How To Setup And Use AME For Purchase Requisition Approvals

Purchase Requisitions can be routed for approval using the AME Approval Management Engine. This whitepaper describes how to setup AME for use with requisition approvals, and shows how a requisition approval list is built based on the AME setup. Approvers in the AME based approver list are assigned to the requisition based on the AME rules setup for the Purchase Requisition Approval transaction. Similar setup can be done for Requester hange !rder Approval and for "nternal Requisition Approval, although those are not specificall# covered in this whitepaper. The screenshots provided are based on $$i.AME.%, and some of the navigation details are specific to $$i.AME.%. &owever, most of the details provided are applicable to $$i.AME.A and higher including R$'.

Assign AME Roles and Responsibilities

AME responsibilities in $$i.AME.A are assigned directl# to the users. &owever, "n R$' or $$i.AME.% and higher, AME responsibilities are assigned indirectl# to users through roles. The roles are assigned to the users b# the S(SA)M"* user using the +ser Management responsibilit#. !nce the roles are assigned, the AME responsibilities are automaticall# available to the users without specificall# assigning the AME responsibilities to the users. &ere are steps to assign the roles, 1. Login as System Administrator user

2. Select the responsibility "User Management". (NO !" User Management data is stored in the UM# schema$

%. Select "Users" menu option

&. Search 'or the user to (hom you (ish to grant AM! roles

). *n the results table+ clic, on update icon (sho(n in screenshot abo-e$

.. *n the update user page+ user details can be seen along (ith a list o' roles a-ailable to user

/lic, on "Assign 0oles" (sho(n in screenshot abo-e$ 1. Search 'or Appro-al2 and Select roles 'rom the resulting LO3. /hoose the roles that are applicable (proper authority$ 'or the user+ and clic, the Select button.

4. Speci'y 5usti'ication and rele-ant dates 'or the ne(ly assigned roles+ and clic, Apply to assign the roles to the user.

Reference --*ote .$//00.$11 !racle Approvals Management *ot Enabled2 3hat )oes "t Ta4e To Enable "t2

Grant Transaction T pe Access to Users

AM! restricts access to transaction types using 6ata Security. 7rant users access to the transaction types using the 7rants page. Set up user access as 'ollo(s" 1. Na-igate to the 8ersonal 9ome 8age.

2. Select :unctional Administrator 0esponsibility

%. :rom the 7rants page+ press on the /reate 7rant button

&. /reate a grant (ith the 'ollo(ing in'ormation" ; Name <speci'y a descripti-e name= ; 7rantee ype > Speci'ic User ; 7rantee > < he user (hich you 5ust created= ; Ob5ect > AM! ransaction ypes

). /lic, Ne?t and select the Ob5ect 6ata /onte?t ; 6ata /onte?t ype > All 0o(s

.. /lic, Ne?t to de'ine the ob5ect parameters and Select Set ; Set > AM! /alling Applications

1. /lic, Ne?t+ re-ie( the setups and then :inish the process.

Review and Modi! AME Setup

AME is designed to provide approval logic for man# transaction t#pes. Transaction t pes used for Purchase Requisitions include the following, Purchase Requisition Approval, "nternal Requisition Approval, and Requester hange !rder Approval. This whitepaper focuses on Purchase Requisition

Approval, however, man# of the concepts are applicable to the other two requisition transaction t#pes as well. 5i4ewise, some e6amples and comments in this paper are written in iProcurement conte6t, but the same AME concepts appl# to core apps requisitions also. $. *avigate to the Approvals Management %usiness Anal#st, Standard responsibilit#

'. hoose the %usiness Anal#st )ashboard menu from the responsibilit# 7see image above8 /. +se the Transaction T#pe 5!9 to search and select the transaction t#pe : Purchase Requisition Approval

.. +se the lin4s on the right in the Approval Process Setup region to set the components 7Attributes, onditions, Action T#pes, Approver ;roups8 and rules, or to use the test wor4bench in AME.

"# Action T pes

$. An action t#pe is a collection of actions having similar functionalit#. Ever# action belongs to an action t#pe. Action t#pes are enabled or disabled for a particular transaction t#pe. AME ma# give an error when attempting to enable an action t#pe for a transaction if the transaction is not designed to allow that action t#pe. Reference --*ote '<//$=.$11 $$.=.$0 >A? for Approvals Management 7AME8 "ntegration >or iProcurement and Purchasing @ for a list of action t#pes allowed for requisition transactions in AME. "n addition, --*ote .0.$='.$11 Release ontent )ocuments for E@ %usiness Suite R$' @ provides a lin4 to the Procurement >amil# R ) which clarifies 7Section /...'.$.8 that requisition approval with !racle Approvals Management 7AME8 in R$' allows use of Position &ierarch# based Approvals, Parallel Approvals, and Support for >(" *otifications. '. To disable or enable action t#pes for the transaction, select the Action T#pes lin4

/. The Action T#pes page shows the action t#pes that are currentl# enabled for the transaction t#pe 7Purchase Requisition Approval8. +se the Previous and *e6t lin4s to scroll through the list of enabled action t#pes. Select the +se E6isting Action T#pe button to see other pre@defined action t#pes available in AME. Some of these ma# or ma# not be applicable to the currentl# select transaction t#peA AME will give an error if the user tries to add a non@relevant action t#pe for the selected transaction t#pe.

