Oracle Internet Expenses

Transcription

1 Oracle Internet Expenses Implementation and Administration Guide Release 11i, Second Generation September, 2001 Part No. A

2 Oracle Internet Expenses Implementation and Administration Guide, Release 11i, Second Generation Part No. A Copyright 2001, Oracle Corporation. All rights reserved. Primary Author: Juli Anne Tolley Contributing Author: Steven Dalton Contributors: Sungha Huh, Ron Langi, Shaun Kaneshiro, Jeriann Walsh The Programs (which include both the software and documentation) contain proprietary information of Oracle Corporation; they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright, patent, and other intellectual and industrial property laws. Reverse engineering, disassembly, or decompilation of the Programs is prohibited. The information contained in this document is subject to change without notice. If you find any problems in the documentation, please report them to us in writing. Oracle Corporation does not warrant that this document is error free. Except as may be expressly permitted in your license agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Oracle Corporation. If the Programs are delivered to the U.S. Government or anyone licensing or using the programs on behalf of the U.S. Government, the following notice is applicable: Restricted Rights Notice Programs delivered subject to the DOD FAR Supplement are "commercial computer software" and use, duplication, and disclosure of the Programs, including documentation, shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement. Otherwise, Programs delivered subject to the Federal Acquisition Regulations are "restricted computer software" and use, duplication, and disclosure of the Programs shall be subject to the restrictions in FAR , Commercial Computer Software - Restricted Rights (June, 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA The Programs are not intended for use in any nuclear, aviation, mass transit, medical, or other inherently dangerous applications. It shall be the licensee's responsibility to take all appropriate fail-safe, backup, redundancy, and other measures to ensure the safe use of such applications if the Programs are used for such purposes, and Oracle Corporation disclaims liability for any damages caused by such use of the Programs. Oracle is a registered trademark, and Oracle Financials, Oracle MetaLink, and OracleMobile are trademarks or registered trademarks of Oracle Corporation. Other names may be trademarks of their respective owners.

3 Contents Send Us Your Comments... ix Preface... xi 1 Overview of Internet Expenses Administrative Features Credit Card Programs Authorized Delegate Disconnected Expense Report Spreadsheet Descriptive Flexfields Multiple Reimbursement Currencies Multiple Expense Templates Flexible Requirements for Original Receipts Missing Original Receipts Refund Tracking Oracle Projects Integration Required Justifications Required Purpose Expense Report Number Prefixes Collecting Tax Information Multi-Row Display Configuration Credit Card Charges Support for the Euro as Functional Currency Expense Report Workflow Process Predefined Methods for Routing Expense Reports for Manager Approval iii

4 Enforcement of Travel, Entertainment, and Reimbursement Policies Adjusting Expense Reports Short Paying Expense Reports Expense Reporting Features Changing Cost Centers Designating Approvers Entering Foreign Currency Expenses Saving In-Progress Expense Reports Reviewing Unsubmitted Expense Reports Viewing Expense Report Status Itemizing Receipts Process Overview Creating Expense Reports Creating an Expense Report with the Expense Spreadsheet Sending Receipts to Accounts Payable Expense Report Workflow Process Server Side Validation Process Manager (Spending) Approval Process Rejection Process AP Approval Process Converting Expense Reports into Invoices Reimbursing Expense Reports Implementing Internet Expenses Base Applications Requirements for Internet Expenses Implementation Checklist for Internet Expenses Explanation of the Implementation Steps Integrating with Oracle Applications Object Library Defining the Accounting Flexfield Modifying Internet Expenses Messages Defining Contact Us Information Integrating with Oracle Human Resources Integrating with Oracle System Administration Defining and Setting Up Users Specifying Values for Internet Expenses Profile Options iv

5 Securing the Reviewed by Management Check Box Setup Steps in Oracle Payables Setting the Expense Check Reimbursement Address Defining an Expenses Clearing Account Establishing Multiple Currencies Setup Defining Expense Report Options Enabling Automatic Tax Calculation Establishing Tax Code Defaults Hierarchy Setting Up Tax Enabling Currencies Defining Expense Report Templates Entering Employees as Suppliers Assigning Signing Limits Setting Up Descriptive Flexfields Establishing Corporate Credit Cards Defining Internet Expenses Features Integrating with Other Applications Integrating Oracle Projects with Internet Expenses Modifying Oracle Common Modules - AK Implementing Client Extensions Overview of Implementing Client Extensions Analyzing Your Business Requirements Designing Your Logic Writing PL/SQL Procedures Packages Procedures Implementing the Validations and Defaults Extension Writing the Validations and Defaults Extension Default Cost Center Procedure (CustomDefaultCostCenter) Cost Center Validation Procedure (CustomValidateCostCenter) Calculate Amount Procedure (CustomCalculateAmount) Flexfield Validation Procedure (CustomValidateDFlexValues) Line Validation Procedure (CustomValidateLine) Implementing the Workflow Extension v

