Oracle iExpense Setups

 

iExpenses is basically an extension Oracle Payables. Employee and Contingent Worker expense reports become supplier invoices and get paid from Payables. You will need following responsibilties to set up Internet Expenses: Payables Manager, Internet Expenses Setup and Administration, System Administration, Application Developer, and AX Developer. If you are also planning on charging expense reports to projects, you will also need Project Billing Super User and General Ledger Super User responsibilities. You will also need access to Oracle Workflow Builder to customize the Expenses workflow and Project Expense Reports Account Generator.

Oracle Internet Expenses Setup Steps:

Step 1: PA: Enable Project Expenditure Types for Expense Report Entry.
Navigation: Project Billing Super User: Setup > Expenditures > Expenditure Types. Enable expenditure types to be used on project-related expense reports. Enable selected expenditure types with an Expenditure Type Class ‘Expense Reports’. You need to associate these expenditure types with Expense Type you define in the Expesen Report Template (next step).

Step 2: AP: Define Expense Report Templates
Navigation: Payables Manager: Setup > Invoice > Expense Report Template. You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense report templates with this option enabled can be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expense report templates. Default default natural account for non-project expenses. For project-related expenses, associate your expense types with project expenditure types.

Step 3: AP: Define Financials Options > Accounting
Navigation: Payables Manager: Setup > Options > Financials. You define the Expense Clearing Account in the Oracle Payables Financials Options window. This will be a default liability account for iExpenses expenses reports imported into Oracle Payables. The Expense Clearing Account field is also available in the Card Program window. If you define the Expense Clearing Account field in the Card Program window, the value you define there will take precedence over the value in the Oracle Payables Financial Options window.

Step 4: AP: Define Financials Options > Human Resources
Navigation: Payables Manager: Setup > Options > Financials. Use the Payables Financials Options window to define the Expense Report Reimbursement Address and Employee Numbering Method.

Step 5: AP: Establish Multiple Currencies Setup
Navigation: Payables Manager: Setup > Options > Payables > Currency. The currency in which an expense report is paid is known as the reimbursement currency. Internet Expenses users can specify a reimbursement currency that is different from your company functional currency only if Oracle Payables is set up for multiple currencies.

Step 6: AP: Defining Expense Report Options
Navigation: Payables Manager: Setup > Options > Payables > Expense Reports. Define the fields below:

• Default Template. The default expense report template that you want to use in the Payables Expense Reports window. You can override this value in the Expense Reports window. A default expense report template appears in the Expense Reports window only if the expense report template is active.

• Payment Terms. Payment terms you want to assign to any suppliers that you create from employees during Expense Report Import. Define and assign immediate payment terms for your employee suppliers.

• Pay Group. Pay Group you want to assign to employee expense reports, e.g. EMPLOYEES. You must define this pay group in the Purchasing Lookups window.

• Payment Priority. Payment priority for employee expense reports. Choose a number between 1 (high) and 99 (low) to be the priority of employee payments.

• Apply Advances. If you enable this option, Payables applies advances to employee expense reports if the employee has any outstanding, available advances. You can override this default during expense report entry.

• Automatically Create Employee as Supplier. You must enable this option, if you want to import employee expense reports and automatically create a supplier for any expense report where an employee does not already exist as a supplier.

• Hold Unmatched Expense Reports. This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payables creates during Expense Report Import.

Step 7: AP: Assign Signing Limits
Navigation: Payables Manager: Employees > Signing Limits. Managers can approve an expense report only if the total amount of the report does not exceed their signing limit defined in Accounts Payable. When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You have to give managers signing limits for multiple cost centers, if employees from multiple cost centers submit expense reports to him/her.

Step 8: OIE: Define iExpense Policies
Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Expense Fields. Use the pages in the Policy region to set up online policy compliance and perdiem and mileage rates.

• Schedules. Create rate and policy schedules for your employees to use when they submit expense reports.

• Expense Fields. Set up expense fields to capture additional information on expense reports.

• Exchange Rates. Set up exchange rate definitions to validate the exchange rates that employees enter on their expense reports for foreign currency receipts.

Step 9: OIE: Enable Expense Allocations
Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Accounting > Define. There are two tasks to complete for setting up expense allocations:

• Use the Internet Expenses Setup responsibility to define which segments of the accounting flexfield segments are visible and updatable by the user.

• Use the OIE: Enable Expense Allocations profile option to enable expense allocations according to your requirements. You can set the display of accounting flexfield segments and online validation as user-definable or automatic.

Step 10: OIE: Define Receipt Notification Rule Set
Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Audit > Notification Rules. Create one or more notification rule sets to determine when to send notifications to users for overdue or missing receipts.

