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.
Approval Framework
Process Definition
Stage 10
Path A
Step 1
Step 2
Path B
Step 1
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 Statement
SELECT 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 Statement
SELECT 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 SQL
SELECT 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 indon’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.
Questions
Email: alicia.kinsey@entap.com
To download presentation, go to www.entap.com