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12.1 AME : Approval, E-Review, E-Sign and Withdrawal Fea

po ame approval it PO

(2012-12-24 19:01:29)

this Document
Abstract History Details How to install What has changed? PO Approval PO Review PO E-Sign PO Withdrawal Limitations of AME for Purchase Orders Other changes Document types Supplier notification Action history How to enable AME for Purchase Orders and general setup Specific AME Setup for Purchase Orders PO Approval - Creation of Purchase Order and selection of manual approvers PO Review - Creation of Purchase Order and steps to send to a reviewer PO E-Sign - Creation of Purchase Order and steps to send to a E-Signer Troubleshooting issues

Still Have Questions? References

Applies to: Oracle Purchasing - Version 12.1.3 and later Information in this document applies to any platform. Abstract This whitepaper describes how to setup the Approval Management Engine (AME) for use with Purchase Order (PO) approvals and the new features of e-Review, e-Sign and Withdrawal.
How to Get the Most of This Document ? 1. Review section What has changed? for an overview of the PO Review, PO E-Sign and PO Withdrawal for Purchase Orders. Carefully review the limitations of the new features and other considerations in sections Limitations of AME for purchase orders and Other changes

2. For implementation of PO Approval, PO Review or PO E-Sign features, start by defining the action types, attributes, conditions and approver groups according to your business requirements. Review Doc Id 434143.1 for details about how to access AME and define the setup.

3. Review section How to Enable AME for purchase orders and general setup to learn how to enable AME for Purchase Orders.

4. Refer to the section of your interest under Specific AME Setup for Purchase Orders (PO Approval, PO Review or PO (in rules) and functional steps. Check the videos to see recordings of setup and functional steps.

5. For troubleshooting assistance refer to section Troubleshooting issues below. Do you expect to see further details in this document that will help you to quickly solve errors ? You may enter comments in the "Rate this Document" window opened from the right corner.

History Authors : Sofia Burbano, Michael Williams, Oracle Global Customer Services

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Creation Date 30-AUG-2012 Last Update Date 30-AUG-2012 Expire Date 30-AUG-2013 (requires review after this date) Details How to install The E-review, E-Sign and Withdrawal functionality for Purchase Orders for AME is available in Procurement rollup Patch 14254641:R12.PRC_PF.B or higher. Doc Id 1468883.1 has complete details on the current Procurement rollup patch, how to apply it and known issues. What has changed? The current functionality limits the organization to route purchase orders only to a set of approvers who belong to the hierarchy. AME can be used now to add any other individual (approver, reviewer, e-signer) or a group into the approval list of the Purchase Order. AME will meet these business requirements for Purchase Orders: PO Approval
AME will allow add approvers (either individuals or groups) to the current approval list of a document. Buyer or preparer can send the purchase order to different approvers with/without sending to Reviewers/E Buyer or preparer can use the AME enforced reviewer list and/or add approvers manually. Approval can be routed in serial or parallel mode. The voting method in AME can be First Responder Wins, Consensus or Serial. The approver can approve, approve and forward, reject, reassign and/or add their comments at the corresponding buttons in the notifications. Edit document access privilege is available in the notifications sent to the approvers. If E-sign is not enabled, once approvers approve the PO document the Purchase Order will be set to If rejected by the approver, the workflow process would route the Purchase Order to the preparer. The preparer can correct and resubmit the cancel the document. In this case, the approval list will be deleted.

PO Review

AME will allow add reviewers (either individuals or groups) to the current approval list of a document. Buyer or preparer can use the AME enforced reviewer list to add reviewers. Review process can be routed in serial or parallel mode. The voting method in AME can be First Responder Wins, Consensus The reviewers can add their comments at the notification page and have access to view the details of the document. Edit document access privilege the notifications sent to the reviewers. cancel the document. In this case, the approval list will be deleted.

