EBS GL AME WF Configuration White Paper Final PDF

Oracle General Ledger Journal Approvals
Integration with Oracle Approvals Management

and Oracle Workflow
Quick Start Guide
ORACLE WHITE PAPER | AUGUST 2015
Table of Contents
Introduction 2
Overview 3
Setup Steps 4
Implementation Considerations 7
Administer AME Rules 7
Business Rules and Logic 7
Monitor Exceptions 8
Action History 8
Oracle General Ledger Attributes Available for AME Rules Configuration 9
Action History Table 13
Guidance on AME Rules Setup for Oracle General Ledger Journal Approvals 14
Worked Examples of Oracle General Ledger Journal Approval Rules in AME 18
1. Journal approval with more than one approver and all approvers must approve 18
2. Journal approval where first responder wins 22
3. Multiple approvers dependent on account and journal debit amount 26
4. Journal batch approval with multiple ledgers and different approvers 31
Conclusion 36
1 | ORACLE GENERAL LEDGER JOURNAL APPROVALS INTEGRATION WITH ORACLE APPROVALS MANAGEMENT AND ORACLE WORKFLOW, QUICK
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Introduction
Governance, control and compliance are important to enterprises to protect the business from fraud
and errors when processing business transactions. Actual job titles and organizational structures may
vary greatly from one organization to another, depending on the size and nature of the business.
Accordingly, ranks or hierarchies are less important than the skill sets and capabilities of the
individuals involved, and hence separation of duties becomes paramount. Enterprises are looking for
ways to be pro-active with automated detection and routing of business transactions for approval to
appropriate authorized personnel in accordance with segregation of duties defined for the enterprise.
This white paper focuses on the enhancement to Oracle General Ledger for the journal approvals
process. The enhancement enables integration between Oracle General Ledger, Oracle Approvals
Management and Oracle Workflow, which enables configuration of flexible rules to allow for
appropriate routing to one or more approvers, sequentially or in parallel, as well as tracking the
approval status for the journals processed. The aim of this white paper is to provide a quick start guide
on how to set up journal approval rules for Oracle General Ledger by utilizing the capabilities of Oracle
Approvals Management and Oracle workflow.
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Overview
The Journal Approvals functionality in Oracle General Ledger has been enhanced to provide integration with Oracle
Approvals Management and Oracle Workflow to provide greater flexibility for you to define journal approval rules.
Figure 1.Overview of Journal Approvals process in Oracle General Ledger when integrated with Oracle Approvals Management and
Oracle Workflow
You can build your rules for combinations of ledger, entered amount, approval level, or other scenarios. In addition,
define your rules based on attributes from the different parts of your journal, including the ledger, batch, header, or
line level. For example, use category, source, account, or descriptive flexfield information as selection criteria for
journal approval.
Oracle Approvals Management enables you to define approval lists based on:
Supervisory Hierarchy from Oracle Human Resources (HR)

Approval Groups
Dynamic Approval based on Attributes
You can define the approval process to run sequentially or in parallel to multiple approvers, and define if first
responder wins, or if all approvers must approve.
Oracle Workflow integrates with Oracle Approvals Management and Oracle General Ledger to route the notifications
to the appropriate set of approvers for review, and to enable action to be taken to approve or reject a journal. Once
the approver has responded the status is sent from Oracle Workflow to Oracle General Ledger and is reflected in
the approval status of the journal.
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Setup Steps
The following setup steps must be executed to enable Oracle General Journal Approvals integration with Oracle
Approvals Management and Oracle Workflow:
1. Install the Oracle Workflow Builder client component program if you want to modify the Journal Approval
Workflow. For more information on workflow installations, see: Setting Up Oracle Workflow, Oracle Workflow
Administrator's Guide.
a. Set up approvers to receive notifications. You can set up Oracle Workflow Notification Mailer so
the Journal Approval Workflow Program can use e-mail, and your system administrator can grant
approvers access to view journal approval notifications from the Oracle Workflow Notification
Worklist web page. For more information see: Setting Up Oracle Workflow, Oracle Workflow
b. Complete additional Oracle Workflow setup steps. Specify the timeout value, the time period in
which an approver needs to respond before sending a reminder notification or escalating the
request to the approver's manager. For more information, see: Setting Up Oracle Workflow,
Oracle Workflow Administrator's Guide
c. (Optional) Modify the Journal Approval Workflow. For example, you can modify the message text
that appears on your notifications. See: Setting Up Oracle Workflow, Oracle Workflow
d. Set up a designated person who receives notification of workflow errors through the Oracle
Workflow Default Error Process. Oracle recommends that the person who receives Oracle
Approvals Management error notifications should also receive Oracle Workflow process error
notifications. See: Setting Up Oracle Workflow, Oracle Workflow Administrator's Guide.
2. Install and set up Oracle Approvals Management (AME).
Implementation Tip: If you are an existing Oracle E-Business Suite customer who has already integrated another
Oracle E-Business Suite product with Oracle Approvals Management and Oracle Workflow, such as the Oracle
Payables Invoice Approval process, you may already have installed the Oracle Workflow Builder client component
program and Oracle Approvals Management and then you need not execute these two installs again.
3. Enable Journal Approval for relevant ledgers.

