Approving Invoices SPD

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    System Process DocumentTopicName

    Department

    Responsibility/Role

    File Name 318907645Revision

    Document Generation Date 02/07/2008

    Date Modiied 4/21/2009 11:49:00 AM

    !ast "#an$ed by

    Status

    %pprovin$ InvoicesTri$$er&

    "oncept

    Oracle Payables integrates with Oracle Approvals Management and Oracle Workflow to

    approve invoices.

    The Invoice Approval Workflow process uses Oracle Approvals Management and Oracle

    Workflow to enable you to define business rules to determine who approves invoices and how

    they will be routed for approval to different approvers.

    In this topic you will approve invoices using Oracle Approvals Management and the Invoice

    Approval Workflow process.

    Re'uired Field(s) "omments

    *utput + Result(s) "omments

    %dditional Inormation

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    System Process DocumentTopicName

    Procedure

    Step Action

    ! "egin by navigating to the Business Analst !as"#oard page.

    #lick the Appro$als Mana%e&ent Business Analst link.

    $ %ou will use the Business Analst !as"#oard page to access the Paa#les

    'n$oice Appro$al page.

    "efore you approve an invoice you will use the Paa#les 'n$oice Appro$al

     page to create conditions and rules to associate with the invoice that is to beapproved.

    In the (ransaction (pes region select the &etup icon corresponding to the

    Paa#les 'n$oice Appro$al link.

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    System Process DocumentTopicName

    Step Action

    ' #lick the Setup button.

    ( #lick on )onditions in the Setup tab in the Paa#les 'n$oice Appro$al pageto create a condition.

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    System Process DocumentTopicName

    Step Action

    , -nter the desired information into the Attri#ute field. -nter

    S*PP+',-.''),.AM*(.

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    System Process DocumentTopicName

    Step Action

    / #lick the )urrenc )ode list.

    Step Action

    !0 #lick the *S! list item.

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    System Process DocumentTopicName

    Step Action

    !! #lick in the alue field.

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    System Process DocumentTopicName

    Step Action

    !$ -nter the desired information into the alue field. -nter 11450.

    Step Action!' #lick the Appl button.

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    System Process DocumentTopicName

    Step Action

    !( #lick the -ules tab.

    !) 1se the -ules tab in the Paa#les 'n$oice Appro$al page to create a rule toassociate with the invoice you will approve.

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    System Process DocumentTopicName

    Step Action

    !* #lick the )reate button.

    !+ In the -ules tab you will create a rule in four steps2

    3 In the first step you will enter rule details like name rule type item classand start and end dates.

    3 In the second step you will select the condition you created and add it to the

    rule you are creating now.

    3 In the third step you will add an action type to the rule.

    3 In the fourth step you will review the information and create your rule.

    !, #lick in the a&e field.

    !/ -nter the desired information into the a&e field. -nter -ule1 or 'n$oice

    A&ount 11450 *S!.

    $0 #lick the et button.

    $! #lick the Add )ondition button.

    $$ #lick the Select option.

    $' #lick the )ontinue button.

    $( #lick the et button.

    $) #lick the Action (pe list.

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    System Process DocumentTopicName

    Step Action

    $* #lick the Super$isor le$el list item.

    $+ #lick in the Action field.

    $, -nter the desired information into the Action field. -nter -euire appro$als

    up to t"e irst super$isor at &ost.

    $/ #lick the et button.

    '0 #lick the inis" button.

    Step Action

    '! 4avigate to the Paa#les ptions page using the o&e link.

    #lick the o&e link.

    '$ #lick the Paa#les ision perations *SA; link.

    '' #lick the $ertical scrollbar.

    '( #lick the Paa#les ptions link.

    ') 1se the ind Paa#les ptions page to navigate to the Payables Options

    5ision Operations.

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    System Process DocumentTopicName

    Step Action

    '* #lick the ind button.

    or Press .

    '+ #lick on the Appro$al tab to access and enable the options to approve

    invoices.

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    System Process DocumentTopicName

    Step Action

    ', #lick the Appro$al tab.

    '/ -nable *se 'n$oice Appro$al ?or@lo if you want to use the InvoiceApproval Workflow feature to automate your invoice approval process.

    The workflow determines if an invoice needs any individuals to approve

     payment of the invoice and if so automatically routes the invoice to

    designated approvers who then approve or re6ect the invoice.

    When you enable this option almost all invoices must be processed by the

    Invoice Approval Workflow.

    (0 #lick the *se 'n$oice Appro$al ?or@lo option.

