Approval Groups

Jobs and Positions

Job: Generic Title or Role within a Business Group, independent of any single organization. Required. Usually more specific if positions are not used.
ex: system engineer

  • Required
  • Generic within Business Group
  • Independent of any single organization
  • Jobs can occur in many organizations
  • Holds Fair Labor Standards Act (FLSA) Code
  • Holds Equal Employment Opportunity (EEO) Work Category
  • Holds Evaluation Criteria Information
  • Associated with Worker’s Compensation Codes

Position: Specific occurrence of one job, fixed within an organization. Not required.
ex: system engineer(trainee), ass. system engineer, senior system engineer

  • Optional
  • Specific occurrence of one job
  • Must be unique within an organization
  • Linked to an Organization, Job and Location
  • Shared with Other Applications (i.e. Purchasing)
  • Position Hierarchies control access to information (security)

Jobs and Positions - Similar Functionality:

  • Valid Grades
  • Evaluations
  • Competencies
  • Skills
  • Work Choices
  • Not Date Tracked

Some Advantages of Using Positions:
Define jobs more specifically · Reporting · Views
Position hierarchies for P.O. approvals
Position hierarchies for security
Positions are better (than Job and Supervisor) for P.O. approvals

Defining Approval Groups
Use the Approval Groups window to define and update approval groups. Once you have defined an approval group here, you can then use it to assign approval functions to jobs or positions in the Approval Assignments window. You cannot delete an approval group that is used in an active assignment. You can enable or disable the entire approval group, or you can enter inactive dates for individual approval rules.

1. Enter the Name of the approval group. You can change existing  approval group names, but names must be unique.
2. Select Enabled to permit the approval group to be assigned to a position/job in the Approval Assignments window.
3. Choose one of the following Objects:
Document Total – (Required) The document total refers to the monetary limit on an individual document. For this option, the Type defaults to Include, and you can enter only the Amount Limit (required) and the Inactive Date (optional).

Account Range – (Required) For this option, you enter the accounting flexfields for the Low and High Values. Include Type rules identify accounts that you want to be included on the document. Exclude Type rules identify accounts that you do not want on the document. If you do not enter a rule for an account, the default is to exclude the account. If you enter only an Exclude Type rule, Purchasing does not automatically include everything else.
For example, entering only the following account includes account 01.000.0451 and excludes all else: Account Range Include 01.000.0451 01.000.0451
Entering only the following account excludes all accounts:Account Range Exclude 01.000.0451 01.000.0451
Entering only the following two accounts includes all accounts except 01.000.0451:
Account Range Include 00.000.0000 ZZ.ZZZ.ZZZZ
Exclude 01.000.0451 01.000.0451
The Inactive Date is optional, but you must enter an Amount Limit for Include Type rules.

Item Category Range – For this option, you enter the purchasing category flexfields for the Low and High Values. Include Type rules identify manufacturing categories that you want to be included on the document. Exclude Type rules identify categories that you do not want on the document. If you do not define a rule for a category, the default is Include. The Inactive Date is optional, but you must enter an Amount Limit for Include Type rules.

Item Range – For this option, you enter the item flexfields for the Low and High Values. Include Type rules identify items that you want to be included on the document. Exclude Type rules identify items that you do not want on the document. If you do not define a rule for an item, the default is Include. The Inactive Date is optional, but you must enter an Amount Limit for Include Type rules.

Location – The location refers to the deliver–to location on a requisition as well as the ship–to location on purchase orders and releases. Include Type rules identify locations that you want to be included on the document. Exclude Type rules identify locations that you do not want on the document. For this option, you enter the location in the Low Value field. If you do not define a rule for a location, the default is Include. The Inactive Date is optional, but you must enter an Amount
Limit for Include Type rules.

4. Select the rule Type: Include or Exclude indicates whether to allow objects that fall within the selected range.

5. Enter the Amount Limit. This is the maximum amount that a control group can authorize for a particular object range. This field is required only for Include type rules.

6. Enter the Low Value. This is the lowest flexfield (accounting, purchasing category, or item) in the range pertinent to this rule. When the object is Location, enter the location. You cannot enter this field when the object is Document Total.

7. Enter the High Value. This is the highest flexfield (accounting, purchasing category, or item) in the range pertinent to this rule. You cannot enter this field when the object is Location or Document Total.

Assigning Approval Groups
Use the Assign Approval Groups window to assign approval groups and approval functions to positions or jobs. If you are using approval hierarchies (the Use Approval Hierarchies option in the Financials Options window is enabled), you must first use the Approval Groups window to establish rules for your approval groups. Then you can assign approval groups to positions in this window.

When you are not  using approval hierarchies, you can use this window to assign approval groups and approval functions to jobs within your organization.

1. Enter the Position for which you want to assign approval groups and approval functions. If the Use Approval Hierarchies option in the Financial Options window is not enabled, this field is not applicable.
If you are not using approval hierarchies, enter the Job.

2. Select the approval function you want to assign to this position or job.
Approve internal requisition
Approve Purchase requisition
Approve Standard purchase order
Approve Blanket agreement
Approve Blanket release
Approve planned purchase orders
Approve contract purchase orders
Approve Schedule release

3. Enter the approval group that you want to assign to the selected position or job. The list of values includes only enabled approval groups with at least one approval rule.

4. Enter the Start Date and End Date for the assignment.

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