6 Writing the Internet Expenses Workflow Extension Management Involvement Procedure (DetermineMgrInvolvement) Authority Verification Procedure (VerifyAuthority) Accounts Payable Involvement Procedure (CustomValidateExpenseReport) Find Approver Procedure (FindApprover) Configuring the Expense Spreadsheet Overview of the Disconnected Expense Reporting Process Configuring the Excel Template Showing the Sheet Tabs Configuring the Expense Report Sheet Defining the Date Format Entering an Expense Template Name Protecting Formulas Setting Up Currency Codes and Descriptions Changing Column and Cell Headings Setting Up Expense Types Setting Up Descriptive Flexfields in the Excel Template Types of Descriptive Flexfields Defining Flexfields in the Excel Template Determining Flexfield Window Prompt Values Determining Flexfield Validation Types Defining a List of Values for Descriptive Flexfields Setting Up Global Flexfields in the Excel Spreadsheet Setting Up Context Sensitive Flexfields in the Excel Template Setting Up Text Boxes and Poplists Other Setup Considerations Modifying the Import Status Message Additional Information Column Heading Protecting the Custom Excel Template Testing the Custom Excel Template Defining Workflow Processes Expense Report Workflow Accessing the Expense Report Workflow Processes vi

7 Required Setup Setting Workflow Activity Attributes Setting Workflow Timeouts Setting Expense Report Performers Extending the Expense Report Workflow Find Approver Methods Alternate Approvers and Cost Centers Find Approver Methods Expense Report Item Type Expense Report Workflow Item Type Attributes Summary of the AP Standard Expense Report Process AP Standard Expense Report Process Activities Summary of the Server Side Validation Process Server Side Validation Process Activities Summary of the Manager (Spending) Approval Process Manager (Spending) Approval Process Activities Summary of the Third Party Expense Report Process Third Party Expense Report Process Activities Summary of the Request Approval Process Request Approval Process Activities Summary of the No Manager Response Process No Manager Response Process Activities Summary of the AP Approval Process AP Approval Process Activities Summary of the Shortpay Unverified Receipt Items Process Shortpay Unverified Receipt Items Process Activities Summary of the Bothpay Process Bothpay Process Activities Summary of the Missing Receipts Shortpay Process Missing Receipts Shortpay Process Activities Summary of the Policy Violation Shortpay Process Policy Violation Shortpay Process Activities Summary of the Rejection Process Rejection Process Activities AP Credit Card Workflow vii

8 The AP Credit Card Workflow Item Type Attributes AP Credit Card Process Activities Standard Function Activities Unsubmitted Credit Card Charges Process Payment to Card Issuer Process Payment to Employee Process Payment to Employee by Check Process Unapproved Expense Report Process Initiating Deferred Workflow Processes Processing Corporate Credit Cards Index Credit Card Process Flows Individual Pay Both Pay Scenario Company Pay Scenario Credit Card Processing Steps Obtaining the Credit Card Transactions Data File Loading the Credit Card Transactions Data File Validating the Credit Card Transactions Report Headings Creating the Credit Card Provider Invoice Creating and Submitting an Expense Report Approving and Reviewing Expense Reports Importing the Expense Report into Oracle Payables Company Pay Credit Card Transactions Accounting Accounting for Credit Card Transactions Managing Credit Card Transactions viii

9 Send Us Your Comments Oracle Internet Expenses Implementation and Administration Guide, Release 11i, Second Generation Part No. A Oracle Corporation welcomes your comments and suggestions on the quality and usefulness of this document. Your input is an important part of the information used for revision. Did you find any errors? Is the information clearly presented? Do you need more information? If so, where? Are the examples correct? Do you need more examples? What features did you like most? If you find any errors or have any other suggestions for improvement, please indicate the document title and part number, and the chapter, section, and page number (if available). You can send comments to us in the following ways: FAX: (650) Attn: Oracle Financial Applications Documentation Postal service: Oracle Corporation Financial Applications Documentation, Oracle Project Resource Management 500 Oracle Parkway, M/S 3op11 Redwood Shores, CA USA If you would like a reply, please give your name, address, telephone number, and (optionally) electronic mail address. If you have problems with the software, please contact your local Oracle Support Services. ix

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11 Preface This guide includes the information you need to implement Internet Expenses. It contains detailed information about the following: Internet Expenses functions and features Internet Expenses implementation suggestions Internet Expenses system setup The preface explains how this guide is organized and introduces other sources of information to assist you with your implementation. Intended Audience This guide assumes you have a working knowledge of the following: The principles and customary practices of your business area Oracle Internet Expenses The Oracle Applications graphical user interface To learn more about the Oracle Applications graphical user interface, read the Oracle Applications User Guide. Refer to "Related Documents" for more information about Oracle Applications product information. xi