Step 11: OIE: Assign Receipt Notification Rule Set
Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Audit > Notification Rule Assignments. Use the Notification rule set assignments pages to assign the notification rule sets that you created to the operating units that you want.

Step 12: OIE: Define Mileage Rate Schedule.
Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Schedules > Mileage. A mileage rate schedule can take into account distance traveled, type and category of vehicle, type of fuel, and the number of passengers. Set up one or more mileage rate schedules and schedule periods that you require for employee expense reporting.

Step 13: AP: Complete Mileage Expense Type Definition in Payables
Navigation: Payables Manager > Setup > Invoice > Expense Report Templates. Find the expenses template, find the mileage expense type, and assign the Mileage Schedule.

Step 14: SA: Define New iExpenses Responsibilities
Navigation: System Administration: Security > Responsibility. Create a new iExpenses responsibility.

Step 15: SA: Define OIE Profile Options
Navigation: System Administration: Profile > System. Set Internet Expenses related profile options according to your business requirements. Below is a brief description of each profile.

OIE: Allow Credit Lines. Set the profile option to Yes to enable users to enter negative receipts (credit lines). Users enter negative receipts to report the refund of a previously reimbursed expense, for example, an unused airline ticket. The default value is Yes.

OIE: Enable Credit Card. Set the 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. Set the profile option to Yes to enable users to choose the reimbursement currency for their expense reports. You must set up Payables to use multiple currencies before you can enable this profile option.

OIE: CC Approver Req profile option indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different from their own. Set the profile option to 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 profile option to Yes, you must also set the OIE: Enable Approver profile option to Yes.

OIE: CC Payment Notify. Use the profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card transactions. The default value is No.

OIE: Enable DescFlex profile option 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.

OIE: Enable Projects profile option 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.

OIE: Enable Tax profile option enables the availability of tax-related elements on expense reports.

OIE: Enable Approver profile option enables the Alternate Approver field in Internet Expenses. When 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. When this profile option is set to No, the Alternate Approver field is hidden.

OIE: Approver Required profile option indicates whether users must designate an approver for their expense reports. If you set it to Yes, Internet Expenses requires that users always enter an alternate approver as defined in Oracle HRMS.

OIE: Purpose Required profile option controls whether users must enter a purpose when creating an expense report. A purpose is a brief description of the business activities that justify the expenses in a report

OIE: Report Number Prefix profile option specifies a prefix value for expense report numbers, e.g. EXP-. The expense report number becomes the corresponding invoice number when the expense report is converted into an invoice via the Expense Report Import program.

OIE: Grace Period profile option specifies the number of grace period days beyond an end date that certain OIE setup items remain available for use. The default value is 30.

OIE: Enable Policy profile option controls the behavior of Internet Expenses in relation to reports that contain policy violations.

OIE: Enable Expense Allocations profile option determines whether an end user can update the cost center segment value on an expense line.

PA: Allow Project Time and Expense Entry profile option enables users to enter project-related information on expense reports. If you set this option to Yes, then you must set the OIE: Enable Projects profile option to Yes as well.

PA: AutoApprove Expense Reports profile option permits automatic approval of project-related expense reports.

Journals: Display Inverse Rate profile option determines how the reimbursable amount is calculated when users enter foreign currency receipts. When this profile option is set to No, the receipt amount is multiplied by the exchange rate to determine the reimbursable amount. When it is set to Yes, the receipt amount is divided by the exchange rate. The default value is No.

AME: Installed profile option enables the integration between Internet Expenses and Oracle Approvals Management. Enabling this profile disables Oracle Workflow expense report approvals!

WF: Notification Reassign Mode profile option determines the forwarding functionality that is available to employees. See Do You Want to Delegate or Transfer That Oracle Notification? article.

WF: Mailer Cancellation Email profile option enables the functionality that sends the cancellation notifications when time outs are reached for a notification and a new notification is sent because of resend setup.

Step 16: WF: Customize Project Expense Report Account Generator.
This step will be described in detail in a separate IAF article.

Step 17: GL: Assign Your Customized Project Expense Report Account Generator to your chart of accounts
Navigation: General Ledger Super User: Setup > Financials > Flexfields > Key > Accounts. Select your accounting structure to which you want to assign the process. Find the Project Expense Report Account Generator Item Type. Select a Process Name you define in the previous step. Save your changes.

Step 18: SA: Define a new OIEADMIN Role
Navigation: System Administrator: Security > Users. Create a new Oracle OIEADMIN user. Run the Synchronize Local WF tables process every time you make changes to user setup.