If rejected by the approver, the workflow process would route the Purchase Order to the preparer. The preparer can correct and resubmit the approv

PO E-Sign

If E-Sign is enabled, the Purchase Order will be sent to the supplier for E-Sign (if set for the supplier) and returned to the complete. Buyer sends the PO document for E-Signing from buyer side to complete the approval process. Buyer or preparer can use the AME enforced E-Signer list and/or add E-Signers manually. E-Sign process can be routed in serial or parallel mode. The voting method in AME can be First Responder Wins, Consensus or Serial. E-Sign is only allowed during post approval process. During post approval process, reviewers can review the document but it is not possible to add All users added in post list approval are considered E-Signers (except if the rule that includes the post approval list group includes the E-Signers have access to view the details of the document and are required to E-Sign entering user name and password. approval process, or cancel the document. In this case, the approval list will be deleted. Any Purchase Order can be withdrawn as long as the approval status is In Process. The withdrawal process will send a needs to approve the Purchase Order as well to all the users who have approved the PO.

If the Purchase Order is rejected during E-Sign stage, the workflow process would route the Purchase Order to the preparer. The preparer can correct

PO Withdrawal

The withdraw process will change the Purchase Order status back to Incomplete. It also will modify the action history of the document with a withdra reason. The withdraw process is applicable to new and revised Purchase Orders. Doc Id 1487949.1 How to Reset the Approval Status for Purchase Orders using the Withdrawal Functionality has detailed steps setups feature.

Limitations of AME for Purchase Orders Changes are incorporated in web pages (Buyer work center) and not in core Purchasing forms. There will not be new changes to forms to support AME for Purchase Orders. Planned POs and PO releases cannot use AME as these documents can only be submitted for approval in the core Purchasing forms. Local BPAs are also not supported. Use global blanket purchase agreements in web pages (Buyer work center).

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Other changes
Document types Supplier notification Action history
The settings in document style page will override the settings in the document type form. If you do not want to use AME, set the AME in the document style page. Refer to section How to enable AME for purchase orders and general setup The AME approval workflow will enforce the use of PDF communication.

- If AME rule is set for parallel approval with First Responder Wins, the action history is updated with

- A new Region Current/Pending Approvers is added in the Action History Page which shows AME sequence number, person name and approver type o approvers. 1. Navigate to the Orders page: Navigation: Purchasing responsibility -> Buyer Work Center

2. Select the 'My In Process Orders' option from the list of values for the View field. 3. Click on the link under the Status column for the document. The screenshot shows an example of the action history for one purchase order that is approval.

How to enable AME for Purchase Orders and general setup Enable AME In order to enable AME for Purchase Orders, create a document style and associate the AME workflow. Refer to Doc ID 1487713.1 12.1 - Setups for Purchase Order Approval Using Approvals Management Engine (AME). This note has screenshots and detailed steps to create the document style and enable AME for Purchase Orders. Define AME setup Define action types, attributes, conditions, approver groups and rules according to your business requirements. Reference Doc ID 434143.1 How To Setup And Use AME For Purchase Requisition Approvals, section Review and Modify AME setup for detailed documentation.

Specific AME Setup for Purchase Orders PO Approval - Creation of Purchase Order and selection of manual approvers AME will allow add approvers (either individuals or groups) to the current approval list of a document. Setup: Refer to section How to enable AME for purchase orders and general setup to enable AME and define a document style. Define attributes, conditions and rules in AME for transaction type 'Purchase Order Approval' according to your business requirements. Doc ID 434143.1 How To Setup And Use AME For Purchase Requisition Approvals

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Functional Steps: Once the above setup is complete, follow these steps to submit the approval process for one Purchase Order using AME: 1. Navigate to the Orders page: Orders 2. Select the document style from the list of values (located beside the Create label) and click on Go. 3. Complete details for the header, line, shipments and distributions and save the changes. 4. Click on Approval Options. The page will display the current approval list. 5. Expand the Add Adhoc Approver option to add manual approvers, if needed. 1. Select an approver type and approver using the list of values. 2. Choose a category (Approver or For your information). 3. Select an insertion point (current approver). The insertion point will add the new user before the selected approver. 4. Click on Add.
Note: If the insertion point is a user that belongs to a post approver group, the user will become an e

Navigation: Purchasing responsibility -> Buyer Work Center ->

6. Submit the document for approval. 7. Navigate to the Action History option to review the current and pending approvers. Video - Click at the link here to see a video recording of the steps above: (4:33)

PO Review - Creation of Purchase Order and steps to send to a reviewer AME will allow add reviewers (either individuals or groups) to the current approval list of a document. Setup: Refer to section How to enable AME for purchase orders and general setup to enable AME and define a document style. Define attributes and conditions in AME for transaction type 'Purchase Order Approval' according to your business requirements. Doc ID 434143.1 How To Setup And Use AME For Purchase Requisition Approvals Define a rule (Combination: List Creation / Combination:List Modification) that includes the production rule 'REVIEWER/YES'.