12 Structure This guide provides you with the information you need to implement the Oracle Internet Expenses application. This guide includes the following chapters: Chapter 1 provides a general overview of Internet Expenses. Chapter 2 contains a checklist for implementing Internet Expenses and describes the various setup steps. Chapter 3 explains how to use the Oracle Internet Expenses client extensions. These client extensions enable you to extend Oracle Internet Expenses functionality to fulfill your business needs. Chapter 4 provides setup instructions for the Expense Spreadsheet template. Chapter 5 describes the Expense Report and Credit Card Workflow processes. Chapter 6 explains the processing of credit card transactions. This guide also includes an Index. Related Documents You can refer to various sources of information during the implementation of this application. Online Documentation Most Oracle Applications documentation is available online in both HTML and PDF formats. Technical reference manuals (TRMs) are available in electronic format only. Note that the HTML documentation is translated into over twenty languages. You can view the PDF version of this guide by using the documentation CD provided with the software. Related User Guides Oracle Internet Expenses shares business and setup information with other Oracle Applications products such as Oracle Payables. Therefore, you may want to refer to other user guides when you set up and use Oracle Internet Expenses. You can read the guides online by reading from the Oracle Applications Document Library CD included in your media pack, or by using a Web browser with a URL that your system administrator provides. xii

13 If you require printed guides, you can purchase them from the Oracle store at Related guides include the following: Oracle Applications User Guide Oracle Alert User Guide Oracle Applications Implementation Wizard User Guide Oracle Applications Developer s Guide Oracle Applications User Interface Standards Oracle Self-Service Web Applications Implementation Guide Managing People Using Oracle HRMS Oracle Payables User Guide Oracle Projects User Guide Oracle Applications Concepts Installing Oracle Applications Upgrading Oracle Applications Using the AD Utilities Oracle Applications Product Update Notes Oracle Applications System Administrator s Guide Oracle Payables Applications Technical Reference Manual Oracle Workflow Guide Oracle Applications Flexfields Guide The OA Framework - Release Notes & Configuration for the Phase 5.5 Release xiii

14 Documentation Accessibility Our goal is to make Oracle products, services, and supporting documentation accessible, with good usability, to the disabled community. To that end, our documentation includes features that make information available to users of assistive technology. This documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Standards will continue to evolve over time, and Oracle Corporation is actively engaged with other market-leading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. For additional information, visit the Oracle Accessibility Program Web site at Accessibility of Links to External Web Sites in Documentation This documentation may contain links to Web sites of other companies or organizations that Oracle Corporation does not own or control. Oracle Corporation neither evaluates nor makes any representations regarding the accessibility of these Web sites. xiv

15 Conventions The following table describes the conventions used in this guide: Convention... Meaning Vertical ellipsis points in an example mean that information not directly related to the example has been omitted.... Horizontal ellipsis points in statements or commands mean that parts of the statement or command not directly related to the example have been omitted boldface text Boldface type in text indicates a term defined in the text, the glossary, or in both locations. < > Angle brackets enclose user-supplied names. [ ] Brackets enclose optional clauses from which you can choose one or none. Training and Support Training We offer a complete set of training courses to help you and your staff master Oracle Applications. We can help you develop a training plan that provides thorough training for both your project team and your end users. We will work with you to organize courses appropriate to your job or area of responsibility. Training professionals can show you how to plan your training throughout the implementation process so that the right amount of information is delivered to key people when they need it the most. You can attend courses at any one of our many Educational Centers, or you can arrange for our trainers to teach at your facility. We also offer Net classes, where training is delivered over the Internet, and many multimedia-based courses on CD. In addition, we can tailor standard courses or develop custom courses to meet your needs. Support From on-site support to central support, our team of experienced professionals provides the help and information you need to keep Oracle Internet Expenses xv

16 working for you. This team includes your Technical Representative, Account Manager, and Oracle s large staff of consultants and support specialists with expertise in your business area, managing an Oracle server, and your hardware and software environment. Do Not Use Database Tools to Modify Oracle Applications Data We STRONGLY RECOMMEND that you never use SQL*Plus, Oracle Data Browser, database triggers, or any other tool to modify Oracle Applications tables, unless we tell you to do so in our guides. Oracle provides powerful tools you can use to create, store, change, retrieve, and maintain information in an Oracle database. But if you use Oracle tools such as SQL*Plus to modify Oracle Applications data, you risk destroying the integrity of your data and you lose the ability to audit changes to your data. Because Oracle Applications tables are interrelated, any change you make using an Oracle Applications form can update many tables at once. But when you modify Oracle Applications data using anything other than Oracle Applications forms, you might change a row in one table without making corresponding changes in related tables. If your tables get out of synchronization with each other, you risk retrieving erroneous information and unpredictable results throughout Oracle Applications. When you use Oracle Applications forms to modify your data, Oracle Applications automatically checks that your changes are valid. Oracle Applications also keeps track of who changes information. But if you enter information into database tables using database tools, you may store invalid information. You also lose the ability to track who has changed your information because SQL*Plus and other database tools do not keep a record of changes. About Oracle Oracle Corporation develops and markets an integrated line of software products for database management, applications development, decision support and office automation, as well as Oracle Applications. Oracle Applications provides the E-business Suite, a fully integrated suite of more than 70 software modules for financial management, Internet procurement, business intelligence, supply chain management, manufacturing, project systems, human resources and sales and service management. xvi

