re approval

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How Reapproval Rules Can Cause Purchasing Documents To Require Reapproval? (Doc ID

1114515.1)

Modified: 19-Jun-2013 Type: WHITE PAPER

In this Document

Abstract

History

Details

1. What are reapproval rules?

1.1. Pre-defined reapproval rules

1.1.1 Header Changes

1.1.2. Line Changes

1.1.3. Price Break Changes

1.1.4. Shipment Changes

1.1.5. Distribution Changes

1.2. User specific user rules

1.3. Specific events which cause documents to require reapproval

2. The Change Order Workflow

3. How to modify the reapproval rules?

3.1. How to set or modify pre-defined reapproval rules

3.2. How to set or modify user specific reapproval rules

3.2.1. Setting up tolerance attributes through the form

3.2.2. Setting up tolerance attributes through Workflow builder

3.2.3. Setting up tolerance attributes through SQL*Plus

4. Known Issues

4.1. Increases in PO total do not require reapproval of document.

4.2. Decreases in PO total do not require reapproval of document.

4.3. Events that will NOT change the document status to Requires Reapproval

4.3.1. Rescheduling a Purchase Order from the ASCP Workbench

4.3.2.Changing approved Drop Shipment

Still Have Questions?

Summary

References

APPLIES TO:

Oracle Purchasing - Version 11.5.10 to 12.3 [Release 11.5 to 12.3]Information in this document applies to any platform.Form:POXPOEPO.FMB - Enter Purchase Orders GUIForm:POXPOVPO.FMB - Purchase Order Summary GUI



ABSTRACT

This document is designed to give a complete overview of the Requires Reapproval Rules and the Change Orderworkflow within Purchasing. The paper is designed to assist in understanding which changes can cause a document torequire reapproval and how to allow certain changes to bypass full (manual) reapproval.

HISTORY

12-jun-2010: Note created

DETAILS

1. What are reapproval rules?

To understand reapproval rules it is important to make a distinction between new documents and already approveddocuments, which are modified after approval:

- If a new document is created the purchase order, release or requisition will always go through the approval process.

- However, adding or changing specific information for an already approved document, may cause the document tounapprove, regardless of whether the revision is incremented. Almost all changes that cause the revision to beincremented also unapprove the document, as does placing the document on hold, reserving it or canceling it.

The reapproval rules help you control whether-or how much of-a revision (for example, to Quantity) requires thedocument to undergo the entire approval process or to be instantly approved. So in other words the reapproval rulesdetermine if a modified purchasing document requires reapproval or not.

For example, if the business rules at a company are that if a purchase order has a total change that is within 5% of theoriginal amount, they would not require complete reapproval of the purchase order then after submission thedocument is immediately approved. If the total change however would be outside 5% the document would requirereapproval.

Note: A prerequisite for using reapproval rules is that the Archive method must be set to Archive on Approve. This issetup via the Document Types page and can be done as follows:

1. Start up a Purchasing responsibility 2. Navigate Setup > Purchasing > Document Types

The Archive on Approve option copies the purchase order information into the archive tables in Purchasing every timeyou approve or reapprove a purchase order. If the option is set to Archive on Print (or Archive on Communicate) thenthe document always goes through the full approval process.

Within Purchasing there are three kind of reapproval rules/events that trigger the document to require reapproval:

1. Pre-defined reapproval rules in Purchasing2. User specific user rules3. Specific events

1.1. Pre-defined reapproval rules



Within Purchasing there exist a number of predefined reapproval rules. Based on these reapproval rules the followingchanges can result in unapproving a document:

1. Header Changes 2. Line Changes 3. Price Break Changes 4. Shipment Changes 5. Distribution Changes

The following tables describe the additions and changes you can make that cause Purchasing to unapprove a

document:

1.1.1 Header Changes

HeaderInformation

Standard Planned Blanket Contract Release

Buyer X X X X X

Contact X X X X

Confirm X X X X

Ship-To X X X X

Bill-To X X X X

Payment Terms X X X X

Ship via X X X X

FOB X X X X

Freight Terms X X X X

Brief Note toSupplier

X X X X

AcceptanceRequired

X X X X X

Acceptance DueDate

X X X X X

Amount Limit X X X

Effective Date X X X

Expiration Date X X X

Amount Agreed X

Release Number X

Release Date X

OracleProcurementContractsContract Terms

X X X



1.1.2. Line Changes

LineInformation

Standard Planned Blanket Contract Release

Unit Price X X X

Line Number X X X

Item X X X

Item Revision X X X

Item Description X X X

Item Category X X X

Quantity X X X

Unit of Measure X X X

Source QuotationHeader

X X X

Source QuotationLine

X X X

Hazard Class X X X

Contract Number X X X

Supplier ItemNumber

X X X

UN Number X X X

Price Type X X X

Price Limit X

Quantity Agreed X

Amount Agreed X

Brief Note toSupplier

X X X

Promised Date X X X

Need-By Date X X X

Expiration Date X

Capital Expense X X X

1.1.3. Price Break Changes

Price Break Standard Planned Blanket Contract Release



Ship-To Location X

Quantity X

Break Price X

Discount X

1.1.4. Shipment Changes

Shipment Standard Planned Blanket Contract Release

ShipmentNumber

X X X

Ship-To X X X

Quantity X X X

Promise Date X X X

Need-By Date X X X

Last AcceptanceDate

X X X

Taxable (Headeronly)

X X X

Shipment Price X

Sales OrderUpdate Date(Drop Ship)

X X

1.1.5. Distribution Changes

Distribution Standard Planned Blanket Contract Release

DistributionNumber (Headeronly)

X X X

Quantity X X X

Requestor(Header only)

X X X

Charge Account X X X

Subinventory X X X

1.2. User specific user rules



User specific reapproval rules are set up through the workflow (POAPPRV) tolerance attributes, which hold percentage(%) tolerances. You can modify percentage tolerances used by the change order workflow to determine whatpercentage increase to a unit price, quantity, or document total requires reapproval. The change order workflowrepresents these percentage tolerances as item attributes that you can change using the Workflow Builder. As of

Release 12, these item attributes can be changed through the form 'Change Order' as well (see section 3.2.1).

By default these tolerance attributes are set to zero. This means that any increase will put the document through thecomplete approval process again. However, by changing for example the Change Order Line Unit Price Tolerance fromzero to 20 the document will be reapproved automatically if the unit price is increased by less than 20 percent.

The following table will display the modifiable Item Type Attributes for which you can change the percentagetolerances:

Modifiable Item Display Name Internal Attribute Name Description

Change Order Distribution QuantityOrdered Tolerance

CO_D_QUANTITY_ORDERED_T If the change in the distributionQuantity ordered is less than thispercentage, the document isreapproved automatically

Change Order Header Amount LimitTolerance

CO_H_AMOUNT_LIMIT_T If the change to the Amount Limit isless than this percentage, thedocument is reapprovedautomatically

Change Order Header Blanket TotalTolerance

CO_H_BLANKET_TOTAL_T If the change to the blanket Total isless than this percentage, thedocument is reapprovedautomatically

Change Order Header PurchaseOrder Total Tolerance

CO_H_PO_TOTAL_T If the change to the purchase orderTotal is less than this percentage,the document is reapprovedautomatically

Change Order Line Agreed AmountTolerance

CO_L_COMMITTED_AMT_T If the change in Amount Agreed isless than this percentage, thedocument is reapprovedautomatically

Change Order Line Price LimitTolerance

CO_L_NOT_TO_EXCEED_PRICE_T If the change in Price Limit is lessthan this percentage, the documentis reapproved automatically

Change Order Line QuantityCommitted Tolerance

CO_L_QTY_COMMITTED_T If the change in Price Limit is lessthan this percentage, the documentis reapproved automatically

Change Order Line QuantityTolerance

CO_L_QUANTITY_T If the change in Quantity ordered isless than this percentage, thedocument is reapprovedautomatically

Change Order Line Unit PriceTolerance

CO_L_UNIT_PRICE_T If the change in unit Price is lessthan this percentage, the documentis reapproved automatically

Change Order Shipment PriceOverride Tolerance

CO_S_PRICE_OVERRIDE_T If the change in price override isless than this percentage, thedocument is reapproved



automatically

Change Order Shipment QuantityTolerance

CO_S_QUANTITY_T If the change in the shipmentQuantity ordered is less than thispercentage, the document isreapproved automatically

Note: Sometimes the documents will still follow the Approval hierarchy even when the changes seem to fall withinthe tolerance percentage. This might be caused by the fact that the change on one level, is causing changes atother levels as well for which the tolerances are not set.

