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BR.100INTERNET EXPENSES
APPLICATION SETUP
Author: Tiffany Nguyen
Creation Date: 20-Sep-11
Last Updated: 20-Dec-11
Document Ref: BR100AP
Version: 3.0
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Document Control
Change Record3
Date Author Version Change Reference
11/1/11 Tiffany Nguyen 2.0 Updated more fields12/20/11 Tiffany Nguyen 3.0 Updated BR
Reviewers
Name Position
Note To Holders:
If you receive an electronic copy of this document and print it out, please write yourname on the equivalent of the cover page for document control purposes
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ContentsDocument Control ......................................................................................................... 2
AP: Define Oracle Payables Lookup Categories .......................................................... 1
AP: Define Expense Report Templates ........................................................................ 4
AP: Define Financials Options ..................................... Error! Bookmark not defined.
Assign Signing Limits .................................................................................................... 7
Other Configuration Considerations.............................................................................. 8
SA: Assign Internet Expenses Responsibilities ........................................................... 9
AP: Payables Options Expense Report ..................................................................... 10
Oracle Internet Expense Setup ................................................................................... 11
AP: Financial Options ................................................................................................ 21
AP: Establish Multiple Currencies Setup ................................................................... 22
Payables Manager: Setup > Options > Payables Options ................................... 22
AP: Defining Expense Report Options ........................................................................ 23
SSE: Set Profile Options ............................................. Error! Bookmark not defined.
Customizing Expense Reporting Messages ............................................................... 24
Open Issues ......................................................................................................... 27Closed Issues ....................................................................................................... 27
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Application Setup Document HCC Oracle Internet Expenses Document Control 1 of 30
System Administrator>Profile>System
System Profile ValuesHCCProcess:
Oracle iExpense
Business Area:iExpense
Date:September 20, 2011
Control Number:BR100.CRP0
Priority(H, M, L):H
Process Owner:HCC iExpense Team
Description: You can use this form to set profile options for Self-Serve Expenses.
OIE: Allow Credit Lines
Set the OIE: Allow Credit Lines profile option to Yes to enable users to enter negative receipts (credit lines). Users enter negative receipts to report the refund of a previouslyreimbursed 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: Allow Non-Base Pay
Set the OIE: Allow Non-Base Pay profile option to Yes to enable users to choose the reimbursement currency for their expense reports. You must set up Payables to usemultiple currencies before you can enable this profile option.
Account Generator: Run in Debug Mode
System Profile Values
Profile Site Application Responsibility
OIE: Allow Credit LinesYes I expenses
OIE: Allow Non-Base PayNo I expenses
OIE: Approver RequiredNo I expenses
OIE: CC Approver ReqNo I expenses
OIE: CC Payment NotifyYes I expenses
OIE: Carry Advances ForwardYes I expenses
OIE: Enable AdvancesPayables I expenses
OIE: Enable ApproverNo I expenses
Form
Name
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Application Setup Document HCC Oracle Internet Expenses Document Control 2 of 30
Profile Site Application Responsibility
OIE: Enable Bar CodeI expenses
OIE: Enable Cost CenterNo I expenses
OIE: Enable Credit CardNo I expenses
OIE: Enable DescFlex
Lines Only I expenses
OIE: Enable Expense AllocationSplitting
No I expenses
OIE: Enable Expense AllocationsAutomatically-enabled, with OnlineValidation
I expenses
OIE: Enable PolicyI expenses
OIE: Enable Project AllocationsRequired I expenses
OIE: Enable Project ExpenditureOrganization
Yes I expenses
OIE: Enable TaxNo I expenses
OIE: Grace Period30 I expenses
OIE: Purpose RequiredNo I expenses
OIE: Report Number PrefixI expenses HCUS
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Application Setup Document HCC Oracle Internet Expenses AP: Define Oracle Payables Lookup Categories 3 of 30
AP: Define Oracle Payables Lookup Categories
Payables Manager: Setup > Lookups>Payables
Description: You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense reporttemplates with this option enabled can be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expense
report templates.
Lookup TypeOIE_EXPENSE_CATEGORY
MeaningExpense Categories
ApplicationPayables
DescriptionExpense Categories used by policy compliance
Access LevelSystem
Code Meaning Description From To Enabled
ACCOMMODATIONS AccommodationsAccommodationscategory 1-Jan-51 Y
AIRFARE Airfare Airfare category 1-Jan-51 YCAR_RENTAL Car Rental Car Rental category 1-Jan-51 YMEALS Meals Meals category 1-Jan-51 YMILEAGE Mileage Mileage category 1-Jan-51 Y
MISC MiscellaneousMiscellaneouscategory 1-Jan-51 Y
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Application Setup Document HCC Oracle Internet Expenses AP: Define Expense Report Templates 4 of 30
AP: Define Expense Report Templates
Payables Manager: Setup > Invoice > Expense Report Template
Description: You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense reporttemplates with this option enabled can be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expensereport templates.
