AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

AME Introduction
AME is a self-service web application which lets users define business rules governing who
should approve transactions that originate in other Oracle applications like in SSHR. It mainly
provides the following services to the calling application,
- A centralized rules repository for defining and sharing rules.
- Based on specific transaction date, it provides an execution engine to evaluate the rules.
- It provides the List Management capabilities.
- It also provides the history of approval status.

Announcing Approvals Management Mini pack AME.B (4428060). This release sees the
adoption of OAF (Applications Framework) in place of the mod pl/sql UI previously available
within AME.

Announcing Approvals Management Mini pack AME.B rollup patch (4873179). This fixes some
issues with AME.B as well as introducing some functionality for future uptake by integration
teams. AME.B patch is the OAF version of AME. Please note that the version of AME in R12 is
equivalent to AME.B (up to its rollup) and hence all the documents for AME.B are also
applicable for R12 with some minor change.

Knowing AME.B
In AME B, the UI has moved to new OAF tech. With this, the old AME Application
administrator responsibility is end-dated and instead we have the following two
responsibilities;
- Approvals Management Business Analyst
- Approvals Management Administrator

Assigning these responsibilities directly to a user will NOT work. From AME.B onwards RBAC
(Role Based Access Control) is used. So, for the responsibilities to work, AME roles should be
assigned and data grand has to be provided to the users. This is explained in detail in following
sections.

For the Existing users, you can run the ‘Approvals management Post Upgrade Process’
concurrent process, which will attach the new responsibilities to the existing AME Users. Using
the System Administrator Responsibility, you can attach the concurrent program to System
Administrator Reports Request Group.

The migration is implemented as a concurrent program with Switches. To migrate users, pass
'MIGRATE_USERS' as parameter. To migrate item class usages, pass
'MIGRATE_ITEM_CLASS_USAGES' as parameter. To migrate both pass 'MIGRATE_ALL' as
parameter. Ensure that concurrent manager and workflow BES are up before running the
program. Also, please ensure that the port is bounced once the CP has been executed/run
successfully

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

AP Invoice Approval Introduction

Payable Invoice Approval is a workflow process that enables you to automate the approval
process. It helps in customizing and setting approval methodology based on
o Approver
o Sequence of approval
o Criteria for approval

In what cases Invoice Approval workflow will not apply

 When the Expense Report is imported
 In the case of Recurring invoices, if approval is not required as per the template
 For those invoices before this feature is enabled

Structure of AME
AME is a framework of well-defined approval rules constructed using the following 5
components for a given
1. Transaction Type
2. Attributes
3. Conditions
4. Actions
5. Approver Groups
6. Rules

1. Transaction Type:
Transaction Type is a distinct set of approval rules used by certain category of
transactions in an integrating Application

2. Attribute:
Attributes in AME are placeholders for transaction data elements. They are basic elements of
an AME rule.

Attributes can be static (fixed value) or dynamic (SQL Query based). AME comes with
several seeded attributes for each of the transaction types in the system. If the seeded
attributes cannot be used for approval rules, then organizations can define their own
attributes.

Attributes can be shared across various transaction types. Attributes can be defined at 3
different levels Header, Line Item and Cost Center level.

3. Condition:
The “Condition” component is used to tell AME engine to trigger an AME rule if the result of
the condition is TRUE.
One or more attributes are used to define a condition. In the condition setup, an attribute is
associated with a value or range of values. At runtime, the transaction type value is
evaluated against the attribute value. If the value transaction type value qualifies with the

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

attribute value, the outcome of the condition is TRUE and the AME rule is eligible to trigger.
Otherwise, the condition will yield FALSE and the rule shall not apply.

Ex: This condition states if the payable Invoice Total is >= 100 and <= 500000 and the
currency is “USD”, then tell AME to enable the rule associated with this condition to fire.
4. Action Type:
An Action Type is a collection of one or more Actions having similar functionality. An Action
tells AME how to modify a transaction’s approval process in a certain way.AME provides
several seeded action types or one may define a custom action type. The seeded Action Types
available in AME can be used to ascend organization hierarchies. Seeded Actions Types
available in AME cannot be used with any transaction type.

5. Approver Group:
Approver Group is used to fetch approvers from Oracle Applications (HRMS). Approver
Group can be static or dynamic in nature.

