2017

AME Setup for Treasury

Invoice Approval
ZAYNAH BAUCCHA
Table of Contents
Scenario for Treasury .................................................................................................................................... 3
Pre-requisites ................................................................................................................................................ 4
Create DFF on Invoice Headers ................................................................................................................. 4
Step 1: Create DFF on Invoice Headers ................................................................................................. 4
Step 2: Unfreeze flex field and create attribute ................................................................................... 5
Step 3: Freeze and Compile .................................................................................................................. 6
Create Action Types .................................................................................................................................. 7
Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard ......... 7
Step 2: Click on Payables Invoice Approval  Setup............................................................................ 7
Step 3: Click on Action Types hyperlink ................................................................................................ 7
Create Approver Group............................................................................................................................. 8
Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard ......... 8
Step 2: Click on Payables Invoice Approval  Setup............................................................................ 8
Step 3: Click on Approver Groups hyperlink ......................................................................................... 8
Step 4: Click on Create button .............................................................................................................. 9
Step 5: Enter details .............................................................................................................................. 9
Create AME Rule for Invoice Approval........................................................................................................ 10
Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard ....... 10
Step 2: Click on Payables Invoice Approval  Rules .......................................................................... 10
Step 3: Click on Create button to create new rule.............................................................................. 10
Step 4: Create new rule....................................................................................................................... 11
Step 5: Click on Add Condition button ................................................................................................ 11
Step 6: Click on Create Button on Add Conditions Page ..................................................................... 12
Step 7: Create New Condition page will display ................................................................................. 12
Step 8: Select SUPPLIER_INVOICE_ATTRIBUTE5 ................................................................................. 13
Step 9: Enter ATG in field String Value. Other values can be added if required................................. 14
Step 10: Click on Apply. The new condition is created and added to the list. .................................... 15
Step 11: Select the Condition and Click on Continue button.............................................................. 16
Step 12: Click on Next button ............................................................................................................. 16
Case Scenario .............................................................................................................................................. 17
Step 1: Create an invoice and validate................................................................................................ 17
Step 2: Enter mandatory DFF value – ID Code for Approver ............................................................. 17
Step 3: After validation and approval initiated, below are notifications sent to 3 users ................... 18
Step 4: On homepage of three users, notification display as below .................................................. 19
Step 5: Examiner approves, then notification will disappear from other two homepage ................. 20
Step 4: Review invoice as approved.................................................................................................... 22
Scenario for Treasury

Treasury requirement is that the invoice approval should be routed automatically to examiners based on
the ID Code of the invoices. A copy should also be sent to the chief examiner and to
TAS_INVOICE_APPROVER (a virtual user handled by TAS Unit for invoice approval).

To achieve this requirement, a mandatory DFF need to be set up on invoice headers where users will enter
the ID Code for the invoice concerned.

Note that once this DFF is mandatory, it means that all ministries, even those who do not have invoice
approval, need to enter a value. It also means that invoices that are interfaced through Payables Interface,
such as pension and passage, will need to be updated manually by users before invoice validation.

Notification copy is not available in standard AME. Workaround being used is the ordering mode
<Parallel> and voting method <First Responder Wins>, i.e, once launched, the invoice approval
notification will go in parallel to the examiner, chief examiner and TAS_INVOICE_APPROVER. Whoever
responds first, the invoice will be approved. It is understood that the chief examiner or
TAS_INVOICE_APPROVER will never approve. They will only <Reassign> in case the examiner is absent.
Pre-requisites

Create DFF on Invoice Headers

Step 1: Create DFF on Invoice Headers

Step 2: Unfreeze flex field and create attribute

Attribute should not be in use by other setup/applications. For Treasury, we will use ATTRIBUTE5. DFF
need to be set as required.
Step 3: Freeze and Compile
Create Action Types

Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard

Step 2: Click on Payables Invoice Approval  Setup

Step 3: Click on Action Types hyperlink

Select approval-group chain of authority

Order Number: 1
Ordering Mode: Parallel
Voting Method: First Responder Wins
Click on Apply
Create Approver Group

Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard

Step 2: Click on Payables Invoice Approval  Setup

Step 3: Click on Approver Groups hyperlink

Step 4: Click on Create button

Step 5: Enter details

Name: ATG Approval Group

Description: ATG & Others Approval Group
Order Number: 1
Voting Method: First Responder Wins
Usage Type: Static
Approver Type: FND_Users
Approver: <here, three approvers have been added as per Treasury requirements>
Order Number: 1 (for all) – since it is in parallel, order number can be same.
Create AME Rule for Invoice Approval

Step 1: Navigate to Approvals Management Business Analyst  Business Analyst Dashboard

Step 2: Click on Payables Invoice Approval  Rules

Step 3: Click on Create button to create new rule

Step 4: Create new rule

Name: <provide as appropriate>

Rule Type: List Creation
Item Class: Header
Start Date: <leave as displayed>
End Date: <leave as displayed>
Then click on Next button

Step 5: Click on Add Condition button

Add Conditions Page will be displayed. Existing conditions will display but for this set up we will create a
new condition.
Step 6: Click on Create Button on Add Conditions Page

Step 7: Create New Condition page will display

Condition Type: Ordinary

Attribute: <we will use existing attribute corresponding to the DFF Attribute on Invoice Headers> - in our
case, it is SUPPLIER_INVOICE_ATTRIBUTE5. Click on Search icon
Step 8: Select SUPPLIER_INVOICE_ATTRIBUTE5
Step 9: Enter ATG in field String Value. Other values can be added if required.
Step 10: Click on Apply. The new condition is created and added to the list.
Step 11: Select the Condition and Click on Continue button

If new condition need to be added, click on <Add Condition>

Step 12: Click on Next button

Actions Page is displayed.

Action Type: approval-group chain of authority
Action: <enter the required approver group created for rule> - Required approval from ATG Approval
Group
Click on Next button
Review Approval Rule setup and Click on finish button to complete
Case Scenario

Step 1: Create an invoice and validate

Step 2: Enter mandatory DFF value – ID Code for Approver

Step 3: After validation and approval initiated, below are notifications sent to 3 users
Step 4: On homepage of three users, notification display as below
Step 5: Examiner approves, then notification will disappear from other two homepage

No Notification on one of the users. Also Status is set as Canceled

Workflow Action History will display as above

Same for TAS_INVOICE_APPROVER

Step 4: Review invoice as approved