Disclaimer

NOTE: This page is a work-in-progress…

Financial Object State Transitions

Super Scripts

  1. Activity, Fiscal Year, and Period CAN’T be edited anymore
  2. No Aprimo approval process configured. Submit with no approval
  3. Can be edited by users with Commitment Approval, Edit rights UNLESS authorization process is Authorization Rules
  4. Can not be deleted if any associated fiscal periods have a status that is “Closed.”
  5. If invoices are associated that are not Draft or Rejected:
    1. Can’t delete
    2. Supplier can’t change
    3. Supplier contact can’t change
  6. Approval process type affects the wording here
  7. If approved, commitment reflects the edits. If rejected, commitment is reverted back to its previously approved value
  8. A user with “edit” rights can re-open a commitment to “Approved”, also “you can re-open a commitment by creating new commitment items for an open fiscal year.”

Commitments – State Transitions

 

Super Scripts

  1. No Aprimo Approvals Configured
  2. External Accounting Integration Configured
  3. Can be edited by users with Invoices Approval, Edit rights UNLESS authorization process is AuthorizationRules
  4. Can be edited directly by users with Invoices Edit, Paid right. Otherwise, users must used a JV
  5. Depending on configuration:
    1. No GL – Enter “Date Paid” and invoice will be set to Paid
    2. With GL – Date Paid field will be populated automatically
    3. “Set Paid on Invoice Approval” sys param will auto fill Date Paid when Invoice is approved
  6. Financial status of associated activity cannot be set to “Locked”

Invoices – State Transitions

 

Super Scripts

  1. If GL – Posted Date field is filled in automatically. If No GL – User must enter the Post Dated to continue past Draft status.
  2. External Account Integration Configured

Journal Vouchers – State Transitions

GET api/activities/{activityID}/forecasts

PUT api/activities/{activityID}/forecasts

GET api/activities/{activityID}/proposed-forecasts

GET api/activity-forecasts{id}

GET api/activity-proposals/{activityProposalID}/forecasts

PUT api/activity-proposals/{activityProposalID}/forecasts

GET api/commitments

Required Domain Rights (one of the following bullets)

  • 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 Rights (one of the following bullets)

  • 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 Rights (one of the following bullets)

  • 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

POST api/commitments/{commitmentID}/cancel

Required Domain Rights (one of the following bullets)

  • 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

The following user does NOT have the necessary rights to cancel a commitment:

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

Errors

  • if commitment status is draft (1), closed (12), canceled (13)
  • if the commitment is related to an invoice
  • if the commitment has an item in a closed period
  • if the ID in the URL does not exist

A commitment may be canceled in one of the following 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 Rights (one of the following bullets)

  • 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

The following users do NOT have the necessary rights to retrieve a commitment:

  • 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

A commitment may be retrieved in one of the following statuses. Attempting to retrieve in any status not listed will result in an error.

  • 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 Rights (one of the following bullets)

  • 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

The following users do NOT have the necessary rights to submit a commitment:

  • 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

PUT api/commitments/{commitmentID}

Required Domain Rights (one of the following bullets)

  • 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

The following user does NOT have the necessary rights to update a commitment:

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

Commitment statuses are as follows:

  • Draft
  • 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)
  • Closed (12)
  • Canceled (13)

Errors

  • If commitment status is approved (5), currency code may not be updated
  • When the currency code equals $USD, the exchange rate of a commitment item may only be updated with the value “automatic”
  • The ‘closed’ field is only editable when in Approved/Closed. This may not be set to closed if there are open line items (don’t auto-close commitment items if set this to closed).
  • The ‘currency_code’ field is only updateable when the commitment is in Draft status
  • If updating a commitment item, the ‘committed_fund_item’ field must be populated. This is not required if it is a new line item.
  • If updating a commitment item, the ‘committed_fund_id’ field is required
  • In a commitment item, the ‘activity_id’ specified must exist in the system. This field may only be updated before the commitment is approved
  • If updating a commitment item, the ‘exp_cat_id’ specified must exist in the system
  • In a commitment item, the ‘exchange_rate_id’ field is only updateable if the user has the ‘Financial, Variable Line Item Exchange Rates’ + the ‘Exchange Rates Configureable by Line Item – Commitments’ system parameter is set to ‘Yes’
  • In a commitment item, the ‘closed’ field may only be updated if the commitment status is approved
  • In a commitment item, the ‘fiscal_year_id’ specified must exist in the system. This field is not updateable once the commitment has been approved
  • In a commitment item, the ‘fiscal_period_id’ specified must exist in the system. This field must contain a value associated with the fiscal year
  • In a commitment item, the ‘price’ and ‘value’ fields must validate as decimals
  • In order to edit secure EAs, the user must be a member of the secure EA group

DELETE api/commitments/{commitmentID}

GET api/invoices

Required Domain Rights (one of the following bullets)

  • 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 Rights (one of the following bullets)

  • 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 Rights (one of the following bullets)

  • 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

POST api/invoices/{invoiceID}/submit

PUT api/invoices/{invoiceID}

DELETE api/invoices/{invoiceID}

Required Domain Rights (one of the following bullets):

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

The following users do NOT have the necessary rights to delete an invoice:

  • 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 with the following status may be deleted:

  • Draft (with an associated commitment)
  • Rejected (without an associated commitment or JV)
  • Pending Approval

Invoices with the following status may NOT be deleted:

  • Cancelled
  • Paid (without a JV and without a commitment)
  • Paid (with a JV)

GET api/journal-vouchers

GET api/journal-vouchers/{journalVoucherID}

PUT api/journal-vouchers/{journalVoucherID}

POST api/journal-vouchers

Required Domain Rights (one of the following bullets):

  • 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