Static approver group, the approvers are constant, added at the time of Approver Group setup
and will be listed as Group Members.

Dynamic approver group, the approvers are generated at run time using an SQL Query in
the approver group setup and are later identified as Group Members at run time.

Approver Group may have a voting method assigned such as Consensus, First Responder
Wins, Order Number and Serial. The voting method assigned to an approver group
determines the order in which the Group Members are notified and also how the decision of
the group’s approval.

Approver Group – Voting Regimes

• Serial – Members are notified one after the other according to their member order
(ties broken arbitrarily). All members must approve.
• Consensus – Members notified in parallel. All must approve.
• First-Responder-Wins - Members notified in parallel. First responder = group’s decision.
• Order-Number – Members notified according to order, ties notified in parallel. All must
respond.

6. Rule
A Rule (also called as “Approval Rule”) in AME is used to transform the business rules into
approval rules to specify approvers in the transaction’s approval list.

Rule is the last component step in AME configuration process. A rule is constructed using the
following components: Rule Type, Item Class, Category, Conditions and Actions

List-Creation
If invoice amount > $1000 INR (condition), THEN require approval one job levels above

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

requestor.

List-Creation Exception
If invoice amount > $500 INR and pay group = Employee, THEN require approval two job
levels above requestor.

List-Modification
If any approver = Sam Clark, THEN grant final authority.

Pre and Post

If expenditure category = Computers, THEN require approval from IS department.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Pre-Requisites
Step 1: Create employee

Step2: Assign the super visor to employee

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Enable attachment button for an Invoices

All Oracle forms are not enabled to accept attachments, by default. We can enable the forms so
that we can attach documents, URL, and also text as attachments for each record/transaction.

If we open the Invoices form, prior to setup, we shall find the attachment button disabled.

Since we shall enable the form to accept attachment we shall get some information about the
form which is need for configuring attachments.

Nav : Click on Help Diagnostics Custom Code Personalize.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Note the Function Name

Function Name : AP_APCINVWKB

Close the Personalize form. Now we need to check the block and exact field names

Nav : Click on Help Diagnostics Examine

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Note the block : INV_SUM_FOLDER

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Setup steps
Responsibility: Application Developer. All configurations will be done in this responsibility.
Step 1: Create document entity
Navigation: Application Developer Attachment Document Entities

Create a new record

Table : AP_INVOICES
Entity ID : AP_INVOICES
Entity Name : Invoice
Prompt : Invoice
Application : Payables
Save and close form

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Step 2: Create attachment function

Navigation: Application Developer Attachment Attachment Functions
Create a new record
Type : Function
Name : AP_APXINWKB (This is the function name as setup on the Functions form)
User Name : Invoice (This value is populated automatically by Oracle when the function
name is selected)
Enabled : Checked

Click on Categories button.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

You can add as many categories you like. We shall add 3 categories, From Supplier, To
Suppliers and Invoice.

Close this window and go back to the mail form. Click on Blocks button.

Create a new record.

Block Name : INV_SUM_FOLDER (We had picked this value from the form earlier)
Secured By : None

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Click on Entities button. Enter the values

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Entity : Invoice (from the LOV)

Display Method : Main Entity
Include in Indicator : Checked
Include in View : Unchecked
Query : Always
Insert : Always
Update : Always
Delete : Always

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Step 3: Add Document Category

Navigation: Application Developer Attachment Document Categories
Create a new record
Category : Invoice
Default Data type : File (It can be any option from the LOV. Add if you require it as this field
can be blank as well)
Application : Payables

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Save the form. Click on Assignments button.

The default Type is Function. Add the name of the function, i.e. Invoices

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Save and close the form

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Setting up AME Responsibilities

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

1. Login as SYSADMIN user (or a user that has full User Management functionality).
2. Switch the responsibility to User Management and Navigate to the Users function

3. Query with RC user and click on Go.

4. Click on the update action from the result table.

5. Click on the Assign Roles button.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

6. Change the “Search By” field from “Roles and Responsibilities” to “Roles”
7. in the search window, query for Approval%
8. Following five roles will be displayed.
9. Select only the “Approvals Management Administrator” and “Approvals Management
Business Analyst” roles.

