Workflow - AP Payment Selection Workflow

This workflow is designed to provide companies with the ability to approve check selections prior to the check printing process. By implementing this workflow, businesses can add an additional layer of approval, ensuring check selections meet company guidelines before printing. Below are the steps and key details of the workflow process.

Workflow Lookups

  • Mandatory Company - Based Workflow Lookup - Check Approver 1

  • Optional Company - Based Workflow Lookup - Check Approver 2

  • Optional Company - Based Workflow Lookup - Check Approver 3

  • Optional Company - Based Workflow Lookup - Check Approver 4

  • None-Based Workflow Lookup - Check Approval Timeout Days

NOTE FOR CLOUD CUSTOMERS: Cloud customers only need to click the [Copy Default Lookups] button available on the Lookups By Type screen and the five Workflow Lookups will be copied into their system. More information on this button can be found in Workflow - Lookup Rule Maintenance.

Setup

Paas

The following details the setup for Paas:

Sample of the Paas setup on the Screen-Based Launch Workflow Maintenance screen

Pgm: WKFUSRMT - Workflow Maintenance; standard Treeview path: Workflow > Setup > Screen Based Launch Maintenance

  1. Navigate to the Screen-Based Launch Workflow Maintenance screen and under the Selection Criteria section, set the Program field to "PAYSEL" and the Block field to "APPAYSEL".

  2. Under the Workflow Processes section, enter the following:

    Item Type Item Description Process Name Input Prefix Condition Active
    CMAPPAY CMiC AP Payment Approval SUBMIT N/A N/A Checked

  3. Under the Attribute Mapping section, enter the following:

    Attribute Name Source Type Source Name or Value Active
    IMGDOCSEQ Field :APPAYSEL_PsOraseq Checked
    INPUT_COMPANY_CODE Field :APPAYSEL_PsCompCode Checked
    REQUESTOR Context Variable PORSEC_USER Checked
    SEL_CODE Field :APPAYSEL_PsSelCode Checked

Saas

The following details the setup for for Saas:

Sample of the Saas setup on the Screen-Based Launch Workflow Maintenance screen

Pgm: WKFUSRMT - Workflow Maintenance; standard Treeview path: Workflow > Setup > Screen Based Launch Maintenance

  1. Navigate to the Screen-Based Launch Workflow Maintenance screen and under the Selection Criteria section, set the Program field to "PAYSEL" and the Block field to "APPAYSEL".

  2. Under the Workflow Processes section, enter the following:

    Item Type Item Description Process Name Input Prefix Condition Active
    CMAPPAY CMiC AP Payment Approval SUBMIT N/A N/A Checked

  3. Under the Attribute Mapping section, enter the following:

    Attribute Name Source Type Source Name or Value Active
    IMGDOCSEQ Field :APPAYSEL_PsOraseq Checked
    INPUT_COMPANY_CODE Field :APPAYSEL_PsCompCode Checked
    REQUESTOR Context Variable PORSEC_USER Checked
    SEL_CODE Field :APPAYSEL_PsSelCode Checked
    TENANT_CODE Constant   Checked

Workflow Process

  1. Complete the check selection on the Select Payment screen.

  2. Once the check selection is finalized, the user initiates the workflow by clicking the [Workflows] button.

    The Workflows button on the Select Payments screen

Check Selection Locking

Sample of the Select Payments screen locking after the Workflow process has started

After initiating the workflow, the system:

  1. Locks the check selection to prevent further changes.

  2. Removes the selection code from the Prepare Checks screen until the workflow process is complete.

Approval Process

The workflow can accommodate up to four approvers, all set at the Company level through the workflow lookups.

Check Approver 1 is required, while additional approvers (2-4) are optional.

This is a time-sensitive approval process, designed for efficient communication and quick decision-making.

Email Notifications

Initial Approval Request

An email is sent to all approvers simultaneously, containing a link to the check selection.

Approvers receive the email in parallel, and the first approver to take action will approve for all. The approval is done from the workflow notification list.

Approval Notification

Once a user approves the check selection, a notification email is sent to:

  • All approvers.

  • The user who submitted the check selection to the workflow.

An approval notification confirms that approval has been granted, the selection code is now available and that the check printing process can now continue.

Rejection Handling

If a check selection is rejected by an approver, a notification email is sent to:

  • All approvers.

  • The user who submitted the check selection to the workflow.

The check selection will become available and will need to be revised or resubmitted for approval.