Expense Report Templates>
Operating UnitHCUS OU
Template NameHCUS Travel Expense
DescriptionTravel Expense Standard for US
Inactive On
Enable for Internet ExpensesY
Expense Item ExpenseCategory
TaxCode
GL Account Project Expenditure Type PolicySchedule
Date CaptureRule
End Date
Airfare Airfare001-000-000-501010-000-000 Airfare
Car Rental/Fuel Car Rental001-000-000-501100-000-000 Car Rental/Fuel
Cell phone Miscellaneous001-000-000-501020-000-000 Cell Phone
Compensatory - Airfare Airfare001-000-000-501010-000-000 Compensatory- Airfare
Compensatory - Car
Rental Car Rental
001-000-000-501100-000-
000 Compensatory- Car Rental
Compensatory - Lodging Accommodations001-000-000-501025-000-000 Compensatory- Lodging
Compensatory - Mileage Mileage001-000-000-501065-000-000 Compensatory- Mileage US Mileage
Compensatory - Per DiemMiscellaneous 001-000-000-501030-000-
000 Compensatory- Per DiemCompensatory -Taxi/Park
Miscellaneous 001-000-000-501060-000-000 Compensatory- Taxi/Parking
Miscellaneous Compensatory-Tax
Lodging Accommodations001-000-000-501025-000-000 Lodging
Meals/Entertainment Meals 001-000-000-501035-000- Meals/Entertainment
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Application Setup Document HCC Oracle Internet Expenses AP: Define Expense Report Templates 5 of 30
Expense Item ExpenseCategory
TaxCode
GL Account Project Expenditure Type PolicySchedule
Date CaptureRule
End Date
000
Mileage Mileage001-000-000-501065-000-000 Mileage US Mileage
Office/Computer SuppliesMiscellaneous 001-000-000-501070-000-
000 Office/Computer Supplies
OtherMiscellaneous 001-000-000-501055-000-
000 Other
ParkingMiscellaneous 001-000-000-501075-000-
000 Parking
Per Diem Miscellaneous001-000-000-501030-000-000 Per Diem
Postage/CourierMiscellaneous 001-000-000-741200-000-
000 Postage/Courier
Printing/CopyingMiscellaneous 001-000-000-741250-000-
000 Printing/Copying
Prof Dues/MembershipsMiscellaneous 001-000-000-761030-000-
000 Prof.Dues/Membership
Taxi/Tolls/Train/BusMiscellaneous 001-000-000-501060-000-
000 Taxi/Toll/Train/Bus
Training TuitionMiscellaneous 001-000-000-500005-000-
000 Training Tuition/Education
zEXPAT - EducationMiscellaneous 001-000-000-501080-000-
000 zEXPAT- Education
zEXPAT - Home TripMiscellaneous 001-000-000-501085-000-
000 zEXPAT- Home Trip
zEXPAT - HousingMiscellaneous 001-000-000-501090-000-
000 zEXPAT- Housing
zEXPAT - OtherMiscellaneous 001-000-000-501055-000-
000 zEXPAT- Other
zEXPAT - Per DiemMiscellaneous 001-000-000-501030-000-
000 zEXPAT- Per Diem
zEXPAT - RelocationMiscellaneous 001-000-000-501095-000-
000 zEXPAT- Relocation
Expense Item ExpenseCategory Prompt
Require Receipt For Require Receipt Above Viewable fromAll Templates
CalculateAmount
Justification Required
Airfare Travel Airfare Y $25 YCar Rental/Fuel Travel Car Rental/Fuel Y $25 YCell phone Travel Cell Phone Y $25 YCompensatory - Airfare Travel Compensatory- Airfare Y $25 YCompensatory - CarRental Travel
Compensatory- CarRental Y
$25 Y
Compensatory - Lodging Travel Compensatory- Lodging Y $25 YCompensatory - Mileage Travel Compensatory- Mileage Y $25 Y
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Application Setup Document HCC Oracle Internet Expenses AP: Define Expense Report Templates 6 of 30
Expense Item ExpenseCategory Prompt
Require Receipt For Require Receipt Above Viewable fromAll Templates
CalculateAmount
Justification Required
Compensatory - Per Diem TravelCompensatory- PerDiem N
$25 Y
Compensatory -Taxi/Park Travel
Compensatory-Taxi/Parking Y
$25 Y
Travel Compensatory-Tax N $25 YLodging Travel Lodging Y $25 Y
Meals/Entertainment Travel Meals/Entertainment Y $25 YMileage Travel Mileage Y $25 Y
Office/Computer Supplies TravelOffice/ComputerSupplies Y
$25 Y
Other Travel Y $25 YParking Travel Parking Y $25 YPer Diem Travel Per Diem N YPostage/Courier Travel Postage/Courier Y $25 YPrinting/Copying Travel Printing/Copying Y $25 YProf Dues/Memberships Training Prof.Dues/Membership Y $25 YTaxi/Tolls/Train/Bus Travel Taxi/Toll/Train/Bus Y $25 Y
