AME configuration for Purchase Requisition Approval

1. AME Configuration Process: End to End
Table of Contents
1. Introduction: ................................................................................................................2
2. Required Steps ...........................................................................................................2
3. Step 1: Login as System Administrator user i.e. SYSADMIN.................................2
4. Step 2: Search for the user ........................................................................................3
5. Step 3: Assign roles to the user ................................................................................4
6. Step 4: Granting Access ............................................................................................5
7. Step 5: Login with the credentials of user : .............................................................8
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2. 1. Introduction:
AME responsibilities in 11i.AME.A are assigned directly to the users. However, In R12
or 11i.AME.B and higher, AME responsibilities are assigned indirectly to users through
roles. The roles are assigned to the users by the SYSADMIN user using the User
Management responsibility. Once the roles are assigned, the AME responsibilities are
automatically available to the users without specifically assigning the
AME responsibilities to the users. Here are steps to assign the roles:
2. Required Steps
1) Log in as SYSADMIN
2) Search the user to whom the AME privileges are required to be provided in User
Management module.
3) Assign required roles for AME i.e. Approval Management Business Analyst
and Approval Management administrator
4) Create grant to the user for AME privileges.
5) Log in as the user and check the access to the modules
3. Step 1: Login as System Administrator user i.e. SYSADMIN
In order to provide access to any user we need to log in as sysadmin and then assign the
required privileges to the user.
Log in with the user credentials of SYSADMIN
User Name: SYSADMIN
Password: system167
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3. Select the responsibility "User Management". (NOTE: User Management data is stored in the
UMX schema)
4. Step 2: Search for the user
Responsibility : User Management
Navigation : User Management > Users
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4. Click for providing access to the modules
5. Step 3: Assign roles to the user
Click button for assigning role to the user
Search for Approval% and Select roles from the resulting LOV. Choose the roles that are
applicable (proper authority) for the user, and click the Select button.
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5. 6. Step 4: Granting Access
AME restricts access to transaction types using Data Security. Grant users access to the
transaction types using the Grants page. Set up user access as follows:
Navigate to the Personal Home Page.
Responsibility: Functional Administrator
Navigation : Functional Administrator > Home
From the Grants page, press on the Create Grant button
Click
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6. Select the Grantee type : Specific User
Click
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7. Click
Click
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8. 7. Step 5: Login with the credentials of user :
User Name : TB170D
Password : 123456rR
So here we can see thet the user for which we have provided grants for AME have access to
the AME responisbility.
Thus we have seen that the process by which access to the AME can be provided.
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9. 1. AME Setups
The various Steps for setting up AME are as follows
In order to these setups we need to get into the AME responsibility i.e. Approval Management
Business Analyst.
Responsibility: Approval Management Business Analyst
Navigation: Business Analyst Dashboards
2. Approval setups steps
Given below are the various steps that are part of the approval steps i.e.
1) Transaction Types
2) Components :
a) Attributes
b) Conditions
c) Approver Groups
d) Approval Rules
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10. 2.1 Transaction Type
The first step in the approval setups process is to select the transaction type for which we need
to create approval setups.
AME is designed to provide approval logic for many transaction types. Transaction types used
for Purchase Requisitions include the following: Purchase Requisition Approval, Internal
Requisition Approval, and Requester Change Order Approval. This whitepaper focuses on
Purchase Requisition Approval; however, many of the concepts are applicable to the other two
requisition transaction types as well. Likewise, some examples and comments in this paper are
written in iProcurement context, but the same AME concepts apply to core apps requisitions
also.
Since we need to set AME for setting requisition approval so select Purchase Requisition
Approval from the LOV as shown below.
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11. There are various componenets of AME setups which needs to be done :
• Attributes
• Conditons
• Action Types
• Approver Groups
2.2 Setting of Attributes
The first component of the AME is to set the attributes. These will fetch business facts for a
specific transaction.
Attributes are the base element for an AME Rule. Attribute values are retrieved from the Oracle
Business Suite Applications database or derived from values in the database. AME is seeded
with attributes relevant to the transaction type, and the user can create new attributes in AME
for use in AME rules.
Click link for setting the attributes
Here we need to select the attribute which we are going to use s one of the components. Since
the required attribute is already existing so we will be using the existing one.
Query with “Requistion” and go ahead with the process
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12. 2.3 Approval Conditions
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13. The next step in the setting up of AME is to create conditions on the basis of which the approval
needs to be set and it will take place.
Conditions identify 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 (requisition) being approved. For example, an AME rule can be setup to require
certain approvers if $0 USD <= requisition total < $1000 USD. Since REQUISITION_TOTAL is
a seeded attribute, the user can define a condition $0 USD <= requisition total < $1000 USD,
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 Conditions for the Purchase Requisition
Approval transaction type.
Responsibility: Approval Management Business Analyst
Navigation: Setup ->Conditions
Click on
Select the Attribute that we have identified previously i.e
Select value for Currency Code and Enter Range for the selected attribute
(REQUISITION_TOTAL)
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14. After entering the value click on .
2.4 Action Types
An action type is a collection of actions having similar functionality. Every action belongs to an
action type. Action types are enabled or disabled for a particular transaction type. AME
may give an error when attempting to enable an action type for a transaction if the transaction is
not designed to allow that action type.
