Credit Card Transaction Manager Workflow
The Credit Card Transaction Manager Workflow is a predefined workflow that you can initiate to notify managers of transactions incurred by their direct reports. The Credit Card Transaction Manager Workflow determines if workflow will notify a manager of transactions created by the manager's employee's credit card, and it determines if the manager must approve the transactions.
You initiate submit the Credit Card Transaction Manager Workflow from the Submit Request window by submitting Distribute Manager Card Transactions Approvals program. See: Distribute Manager Card Transactions Approvals
The status of a transaction after the successful completion of the Credit Card Transaction Manager Workflow is contingent upon the Employee Notification Method (ENM) and Manager Notification Method (MNM) settings in the Credit Card Profiles window. If MNM is set to None or Notification Only, then the status of a Verified transaction is automatically set to Approved. If Manager Approval is required, then the manager sets the transaction status to either Approved or Rejected.
| ENM = None
| ENM = Verification or Notification
|
MNM = None or Notification
| Approved
| Approved
|
MNM = Approval
| Set by the manager
| Set by the manager
|
Setting up the Credit Card Transaction Manager Workflow
Prerequisites
Select the manager notification method in the Credit Card Profiles window. See: Credit Card Profiles.
Install and configure Oracle Workflow. See: Oracle Workflow Installation Notes.
Employees verify credit card transactions. If at the Credit Card Profile level, the Employee Notification Method is Notification Only or Verification Required, Verification can occur during the Credit Card Transaction Employee Workflow. If at the Credit Card Profile level the Employee Notification Method is None, the Credit Card Transaction Validation and Exception Report automatically sets the status to Verified.
To set up the Credit Card Transaction Manager Workflow
1. Install the Oracle Workflow Builder client component program.
2. The Credit Card Transaction Manager Workflow definition (.wft) file is automatically loaded into the database under the APPS account when you install Oracle Web Employees. Using the Oracle Workflow Builder program, you can open the Credit Card Transaction Manager Workflow definition file by providing the APPS username, password, and database. Show the AP Procurement Card Manager Approval Workflow item type and choose OK.
3. Set Workflow Timeout Activities:
- Request Mgr Approval of Emp Incurred PCard Transactions
4. (Optional but recommended) Customize Workflow Messages:
- Notify Mgr of PCard Trxns Incurred By Direct Reports
- Request Mgr Approval Of Emp Incurred PCard Transactions
- Inform Emp That Manager Has Rejected PCard Transaction
Procurement Card Manager Approval Parent Process
Pre PCard Transaction Mgr Approval Custom Process
This activity is provided for you to customize to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.
Function
|
|
Result Type
| None if not customized.
|
Required
| No
|
Prerequisite Activities
| None
|
Procurement Card Transaction Manager Approval Process
This process selects and builds manager transaction information in accordance with the verification method you selected: Notification Only, None, or Approval Required.
This process selects transactions for a direct manager's employees from AP_EXPENSE_FEED_DISTS where the status is Verified and the MANAGER_APPROVAL_ID column in NULL. The process then checks the Manager Notification Method you selected in the Credit Card Profiles Window (None, Notification Only, Approval Required). See: Credit Card Profiles. If the Notification Method is Notification Only, transactions are grouped in notifications based on the direct reports of a manager and the credit card profile. If the Notification Method is Approval Required, transactions are grouped in notifications based on a single direct report for a manager and the credit card profile. See: Manager Rejection of Procurement Card Transaction Process.
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 Manager Approval Process if you want to select these statuses for manager notification.
The activities in this process are described below. See: Procurement Card Transaction Manager Approval Process.
Required
| Yes
|
Prerequisite Activities
| None
|
Manager Rejection of PCard Transactions Process
This process sets transaction statuses to Rejected and notifies the employee card holder that their manager has rejected their transactions. See: Manager Rejection of Procurement Card Transaction Process.
Required
| No
|
Prerequisite Activities
| None
|
Post PCard Transaction Mgr Approval Custom Process
This activity is provided for you to customize to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.
Function
|
|
Result Type
| None if not customized.
|
Required
| No
|
Prerequisite Activities
| Procurement Card Transaction Manager Approval Process
|
Procurement Card Transaction Manager Approval Process
Build PCard Transactions Info For Mgr Approval Msg
This activity prepares credit card transactions that have a status of Verified for use in the manager approval or manager notification message.
Function
| AP_WEB_PCARD_WORKFLOW_PKG.
BUILDMANAGERAPPROVALMESSAGE
|
Result Type
|
|
Required
| Required if the verification method you selected was Notifications Only or Approval Required.
|
Prerequisite Activities
| None
|
Check Manager Approval Method
This activity checks the manager verification method you selected in the Credit Card Profiles window. See: Credit Card Profiles. The verification method you selected determines whether to notify the manager, or if approval is required.
Function
| AP_WEB_PCARD_WORKFLOW_PKG.
CHECKMANAGER APPROVALMETHOD
|
Result Type
| Returns Manager Notification method
|
Required
| Yes
|
Prerequisite Activities
| None
|
Notify Mgr of PCard Trxns Incurred By Direct Reports
For transactions for which the Manager Notification Method is Notification Only, this activity sends a message to managers informing them of credit card transactions for which their direct reports are responsible. The managers do not respond to this message.
Required
| Yes (if Manager Notification method is Notification Only
|
Prerequisite Activities
| Build PCard Transaction Info For Manager Approval Message, and Check Manager Approval Method
|
Request Mgr Approval Of Emp-Incurred PCard Transactions
For transactions for which the Manager Notification Method is Approval Required, this activity sends a message to managers informing them of credit card transactions for which their direct reports are responsible, and it requests approval for the transactions. Managers can approve or reject transactions.
Required
| Yes (if Manager Notification method is Approval Required)
|
Prerequisite Activities
| Build PCard Transaction Info For Mgr Approval Msg, and Check Manager Approval Method
|
Mark All Transactions As Approved
If a manager responds to a request for transactions approval by indicating that transactions are approved, this activity changes the status of transactions on the notification to Approved.
Function
| AP_WEB_PCARD_WORKFLOW_PKG.
MARKTRANSACTIONSASAPPROVED
|
Result Type
| Changes transaction status from Verified to Approved.
|
Required
| If you do not perform this activity, you must change the status of transactions to Approved, or another acceptable status before they can be transferred to the Payables Open Interface tables.
|
Prerequisite Activities
| None
|
Manager Rejection of Procurement Card Transaction Process
Mark All Transactions As Rejected
If a manager responds to a request for transaction approval by indicating that transactions are rejected, this activity marks all transactions from the notification as Rejected.
Function
| AP_WEB_PCARD_WORKFLOW_PKG.
MARKTRANSACTIONSASREJECTED
|
Result Type
| Changes transaction status from Verified to Rejected.
|
Required
| If you do not perform this activity, you must change the status of transactions to Rejected.
|
Prerequisite Activities
| None
|
Inform Emp That Mgr Has Rejected PCard Transaction
This notification activity sends a message to an employee card holder that the card holder's manager has rejected the card holder's transactions.
Required
| No
|
Prerequisite Activities
| None
|