1. Using Receivables Credit to Cash
  2. Control of Transaction Completion Setup

Control of Transaction Completion Setup

Before you set up for control of transaction completion, decide which transactions you want to place under review before completion and what type of review process you want to use.

There are three types of review process available:

  • External control: Approvers review either all designated transactions or transactions with negative line amounts.
  • Role-Based control: Assign separate roles for users that enter transactions and users that approve transactions.
  • User-Based control: Use the Simplified Rules Configuration spreadsheet to assign transactions designated for review to specified approvers.

To set up for control of transaction completion, complete these tasks:

  • Assign Roles and Privileges
  • Create Transaction Sources
  • Create Transaction Types
  • Create User-Defined Rules

Assign Roles and Privileges

Implementation Roles: To set up transaction sources, transaction types, and simplified approval rules, assign this privilege to the necessary implementor job roles:

  • Set Up Receivables Batch Source AR_SET_UP_RECEIVABLES_BATCH_SOURCE_PRIV

Approval Roles:

  • Role-Based and User-Based Control: Create custom job roles for approvers designated to approve and force approve Receivables transactions. Assign these custom job roles these privileges:
    • Approve Receivables Transaction AR_APPROVE_RECEIVABLES_TRANSACTION_PRIV
    • Force Approve Receivables Transaction AR_FORCE_APPROVE_RECEIVABLES_TRANSACTION_PRIV
  • External control: Assign approvers designated for External control the AR_MANAGE_TRANSACTION_CONTROL_REST privilege to complete approved transactions by setting the AllowCompletion flag to Y.

Creation Roles: To create Receivables transactions, you can continue with your custom job roles or the predefined Receivables Manager job role: ORA_AR_ACCOUNTS_RECEIVABLE_MANAGER_JOB.

Create Transaction Sources

Create one or more transaction sources with the Transaction Completion field enabled and assign these transaction sources to applicable transactions.

Note: You must create new transaction sources for control of transaction completion. You can't update predefined transaction sources.

To set up a transaction source for control of transaction completion:

  1. Navigate to the Manage Transaction Sources page.
  2. Click the Plus (+) icon to open the Create Transaction Source page.
  3. In the Transaction Source Set field, select a reference data set.
  4. If applicable, select a legal entity in the Legal Entity field.
  5. In the Name and Description fields, enter a name and description that identify this transaction source for control of transaction completion.
  6. In the Type field, select:
    • Manual: Invoices and credit memos created manually.
    • Imported: Invoices and credit memos created using the Import AutoInvoice process.
  7. In the From Date field, enter the date this transaction source becomes active.
  8. In the Transaction Completion field, select the type of control you want for transactions assigned this transaction source:
    • External control
    • Role-Based control
    • User-Based control
  9. Complete the remaining settings for this transaction source according to your requirements.
  10. Save your work.

Create Transaction Types

Create one or more transaction types with the Level of Control of Transaction Completion field enabled and assign these transaction types to transactions assigned a transaction source with Transaction Completion enabled.

When you assign a transaction a transaction source enabled for control of transaction completion, the Transaction Type field on the transaction displays only transaction types enabled for control of transaction completion and Void transaction types.

To set up a transaction type for control of transaction completion:

  1. Navigate to the Manage Transaction Types page.
  2. Click the Plus (+) icon to open the Create Transaction Type page.
  3. In the Transaction Type Set field, select a reference data set.
  4. If applicable, select a legal entity in the Legal Entity field.
  5. In the Name and Description fields, enter a name and description that identify this transaction type for control of transaction completion.
  6. In the Transaction Class field, select Invoice or Credit Memo.
  7. In the Transaction Status field, select the transaction status.
  8. In the From Date field, enter the date this transaction type becomes active.
  9. In the Creation Sign field, you must select Positive Sign, if this transaction type is used to ensure that all invoice lines on the transaction must have a positive sign.
  10. In the Generate Bill field, select Yes or No.
  11. In the Level of Control of Transaction Completion field, select the option to use for control of transaction completion:
    • All: Create all transactions assigned this transaction type as Incomplete. The transaction requires review and completion by the designated approver.
    • Lines With Negative Amount: Create transactions assigned this transaction type as Incomplete only if the transaction contains negative line amounts and the transaction has a creation sign of Positive. The transaction requires correction to the line amounts and completion by the designated approver.
    • None: Create all transactions assigned this transaction type as Complete without any review, even if the transaction source is enabled for control of transaction completion.
  12. Manual transactions only: If you use chronological document sequencing, and you enable the Enable no future dates with chronological document sequencing option:
    • Transactions are created as Incomplete and are only set to Complete after review by the approver.
    • If there is a change in the document sequence date, the approver should update both the transaction date and accounting date when completing the transaction to ensure that the document sequence number is generated according to the updated transaction and accounting dates.
  13. Complete the remaining settings for this transaction type according to your requirements.
  14. Save your work.

