making voucher workflow work for complex organizations

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.

Process Definition

Stage 10

Path A

Path B

Approval Framework

Step 1

Step 1

Step 2

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 StatementSELECT 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 StatementSELECT 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 SQLSELECT 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 in-don’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