Implementation and Administration Guide
Release 11
i
, Second GenerationSeptember, 2001 Part No. A80831-03
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
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... ixPreface
... xi1
Overview of Internet Expenses
Administrative Features... 1-2
Credit Card Programs... 1-2
Authorized Delegate ... 1-2
Disconnected Expense Report Spreadsheet... 1-2
Descriptive Flexfields... 1-2
Multiple Reimbursement Currencies ... 1-3
Multiple Expense Templates... 1-3
Flexible Requirements for Original Receipts... 1-3
Missing Original Receipts ... 1-4
Refund Tracking ... 1-4
Oracle Projects Integration ... 1-4
Required Justifications... 1-4
Required Purpose ... 1-5
Expense Report Number Prefixes ... 1-5
Collecting Tax Information ... 1-5
Multi-Row Display Configuration ... 1-5
Credit Card Charges ... 1-5
Support for the Euro as Functional Currency ... 1-5
Expense Report Workflow Process ... 1-6
Short Paying Expense Reports ... 1-7
Expense Reporting Features... 1-8
Changing Cost Centers ... 1-8
Designating Approvers... 1-8
Entering Foreign Currency Expenses ... 1-8
Saving In-Progress Expense Reports ... 1-8
Reviewing Unsubmitted Expense Reports ... 1-9
Viewing Expense Report Status... 1-9
Itemizing Receipts ... 1-9
Process Overview... 1-10
Creating Expense Reports ... 1-11
Creating an Expense Report with the Expense Spreadsheet... 1-11
Sending Receipts to Accounts Payable ... 1-11
Expense Report Workflow Process ... 1-12
Server Side Validation Process ... 1-12
Manager (Spending) Approval Process ... 1-12
Rejection Process... 1-12
AP Approval Process ... 1-12
Converting Expense Reports into Invoices ... 1-13
Reimbursing Expense Reports... 1-13
2
Implementing Internet Expenses
Base Applications Requirements for Internet Expenses... 2-2
Implementation Checklist for Internet Expenses... 2-3
Explanation of the Implementation Steps... 2-5
Integrating with Oracle Applications Object Library... 2-5
Defining the Accounting Flexfield ... 2-5
Modifying Internet Expenses Messages... 2-5
Defining Contact Us Information... 2-6
Integrating with Oracle Human Resources ... 2-7
Integrating with Oracle System Administration... 2-7
Defining and Setting Up Users... 2-7
Setting the Expense Check Reimbursement Address ... 2-19
Defining an Expenses Clearing Account ... 2-19
Establishing Multiple Currencies Setup ... 2-20
Defining Expense Report Options ... 2-20
Enabling Automatic Tax Calculation ... 2-21
Establishing Tax Code Defaults Hierarchy ... 2-21
Setting Up Tax... 2-21
Enabling Currencies... 2-22
Defining Expense Report Templates ... 2-22
Entering Employees as Suppliers... 2-23
Assigning Signing Limits ... 2-24
Setting Up Descriptive Flexfields... 2-25
Establishing Corporate Credit Cards ... 2-32
Defining Internet Expenses Features ... 2-39
Integrating with Other Applications ... 2-39
Integrating Oracle Projects with Internet Expenses ... 2-39
Modifying Oracle Common Modules - AK ... 2-41
3
Implementing Client Extensions
Overview of Implementing Client Extensions... 3-2
Analyzing Your Business Requirements... 3-2
Designing Your Logic ... 3-2
Writing PL/SQL Procedures ... 3-3
Packages... 3-3
Procedures ... 3-3
Implementing the Validations and Defaults Extension... 3-4
Writing the Validations and Defaults Extension ... 3-4
Default Cost Center Procedure (CustomDefaultCostCenter) ... 3-4
Cost Center Validation Procedure (CustomValidateCostCenter)... 3-5
Calculate Amount Procedure (CustomCalculateAmount) ... 3-5
Flexfield Validation Procedure (CustomValidateDFlexValues)... 3-6
Line Validation Procedure (CustomValidateLine) ... 3-6
Authority Verification Procedure (VerifyAuthority) ... 3-9
Accounts Payable Involvement Procedure (CustomValidateExpenseReport)... 3-9
Find Approver Procedure (FindApprover) ... 3-9
4
Configuring the Expense Spreadsheet
Overview of the Disconnected Expense Reporting Process... 4-2
