NCOAUG Training Day Summer 2008 NCOAUG Training Day Summer 2008 PresentationPresentation

Approve and Send Your Purchase Order via E-Mail Possible Configuration Options (11i)

Presented by Al Kannan, Cozent LLC

Presentation ContentPresentation Content

Major Features

Features Not Available

Configuration Steps

Requisition Approval Flow

Purchase Order Approval Flow

Major FeaturesMajor Features

Requisitions and Purchase Orders can be approved or rejected via E-Mail

Requisitioner/Buyer will get a notification email upon approval or rejection

Managers can ask for more information via workflow notification

Managers can forward the Requisition/Purchase Orders to theirs peers and have them handle the approval

Notification E-Mail By Default will be in HTML format

Major Features..Major Features..

In 11.5.10 Approval Notifications can be handled via Blackberry Device

In R12 Purchase Orders can be emailed via PDF. PDF is template based, can contain company logo, comes with formatting options

Text Attachments will be part of Purchase Order E-Mail notifications

In R12 File Type Attachments on PO Notification is possible. Attachments will be compressed into one zip per email and will be part of the email attachments

Major Features..Major Features..

Buyers can get a copy of the Supplier PO Notification Email upon approval

In 11.5.10 multiple supplier email addresses can be entered with comma separation. R12 this feature is no longer available

Text based standard terms and conditions can be part of Supplier PO notification. Each Operating Unit can have its own, requires setup at responsibility level

E-Mail PO Functionality works for Unapproved Blanket Purchase Order Releases. It does not work for automatic approvals

Features not availableFeatures not available

Notifying Requisitioner upon their Purchase Order Approval feature is yet to be available. (Possible solution has to be at line level due to many to one relationship)

In 11.5.10 Supplier PO Notification will have same From E-mail address for all operating units

SMTP E-Mail server cannot be operating unit specific

In 11.5.10 Supplier Email is at Site Level, not at Contact Level

Configuration StepsConfiguration Steps

Create SMTP Email Account in Microsoft Exchange Server

Configure Workflow Email Notification for inbound and outbound email communication

Update E-Mail address for Personal who are part of requisition and purchase order approval hierarchy

Update E-Mail address for each supplier site

Setup Profile Options

Create SMTP Email Account in Create SMTP Email Account in Microsoft Exchange ServerMicrosoft Exchange Server

Configure Workflow Email Notification for Configure Workflow Email Notification for inbound and outbound email communicationinbound and outbound email communication

Update E-Mail address for Personal who are Update E-Mail address for Personal who are part of requisition and purchase order part of requisition and purchase order

approval hierarchyapproval hierarchy

Purchase Super User Responsibility

Select Setup->Personnel->Employees

Update E-Mail address for Personal who are Update E-Mail address for Personal who are part of requisition and purchase order part of requisition and purchase order

approval hierarchy...approval hierarchy...

Update E-Mail address for Personal who are Update E-Mail address for Personal who are part of requisition and purchase order part of requisition and purchase order

approval hierarchy...approval hierarchy...

Sign on to system administrator responsibility and run the following. It is recommended to schedule this request.

Update E-Mail address for each supplier site

Setup Profile OptionsSetup Profile Options

Setup Profile Options...Setup Profile Options...

Setup Profile Options...Setup Profile Options...

Requisition Approval Flow

Manager’s Requisition Approval E-Mail

Requisition Approval Flow...

Approve via E-Mail

Requisition Approval Flow...

Notification Sent to Requisitioner

Purchase Order Approval Flow

Approve Document Window

Purchase Order Approval Flow...

Manager’s PO Approval E-Mail

Purchase Order Approval Flow...

Approve via E-Mail

Purchase Order Approval Flow...

Notification E-Mail to the Buyer

Purchase Order Approval Flow...

Supplier PO E-Mail Example

Thank You

Question & Answer