ScanSoft Expenses EmployeeGiuide

8/2/2019 ScanSoft Expenses EmployeeGiuide

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INTERNET EXPENSESEMPLOYEE USERMANUAL

ScanSoft

iExpenses

Employee Users Guide


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Contents

SSFT International iExpenses Process Overview................................................................................................. 3

Logging into Oracle Applications.......................................................................................................................... 4

SSFT iExpenses Basic Navigation......................................................................................................................... 5

Create New Expense Report................................................................................................................................... 6

Manager Receives Email Requesting Expense Report Approval .................................................................. 13

Payables receives the expense report print and the receipts ............................................................................. 14


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SSFT International iExpenses Process Overview

2.0 SSFT INT iExpenses

Expenses Entry

3.0 Create New Expense Report

4.0 Enter Expense Report

General Information

1.0 Login to Oracle Apps

5.0 Enter Expense ReportDetails.

Enter Expense Date, Expense Type,

Justification

6.0 Review & Submit

Expense Report

Any Mistakes Use Back Buttonto Correct Expense Report Lines.

Verify Receipt Required Items beforeSubmitting Expense Report

7.0 Confirm Expense Report

Print Expense Report.

Paste Original Expense Receipts and Mail /

Interoffice Mail Expense Reports toAccounts Payables

8.0 Manager receives Email for ExpenseReport Approval, If Manager Doesnt have

enough Approval Limit Expense Report

goes to Managers Manager for ApprovalAutomatically

9.0 Accounts Payable Team Reviews,

Audits and makes Expense Payments afterManagement Approves the Expense Report


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Logging into Oracle Applications

Step 1: Logon to Oracle Applications using the

URL: http://oracle.pb.scansoft.com:8000/Then choose Apps Logon Links

Step2: click on E-Business Home Page to access Oracle Logon screen

Step3: Enter Username and Password and Click on Connect Button

Enter User Name LASTNAME_FIRSTNAME (not case sensitive)Enter Password (not case sensitive)

Note: If you are accessing Oracle for the first time try welcome as the password and you will

be prompted to change your password.

Any Login Problems, please [email protected]


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SSFT iExpenses Basic Navigation

Step1: Click on SSFT Belgium Internet Expenses

Shows all the available functions under SSFT US iExpenses

Expenses EntryExpenses SearchExpenses Preferences

Offline Expenses Download Excel Spreadsheet

Step2: Click on Function Expenses Entry to start a new expense report

Click on Expenses Entry Function to View Expense Report(s) Status/Update ExpenseReport(s) in Edit mode/Create a New Expense Report


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Create New Expense Report

Create New Expense Report

Step1: Click on Create New Expense Report Button

Update Expense Report

Step1: Click on Expense Report number to Edit or Update or Pre-Existing Reports in Edit

Mode.


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Enter Expense Report Summary / Header

Step1: Enter Purpose of Expense Report (Combination of Purpose Sales Call, Training,Project Client Visit and Time Period, etc.,)

Step2: If you have expense reports in foreign currency GBP, USD, SEK , etc., Please check

the box Includes Foreign currency receipts. Checking this box will allow you enter foreign

currency receipts.

Step3: ClickNext to enter Expenses Details

NOTE : ClickSave to Save your Expense Report to Submit Later. Your Session is Open for30 mins only. Please save the expense report frequently. SAVE will not SUBMIT the

Expense Report.


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Enter Expense Report Detail.

Step1: Enter each expense line in detail

Step2: Enter Expense Item incurred Date.Date format is derived from your personal settings

Step3: Enter Expense Receipt Amount

Step4: Pick the Expense Type from the Drop Down List of Values.

Step5: Enter Justification of the Expense Item

Step6: Repeat this process from Step1 to Step5 for each expense item in detail

By pressing the button Oracle will calculate the line and total amount and thecurrency rate which will be used.

The currency rate is determined from the Corporate exchange rate in Oracle minus a tolerance.

For Per diem or Mileage receipts please change the Expense Base


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Enter Expense Report Detail for Mileage or Per Diem

Step1: Change the Expense category to Mileage Expense or Per Diem and click GO

Step2: Enter the start date.

Step3: Enter the number of days you have made this tripStep4: Enter the Justification of the trip(s)Step5: Enter the trip distance

Step6: Click on Calculate Button to find the reimbursable amount (Oracle will calculate the

Amount based on the number of Kilometers and the fixed amount per kilometer in your

Organization)Step7: Repeat this process from Step1 to Step5 for each expense item in detail for Each Day

NOTE : You can enter a combined expense report to include domestic and foreign receipts

and normal and Mileage or Per Diem expenses


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Review Expense Report

Step1: Review Expense Report.Step2: Verify for any Corrections. Use the Back button to navigate the expense details page.Step3: Click Submit for Approval by Manager

The approver can be seen here.

Next Page is the Confirmation page.


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Expense Report Confirmation

Step1: Printable Page > to print Expense Report and Attach Receipts needed for Accounts

Payable Approval (make sure you will change it to make it print in Landscape)Step2: Print Expense Report to attach Expense Receipts and forward to Accounts Payablefor Audit and Payments.


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Searching Expense Reports

Step1: Search Past Expense Reports by Clicking on Expenses Search Tab

Step2: Searching with all Blanks, will result in displaying all the expense reports. Here youcan also see the status of the expense report.


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Manager Receives Email Requesting Expense Report Approval

Step1: Manager receives an email automatically generated by Oracle Internet Expenses,

Which finds the direct reporting supervisor and sends the emails. Manager after reviewing

the expense report would Approve or Reject based on company expense guidelines.


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Payables receives the expense report print and the receipts

When Payables receives the expense report print and the receipts it can check the receipts.Payables can also make adjustments to the expense reports when receipts are missing,

wrong amounts are filled etc etc. The Employee gets notified when Payables makesadjustment.

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