This table describes the level of control of transaction completion enabled, according to the settings of the transaction source and transaction type assigned to the transaction.

Transaction Source: Transaction Completion Transaction Type: Level of Control of Transaction Completion Transaction Completion Control
No control Any setting No transaction completion review required. The transaction type setting is ignored.
  • External control
  • Role-Based control
  • User-Based control
 All All transactions require review and approval.
  • External control
  • Role-Based control
  • User-Based control
 Lines with Negative Amount Only transactions with negative line amounts require review and approval.
Any setting None No transaction completion review required. The transaction source setting is ignored.

Create User-Defined Rules

Use the Manage User-Defined Rules for Receivables page to download the Receivables Transaction Approval Rules spreadsheet template. You use this template for transaction sources enabled for User-Based control and Role-Based control.

You can create these user-defined rules:

  • User-Based control and Role-Based control: Create Auto Approval rules to automatically approve transactions at or under a certain amount without review.
  • User-Based control only: Create User Approval rules to assign transactions designated for review to your specified approvers.

Transaction Completion and User-Defined Rules:

  • Role-Based control: If you set up the transaction source as Transaction Completion: Role-Based control but you don’t create any Auto Approval rules, then all transactions assigned this transaction source are set to Pending Approval and must go through the approval process.
  • User-Based control: If you set up the transaction source as Transaction Completion: User-Based control, you must set up User Approval rules for every transaction assigned this transaction source. You can optionally set up Auto Approval rules.

To create user-defined rules:

  1. Navigate to the Manage User-Defined Rules for Receivables page.
  2. In the Rule Templates section, click the Download icon for the Receivables Transaction Approval Rules template.
  3. Download the template to your folder. The template contains three tabbed sheets:
    • Instructions sheet: Contains instructions, sample rules, and the Generate Rule File button.
    • Role-Based Approval Rules sheet: Set up Auto Approval rules for transactions with Role-Based control.
    • User-Based Approval Rules sheet: Set up Auto Approval rules and User Approval rules for transactions with User-Based control.
  4. To create an Auto Approval rule:
    1. Navigate to the User-Based Approval Rules or Role-Based Approval Rules sheet.
    2. In the Rule Description field, enter Transaction Auto Approval Rule.
    3. In the Approval Routing field, select Auto Approve.
    4. In the Transaction Amount field, enter the formula for transaction amounts that are excluded from review.
    5. In the Transaction Class field, enter Invoice or Credit Memo.

      For example, the rule <=1000 with transaction class Invoice means that all invoices up to a maximum amount of $1000 are approved for completion without review.

      All transactions that fall outside the parameters of the Auto Approval rules are set to Pending Approval and require review and approval before completion.

  5. To create a User Approval rule:
    1. Navigate to the User-Based Approval Rules sheet.
    2. In the Rule Description field, enter Transaction User Approval Rule.
    3. In the Approval Routing field, select User.
    4. In the User field, enter the identifier for the designated approver. For example, User1.
    5. In the Transaction Amount field, enter the formula for transaction amounts that require review by the designated approver.
    6. In the Includes Negative Line Amounts Indicator field, select Yes or No.

      If you select Yes, then the approver must also review any transaction with negative line amounts.

    7. In the Transaction Class field, enter Invoice or Credit Memo.

      For example, the rule >1000 with transaction class Invoice means that all invoices with an amount greater than $1000 require review by User1 before the invoice can be completed.

  6. When you have finished entering and saving your rules, navigate to the Instructions sheet.
  7. Click the Generate Rule File button.

    This action validates the rules and generates the rule file in .zip format. The .zip file is saved to the same folder as the rule template.

  8. In the Rule Templates section of the Manage User-Defined Rules for Receivables page, click the Upload icon for the Receivables Transaction Approval Rules template.
  9. In the Upload File window, click the Browse button to find and select the .zip rule file that you generated.
  10. Click the Submit button to upload the rule file.

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