a. The checkbox for Enable Journal Approval must be checked in the Journal Processing region
of the Ledger setup via the Accounting Setup Manager for each ledger that you want the journal
approvals process to apply.
4. Two new profile options need to be reviewed and set for the Oracle General Ledger (GL) Journal Approvals
Management Integration with Oracle Approvals Management and Oracle Workflow, as follows:
a. The profile option GL: Use Approval Management (AME) for journal approval determines if
Oracle Workflow will follow the existing process of approving journals using the Supervisor
hierarchy and Employee Limits form or use the new integration with Oracle Approvals
Management and Oracle Workflow. Set this profile option to Yes at Site level to use Oracle
Approval Management (AME) and Oracle Workflow for journal approval in Oracle General
Ledger.
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Figure 2. New profile option GL: Use Approval Management (AME) for journal approval
b. The profile option: GL: Number of journal lines to display in AME journal approval
notification determines the maximum number of lines to display in the journal approvals
notification, which is sent to the journal approver(s). The default value is set to 5. If the journal
contains more than 5 lines, a hyperlink enables the approver(s) to access the full journal in
Oracle General Ledger. It is recommended that you do not set the value to higher than 10 due to
a limitation with the file size of the workflow approval notification.
5. Create a HR Supervisor Approval Hierarchy
Use the Enter Person window in Oracle General Ledger to enter all of your employees who are
involved in preparing and approving journal entries and batches.
See: Entering a New Employee, Oracle Human Resources User's Guide
When you enter an employee, you also enter the employee's supervisor or manager name. The
supervisor is the default next approver for journal entries and batches. Likewise, the supervisor's
manager is the next approver after the supervisor.
6. Create and Maintain Approval Limits (optional step but could be useful in subsequent AME definitions)
a. Navigate to the Journal Authorization Limits form in Oracle General Ledger Super User
responsibility to create and maintain the approver limits:
Enter the ledger in the Ledger column. You can select a ledger in your data access set
if you have read / write access to at least one or more balancing segment values or
management segment values in the ledger.
Note: If you use reporting currencies (journal or subledger level), you can enter a
reporting currency in the Ledger column if you have read / write access to one or more
balancing segment values or management segment values in the reporting currency.
The Currency column defaults to the currency of the ledger or reporting currency you
entered in the previous step.
i. Enter the Employee name, or select it from the list of values.
ii. Enter the amount of the employee's Authorization Limit.
Repeat the previous two steps for each employee for whom you want to define
authorization limits.
iii. Save your work.
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7. To configure Oracle Approvals Management (AME) Rules, ensure you use the responsibility Approvals
Management Business Analyst
a. A prerequisite to using the Approvals Management Business Analyst responsibility and the
Business Analyst Dashboard is to first add roles to the AME Setup user through the User
Management responsibility and secondly to grant data access to the AME Setup user through
the Functional Administrator Responsibility. Without the proper roles and data access the AME
Setup user will not be able to define AME rules.
b. In AME, you define the rules that the system uses to determine who the appropriate approvers
are for a journal batch or journal in Oracle General Ledger.
c. Navigate to the Business Analyst Dashboard and click on the setup for GL Journal Approval
transaction type.
d. Navigate to the Conditions tab and setup a new condition to enable the rule for AME.
e. Once all the conditions are set, click on the Rules tab and create rules to check for AME
Approval.
f. Set up the Action type and define Voting Method, which will be followed by the Oracle Workflow
integration with Oracle Approvals Management for journal approval in Oracle General Ledger.
g. Action Types can be set up at Supervisory level or Approval Group chain of Authority.
To set up Dynamic Approvers, the Action Type should be set as Approval Group chain of
Authority and Voting Method should be set. To set up a normal HR Supervisor Hierarchy level
approval, select the Action Type as Supervisory Level and set the Voting method.
h. If the approver level needs to be Dynamic or Static, then you need to create a new Approver
Group and select the Usage Type field as Static or Dynamic.
i. If the usage type selected is Dynamic, then you must write a SQL Query to derive the
approver list. For more details on how to use the AME Attributes refer Oracle Approvals
Management Implementation Guide.
ii. If the usage type selected is Static, then the Approver Type will need to be updated.
i. Testing your AME rules for Oracle General Ledger Journals
i. To ensure that the AME rules satisfy the conditions and actions you can create a
journal and then test it using the AME Test Workbench before submitting the journal for
approval. It is advisable to test every time AME rules are modified or for debugging of
journals.
ii. If the submitted journal satisfies AME rules, it will follow the Approval Hierarchy which
is set in the AME setup in the Action Type.
iii. In case the journals do not satisfy any of the AME Rules, and complete in error, then
you can use the Test Workbench for further investigation.
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Implementation Considerations
Administer AME Rules

