Payables Open Interface Workflow
The Payables Open Interface workflow is a workflow template that must be customized before it will process any data. If the workflow is submitted before customization it will run but no validation or actions are performed. You can customize the Payables Open Interface Workflow to help automate verification and validation of data in the Payables Open Interface tables before you submit Payables Open Interface Import. For example, you can modify this workflow to validate all accounting code combinations in the Payables Open Interface tables. Your workflow can send notifications of any invalid code combinations to a specified user for correction. You could also customize the workflow to override any invalid code combinations with a designated default value. Using Oracle Workflow, you can add workflow rules that meet the specific requirements of your business. If you implement this Workflow, once an invoice has successfully completed Workflow, it is ready to be imported into the Oracle Payables application tables.
When the workflow routine is submitted it will look at all data in the AP_INVOICES_INTERFACE table that meets the parameters specified and has a value of 'Y' in the WORKFLOW_FLAG column. Workflow sets a temporary value of 'S' for 'Selected' when it processes the invoice. Once an invoice has successfully completed workflow the value is set to 'D' for 'Done'. Invoices that have the value of 'D' or NULL in this column are ready to be imported into the application tables using the Payables Open Interface Import.
When an invoice fails Workflow, a notification is sent via e-mail to the individual set up in Workflow as the performer. The responsible individual can act based on the e-mail. Alternatively, the individual can periodically use the Oracle Applications Notification window to query and review data that has failed the workflow. If you choose the References button in that window, the system navigates to the Open Interface Invoices window. You can use this window to correct data in the interface tables. Once you correct the data, return to the Oracle Applications Notification window, and select the 'Respond' button. Enter 'Problem Fixed'. Oracle Payables will automatically resubmit the invoice to workflow.
Suggestion: If you want to automatically schedule the import of data and initiation of workflow as a recurring process, you can use the Submit Request window. For example, if you integrate with Oracle EDI Gateway for inbound invoices, you may want to create a request set containing the three programs, EDI Invoice Inbound, Payables Open Interface Workflow, and Payables Open Interface Import. You can schedule this request set to run regularly, for example, every 6 hours.
Submitting the Payables Open Interface Workflow
The program can be added to a report set along with the Payables Open Interface Import routine to handle a complete loading of data into the application tables. To submit the process individually, see the following task:
Customize the workflow validation. Edit the procedure Do_Custom_Validation. This procedure is stored in $AP_TOP/admin/sql/apiiwkfb.pls. Edit the file and compile it against the server. The name of the workflow is AP Open Interface Import Workflow.
Assign Performer: Set up the individual who should receive notification of the workflow event.
Populate the WORKFLOW_FLAG column in the AP_INVOICES_INTERFACE table with a value of 'Y' in order for workflow to perform action on an invoice. If the column is null then Workflow will not process the invoice.
You submit this program from the Submit Request window. See: Submitting Standard Reports, Programs, and Listings.
Selected Workflow Parameters
Source. If you want to limit Workflow to records with a particular source, enter the source exactly as it appears in the QuickCodes window. Leave blank if you want Workflow to process records regardless of source.
Group. If you want to limit Workflow to records with a particular group, enter the group. Leave blank if you want Workflow to process records regardless of group.
Oracle Workflow Guide
Payables Open Interface Import