The next step after defining the condition for AME we need to set the “Action Type”
Navigation: Setup ->Action Type
From the existing Approval Group Select an action type of Type “Pre List Approval Group”
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15. Click “Go”
2.5 Approver Groups
Approver Groups are optional. Setup Approver Groups if additional approvers are required for
particular conditions, or to specify a dynamic sql query for additional approvers. The rules
defined for the transaction can be based on Approver Groups, Jobs defined in HR setup, or
Positions defined in HR setup (only in R12); the rules may also use a combination of Job,
Position, and Approver Group basis.
Navigation : Set up > Approver Groups
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16. Select number of approval level using “Order Number” and select a Voting Method as “Serial”
In this process also we need to specify the group members of the approval group as shown
above:
• Select HR People as the approver type
• Select the employee name as the Approver who will approve the requisition and
are part of the approval group.
• Here as per the order level as we can see that its 1 and 2 so first as part of the
process it would go to Ritwik as order level is 1 and then to Test as the order level
is 2.
2.6 Creation of Rule
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17. After assigning the email ID for the members of the approver group we need to set the rules by
utilizing which the approval hierarchy would work.
Navigation: Rule ->Create
Click
Enter Name, Rule Type and Start Date, Click Next
“Add Condition” i.e. add the condition to the rule
Click on “Continue”
Select “Action Type”,
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18. Review rule setup and click Finish
2.7 Assigning Email ID for Approvers
Since our requirement is also that mails should go to the approvers. So for this purpose we
need to set the email IDs for them at the employee definition form in HRMS module in the
process given below.
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19. Query for the approver
Responsibility: Australian HRMS Manager
Navigation: People > Enter and Maintain
1st
Approver: Ritwik Kumar Mishra
Click
Click TAB
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20. 2nd Approver: Test
Click
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21. 3. Transaction
Now that the AME setups are done we need to do a transaction and see that whether the
requisition approval is working as per the expectations or not and whether the mail notification is
going to the approvers or not.
The various steps in this process would be
• Creation of Requisition by any user for instance Bishop, Mr. Travers Noel and would
submit the same for approval
• Checking the status in Action history in Requisition Summary
• As expected for approval the notification should go to the first approver i.e. Ritwik
UB170D followed by a mail notification
• Once the notification is approved by Ritwik then as expected it should go to the
second approver i.e. Test followed by a mail notification
• Notification to Bishop, Mr. Travers that the requisition has been finally approved
• Now the status should change from “In-Process” earlier to “Approved” in Requisition
Summary
• The entire cycle can be seen under “Action History”
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22. Note : Since as part of the requirement all requisitions needs to be approved , so we can take
any buyer as requisition will be done by buyers only and so they will follow the same approval
hierarchy i.e. it will go to the first approver and then to the second approver as per the order
4. Pre-requisite:
As mentioned in the steps since we need to create requisition from the ID of Bishop so for this
we need his user credentials which can be obtained from system administrator.
Responsibility: System Administrator
Navigation: Security > User > Define
Let’s login with Bishop’s ID with the following credentials i.e.
User Name: TBISHOP
Password: 123456bB
5. Creation of Requisition
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23. As we have seen that the AME setups for setting requisition approval are done. So as part of
the process we need to do the transaction and see whether the mail notification is going or not
to the approvers.
Responsibility: Purchasing Super user
Navigation: Requisitions > Requisition
Click and get into Requisition Summary
6. Status Pre Approval
Now that we have submitted the requisition for approval by the other approvers. For this we
need to get into requisition summary and see its status.
Responsibility: Purchasing Super user
Navigation: Requisitions > Requisition Summary
Click to see the requsition created by us
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24. Here we can see that the approval status is “In Process”
Click Tools-> View Action History, to know about the requisition Approval status
Here we can see that the approval for the requisition has been submitted by the first user i.e.
TBISHOP.
7. Mail Notification: 1st
Approver
As discussed earlier after approval for the requsition is submitted it should fire mail notification
to the approvers. Let’s check the mail notification (First Approver)
In the above screen we have seen that the email notification has come for approving the
requisition. So for approving the requisition we need to get into the application and approve it.
Get into application and approve,
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25. Here we can see that the notfication for approval has come to UB170D for approval.
Open the notification for approving the requisition .
As part of the process after the approval by the first user the notfication goes to the second user
i.e. Test and he should receive the mail notification for this purpose.
8. Mail Notification: Second User
In the above screen we have seen that the email notification has come for approving the
requisition. So for approving the requisition we need to get into the application and approve it.
For this we need to log in as TEST with the following credentials
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26. User Name: VB170D
Password: 123456sS
Here we can see the notification
Approve after getting into the application
Open the notificationa and approve the requsition
Click “Approve” button for approving the requsition .
9. Status Post Approval
Now that the requisition has been approved by the user “TEST” so let’s log into Bishop’s ID and
see the current status.
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27. Open the notification by clicking it
Here we can see that the requistion has been approved by TEST
10. Cross Checking at Requsition Summary
Responsibility: Purchasing Super user
Navigation: Requisitions > Requisition Summary
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28. Click to see the requsition created by us
Here we can see the same status that it’s approved by the users
11. View Action History
Let’s check the action history to see the various steps that have been performed so far with this
requisition.
Get into Tools > View Action History
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29. 12. Conclusion:
So as expected we have seen that after creation of requisition the mail for approval as required
is going to the concerned approvers as shown in the process. Mail notification has been
enabled and approvers will receive mail notification when they need to approve, as shown in
above demonstration.
In the above exercise we have considered the scenario in which any requisition done by any
buyer will go for approval as per the order as set in the approval group. If the user is interested
to set the approval level as per employee specific or as with respect to approval limits then for
each such scenario we need to define a separate condition followed by action type and
approver group.
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