Typically it will be a system administrator, in coordination with the finance department, at a corporation who will
configure and maintain the approval rules utilizing the Approvals Management Business Analyst responsibility.
Conditions identify values and value ranges for some or all of the attributes available. Conditions may need to be
created using the AME Business Analyst Dashboard by selecting the Conditions link. Similarly, selecting the Rules
link from the AME Dashboard enables the creation of Rules.
Business Rules and Logic

The following business rules and logic apply to the journal approvals process in Oracle General Ledger when
integrating with Oracle Approvals Management and Oracle Workflow:
Enable Journal Approval should be checked in the Accounting Setup Manager for the ledger.
Journal Approval in Oracle General Ledger is required when a journal is input or reversed using the Journals UI in
Oracle General Ledger but only when the journal source is set to Require Journal Approval.
Batches may consist of multiple journals with many lines. A batch may have two journals, where the first journal
relates to ledger A, and the second journal relates to ledger B. For each of the journals a different approver may
be required. You can define the rules to track a journal batch as approved only once approvals are received from
all approvers for all journals (related to different ledgers) in the batch.
The approval list generation will be controlled through AME. This will enable you to modify the conditions of the
business rules. Those rules will also be available for use by other subscribing applications to AME.
When an approver receives a journal approval notification, he or she should review the journal details and then
make one of the following decisions:
Approve
Reject
Reassign this will be delegating their authority to another Oracle user
Request Information requesting more information from the journal preparer
The approver is approving or rejecting all relevant lines within a journal. There is no option to approve some
journal lines while rejecting other journal lines for a journal. The Journal batch is perceived approved once all
required responses are positive.
If a journal is rejected, a Rejection Notification will be sent to both the preparer and all approvers that had
approved the journal at that point.
You must decide on a business process to handle the subsequent actions after the rejection of journals by
approvers.
Approvers can exercise the option of using the standard vacation rules to route to other approvers (when on
vacation or due to absence). If notifications time out (by default after 7 days), and the HR Supervisor Hierarchy is
used in the AME rules the approvers supervisor receives the notifications automatically to approve or reject (i.e. if
supervisor approves then journal is approved after all other approvers approve and if supervisor rejects then the
journal is rejected).
When no approver can be found for a journal in Oracle General Ledger, the workflow system administrator and
the preparer is sent a notification. The notification to the Preparer is for information purposes only with no activity.
The AME/workflow system administrator and preparer receives notifications on two occasions
When the AME Rule setup is invalid.
When the AME Rules has no approvers.
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Once the AME/workflow system administrator fixes the problem (i.e. fixes the AME rules) and r the journal batch
is re-submitted for approval, the preparer will once again receives the notification that the problem is fixed and
journal is resubmitted for approval.
Where journals have been created from previously approved journals that had an Auto-reversal element then the
reversal journals do not require re-approval. This is due to the originating journal having been through the
approval process.
Journals that are generated using an Auto-Reversal process will occur at the start of accounting periods.
Time-outs within Oracle Workflow are set to a default of 7 days.
Monitor Exceptions
The Workflow system administrator should monitor the Journal Batch workflow type for workflows that end in an
error state.
Action History
A new Action History table named GL_WF_ACTION_HISTORY tracks the responses from the approvers to the
Oracle Workflow journal approval notifications. The new table can be used as a basis to create custom reports, if
needed, to audit the current status of journals approvals.
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Oracle General Ledger Attributes Available for AME Rules Configuration
New Oracle General Ledger attributes are available in Oracle Approvals Management to use to build your approval
rules. These attributes are listed below
ITEM CLASS HEADER (MATCHES WITH JOURNAL BATCH LEVEL ATTRIBUTES)
Attribute Name Description
BATCH_PERIOD The attribute can be used to specify separate approval chain for journals submitted for instance in
adjustment periods or for instance for journals submitted in the final period of the financial year.
BATCH_DEBIT_RUNNING_TOTAL The attribute can be used to specify separate approver groups depending on the journal batch
debit amount. For instance, if the journal batch debit amount is greater than 1 million USD then
request for approval should go to senior management group.
BATCH_CREDIT_RUNNING_TOTAL The attribute can be used to specify separate approver groups depending on the journal batch
credit amount. For instance if the journal batch credit amount greater than 1 million USD then
request for approval should go to senior management group.
BATCH_ATTRIBUTE1 The attribute can be used for any specific client business requirement, information for which is
captured in journal batch Descriptive Flexfield segment 1.
