iExpenses Setup

Oracle Internet Expenses Setup

Overview

Copyright © Oracle Corporation, 2004. All rights reserved.

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System References

Internet Expenses Setup > Create New Schedule

Oracle Payables > Setup > Invoice > Expense Report Templates

Oracle Payables > Setup > Options > Payables (T) Currency

Internet Expenses Setup > Policy > Expense Fields

Oracle Payables > Invoices > Entry > Expense Reports

Oracle Payables > Employees > Signing Limits

Internet Expenses (or Expenses Entry) > Expenses Preferences

Internet Expenses > Create Expense Report

Oracle Workflow > Notifications

Oracle Payables > Invoices > Entry > Expense Reports (T) Expense Audit

Oracle Payables > Invoices > Entry > Invoices

Expenses Home (T) Expense Reports

Oracle Payables > Invoices > Entry > Expense Reports > (T) Expense Audit (B) All Verified

Oracle Payables > Other > Profile

Distribution

Job Title*

Ownership

The Job Title [[email protected]?Subject=EDUxxxxx] is responsible for ensuring that this document is necessary and that it reflects actual practice.






Objectives



Agenda



Overview

Overview

Through Expenses Setup, you can manage the Oracle Internet Expenses setup using self-service pages organized into the following tabs:

Context. Maintain the operating units list requiring Internet Expenses Definitions.

Policy. Set up online policy compliance and per diem and mileage rates, create rate and policy schedules for your employee use when they submit expense reports, set up expense fields to capture expense report data, and set up exchange rate definitions to validate the exchange rates employees enter on their expense reports for foreign currency receipts.

General. Set up the locations used for expenses reporting, determine how expense reports containing dates in the future should be handled, and define the language for communications that are attached to the expense report.

Tax. Set up additional fields on detailed expense lines to capture merchant information for VAT and other reporting purposes.

Audit. Set up Audit Automation in Oracle Internet Expenses.

Credit Cards. Set up your credit card use policy and card programs.



Overview (continuation)

Overview (continued)

Oracle Internet Expenses provides enforcement, audit, and reporting functionality for policy violations.

The table shows the violation types defined for Oracle Internet Expenses.



Overview (continuation)

Overview (continued)

The table continuously shows the violation types defined for Oracle Internet Expenses.

Note that you can define tolerances for monetary violations.

The Tolerance Limits rule allows for a tolerance level above the amount limits that users can enter on expense reports. It provides two options:

• Individual Lines Set different tolerance levels for individual lines

• Single Period Set a tolerance level for the entire schedule period

If the OIE: Enable Policy profile option is set to Prevent Submission, then the user cannot submit an expense report when the reimbursable amount exceeds the amount limit plus the tolerance.

If the OIE: Enable Policy profile option is set to either Inform Approvers or Warn Users, the tolerance limits are not used.

The Tolerance Limit rule is not available for airfare schedules.



Set up Schedules

Set up Schedules

You create one or more reporting rate and policy schedules that provide rules, thresholds, and guidelines for calculating and validating expense reports for each of these expense categories: Accommodations, Airfare, Car Rental, Meals, Mileage, Miscellaneous, and Per Diem.

When you enter an expense type assigned to one of these expense categories, OIE uses the active schedule assigned to the expense type to make these calculations:

• Mileage and per diem rate schedules determine the applicable rate to use and calculate the expense amount using this rate.

• Expenses policy schedules compare the value you entered to the existing policy guidelines and thresholds and either allow this value to display an error or warning message to change the entered value.

The steps to creating a schedule are:

1. Enter schedule header information and select the rules to use for the schedule.

2. Enter definitions for each of the selected rules and create periods for the schedule.

3. Define rates and related information for individual periods.



Set up Schedules (continued)

Set up Schedules: Schedule Pages

Summary page. Use this first page showing category schedule list to update general and period information, copy, modify, and create a schedule, and view the change history.

General Information page. Use this page to enter header information, such as schedule name, description, start and end dates, and choose the schedule rules. Some rules are available for all categories while other rules are specific to one expense category.

Business Rules page. Used to enter and update specific rule definitions selected in the General Information page. By default, Oracle Internet Expenses applies the definitions that you enter to all periods of the schedule.

