AME Configuration Process: End to End

Table of Contents

1. Introduction:............................................................................................................22. Required Steps........................................................................................................23. Step 1: Login as System Administrator user i.e. SYSADMIN..............................24. Step 2: Search for the user.....................................................................................35. Step 3: Assign roles to the user.............................................................................46. Step 4: Granting Access.........................................................................................57. Step 5: Login with the credentials of user :..........................................................81. AME Setups..............................................................................................................92. Approval setups steps............................................................................................92.1 Transaction Type...................................................................................................102.3 Approval Conditions.............................................................................................132.4 Action Types..........................................................................................................142.5 Approver Groups...................................................................................................152.6 Creation of Rule.....................................................................................................172.7 Assigning Email ID for Approvers.......................................................................193. Transaction............................................................................................................214. Pre-requisite:.........................................................................................................225. Creation of Requisition.........................................................................................236. Status Pre Approval..............................................................................................237. Mail Notification: 1st Approver..............................................................................248. Mail Notification: Second User.............................................................................259. Status Post Approval............................................................................................2710. Cross Checking at Requsition Summary............................................................2811. View Action History...............................................................................................2912. Conclusion:..............................................................................................................29

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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. SYSADMINIn 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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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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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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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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Select the Grantee type : Specific User

Click

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Click

Click

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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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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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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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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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2.3 Approval Conditions

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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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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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Click “Go”

2.5 Approver GroupsApprover 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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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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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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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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Query for the approver

Responsibility: Australian HRMS Manager

Navigation: People > Enter and Maintain

1 st Approver: Ritwik Kumar Mishra

Click

Click TAB

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2nd Approver: Test

Click

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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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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 Page 22

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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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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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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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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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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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 HistoryLet’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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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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