Making Voucher Workflow Work for Complex Organizations

1. Making Voucher Workflow Work for Complex Organizations

2. 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.

3. 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.

4. Process Definition Approval Framework Stage 10 Path A Step 1 Step 2 Path B Step 1 Step 2 Stage 20 Path A Step 1

5. 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

8. 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

11. 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

12. Stage 1 – Department Level

13. Path Criteria

15. Step 1 Criteria

16. Step 2 Criteria

18. SQL Statement SELECT 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))

19. 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

21. Path Criteria

24. SQL Statement SELECT 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))

25. 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

27. Path Criteria

29. Step Criteria

30. Step Criteria

32. 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

34. Path Criteria

36. Step 1 Criteria

37. Step 2 Criteria

39. 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

43. 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

48. Ex 1 - $10,000 Dept Voucher

49. Ex 2 - $100 IT Voucher

50. Ex 3 - $100 Special Fund Voucher