17 Oracle products are available for mainframes, minicomputers, personal computers, network computers, and personal digital assistants, enabling organizations to integrate different computers, different operating systems, different networks, and even different database management systems, into a single, unified computing and information resource. Oracle is the world s leading supplier of software for information management, and the world s second largest software company. Oracle offers its database, tools, and application products, along with related consulting, education and support services, in over 145 countries around the world. xvii

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19 1 Overview of Internet Expenses With Oracle Internet Expenses, employees can enter and submit expense reports using a standard Web browser or through the use of a Web-enabled mobile device. Oracle Workflow automatically routes expense reports for approval and enforces reimbursement policies. Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment. This chapter covers the following topics: Administrative Features Expense Reporting Features Process Overview Overview of Internet Expenses 1-1

20 Administrative Features Administrative Features Credit Card Programs Authorized Delegate The following are features in Internet Expenses for use by your system administrators. You can establish a corporate credit card program which enables your users to retrieve all their corporate credit card transactions to add to their expense reports. Reimbursement for these charges is dependent upon your company payment policy. For more information, refer to "Establishing Corporate Credit Cards" in Chapter 1, "Overview of Internet Expenses" and Chapter 6, "Processing Corporate Credit Cards". You can authorize an employee to enter expense reports for another employee. An employee who is assigned the responsibility to enter expense reports for another employee is an authorized delegate. For example, you can authorize executive assistants to enter expense reports for their managers. Disconnected Expense Report Spreadsheet Descriptive Flexfields Employees can create expense reports when they do not have access to the company intranet through the use of an Excel spreadsheet. You define the parameters to match your implementation in a spreadsheet template provided with Internet Expenses. Users can download this spreadsheet from Internet Expenses to use as a template when they want to create disconnected expense reports. When the users have access to the company intranet, they can upload the completed spreadsheet to create an expense report, verify and complete any necessary information, and submit it for approval and payment. For more information on defining the spreadsheet template, refer to Chapter 4, "Configuring the Expense Spreadsheet". If you want users to enter information for which there is no corresponding field in Internet Expenses, you can set up the application using descriptive flexfields. Descriptive flexfields are fields that you can use to collect any expense information 1-2 Oracle Internet Expenses Implementation and Administration Guide

21 Administrative Features your organization requires. These elements appear in the Expense Details page when creating an expense report in Internet Expenses. You can also map descriptive flexfields to expense types that you define so when a user chooses a specific expense type, Internet Expenses displays fields that are defined specifically for that expense type. Note: Descriptive flexfields collect receipt-level, rather than header-level, information. This detail collection means that the information a user enters in a flexfield is related to a specific expense line, not to the entire report. Multiple Reimbursement Currencies Multiple Expense Templates The currency in which an expense report is paid is the reimbursement currency. You can set up Internet Expenses so employees can specify a reimbursement currency different from your functional currency. An expense template defines the list of expense types (such as airfare, car rental, and meals) from which users can choose when they enter their expense reports. You can define multiple expense report templates for use with Internet Expenses. You define multiple expense report templates, and employees can select one of the values when they create expense reports. Flexible Requirements for Original Receipts An original receipt is a receipt issued by a merchant that serves as a record of a transaction. Accounting departments usually require employees to submit at least some original receipts with their expense reports. When you define expense report templates for use with Internet Expenses, you can indicate whether an original receipt is required for an expense type (airfare, meals, car rental, and so on). You can also indicate that an original receipt is required only if the expense exceeds a certain amount. For more information, refer to Defining Expense Report Templates. Users can see whether original receipts are required in the Internet Expenses Review page. If users do not submit required original receipts, their expense reports may be short paid. Overview of Internet Expenses 1-3