Schedule Periods page. Used to define, update, and copy periods, enter period details, remove a future period, and view the period change history. It displays schedule periods designating mileage, per diem, or policy rates to use on employee expense reports for a given time period. You must enter the start and end dates of schedule periods in chronological order. The start and end dates cannot overlap, and you cannot have gaps between periods.




Set up Schedules: Schedule Pages (continued)

Period Details page. Used to enter and update period details and view the period detail change history. Based on the selected schedule rules, Oracle Internet Expenses generates period records and a separate read-only period record for each rule definition combination. Oracle Internet Expenses automatically generates a separate read-only period record for each combination of rule definitions belonging to the schedule. You enter values for each record individually, or update existing values individually or using Mass Updates.




Set up Schedules: Create Policy Schedules

The following business rules are used to enforce business policies on an expense report:

Currency. A mandatory rule for all categories except the Airfare category, it governs the reimbursement currency activities: Single Reimbursement Currency, Multiple Reimbursement Currencies, and Location Currency Rates.

Location. Except for the Airfare category, it takes into account travel locations to determine valid rates. Define individual rates for specific locations and a single rate for all locations not specified in the schedule.

Employee Roles. A mandatory rule for the Airfare category and an optional rule for the other categories. It is used to define individual rates for specific employee roles and a single rate for all roles not specified in the schedule.

Tolerance Limits. The Tolerance Limits rule allows for a tolerance level above the amount limits that users can enter on expense reports. This rule provides two options:

• Individual Lines . Set different tolerance levels for individual lines.

• Single Period . Set a tolerance level for the entire schedule period.




Set up Schedules: Create Policy Schedules (continued)

If the OIE: Enable Policy profile option is set to Prevent Submission, you cannot submit an expense report when the reimbursable amount exceeds the amount limit plus the tolerance.

If the OIE: Enable Policy profile option is set to either Inform Approvers, or Warn Users, the tolerance limits are not used.

Tolerance Limit. The Tolerance Limit rule is not available for airfare schedules.

Daily Limits. Used in the Accommodations, Car Rental, Meals, and Miscellaneous categories. For the Meals category only, you can validate Individual Meal, Daily Sum, or Both.

Number of Days. Applies to the Miscellaneous category only; creates a policy violation on an expense line if the number of days entered is less than the schedule number of days.




Set up Schedules Create Policy Schedules (continued)

Set up A New Policy Schedule

Set up one or more policy schedules and schedule periods for each expense category that you require for employee expense reporting.

Set up A New Airfare Policy Schedule

This setup is slightly different from all the other schedules since it uses the Employee Role rule only, mandatory for airfare, and doesn't deal with monetary values or use tolerances.

Set up airfare policy schedules to determine the class of air ticket that your employees can purchase. The setup for airfare policy schedules uses the Employee Roles rule to assign a specific ticket class to each employee role. Oracle Internet Expenses creates an All Other record to assign a ticket class to all roles not specified in the schedule.

• You assign ticket class assignments at the schedule period level.

• You can create additional period records and change individual ticket assignments according to your enterprise requirements.




Set up Schedules Create Policy Schedules (continued)

Refer to Guided Demonstration Set up a New Policy Schedule [LAB2EC6Y]

Refer to Guided Demonstration Set up a New Airfare Policy Schedule [LAB2EC7Y]

Refer to Practice Set up Expense Report Policies [LAB2EB9Y]




Set up Schedules: Set up A New Mileage Rate and Per Diem Schedules

A rate schedule contains the rules and rates for calculating the reimbursable amounts for mileage and per diem.

Schedules for both expense categories optionally use the employee role business rules. Enter a start date prior to the system date to make your new schedule available for expense reporting over the prior periods applying to the schedule. If the schedule was assigned to expense types, Oracle Internet Expenses prompts you to automatically apply the same end date to each expense type. Once the system date is past the end date plus grace period, an end-dated schedule is no longer available in the Expense Report Templates window.

Refer to Guided Demonstration Set up a New Mileage Rate Schedule [LAB2EC8Y]



Define Expense Report Templates

Define Expense Report Templates

Before defining expense report templates, set up Oracle Payables for expense reporting.and define rate and policy schedules.