Note: All the approvers falling under a rule that includes the production rule 'REVIEWER/YES' will be reviewers.

Functional Steps: Once the above setup is complete, follow these steps to submit the approval process for one Purchase Order and send it to a reviewer: 1. Navigate to the Orders page: Orders 2. Select the document style from the list of values (located beside the Create label) and click on Go. 3. Complete the details for header, line, shipments and distributions and save the changes. 4. Click on Approval Options. The page will display the current approval list. 5. Expand the Add Adhoc Approver option to add manual approvers if needed. 1. Select an approver type and approver using the list of values. 2. Choose category 'For your information' in order to add approvers. 3. Select an insertion point to add the new approver in the desired position. The insertion Navigation: Purchasing responsibility -> Buyer Work Center ->

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point will add the new user before the selected approver. 4. Click on Add. 6. Submit the document for approval. 7. Navigate to the Action History option to review the current and pending approvers. Video - Click at the link here to see a video recording of the steps above: (4:38)

Note: The current functionality does not allow to add manual reviewers. The Add Adhoc Approver feature only allows to add approvers and

PO E-Sign - Creation of Purchase Order and steps to send to a E-Signer AME will allow add E-Signers (either individuals or groups) to the current approval list of a document. Setup: Refer to section How to enable AME for purchase orders and general setup to enable AME and define a document style. Define attributes and conditions in AME for transaction type 'Purchase Order Approval' according to your business requirements. Doc ID 434143.1 How To Setup And Use AME For Purchase Requisition Approvals Define a rule of type 'Post List Approver Group'.

Note: All the approvers under a 'Post List Approver Group' will be e-Signers except if the rule includes production rule 'REVIEWER/YES'; In this case, the appro will be considered reviewers.

Functional Steps: Once above setup is complete, follow these steps to submit the approval process for one Purchase Order and send it to a E-Signer:: 1. Navigate to the Orders page: Orders 2. Select the document style from the list of values (located beside the Create label) and click on Go. 3. Complete the details for header, line, shipments and distributions and save the changes. 4. Click on Approval Options. The page will display the current approval list. 5. Expand the Add Adhoc Approver option to add manual e-Signers if needed. 1. Select an approver type and approver using the list of values. 2. Select 'Append to the List' as insertion point to add the new E-Signer in the desired position. 3. Click on Add. 6. Submit the document for approval. 7. Navigate to the Action History option to review the current and pending approvers.
Note: In order to add manual E-Signers, you need to have at least one E-Signer (automatically added) in the approval list.

Navigation: Purchasing responsibility -> Buyer Work Center ->

Video - Click at the link here to see a video recording of the steps above: (4:05)

Troubleshooting issues Refer to Note 1437183.1 'AME : How to Diagnose Issues in Purchasing When Using Approvals Management' for tips and techniques to troubleshoot AME issues with the approval list.

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Still Have Questions?

Join our growing Oracle Procurement Community and learn from your peers and Oracle on how to address your unique issues in You can access the main Oracle Communities page at http://communities.oracle.com (If you are enrolled, the Procurement community you're not already enrolled in the Procurement community, you can do so by clicking on the link Edit Subscriptions). OR From "My Oracle Support" as follows: 1. Log into My Oracle Support 2. Click on the 'Community' link at the top of the page 3. Click in 'Find a Community' field and enter Procurement 4. Double click on Procurement in the list 5. Click on the 'Create a Community Post' button and submit your question

References NOTE:1487949.1 - How to Reset the Approval Status for Purchase Orders using the Withdrawal Functionality NOTE:1437183.1 - AME : How to Diagnose Issues With the Default Approver List in Purchasing When Using Approvals Management NOTE:1487713.1 - 12.1.3 - Required Setups For Purchase Order Approval Using Approvals Management Engine (AME) NOTE:1496104.1 - Oracle Purchasing Release Notes for Release Procurement Family R12.1.3 September Update 2012 NOTE:434143.1 - How To Setup And Use AME For Purchasing

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