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General Procurement Workflows

Posted on February 18th, 2008 by Sanjit Anand ||Email This Post Email This Post

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Oracle provides Workflow technology in this operational area as a vehicle to assist companies with leveraging their investment in the applications.

Oracle supports using Workflow Builder to modify the standard workflows that manage purchasing document creation, document approvals, receipts, invoices and reminders. This post is focus on listing for such workflow which helps you to understand and how to leverage procure-to-pay workflows for operational efficiency.

S.N Workflows Name Purpose
1 Requisition Account Generator

Workflow for automatically generating accrual, budget, charge, and variance accounts on purchase orders and releases

  • Defaults charge, budget, accrual, variance
  • Check cross validation, security rules
  • Generate project, task, expenditure types
2 RequisitionApproval

Workflow for approving requisitions

  • Determine completeness
  • Verify Approval Authority
  • Notify Approvers
  • Process Responses
3 Requestor Change Order
  • Manage Requestor changes after PO Creation
  • Date, quantity, price, cancellation
  • Calls PO Change Tolerance Check
  • Process notifications and responses – Approver
  • Process notifications and responses – Buyer
4 PO Change Request Tolerance
  • Date, quantity, price, cancellation
  • Determines re-approval need on requisition
5 PO Change Order for Requestor
  • Process buyer response
  • Notify requestor
  • Initiate change order for PO
6 PO Create Documents

Workflow for automatically creating purchase orders and releases

  • Evaluate eligibility of requisition Lines
  • Group eligible requisition lines
  • Create standard orders or releases
  • Submit PO Approval Workflow
7 PO Account Generator
  • Default charge, budget, variance accounts
  • Check cross validation, security rules
  • Generate project, task, expenditure types
8 PO Approval

Workflow for approving purchase orders

  • Determine completeness
  • Verify Approval Authority
  • Notify Approvers
  • Process Responses
  • Execute Document Transmission
  • Create-Update Sourcing
9 Change Order

Workflow for controlling which changes to purchase orders require a manual reapproval and which are automatically reapproved; the change order workflow is really a group of workflow processes contained in the PO Approval workflow

  • Gather details of change
  • Determine re-approval requirements
  • Notify approver
  • Process response
  • Transmit Document
10 PO Confirm Receipts

Workflow for sending receipt notifications to requesters or buyers notifying them that they should have received their order

  • Notify requestors of overdue receipts
  • Process responses
  • Create receipts from notification response
  • Notify buyers of exceptions
11 Debit Memo Notification
  • Notify Buyer of Automatic Debit Memo Exception
12 PO Approval Error

Workflow for troubleshooting errors that occur when using the PO Approval workflow

  • Capture timeout errors (180 sec)
  • Capture DAM errors (not active)
  • Capture Exceptions
  • Notify Last Approver
  • Notify Sysadmin
  • Retry Workflow
13 PO Send Notifications

Notify requestors of incomplete requisitions

  • Notify Buyers of incomplete documents
  • Notify Buyers of past due acceptance
  • Notify Buyers of quotes expiring
  • Notify Contactor assignment ending
  • Notify amount billed near budget
14 Invoice Approval

Manage Approval Routing of Invoices (intended for non-PO)

  • Setup Rules in AME
  • Setup Routing in AME

Here are some more from other Procurement Modules

S.N … Other Procurement Modules WorkFlow Name
1 iSupplier Portal Supplier Registration
2 iSupplier Portal Supplier Change Order
3 iSupplier Portal Advance Shipment
4 iSupplier Portal PO Acknowledgement
5 Sourcing Sourcing Publish
6 Sourcing Sourcing Negotiation
7 Sourcing Sourcing Approval
8 Sourcing Sourcing Auction
9 Services Procurement Requisition Approval
10 Services Procurement PO Create Documents
11 Services Procurement Contractor Cancellation
12 Procurement Contracts Deliverables Notification
13 Procurement Contracts Contract Clause Approval
14 Procurement Contracts Contract Template Approval
15 Procurement Contracts Contract Rep. Approval
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