Configuring the Excel Template... 4-3
Showing the Sheet Tabs ... 4-4
Configuring the Expense Report Sheet... 4-5
Defining the Date Format... 4-5
Entering an Expense Template Name ... 4-5
Protecting Formulas ... 4-6
Setting Up Currency Codes and Descriptions... 4-7
Changing Column and Cell Headings ... 4-8
Setting Up Expense Types ... 4-9
Setting Up Descriptive Flexfields in the Excel Template ... 4-11
Types of Descriptive Flexfields... 4-12
Defining Flexfields in the Excel Template ... 4-12
Determining Flexfield Window Prompt Values ... 4-13
Determining Flexfield Validation Types... 4-13
Defining a List of Values for Descriptive Flexfields... 4-14
Setting Up Global Flexfields in the Excel Spreadsheet ... 4-15
Setting Up Context–Sensitive Flexfields in the Excel Template ... 4-16
Setting Up Text Boxes and Poplists... 4-18
Other Setup Considerations ... 4-20
Modifying the Import Status Message ... 4-20
Additional Information Column Heading... 4-20
Protecting the Custom Excel Template ... 4-20
Testing the Custom Excel Template... 4-21
5
Defining Workflow Processes
Expense Report Workflow... 5-2
Setting Workflow Timeouts... 5-5
Setting Expense Report Performers ... 5-6
Extending the Expense Report Workflow ... 5-9
Find Approver Methods... 5-10
Alternate Approvers and Cost Centers... 5-10
Find Approver Methods... 5-11
Expense Report Item Type ... 5-13
Expense Report Workflow Item Type Attributes ... 5-14
Summary of the AP Standard Expense Report Process... 5-19
AP Standard Expense Report Process Activities ... 5-21
Summary of the Server Side Validation Process... 5-25
Server Side Validation Process Activities ... 5-26
Summary of the Manager (Spending) Approval Process... 5-30
Manager (Spending) Approval Process Activities ... 5-33
Summary of the Third Party Expense Report Process... 5-42
Third Party Expense Report Process Activities... 5-43
Summary of the Request Approval Process... 5-46
Request Approval Process Activities... 5-47
Summary of the No Manager Response Process... 5-51
No Manager Response Process Activities... 5-52
Summary of the AP Approval Process... 5-55
AP Approval Process Activities ... 5-56
Summary of the Shortpay Unverified Receipt Items Process... 5-60
Shortpay Unverified Receipt Items Process Activities... 5-62
Summary of the Bothpay Process... 5-65
Bothpay Process Activities ... 5-66
Summary of the Missing Receipts Shortpay Process... 5-69
Missing Receipts Shortpay Process Activities ... 5-70
Summary of the Policy Violation Shortpay Process... 5-74
Policy Violation Shortpay Process Activities... 5-75
Summary of the Rejection Process... 5-78
Rejection Process Activities... 5-79
Standard Function Activities ... 5-84
Unsubmitted Credit Card Charges Process... 5-85
Payment to Card Issuer Process ... 5-86
Payment to Employee Process... 5-87
Payment to Employee by Check Process ... 5-87
Unapproved Expense Report Process ... 5-88
Initiating Deferred Workflow Processes... 5-88
6
Processing Corporate Credit Cards
Credit Card Process Flows... 6-2
Individual Pay ... 6-3
Both Pay Scenario ... 6-5
Company Pay Scenario ... 6-7
Credit Card Processing Steps... 6-10
Obtaining the Credit Card Transactions Data File ... 6-10
Loading the Credit Card Transactions Data File ... 6-10
Validating the Credit Card Transactions ... 6-11
Report Headings ... 6-12
Creating the Credit Card Provider Invoice... 6-13
Creating and Submitting an Expense Report ... 6-13
Approving and Reviewing Expense Reports ... 6-13
Importing the Expense Report into Oracle Payables... 6-14
Company Pay Credit Card Transactions Accounting... 6-15
Accounting for Credit Card Transactions... 6-17
Managing Credit Card Transactions... 6-19
Index
Oracle Internet Expenses Implementation and Administration Guide, Release 11i, Second Generation
Part No. A80831-03
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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.