22 Administrative Features Missing Original Receipts Refund Tracking Oracle Projects Integration Required Justifications Employees indicate that they do not have original receipts by checking the Original Receipt Missing check box. You can configure Internet Expenses to change the status of a receipt from required to not required when users check the Original Receipt Missing check box. You can set up Internet Expenses so employees can enter refunds (negative receipts) when creating an expense report. Employees enter negative receipts to report the refund of a previously reimbursed expense, for example, the refund of an unused airline ticket. Depending on your company policy, the credit lines can be applied to other expense lines in the same expense report, entered on a future expense report, or the employee may be required to remit payment to the company for the refunded amount. To allow employees to enter negative receipts, the profile option OIE: Allow Credit Lines must be set to Yes. Internet Expenses integrates with Oracle Projects to enable employees to enter project-related information on expense reports. Internet Expenses validates the project-related information and creates accounting entries for expense items according to the rules you define in Oracle Projects. To support employees who use the Expense Spreadsheet, Internet Expenses enables employees to download files with current and valid project-related information. Employees can download project-related information by using the View Projects and Tasks function. For more information, refer to "Integrating Oracle Projects with Internet Expenses" in Chapter 2, "Implementing Internet Expenses". You can set up Internet Expenses so employees are required to enter justifications for specific expenses. When you define expense report templates for use with Internet Expenses, you can indicate whether a justification is required for an expense type (airfare, meals, car rental, and so on). If an expense report contains an 1-4 Oracle Internet Expenses Implementation and Administration Guide

23 Administrative Features invalid or unapproved justification, the report may be short paid. For more information, refer to Short Paying Expense Reports. Required Purpose You can set up Internet Expenses so employees must enter a purpose for all expense reports. To do this, set the profile option OIE: Purpose Required to Yes. Expense Report Number Prefixes Collecting Tax Information You can define a prefix for every expense report entered in Internet Expenses. Entering a prefix value enables you to easily identify invoices in Oracle Payables originally created as Self-Service expense reports. By indicating that an expense line includes tax and choosing a tax code, the system automatically calculates the tax amount using the tax code information defined in Oracle Payables. You can enable the Amount Includes Tax and the Tax Code fields in Internet Expenses by setting the profile option OIE: Enable Tax to Yes. Multi-Row Display Configuration Credit Card Charges You can modify the appearance and behavior of the expense multi-row pages. If your company issues corporate credit cards to employees, you can set up Internet Expenses so that users can automatically populate expense reports with credit card charges. You can also specify whether your company or the employees pay the credit card provider. The Credit Card workflow automatically informs employees and managers of payments created for corporate card charges. It also informs employees and managers of any charges that have not been submitted on an expense report. Support for the Euro as Functional Currency If your company is changing its functional currency to the euro, employees need to create expense reports in Internet Expenses and specify the euro as either the receipt currency, the reimbursement currency, or both. The changes required to your Overview of Internet Expenses 1-5

24 Administrative Features Internet Expenses implementation for euro compliance are simple and can be completed in a very short time. For more information, see Euro as Functional Currency. Expense Report Workflow Process The Expense Report workflow process defines the set of business processes for all of the administrative tasks related to the expense reporting approval process. In particular, the Expense Report workflow process handles the manager approval process and the accounts payable approval process for expense reports. For a detailed description of the process definitions of these workflow processes, see Chapter 5, "Defining Workflow Processes". You can set up and configure the process definitions of the Expense Report workflow processes to accommodate your company-specific needs. For a detailed description of the required setup steps and optional configurations you can make to the workflow process, refer to "Expense Report Workflow" in Chapter 5, "Defining Workflow Processes". Predefined Methods for Routing Expense Reports for Manager Approval Internet Expenses includes three predefined methods to determine how workflow routes expense reports to managers for approval. When you set up the Expense Report workflow process, you can choose one of the three following methods: Go Up Management Chain One Stop Then Go Directly Go Directly to Person with Signing Authority For a detailed explanation of how these three methods work, see "Find Approver Methods" in Chapter 5, "Defining Workflow Processes". Enforcement of Travel, Entertainment, and Reimbursement Policies To enforce your travel, entertainment, and reimbursement policies, your accounts payable department uses the Expense Reports window of Oracle Payables to approve, adjust, or short pay expense reports. 1-6 Oracle Internet Expenses Implementation and Administration Guide

25 Administrative Features Adjusting Expense Reports If an expense line violates a reimbursement policy, your accounts payable department adjusts the expense report by reducing the total amount of the expense line. For example, if you have a travel policy stating that cab fares cannot exceed $100, your accounts payable department can adjust expense lines for cab fares that exceed this limit. The employee receives payment for the expense line, less the amount of the adjustment. When your accounts payable department adjusts expense reports, the AP Approval workflow process informs employees of the reasons for, and amounts of, the adjustments. Short Paying Expense Reports Depending on how you set up Internet Expenses, your accounts payable department may require that employees provide original receipts or justifications for some expense lines in their expense reports. Your accounts payable department short pays expense reports by identifying the expense lines which have: missing required receipts inadequate justifications When your accounts payable department short pays an expense report, the Expense Report workflow process does the following: creates a new expense report from the lines that have missing required receipts, and/or creates a new expense report from the lines that have inadequate justifications eliminates the lines your accounts payable department short paid from the original expense report and approves it This process also transitions these new expense reports to the Missing Receipts Shortpay process or the Policy Violation Shortpay process. Refer to Summary of the Missing Receipts Shortpay Process and Summary of the Policy Violation Shortpay Process in Chapter 5, "Defining Workflow Processes". Overview of Internet Expenses 1-7