For instance the "Change Order Line Unit Price Tolerance" has been defined, but after changing the unit pricewithin the tolerance the purchase order still requires reapproval.

This might be caused by the fact that the change of the unit price also cause the purchase document total tochange, while the "Change Order Header Purchase Order Total Tolerance" has not been defined.

1.3. Specific events which cause documents to require reapproval

Additionally please find below a list with events that will also change the document status to Requires Reapproval.

1. Unreserving encumbered document 2. Canceling a Purchase Order through the Enter Purchase Orders form (POXPOEPO)

When a PO line is canceled using the Purchase Orders Summary form (POXPOVPO) the authorization status remainsunchanged (i.e. in approved status). This is the expected behavior. So if you do not want the document to go throughthe reapproval process, use the PO Summary form instead. This behavior is explained in the following bug:BUG:4186080 POXPOEPO: CANCEL PO LINE FORWARDS PO TO NEXT APPROVER

If you still want the document to go through the reapproval process when the document is canceled through the POSummary form a workaround is to set e.g. the Tolerance attribute CO_H_PO_TOTAL_T to -10. If the document iscanceled the total is changed to 0.00 which is outside the tolerance limit. How this can be done is described in section3.

2. The Change Order Workflow

Whenever you make a change to a document that causes its status to change to Requires Reapproval, that document isrouted through the change order workflow. The Change Order workflow uses the same reapproval rules alreadydefined in Purchasing.

With the change order workflow, Purchasing lets you define what changes to purchase orders or releases-for example,to amounts, suppliers, or dates-require manual reapproval and which are automatically reapproved. If you modify thechange order workflow as described in the next section, you can allow certain changes to bypass full (manual)reapproval. All reapproved documents, either fully or automatically reapproved, result in the document revisionnumber's being incremented.

The Change Order workflow is not actually an item type, like the other Purchasing workflows, but is a group ofprocesses contained in the Purchase Order Approval workflow (POAPPRV).



The change order workflow begins when all of the following is true:

Changes to a purchase order cause its status to change to 'Requires Reapproval.'The document revision number of the purchase order increases.You select Submit for Approval (and then choose OK) in the Approve Document window or otherwisesubmit the document for approval.

3. How to modify the reapproval rules?

Purchasing integrates with Oracle Workflow technology to let you define what changes to purchase orders or releases-for example, to amounts, suppliers, or dates-require full reapproval. All of the workflow processes and functionsrelating to change orders can be found within the PO Approval workflow. The change order workflow process uses thesame reapproval rules already defined in Purchasing to determine whether a document, depending on its documenttype, requires reapproval.

If you want to change the reapproval rules that the change order workflow uses, you can change those reapprovalrules that determine what percentage change to a unit price, quantity, or document total requires reapproval.

You can optionally change these rules by modifying their attributes in the Oracle Workflow Builder or through a newform if using Release 12.

3.1. How to set or modify pre-defined reapproval rules

In Release 11.5 or earlier it is not possible to modify the predefined rules. However in Release 12 a new form has beenintroduced that makes it possible to modify some predefined rules. In order to access this form, please take thefollowing steps:

1. Start up a Purchasing responsibility 2. Navigate to Setup > Tolerances and Routings > Change Order. This page is operating unit specific.

Note: It is not possible to enter negative values in the tolerances fields.

For example, Need-By Date tolerance is set to 365. If the Need-By-Date at the PO line level is now changed to a futuredate that is less than 365 days the document does not need full reapproval.Although the document will move to a status of Requires Reapproval it should automatically approve once you click onthe approve button, because the workflow is not called again.

3.2. How to set or modify user specific reapproval rules

User specific reapproval rules are set up through the PO workflow (POAPPRV) Tolerance attributes. These Toleranceattributes hold percentage % values and are explained in the table with Modifiable Item Type Attributes in section 1.2.User specific user rules.