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.
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
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
http://www.oracle.com/accessibility/.
Accessibility of Links to External Web Sites in Documentation
This documentation may contain links to Web sites of other companies ororganizations that Oracle Corporation does not own or control. Oracle Corporation neither evaluates nor makes any representations regarding the accessibility of these Web sites.
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
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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.
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.
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
Administrative Features
The following are features in Internet Expenses for use by your system administrators.
Credit Card Programs
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".
Authorized Delegate
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
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".
Descriptive Flexfields
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
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.
Multiple Reimbursement Currencies
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.
Multiple Expense Templates
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.
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.
Missing Original Receipts
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.
Refund Tracking
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.
Oracle Projects Integration
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".
Required Justifications
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
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
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.
Collecting Tax Information
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
You can modify the appearance and behavior of the expense multi-row pages.
Credit Card Charges
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
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.
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".
Expense Reporting Features
The following are features in Internet Expenses for use by employees to enter and submit expense reports.
Changing Cost Centers
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.
Designating Approvers
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
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
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.
Itemizing Receipts
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.
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.
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.
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
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
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"
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
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.
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
Application Required or Optional
Oracle Internet Expenses Required
Oracle Self-Service Web Applications (ICX) Required
Oracle Payables Required
Oracle Workflow Required
Oracle System Administration Required
Oracle Common Modules - AK Required
Oracle Application Object Library Required
Oracle Human Resources Optional
Oracle Projects Optional (Required if the employees are
required to enter project and task information in expense reports)
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
Required or Optional Integrating with the Oracle Application Object Library
1. Define Accounting Flexfield. For more information, refer to the Oracle Applications
Flexfield Guide.
Required
2. Modify the Internet Expenses messages. For more information, refer to
"Modifying Internet Expenses Messages".
Optional
3. Define the Contact Us information. For more information, refer to "Defining Contact Us Information".
Optional 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.
Required
Integrating with Oracle System Administration
5. Define and set up users. For more information, refer to "Defining and Setting Up Users".
Required
6. Specify profile option values. For more information, refer to "Specifying Values for Internet Expenses Profile Options".
Required
7. Secure the Reviewed by Management check box. For more information, refer to
"Securing the Reviewed by Management Check Box".
Optional Setup Steps in Oracle Payables
8. Define default expense check address. For more information, refer to "Setting the Expense Check Reimbursement Address".
Required
9. Define Expenses Clearing account. For more information, refer to "Defining an Expenses Clearing Account".
Optional
10. Establish Multiple Currencies setup. For more information, refer to "Establishing Multiple Currencies Setup".
Optional
11. Define Expense Report Options. For more information, refer to "Defining Expense Report Options".
12. Enable Automatic Tax Calculation. For more information, refer to "Enabling Automatic Tax Calculation".
Optional
13. Establish Tax Code Defaults Hierarchy. For more information, refer to
"Establishing Tax Code Defaults Hierarchy".
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".
Required
17. Define your employees as suppliers. For more information, refer to "Entering Employees as Suppliers".
Required
18. Assign signing limits to your managers. For more information, refer to "Assigning Signing Limits".
Required
19. Define your descriptive flexfields. For more information, refer to "Setting Up Descriptive Flexfields".
Optional
20. Set up credit cards. For more information, refer to "Establishing Corporate Credit Cards".
Optional Defining Oracle Internet Expenses Features
21. Configure the Expense Report Workflow process. For more information, refer to
Chapter 5, "Defining Workflow Processes".
Required
22. Configure Expense Spreadsheet. For more information, refer to Chapter 4, "Configuring the Expense Spreadsheet".
Optional
23. Define Client Extensions. For more information, refer to Chapter 3, "Implementing Client Extensions".
Optional Other Oracle Applications
24. Integrate with Oracle Projects. For more information, refer to "Integrating Oracle Projects with Internet Expenses".
Optional
25. Modify Oracle Common Modules - AK. For more information, refer to "Modifying Oracle Common Modules - AK".
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
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
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.
