Over the course of a complex work project, various pay items defined for the contract come due. To notify a buyer that a pay item needs to be processed for a completed unit of work, you can create a work confirmation.
Note: If there are any pay items linked to receipt of materials, then you cannot create work confirmations for those as long as the material is not fully received. Work confirmation can be created for the pay items only if the schedules mapped to the pay item are fully received. You can select a pay item only when all the schedules mapped to the Pay item are in the Closed for Receiving or Cancelled status. You cannot create a work confirmation if any of the mapped schedules to the pay item are in the Frozen, Open, or Finally Closed status.
To search for existing work confirmations:
From the home page, click the Orders tab, and then click the Work Confirmation sub-tab. The Work Confirmations page displays with the views listed. You can search for your work confirmations by using the View dropdown and clicking Go.
Alternatively, you could search for your work confirmations by using the Advanced Search button. When you click the Advanced Search button, the Work Confirmations Advanced Search region displays. You could use the standard search criteria, or use the Add Another dropdown to search using additional search criteria, such as PO Number, Order Line Number, Work Confirmation, etc.
To create a work confirmation:
Access the purchase order.
On the PO Details page, select Create Work Confirmation from the Actions menu and click Go.
From the View menu, select either
Pay Items Due This Week
Pay Items Due This Month
All Pay Items
You can also enter and track the progress of the complex work using the following fields:
Previously Requested / Delivered
Previous Progress %
Current Requested / Delivered
Material Stored
Note: The Material Stored field allows the supplier to request a payment for material which has been purchased and stored on site for use. Using the work confirmation, the supplier can enter the requested amount based on work actually completed, and has an option for requesting payment for material purchased but not yet consumed in work.
Current Progress %
Total Requested / Delivered
Total Progress %
You can enter / update the values of the Current Progress % and Total Progress % fields, they will be recalculated.
Click Go.
On the Create Work Confirmation page, select one or more pay items and click Next.
Enter a work confirmation ID.
Enter a request date for the work confirmation in the Date field. You can specify the request date as the current date or a past date, however, the date cannot be a future date. The system validates the date to ensure that it is in an open GL period and in open accounting / receiving periods if the request date is entered. When the Work confirmation is created by the buyer on behalf of the supplier then the date validation takes place during creation; if the supplier creates a work confirmation, then the date validation takes place only during approval of the work confirmation.
If this work confirmation reflects a particular span of time, optionally enter performance period dates.
Accept the default or enter a value for Requested/Delivered. .
Update the Progress Percentage column, if appropriate.
Enter comments in the Comments text area. The comments specified at this header level are displayed as part of the notification to the approver.
You can enter comments for the work confirmation as a buyer, as a supplier or using the iSupplier Portal - Internal View responsibility.
Attachments added to the Complex Purchase Order at the pay item level are displayed to the buyer when work confirmations are created.
Click Save to keep a draft work confirmation in the system. You can return to the draft later for make further updates or submit it. When you have finished defining your work confirmation, click Submit. Once you click Submit, the approver is notified of the work confirmation and must approve it.
Internal users / buyers / contractors can create work confirmation even if the complex purchase order transaction has a status Frozen, however suppliers cannot.
To view/update an existing work confirmation:
You can view existing work confirmations.
From the Orders tab, click the Work Confirmations subtab.
From the View menu, select either
Last 25 Work Confirmations
Draft Work Confirmations
Rejected Work Confirmations
All Work Confirmations
The search results show the progress of the complex work order using the following columns:
Previous Requested
Previous Delivered
Current Requested
Current Delivered
Total Progress %
Click the work confirmation number to access and view the work confirmation.
You can select the work confirmation and click Update if you need to make changes to confirmation or address any issues with a rejected confirmation. You can modify details of a rejected work confirmation as well as add additional items.
If the confirmation has a status of Processing, Rejected, or Pending Approval, you can select the confirmation and delete it.