26 Expense Reporting Features Expense Reporting Features Changing Cost Centers Designating Approvers The following are features in Internet Expenses for use by employees to enter and submit expense reports. Internet Expenses automatically populates the Cost Center field with the employee s cost center based on information in human resources tables. Employees can charge expense reports to cost centers other than their own by changing the value in the Cost Center field. Typically, the direct managers of employees are responsible for approving the employee expense reports. However, you can enable employees to direct their expense reports to a different manager by entering a value in the Alternate Approver field. If an employee enters a different cost center when creating an expense report, you can configure Internet Expenses to require employees to enter an alternate approver. In this case, the approver specified must have authority to approve expense reports assigned to that cost center. For more information, refer to Chapter 5, "Defining Workflow Processes". Entering Foreign Currency Expenses In Internet Expenses, employees can enter receipts in currencies other than the company s reimbursement currency. When entering foreign currency expenses for cash and other expenses, employees must enter the exchange rate between receipt currency and the reimbursement currency when the expense was incurred. Credit card expenses retrieve the appropriate exchange rate automatically. For example, an employee at a US company travels on business in Europe and incurs expenses in Great Britain. When creating an expense report for the trip, the employee must enter the exchange rate between the US dollar and the Pound on the date each expense was incurred. Saving In-Progress Expense Reports Employees can save partially completed expense reports as a work-in-progress then finish and submit them for approval later. Internet Expenses performs no required 1-8 Oracle Internet Expenses Implementation and Administration Guide

27 Expense Reporting Features fields validation on a report when an employee saves a report, so a user can save even though information required for submitting the report may be missing. When an employee saves an expense report, Internet Expenses displays a confirmation page containing the expense report number. Employees can then access the Active Expense Reports page to open the saved expense report, add or update information, and then submit the report for approval. Reviewing Unsubmitted Expense Reports The Review page enables employees to review a summary of an expense report before submitting it for approval. For each item in the report, this page displays the amount, the expense type, and other information the employee entered. It also includes totals for each expense type and subtotals for each expense category such as Cash and Other or Corporate Card. Employees can also display charges either by expense type or expense group. Viewing Expense Report Status Itemizing Receipts Employees can check the status of their expense reports by choosing Search Expense Reports from the Main Menu. This function shows whether a report was approved by management or the accounts payable department, and indicates whether the report was short paid or adjusted. Employees can also view payment information, drill down to view information about individual expense lines, and find out why an expense report was adjusted. Internet Expenses users can track expenses in greater detail by itemizing receipts. This enables an employee to separate a receipt such as a hotel bill into multiple expense lines and assign an expense type to each line. Users can also designate a portion of the receipt as a personal expense. The system automatically subtracts all personal expenses from the report total. Overview of Internet Expenses 1-9

28 Process Overview Process Overview This section provides an overview of the Expense Report Workflow process. The following illustration demonstrates the complete process flow of expense reports from creation to payment Oracle Internet Expenses Implementation and Administration Guide

29 Process Overview Creating Expense Reports Employees can create expense reports through the following means: online using their computers and a standard Web browser online using Web-enabled mobile devices offline using Excel spreadsheets from a configured template Employees must have the Internet Expenses responsibility in order to create an expense report. If you implement the credit card functionality, employees can add credit card charges to their expense reports. For more information, refer to Chapter 6, "Processing Corporate Credit Cards". Creating an Expense Report with the Expense Spreadsheet The disconnected expense reporting process enables Internet Expenses users to create expense reports while away from the office or when access to the corporate intranet is not available. The disconnected expense reporting process includes: Exporting and saving a copy of the expense spreadsheet template using the Export Expense Spreadsheet function. Access to your corporate intranet is required to export this template. Using the expense spreadsheet to enter expense report information. Transferring expense reports created with the spreadsheet to Internet Expenses using the Import Expense Spreadsheet function. Once imported, the transferred information appears as an expense report in Internet Expenses and users can update, save or submit it for approval. Access to your corporate intranet is required to import the spreadsheet. Sending Receipts to Accounts Payable After an employee submits an expense report, Internet Expenses displays a confirmation page with instructions for the employee. For example, you may want to inform the employee that a notification will be sent when the report is approved by management and at that time all original receipts must be sent to the accounts payables department. Most companies require original receipts for verification before reimbursing employees for business expenses. Overview of Internet Expenses 1-11