Internet Expenses messages use either the prefix AP_WEB or OIE in the message name.
Use the Oracle Applications Object Library Messages window to edit Internet Expenses messages. For information about editing messages, refer to Messages in the Oracle Applications Object Library online help. For more information about using the Message Dictionary Generator, refer to Oracle Applications Coding
Standards.
Defining Contact Us Information
A Contact Us global button is available so your users can submit questions or comments as necessary. To enable this feature, complete the following steps:
1. Log into Oracle Applications using Application Developer responsibility.
2. Navigate to Application > Function.
3. Query the function OIE_CONTACT_US.
4. Select the Web HTML tab.
5. Enter the desired email address right after mailto: (no spaces) in the HTML Call field. The following example demonstrates the format of the email address:
mailto:[email protected]
6. Save your work.
Warning: When customizing HTML-based messages, do not insert any hard returns. Inserting hard returns into HTML-based messages can cause system errors.
Suggestion:
Make a copy of all custom messages and store the copy in a directory protected from upgrades. Messages are stored in the following directory: $FND_TOP/mesg/<language>
Integrating with Oracle Human Resources
In order for employees to use Internet Expenses, you must enter their information. The following table lists the personal information to enter for each employee and how Internet Expenses uses this information.
If you use Oracle HRMS to enter employees, refer to Managing People Using Oracle
HRMS for more information.
Integrating with Oracle System Administration
This section describes the implementation steps you perform using Oracle System Administration. For more information on each of these topics, refer to the Oracle
Applications System Administrator’s Guide.
Defining and Setting Up Users
You must define your employees as users in order for them to use Internet Expenses. As part of this definition process, you must assign the self-service application responsibilities and a securing attribute to each user. You can perform all of these activities in the User window in System Administration.
To define an employee as a user, complete the following steps:
1. In System Administration, access the Users window.
2. Enter the name that the employee will use to log in to self-service applications in the User Name field.
Information How Information is Used in Internet Expenses
Employee Name Name that appears in the expense reports
Mail To Address Indicates where expense report reimbursement check is sent (for example, home or work address)
Home Address Address information for reimbursement if Home is selected in the Mail To field
Supervisor Person to whom the employee reports and may also be the person to whom the expense reports are routed for approval Accounting Defines default account for expense reports. The value you
enter in the Department segment of the accounting flexfield appears as the default Cost Center in the General Expense Report Information page.
3. Define a temporary password for the user in the Password field.
When the user logs in for the first time, a prompt will appear to request a password change.
Select the name of the employee from the list of values in the Person field. Enter the email address of the employee in the E-Mail field if you use an email system to send workflow notifications to employees.
Establish a password expiration. Save your work.
Assigning Responsibilities to Users Your installation includes the following seeded responsibilities that are applicable to your self-service users:
■ Internet Expenses
Assign to employees who will create and track expense reports. This responsibility is required for Internet Expenses users.
■ Workflow
Assign to employees who should receive workflow notifications. This responsibility is required for Internet Expenses users.
■ Workflow User Web Applications
Assign to enable employees to perform various self-service activities. This responsibility is optional for Internet Expenses users.
To assign responsibilities to an employee, complete the following steps:
1. In System Administration, access the Users window.
2. Query the username of the employee.
3. Assign the seeded responsibilities listed above in the Responsibilities tabbed region.
Assigning Securing Attributes You must assign securing attributes for every user of Internet Expenses. This attribute determines for whom a user may enter expense reports. At a minimum, users must have a securing attribute defined for
themselves.
You can also assign authorized delegates using this attribute. Authorized delegates can enter expense reports for another person. For example, you may want to set up
executive assistants as authorized delegates so they can enter expense reports for their managers.
When creating an expense report for someone else, authorized delegates use their own user name and password to access Internet Expenses and then choose the name of the person for whom they are creating the expense report from a pulldown list in Internet Expenses. Users can only see the names of the individuals for whom they have been identified as an authorized delegate.