captured in journal batch Descriptive Flexfield segment 3
FISCAL_YEAR The attribute can be used along with combination of other attributes, in order to create conditions
to select approvers.
PERIOD_START_DATE The attribute can be used to select a separate approver groups based on journal dates. For
instance, if the date falls during the last week of the period then approver group to be separate
from normal dates.
PERIOD_END_DATE The attribute can be used to select a separate approver groups based on journal dates. For
instance, if the date falls during the last week of the period then approver group to be separate
from normal dates.
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JOURNAL_TYPE The attribute can be used to approve journals based on the journal types, i.e. Actual, Budget &
Encumbrance.
ITEM CLASS LINE (MATCHES WITH JOURNAL HEADER LEVEL ATTRIBUTES)
JOURNAL_CATEGORY The attribute can be used for identifying approval groups based on journal categories.
JOURNAL_SOURCE The attribute can be used for identifying approval groups based on journal source.
JOURNAL_DATE The attribute can be used for identifying approval groups based on journal date.
JOURNAL_HEADER_DEBIT_RUNNING_TOTAL The attribute can be used to specify separate approver groups depending on the
journal header debit amount. For instance, if the journal header debit amount is
greater than 1 million then request for approval should go to senior management
group.
JOURNAL_HEADER_CREDIT_RUNNING_TOTAL The attribute can be used to specify separate approver groups depending on the
journal header debit amount. For instance, if the journal header debit amount is
greater than 1 million then request for approval should go to senior management
group.
JOURNAL_HEADER_ATTRIBUTE1 The attribute can be used for any specific client business requirement, information for
which is captured in journal header Descriptive Flexfield segment 1.
LEDGER_NAME The attribute can be used to select approver groups based on the Ledger assigned to
the journal.
LEDGER_CURRENCY The attribute can be used to select approver groups based on the Ledger currency
assigned to the journal.
LEDGER_CURRENCY_TYPE The attribute can be used to select approver groups based on the Ledger Currency
Type assigned to the journal i.e. the Journal is for Statistical or Entered currency.
10 | ORACLE GENERAL LEDGER JOURNAL APPROVALS INTEGRATION WITH ORACLE APPROVALS MANAGEMENT AND ORACLE WORKFLOW,
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ITEM CLASS DISTRIBUTION (MATCHES WITH JOURNAL LINE LEVEL ATTRIBUTES)
JOURNAL_LINE_BSV The attribute can be used to create AME conditions based on balancing segment
value, i.e. depending on Balancing Segment (Qualifier) values forward the journal to a
specific approver group
JOURNAL_LINE_COST_CENTRE The attribute can be used to create AME conditions based on Cost Centre segment
value, i.e. depending on Cost Centre Segment (Qualifier) values forward the journal to
specific approver group.
JOURNAL_LINE_NATURAL_ACCOUNT The attribute can be used to create AME conditions based on Natural Account
segment value, i.e. depending on Natural Account Segment (Qualifier) Values forward
the journal to specific approver group.
JOURNAL_LINE_INTERCOMPANY The attribute can be used to create AME conditions based on Intercompany segment
value, i.e. depending on Intercompany Segment (Qualifier) Values forward the journal
to specific approver group.
JOURNAL_LINE_MANAGEMENT_SEG The attribute can be used to create AME conditions based on Management segment
value, i.e. depending on Management Segment (Qualifier) Values forward the journal
to specific approver group.
JOURNAL_LINE_SECONDARY_TRACKING The attribute can be used to create AME conditions based on Secondary Tracking
segment value, i.e. depending on Secondary Tracking Segment (Qualifier) Values
forward the journal to specific approver group.
JOURNAL_LINE_ATTRIBUTE1 The attribute can be used for any specific client business requirement, information for
which is captured in journal line Descriptive Flexfield segment 1.
which is captured in journal line Descriptive Flexfield segment 12
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GL_JOURNAL_LINE_DEBIT_AMOUNT The attribute can be used to specify separate approver groups depending on the
journal lines debit amount. For instance, if the journal line debit amount is greater than
ten thousand USD, then approver should go to Accountants / Supervisors.
GL_JOURNAL_LINE_CREDIT_AMOUNT The attribute can be used to specify separate approver groups depending on the
journal lines credit amount. For instance, if the journal line credit amount is greater
than ten thousand USD, then approver should go to Accountants / Supervisors.
Implementation Tip: When you define approval rules and conditions in Oracle Approvals Management using any of
the above attributes you need to be consider whether attributes at journal line level will clash with any other
attributes you might use for rules definitions at a higher level such as at journal header or journal batch level.
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Action History Table
The new action history table tracks the journal status based on the responses the approvers give to the Oracle
Workflow routed journal approval notifications. The content of the table is outlined below. Also, please refer to the
Implementation Consideration chapter in this white paper for further information about the Action History table.
ACTION HISTORY TABLE
Column Name Data Type Column Description
OBJECT_TYPE_CODE VARCHAR2 Name of the object. GLJOURNAL for Journal Batch Approval.
OBJECT_ID NUMBER Journal batch Id.
SEQUENCE_NUM NUMBER Sequence number of the record.
VARCHAR2 Workflow Item type of parent process GLBATCH for Journal