Step 19: WF: Define Workflow Notification Performers.
Perform the steps in Oracle Workflow Builder to set up expense report performers. This step will be documented in detail later on.

Step 20: Personalize Expense Report Submission Instructions

• As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to Yes.

• Navigate to Expenses Home page in your iExpenses responsibility

• Create and submit an expense report

• In the Confirmation page, click the Personalize Submission Instructions Header link in the Submission Instructions region.

• In the Choose Personalization Context page, enter Your Business Group in the Organization field and click Apply.

• In the Personalize Region page, click Personalize for the Raw Text item.

• In the Personalize Raw Text page, select False for the Rendered row at the Site level, then click Apply.

• In the Personalize Region page, click Create Item for the Header: Submission Instructions item.

• In the Create Item page, select the “Raw Text” value from the Item Style list.

• Complete the page according to your business requirements: ID = XYZ_SUBMISSION_INSTRUCTIONS Text: Include the text message. Add Your Company’s Submission Instructions Here. Click Apply.

• In the Personalize Region page, click Personalize for the message you created.

• In the Personalize Raw Text page, enter a message in the Text field for the appropriate level, then click Apply.

• In the Personalize Region page, click Return to Application.

• As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to No.

Step 21: AD: Compile the Expense Types Descriptive flexfield.
Navigation: Application Developer: Application > Validation > Set

• Query value set name ‘OIE_EXPENSE_TYPES’.

• Click Edit Information. In the Table Columns section, for the ID column, change the Size to 30 and Save.

• Navigate: Flexfield > Descriptive > Segments

• Query the Title ‘Expense Report Line’

• Freeze and compile the Expense Report Line Flexfield.

Step 22: Enable the Display of Project and Task
Navigation: AK Developer responsibility. Navigate to the Define Regions window. Use the Region Items window to enable the display of project and task information. You need to perform this step in order to view projects and tasks in View Expense Report History:

• Query the region ICX_AP_EXP_LINES_D.

• Choose Region Items to navigate to the Region Items window.

• Query the region items ICX_PROJECT_NUMBER item (ATTRIBUTE_NAME).

• Check the Node Display box for these region items.

• Query the region items ICX_TASK_NUMBER item (ATTRIBUTE_NAME).

• Check the Node Display box for these region items.

• Save your work.

Other Configuration Considerations

• Make sure all expense approving managers are set up as Oracle users.

• Make sure every employee is assigned to one Oracle user only!

• Submit the Synchronize WF LOCAL tables process regurarly to update the Workflow resource information

Oracle Internet Expenses

Oracle Internet Expenses (iExpenses) is essentially an extension of Oracle Payables. It provides a way for employees and contingent workers to enter their expense reports. Employees and contingent workers become suppliers, and their expense reports become supplier invoices in Payables.

Integrate with Other Oracle Applications

• Oracle Human Resources - for one database of valid employees and contingent workers
• Oracle Payables for seamless and streamlined expense report payment
• Oracle Projects - for billing to customers or internal tracking of costs
• Oracle Approvals Management - for flexible approval rules
• Oracle Grants Accounting - to charge expenses to awards for funds tracking
• Oracle Time and Labor - for common user interface
• Oracle Daily Business Intelligence - for expense analysis, Top Spenders report, and drill-down to line details

Expense Report Entry

• Enter expense reports using a browser, a wireless web-enabled mobile device, or an offline spreadsheet
• Enter expense reports on behalf of others
• Enter expense reports for contingent workers
• Pre-populate expense reports with credit card transactions
• Itemize charge card or cash line items and assign multiple expense types; Enable automatic Hotel Folio itemization based on card feed
• Allocate reports to many cost centers
• Copy saved and submitted reports
• Withdraw reports after submission
• Require or enable projects and tasks
• Require or enable category specific additional fields
• Include advances and refunds as negative amounts
• Default data based on user preferences, including from prior reports
• Calculate mileage and per diem during expense entry or import of spreadsheet
• View approval and payment status on the home page or using a Web-enabled mobile device
• Automatically capture and manage expense receipts online
• View notes, responses and actions in Approval Notes
• View card transaction history, mark items disputed with card provider

Company Policy

• Define company policy for online enforcement
• Define exchange rate defaulting and tolerance checking
• Require receipt by expense type and amount
• Require justification by expense types and upon policy violation
• Require receipt itemization and provide set of expense types for itemization
• Configure descriptive flexfields or additional fields for expense types
• Enable special messages or calculations on review, confirmation pages

