Change Order Reapproval Rules in Release 12

In Previous versions of Oracle Applications, including Release 11.0.3 and all of the 11.5.x Releases, there does not exist a user friendly method for controlling if modified Purchasing Documents (Change Orders) needed full reapproval or not. For example, if the business rules at a company are that if a Purchase Order has a total amount change that is within 5% of the original price, they would not require complete reapproval of the Purchase Order, and once that change is made and the document resubmitted, it should be automatically set back to Approved status.

NOTE:  A prerequisite to using these Tolerances is that the Archive method must be set to Archive on Approve.  This is setup via the Document Types page and the navigation from the Purchasing responsibility is Setup > Purchasing > Document Types.  

Below Flow Document displays the business flow : In previous versions, some fields (workflow attributes) existed in the PO Approval Workflow file that would allow a Workflow Administrator and a functional person to work together to setup tolerances.

An example (and other attributes exist for this as well, this is just one example) of what this looks like in Release 11.5.10 is with the attribute named "Change Order Header Purchase Order Total Tolerance" with description "If the purchase order total is changed less than the tolerance percentage, the document will be automatically reapproved.":

By adjusting the value of the Value field, that tolerance would be used for evaluating if the Purchase Order needed to be fully reapproved or if the Purchase Order needed to be routed through the complete approval process again.

In Release 12, a new web form has been introduced to make setting these tolerances much easier to use. This new feature is helpful because :

    1) It provides a more user friendly User Interface for setting these attributes

    2) It is Available within the Purchasing responsibility so that it is no longer required to engage someone that has access to the Workflow Builder Program (a client side software program).

    3) The attributes that control the reapproval are now operating unit specific (this was previously not the case in the prior versions).

    4) The Change Order Tolerances Page is split into 3 sections for :

    -Auto-Approval Tolerances for Releases
    -Auto-Approval Tolerances for Agreements
    -Auto-Approval Tolerances for Orders

Looking at the above screenshot in the Orders section, the following example can help explain how the fields in this page work.

1) Settings:
-PO Amount is set to 10.  
-Line Amount is set to 10
-Line Quantity is set to 10

2) Lets assume a PO has been created that has two lines.  Line 1 has a quantity of 30 and a price of 100 per each quantity.  Line 2 has a quanity of 20 and a price of 400 per each quantity.   This means the Line 1 Amount = 3000 and the Line 2 Amount = 8000.   The PO Amount = 11000.

3) Now the user changes Line 1 by changing the Quantity from 30 to 31.  She then changes Line 2 and changes the Quantity from 20 to 21.   Since both of these changes at the Line Level are less than 10%  (the line 1 change is approximately 3.33% increase and the line 2 change is a 5% increase) these changes are below the Tolerances that are setup.   The PO Amount change is a change from 11000 to 11500.  This change is also less than 10% (approximately a 4.5% increase).   Since all of these changes are below 10% and within tolerance, the PO will not be required for full reapproval.  This means that if the approver does not have approval authority they will be able to approve the PO without the PO being forwarded to their next approver.  If any of the changes above were above the 10% tolerance then full reapproval would be required.

Oracle Applications Fusion Cloud - Inventory

Oracle Cloud/Fusion Procurement training will help you develop the fundamental skills required to set up and use the Procurement module. This training covers all the tasks, setups, forms and reports used in Procurement and related modules