Debugging the Approval Workflow for Purchase Order or Purchase Requisition

Debugging the Approval Workflow for Purchase Order or Purchase Requisition

Step 1

Review the action history of the document having a problem. This is done in the Purchasing Summary screens – either Requisitions –> Requisitions Summary or Purchase Orders –> Purchase Order Summary. If you attempt to view the action history and you receive the following error:


APP-14288 This document is either incomplete or you do not have access to it


Then this represents that Workflow has not yet performed a submit into the action history table. The document approval manager performs the action of submitting a record into the Action History and therefore is required to be running. It should be confirmed that the document approval manager is running.


Step 2

Notification Summary – review the Notification Summary for the user that submitted the document. Are there any notifications present? Because online form messaging alerts are now present in the form of notifications, it is imperative that the summary be reviewed for any informative notifications explaining in more detail as to the problem.


Step 3

Confirmation that the Workflow Background Process has been run via the System Administrator responsibility.

This is done via Requests –> Run within the System Administrator Responsibility. The parameters should be the Item Type – PO or Requisition Approval and then

Processed Deferred = Yes, Process Time Out = Yes. Process Stuck = Yes if the Process Stuck parameter is available.


Step 4

Ensure that all tables contain the necessary space to record the Workflow processing data. As users submit a document for Approval and the Workflow process is called, data is recorded into a series of Workflow tables. To quickly confirm whether the tables are having space limitations or not? Run the following in SQL:


select value

from v$parameter

where name like ‘background_dump_dest’;


The value returned by this SQL statement represents the location of the alert log on the database server,

For the instance in question. Please ask the Database Administrator to review the latest entries into the alert.log to confirm if any errors are being thrown with regards to table space.


The most common scenario that has been linked to table space, is when a user hits the ‘Approve’ button in the approval screen, only to have nothing happen. There is no message returned stating document has been submitted for Approval, nothing happens. The hourglass comes for 1 second, and then leaves, and the approval form is still present. This is most likely a table space issue.


Step 5

Workflow Monitor from the Purchase Summary screens. Utilize the Workflow monitor to track the path which the document has taken during its submission to Workflow. Some important milestones to look for in the Workflow monitor are ‘Can Owner Approve’ and ‘Does Approver have Approval Authority’. Are there any processes that contain errors? Or does it appear that a process has stopped at a point that is incorrect?

Example is if a process stopped at a point that is not referencing a notification or some other request point for user interaction.

(Reference from Brother Ahmed Bilal Blog)

Supplier , Supplier site open interface

Defaults:
The intent of the Supplier Open Interface Import is to emulate the entry of Suppliers, Sites, and Contacts through the Supplier Entry form as closely as possible. As such, there are many values that will be automatically defaulted if not
provided by the user.

These defaults for Suppliers can come from AP_SYSTEM_PARAMETERS_ALL, FINANCIALS_SYSTEM_PARAMS_ALL, PO_SYSTEM_PARAMETERS.ALL, RCV_PARAMETERS, or hard-coded values. As these source tables are organized by operating unit and the supplier data is not, the Suppliers Open Interface Import program assigns a default organization to each run based on the responsibility of the user initiating the concurrent request. This is necessary in order to determine which default values to
assign to supplier records.

The defaults for Supplier Sites generally come from the Supplier record. However, in certain cases due to multiple organizations considerations, it is necessary to default values for Supplier Sites from AP_SYSTEM_PARAMETERS_ALL or FINANCIALS_SYSTEM_PARAMS_ALL.

Validations:

As with defaults, the validations performed by the Open Interface programs are intended to emulate the processing done by the Supplier Entry form. In addition to checks done at the database level for correct data types, these validations include
checks performed against existing lookup values or values derived from other tables. When these types of validations are done, a check is performed to make sure that the value supplied is that of an active record, a record that has not been end-dated or disabled.
Details of the validations performed can be found in the descriptions for the AP_SUPPLIERS_INT, AP_SUPPLIER_SITES_INT, and AP_SUP_SITE_CONTACT_INT tables.

Rejections:

If an invalid value is encountered when the concurrent process is evaluating each row, the ’REJECT_CODE’ column is populated with the relevant rejection message and the ’STATUS’ is updated to ’REJECTED’. Processing on that row then stops and the
program moves on to the next row.



1. Fisrt Create suppliers with minimum information as mentioned below:

Insert into AP_SUPPLIERS_INT(VENDOR_INTERFACE_ID,VENDOR_NAME)

2. Create Supplier site with minimum information as mentioned below:

Insert into AP_SUPPLIER_SITES_INT(VENDOR_ID,VENDOR_SITE_CODE,ORG_ID)

If using in multi org environment enter value for SHIP_TO_LOCATION_CODE, BILL_TO_LOCATION_CODE.