For a document to go through the Approval process again you have to make sure that the change does not fall withinthe tolerance percentage, e.g. when the unit price tolerance is set to 10 (%), the PO would require reapproval if theprice is increased from 100 to 110 or more.

Basically there are 3 available options to set the Tolerance attributes:

1. Through a form 2. Through Workflow Builder



3. Through SQL*Plus

3.2.1. Setting up tolerance attributes through the form

In Release 11.5 or earlier it is not possible to modify the predefined rules. As mentioned earlier in release 12 a newform has been introduced, that makes it possible to modify some predefined rules. In order to access this form, pleasetake the following steps:

1. Start up a Purchasing responsibility 2. Navigate to Setup > Tolerances and Routings > Change Order

Note: It is not possible to enter negative values in these fields.

3.2.2. Setting up tolerance attributes through Workflow builder

You can also set the Tolerance attributes through the Oracle Workflow Builder application. In order to do so, pleasetake the following steps:

1. Open the client application 'Oracle Workflow Builder' and connect to the database. Load the item type 'PO Approval'.

2. In the Workflow Navigator go to Help > About Oracle Workflow Builder For the purpose of changing the attribute value temporarily change the customization 'Access Level' from '100' to '0'. (For additional information on the 'Access Level' see Note 187735.1: 32. What Access Level should I be using inOracle Workflow Builder)

3. Now click on the (+)-sign next to 'Attributes' to expand the list



4. Select one of the modifiable Change Order tolerance item attributes listed. In this example the attribute'CO_H_PO_TOTAL_CHANGE' will be changed. a. Double click on the attribute to open the Properties control form. b. Change the default value from 0 to your own tolerance value and press button [Apply] and then [OK]

5. Save the changes to the database.

6. Change the customization 'Access Level' back from '0' to '100' (see step #2)

3.2.3. Setting up tolerance attributes through SQL*Plus

In Release 11.5 the Tolerance attribute settings are stored in table WF_ITEM_ATTRIBUTES. Please find below anexample on how to set the value of the attribute to e.g. a negative value for the PO Approval workflow item type(POAPPRV) and the attribute Change Order Header Amount Limit Tolerance: (please note the change of an itemattribute default value will apply to all document types)



SQL*Plus>

UPDATE wf_item_attributes

SET number_default = -10

where name ='CO_H_AMOUNT_LIMIT_T';

In Release 12 the Tolerance settings are stored in table PO_CHANGE_ORDER_TOLERANCES_ALL. Please find below anexample on how to set the same tolerance attribute for Standard Purchase Orders in Release 12:

SQL*Plus>

UPDATE po_change_order_tolerances_all

set maximum_increment = -10

where change_order_type = 'CO_ORDERS'

AND tolerance_name='HEADER_AMOUNT_LIMIT'

AND org_id = &Operating_Unit;

So if a blanket purchase agreement should require reapproval on decreasing BPA amount the following update can beused:

UPDATE po_change_order_tolerances_all

set maximum_increment = -100

where change_order_type = 'CO_AGREEMENTS'

AND tolerance_name = 'HEADER_AMOUNT_AGREED'

AND org_id = &Operation_id;

Please note this table is striped with the ORG_ID column as these are operating unit specific settings for the changeorder reapproval rules.

In the above example the update is for a Standard Purchase Order. We distinguish the following values in the columnchange_order_type:

Blanket Purchase Agreement = CO_AGREEMENTS Blanket Releases = CO_RELEASES Standard Purchase Orders = CO_ORDERS

4. Known Issues

This chapter provides an overview of some known issues and the solutions to resolve these issues.

4.1. Increases in PO total do not require reapproval of document.

On 11.5.10 it is observed that although the Change Order Header Purchase Order Total Tolerance(CO_H_PO_TOTAL_T) is set to 0 increase in purchase order total do not cause the PO to require reapproval.

This issue is caused by the fact the wrong attribute is checked to make a decision on Reapproval.

- The PO Approval workflow procedure PO_CHORD_WF6.get_default_tolerance should get the total change tolerance



from CO_H_PO_TOTAL_T as that attribute is designed tolerance so that if the purchase order total is changed less thanthe tolerance percentage, the document will be automatically reapproved.- Currently, this attribute, which is the PO Approval workflow procedure PO_CHORD_WF6.get_default_tolerance, iscalling the attribute 'CO_H_PO_TOTAL_CHANGE' instead of the attribute 'CO_H_PO_TOTAL_T'. For more information see Bug 4278227.

