Supplier Approval Process in Oracle apps

Setting up Supplier Approval

A “Prospective Supplier Registration” or “New Supplier Request” must be approved before a Supplier record is created in the Supplier Master. To implement an approval chain, so that the approval is routed to the appropriate person, you can use an existing implementation of Oracle Approvals Management Engine. Else, from Supplier Lifecycle Management, follow these steps to create approval rules:

1. Set the profile option POS: Use AME for Supplier Approval to Yes for AME rules to apply.
2. Navigate to Approvals Management Business Analyst responsibility. Set up rules for the transaction type: POS Supplier Approval Management.

When AME is enabled, any “Prospective Supplier Registration” or “New Supplier Request” will be routed to a designated approver based on the applicable AME approval rule.

Approving and Managing Supplier User Profile

Use the Approve and Manage Supplier User Profile link to approve prospective supplier users. After approving the users, you can manage the user profile. Complete the following steps:

1.    Search for the user using the Supplier User Profile Management page.

2.    Select the View icon for the applicable supplier user in the search results region to open the Manage User Profile page.

3.    Update the user account as required and click Apply.

Adding Adhoc Approvers

As a buyer, you can add a new approver or an FYI approver during the supplier registration approval process using the Manage Approvals action.
As a current approver, you can also add a new approver or an FYI approver during the supplier registration approval process using the Manage Approvals action.
Both buyer and current approver need to note that they can only add a new approver or an FYI approver only after current approver group(s), and not before or between current approver group(s).

Prospective Supplier Registration Approval Workflow

Oracle Supplier Lifecycle Management uses Oracle Approvals Management for supplier approval. Supplier registration goes through multiple levels of approval and approvers can approve or reject a request.
Using the prospective supplier registration approval workflow, the To-Do Approval Notifications feature provides action-required notifications for approval, which ensures that all related workflow features are enabled. The approval workflow enables administrators to track their pending tasks better and supports key workflow features like vacation rules, forwarding, and requesting additional information. Additionally, the approval workflow enables administrators to set vacation rules and forward the approvals.
The approvals mechanism is similar to that found in Oracle iProcurement. Approvals happen from the new Prospective Supplier Registration Approval Notification page and the Supplier Request page. The system uses AME parallel approval for prospective supplier registration. If AME is enabled, the application displays the AME approval flow graphically. If AME is not enabled, all users who have subscribed to the supplier registration notification receive the approval notification.
The prospective supplier registration approval notification page displays status history and notification history. When the buyer approves or rejects a prospective supplier, the system notifies the supplier. If rejected, the system informs the supplier the reason for rejection, which is captured in Note to Supplier. In this scenario, rejection is permanent and cannot be revoked. If the administrator does not want to reject and would like to send it back to the supplier to update their request / enter additional information, administrators can use the return to supplier after entering a note to the supplier.
If you have navigated to the Supplier Request page from the notification, the system takes you back to the notification when you click Save or Cancel. This page displays AME approval flow graphically.
The buyer administrator's task flow for approvals is as follows:

·         The administrator receive an action-required notification when assigned the task of processing this request.

·         The administrator opens the notification and clicks View / Edit Registration request. Administrators can update the registration request.

·         After making the required changes, the administrator clicks Save. The administrator then returns to the notification from where the registration request was opened.

·         The administrator can approve / reject / re-assign the notification.