In our case we have used below info:

Note: I have selected many columns but these are not required. After payment_currency_code no coulmn is required except Org_id, supplier_notif_method, email_address


insert into AP_SUPPLIER_SITES_INT
(vendor_id,VENDOR_SITE_CODE,ATTENTION_AR_FLAG,ADDRESS_LINE1,ADDRESS_LINE2,ADDRESS_LINE3,CITY, STATE, ZIP,PROVINCE,COUNTRY,AREA_CODE, PHONE,FAX,FAX_AREA_CODE, PAYMENT_METHOD_LOOKUP_CODE,INVOICE_CURRENCY_CODE, PAYMENT_CURRENCY_CODE,ATTRIBUTE1,ATTRIBUTE2,ATTRIBUTE3,ATTRIBUTE4,VAT_REGISTRATION_NUM,ORG_ID,ADDRESS_LINE4,COUNTY, SUPPLIER_NOTIF_METHOD,EMAIL_ADDRESS)
select * from XX_BCS_SITE


create table XX_BCS_SITE (
vendor_id VARCHAR2(200),
vendor_site_code VARCHAR2(200),
attention_ar_flag VARCHAR2(200),
address_line1 VARCHAR2(200),
address_line2 VARCHAR2(200),
address_line3 VARCHAR2(200),
city VARCHAR2(200),
state VARCHAR2(200),
zip VARCHAR2(200),
province VARCHAR2(200),
country VARCHAR2(200),
area_code VARCHAR2(200),
phone VARCHAR2(200),
fax VARCHAR2(200),
fax_area_code VARCHAR2(200),
payment_method_lookup_code VARCHAR2(200),
invoice_currency_code VARCHAR2(200),
payment_currency_code VARCHAR2(200),
attribute1 VARCHAR2(200),
attribute2 VARCHAR2(200),
attribute3 VARCHAR2(200),
attribute4 VARCHAR2(200),
vat_registration_num VARCHAR2(200),
org_id VARCHAR2(200),
address_line4 VARCHAR2(200),
county VARCHAR2(200),
supplier_notif_method VARCHAR2(200),
email_address VARCHAR2(200))

Insert into XX_BCS_SITE values
('1351','DAMMAM','N','PO BOX 1053, DAMMAM 31431','','',
'DAMMAM','','31431','','SA','+966 3','8472466','8471812',
'8471293','CHECK','SAR','SAR','8472466 8471812 8471293',
'','','TEL :8472466 8471812FAX 8471293',
'DA0108','126','','','','accounts@cmdc.com.sa');

3.Enter supplier contact information as below:


create table XX_BCS_SUP_CONTACT (
vendor_site_id VARCHAR2(200),
FIRST_NAME VARCHAR2(200),
MIDDLE_NAME VARCHAR2(200),
LAST_NAME VARCHAR2(200),
TITLE VARCHAR2(200),
area_code VARCHAR2(200),
phone VARCHAR2(200),
org_id VARCHAR2(200))



Insert into XX_BCS_SUP_CONTACT values ('517','','','MS. PAMELA VENGLAR','','','','292');
Insert into XX_BCS_SUP_CONTACT values ('1403','','','MR. OSAMA SAMI','','','','292');



INSERT INTO AP_SUP_SITE_CONTACT_INT VENDOR_SITE_ID,FIRST_NAME,MIDDLE_NAME,LAST_NAME, TITLE,AREA_CODE,PHONE,ORG_ID) SELECT * FROM XX_BCS_SUP_CONTACT

Update AP_SUP_SITE_CONTACT_INT
set STATUS = 'NEW'

Note: For all the above three tables STATUS must be NEW. While submitting the request Supplier Open Interface Import,Supplier

Sites Open Interface Import,Supplier Site Contacts Open Interface Import the Import Option in the parameter must be NEW.

Purchasing Setup: Encumbrance Accounting

This is the note taken from metalink. I will add more notes on encumbrance accounting.

Purchasing Setup: Encumbrance Accounting
(reference:Doc ID: Note:121860.1)


PURPOSE
-------

To assist viewers of this document in verifying the common setup steps related
to this topic. Please consider all steps or guidelines mentioned below prior
to logging an iTAR with support.


SCOPE & APPLICATION
-------------------

This document is intended for all users, consultants and support analysts of
the Oracle Purchasing application. The setup steps listed below are not
necessarily in the proper order, but are simply provided as a tool for the
user to verify their work.


Purchasing Setup: Encumbrance Accounting
----------------------------------------

Setting up encumbrance accounting actually has very few actions that need to be
performed in Oracle Purchasing module. The primary level of effort required for
encumbrance accounting setup is in the General Ledger module. There is one
action that can be taken by PO and it deals with the AP form Financial Options.

Here are some quick setup steps for encumbrance accounting. The setup details
may differ depending on your business needs. There are very minor differences
between Release 10.7 and Release 11; the steps included here are for Release 11.