Training Tuition TrainingTrainingTuition/Education Y
$25 Y
zEXPAT - Education Travel zEXPAT- Education Y $25 Y
zEXPAT - Home Trip Travel zEXPAT- Home Trip Y $25 YzEXPAT - Housing Travel zEXPAT- Housing Y $25 YzEXPAT - Other Travel zEXPAT- Other Y $25 YzEXPAT - Per Diem Travel zEXPAT- Per Diem N YzEXPAT - Relocation Travel zEXPAT- Relocation Y $25 Y
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Application Setup Document HCC Oracle Internet Expenses Assign Signing Limits 7 of 30
Assign Signing Limits
Payables Manager: Employees > Signing Limits
Description: Managers can approve an expense report only if the total amount of the report does not exceed their signing limit. The Manager (Spending)Approval Process in the Expense Reporting workflow uses the signing limits you define to determine whether managers have authority to approve expense
reports. When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You can also give managers signing limitsfor multiple cost centers.
Operating Unit Document Type Name Cost Center Signing limit
To assign signing limits:
1. Navigate to the Employee Signing Limits window.
2. Select AP Expense Report as the document type.
3. Enter the name of the manager to whom you want to assign a signing limit in the Employee Name field, or choose from the list of values.
4. Enter the cost center for which you want this manager to approve expense reports, or choose from the list of values.
5. Enter a signing limit for this manager.
6. Repeat steps 3 - 5 if you want this manager to be able to approve expense reports for more than one cost center.
7. Save your work.
Note: Signing l imits are not used at Hitachi Consult ing .
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Application Setup Document HCC Oracle Internet Expenses Other Configuration Considerations 8 of 30
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.
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Application Setup Document HCC Oracle Internet Expenses SA: Assign Internet Expenses Responsibilities 9 of 30
SA: Assign Internet Expenses Responsibilities
System Administrator>Security>User>Define
UsersHCCProcess:
Oracle iExpense
Business Area:iExpense
Date:September 15, 2011
Control Number:BR100
Priority(H, M, L):H
Process Owner:HCC iExpense Team
Description: You can use this form to assign the Self-Service Web Applications expense reporting and workflow responsibilities to an employee.
This setup will be done by the security group
(T) Assigning Responsibilities
Responsibility Application Security Group Effective Date From Effective Date To
HCUS Self Service Time andExpenses
Time and Labor Engine Standard
Form
Name
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Application Setup Document HCC Oracle Internet Expenses AP: Payables Options Expense Report 10 of 30
AP: Payables Options Expense Report
Accounts Payables>Setup>Options>Payables Options>Expense Report
HCCProcess:
Oracle iExpense
Business Area:
iExpense
Date:
September 20, 2011Control Number:
BR100.CRP0Priority(H, M, L):
HighProcess Owner:
HCC iExpense Team
Description: You can use this form to automatically create employees as suppliers in payables. If you do not enable this option in Payables, you mustmanually enter employees as suppliers in the Payables Suppliers window before submitting the Payables Invoice Import.
(T) Expense Report
Default Template Payment Terms Pay Group Payment Priority Apply Advances Automatically CreateEmployee as Supplier
Hold UnmatchedExpense Reports
HCUS TRAVEL EXPENSE Immediate Y
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 11 of 30
Oracle Internet Expense Setup
HCUS TRAVEL EXPENSE>Internet Expenses Set up and Administration
Define Accounting Flexfield Segment Behavior
Internet Expenses Setup and Administration: Internet Expenses Setup > Accounting (Tab) > (B) Define
Select Disabled to omit this segment from expenses entry pages.
