Use the Notification Details Web page, accessible through the Notifications Summary menu in Purchasing, to manage your pending approval queue and take approval actions. After opening a notification, you can also submit a document for approval from the notification if you didn't yet do it through the Approve Document window.
Purchasing offers the following document approval actions in the notification: Approve, Approve and Forward, Forward, and Reject. You can also reassign a notification to somebody else.
The profile option PO: Allow PO Approval Forward Action enables users to display or hide the Forwardand Approve and Forward buttons in the approval notification. When the value of the profile option is Yes, these two buttons are displayed. When the value of the profile option is No, these two buttons are not visible in the notification. The following buttons are displayed:
Approve
Reject
Reassign
Request Information
For more information on the profile options, see: Profile Option Category and Profile Options Descriptions , in the Profile Options appendix.
The approval amount noted in the notification includes nonrecoverable tax if you use tax and recovery rates. See: Tax Information in Purchasing.
The approval notification displays the header level attachments (View Document Attachments link) to the approvers. The Purchase order approval workflow has an attribute Display Attachments to control displaying of attachments in the approval notification. Setting the attribute to Yes will display the link View Document Attachments in the approval notification and all the header level attachments of the Purchase order in the approval notification. When Display attachments attribute is set to No, the approval notification will not display the header attachments.
An approver may be interested in viewing the charge account before approving the order document to understand the likely impact to the departmental budgets. The notification also shows the charge account at the line level for the approver. If there are multiple charge accounts for distributions, the link called Multiple shows in the lines region.
The Notifications Web page requires Oracle Workflow to be set up. See: Setting Up Oracle Workflow.
| Reassign and Forward | A Reassign action is not recorded in the Action History window, but a Forward action is. See: Viewing Action History. To reassign a notification but still record you as the approver, choose Reassign, and then choose Transfer. To forward the notification so that the new approver is recorded in the action history instead of you, open the notification and select the Forward action. (Do not use the Reassign/Transfer option.) |
| Ignore | Some reminder notifications include a response of Ignore. Ignore means that you are ignoring the notification for now. Purchasing will not display that notification again until the concurrent program process Send Notifications for Purchasing Documents runs. (See: Send Notifications for Purchasing Documents.) |
| Close Button | When you click Close, Purchasing considers the notification closed. If you want to see the notification again, choose Search and select a status of All or Closed. |
| Opening a Document | From a notification that you have opened, you can also drill down to the document and modify it if Approver Can Modify is enabled for the document type. See: Defining Document Types. Depending on the function security assigned to your responsibility, you have varying levels of access to information. A responsibility defines an application user's current privileges while working with Oracle Applications.
Important: After you modify a document opened through the notification, you must return to the notification and choose Approve there, not in the document itself, so that Purchasing can record your approval action and continue with or complete the approval process. |
In the Notifications Summary list, notifications for the following Purchasing documents appear. The Send Notifications for Purchasing Documents process must be running for some of these notifications to be sent:
Purchase orders and requisitions that require approval action.
Requisitions or purchase orders that are incomplete.
Purchase orders and releases that require acceptance. (You indicate on your standard purchase orders, purchase agreements, and releases whether you require your suppliers to accept your orders by a specific date by selecting Acceptance Required in the Terms and Conditions window.) For purchase orders and releases that have not been entered as accepted in the Acceptances window, Purchasing notifies you that acceptance is required. If the Acceptance Require By date indicates that the acceptance is overdue, Purchasing sends a notification that acceptance is past due.
Notifications such as Purchase Order Review Notification, Purchase Order E-Sign Notification, Purchase Order Approved FYI Notification, and Purchase Order E-Signed FYI Notification display header level attachments to the reviewers. The notifications also display the charge account at the line level for the reviewers.
RFQs and quotations with a Status of In Process. Purchasing sends a notification that the document requires completion.
RFQs for which the Status is Active and the current date is between the Due Date and the Close Date on the RFQ. Purchasing sends a notification that the RFQ is approaching expiration.
Quotations for which the Status is Active and the current date is between the Effectivity end date on the Quotation and the Quote Warning Delay end date in the Default region of the Purchasing Options window. Purchasing sends a notification that the quotation is approaching expiration.
Blanket purchase agreements or catalog quotations sent by your supplier through the Purchasing Documents Open Interface when price increases on those documents exceed a price update tolerance that you define. You receive a notification for each affected document. See: Receiving Price/Sales Catalog Information Electronically.
Reschedule notifications from Master Scheduling/MRP. Master Scheduling/MRP can automatically reschedule standard purchase orders and blanket and planned releases by changing the Need By date on the document if you respond to the reschedule notification with your approval. See: Summary of Exception Process 2, Oracle Master Scheduling/MRP and Oracle Supply Chain Planning User's Guide.
Debit memos that failed to be created when you entered a Return to Supplier transaction, if automatic debit memo creation is enabled in both the Supplier Sites and the Returns windows. The buyer is notified. See: Debit Memos.
If Oracle Services Procurement is implemented, you can also receive the Amount Billed Exceeded Threshold and the Contractor Assignment Completion notifications.
For notifications about purchase order acceptances, RFQ expiration, and quotation expiration, you can choose a response of Close. The closed notification won't reappear unless you change the expiration date on the document.
If you receive a notification titled Document Manager Failed:
Open the notification and read the detailed message. You or your system administrator may need to reactivate the PO Document Approval Manager. Once the PO Document Approval Manager is reactivated, respond to the notification by choosing Retry.
Important: After the PO Document Approval Manager is reactivated, you must respond to the notification with Retry to restart the approval process where it left off.
If you receive a notification titled Unable to Reserve Document:
You have several options:
Reserve the document again if, for example, more funds have been allocated.
Important: To reserve funds for the document, first open the document from the notification. Choose the Approve button in the document, and then check Reserve and OK. Then respond with Retry in the notification.
Send the document back to its preparer for modification; the preparer can then, for example, reduce the quantity on the document and submit it again for approval.
Forward the document to somebody else with authority to reserve the funds.
If you see Resubmit Requisition, Update Requisition, and Requisition Detail icons in a notification:
These icons enable you to resubmit, update, or view requisitions only if iProcurement is installed.
The following profile options are used to notify requesters when a purchase order is created from the requisition and when an autocreated purchase order is approved:
PO: Notify Requester on Order Creation
PO: Notify Requester on Order Approval
PO: Notify Buyers when Purchase Requisition is Assigned (this profile option is used to notify buyers when a purchase requisition is assigned)
For more information on the profile options, please refer to the Profile Option Category and Profile Options Descriptions section in the Profile Options appendix.
For more detailed instructions on how to use the Notifications Summary Web page, including the Worklist and Find Notifications pages accessible in the Workflow menu in Purchasing, see:To View Notifications from the Worklist, and To Find Notifications.
You can also view and respond to notifications through e-mail. Oracle Applications uses Oracle Workflow technology to route notifications through e-mail. This way, an approver who has easier access to e-mail than to the Purchasing application can view notifications and take approval actions. See: Reviewing Notifications via Electronic Mail.