    (! -nable Allo orce Appro$al if you want to allow accounts payable

     processors to override the workflow and manually approve invoices by using

    the 7orce Approval option in the Invoice Actions window.

    %ou might want to force approve an invoice if the Invoice Approval

    Workflow does not complete for an invoice or if you have authority to pay an

    invoice without using the workflow process.

    ($ #lick the Allo orce Appro$al option.

    (' #lick the Sa$e button.

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    System Process DocumentTopicName

    Step Action

    (( #lick the )lose button.

    Step Action

    () #lick the pen button.

    or Press .

    (* 4avigate to the 'n$oice ?or@#enc" page from the ,ntr link.

    (+ #lick the pen button.

    or

    Press .(, #lick the 'n$oices list item.

    (/ #lick the pen button.

    or Press .

    )0 The 'n$oice ?or@#enc" is a group of windows that you use to enter ad6ust

    and review your invoices and invoice batches.

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    System Process DocumentTopicName

    Step Action

    )! #lick in the (radin% Partner field.

    )$ -nter the desired information into the (radin% Partner field. -nter ,)apital.

    )' #lick in the 'n$oice !ate field.

    )( -nter the desired information into the 'n$oice !ate field. -nter 12CC

    2007.

    )) #lick in the 'n$oice u& field.

    )* -nter the desired information into the 'n$oice u& field. -nter 'B01.

    )+ #lick in the 'n$oice A&ount field.

    ), -nter the desired information into the 'n$oice A&ount field. -nter 11450.

    )/ #lick the 2 +ines tab.

    *0 #lick in the A&ount field.

    *! -nter the desired information into the A&ount field. -nter 10000.

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    System Process DocumentTopicName

    Step Action

    *$ #lick in the !istri#ution Set field.

    *' -nter the desired information into the !istri#ution Set field. -nter A!.

    *( #lick the Actions 1 button.

    or Press .

    *) %ou will use the 'n$oice Actions page to first validate and then initiate the

    approval of the invoice.

    Step Action

    ** #lick the alidate option.

    *+ #lick the D  button.

    or Press .

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    System Process DocumentTopicName

    Step Action

    *, #lick the older menu.

    or Press .

    */ #lick the S"o ield menu.

    or Press .

    +0 In the S"o ield page run a search using 8e9uestor.

    The re9uester who initiated the purchase of the line item is one way of

    identifying the starting approver in the approval hierarchy using the business

    rules defined in Oracle Approvals Management.

    +! #lick in the ind field.

    +$ -nter the desired information into the ind field. -nter -euester.

    +' #lick the ind button.

    or Press .

    +( #lick the D  button.

    or Press .

    +) -nter the desired information into the -euester field. -nter Stoc@ MsPat.

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    System Process DocumentTopicName

    Step Action

    +* #lick the Actions 1 button.

    or Press .

    Step Action

    ++ #lick the 'nitiate Appro$al option.

    +, #lick the D  button.

    or Press .

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    System Process DocumentTopicName

    Step Action

    +/ #lick in the Appro$al field.

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    System Process DocumentTopicName

    Step Action

    ,0 #lick the )lose button.

    ,! 4avigate to the otiications page.

    #lick the ?or@lo *ser ?e# Applications link.

    ,$ #lick the otiications link.

    ,' %our entire worklist will display in the otiications page.

    &elect the invoice that is pending approval.

    Step Action

    ,( #lick the 'n$oice '51 ro& , )apital reuires our appro$al link.

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    System Process DocumentTopicName

    Step Action

    ,) #lick the Appro$e button.

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    System Process DocumentTopicName

    Step Action

    ,* 4avigate back to the 'n$oice ?or@#enc" page.

    #lick the $ertical scrollbar bo:.

    ,+ #lick the Paa#les ision perations *SA; link.

    ,, #lick the 'n$oices link.

    ,/ In the 'n$oice ?or@#enc" page use the Invoice 4umber to run a 9uery to

    see the status of the invoice you have approved.

    Step Action

    /0 #lick the ie menu.

    or Press .

    /! Point to the Euer B ,a&ple menu.

    /$ #lick the ,nter menu.

    or Press .

    /' #lick in the 'n$oice u& field.

    /( -nter the desired information into the 'n$oice u& field. -nter 'B01.

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    System Process DocumentTopicName

    Step Action

    /) #lick the ie menu.

    or Press .

    /* Point to the Euer B ,a&ple menu.

    /+ #lick the -un menu.

    or Press .

    /, %ou have completed approving invoices using Oracle Approvals Management

    and the Invoice Approval Workflow process.

    ,nd o Procedure

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