30 Process Overview Expense Report Workflow Process When an employee submits an expense report for approval, the Expense Report workflow process begins. Server Side Validation Process The Server Side Validation process adds required information to the database tables AP_EXPENSE_REPORT_HEADERS_ALL and the AP_EXPENSE_REPORT_LINES_ ALL so that the workflow approval processes and the Payables Invoice Import program can process the report properly. Once the Server Side Validation process is complete, a report can be viewed in the Payables Expense Reports window. For more information on this process, refer to Summary of the Server Side Validation Process in Chapter 5, "Defining Workflow Processes". Manager (Spending) Approval Process The Manager (Spending) Approval process routes expense reports to managers for approval. A manager s ability to approve a report depends on their signing limit. If the total report amount is greater than the manager s signing limit, workflow forwards the report to the next person in the management hierarchy that has proper signing authority. When an expense report receives approval, workflow transitions to the AP Approval process. For a detailed description of this process, see Summary of the Manager (Spending) Approval Process in Chapter 5, "Defining Workflow Processes". If a manager rejects the report, the workflow transitions to the Rejection process. Rejection Process When a manager rejects an expense report, the Rejection process begins. The Rejection process notifies the employee that the report has been rejected and may provide a reason. The employee can optionally modify and resubmit the report for approval using the Modify Expense Reports function. For a detailed description of this process, refer to Summary of the Rejection Process in Chapter 5, "Defining Workflow Processes". AP Approval Process The AP Approval process first determines whether an expense report requires the approval of the accounts payable department. If approval from the accounts 1-12 Oracle Internet Expenses Implementation and Administration Guide

31 Process Overview payable department is not required, the process automatically approves the expense report. If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing. The accounts payable department uses the Expense Reports window in Oracle Payables to review, adjust, short pay, and approve expense reports. A Payables user approves an expense report by checking the Reviewed By Payables check box and the Receipt Verified check box for all expense lines that require a receipt. If receipts are missing for expense lines that require them and the Receipt Verified check box is not checked, the report can be approved but it will be short paid. For more information, refer to Summary of the AP Approval Process in Chapter 5, "Defining Workflow Processes". After the accounts payable department approves an expense report, the Oracle Payables Invoice Import program converts it into an invoice. For more information, refer to "Reviewing, Auditing, and Approving Oracle Internet Expenses Expense Reports" in the Oracle Payables User Guide. Converting Expense Reports into Invoices Oracle Payables pays invoices only, so before an approved expense report can be paid, it must be converted into an invoice. The Oracle Payables Invoice Import converts expense reports created in Internet Expenses into invoices in Oracle Payables. An expense report can be processed by the Payables Invoice Import program only if it receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process. After running the Payables Invoice Import program, Payables prints the Invoice Import Exceptions Report. This report lists all expense reports that could not be imported and the exception (rejection) reason. When a report is rejected by the Payables Invoice Import program, you must correct all problems in the expense report and then resubmit the Payables Invoice Import to create an invoice. For a list of reasons why a report can be rejected, refer to the Invoice Import Exceptions Report in the Oracle Payables User Guide. Reimbursing Expense Reports After the Payables Invoice Import program creates invoices for expense reports, you can create payments for the invoices using the same method as for other invoices. The Internet Expenses workflow processes also send a notification to the employee when payment is created in Oracle Payables for an expense report. This notification includes the reimbursement amount, the expense report number, check number (if Overview of Internet Expenses 1-13

32 Process Overview any) and the bank information (if payment is directly deposited into the employee s bank account). For more information, refer to the information on OIE: CC Payment Notify profile option in the section titled "Specifying Values for Internet Expenses Profile Options" in Chapter 2, "Implementing Internet Expenses" Oracle Internet Expenses Implementation and Administration Guide

33 2 Implementing Internet Expenses This chapter provides the implementation steps for Internet Expenses and explains the integration with other Oracle applications through the following topics: Base Applications Requirements for Internet Expenses Implementation Checklist for Internet Expenses Explanation of the Implementation Steps Implementing Internet Expenses 2-1

34 Base Applications Requirements for Internet Expenses Base Applications Requirements for Internet Expenses The following table lists all the Oracle Applications you need to install to complete the implementation of Internet Expenses. Application Oracle Internet Expenses Oracle Self-Service Web Applications (ICX) Oracle Payables Oracle Workflow Oracle System Administration Oracle Common Modules - AK Oracle Application Object Library Oracle Human Resources Oracle Projects Required or Optional Required Required Required Required Required Required Required Optional Optional (Required if the employees are required to enter project and task information in expense reports) The applications are not listed in any particular order. For the correct installation order, refer to the readme text file that comes with the Internet Expenses patch or release. For more information, refer to the following sources: Oracle Self-Service Web Applications Guide Oracle Payables User Guide Oracle Workflow Guide Oracle System Administrator s Guide Oracle Mobile Self Service Applications Server: Installation Guide The OA Framework - Release Notes & Configuration for the Phase 5.5 Release Oracle Applications Flexfields Guide Managing People Using Oracle HRMS Oracle Projects User Guide 2-2 Oracle Internet Expenses Implementation and Administration Guide