WF_ITEM_TYPE
Batch Approval.
WF_ITEM_KEY VARCHAR2 Workflow Item key of parent process.
VARCHAR2 Name of the preparer who submitted the journal batch for
WF_PREPARER_NAME approval.
VARCHAR2 Name of the approver who responded to the journal batch

WF_APPROVER_NAME approval notification.
LAST_UPDATE_DATE DATE Last update date for the notification.
LAST_UPDATED_BY NUMBER Last updated by for the notification.
CREATION_DATE DATE Creation date for the notification.
CREATED_BY NUMBER Created by for the notification.
ACTION_CODE VARCHAR2 Current status for the notification.
ACTION_DATE DATE Date when the action was updated.
EMPLOYEE_ID NUMBER Approver to whom the notification is sent.
NOTE VARCHAR2 Comments from the responder of the notification.
LAST_UPDATE_LOGIN NUMBER Last updated logic.
APPROVAL_GROUP_ID NUMBER Approval group Id to which the employee_id belongs.
Note: The Action History table tracks the status only for the Oracle General Ledger Integration with Oracle
Approvals Management and Oracle Workflow.
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Guidance on AME Rules Setup for Oracle General Ledger Journal Approvals
This chapter provides guidance on Oracle Approvals Management (AME) rules setup for the Oracle General Ledger
Journal Approvals process. It is assumed that you have already completed setup steps 1-5 (step 6 is optional) and
7a as outlined on pages 4-6 in this white paper.
Setup Steps to Create a GL Journal Approval Rule in Oracle Approvals Management
Navigate to Business Analyst Dashboard and click on the setup for GL Journal Approval transaction type
Figure 3. Screenshot of Navigation to Business Analyst Dashboard
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Select the GL Journal Approval transaction type and click on Setup.
Figure 4. Screenshot of GL Journal Approval Transaction Type in Oracle Approvals Management
Navigate to Conditions tab and setup a new condition to enable the rule for AME
Click on Create to create new AME Conditions and enter details.
Figure 5. Screenshot of Conditions in Approval Rules Definition in Oracle Approvals Management
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The screenshot below shows an example of one of the conditions defined.
Figure 6. Screenshot of a specific Condition defined in Approval Rules Definition in Oracle Approvals Management
Select Action Types tab to create new Actions.
Figure 7. Screenshot of Action Types defined in Approval Rules Definition in Oracle Approvals Management
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Create new Approver Groups in case you want to use Static or Dynamic approvers.
Figure 8. Screenshot of Approver Groups defined in Approval Rules Definition in Oracle Approvals Management
The example screenshot below is for an Approver Group with Static Approvers
Figure 9. Screenshot of a specific Approver Group defined in Approval Rules Definition in Oracle Approvals Management
If the approver level needs to be Dynamic or Static, than you need to create a new Approver Group and select the
Usage Type field as Static or Dynamic (refer to setup step 5h on page 6 in this white paper)
If the usage type selected is Dynamic, then you must write a SQL Query to derive the approver list.
If the usage type selected is Static, then the Approver Type will need to be updated.
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Worked Examples of Oracle General Ledger Journal Approval Rules in AME
To help you get started quickly with definition of journal approval rules utilizing Oracle Approvals Management a
number of worked examples are outlined below. The worked examples assume you have completed setup steps 1-5
(step 6 is optional) and 7a as outlined on pages 4-6 in this white paper.
1. Journal approval with more than one approver and all approvers must approve
This first worked example illustrates a simple journal approval process where a journal must be approved by multiple
approvers before the journal approval process completes.
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Define Approver Group

