Simplified Rule Configuration Example for Invoice Approval

This example uses the Invoice Approval Sample template 1 to show and explain the components of the sample rule data.

Invoice Approval Sample template 1

Here's how you download the template to your local drive:

1. Navigate to the Manage Workflow Rules in Spreadsheet page.

2. Select the Invoice Approval workflow.

3. Click the Download icon. A dialog box containing a list of available templates opens. Each template has some sample rules for your reference.

   Note: The short description associated with the sample template gives you an idea of the scenario for the sample rules within the template.

4. From the list of available templates, select Invoice Approval Sample template1.

5. Save the selected template to your local drive.

You now have a working copy to create your approval rules. The saved template has the following four worksheets:

• Instructions: Provides you with links to the help content on how to use the rule template. It also has the Generate Rule File button.

• Invoice Request Approval Rules: Define rules for the approval of Payables invoice requests.

• Invoice Approval Rules: Define rules for Payables invoices.

• Data Sets: Allows you to map the varying attributes to the data.

Use Case, Business Rules, and Descriptions

This template contains sample rules required to enforce the following approval policy. Each business rule from the approval policy is represented in one block in the template.

• Invoice Request Approval

• All Invoice requests require approval by the Invoice header level requester.

• Invoice Approval

For the scenario in this template, these are the business requirements:

1. All invoices that aren't matched to a purchase order require supervisory approval. Any unmatched invoice that doesn't have requester details should be automatically rejected. Invoices that are matched to a purchase order don't require approval under this rule.

2. All invoices with an invoice amount greater than or equal to USD 5000 require approval by the Finance approval group. The Finance approval group that must approve the invoice varies based on the invoice distribution cost center and the business unit on the invoice. Any invoice with an invoice amount less than USD 5000 is automatically approved.

The tables shows how you can convert the business requirements into rules in the spreadsheet:

Business Rule	Rule Name	Approval Routing	Approval Condition Attribute	Approval Condition	Data Set Name	Data Set Varying Condition
Business Rule 1	Unmatched Invoices	Supervisory Hierarchy	PO Matched Requester Name	No Not Null	N/A	N/A
Business Rule 1	Skip rule for matched invoices	Skip Approval	PO Matched	Yes	N/A	N/A
Business Rule 1	Reject Unmatched invoices without requester	Auto Reject	PO Matched Requester Name	No Null	N/A	N/A
Business Rule 2*	Invoices more than USD 5000	Group in Serial	Invoice Amount	>=5000	FINAPPROVALGROUPS	Distribution Cost Center Segment, Business Unit
Business Rule 2	Autoapprove invoices less than USD 5000	Auto Approve	Invoice Amount Rule Evaluation Currency	<5000 USD	N/A	N/A

Note: *For Business Rule 2, the approval group that must approve the transaction varies based on the combination of the Business Unit and Distribution Cost Center Segment values. Such variation in approvers is recorded in a data set, and the data set is referenced in the Group/User/Role Name column for the rule: Invoices more than USD 5000.