Role-Based and User-Based Control of Transaction Completion

Use Role-Based and User-Based control of transaction completion to designate invoices and credit memos for review and approval according to user-defined rules and approver roles and privileges.

After transaction creation, transactions that require review under Role-Based and User-Based control are processed in this way:

If a Role-Based or User-Based Auto Approval rule applies to the transaction, then the transaction is auto-approved and set to Complete, and no review is required.
If no Role-Based or User-Based Auto Approval rule applies to the transaction, then the transaction is set to Incomplete and assigned the Pending Approval status.

These rules apply to transactions that are Pending Approval:

Transaction initiators can't update Pending Approval transactions while they await review.
Transaction initiators can't generate and send invoices to customers that are Pending Approval.
Unlike Incomplete transactions, Pending Approval transactions are validated and have accounting distributions.
After approval, transactions are Complete and ready for accounting.
An audit history is captured for all transactions that pass through the review and approval process.

Review of Transactions Pending Approval

Use the Transaction Approval infotile in the Billing work area to review transactions Pending Approval. The Transaction Approval infotile only exposes Pending Approval transactions to designated approvers:

Role-Based approvers: Exposes all Pending Approval transactions in all business units that the user with the AR_APPROVE_RECEIVABLES_TRANSACTION_PRIV privilege has access to.
User-Based approvers: Exposes all Pending Approval transactions assigned to the specific user designated by the User Approval rule.
Note: If a transaction doesn't match any User Approval rule, then any designated approver with the AR_FORCE_APPROVE_RECEIVABLES_TRANSACTION_PRIV privilege can review and approve the transaction.

To review a Pending Approval transaction:

Navigate to the Transaction Approval infotile in the Billing work area.
Click the transaction number you want to open the Review Transaction page.
The Review Transaction page display depends on the approver privileges:
- Approve and Rework buttons: Role-Based approvers with the AR_APPROVE_RECEIVABLES_TRANSACTION_PRIV privilege and User-Based approvers assigned the transaction.
- Force Approve and Rework buttons: User-Based approvers with the AR_FORCE_APPROVE_RECEIVABLES_TRANSACTION_PRIV privilege, when no approver is automatically assigned the transaction.
- Read-Only: Users without approval privileges.
Review the transaction for completeness according to Receivables standard requirements and your own business requirements.
Optionally review the transaction installments.
Select Review Installments from the Actions menu to open the Review Installments window. The window displays the due date and original amount for each installment, and the total for all installments.
After review:
- Click Approve or Force Approve to approve the transaction and set it to Complete.
- Click Rework to send the transaction to the initiator and set it to Incomplete.
Enter a comment about your review.
Review comments are saved in the transaction audit trail. You can review the transaction approval history in the Audit Trail tab of the Review Transaction page.
Click Done to close the Review Transaction page.

Rework of Transactions Pending Approval

The transaction initiator reviews an invoice or credit memo returned for rework in the Review Transaction page.

Use the Withdraw button in the Review Transaction page withdraw the transaction from the Pending Approval status. After making the necessary corrections, the transaction can be saved and resubmitted.

The Withdraw button is exposed to the user who manually created the invoice or credit memo, or the user who created invoices and credit memos from a run of the Import AutoInvoice process.

Sweep Pending Approval Transactions to Another Period

During period close, any transactions in the Pending Approval status in a Close Pending accounting period--along with any invalid transactions--will block the closing of the period. If you can't close out all Pending Approval transactions before period close, you can sweep the remaining transactions to another period.

Use the Sweep Subledger Transactions to Another Period process to include a sweep of Pending Approval transactions to a future accounting period. Set the Sweep Pending Approval Transactions parameter to Yes to include Pending Approval transactions in the sweep.