.. *avigate to &R responsibilit# @1 3or4 Structures @1 Bob @1 )escription @ to assign a 5evel 7Approval Authorit#8 to a Bob.

?uer# up the Bob and enter the appropriate Bob 5evel in the Approval Authorit# field. =. "n AME, select an# or all of the following Action T#pes for B!% %ASE) approvals if applicable for #our business requirements, $. absolute Cob level D chains of authorit# based on absolute Cob level '. final approver onl# D chains of authorit# containing onl# the final Cob@level approver

/. manager then final approver D chain of authorit# includes requestorEs manager and then the final approver .. relative Cob level D chains of authorit# based on relative Cob level =. supervisor# level D chains of authorit# based on number of supervisor# levels F. "n AME, select an# or all of the following Action t#pes for APPR!9ER ;R!+P approvals if applicable for #our business requirements, $. post@chain@of@authorit# approvals D group approvals after the chain of authorit# '. pre@chain@of@authorit# approvals D group approvals before the chain of authorit# /. approval@group chain of authorit# D chain of authorit# includes an approval group

G. "n AME, select an# of all of the following Action t#pes for P!S"T"!* %ASE) approvals 7!nl# in R$' and higher8 if applicable for #our business requirements $. hr position D chains of authorit# based on a particular &R position '. hr position level D chains of authorit# based on &R positions $# Attributes
$. Attributes are the base element for an AME Rule. Attribute values are retrieved from the !racle E%usiness Suite Applications database or derived from values in the database. AME is seeded with attributes relevant to the transaction t#pe, and the user can create new attributes in AME for use in AME rules.

'. Select the Attributes lin4 to view or add attributes for the selected transaction t#pe

/. +se the Previous and *e6t lin4s to scroll through the e6isting attributes. Some of the attributes relevant to Purchase Requisition Approval include "TEMH ATE;!R(, "TEMH*+M%ER, and RE?+"S"T"!*HT!TA5 as well as other attributes. 3hen AME approvals is enabled for purchase requisitions, these values are retrieved for the relevant requisition while navigating through iProcurement chec4out or core apps requisition create, and AME uses this information to determine the appropriate AME rule7s8 to use.

.. "n addition to the seeded attributes, a customiIed attribute can be created. )A9EH ATE;!R(HSE;ME*T is an e6ample of this. This attribute uses a quer# to capture SE;ME*T$ of the "tem ategor# fle6field. The "tem ategor# fle6field ma# be setup to use one or more segmentsA this customiIed AME attribute captures onl# SE;ME*T$ of the fle6field. This allows the users to setup conditions and rules that are dependent on a certain value in SE;ME*T$ of the "TEM ategor# used on the requisition.

*!TE, The new attribute )A9EH ATE;!R(HSE;ME*T$ uses the same sql quer# as the seeded "TEMH ATE;!R( AME attribute, e6cept it selects mc4.segment$ rather than mc4.concatenatedHsegments.

%# &onditions
$. onditions identif# values and value ranges for some or all of the attributes available. AME rules refer to these conditions to determine if a particular rule is applicable for the specific document 7requisition8 being approved. >or e6ample, an AME rule can be setup to require certain approvers if J0 +S) -: requisition total - J$000 +S). Since RE?+"S"T"!*HT!TA5 is a seeded attribute, the user can define a condition J0 +S) -: requisition total - J$000 +S), and then use this condition in a rule to require certain approvers for the requisition. The rule cannot refer to this condition until it is defined in AME onditions for the Purchase Requisition Approval transaction t#pe.

'. Select the onditions lin4 from the AME %usiness Anal#st )ashboard after specif#ing the Purchase Requisition Approval transaction t#pe.

Selecting the onditions lin4 will displa# the e6isting conditions defined for the transaction t#pe, and also allow the user to create new conditions for the transaction.

/.

lic4 the reate button to create a new condition

.. To define the new condition, specif# whether the condition is ordinar#, or an e6ception condition 7which can onl# be used in an e6ception rule K see the online &elp for details8. +se the Attribute 5!9 to choose the attribute on which the condition is based. The condition will specif# a value or range of values for the attribute, so the attribute must be selected before the value7s8 can be defined.

=. )efine the allowed value or value range for the selected attribute. lic4 Appl# to complete the condition definition.