Navigate to Approver Groups region and add an Approver Group
Create a dynamic approver group GL_JRNL_AMOUNT2 to derive the approver based on authorization
limits set in Oracle General Ledger by writing a SQL query
Figure 12. Screenshot of Approver Group in Oracle Approvals Management with dynamic approval based on attributes
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Define the Action Types and ensure that:
Ordering mode is set to Parallel
Voting Method is set to Serial
The Approver Group GL_JRNL_AMOUNT2 is assigned
Figure 13. Screenshot of Action Types region with focus on Ordering Mode and Voting Method in Oracle Approvals Management
Define Rule
Navigate to Conditions region and add a condition
Use the seeded AME attribute GL_JOURNAL_RUNNING_TOTAL_DEBIT to define a condition for any
amount greater than 50 and less than 5,000
Figure 14. Screenshot of a Condition in Oracle Approvals Management
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Navigate to Actions region and add an Action Type after adding the condition to the new rule:
Assign the AME seeded approval-group chain of authority Action Type for Approver Group
GL_JRNL_AMOUNT2
Figure 15. Screenshot of Rule in Oracle Approvals Management
Now that the setup is complete, you can test the journal approvals process. To ensure that the AME rules satisfy the
conditions and actions you can create a journal and then test it using the AME Test Workbench before submitting
the journal for approval.
Validate that when one approver has approved the journal, the status of the journal batch is In Process but once
the all approvers have approved the journal the status of the journal batch changes to Approved.
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2. Journal approval where first responder wins
This second worked example illustrates a simple journal approval process where first responder wins, which means
the journal status will be Approved whenever anyone out of multiple approvers approves the journal.
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Define Approver Group

Navigate to Approver Groups region and add an Approver Group
Create an Approver Group named GL_Category_Allocation_Approver_Grp where the group of
approvers is static with three approvers assigned
Figure 18. Screenshot of Approver Group in Oracle Approvals Management where the group of approvers is static
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Define the Action Types and ensure that:
Ordering mode is set to Serial
Voting Method is set to First Responder Wins
The Approver Group GL_Category_Allocation_Approver_Grp is assigned
Figure 19. Screenshot of Action Types region with focus on Ordering Mode and Voting Method in Oracle Approvals Management
Define Rule
Navigate to Conditions region and add a condition
Use the seeded AME attribute GL_JOURNAL_CATEGORY to define condition for Allocation journal
category
Figure 20. Screenshot of Condition in Oracle Approvals Management based on GL_Journal_Category attribute
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Navigate to Actions region and add an Action Type after adding the condition to the new rule
Assign the AME seeded approval-group chain of authority Action Type for Approver Group
GL_Category_Allocation_Approver_Grp
Figure 21. Screenshot of Rule with Action Type in Oracle Approvals Management
conditions and actions you can create a journal and then test it using the AME Test Workbench before submitting
the journal for approval.
Validate that when one of the approvers has approved the journal, the status of the journal batch changes to
Approved.
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3. Multiple approvers dependent on account and journal debit amount
In this third worked example, lets say the journal approval routing is dependent on the natural account value and
amount, for instance:
If the account is 1214 and the journal debit amount is below 50,000.00 route journal approval according to HR
supervisor hierarchy
If the account is 1214 and the journal amount is between 50,000.00 and 499,999.99 route journal approval to the
senior director of the finance department
If the account is 1214 and the journal amount is 500,000.00 and above route journal approval to the Managing
Director
Setup steps to create the GL Journal Approval Rule in Oracle Approvals Management:
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Three AME approval rules will be need to be defined
Figure 24. Screenshot of Approval Rules in Oracle Approvals Management
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Define Rule 1 HR supervisor hierarchy for journal approval
Navigate to the Attribute tab to create a new attribute:
Perform setup to create an attribute (in this example used AME Attribute GL_NATURAL_EXISTS_ATTR1)
that checks if the Natural account (e.g. value 1214) exists in the journal lines using a function script
o The function script assigns either the value true or false (to the AME new attribute created above)
TRUE: if the natural account (in this case 1214) exists on any of the journal lines for the journal batch
created.
FALSE: if the natural account (in this case 1214) does not exists on any of the journal lines for the
journal batch created.
Figure 25. Screenshot of Attribute Definition (example) when defining Approval Rules in Oracle Approvals Management
Navigate to Conditions region and add two conditions:

Use the new AME attribute for the Natural Account above
Use the seeded AME attribute GL_JOURNAL_RUNNING_TOTAL_DEBIT to define condition for any
amount less than 50,000.00
Navigate to Actions region and add an Action Type:
Assign the AME seeded Supervisor level Approver Action Type
Figure 26. Screenshot of Definition of Approval Rule 1 in Oracle Approvals Management
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Define Rule 2 HR Senior director of the finance department for journal approval
Navigate to the Approval Group region
Create a new Approver group for static approver(s) in this example called GL_TESTCASE2_APPR2
Figure 27. Screenshot of Static Approver defined in Approver Group region in Oracle Approvals Management
Navigate to Conditions region and add two conditions to the Rule 2:

Use the new AME attribute for the Natural Account used in Rule 1 above
amount less greater than or equal to 50,000.00 and less than or equal to 499,999,99
Assign Static Approver group GL_TESTCASE2_APPR2
Define Rule 3 Managing Director for journal approval

Navigate to the Approval Group region
Create a new Approver group for static approver(s) in this example called GL_TESTCASE2_APPR3
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Figure 29. Screenshot of Static Approver defined in Approver Group region in Oracle Approvals Management
Navigate to Conditions region and add two conditions to the Rule 3:

Use the new AME attribute for the Natural Account used in Rule 1 above
amount greater than or equal to 500,000.00
Static Approver group GL_TESTCASE2_APPR3
conditions and actions you can create a journal and then each of the three rules using the AME Test Workbench
before submitting the journal for approval.
The outcome of the testing should be:

When a journal is submitted for approval with amount of 25,000 for account 1214 the journal approval notification
is routed through the HR supervisor Hierarchy to the appropriate approver.
When a journal is submitted for approval with amount of 175,000 for account 1214 the journal approval
notification is routed to the senior director of the finance department.
When a journal is submitted for approval with amount of 550,000 for account 1214 the journal approval
notification is routed to the Managing Director.
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4. Journal batch approval with multiple ledgers and different approvers
In this fourth worked example, lets say the journal approval routing is dependent on the ledger and the journal batch
consists of multiple ledgers, for instance:
If journal belongs to ledger XXGLAME-A, the journal should go to a static approver, say Raj,Ritu.
If the journal belongs to ledger XXGLAME-B, the journal should go to the static approver, say Bhanu, Ram.
Journals with category XXGLAMEREV only will be routed through this approval process.
Setup steps to create the GL Journal Approval Rule in Oracle Approvals Management:
QUICK START GUIDE
Define Approver Group for Ledger XXGLAME-A

Navigate to the Approver Groups section under Setup and create a new approver group LedgerA
Specify the voting method as Serial and usage type as Static
Add a row for the approver with approver type as HR People and Approver as Raj, Ritu
Figure 33. Screenshot of first Approver Group in Oracle Approvals Management
QUICK START GUIDE
Define Approver Group for Ledger XXGLAME-B
Navigate to the Approver Groups section under Setup and create a new approver group LedgerB
Specify the voting method as Serial and usage type as Static
Add a row for the approver with approver type as HR People and Approver as Bhanu, Ram
Figure 34. Screenshot of second Approver Group in Oracle Approvals Management
Define two approval rules as below
Figure 35. Screenshot of Approval Rules in Oracle Approvals Management
QUICK START GUIDE
Define Rule for Ledger XXGLAME A
Use the AME attribute GL_JOURNAL_LEDGER_NAME for the ledger name XXGLAME-A
Use the seeded AME attribute GL_JOURNAL_CATEGORY for the category name XXGLAMEREV
Assign the approval-group chain of authority called LedgerA
Figure 36. Screenshot of first Approval Rule in Oracle Approvals Management
Define another Rule for Ledger XXGLAME B

Use the AME attribute GL_JOURNAL_LEDGER_NAME for the ledger name XXGLAME-B
Use the seeded AME attribute GL_JOURNAL_CATEGORY for the category name XXGLAMEREV
Assign approval-group chain of authority called Ledger B
Figure 37. Screenshot of second Approval Rule in Oracle Approvals Management
conditions and actions you can create a journal batch with two journals for two ledgers using the AME Test
Workbench before submitting the journal for approval.
When a journal batch with journals belonging to multiple ledgers is submitted for approval, the journal belonging
to ledger XXGLAME-A is routed through the Approver Group with a static approver appropriate for Ledger A.
QUICK START GUIDE
When a journal batch with journals belonging to multiple ledgers is submitted for approval, the journal belonging
to ledger XXGLAME-B is routed through the Approver Group with a static approver appropriate for Ledger B.
Only once the two approvers have approved the two journals for the two ledgers will the approval status for the
journal be set to Approved
QUICK START GUIDE
Conclusion
The enhancement to the Journal Approvals process in Oracle General Ledger which now integrates with Oracle
approvals Management and Oracle Workflow enables enterprises to improve their governance, control and
compliance requirements in respect of segregation of duties for the processing and approval of journals in Oracle
General Ledger.
Oracle Corporation, World Headquarters Worldwide Inquiries

