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Financial Object State Transitions

Commitments - State Transitions​

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Super Scripts​

  1. Activity, Fiscal Year, and Period can no longer be edited.
  2. No Aprimo approval process is configured → Submit with no approval.
  3. Can be edited by users with Commitment Approval and Edit rights unless the authorization process is Authorization Rules.
  4. Cannot be deleted if any associated fiscal periods have a status of "Closed."

Invoice Restrictions​

  1. If invoices are associated and are not in Draft or Rejected status:
    • Cannot delete the commitment.
    • Supplier cannot be changed.
    • Supplier contact cannot be changed.
  2. Approval process type affects the wording.

Approval Impact​

  1. If approved, the commitment reflects the edits. If rejected, the commitment reverts to its previously approved value.

Reopening a Commitment​

  1. A user with "Edit" rights can reopen a commitment to "Approved." A commitment can also be reopened by creating new commitment items for an open fiscal year.

Invoices - State Transitions​

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Super Scripts​

  1. No Aprimo Approvals Configured
  2. External Accounting Integration Configured

Editing Permissions​

  1. Can be edited by users with Invoices Approval and Edit rights unless the authorization process is AuthorizationRules.
  2. Users with Invoices Edit and Paid rights can edit directly. Otherwise, users must use a JV.

Payment Processing (Based on Configuration)​

  1. Depending on configuration:
    • No GL: Enter "Date Paid", and the invoice will be set to Paid.
    • With GL: The Date Paid field is populated automatically.
    • The "Set Paid on Invoice Approval" system parameter auto-fills Date Paid when the invoice is approved.

Restrictions​

  1. The financial status of an associated activity cannot be set to "Locked."

Journal Vouchers - State Transitions​

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Super Scripts​

  1. If GL is configured → The Posted Date field is automatically filled. If No GL → The user must enter the Post Date to move past Draft status.
  2. External Account Integration Configured.

API Endpoints and Required Domain Rights​

GET api/activities/[activityID]/forecasts​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Activity, View + API user is on the Activity Financial View/Edit Access List
  • Activity, View + Integration API, Access

PUT api/activities/[activityID]/forecasts​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Activity, View + Activity, Edit + API user is on the Activity Financial Edit Access List
  • Activity, View + Activity, Edit + Integration API, Access

GET api/activities/[activityID]/proposed-forecasts​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Activity, View + API user is on the Activity Financial View/Edit Access List
  • Activity, View + Integration API, Access

GET api/activity-forecasts/[forecastID]​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Activity, View + API user is on the Activity Financial View/Edit Access List
  • Activity, View + Integration API, Access

GET api/activity-proposals/[activityProposalID]/forecasts​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Proposal, View + API user is on the Activity Proposal’s View/Edit Access List
  • Proposal, View + Integration API, Access

PUT api/activity-proposals/[activityProposalID]/forecasts​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Proposal, View + Proposal, Edit + API user is on the Activity Proposal’s Edit Access List
  • Proposal, View + Proposal, Edit + Integration API, Access

Commitments API​

GET api/commitments​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial View Access List
  • Commitment, View + Commitment, Edit + API user is in the financial group
  • Is an approver on the commitment

GET api/commitments/[commitmentID]​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial View Access List
  • Commitment, View + Commitment, Edit + API user is in the financial group
  • Is an approver on the commitment

POST api/commitments/[commitmentID]/search​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial View Access List
  • Commitment, View + Commitment, Edit + API user is in the financial group
  • Is an approver on the commitment

POST api/commitments​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, Edit
  • Commitment, Mass Entry

POST api/commitments/[commitmentID]/cancel​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, Edit + API user is on the Activity Financial Edit Access List
  • Commitment, Edit + API user is in the financial group
  • Commitment, Mass Entry + API user is on the Activity Financial Edit Access List
  • Commitment, Mass Entry + API user is in the financial group

Users without necessary rights:

  • Commitment, View + API user is on the Activity Financial Edit Access List

Errors for Canceling a Commitment​

A commitment cannot be canceled if:

  • Commitment status is Draft (1), Closed (12), or Canceled (13)
  • Related to an active invoice or journal voucher
  • Contains an item in a closed period
  • The ID in the URL does not exist

Valid Commitment Cancellation Statuses​

  • Pending Auth Tree Approval (2)
  • Pending Pooled Approval (3)
  • Pending Funding Account Approval (4)
  • Approved (5)
  • Pending Auth Tree Reapproval (6)
  • Pending Pooled Reapproval (7)
  • Pending Funding Account Reapproval (8)
  • Rejected Auth Tree Approval (9)
  • Rejected Pooled Approval (10)
  • Rejected Funding Account Approval (11)

POST api/commitments/[commitmentID]/retrieve​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial Edit Access List
  • Commitment, View + Commitment, Edit + API user is in the financial group
  • Commitment, Mass Entry

Users without necessary rights:

  • Commitment, View + API user is on the Activity Financial Edit Access List
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial View Access List

Valid Commitment Retrieval Statuses

  • Pending Auth Tree Approval (2)
  • Pending Pooled Approval (3)
  • Pending Funding Account Approval (4)
  • Pending Auth Tree Reapproval (6)
  • Pending Pooled Reapproval (7)
  • Pending Funding Account Reapproval (8)

POST api/commitments/[commitmentID]/submit​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial Edit Access List
  • Commitment, View + Commitment, Edit + API user is in the financial group
  • Commitment, Mass Entry + API user is on the Activity Financial Edit Access List
  • Commitment, Mass Entry + API user is in the financial group

Users without necessary rights:

  • Commitment, View + API user is on the Activity Financial Edit Access List
  • Commitment, View + Commitment, Edit + API user is on the Activity Financial View Access List

