Initiating Invoice Approval Workflow
Once the system processes invoices, the system administrator runs the Voucher Approval Creation process to populate the invoice approval pages and trigger email notifications so appropriate buyer approvers can review and approve their invoices.
The Voucher Approval Creation process also triggers the voucher reapproval routine for vouchers that are modified in PeopleSoft Payables after being approved in PeopleSoft eSettlements. Only when certain voucher fields are modified in PeopleSoft Payables does this result in reapproval notification.
When the system routes email notifications by role, all users associated with the role and having access to the buyer will receive the notification.
This section discusses how to initiate approval workflow.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
EM_VCHR_CREATE_AE |
Define a run control ID to initiate invoice approval workflow. |
|
|
Process Scheduler Request Page |
PRCSRQSTDLG |
Run the Voucher Approval Creation Application Engine process (EM_VO_APR_AE) to process eligible invoices and send email notifications. |
Use the Process Scheduler Request page (PRCSRQSTDLG) to Run the Voucher Approval Creation Application Engine process (EM_VO_APR_AE) to process eligible invoices and send email notifications.
Navigation:
Click the Run button on the Process Workflow - Run Control Parameters page.
Select Voucher Approval Creation and click OK to start the process. The system processes error-free invoices that are in a postable status and are not subject to matching, or are postable and matched. The system then generates email notification to all buyer users associated with the approval roles defined on the Review Buyer Details pages during registration of their organization.
When a user in a particular approver role approves an invoice, they are in fact approving that invoice for all other users within that role. View the invoice life cycle to see at what stage an invoice is within the process, to see which users have and have not approved a given invoice, and—if you are in the approval path—to approve an invoice as well.
To access the Process Scheduler Request Page, click the Run button on the Process Workflow - Run Control Parameters page.
PeopleSoft Mobile Approval Framework allows approvers the flexibility to approve transactions on the go. For example, you can log into the PeopleSoft system from a mobile device, such as a tablet or smart phone, and approve or deny invoices that are pending your approval. You are able to preview a graphical representation of the transaction approval flow, view other approvals, and see comments that previous approvers have entered.
To use PeopleSoft Mobile Approvals for approving vouchers, you must first implement Approval Framework for eSettlements.
For system-wide setup of Mobile Approval Framework, see Configuring Fluid Approvals
Accessing and Approving Pending Invoices Using Mobile Devices
Once you have configured eSettlements for Approval Framework as well as system-wide Mobile Approval Framework Options, you can access your pending invoices from your mobile device.
When you launch mobile approvals, the display depends on whether you are accessing the application from a mobile tablet or mobile phone. For more information, see Using Fluid Approvals
Access to Mobile Approvals is granted by user. You can set up your own approver user list definition to accommodate your organizational needs. Also, verify that the proper approval roles are assigned to the approvers using the User ID – Roles page (PeopleTools, Security, User Profiles, User Profiles, Roles).
For more information on setting up approvers and approval flow, see Understanding Configurable Workflow