AP_APPROVAL

Accounts Payable (AP) Approval Workflow Model - Requirements Document

1. Introduction

1.1 Purpose

The Accounts Payable (AP) Approval Workflow Model is designed to automate the approval process for AP transactions. This workflow ensures that invoices and payments are reviewed and approved based on predefined business rules, reducing manual intervention and improving efficiency.

1.2 Scope

• Automate the approval process for accounts payable transactions.

• Ensure compliance with approval policies.

• Send notifications for approvals, rejections, and errors.

• Handle batch processing efficiently.

• Integrate with existing ERP and financial systems.

2. Functional Requirements

2.1 Workflow Triggering

2.1.1 Trigger Event

• The workflow is triggered when an ACCEPT event occurs on the BT20.OHBirMaster table.

• Re-entrant behavior is controlled with a "Retry" mechanism.

2.1.2 Trigger Conditions

• If a batch is in Post Status = EX, retry approval up to 10 times.

• If conditions are not met, the transaction is placed back in the task list.

2.2 Workflow Activities

2.2.1 Activity A39 - Insert/Update AP Records

• Updates AP approval records.

• Waits for batch proof completion.

• If the batch is stuck, retry logic is executed.

2.2.2 Activity A38 - Initial Approval Setup

• Sets up the approval workflow.

• Placeholder for additional approval steps.

2.2.3 Activity A33 - Transaction Approval

• Assigns approval task to the transaction creator.

• Ensures compliance with financial policies.

2.2.4 Activity A34 - Email Approval Confirmation

• Sends email notification upon approval.

2.2.5 Activity A32 - Email Notification for Stuck Batches

• Notifies stakeholders if an AP batch is stuck in EX status.

2.2.6 Activity NotAccepted - Rejection Handler

• Handles rejected transactions.

• Sends a rejection notification.

2.2.7 Activity Error - Error Handler

• Captures workflow errors and notifies the creator.

2.2.8 Activity End - Workflow Completion

• Marks the workflow as completed.

2.3 Workflow Transitions

2.3.1 Conditional Transitions

• If ApprovalStatus = GOOD, move to Email Approval Confirmation (A34).

• If PendingCount >= 10, move to Stuck Batch Notification (A32).

• If rejected, move to Rejection Handler (NotAccepted).

• If an error occurs, move to Error Handler (Error).

3. Non-Functional Requirements

3.1 Performance

• Workflow execution should complete within 5 seconds under normal conditions.

• Retry mechanism should not exceed 10 attempts for stuck batches.

3.2 Reliability & Error Handling

• If a batch is stuck, retry up to 10 times before notifying stakeholders.

• If approval fails due to system issues, log errors and send email notifications.

3.3 Security & Access Control

• Only authorized users can approve transactions.

• Email notifications should be sent only to relevant stakeholders.

3.4 Integration

• The workflow should integrate with the ERP system.

• It should support XML-based data exchange.

• Executes C# scripts for business logic processing.

4. Notifications & Alerts

4.1 Approval Confirmation

• Sent when an invoice is approved.

• Email Subject: "AP Approval WF Model: Approval Confirmation".

4.2 Rejection Notification

• Sent when an invoice is rejected.

• Email Subject: "AP Approval WF Model: Rejection Notification".

4.3 Error Notification

• Sent when a system error occurs during approval.

• Email Subject: "AP Approval Workflow Model: Error Notification".

4.4 Batch Stuck Alert

• Sent when a batch is stuck in EX status.

• Email Subject: "AP Approval WF Model Error: AP Batch Master Stuck".

5. Implementation Details

5.1 Technology Stack

• ERP System: PowerSchool ERP

• Data Storage: XML-based AP transaction records

• Scripting Language: C#

• Integration: Uses Microsoft XML Schema Datatype (dt:dt)

5.2 Execution Flow

1. Workflow starts when an invoice enters the system.

2. Transaction is assigned for approval.

3. If conditions are met, approval is recorded.

4. If batch processing is pending, retries up to 10 times.

5. If stuck, an alert is sent.

6. If rejected, workflow notifies the creator.

7. Workflow completes when the transaction is approved or rejected.

6. Conclusion

This Accounts Payable Approval Workflow automates invoice processing, reduces manual efforts, and ensures compliance with approval policies. With built-in retry mechanisms and notifications, it ensures smooth handling of approvals and rejections while minimizing errors.