10. After selecting the Roles, provide the Justification for the role and the effective date and click on
Apply.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Granting Access to AME Responsibilities :

AME restricts access to transaction types using Data Security. Grant users access to the
transaction types using the Grants page AME restricts access to transaction types using Data
Security. Grant users access to the transaction types using the Grants page
11. Now switch the responsibility to Functional Administrator.
12. Click on create grants under the grants sub-tab.

13. Enter a Grant Name and provide an effective date.

14. Navigate to the security Context region and select the Grantee Type as ‘Specific User’
15. In the Grantee field select the above User(RC)
16. In the Data Security region select ‘AME Transaction Types’ as the Object.
17. Clicking Next will take you to the ‘Select Object Data Context’ page’.

18. You have a default value of ‘All Rows’ in the Data Context Type, leave it as it is, and navigate
further.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

19. In the ‘Object parameter and Select Set’ page, enter ‘AME calling applications’ as the value in
the Set field.

20. Clicking Next will take you to the Review page.

21. Verify the information and submit the transaction.

22. Now Switch the responsibility to System Adminstrator and Navigate to System Profiles.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

23. Query for the profile ‘AME:Installed’ at the required level and set the value to ‘Yes’.
24. Save the data.

25. Go to Payables Option select Approval (T), should

be enable “use Invoice Approval
workflow” and enable “Require validation before Approval”.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Issues and Resolutions:

Issue : Error creating AME rule R12 oracle.apps.per.ame.rules.server.RulesAM
Error: While creating a Rule if you are get the error like “You have encountered an unexpected
error. Please contact the System Administrator for
assistance(oracle.apps.per.ame.rules.server.RulesAM)” Then change the below value Web
HTML value in function "AME_RULE_CREATE_STEP1" as per metalink id(566136.1)

Cause: Wrong URL in function "AME_RULE_CREATE_STEP1"

Solution: Change Web HTML value in function "AME_RULE_CREATE_STEP1"
Existing value : OA.jsp?page=/oracle/apps/per/ame/rules/webui/RuleCreateDetailsPG
Correct value : OA.jsp?page=/oracle/apps/ame/rules/webui/RuleCreateDetailsPG

Nav : Application Developer Application Function

Query with “AME_RULE_CREATE_STEP1” function change the
OA.jsp?page=/oracle/apps/ame/rules/webui/RuleCreateDetailsPG in Web HTML and save.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Responsibility and its features

Approvals Management Administrator Dashboard
Approvals Management Administrator responsibility has full access to AME’s user interface.
To perform any technical tasks such as setting AME’s configuration variables, at least one user
administrative privilege in AME should be granted.

The administrator dashboard mainly consists of three regions,

- The Transaction Type
- Unused Approver Groups
- Quick Links

Transaction Type:
Transaction Type is a distinct set of approval rules used by certain category of
transactions in an integrating Application

Unused Approver Groups:

The table gives a list of approver groups that is not been used in any rules for the given number
of days.
The table also provides an option to delete the group.
Note: You will not be able to delete any seeded groups.

Quick Links :
Quick link under Approvals Management Administrator responsibility have the following
links,
- Configuration Variables
- Exception Log
- Setup Report
- Approver Types

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Configuration Variables :
It provides an option to set a default value for the General configuration variables. It also select
a particular transaction type and set the variables specific to the transaction type. The next
region provides you with the options for setting Rule Priority Modes for different rule types.

You can also set the forwarding behavior, where the approver list should be recalculated when
a particular approver forwards an approval. You will have the following options to select from,
- Forward to forwardee only
- Forward to forwardee and forwarder
- Ignore Forwarding
- Repeat Forwarder
- Skip forwarder

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Exception Log :
From the quick links, you have an option to navigate to the Exception log page. By providing
the Transaction Type, you will be able to view all the exception details generated. You can also
query based on the transaction ID, along with the transaction type. You have an option to clear
the exception log as well.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Setup Report :
The setup report provides you with complete exhaustive detail about a particular transaction
type. It gives the information about the Mandatory Attributes, Attributes, Conditions, Rules,
Action Types, Approval Group, Item Class and the details about Configuration Variables
(General Configuration Variables, Rule Priority Modes and Forwarding Behaviors). You also
have a provision to have a printable page.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Approver Types :
In the quick link you also have an option to navigate to the Approver Types page. The page
provides you with the list of existing Approver Types and also provides an option to create
new ones.