NOTE: Any navigation paths specified in this document can be performed using
the Purchasing Super User and General Ledger Super User responsibilities, unless
noted otherwise. Also, any and all profile options discussed in this document
can be defined from the following responsibility and navigation within Oracle
Applications:

Responsibility: System Administrator
Navigation: Profiles -> System


1) Define the Encumbrance Account
1.1. Navigation in GL: Setup -> Financials -> Flexfields -> Key -> Values
Navigation in PO: Setup -> Financials -> Flexfields _> Key -> Values
1.2. Perform a find by entering the following criteria:
Application: Oracle General Ledger
Title: Accounting Flexfield
Structure:
Segment: Account
1.3. Click the Find button.
1.4. Add a new segment value.
Value: (enter your own)
Description: Reserve For Encumbrance
Qualifiers:
Allow Budgeting: Yes
Allow Posting: Yes
Type: Liability
1.5. Save the record.

2) Enable Budgetary Control
2.1. Navigation in GL: Setup -> Financials -> Books
2.2. Query up the proper Set Of Books
2.3. In the Budgetary Control Options alternate region:
Enable Budgetary Control: Yes
Require Budget Journals: Can be blank - dependent on business needs.
2.4. Add Reserve For Encumbrance Account
2.5. Save

3) Open the Encumbrance Year (GL)
3.1. Navigation in GL: Setup -> Open -> Close.
3.2. Set the year to open.
3.3. Click button Open Next Year.
3.4. After confirming the prompt to open the selected year, a concurrent
request is launched; the encumbrance year will be open upon completion
of this concurrent request.

4) Set Encumbrance Types (PO)
4.1. Navigation in PO: Setup -> Organizations -> Financial Options
Encumbrance Alternate Region
4.2. Choose encumbrance types for Requisitions and Purchase Orders.
Oracle Financials provides two predefined encumbrance types that you
can use to identify requisition, purchase order, and invoice
encumbrances: Commitment and Obligation. Additional encumbrance types
can be defined in Oracle General Ledger.
4.3. Use Requisition Encumbrance:
If you enable this option, Purchasing creates journal entries and
transfers them to General Ledger to encumber funds for purchase
requisitions.
- Encumbrance Type:
If you enable Use Requisition Encumbrance, you must select a
requisition type by which you can identify your requisition
encumbrance journal entries. Purchasing assigns this encumbrance
type to the encumbrance journal entries it creates for purchase
requisitions.
- Reserve at Requisition Completion:
If you enable Use Requisition Encumbrance, indicate whether you want
requisition preparers to have the option to reserve funds. If you
do not enable this option, only requisition approvers will have the
option to reserve funds.
4.4. Use PO Encumbrance:
Enable this option to encumber funds for purchase orders, invoiced
matched to purchase orders, and basic invoices (not matched to a PO).
If you enable this option, Purchasing encumbers funds for purchase
orders and Payables encumbers funds for variances during approval of
invoices matched to purchase orders. If you enable this option and
enter a non-purchase order-matched invoice, Payables will encumber
funds for it during approval. All Payables encumbrances are reversed
during posting. If you enable Use Requisition Encumbrance, you must
also enable this option.

5) Define Budgetary Control Groups
5.1. Navigation in GL: Budgets -> Define -> Controls.
5.2. Query the Standard budgetary control level.
5.3. Select the funds checking level to either absolute, advisory or none.
5.4. Save.

6) Define Budget
6.1. Navigation in GL: Budgets -> Define -> Budget.
6.2. Enter a name and description
6.3. Status: Open
6.4. Require Budget Journals: Yes
6.5. Define the budget periods (these are typically for the duration of the
fiscal year).
6.6. Click the Open Next Year button (concurrent process gets submitted).

7) Define Budget Organization
7.1. Navigation in GL: Budgets -> Define -> Organization
7.2. Enter Budget Organization Name and Description.
7.3. Ordering Segment: Account
7.4. Display Sequence: Enter the sequence of segments desired.
7.5. Suggest not entering a password but you may if so desired.
7.6. Click the Ranges button.
7.7. Enter the Account Range From/To, click OK.
7.8. Type: Entered
7.9. Currency: USD
7.10. Encumbrance: Yes
7.11. Funds Check Level: Select from Absolute, Advisory, or None.
7.12. Amount Type: YTD (usual entry)
7.13. Funding Budget: Enter the Budget created on step 6 above.
7.14. Save.

