's successful and here it's finished that you can click on done succeeded means that your rule defined in the invoice approval basic template is uploaded successfully without any errors after that you can come back to the ab invoice to start to create invoice select the proper business unit as the same in uh you uh enabled before we enabled the invoice approval for a specific business units so here I can come to select again the same business units to create invoice and check the approval the business units we selected this one and select the supplier whatever any supplier what is the name invoice approval one here what is the amount condition lines what is distribution combination so select the specific account sub account what whatever segments okay and save after that go to validate once it's validated the status you can follow the status here if you click on the inv validated you will find that the approval is required this is before of what before you enabled uh the allows approval for invoice approval for the specific business units and you also defined in some cases if you enabled and uh without defined any worklow rules the approval status will be rejected once it submitted for approval it's validated so still unaccounted you can come here to make a submit once you select approval there are a lot of options initiate means that initiate the approval withdraw in case of you initiated and you forget something like attachment uh the amount is wrong uh whatever you can withdraw make your update and again not initiate just resubmit initiate this is the first time to initiate the approval withdraw once you initiate and again you need like roll back to make some adjustment once you withdraw make your adjustment again if you need to reinitiate don't click on initiate you have to re to click on resubmit this is the second time hold it means hold force approvals as like before like manually approval so through send boox tools you can exclude these options from the specific users and assign to specific users either based on rules based on uh users whatever resubmit means resubmit approve like take actions like approve because we said that one of options to approve the invoice through user interface like here and take either approve or reject so I will make initiate initiate means that start the approvals it must go to the supervisor uh it must follow the workflow rules which you would defin in the spreadsheet once you come back to validated the status must be initiated initiated means it go for uh the approvals uh rules which you defined in manage approval a invoice approval workflows again in case of I need to make some adjustment just invoice action approval withdraw withdraw status must be changed from initiated to withdrawn withdrawn here again the invoice is reopened right you can adjust the amount whatever and again come back here invoice approval not initiate if you click on initiate just try to save approval initiate it's it's it's not applicable why so in this case you can come back and approval and resubmit once you resubmitted just try to save first and come back to resubmit come back to here it will be initiated again this is the means for resubmit initiated means that it going for for example in our example is to our supervisory so supervisor of what we put it for Creator so the Creator my username supervisory it went to him until he approved you can come back here to uh take action for the approval uh sorry to post or whatevers this depends on the uh options you selected for uh allow approval before for creating account or allow creating account before approval let's come back to our slides so this is by by the end this is depends on uh what is your business requirements are you going to build the conditions uh on invoice header invoice line uh invoice distributions uh is it for for example invoice uh matching with po non invoice matching uh this is for invoice amount it will go to for approval group it will go for supervisory there are a lot of business requirements and there are it's different from organization to organization so by the end you have to test first after that upload after that try on test in instance after that you once you got uh everything is okay you and go to apply the same in production the point consider we talk about this later so there are some business cases for example if how can navigate amount credit memo evaluated in the same rules so in these cases that how to build or how to uh create a rules based on negative amount it's like just create a condition that evaluates between negative and positive for examples you have to select invoice header conditions and put invoice amount between negative for example 1,000 and 1,000 it means between this and this and also you can put here instead of 1,000 between minus or negative 1,000 and 0er it means from 0o until 1,000 how can administrators actess is transaction console for people what is the transaction console now I make a invoice I need to check the status because the business user after that come back to me uh this is invoice note went to my uh supervisors it not went to the finance manager not went to the approval Group whatever so how to track as business as a Oracle consultant how to track the EB invoice also G journals also uh procurement like purchase order purchase requisitions also GL General uh journals through transaction console but before of that you have to enable specific option let's come back to setup and maintenance just select Financial go to change feature opt on to allow the administrators to track the transactions through transaction console just click change feature opt in and select Financial features and you will find down go to down you will find workflow uh workflow transaction console just click on the pencil and enable enable AB invoice approval expense approval Journal approval uh hold payment approval account coding lease approval so it means that you can track the approval of all of these transaction through transaction console either all or you can select a specific for example if you enable the approval for the payment you can come back here to allow this checkbox account coding for payable invoice these approvals it means it will give you the actions to track all of these invoices through transaction conso save and close we already select invoice approval before after that you you can go to the tools and the transaction console to track the status of the invoices of the exence approval Journal GL Lee payment approval blah blah blah done and uh now I will try to track this invoice or po procurement purchasing uh requisition just go to tools go to down tools you will find transaction console this transaction console just click on it it will give you the thir criteria either