CV.040 Conversion Data Mapping

GOK-MD050.XXX

PO Approval Workflow

GOK-MD050.XXX

PO Approval Workflow

GOK-MD050.XXX

PO Approval WorkflowAuthor:NamePositionDate and Signature

Tim FaberIBM Consultant

Control Number:GOK-MD050.XXXVersion:Issue 1

Effective Date:

Approvals:NamePositionDate and Signature

Tom JonesGeokinetics Purchasing Lead

Document Control

Change Record

4DateAuthorVersionChange Reference

16-Sep-08Tim FaberIssue 1New Document

Reviewers

NamePosition

Distribution

Copy No.NameLocation

1 Library MasterProject Library

2

3

4

Note: The copy numbers referenced above should be written into the Copy Number space on the cover of each distributed copy. If the document is not controlled, you can delete this table, the Note To Holders, and the Copy Number label from the cover page.

Note To Holders:

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Contents

2Document Control

Functional Overview4Basic Business Needs4Assumptions4Major Features4User Procedures4Report Descriptions6Prerequisites6Report Layout and Data elements6Report Parameters7Report Headings7Page Breaks8Security8When to Run the Program8Performance Considerations8Log Output8Open and closed issues9Open Issues9Closed Issues9

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Functional Overview

The PO Approval Workflow controls the approval of purchasing documents.Note: Introduce the document with a short paragraph about the content.

Basic Business Needs

Geokinetics allows their purchasing department to create and approve purchase orders of any value provided there is an approved requisition associated with that PO. Conversely, any purchase order that is not associated with a requisition needs to be approved by someone other than the buyer who created it again regardless of dollar value.Assumptions

Purchase Orders that require approval will use the standard Oracle approval hierarchy and approval assignments. In order to automatically approve a purchase order, all lines must be on approved requisitions. If any line is not on a requisition, the entire PO requires approval.Major Features

Auto-Approve Purchase Orders created from approved requisitions

Automatically approve any Purchase Order that contains only lines on approved requisitions.

User Procedures

Procedure to create a purchase order from a requisition and submit it for approval:1. Create a requisition in iProcurement (note requisition number)

2. Navigate to the Autocreate form and search for requisition

3. Click in the box to the left of each line and click Automatic

4. Click Create

5. After purchase order is created, add a supplier, supplier site and ship-to location

6. Click Approve and then OK

Workflow Descriptions

The following defines required customization to PO approval workflow:

Prerequisites

Set-up the purchasing module and define purchasing documents.

Define a vendor and ship-to location and create a purchase order.Workflow Process Flow

A custom function needs to be added to the PO Approval Process process (see diagram). This function will determine whether all the lines on the PO are associated with approved requisitions. If they are, the flow will skip the approval notifications and go directly to the Reserve Before Approve process. If not, the flow will go directly to the Find Approver process.

When to Run the Program

Timing

Submission of purchase orders for approval triggers this workflow.Frequency

Ad-hoc.

Performance Considerations

Data Volumes

Data Volumes will be low. They currently generate less then a hundred purchase orders a day.Estimated Number of Users

One to ten users

Log Output

There is no output log for workflows. A history of the workflow item will reside in the workflow tables until it is purged.Open and closed issues

Note: Add open issues that you identify while writing or reviewing this document to the open issues section. As you resolve issues, move them to the closed issues section and keep the issue ID the same. Include an explanation of the resolution.

When this deliverable is complete, any open issues should be transferred to the project- or process-level Risk and Issue Log (PJM.CR.040) and managed using a project level Risk and Issue Form (PJM.CR.040). In addition, the open items should remain in the open issues section of this deliverable, but flagged in the resolution column as being transferred.

Open Issues

IDIssueResolutionResponsibilityTarget DateImpact Date

1

Closed Issues

IDIssueResolutionResponsibilityTarget DateClosed Date

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