Saturday, January 29, 2022

Oracle Purchasing Approval Hierarchies


Purchasing setup of approval hierarchies: There are two most commonly known methods to route documents for approval.

1. Approval Hierarchies (uses position hierarchies)
2. Employee/Supervisor Relationships (use employee/supervisor relationship)

* Third method of Advanced Approval Support for Requisitions (Release 12 uses integration with Oracle Approvals Management) . However, in this article, the focus here is set on the above two most commonly used methods.

1. Position Hierarchies: Position Hierarchies are hierarchies that have a position relationship. Purchasing utilizes positions as a roadmap to determine how and where documents will be routed once the approval process has been initiated. It is first necessary to have created all positions that are going to be used in the system.

Once all positions have been created, it is necessary to build the position hierarchy. Each position has approval limits, so when a purchase order exceeds the limits of the position, the purchase order is forwarded onto the next position in the Hierarchy. The hierarchy for positions is defined in the Position Hierarchy form.

When this is complete or is changed, the Fill Employee Hierarchy concurrent program must be run for the new hierarchy to come into effect. You must set up Positions if you plan to use either security or approval hierarchies. If you are using Shared HR navigate, Purchasing: Setup: Personnel: Position Hierarchy. Otherwise, if you are using a full install of HR then navigate Human Resources: Work Structures: Position: Hierarchy.

2. Employee/Supervisor Relationships: This type of hierarchy does not use the Approval Hierarchy form, but is defined by the employee/supervisor relationship. The supervisor of an employee is defined on the Assignment region of the Employee form. If the purchase order entered by the employee exceeds the approval limits, the purchase order is forwarded to the employees' supervisor, as defined on the Employee form.

To implement this form of approval routing, you need only to define jobs. The job will then serve as the tie to the Approval group, and based on the approval limits from the Approval Group, the Document will either be Approved or Forwarded to the Employees’ Supervisor.

If no Supervisor is able to be located and the job assigned to the employee does not have Approval Authority, then the Approving employee must enter a Forward-to person, or the Document will be returned to an Incomplete status and a notification will be sent to the Approving employee, stating - 'No Approver Found - Please Select a Forward-To Employee'.

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