Previous  Next          Contents  Index  Navigation  Glossary  Library

Choosing Workflow Options

Starting the "Send Notifications for Purchasing Documents" Process

In Purchasing, a workflow called "Send Notifications for Purchasing Documents" looks for documents that are incomplete, rejected, or in need of reapproval and sends notifications to the appropriate people of the document's status. You can view and respond to these notifications through the Notifications Summary window. This workflow sends notifications for purchase order and requisition approvals, RFQs and quotations, and purchase order acceptances. In order for these notifications to be sent, you need to start the concurrent program process, Send Notifications for Purchasing Documents, and choose how frequently you want the process to run. See: Send Notifications for Purchasing Documents.

For information on the kinds of notifications sent by the Send Notifications for Purchasing Documents process, see: Viewing and Responding to Notifications.

Choosing Document Creation Options


Purchasing integrates with Oracle Workflow technology to create standard purchase orders or blanket releases automatically from approved requisition lines. The workflow for creating purchasing documents automatically is called PO Create Documents. PO Create Documents consists of three attributes, the values of which you can change in the Oracle Workflow Builder:

For each of these attributes you can change their values to 'Y' for Yes or 'N' for No. You make these changes in the Oracle Workflow Builder. See Document Creation Options in: Workflow for Creating Purchase Orders and Releases.

Deciding If You Want to Use the Timeout Feature


The Timeout feature in the approval workflow enables you to specify a period of time after which, if no response has yet come from an approver, a reminder is sent. You can send up to two reminders to an approver using the Timeout feature. You can also specify that after a certain period of time, the document is forwarded automatically to the next approver in the hierarchy. You can optionally setup this feature through the Oracle Workflow Builder. See Setting Up the Timeout Feature in: Approval Workflows.

If you don't set up the Timeout feature, the approval workflow will not time out; it will simply wait to receive a response from each approver.

Modifying Change Order Workflow Options


Purchasing integrates with Oracle Workflow technology to let you define what changes to purchase orders or releases--for example, to amounts, suppliers, or dates--require reapproval. All of the workflow processes and functions relating to change orders can be found within the PO Approval workflow. The change order workflow process uses the same reapproval rules already defined in Purchasing to determine whether a document, depending on its document type, requires reapproval. If you want to change the reapproval rules that the change order workflow uses, you can change those reapproval rules that determine what percentage change to a unit price, quantity, or document total requires reapproval. You can optionally change these rules by modifying their attributes in the Oracle Workflow Builder. See the section Customizing the Change Order Workflow in: Workflow Processes for Approving Change Orders.

Using the Workflow Background Process


The Workflow Background Process must be running if you are using the following options:

If you are using the Workflow Background Process for the Timeout feature, it is reasonable to schedule the process to run once or twice a day. If you are using it for Background mode approvals, you should schedule it to run much more frequently.

If you want to use the Workflow Background Process for both requisitions and purchase orders, you need to submit it twice, once for PO Approval and once for PO Requisition Approval.

Report Submission

In the Submit Requests window, in the System Administrator responsibility, select Workflow Background Process in the Name field.

See: To Schedule Background Engines.

         Previous  Next          Contents  Index  Navigation  Glossary  Library