Workflow Approvals and Notifications

• Approve expense reports and associated receipts, flag policy violations, and enforce reimbursement policy
• Review details of expenses with supporting receipt documentation on approval notifications
• Optionally require manager and accounts payable approval by exception
• Delegate or transfer approval authority, and handle vacations
• Build flexible approval routing rules and conditions, including line-based and cost center-based approvals
• Notify employees of policy violations, rejection or adjustments
• Notify users of reimbursements and payments to card issuers on their behalf

Charge Card Administration

• Define card usage and transaction submission policies for online enforcement
• Identify employees with outstanding credit card transactions by details or aging
• Automatically notify of unsubmitted card transactions, escalate as needed
• Pay charge card issuer directly on behalf of employees
• Use automatic new account registration
• Map card types for expense type defaulting

… What is New n Release 10.5.10

Expenses Home Page. The Expenses Home Page allows users immediate access to a variety of expense reporting information, workflow notifications, and their corporate credit card account information. It is a nice “portal” where employees can see and manage all expense reports. Employees are alerted to changes and transactions that require their attention and these items are highlighted and linked, so that they can be addressed in a timely and efficient manner. When you click on the Internet Expenses responsibility link, you are taken directly to the Expenses Home page. Because you can access all functions from the Expenses Home page, there is no longer the need to show a list of menu items.

Contingent Workers. It was about time! Non-employees, such as contractors and temporary workers, can now enter expense reports into Oracle Internet Expenses. You set up contingent workers in HR, and associate them with their Vendor record. The service providers who employ them are then paid directly through Accounts Payable. Contingent workers can also be set up to approve reports, enter reports for others, and audit reports.

Expense Allocations. You are now able to manually override accounting information (for non-project expense lines only!).

Future-Dated Expenses. Expenses process owners can use the setup utility to define whether future-dated expenses should be treated as warnings or errors during expenses entry. This ensures that expenses are not entered into inappropriate accounting periods, which causes reimbursements to be delayed and accounting to be incorrect.

User-Interface Enhancements. Several usability enhancements were made, including browser Back button support and bubble text. In addition to the Internet Expenses Back and Next buttons, you can now use the browser Back button to go back and make changes while entering an expense report, unless the report has been submitted or items were deleted. Bubble text was added for buttons and icons.

Other improvements include:

• Enhanced Approval Rules using Oracle Approvals Management
• Enhanced Approver Entry
• Enhanced Adjustment and Short Pay Process
• Enhanced Expenses Itemization
• Paperless Audit Rules
• Audit List Rules
• Manager Reporting
• Improved Workflow Notification

… And What It Could Do Better

Improve the Offline Expense Report Upload Importing the Offline Spreadsheet is clunky, prone to errors, unintuitive, and most users stay away from it. How about a WebADI like looking upload, which validates against valid projects, tasks and expense types? Clients also ask for ways to customize the offline spreadsheet so that they could input company logo, expense policy, etc.

Provide Valid Alternative Approvers Only. The list currently shows everybody in the employee-supervisor hierarchy. Employees can chose Override Approvers, who are not defined as approvers in Payables, and hence, expense report submissions fail. This can be avoided by simply limiting the list of employees in the Override Approver field to valid approved in Payables.

Detail vs. Summary Expense Entry - it would be nice to be able to switch the default expense report layout between summary and detail.

Provide a List of Override Cost Center Values. Users can currently enter only cost centers, but they are unable to choose them from the list.

Expense Report Printing Printing an expense report does not fit to a page! There are a couple of Metalink notes out there, but no solutions. Please fix this!

Provide customizable views to limit the list of projects, tasks and expenditure types (similar to OTL views).

Improve AME Why provide yet another tool to make the applications work? Why not use Workflow instead? While is is a great idea to provide additional options for expense report approvals, the current AME is far from being the “robust tool forline-based and cost center-based approvals “.

Provide a better solution for CEO Expense Report Approval. The default approval workflow uses the supervisor hierarchy to approve expense reports, i.e. everybody needs a supervisor in order to approver expense reports. Assigning a dummy employee to be CEO’s supervisor is not a good solution.

Allow Cross-Charge between multiple business units for project-related expense reports by engaging Account Generator, even if the initial combination of employee’s default company and override cost center is invalid.

Manage Attachements. Provide a better way for iExpenses Administrators to manage (view, save, print) expense report attachments.

Provide a way to change project-related information for submitted expense reports before they get imported to Payables.

Provide Direct Deposit Integration with 3rd Party Vendors. Not as much iExpenses feature, but a requirement for better integration with Oracle Payroll, or other Payroll providers like ADP and PeopleSoft. Companies need to be able to reimburse expense reports via direct deposit without replicating bank and bank account information in Oracle Payables. Most employees now have their paychecks deposited directly, and expense reports should be paid the same way.