Note : For all the pages navigated from the dashboard, you will get a global link 'Return To
Dashboard' which will take you to the respective dashboard.

Approvals Management Business Analyst Dashboard

Approvals Management Business Analyst responsibility enables you to access areas of the user
interface that do not require expertise in SQL or PL/SQL programming, or technical knowledge
of Oracle Applications.

The Business Analyst dashboard mainly consist of the following regions,

- Transaction Types
- Recently Updated Rules
- Future Active Rules
- Future Inactive Rules
- Approval Process Setup
- Quick Links

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Transaction Types - Table :

The table displays all the transaction types in the sequence it is been accessed. You will not be
able to sort them. On clicking the Transaction type name, it will give all the details of the Item
Classes, Mandatory Attributes and Configuration variables.

In the table you have an option to check the Rules, Test a transaction and to verify the setup.
Under Rules, you an option to use any existing rules or to create new ones. You also have
option to duplicate an existing one, apart from updating and deleting options.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Under the Test Workbench, you can run a test against a Transaction ID. You also have an
option to build your own test cases.

From the table, you also have an option to work on the setup. You can create, update or delete
Attributes, conditions, Action types and Approver Groups.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Demonstration of Setups in AME

Step 1 : Login with RC user

You should be able to see the following responsibilities:

a. Approvals Management Administrator
b. Approvals Management Business Analyst

Click on Approvals Management Business Analyst responsibility.

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.

Select the transaction type as Payables Invoice Approval

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Step 2 : Condition:

Select “SUPPLIER_INVOICE_AMOUNT is greater than or equal to 0, USD”

Click on Update icon and change the values is Greater than or equal to 100 and less than 500

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Step 3 : Action Types :

Click on Use Existing Action Types

Select the Supervisory level and click on continue

Click on Finish

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Step 4 : Rule:
Create Rules with the help of condition and action.

Note : While creating a Rule if you are get the error like “You have encountered an unexpected
error. Please contact the System Administrator for
assistance(oracle.apps.per.ame.rules.server.RulesAM)” Then change the below value Web
HTML value in function "AME_RULE_CREATE_STEP1" as per metalink id(566136.1)

Change Web HTML value in function "AME_RULE_CREATE_STEP1"

Nav : Application Developer Application Function
Query with “AME_RULE_CREATE_STEP1” function change the below Web HTML value and
save.

Existing value : OA.jsp?page=/oracle/apps/per/ame/rules/webui/RuleCreateDetailsPG

Correct value : OA.jsp?page=/oracle/apps/ame/rules/webui/RuleCreateDetailsPG

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Click on create button

Enter the Name and remaining values are default and click on next

Click on Add Condition

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Select the condition and click on continue

Click on Next

Select the Action Type as “Supervisor level” and Action as “Require approvals up to the first
two supervisors” and click on Next

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Click on Finish

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Testing AP Invoice Workflow Process:

Create invoice
Enter supplier, invoice details and amount should be between 100 and 500 and select Requestor
name.
Enable the Requester field
Nav : Folder Show field  Requester

Note: Approval status should be as Required

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Now click on the attachment icon on the menu. The attachment form opens.

Check the values available for Categories.

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Select the category and choose Data Type as File

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Then it open the browser and click on the Browse button

Select the file from local directory and click on Submit

Once file uploaded then you will get Confirmation message

Once we got the confirmation message then move attachments form and click on Yes button

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

File name will populate in File or URL field

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Choose the Publish to Catalog icon to publish the document to the document catalog so that it
can be attached to other records. To attach a document that has already been published to the
Catalog, choose the Document Catalog.

Click on Publish to Catalog button

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Click on Ok

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Click on Ok

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Validate invoice
Click on Validate: Actions  Check the Validate

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Send the invoice for Approval

Click on Actions and check the Initiate Approval

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Now the approval status is changed to Initiated

Check the Approval workflow

Reports View Invoice Approval History

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

RAJU CHINTHAPATLA
AME - Oracle AP Invoice Approval Setups and Process Training Manual Raju Chinthapatla

Approver 1:
Login with CBROWN user and click on the notification link

Check the invoice details and click on Approve button

Check the Approval workflow

Reports View Invoice Approval History

RAJU CHINTHAPATLA