GOK-MD050.

XXX
PO Approval Workflow

GOK-MD050.XXX
PO APPROVAL WORKFLOW
Author:
Name

Position

Tim Faber

IBM Consultant

Date and Signature

Control Number: GOK-MD050.XXX

Version:

Issue 1

Effective Date:
Approvals:
Name

Position

Tom Jones

Geokinetics Purchasing
Lead

Date and Signature

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GOK-MD050.XXX
PO Approval Workflow

Document Control
Change Record
4

Date

Author

Versio
n

Change Reference

16-Sep08

Tim Faber

Issue 1

New Document

Reviewers

Name

Position

Distribution

Copy
No.

Name

Location

1
2
3
4

Library Master

Project Library

Note To Holders:
If you receive an electronic copy of this document and print it out, please
write your name on the equivalent of the cover page, for document control
purposes.
If you receive a hard copy of this document, please write your name on the
front cover, for document control purposes.
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GOK-MD050.XXX
PO Approval Workflow

Contents
Document Control.......................................................................................2
Functional Overview....................................................................................4
Basic Business Needs............................................................................4
Assumptions..........................................................................................4
Major Features.......................................................................................4
User Procedures....................................................................................4
Report Descriptions.....................................................................................6
Prerequisites.......................................................................................... 6
Report Layout and Data elements.........................................................6
Report Parameters.................................................................................7
Report Headings....................................................................................7
Page Breaks........................................................................................... 8
Security................................................................................................. 8
When to Run the Program.....................................................................8
Performance Considerations.................................................................8
Log Output............................................................................................8
Open and closed issues..............................................................................9
Open Issues........................................................................................... 9
Closed Issues.........................................................................................9

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GOK-MD050.XXX
PO Approval Workflow

Functional Overview
The PO Approval Workflow controls the approval of purchasing documents.

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

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GOK-MD050.XXX
PO Approval Workflow

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.

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PO Approval Workflow

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GOK-MD050.XXX
PO Approval Workflow

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.

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PO Approval Workflow

Open and closed issues

Open Issues

ID

Issue

Resolution

Responsibility

Target
Date

Impact
Date

Resolution

Responsibility

Target
Date

Closed
Date

Closed Issues
ID

Issue

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