To assign users the authority to enter expense reports for themselves or another user, complete the following steps:
1. Using the System Administrator responsibility, navigate to the Users window.
2. Query the user name for the employee that will be preparing expense reports.
3. In the Securing Attributes tabbed region, enter ICX_HR_PERSON_ID in the Attribute field.
4. In the Value field, enter the Person ID of the employee. If you do not know the employee’s Person ID, select the name of the employee from the list of values, and the Person ID will automatically be retrieved.
5. Repeat steps 3 and 4 for any persons for whom this employee can enter expense reports.
6. Save your work.
Prerequisite:
Define as application users the employees you want to make authorized delegates, and assign to them the Internet Expenses and Workflow responsibilities. Refer to "Assigning Responsibilities to Users" for more information.
Specifying Values for Internet Expenses Profile Options
When implementing Internet Expenses, set values for profile options to control how information appears, what values are required, and how the system processes data. Internet Expenses also uses profile options from other Oracle Financials
applications to control features which affect more than one application (for example, Display Inverse Rate and Sequential Numbering).
The System Administrator sets many of these user profile options at one or more of the following levels: Site, Application, Responsibility, and User. Use the Personal Profile Options window to view or set your profile options at the user level. Refer to the Oracle Applications System Administrator’s Guide for a list of profile options common to all Oracle Applications.
Required Profile Options The following table lists the required profile options that affect the operation of Internet Expenses.
The key for this table is:
■ Update - You can update the profile option.
■ View Only - You can view the profile option but cannot change it. ■ No Access - You cannot view or change the profile option value.
■ ICX: Date Format Mask
Determines which date format to use. The American English default is DD-MON-RRRR, for example, 07-JAN-1999.
For year 2000 compliance, all year formats are converted to RRRR, which accepts four-digit century and year entries verbatim (1950 is stored as 1950) and converts two-digit year entries as follows:
Profile Option
Default Value
User Access
System Administrator Access User Responsibility Application Site
ICX: Date Format Mask
DD_MON_ RRRR
Update Update No Access No Access Update
ICX: Language American English
Update Update No Access No Access Update
ICX: Limit Connect 1000 No Access Update No Access No Access Update
ICX: Limit Time Session
– Entries of 00 to 49 are converted to 2000 to 2049, respectively.
– Entries of 50 to 99 are converted to 1950 to 1999, respectively.
■ ICX: Language
Sets the language. The default is American English.
■ ICX: Limit Connect
Sets the maximum number of page hits per session. The default is 1000.
■ ICX: Limit Session Time
Sets the maximum number of hours a user can remain logged on per session. The default is four hours.
Optional Profile Options The following table lists all other profile options that affect the operation of Internet Expenses and identifies the levels at which each profile option is updatable, and provides any default value.
The key for this table is:
■ Update - You can update the profile option.
■ View Only - You can view the profile option but cannot change it. ■ No Access - You cannot view or change the profile option value.
Profile Option
Default Value
User Access
System Administrator Access User Responsibility Application Site
OIE: Allow Credit Lines
Yes No Access Update Update Update Update
OIE: Enable Credit Card
No No Access No Access No Access No Access Update
OIE: Allow Non-Base Pay
No No Access Update Update Update Update
OIE: CC Approver Req
No No Access Update Update Update Update
OIE: CC Payment Due From
Null No Access No Access No Access No Access Update
OIE: CC Payment Notify
OIE: Maximum Days to Show Credit Card Transactions No Default Value
No Access No Access Update Update No Access
OIE: Enable DescFlex
No No Access Update Update Update Update
OIE: Enable Projects No No Access Update Update Update Update
OIE: Enable Tax No No Access Update Update Update Update
OIE: Enable Approver
No No Access Update Update Update Update
OIE: Approver Required
No No Access Update Update Update Update
OIE: Purpose Required
No No Access No Access Update Update Update
OIE: Report Number Prefix
No No Access No Access Update Update Update
PA: Allow Project Time and Expense
No No Access No Access No Access Update No Access
PA: AutoApprove Expense Reports
No Default Value
No Access No Access No Access Update No Access
Journals: Display Inverse Rate
No Update Update Update Update Update
Default Country No Default Value
Update Update Update Update Update
Language No
Default Value
Visible Update Update Update Update
MO: Operating Unit No Default Value
No Access No Access Update No Access Update
Sequential Numbering
No Default Value
Visible No Access Update Update Update
Profile Option
Default Value
User Access
System Administrator Access User Responsibility Application Site
■ OIE: Allow Credit Lines
This profile option enables users to enter negative receipts (credit lines) if it is set to Yes. Users enter negative receipts to report the refund of a previously reimbursed expense, for example, an unused airline ticket. Setting this profile option to No prevents users from entering negative expense lines for cash and other expenses. Users can still enter negative corporate credit card expense lines. The default value is Yes.