For each expense type requiring a rate or policy schedule, select an expense category and corresponding rate or policy schedule. After selecting a category, select a schedule from a list of values in the Policy Schedule field. OIE does not display schedules that involve a business group that is in conflict with the template's operating unit. This may occur with role-based schedules.

With Mileage or Per Diem category, choose a rate schedule or the Calculate Amount check box in order for OIE to calculate reimbursement rates. With any other category, the policy schedule assignment to an expense type is optional. Without a policy schedule, OIE does not apply schedule policy validations to that item.

After assigning a category and schedule to an expense type and save the template, you can no longer change the assignment, except to either end-date the record on the template or create a new record(s) on the schedule. The end date applied to an expense type is no longer available in the Expense Type choice list on expense reports. OIE continues to process expense reports with end-dated expense types submitted, unless they are rejected.



Define Expense Report Templates (continued)

Define Expense Report Templates (continued)

Refer to Practice Create an Expense Report Template [LAB2EBAY]



Select Operating Units

Select Operating Units

For multiple operating units, set up and maintain the operating units list with OIE definitions. The selected operating units appear in the definition tables on all applicable setup pages.

Use the Context tab at any time to update the operating units list and perform setup tasks that are operating unit-specific. If you have not defined operating units, then a single operating unit is used as a default.

The Operating Units selected in the Context tab allows you to perform setup on multiple operating units at the same time.

You can remove operating units from the current list. If you have already assigned definitions to an operating unit that you want to remove, the definitions remain active.

Note that if you have function security enabled with access only to the operating unit you are assigned or if you do not use Multi-Org functionality, then you do not have access to this setup page.



Set up Locations

Set up Locations

• Enter, update, and maintain the list of locations needed for expenses reporting. You cannot delete locations, but you can deactivate a location using the End Date field.

• To translate location records into an installed language, click on the Translate icon to display the Translate Locations page of the language you want. OIE displays the base language values as a translation reference without validating accuracy. After clicking Done, OIE marks Yes in the Fully Translated applicable language column in the Expenses Locations page and you cannot revise the translation.

• To use a location with a future end schedule date, apply an end date to the schedule on or before the location end date. If applied to a location used by one or more schedules, the location remains active on all rate and policy schedules until the system date passes the end date plus grace period.

• You cannot apply an end date to a location used by an active rate or policy schedule. If you want to apply an end date to the location, you must either apply an end date to the location record in all schedules using the location or apply an end date to all the schedules.



Set up Locations (continued)

Set up Locations (continued)

• You cannot use a location on an expense report where the receipt date is later than the location end date.

• Set up countries and territories before setting locations in Oracle Internet Expenses.



Describe Future Dated Expenses and Approval Communication Languages Setup

Describe Future-Dated Expenses Setup

Determine how to handle expense reports containing future dates using the Future-Dated Expenses page. To prevent problems with time zones, Oracle Internet Expenses (OIE) adds one day to your future-date tolerances.

Describe Approval Communication Languages Setup

You can define the language for seeded approval communications sent to users. If you do not define an approval communication language for an operating unit, OIE uses the base language for your instance. Text you entered is always shown in the language it was entered in.



Set up Exchange Rates Behavior

Set up Exchange Rates Behavior

If you enter an exchange rate value or override a defaulted value, it is validated against the current exchange rate definitions. If it violates these definitions, OIE responds according to the setting of the OIE: Enable Policy Validations profile option.

The exchange rate behavior definitions you set up include the defaulting behavior of an exchange rate into an expense report, selecting an exchange rate type, identifying a percentage allowance, and defining an exchange rate tolerance for currencies.

The exchange rate defaulted into the expense report is retrieved from the GL Daily Rates table. It includes the exchange rate plus any allowance set up in the Define Exchange Rate Behavior page.

Before setting up exchange rates in Oracle Internet Expenses, you must define currencies, set the Check the Use Multiple Currencies and Check the Require Exchange Rate Entry options in the Payables Options window, and if necessary, define exchange rate types and a list of active operating units.