The supplier submits a work confirmation for approval, and the buyer rejects the work confirmation and adds header level comments stating the reason for rejection; these comments are visible to the supplier when the supplier updates the rejected work confirmation.
Buyers or other users using the iSupplier Portal - Internal View responsibility can use the action View Work Confirmation. The View Work Confirmation page displays the Approval History column. The Approval History icon, when clicked, displays the Approval History page that shows you the current and pending approvers. The Approval History icon does not display if the transaction has an error, or has a status of Draft or Processing.
The Approval History icon is shown to users only if the status of the work confirmation document is: Pending Approval, Error, Rejected, Approved, Processed, Processing Error, Cancelled and Corrected. This icon is not visible if the status of the work confirmation document is Draft or Processing.
The Approval History page has two regions:
The first region displays the Approvers sequenced in order according to the date and timestamp of when they took action regarding the notification. This section also displays the approved person and the date of approval along with comments.
The second region displays the current/pending approvers, the type of approvers and the approver with whom the document is pending.
Buyers or other users using the iSupplier Portal - Internal View responsibility can view the status column of the work confirmation documents.
The status column is displayed as a hyperlink only for Error and Processing Error statuses. The hyperlink opens the View Errors page (if the system captures any errors). For all other status of the work confirmation document, the status column does not have a hyperlink.
The View Errors page displays all the validation failures that are identified when running the Receiving Transaction Processor concurrent program. Internal users cannot perform any action, or take corrective actions using this page.
To correct an existing work confirmation:
You can correct existing work confirmations that are in the Processed or Approved status.
From the Orders tab, click the Work Confirmations subtab.
From the View menu, select the Work Confirmations I Have Approved option or the All my Work Confirmations option.
Click the Go button.
The search results show a list of work confirmations as per the option you select in step 2. Click the work confirmation number link of a work confirmation, with the status as processed or approved, to access the required work confirmation details.
Click the Correct button.
Enter the required correction. You can correct details such as the requested/delivered amount/quantity, Date, and the percentage of progress, under the Current and Total headers of the work confirmation.
Ensure that the value you enter in the Requested/Delivered or the Progress (%) field is lesser than the approved value.
Ensure that you enter appropriate comments in the Comments field for each pay item submitted for correction.
Ensure that you select the pay items for which you want to submit a correction by selecting the appropriate check box.
You can update or correct the request date as the current date or a past date, however, the date cannot be a future date or earlier than the receipt creation date. The system validates the date to ensure that it is in an open GL period and in open accounting / receiving periods if the date is updated.
Click the Submit button.
You can verify the work confirmation correction after the status of the work confirmation changes to Corrected. You can view the correction details in the Work Confirmation Correction History region on the Work Confirmation Details window.
For complex work purchase orders:
When the document style has both "Schedules" and "Progress Payments" enabled and if all the lines in the order document has "Schedule" related details then the header region caption displays "Ship-To Address" and "Bill To Address"
When the document style has both "Schedules" and "Progress Payments" enabled and if any of the lines in the order document has "Pay items" details then the header region caption displays "Work Location" instead of "Ship to Address" and "Bill To Location" instead of "Bill To Address"
When the Order document has both "Schedules" and "Progress Payments" enabled, then the column name "Pay item" in the changes to "Schedule/Pay item".
Depending on business requirements, administrators can setup approvers and reviewers in AME for work confirmation approval.
Organizations can use the predefined AME transaction type (WCAPPROVE) and Work Confirmation Approval workflow process on the supplied components and their business requirements.
Based on the setup, the Approvers region displays approvers, reviewers, and signers.
Creators of the work confirmation have the flexibility to send Work Confirmation documents to approvers based on the AME setup.
Approvers can edit Work Confirmation when they receive the approval notification.
Approvers can approve, approve and forward, reject, or reassign the Work Confirmation approval notification. They can add their comments to the notification page.
For information about AME, refer to the Oracle Approvals Management Implementation Guide.