Oracle Fusion Cloud AP Invoice Routing and Personalization of Account Coding

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Payable Invoices require Distribution combination information for accounting entries. This accounting information can be routed to the users for entering the distribution information. Rules can be set to route to specific users based on business requirement.

When the invoice Account Coding process starts, a workflow builds the assignees' list based on the defined rules to receive through worklist and email notifications. The user shall input the distribution combination information directly into the worklist and complete the assigned task.

Often businesses want to track down the notification process in real-time at the Invoice level and a combined list as a report. There is no standard feature or out of the box report available in Oracle Fusion Cloud; however, we can achieve the same through Personalization and Custom Reports, respectively.

The imminent approach of Personalization can be used for various other business requirements as well.

This blog will explain the routing process and BPM rules' setup to enable the Invoice Coding workflow notification.

It will further walk you through Personalization to display the Invoice Coding workflow history within the Invoices screen next to the Invoices Approval tab. The prerequisites needed for this will be discussed in-depth below.

After all the setup and Personalization, the Invoice Coding history will appear in the Invoice as below:

Invoice Account Coding Flow

The steps needed for Invoice Code routing involves the phases below:

1. Enabling the Invoice Account Coding Workflow
   • Under Manage Invoice Options, enable the Invoice Account Coding check box option.
   • Configure to route to the assignees based on the business requirement.
2. Input Invoices
   • Create the Invoices using Spreadsheet, manual gateway, Interface or imaging of Invoices.
3. Invoice Validation
   • Kick off the Invoice validation process, which will internally initiate the Account Coding workflow that is eligible. This can be done manually too.
4. Action on the workflow notification
   • Once the assignee gets the notification, perform the desired action to input the distribution combination or request for more information or reassign to another person based on configuration and business requirement.

Account Coding Actions

There are a couple of account coding actions displayed on the Manage Invoice and Edit Invoice pages.

Initiate: This is the start of the Invoice Coding workflow and routes the workflow to the assigned user. The status for the Account Coding on the invoice screen changes from Required to Initiate.

Withdraw: When the user withdraws any open workflow, the Account Coding status on the Invoice changes from Initiated to Withdrawn. This will cancel the Invoice coding workflow further.

Force Complete: This is used to forcibly closing the workflow notification as completed. This will change the status to Manually Completed.

Resubmit: You can resubmit invoices for account coding based on the need. It may need to resubmit when the Invoice was rejected (returned) or withdrawn or for any changes made on the Invoice.

Configuration: The BPM Task name to configure is FinApInvoiceAccountCoding. We can configure to route the workflow to any user based on the requirement. In the below example, it has been configured to route to the Invoice Requester. I will escalate to one level of supervisor hierarchy if the Requester does not take action within the workflow period (in the below example, it is 5 days).

We can also enable a reminder to be sent before the expiry. For example, send a reminder after 2 days if no action is taken.

Enabling Personalization

Prerequisite:

• Create a BIP report to pull the Invoice Coding Workflow action history.
• Use who is doing this Personalization need to have Manage Horizontal Extensions Privilege
  • Login to Instance and Click on Manage Sandbox.
  
  • Click on + to create a new Sandbox
  
  • Input Sandbox Name and Save it.

  Name	Inv_Coding_Personalization
  Description	Inv_Coding_Personalization

  
  • Select sandbox and activate it using the highlighted button.
  
  • Now go to the Payables -> Invoice page Click on a task and select 'Manage Invoices'
  
  • Search for an invoice, open that Invoice and select Edit Pages from the drop menu
  
  • Click on Structure and select 'panelTabbed: above.'
  
  • Click on Setting
  
  • Inside Tabs, click on Add Tab and provide text as below:

  Text	Invoice Coding Approval

  • Click on Apply and click on OK. It will create a new tab
  
  • Go to that new tab and click on Add content
  
  • Select Component and then click on Add in front of HTML Markup
  
  • On the newly added HTML Markup, click on Setting
  
  • Click on the Expression Builder for Value input text area
  
  • On the next popup window provide the expression shown below and click on Test and OK.
  • Change <instance_url > with Fusion instance url

  Expression

  <iframe> src="https://<instance_url&gt:443/xmlpserver/Custom/Reports/Financials/Payables/Invoices/AP%20Invoice%20Account%20Coding%20Workflow.xdo?_xpf=&_xpt=0&_dFlag=false&_edIndex=0&_dIndex=0&_rToken=&_ranDiag=false&_xdo=%2FCustom%2FReports%2FFinancials%2FPayables%2FInvoices%2FAP%20Invoice%20Account%20Coding%20Workflow.xdo&_xmode=4&_xt=AP%20Invoice%20Account%20Coding%20Workflow&_xf=html&_xautorun=true&_paramsP_INVOICE_ID=#{bindings.InvoiceId.inputValue}" width="100%" height="600"> <iframe>

  
  • Click on Apply and click on OK
  
  • Once done, you can see the report output in the newly added tab
  
  • Now click on close
  
  • The page will look like shown below:
  
  • Publish the sandbox.

The Personalization enabled here is reusable for different scenarios and varied UI pages.

About the Author

Satish Babu, Solution Architect Enterprise Services

Satish has 14 years of experience in Oracle ERP implementation as a Techno Functional consultant in both Fusion and E-business suite products. He has expertise in implementing Technical products such as BIP, OTBI, WebServices, Shell scripting, Packages and Financial/Procurement Products such as Payables, General Ledger, Assets, Cash Management, Expenses, Purchasing and Procurement.