1. Position Hierarchy Based Approvals

• Position Hierarchy can be used for Purchase Requisition approval using Oracle Approval Management (AME)

2. Parallel Approvals

• Simultaneous approve by multiple approvers for Purchase Requisition to speed up the Requisition approval

3. Supports FYI Notifications

• For Your information (FYI) notification are enabled to notify the action taken on the purchasing decision to certain individuals where the decision need to be communicated.

4. Graphical display of Approval Chain

• A graphical view of approval chain and requisition status display provided to view during purchase requisition creation in iProcurement.

Position Hierarchy Based Approvals for Purchase Requisition

Setup required for Position Hierarchy Based Approvals for Purchase Requisition

1. Define Job

2. Define Position.

3. Define Employee and assign Job and Position to employee

4. Define Position Hierarchy

5. Define Rule in Approval Management engine using “HR Position Level” action type for Purchase Requisition transaction type
1. Navigate to “Approval Management Engine Business Analyst” Responsibility and select “Purchase Requisition Approval” as transaction type and click on Setup button.
2. Navigate to “Rule” button and click on “Create” to create a Rule based on Position Hierarchy.
3. Enter Name, Rule type as”List Creation” and Start date during Step1.

4. Add condition In  Step2
5. Add “Action Type” “HR Position Level  and select  Required action in Step3

6. Review all the details and click finish button to create Rule.

7. You will get confirmation message once the rule has been created.

6. Select “PURCHASE_REQ” as Approval Transaction Type for “Purchase Requisition” Document Type

Example

1. Raise a Non catalogue Purchase requisition (PR) in iProcurement for $100.  

2. Check out from the shopping cart.  

3. Based on the Approval Limit Approval hierarchy generated. In our case, Approval hierarchy generated using the Position Hierarchy level. Click on next to go to review page

4. Review and submit the requisition for approval.

5. Requisition submitted and Click on requsition number to see the current status.

Please navigate to “Approval Management Business Analyst” responsibility to cross check and to confirm the rules used to generate approval hierarchy. Please note that I have shown these details to confirm that the rule created based on Position hierarchy are used and this is not a step to create purchase requsition from iProcurement.

1. Click on “Run Real Transaction Test “ button
2. Enter Requsition_header_id  of the Purchase Requisition and click GO

3. Click on “Run Test Case(2)” button and results will be shown as below:

6. Login as Horton and Approve PR and Once approved, PR will go the next approver.

7. Login as Brown and Approve PR and Once approved, PR will get approved.

8. Login as requestor to see the PR status and you can see that PR is fully approved.

Parallel Approvals for Purchase Requisition

Setup required for Parallel Approvals for Purchase Requisition

1. Navigate to “Approval Management Business Analyst” Responsibility and Select Purchase Requisition transaction Type. Click on “Setup” button to modify the setups

2. Navigate to “Action Type” and create new action type (if required) or use existing action types. We are using existing action type “Approval –Group chain of authority” action type.
1. Select ordering method as “Parallel” to setup Parallel approval process. (“Serial” ordering mode is normal approval Process. i.e. Approval goes from one approver to next approver in a sequence )
2. Select Voting method.  Oracle provides multiple options in voting method.
1. Serial:

2. Consensus:

3. First Responder Wins

3. Create approver Groups with voting method as “First Responder Wins” and add all Approvers in the approval group.

4. Create Rule using Parallel approval Action type and approver Groups.

Example:

1. Create Non catalogue request using “SUPPLIES.FACILITIES” as category  and check out

• Approval and Notes section displays the approval group selected for this purchase requisition.
• In our example “Facilities Approval Group” selected for approval.  
• This group consist 2 approvers namely Horton and Smith. Both the approvers will be notified once request submitted.

2. Review the PR and Submit for Approval.

3. Click on the status to know the status of the notification. Both approvers are notified for approval.

4. Login as Smith to view the Purchase Requisition approval notification.  

5. Login as Horton to see the notification for the same purchase Requisition and Click “Approve” button to approve the Request.

6. Login as Requestor to check the status of the Purchase Requisition and you can see the request is approved by Horton and “no action taken” by Smith.

For Your Information (FYI) Notification support for Purchase Requisition

Setup required to configure “For Your Information (FYI) Notification”

1. Navigate to “Approval Management Business Analyst” responsibility and click on Configuration variables.

2. Select Transaction type as “Purchase Requisition Approval” and click Go. Then Select “YES” under Transaction type for the variable name “Allow For your Information Notifications”

3. Save the Changes and you will get below confirmation message

4. Create new rule with the category “For Your Information” or update existing rule

5. Add condition to the Rule, Action Type, and Action. Complete the rule creation.  

Example

1. Create Non catalogue Request to test this FYI information notification.  

2. Add to Cart and Checkout.  

3. Approval and Notes page displays the Approval Sequence. Both FYI notification and Approval Authority shown in the display.

4. Review and Submit the Request.

5. Check the Status of the Request in Approval History.

6. Login as FYI Notification user. User notified with FYI message.

7. Login as Approver and Approve the Request.

8. Once all Approvers are approved the PR, Check Approval History of the PR. History displays the Request approved only by approval authority and FYI user only got FYI notification.

Graphical display of Approval Chain

Setup required for Graphical display of Approval Chain

Example

1. Below example depicts approval required from one approver in a sequence.

2. Below example depicts approval required from group of approvers. Click on the Group name to view all approvers attached with this Group

3. Below example depicts approval required from Series of Approvers and “For Your Information” Notification approvers.

4. Below example depicts Graphical display of approvers in the PR Approval Notifications.

References

1. Release Content document R12 Oracle Advanced Procurement.