This issue has been fixed in POXWCO6B.pls 115.14.11510.2 or higher. To determine which version of the file you havethe following query can be executed:

select text

from dba_source

where line = 2

and name = 'PO_CHORD_WF6';

If lower than POXWCO6B.pls 115.14.11510.2 please download and apply patch Patch 4487674, which will installPOXWCO6B.pls 115.14.11510.3 .

4.2. Decreases in PO total do not require reapproval of document.

It can be observed that decreasing unit price, quantity or total amount does not require reapproval of document.

It is standard functionality that when re-approving a PO whose document total is less than originally approved that thePO does not pass through the Approval Hierarchy. And in case of decreasing the unit price or quantity the documenttotal is lowered.

To achieve the functionality where PO's whose Document Total has decreased after being approved would then passthrough the Approval Hierarchy upon re-approval, the WF attribute mentioned should be set to a negative value.

Most commonly, the business requirement would that all POs pass through the Approval Hierarchy regardless of thereduction of the Document Total. In these cases the value for the attribute would be '-100'

The following SQL can be used on 11.5.10 to update the WF Attribute...

update WF_ITEM_ATTRIBUTES

set NUMBER_DEFAULT = -100

where item_type = 'POAPPRV'

and name = 'CO_H_PO_TOTAL_T';

Additionally per Development in Bug:13836409 - PO WORKFLOW ATTRIBUTES NOT CHANGED-SHOULD BE 0:

After a PO line quantity is decreased,the following attributes may show as '0' :Change Order Distribution Quantity Ordered Change 0Change Order Lines Quantity Change 0Change Order Shipments Quantity Change 0

These are the workflow attributes at the document level. Their values are stored are as below:

SELECT max(po_chord_wf0.percentage_change(PODA.quantity_ordered, POD.quantity_ordered))from PO_DISTRIBUTIONS_ALL POD, PO_DISTRIBUTIONS_ARCHIVE_ALL PODAWHERE POD.po_release_id = x_po_release_idAND POD.po_distribution_id = PODA.po_distribution_id (+)

AND PODA.latest_external_flag (+) = 'Y';

https://support.oracle.com/epmos/faces/BugDisplay?id=4278227

https://support.oracle.com/epmos/faces/ui/patch/PatchDetail.jspx?patchId=4487674

https://support.oracle.com/epmos/faces/BugDisplay?id=13836409



So the max change percentage value is always retained in these attributes.If one PO line has no quantity change and another PO line has a negative quantity change, then the attribute value isset to Zero.

4.3. Events that will NOT change the document status to Requires Reapproval

Also two events have been identified which do not cause the document status to change to Requires Reapproval:

1. Rescheduling a Purchase Order from the ASCP Workbench 2. Changing approved Drop Shipment

4.3.1. Rescheduling a Purchase Order from the ASCP Workbench

Rescheduling a Purchase Order from the ASCP Workbench will not cause the document to require reapproval. Thestatus of the Purchase Order will remain unchanged.

4.3.2.Changing approved Drop Shipment

When an externally sourced Sales Order line is updated, automatically the related Purchase Order line/shipment isupdated as well. If the Purchase Order is in approved state the PO approval workflow is launched. If the Buyer hasenough authority the Purchase Order is automatically approved. If the Buyer does not have enough authority the statusof the Purchase Order changes to 'In Process'.

Still Have Questions?

To discuss this information further with Oracle Experts and industry peers, we encourage you to review, join or start adiscussion in the My Oracle Support Procurement Community.

SUMMARY

This document is designed to give a complete overview of the Repapproval Rules and the Change Order workflowwithin Purchasing. The paper is designed to assist in understanding which changes can cause a document to requirereapproval and how to allow certain changes to bypass full (manual) reapproval

REFERENCES

NOTE:728789.1 - How to force a PO Through The Approval Hierarchy When Re-approving With a Lower DocumentTotal

https://communities.oracle.com/portal/server.pt/community/procurement/230

https://support.oracle.com/epmos/faces/DocumentDisplay?id=728789.1