■ OIE: Enable Credit Card
Set this profile option to Yes to enable the credit card functionality to allow users with corporate credit cards to select and add credit card transactions to their expense reports.
■ OIE: Allow Non-Base Pay
Enables users to choose the reimbursement currency for their expense reports. You must set up Payables to use multiple currencies before you can enable this option.
For more information, refer to "Establishing Multiple Currencies Setup" in this chapter.
■ OIE: CC Approver Req
Indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different than their own.
Select Yes to require employees to enter the Alternate Approver field when employees enter a cost center other than their default cost center. If you set this
Printer No
Default Value
Update Update Update Update Update
Site Language No
Default Value
No Access No Access No Access No Access Viewable
Profile Option
Default Value
User Access
System Administrator Access User Responsibility Application Site
profile option to Yes, you must also set the OIE: Enable Approver profile option to Yes.
■ OIE: CC Payment Due From
Use this profile option to indicate whether payment for corporate credit card charges is due from the employee, the company, or from both the employee and the company. No default value is available for this profile option. Choose one of the following values:
– Individual
The employee is billed and pays the credit card issuer for all charges to the company card. The employee then creates an expense report to request reimbursement for the business-related charges.
– Company
The company is billed and pays the credit card issuer for all charges to the company card. The employee then creates an expense report and marks each item as either Business or Personal. If the total amount of personal charges processed on an expense report exceeds the total amount of cash and other business expenses for that expense report, the employee will owe your company for these personal charges. Therefore, the employee may be required to reimburse the company for the difference (depending upon your corporate card policy.)
– Both
The employee is billed and pays the credit card issuer only for personal charges to the company card. The employee then creates an expense report for the remaining business-related charges. When the report is imported into Payables as an invoice, the company pays the credit card issuer for the employee’s business expenses.
For more information, refer to Chapter 6, "Processing Corporate Credit Cards".
■ OIE: CC Payment Notify
Attention: The seeded Find Approver function activity in the Expense Report workflow requires that users enter an alternate approver whenever they charge expense reports to cost centers different than their own. Therefore, you must set this option to Yes if you use the seeded Find Approver function activity.
Use this profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card charges. The default value is No.
For more information, refer to "Expense Report Workflow" in Chapter 5, "Defining Workflow Processes".
■ OIE: Maximum Days to Show Credit Card Transactions
Employees use the Select Credit Card Transactions page to specify which transactions to add to an expense report. Use this profile option to control how long unused credit card transactions appear in the Select Corporate Credit Card Transactions page. The number you specify indicates the number of days from the transaction date that the item is displayed in Internet Expenses.
If you do not specify a maximum number of days, Internet Expenses displays unused credit card transactions in the Credit Card Transactions page
indefinitely.
■ OIE: Enable DescFlex
Enables Internet Expenses to display descriptive flexfields. You must set up descriptive flexfields specifically for use in Internet Expenses before you can enable this option.
For more information, see "Defining Descriptive Flexfields in the Expense Spreadsheet" in this chapter.
■ OIE: Enable Projects
Enables users to enter project-related information on expense reports. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this option. For more information, refer to "Integrating Oracle Projects with Internet Expenses" in this chapter.
■ OIE: Enable Tax
Enables tax features for Internet Expenses expense reports. This option enables use of the Amount Includes Tax check box and the Tax Codes poplist. For more information, refer to "Entering Taxes on Expense Reports" in the Oracle Payables
User Guide.
■ OIE: Enable Approver
This profile option enables the Alternate Approver field in Internet Expenses. If this profile option is set to Yes, the Alternate Approver field is available for users to specify a different employee to approve their expense report. If this