500 Oracle Parkway Phone: +1.650.506.7000
Redwood Shores, CA 94065, USA Fax: +1.650.506.7200
QUICK START GUIDE
CONNECT W ITH US
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Oracle General Ledger (GL) Journal Approvals Integration with Oracle Approvals Management and Oracle Workflow, Quick Start
Guide
August 2015
Authors: Helle Hennings and Prescilla Sadepalli
Contributing Authors: Cliffton Pereira and Jacob Cherian
37 | ORACLE GENERAL LEDGER JOURNAL APPROVALS INTEGRATION WITH ORACLE APPROVALS MANAGEMENT AND ORACLE WORKFLOW, QUICK START GUIDE

EBS GL AME WF Configuration White Paper Final PDF

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Oracle General Ledger Journal Approvals

Integration with Oracle Approvals Management

Administer AME Rules 7

Business Rules and Logic 7

Oracle General Ledger Attributes Available for AME Rules Configuration 9

Action History Table 13

Worked Examples of Oracle General Ledger Journal Approval Rules in AME 18

2. Journal approval where first responder wins 22

3. Multiple approvers dependent on account and journal debit amount 26

4. Journal batch approval with multiple ledgers and different approvers 31

Supervisory Hierarchy from Oracle Human Resources (HR)

2. Install and set up Oracle Approvals Management (AME).

3. Enable Journal Approval for relevant ledgers.

Administer AME Rules

Business Rules and Logic

ITEM CLASS HEADER (MATCHES WITH JOURNAL BATCH LEVEL ATTRIBUTES)

Attribute Name Description

ITEM CLASS LINE (MATCHES WITH JOURNAL HEADER LEVEL ATTRIBUTES)

Attribute Name Description

Attribute Name Description

ACTION HISTORY TABLE

Column Name Data Type Column Description

OBJECT_ID NUMBER Journal batch Id.

SEQUENCE_NUM NUMBER Sequence number of the record.

VARCHAR2 Workflow Item type of parent process GLBATCH for Journal

WF_ITEM_KEY VARCHAR2 Workflow Item key of parent process.

VARCHAR2 Name of the approver who responded to the journal batch

LAST_UPDATE_DATE DATE Last update date for the notification.

LAST_UPDATED_BY NUMBER Last updated by for the notification.

CREATION_DATE DATE Creation date for the notification.

CREATED_BY NUMBER Created by for the notification.

ACTION_CODE VARCHAR2 Current status for the notification.

ACTION_DATE DATE Date when the action was updated.

EMPLOYEE_ID NUMBER Approver to whom the notification is sent.

NOTE VARCHAR2 Comments from the responder of the notification.

LAST_UPDATE_LOGIN NUMBER Last updated logic.

APPROVAL_GROUP_ID NUMBER Approval group Id to which the employee_id belongs.

Setup Steps to Create a GL Journal Approval Rule in Oracle Approvals Management

Figure 3. Screenshot of Navigation to Business Analyst Dashboard

Figure 4. Screenshot of GL Journal Approval Transaction Type in Oracle Approvals Management

Click on Create to create new AME Conditions and enter details.

Figure 5. Screenshot of Conditions in Approval Rules Definition in Oracle Approvals Management

Select Action Types tab to create new Actions.

Figure 10. Screenshot of Navigation to Business Analyst Dashboard

Define Approver Group

Figure 14. Screenshot of a Condition in Oracle Approvals Management

Figure 15. Screenshot of Rule in Oracle Approvals Management

Figure 16. Screenshot of Navigation to Business Analyst Dashboard

Define Approver Group

Figure 22. Screenshot of Navigation to Business Analyst Dashboard

Three AME approval rules will be need to be defined

Figure 24. Screenshot of Approval Rules in Oracle Approvals Management

Navigate to Conditions region and add two conditions:

Figure 26. Screenshot of Definition of Approval Rule 1 in Oracle Approvals Management

Navigate to Conditions region and add two conditions to the Rule 2:

Figure 28. Screenshot of Definition of Approval Rule 2 in Oracle Approvals Management

Define Rule 3 Managing Director for journal approval

Navigate to Conditions region and add two conditions to the Rule 3:

Figure 30. Screenshot of Definition of Approval Rule 3 in Oracle Approvals Management

The outcome of the testing should be:

Figure 31. Screenshot of Navigation to Business Analyst Dashboard

Define Approver Group for Ledger XXGLAME-A

Figure 33. Screenshot of first Approver Group in Oracle Approvals Management