by status this is Journal approval it's filed you can select by status which is filed you can select the transaction from uh date range uh three months ago uh six months is whatever uh in progress if you select in prog this is my invoice if you remember invoice approval one is submitted by home whatever if you click on it it's is in progress in progress with assign the supervisor of what of these this is my users which is the submitter of the creators either error or whatevers it means that there is no supervisory is defined for my users so you can also for f or uh track the invoice here whatever is failed this is my invoice is failed because because the system will find that rul it because supervisory what doesn't exist for my users so again I will uh assign my uh supervisor to my users and again I can resubmit with d invoice and again resubmitted again without any problems uh in case of you uh stock submitted uh completed all of these things you can search here uh for all of the in progress who here all of the invoices all of the transaction type as you see here this is the invoice AB invoice approval here is the requisition approval GL Journal approval so from transaction console depends on optin features you can follow or track the status of the transactions because it's very very helpful tools for consultant to uh support the business users to track the status of the approval of the transactions let's come back to the slides this is what we told told you before change optain blah blah blah again administrator sorry administrator can only now access the workflow transaction consoles for payable invoice Again by navigating tools transaction console is it possible to approve payable invoice in patch currently there is no patch approval process like there is with invoice validations there is I think a pug or enhancement request is raised that invoice approval at invoice patch levels why invoice doesn't appear in transaction console even it if it failed in invoice approval due to some errors the users initiating the approval process should have the emploee rule assigned again now you submit invoice you must track it through transaction console even if failed in in stock in progress completed whatevers but when you go to transaction console you didn't find this or this invoice doesn't appear there because what the initiating approval process should have the m m rule assigned as a rule or you can take a copy from M and create your custom and also assign it to the users approval by multiple selection on the manag invoice as a user interface of account bables how to approve multiple invoices at the same time in manage invoice user interface Solutions in approval info tile bending it won't allow to select multiple invoice therefore is not possible from user interface there is one checkbox to uh just select the row one and uh hold the control button and select row two Row three but it will not allow you to approve a multiple selection of ab invoices work around is to approve multiple invoices from what PPM work list but in this case you have to give uh the users or the finance manager whatevers to allow him to go to BBM work list from BBM work list he can select a lot of invoices and take one action by one time what is the action available for the approvals approved reject delegate request more information request more information like attachment uh bank account uh invoice uh uh hard copy like this Cas how to exclude approval for invoices imported for specific Source you can escap invoice approval for 13 invoices based on their uh source that in this case you can just uh navigate to the manage standard lookup you can create a lookup type like abore skore so approvals with the meaning and descriptions set to setting invoices as Auto approved and the module set to set to be payable after that you can go to manage payable lookups conduct search for the lookup AB keep so approvals and create lookup code with the value same as aable lookup code values such as spreadsheets again just go to setup and the maintainers search for manage standard loc UPS Club I can also go to Global search manage standard lookup manag standard lookups create lookup type as e here lookup type create as EP skap underscore so underscore approval and with the meaning and description set to setting invoices as Auto approved here's the meaning setting invoices as Auto approved again take it copy in description module payables right just click on searchable enables application save and close Okay and go to manage payable lookups manage beable lookups search for this one Whatever We defined before AB SK so this one and Define the Lo up code just add Lo up code we said before that create Lo up code with the value same as payables Lo up code value such as I will enter spreadsheet for example and what is the reference data set is a specific uh reference display sequence enabled and enter any meaning so again these values must match the result you see on the manage payables lookup page when lookup type is source and user module name is payables this is how to exclude or how to exclude approval for invoice imported from a specific Source if you making Integrations with any third party or Legacy systems whatevers and you need to exclude the approvals just do like this what else we have accountable invoice approval attachments are not coming through on approval notification or in manage invoices the case is after attaching a document to an invoice during the invoice approval process that M or more than one attachment are not coming through on PBM notification in invoice manage what are the steps required to take document attached by the approval appear with the invoice in this case I submit the invoice it went to the supervisor it went to the finance manager whatevers in case of this finance manager need to make attachments he already attach whatevers the documents and again he approve but I didn't find this attachment or this attachment is missing or not coming so where is a problem solution that you must explicitly select save after adding an attachment on notifications I receive the notifications I adding the attachment I save before proceeding with prove or reject what is action plan create new inv voice initiate approval login as approval open notifications on comment section click add add a comment on attachment section click add and the file add a file from a desktop go to actions click and save we need to commit the file you need to commit the file now re open notification from BBM notification approve or reject as desired this is then login as the invoice Creator and they check the approval reject notification and check if you can access both the comments as well as their attachment this is the action plan thanks for watching