Making Voucher Workflow Work for Complex Organizations
description
Transcript of Making Voucher Workflow Work for Complex Organizations
Making Voucher Workflow Work for
Complex Organizations
Company Profile
ENTAP is an enterprise business consulting firm, focusing on ERP application and technology integration. ENTAP provides IT outsourcing, analysis, development, support, and management of financial, human resource, supply chain and CRM applications across many industries.
Voucher Workflow Requirements• Department level approvals by dollar
amount• ‘Special’ Approvals for specific funds
and accounts (to include IT purchases, Payroll-related Payments and other special scenarios)
• Final Approval with the Accounts Payable dept.
• One ‘special’ account must bypass all approvals except the AP dept.
Process Definition
Stage 10
Path A
Path B
Approval Framework
Step 1
Step 1
Step 2
Step 2
Stage 20
Path A
Step 1
Approval Framework
• 2 Process Definitions:• Specific Account – Required to
bypass all departmental and special approvals
• All Other Accounts – Follows standard workflow
• Process Definitions must have same Effective Date
Approval Framework
• 5 Stages:• Department Approval – 1 Path with 4
Steps based on Voucher Total• IT-Related Purchases – based on
Account• ‘Special’ Purchases – based on
Fund or Account• Payroll-Related Payments – Based
on Fund and Voucher Total• AP Approval – All Vouchers
Stage 1 – Department Level
• All vouchers with a department have to be approved by at least one approver depending on the total voucher amount• 1 Path – For all vouchers with a
department• 4 Steps – Based on total amount of
voucher (>$0, $2,500-$25,000, $25,000-$75,000, >$75,000)
• 4 User Lists – SQL Statement (only type of ‘customization’ required)
• Route Controls used to define departments by user
Stage 1 – Department Level
Path Criteria
Step 1 Criteria
Step 2 Criteria
SQL StatementSELECT DISTINCT A.ROLEUSER FROM PS_ROLEXLATOPR A WHERE A.ROLEUSER IN ( SELECT B.ROLEUSER FROM PS_RTE_CNTL_RUSER B, PS_RTE_CNTL_LN C WHERE B.RTE_CNTL_PROFILE = C.RTE_CNTL_PROFILE AND B.RTE_CNTL_PROFILE IN ( SELECT D.RTE_CNTL_PROFILE FROM PS_RTE_CNTL_LN D, PS_DISTRIB_LINE E WHERE D.RTE_CNTL_TYPE = 'Department' AND E.DEPTID BETWEEN D.RTE_FROM_VALUE AND D.RTE_TO_VALUE AND B.ROLENAME = 'COI_Amount1_WF' AND E.BUSINESS_UNIT = :1 AND E.VOUCHER_ID = :2))
Stage 2 – IT-Related• All vouchers with specified
accounts have to be approved by the IT department• 1 Path – based on the Accounts
on the DISTRIB_LINE table (Accounts are specified in the Path Criteria)
• 1 Step• User List – SQL Statement (only
type of ‘customization’ required)• Route Controls used to define
accounts by user
Path Criteria
SQL StatementSELECT DISTINCT A.ROLEUSER FROM PS_ROLEXLATOPR A WHERE A.ROLEUSER IN ( SELECT B.ROLEUSER FROM PS_RTE_CNTL_RUSER B, PS_RTE_CNTL_LN C WHERE B.RTE_CNTL_PROFILE = C.RTE_CNTL_PROFILE AND B.RTE_CNTL_PROFILE IN ( SELECT D.RTE_CNTL_PROFILE FROM PS_RTE_CNTL_LN D, PS_DISTRIB_LINE E WHERE D.RTE_CNTL_TYPE = 'Account' AND E.ACCOUNT BETWEEN D.RTE_FROM_VALUE AND D.RTE_TO_VALUE AND B.ROLENAME = 'COI_Account_WF' AND E.BUSINESS_UNIT = :1 AND E.VOUCHER_ID = :2))
Stage 3 – ‘Special’ Purchases
• All vouchers with specified fund or account have to be approved by the Controller’s Office• 1 Path – based on the Fund
and Account on the DISTRIB_LINE table (Funds and Accounts are specified in the Path Criteria)
• 1 Step• User List – Role-based
Path Criteria
Step Criteria
Step Criteria
Stage 4 – Payroll-Related
• All vouchers for Payroll-Related Payments have to be approved by the Payroll Dept.
• 1 Path – based on the Fund on the DISTRIB_LINE table (Funds are specified in the Path Criteria)
• 2 Steps – ($0-500; >$500)• 2 User Lists – Role-based
Path Criteria
Step 1 Criteria
Step 2 Criteria
Stage 5 – Final Approval
• All vouchers are sent to the AP Department for Final Approval and Payment Processing
• 1 Path – All Vouchers• 1 Step• User List – Role-based
Configuration
• No changes to Transaction Registry
• Minor changes to Transaction Configuration to set Priority and number of Notifications
• Major changes to delivered Approval Process to meet project requirements
• New User Lists for each Step – includes custom SQL-statements
Ex 1 - $10,000 Dept Voucher
Ex 2 - $100 IT Voucher
Ex 3 - $100 Special Fund Voucher
Ex 4 - $600 Payroll Voucher (no dept)
Worklist Management
Challenge• The AP Dept. wanted all staff to
have access to approve any department voucher, so the worklist became unmanageable.
Solution• Created a Query with Drilling
URL to replace the delivered Worklist. This allowed the AP Staff to work their assigned departments, while still having the capability to help other staff.
Query SQLSELECT A.BUSINESS_UNIT, A.VOUCHER_ID, A.INVOICE_ID,
B.DEPTID, SUM( B.MONETARY_AMOUNT) FROM PS_VCHR_AF_MASS_VW A, PS_DISTRIB_LINE B WHERE A.BUSINESS_UNIT = B.BUSINESS_UNIT
AND A.VOUCHER_ID = B.VOUCHER_ID AND A.APPR_STATUS = 'P' AND A.BUSINESS_UNIT = :1 AND B.DEPTID LIKE :2 AND A.OPRID = 'akinsey' ‘this will default to the user signed in-don’t add
GROUP BY A.BUSINESS_UNIT, A.VOUCHER_ID, A.INVOICE_ID, B.DEPTID
ORDER BY 1, 2, 4
Department Management
Challenge• Multiple Departments on one voucher
will require multiple approvals; BU Security and ChartField security by department turned on
Solution• Line-level approvals is not delivered in
v9.1, so a business decision was made to only allow departments within an AP Business Unit to limit the approvals. No interunit vouchers are allowed.