'# Approver Groups $. Approver ;roups are optional. Setup Approver ;roups if additional approvers are required for particular conditions, or to specif# a d#namic sql quer# for additional approvers. The rules defined for the transaction can be based on Approver ;roups, Bobs defined in &R setup, or Positions defined in &R setup 7onl# in R$'8A the rules ma# also use a combination of Bob, Position, and Approver ;roup basis. 7See the Rules details later in this paper for more information about the rules8

$# Select the Approver ;roups lin4 from the AME %usiness Anal#st )ashboard.

%# 9iew and edit e6isting approver groups, or lic4 the reate button to create a new approver group.

.. 3hen creating the approval group specif# all the mandator# values. $. ;ive a name and description to the approval group. '. Specif# an order number 7order number of this approver group relative to other approver groups8. /. hoose a voting regime K onl# Serial is supported for Purchase Requisition Approval in $$.=.$0 and $$.=.<. R$' does allow other voting regimes that use parallel routing. hoose Static if approvers will be selected when defining the approval group, or choose )#namic if a sql quer# is used to d#namicall# find the approvers for this approver group when the requisition approval transaction is being processed. lic4 the Add Another Row button to add approvers to the approval group now.

..

=.

(#

lic4 Appl# to save the approver group

=. The approval group members can be added as additional approvers to the normal chain of command approvers generated b# AME. )# Rules $. )efine rules to specif# approvers that should be included in the approval list under specific conditions for the requisition approval transaction. $# Select the Rules lin4 from the AME )ashboard after selecting the transaction t#pe K Purchase Requisition Approval

%# Review the list of e6isting rules alread# defined for the transaction

.. Select the reate button to create a new rule for the transaction. 7!ptionall#, if there alread# e6ists a similar rule choose the )uplicate icon or the +se E6isting Rule button8. )# Step $ of ., Specif# a name for the new rule and choose the rule t#pe and effective dates.

Rule t#pes are e6plained in the AME online help pages along with e6amples. The most common t#pes are 5ist reation, Pre 5ist Approver ;roup and Post 5ist Approver ;roup. 7*!TE, Some rule t#pes ma# not be available if the corresponding action t#pes have not been assigned to

the transaction K Purchase Requisition Approval. +se the Action T#pes feature to add or remove action t#pes for the transaction8 (# Step ' of ., Specif# one or more conditions that activate the rule. The onditions are defined in the AME Setup, and the# ma# be seeded conditions or user defined conditions.

*# Step / of ., hoose the Action T#pe and then choose a specific action. The list of actions available is dependent on the Action T#pe selected. The actions are related to Bobs, Positions 7in R$'8, or Approver ;roups. 7Action T#pes are discussed previousl# in this whitepaper8

L. Step . of ., Review the rule details and clic4 >inish to complete the rule setup, or clic4 %ac4 to ma4e changes.

(# Test +or,bench
$. +se the Test 3or4bench to determine which AME Rule7s8 appl# to a specific requisition, or to determine which AME Rule7s8 appl# for an adhoc combination of values specified at the time of the test. Select the Test 3or4bench lin4 from the AME )ashboard

$. Specific Requisition test $. lic4 the Run Real Transaction Test button.

'. Specif# the value of RE?+"S"T"!*H&EA)ERH") from P!HRE?+"S"T"!*H&EA)ERSHA55 as the

Transaction "d value. lic4 ;o to see the AME rules that appl# to the requisition. /. AdCust the rules setup to cause rules to be called differentl# based on the business requirements. '. Adhoc test $. lic4 the page reate button on the Test 3or4bench

'. Specif# *ame and )escription for the test, and specif# values for pertinent attributes 7e.g. Requisition Total : J$00 +S)8

/.

lic4 the Run Test ase button to see the applicable AME rules, and the resulting AME approval list that will be built based on the conditions specified for the attributes.

Enable AME !or Requisition Approval

$. *avigate to Purchasing responsibilit# '. Setup D Purchasing D )ocument T#pes /. Select Purchase Requisition 7or "nternal Requisition8 as the document t#pe .. Specif# Approval Transaction T#pe : P+R &ASEHRE? to enable AME approvals for Purchase Requisitions in the current operating unit

Test the Functionalit

$. reate a requisition in ore Apps Purchasing or iProcurement and verif# that the Approval 5ist is built per the AME rules based on the conditions present on the requisition attributes.

-iew the AME Setup

1. /lic, the Setup 0eport lin, in the @uic, Lin,s section o' the 6ashboard

2. Select the appropriate transaction type (!?ample" 8urchase 0eAuisition Appro-al$ and clic, 7o.

%. /lic, the 8rintable 8age button to -ie( the complete setup 'or the selected transaction type (Attributes+ /onditions+ 0ules+ Appro-al 7roups+ and etc.$

&. /ompare the AM! setup to the reAuisition attributes and appro-al list generated 'or a speci'ic reAuisition+ or compare the AM! setup to the business reAuirements.

NO !" his document is not considered 'ormal documentation o' the product+ but is a use'ul tool 'or applying the 'unctionality described.