35 Implementation Checklist for Internet Expenses Implementation Checklist for Internet Expenses The following table provides a checklist of the required and optional implementation steps for Internet Expenses. Each step includes a reference to more detailed sections within this chapter unless otherwise stated. Step Number Step Description Integrating with the Oracle Application Object Library 1. Define Accounting Flexfield. For more information, refer to the Oracle Applications Flexfield Guide. 2. Modify the Internet Expenses messages. For more information, refer to "Modifying Internet Expenses Messages". 3. Define the Contact Us information. For more information, refer to "Defining Contact Us Information". Integrating with Oracle Human Resources 4. Define your employees. For more information, refer to "Explanation of the Implementation Steps" and "Enter Person" in Managing People Using Oracle HRMS. Note: If you do not use Oracle HRMS, you can enter your employees in the Enter Person window in Oracle Payables. Integrating with Oracle System Administration 5. Define and set up users. For more information, refer to "Defining and Setting Up Users". 6. Specify profile option values. For more information, refer to "Specifying Values for Internet Expenses Profile Options". 7. Secure the Reviewed by Management check box. For more information, refer to "Securing the Reviewed by Management Check Box". Setup Steps in Oracle Payables 8. Define default expense check address. For more information, refer to "Setting the Expense Check Reimbursement Address". 9. Define Expenses Clearing account. For more information, refer to "Defining an Expenses Clearing Account". 10. Establish Multiple Currencies setup. For more information, refer to "Establishing Multiple Currencies Setup". 11. Define Expense Report Options. For more information, refer to "Defining Expense Report Options". Required or Optional Required Optional Optional Required Required Required Optional Required Optional Optional Required Implementing Internet Expenses 2-3

36 Implementation Checklist for Internet Expenses 12. Enable Automatic Tax Calculation. For more information, refer to "Enabling Automatic Tax Calculation". 13. Establish Tax Code Defaults Hierarchy. For more information, refer to "Establishing Tax Code Defaults Hierarchy". Optional Optional 14. Set up tax. For more information, refer to "Setting Up Tax". Optional 15. Enable Currencies. For more information, refer to "Enabling Currencies". Required 16. Define your expense report templates. For more information, refer to "Defining Expense Report Templates". 17. Define your employees as suppliers. For more information, refer to "Entering Employees as Suppliers". 18. Assign signing limits to your managers. For more information, refer to "Assigning Signing Limits". 19. Define your descriptive flexfields. For more information, refer to "Setting Up Descriptive Flexfields". 20. Set up credit cards. For more information, refer to "Establishing Corporate Credit Cards". Required Required Required Optional Optional Defining Oracle Internet Expenses Features 21. Configure the Expense Report Workflow process. For more information, refer to Chapter 5, "Defining Workflow Processes". 22. Configure Expense Spreadsheet. For more information, refer to Chapter 4, "Configuring the Expense Spreadsheet". 23. Define Client Extensions. For more information, refer to Chapter 3, "Implementing Client Extensions". Required Optional Optional Other Oracle Applications 24. Integrate with Oracle Projects. For more information, refer to "Integrating Oracle Projects with Internet Expenses". 25. Modify Oracle Common Modules - AK. For more information, refer to "Modifying Oracle Common Modules - AK". Optional Optional 2-4 Oracle Internet Expenses Implementation and Administration Guide

37 Explanation of the Implementation Steps Explanation of the Implementation Steps This section provides an explanation of each implementation step, unless the information is covered in more detail elsewhere in this guide. Though some of these implementation steps are also needed for implementing other products, the explanation provided for each step focuses on the effect in Internet Expenses. The step explanations are grouped into the following topics in the order they appear on the checklist: Integrating with Oracle Applications Object Library Integrating with Oracle Human Resources Integrating with Oracle System Administration Setup Steps in Oracle Payables Defining Internet Expenses Features Integrating with Other Applications Note: After you perform the implementation steps in the base applications, you may need to restart the Apache Listener to reflect the setup in Internet Expenses. Integrating with Oracle Applications Object Library This section describes the implementation steps that require the use of the Oracle Application Object Library. Defining the Accounting Flexfield The first step in implementing Internet Expenses is to define the Accounting flexfield. If you have already implemented Oracle Payables, this step is done. For more information, refer to the Oracle Payables User Guide and the Oracle Applications Object Library online help. Modifying Internet Expenses Messages You can modify any of the Internet Expenses messages to add content or make them more specific to your business. For example, you might change the instructions in a window to use terminology that is unique within your company or modify the content of an error message to provide additional information. All Implementing Internet Expenses 2-5