PO Approval Assignments

Description:

Active PO document approval group assignments with HR jobs or positions

Parameters

Operating Unit, Document Type, Approval Group, Job, Position

Used tables

po_position_controls_all, hr_all_organization_units_vl, per_jobs_vl, per_positions, po_control_groups_all, po_control_functions

Dependencies

If you would like to try one of these Oracle EBS SQLs without having Blitz Report installed, note that some of the reports require functions from utility package xxen_util.

Example Report

PO Approval Assignments 26-Jul-2018 134723.xlsx

Report SQL

www.enginatics.com/reports/po-approval-assignments/

Blitz Report™ import options

PO_Approval_Assignments.xml

Case Study & Technical Analysis: PO Approval Assignments Report

Executive Summary

The PO Approval Assignments report is a crucial configuration and audit tool for Oracle Purchasing, designed to provide clear visibility into active Purchase Order (PO) document approval group assignments. It details how approval groups are linked to specific HR jobs or positions, which is fundamental for defining and managing spending limits and approval hierarchies. This report is indispensable for procurement administrators, system configurators, and auditors to ensure that purchasing policies are enforced, approval workflows are correctly configured, and financial controls are robust.

Business Challenge

Managing a secure and efficient PO approval process is paramount for financial control and compliance. However, the complexities of defining and auditing approval hierarchies in Oracle Purchasing can present significant challenges:

Complex Approval Hierarchies: Organizations often have multi-level approval hierarchies based on document type, amount, item categories, and organizational structure. Understanding who can approve what, and at what level, is often difficult to visualize.
Configuration Audits: Regularly auditing approval assignments to ensure they align with segregation of duties policies and current organizational structures is a critical but often manual and error-prone process.
Troubleshooting Approval Delays: When a PO gets stuck in an approval workflow, the root cause is frequently a misconfigured approval assignment. Diagnosing these issues requires precise information on the active rules.
Compliance and Governance: Demonstrating to auditors that robust financial controls are in place and that PO approvals adhere to company policy requires clear, auditable documentation of the approval setup.

The Solution

This report offers a consolidated, detailed, and easily auditable view of PO approval assignments, transforming how procurement teams manage their authorization matrix.

Clear Approval Matrix View: It presents a detailed list of active PO document approval group assignments, showing their linkage to specific HR jobs or positions. This provides a clear, at-a-glance understanding of the approval matrix.
Simplified Configuration Audit: Procurement administrators and auditors can use this report to quickly review and verify approval assignments, ensuring they are correctly configured and align with internal control requirements and spending policies.
Accelerated Troubleshooting: When a PO approval workflow issue arises, this report provides immediate insight into the active approval rules, helping to quickly pinpoint and resolve misconfigurations that cause delays.
Enhanced Governance: By providing transparent documentation of approval assignments, the report strengthens financial governance and makes it easier to demonstrate compliance during internal and external audits.

Technical Architecture (High Level)

The report queries Oracle Purchasing and HR tables to link approval group definitions with organizational roles.

Primary Tables Involved:
- po_position_controls_all (the central table linking approval groups to HR positions/jobs, document types, and approval limits).
- po_control_groups_all (defines the approval groups themselves).
- per_jobs_vl and per_positions (for HR job and position definitions and names).
- hr_all_organization_units_vl (for operating unit context).
Logical Relationships: The report selects active approval assignments from po_position_controls_all. It then joins to po_control_groups_all to get the approval group name and to per_jobs_vl and per_positions to get the descriptive names of the HR jobs or positions to which these approval groups are assigned. This provides a complete, user-friendly view of the approval hierarchy.

Parameters & Filtering

The report offers flexible parameters for targeted analysis of approval assignments:

Operating Unit: Filters the report to a specific business unit or organizational context.
Document Type: Allows users to focus on assignments for specific PO document types (e.g., ‘Purchase Order’, ‘Blanket Purchase Agreement’).
Approval Group: Filters for assignments related to a specific approval group.
Job / Position: Enables users to view all approval assignments for a particular HR job or position, which is useful for reviewing an individual’s approval authority.

Performance & Optimization

As a configuration report, it is optimized for efficient retrieval of setup data.

Low Data Volume: The underlying tables (po_position_controls_all, po_control_groups_all) contain configuration data, which is typically a much smaller volume than transactional data, ensuring fast query execution.
Indexed Joins: The queries leverage standard Oracle indexes on operating_unit_id, job_id, position_id, and control_group_id for efficient joins between the various setup tables.

FAQ

1. What is an ‘Approval Group’ in Oracle Purchasing? An ‘Approval Group’ is a defined set of rules that governs the approval limits for a specific purchasing document type (e.g., a standard Purchase Order). These groups are then assigned to HR jobs or positions, defining who can approve what, and up to what monetary limit.

2. How does this report help ensure segregation of duties in procurement? By clearly showing which jobs or positions are assigned to which approval groups for different document types, the report enables auditors and procurement managers to identify potential conflicts of interest or violations of segregation of duties (e.g., if one person can both create and approve high-value POs).

3. Can this report also show the actual approval limits associated with each assignment? Yes, the po_position_controls_all table, which is central to this report, stores the amount_limit and other control values. The report can be configured to display these exact approval limits, providing a complete picture of an individual’s purchasing authorization.

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ALR Alerts	JTF Grid Datasources
Contracts Core	Lease and Finance Management
OKC Contract Lines Summary	OKL Termination Quotes
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Purchasing	Discoverer
PO Approval Assignments PO Approval Groups PO Approved Supplier List PO Cancelled Purchase Orders PO Cancelled Requisitions PO Document Types PO Headers PO Headers 11i PO Headers and Lines PO Headers and Lines 11i PO Internal Requisitions and Sales Orders PO Internal Requisitions/Deliveries Discrepancy PO Invoice Price Variance PO Purchase Price Variance PO Purchase Requisitions with PO Details	DIS Access Privileges DIS Business Areas DIS Discoverer and Blitz Report Users DIS End User Layers DIS Folders, Business Areas, Items and LOVs DIS Import Performance DIS Items, Folders and Formulas DIS Migration identify missing EulConditions DIS Users DIS Workbook Export Script DIS Workbook Import Validation DIS Workbook Owner Export Script DIS Workbooks, Folders, Items and LOVs DIS Worksheet Execution History DIS Worksheet Execution Summary DIS Worksheet SQLs
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