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Credit Card Transaction Employee Workflow

The Credit Card Transaction Employee Workflow is a predefined workflow that you can initiate to notify employees of transactions that have been posted to their credit card accounts. The Credit Card Transaction Employee Workflow determines if workflow will notify an employee of transactions created by the employee's credit card, and it determines if the employee is required to verify the transaction information.

This section describes the Credit Card Transaction Employee Workflow in detail to give you an understanding of what each activity in this workflow does. You can then customize the process as necessary to meet your business requirements.

You initiate submit the Credit Card Transaction Employee Workflow from the Submit Request window by submitting the Distribute Manager Card Transactions Approvals program. See: Distribute Employee Card Transaction Verifications

The status of a transaction after the successful completion of the Credit Card Transaction Employee Workflow is contingent upon the Employee Notification Method (ENM) and Manager Notification Method (MNM) settings in the Credit Card Profiles window. If ENM is set to None or if both notification settings are set to None, then the transaction will not be selected because it was already set to Approved or Verified by the successful completion of the Credit Card Transaction Validation and Exception Report. If Employee Verification is required, then the status must be set by the employee to one of the following: Hold, Personal, Disputed, Verified. If ENM is set to Notification Only and MNM is set to Approval or Notification, then the transaction status is set (once the Credit Card Transaction Employee Workflow completes successfully) to Verified.

  ENM = Verification ENM = Notification
MNM = None Set by employee Approved
MNM = Approval or Notification Set by employee Verified

Setting Up Credit Card Transaction Employee Workflow

A predefined sample Credit Card Transaction Employee Workflow is included with Oracle Applications.

Prerequisites

   To set up the Credit Card Transaction Employee Workflow:

Procurement Card Employee Verification Main Process Activities

The Procurement Card Transactions Employee Verification process consists of four unique process-type activities.

The following is a description of each activity listed by the activity's display name. You can create all the components for an activity in the graphical Oracle Workflow Builder except for the functions associated with function activities. All function activities execute PL/SQL stored procedures, which are created and stored in Oracle8 by your workflow designer/developer. The naming convention for the PL/SQL stored procedures used in the Credit Card Transaction Employee process is:

AP_WEB_PCARD_WORKFLOW_PKG.<PROCEDURE>

AP_WEB_PCARD_WORKFLOW_PKG is the name of the package that groups all of the procedures used by the Credit Card Transaction Employee Process. <PROCEDURE> represents the name of the procedure. You can view the script that creates the AP_WEB_PCARD_WORKFLOW_PKG package and other Oracle Payables-specific stored procedure packages used by the Credit Card Transaction Employee Process in the admin/sql subdirectory of the Self-Service Applications for the Web directory structure on your server.

Procurement Card Employee Verification Parent Process

Pre PCard Transaction Employee Verification Custom Process

You can customize this activity to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.

Required No
Prerequisite Activities None

Procurement Card Employee Verification

This process selects employee transactions from the AP_EXPENSE_FEED_DISTS table, if the status of the transaction is Validated and the EMPLOYEE_VERIFICATION_ID column is NULL. The process then checks the Employee Notification method (Notification Only, None, or Verification Required) that you selected in the Credit Card Profiles window. The process groups transactions on the notification by employee and credit card profile. See: Credit Card Profiles.

Note: This process does not select records in AP_EXPENSE_FEED_DISTS that have a status of Hold, Disputed, or Personal. You can modify the Pre or Post Procurement Card Transaction Employee Verification Process if you want to select these statuses for employee notification.

The activities in this process are described below. See: Procurement Card Transaction Employee Verification.

Result Type Transactions are categorized.
Required If you do not use this process you must manually change the transaction status from validated to verified. Use either the Verify Open Transactions function of Web Employees, or the Credit Card Transactions Window in Payables to change the status of transactions from validated to verified.
Prerequisite Activities None

Post Card Transaction Emp Verification Custom Process

You can customize this activity to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.

Required No
Prerequisite Activities None

Procurement Card Transaction Employee Verification

Build PCard Transaction Info For Emp Verification Msq

This function activity selects and builds transaction notification information for the employee. This information is sent to the employee if the verification method you selected in the Credit Card Profiles window was Notification Only or Verification Required.

Function AP_WEB_PCARD_WORKFLOW_PKG. BUILDEMPVERIFICATIONMESSAGE
Result Type
Required This is required if the verification method you selected in the Credit Card Profiles window was Notifications Only or Verification Required.
Prerequisite Activities None

Check Employee Notification Method

This function activity checks which verification method you selected in the Credit Card Profiles window. The options are: Notification Only, None, and Verification Required.

Function AP_WEB_PCARD_WORKFLOW_PKG. CHECKEMPNOTIFICATIONMETHOD
Result Type Returns the Employee Notification Method
Required Yes
Prerequisite Activities None

Notify Employee of Incurred PCard Transactions

This notification activity sends a message to the employee that incurred the credit card charges. The message itemizes the credit card transactions.

Required This is required if the verification method you selected in the Credit Card Profiles window was Notifications Only.
Prerequisite Activities Build PCard Transaction Info For Employee Verification Message, and Check Employee Notification Method

Request Emp To Review Incurred PCard Transactions

This notification activity sends a message to the employee requesting verification of the credit card transactions. The employee can either update the transaction status by responding to the message, or the employee can assign a status to each transaction using the Verify Open Transactions function in Web Employees.

Required Yes (if Employee Notification method is Verification Required)
Prerequisite Activities Build PCard Transaction Info For Employee Verification Message, and Check Employee Notification Method

Check That All Transactions Employee Categorized

At the end of the Timeout period, this function activity checks the status of each employee transaction. If all transactions have been categorized, this activity function initiates the Update Transactions From Status Validated to Verified activity function. If any transactions remain uncategorized by the employee at the end of the Timeout, this activity function initiates the Request Emp To Review Incurred PCard Transactions function activity.

Function AP_WEB_PCARD_WORKFLOW_PKG. CHECKEMPVERIFICATIONCOMPLETE
Result Type Yes/No
Required Yes
Prerequisite Activities None

Update Transactions From Status Validated to Verified

This function activity updates the status of uncategorized employee transactions from Validated to Verified. If an employee responds to a request to verify incurred procurement card transactions by choosing the Automatically Verify Remaining and Continue button in the message, this process updates all uncategorized transaction distribution status from Validated to Verified.

Function AP_WEB_PCARD_WORKFLOW_PKG. MARKREMAININGTRANSVERIFIED
Result Type Transaction status updated from Validated to Verified.
Required Yes
Prerequisite Activities None

Auto Approve Verified Transactions Not Req Mgr Approval

This function activity is used only if you selected Notifications Only or None as the manager verification method in the Credit Card Profiles window. See: Credit Card Profiles. For any verified transactions not requiring manager approval, the system changes the status from Verified to Approved.

Function AP_WEB_PCARD_WORKFLOW_PKG. AUTOAPPROVERTRANSNOTREQAPRVL
Result Type Transaction status updated from Verified to Approved.
Required No
Prerequisite Activities Transaction status must be Verified.

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