Commitments That Cannot Be Submitted​

  • Status not in Draft or Rejected
  • Associated activity’s financial status is locked
  • Funding account is forecasted
  • Tied to closed fiscal periods

POST api/commitments/[commitmentID]/approve​

Required Domain Right and/or Group/Access List Membership:

  • System Administrator
  • Commitment, View + Commitment, Edit + Commitment Approval, Access
  • API user is on the Activity Financial Edit Access List
  • API user is in the financial group
  • API user is a designated approver

Additional Requirements:

  • Commitment must be in an approval state (e.g., Pending Auth Tree Approval, Pending Funding Account Approval, Pending Pooled Approval)

POST api/commitments/[commitmentID]/reject​

Required Domain Right and/or Group/Access List Membership:

  • System Administrator
  • Commitment, View + Commitment, Edit + Commitment Approval, Access
  • API user is on the Activity Financial Edit Access List
  • API user is in the financial group

PUT api/commitments/[commitmentID]​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, Edit + API user is on the Activity Financial Edit Access List
  • Commitment, Edit + API user is in the financial group
  • Commitment, Mass Entry + API user is on the Activity Financial Edit Access List
  • Commitment, Mass Entry + API user is in the financial group

Users without necessary rights:

  • Commitment, View + API user is on the Activity Financial Edit Access List

Invoices API​

GET api/invoices​

Required Domain Right and/or Group/Access List Membership: (one of the following):

  • System Administrator
  • Commitment, View + API user is on the Activity Financial View Access List
  • Commitment, View + API user is in the financial group

GET api/invoices/[invoiceID]​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Commitment, View + API user is on the Activity Financial View Access List
  • Commitment, View + API user is in the financial group

POST api/invoices/search​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Invoice, View + API user is on the Activity Financial View Access List
  • Invoice, View + API user is in the financial group
  • No rights required to search for invoices in the user's approval queue

POST api/invoices​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Invoice, View + Invoice, Edit + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Edit + API user is in the financial group
  • Invoice, View + Invoice, Mass Entry + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Mass Entry + API user is in the financial group

Additional Requirement:

  • If the input body contains the funding account ID of the invoice-item, the user must have System Administrator rights or Invoice and Journal Voucher, Override Funding Account

POST api/invoices/[invoiceID]/submit​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Invoice, View + Invoice, Edit + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Edit + API user is in the financial group
  • Invoice, View + Invoice, Mass Entry + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Mass Entry + API user is in the financial group

Users without necessary rights:

  • Invoice, View + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Edit + API user is on the Activity Financial View Access List

Invoices That Cannot Be Submitted​

  • Status not in Draft or Rejected
  • Associated activity’s financial status is locked
  • Funding account is forecasted
  • Tied to closed fiscal periods

Additional System Parameter Check:

  • If the "Invoice Approval System Parameter" is set to Yes – by invoice approval, access security right (pooled) or Yes – by invoice authorization rules and pooled, then the API user must have Invoice Approval Access and be in the financial group

POST api/invoices/[invoiceID]/cancel​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Invoice, View + Invoice, Edit + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Edit + API user is in the financial group
  • Invoice, View + Invoice, Mass Entry + API user is on the Activity Financial Edit Access List
  • Invoice, View + Invoice, Mass Entry + API user is in the financial group

Users without necessary rights:

  • Invoice, View + API user is on the Activity Financial Edit Access List

Invoices That Can Be Canceled​

  • Pending Authorization Tree Approval
  • Pending Funding Account Owner Approval
  • Pending Pooled Approval
  • Pending Payment Sent

Invoices That Cannot Be Canceled​

  • Draft
  • Paid
  • Canceled
  • Pending Payment Sent

Journal Vouchers API​

GET api/journal-vouchers​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Journal Voucher, View + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + API user is in the financial group

GET api/journal-vouchers/[voucherID]​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • Journal Voucher, View + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + API user is in the financial group

POST api/journal-vouchers/search​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • Journal Voucher, View + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + API user is in the financial group

POST api/journal-vouchers​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Journal Voucher, View + Journal Voucher, Edit + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + Journal Voucher, Edit + API user is in the financial group

POST api/journal-vouchers/[voucherID]/submit​

A journal voucher (JV) in Draft status can be submitted, and will transition to:

  • Pending Reconciliation – if the GL Integration system parameter is set to No
  • Pending Reconciliation (Ready) – if the GL Integration system parameter is set to Yes

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Journal Voucher, View + Journal Voucher, Edit + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + Journal Voucher, Edit + API user is in the financial group

Errors for Submitting a JV:
A JV submission will fail if it is in one of the following statuses:

  • Pending Reconciled Ready
  • Pending Reconciled Sent
  • Pending Reconciliation
  • Reconciled
  • Canceled
  • Rejected at Accounts Payable

POST api/journal-vouchers/[voucherID]/reject​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Journal Voucher, View + Journal Voucher, Edit

POST api/journal-vouchers/[voucherID]/cancel​

Required Domain Right and/or Group/Access List Membership (one of the following):

  • System Administrator
  • Journal Voucher, View + Journal Voucher, Edit + API user is on the Activity Financial Edit Access List
  • Journal Voucher, View + Journal Voucher, Edit + API user is in the financial group

Users without necessary rights:

  • Journal Voucher, View + Journal Voucher, Edit + API user is on the Activity Financial View Access List

Valid JV Cancellation Statuses:

  • Pending Reconciled Ready
  • Pending Reconciliation
  • Rejected at Accounts Payable

JVs That Cannot Be Canceled:

  • Draft
  • Reconciled
  • Canceled
  • Pending Reconciled Sent