8) Define Budget Journal (GL)
8.1. Navigation in GL: Budgets -> Enter -> Journals
8.2. Enter the Budget Organization created in Step 7
8.3. Find the appropriate budget, accounting periods, currency.
8.4. Alternate Region: Worksheet mode
8.5. Click and enter the accounts field and enter the accounts range.
8.6. Enter the budget amounts for each time period in question (usually
monthly budgets)
8.7. Save
8.8. Click the Create Journals button
8.9. Name a journal batch (make it meaningful)
8.10. Category: Budget
8.11. Funds Status: Required.
8.12. Click Check Funds button (concurrent request submitted).
8.13. Wait for completion of task.
8.14. Click Reserve Funds button (concurrent request submitted).
8.15. Wait for completion of task.
8.16. Click View Results to ensure proper status of above entries.
8.17. Click Done button to exit forms.
8.18 View Concurrent Requests to ensure successful completion of the above-
submitted concurrent requests.

9) Post Journal Entries (GL)
9.1. Navigation in GL: Journals -> Post
9.2. Find Balance Type: Budget
9.3. Select the journal entry batches you entered for posting by enabling
the check box
9.4. Click the Post button; this submits a concurrent request.

10) Review Posted Entries (GL)
10.1. Navigation in GL: Inquiry Account
10.2. Select Accounting Period From/To
10.3. Alternate Region: Primary Balance Type
10.4. Actual: yes
10.5. Alternate region: Secondary Balance Type
10.6. Budget: Yes
10.7. Budget: Select the budget from the LOV.
10.8. Click in the account field for account range.
10.9. Click the Show Variance button.
10.10. The account should show the budgets as defined with an actual of $0.



RELATED DOCUMENTS
-----------------

Note 121858.1 Purchasing Encumbrance Accounting Concepts and Process Model


.

If PR stuck in work flow then how to retry it

If PR stuck in work flow then how to retry it:

Save below script as name wfretry in C directory of your conmputer

rem HEADERrem $Header: wfretry.sql 110.0 97/07/22 16:34:45 appldev ship $rem NAMErem wfretry.sql - WorkFlow Handle error'ed activityrem USAGErem @wfretry rem DESCRIPTIONrem Displays a list of errored activityes for the indicated item.rem Type in the name of the activity, and command to skip, retry, or reset.
set verify off
define item_type='&1'define item_key='&2'
prompt Select from list of error activitiesselect pa.instance_label Label, ias.activity_result_code Resultfrom wf_item_activity_statuses ias, wf_process_activities pawhere ias.item_type = '&item_type'and ias.item_key = '&item_key'and ias.process_activity = pa.instance_idand ias.activity_status = 'ERROR';/accept activity prompt "Label: "
prompt SKIP, RETRY or RESET activity? accept comflag prompt "Command: "
prompt Result of activity if command is SKIPaccept result prompt "Result: "
begin Wf_Engine.HandleError('&item_type', '&item_key', '&activity', '&comflag', '&result');end;/set verify on


Now follow below steps

1. Run the script
@C:\wfretry;

2. Enter value for 1:
&WF_ITEM_TYPE= REQAPPRV

Enter value for 2:
&WF_ITEM_KEY= 112843-226248(will be different for different PR)
(Can get above value by running below script
select segment1,ORG_ID,WF_ITEM_TYPE,WF_ITEM_KEY,AUTHORIZATION_STATUS from po_requisition_headers_all where segment1= 84701)

3.Label: MAIN_REQAPPRV_PROCESS
SKIP, RETRY or RESET activity?
Command: RETRY
Result of activity if command is SKIP
Result:

PL/SQL procedure successfully completed
4. Commit;

Purchasing Setup Checklist

Purchasing Setup Checklist
1. Define set of books
2. Define descriptive flexfields
3. Define organizations
4. Define cross-reference types
5. Define profile options
6. Define financials options
7. Define accounting flexfield combinations
8. Define tax names
9. Define payment terms
10. Open and close General Ledger (GL) accounting periods
11. Open purchasing and inventory accounting periods
12. Define locations
13. Define location associations
14. Define job flexfield
15. Define jobs
16. Define position flexfield
17. Define positions
18. Define position hierarchies
19. Enter employee
20. Define item categories flexfield
21. Define category
22. Define category sets
23. Define default category set
24. Define control rules and groups
25. Define position controls
26. Fill employee hierarchy
27. Define usernames
28. Define purchasing lookup codes
29. Define freight carriers
30. Define inspection codes
31. Define hazard classes
32. Define United Nations (UN) numbers
33. Define standard notes
34. Define unit of measure classes
35. Define units of measure
36. Define unit of measure conversions
37. Define system items flexfield
38. Define item attribute controls
39. Define item templates
40. Define item catalog flexfield
41. Define item catalog groups
42. Define buyers
43. Define item
44. Define item relationships
45. Define line types
46. Define document controls
47. Start autosubmit
48. Define purchasing options
49. Define receiving options
50. Enter vendors
51. Define your transactions reasons
52. Set up Oracle Workflow
53. Request your receiving transaction processor
54. Define your concurrent process resubmission interval