Refer to Guided Demonstration Set up Exchange Rates Behavior [LAB2ECAY]



Set up Expense Fields

Set up Expense Fields

Set up additional fields and their behavior for each expense category at the operating unit level. When you choose an expense type assigned to an expense category with additional field definitions, the defined fields appear in the Additional Information section of the Expense Line Details page.

Defined descriptive flexfields for an expense type also appear in the Additional Information section. Before you can set up expense line fields and options, you must define a list of active operating units.



Set up Expense Fields (continued)

Set up Expense Fields (continued)

Refer to Guided Demonstration Set up Expense Fields [LAB2ECBY]

Refer to Practice Create an Expense Report [LAB2EBBY]

Refer to Practice Create Employee Signing Limits [LAB2EBCY]

Refer to Practice Set Employee Preferences [LAB2EBDY]

Refer to Practice Create an Expense Report in iExpenses [LAB2EBEY]

Refer to Practice Approve Your Expense Report [LAB2EBFY]

Refer to Practice Review and Process Your Expense Report in Payables [LAB2EC0Y]

Refer to Practice Create and Apply a Prepayment [LAB2EC1Y]

Refer to Practice Shortpay an Expense Report [LAB2EC2Y]

Refer to Practice Review and Process Your Expense Report in Payables (after Prepayment or Short payment) [LAB2EC3Y]

Refer to Practice Test Additional Expense Report Scenarios [LAB2EC4Y]

Refer to Practice Identify Setup Options [LAB2EC5Y]



Customize Expense Entry Client Extensions

Customize Expenses Entry Client Extensions

To implement client extensions, you must do the following.

Analyze your business requirements. Define and document your company’s business requirements and rules and determine if the standard features of Oracle Internet Expenses handle these business rules. For those business rules not handled by the standard functionality, determine which client extensions can address your specific business needs.

Design your logic. Understand the client extensions you propose to use. Define and document your business rules requirements and logic under all possible conditions, the inputs, calculations performed, and resulting outputs. Determine the data elements required to enforce your rules and how to select or derive each required element. Define additional implementation data and document additional business procedures based on the requirements of your business rules. Step through various business scenarios to ensure that your logic handles each condition as you expect. Give the detailed specification to the team member who will write the PL/SQL procedure.

Write PL/SQL procedures. Customize your packages and procedures based on your business requirements.



Customize Expense Entry Client Extensions (continued)

Customize Expenses Entry Client Extensions: Validations and Defaults Client Extension

Default Cost Center Procedure (CustomDefaultCostCenter). Used to define a different value for the cost center field and modify it so it returns a specific cost center value.

Cost Center Validation Procedure (CustomValidateCostCenter). Use this procedure to define additional custom validation rules for the values users enter in the Cost Center field.

Calculate Amount Procedure (CustomCalculateAmount). Use this procedure to define company-specific calculations for expense types such as per diem and mileage.

Flexfield Validation Procedure (CustomValidateDFlexValues). Use this procedure to define additional validation rules for the values entered in Oracle Internet Expenses flexfield segments. Define dynamic validation dependent on other fields in the expense report.




Customize Expenses Entry Client Extensions: Validations and Defaults Client Extension (continued)

Line Validation Procedure (CustomValidateLine). Use this procedure to define custom validation at the line level, preventing users from entering an expense line over a threshold amount or requiring users to enter a value in a particular field under certain conditions.




Customize Expenses Entry Client Extensions: Expense Report Summary Client Extension

Through the Expense Report Summary client extension, you can display your own customized message as the expense report summary on the Review page and the Confirmation page. Your customized message can include your own calculations for the expense report and fully- formatted message text.

The Expense Report Summary client extension is provided as a PL/SQL API. Through it, you can add your own PL/SQL custom code. The package AP_WEB_OA_CUSTOM_PKG contains the function GetCustomizedExpRepSummary. The message text that this code returns is displayed on the Review Page and the Confirmation Page. By default, the custom region is not displayed. In order to display the custom message, the GetCustomized- ExpRepSummary function must return a message string that you supply.



Summary



iExpenses Setup

Education

expenses policy schedules

limitsinternet expenses

expense categories

expense type

expense report data

detailed expense lines

policy violations

verifiedoracle payables