Optional: Select Enabled to let users update the default segment value. Select Read-only to display the current segment value but prevent update.
Operating Unit Selection
Internet Expenses Setup and Administration: Internet Expenses Setup > Context>Search
Define Accommodation Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup >Policy>Schedules>Accommodations
Schedule Name
Description
Start Date
Currency Rules forReimbursement (Single,Multiple, or Location)
Optional Rules Select Feature Description
Employee Role Define rates based on HR job,position or grade
Location Define location for expense reportsubmission
Tolerance Limits Define tolerance limits forexpense report submission
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Currency Details
Period Name: Multi-Chem > Details > Apply > Activate
Define Airfare Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Airfare
Schedule Name
Description
Start Date
Roles (Grade, Job, or Position)
Business Group
Period Name: Multi-Chem > Details > Appy > Activate
Define Car Rental Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Car Policy
Schedule Name
Description
Start Date
Currency Rules forReimbursement (Single,Multiple, or Location)
Single
Line Daily Limit (USD) Status
1 New
Line Role/Job/Position Class of Ticket Domestic Class of Ticket International Status
1 All Other Coach Coach New
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Optional Rules Select Feature Description
Employee Role Define rates based on HR job,position or grade
Location Define location for expense reportsubmission
Tolerance Limits Define tolerance limits forexpense report submission
Currency Details
Period Name: Multi-Chem > Details > Apply > Activate
Define Meals Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Meals
Schedule Name
Description
Start Date
Currency Rules forReimbursement (Single,
Multiple, or Location)
Optional Rules Select Feature Description
DailyLimits Allow the distinction betweenindividual meals and dailysummation
Role Define rates based on HR job,position or grade
Line Daily Limit Status
1 New
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 14 of 30
Location Define location for expense reportsubmission
Tolerance Limits Define tolerance limits forexpense report submission
Currency Details
Period Name: Multi-Chem > Details > Apply > Activate
Define Mileage Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Mileage
Schedule Name US Mileage
Description US Mileage rate
Start Date 01-Jan-2010
Currency Rules forReimbursement (Single,Multiple, or Location)
Single Reimbursement Currency
Optional Rules Select Feature Description
Additional Rates Define rates for user-defined conditions
Distance Thresholds Define rates for cumulative distancelimits.
Fuel Types Define a rate for each fuel used.
Passengers Define a rate for passengers.
Roles Define rates based on Human Resourcesjobs, positions, or grades.
Line Daily Sum Limit (USD) Status
1 New
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 15 of 30
Vehicle Categories Define rate rules for vehicle ownership.
Vehicle Types Define a rate for each type of vehicleused.
Currency Details USD
Period Name: 2011 Mileage> Details > Apply > Activate
Define Misc Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Miscellaneous
Schedule Name
Description
Start Date
Currency Rules forReimbursement (Single,Multiple, or Location)
Single
Optional Rules Select Feature Description
Employee Role Define rates based on HR job,position or grade
Location Define location for expense reportsubmission
Tolerance Limits Define tolerance limits forexpense report submission
Currency Details
Period Name: Multi-Chem > Details > Apply > Activate
Line Mileage Rate (USD) Status
1 0.555 New
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Define Per Diem Policy Schedules
Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Per Diem
Schedule Name
Description
Start Date
Currency Rules forReimbursement (Single,Multiple, or Location)
Single
Optional Rules Select Feature Description
Free Accommodations Enter amounts to reduce orincrease the defined daily rate forfree accommodations
Free Meals Enter amounts to reduce thedefined daily rate for free meals
Locations Define locations for expensereport submission
Roles Define rates based on HumanResources jobs, positions, orgrades.
Time Based Entry Use defined time intervals todetermine the daily rate
Currency Details
Period Name: Multi-Chem > Details > Apply > Activate
Minimum Number of Days Line Daily Receipt Limit (USD) Status
1 New
Line Rate (USD) Status First Day Rate Percentage Last Day Rate Percentage
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 17 of 30
Define Policy Expense Fields Accommodations
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Accommodation
Define Policy Expense Fields Airfare
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Airfare
Define Policy Expense Fields Car Rental
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Car Rental
Define Policy Expense Fields Meals
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Meals
Define Policy Expense Fields Mileage
1 New
Operating Unit Name End Date Merchant
HCUS OU Enabled Enabled
Operating Unit Name Merchant Class of Ticket Ticket Number From Location To Location
HCUS OU Enabled Enabled Enabled Required Required
Operating Unit Name Merchant
HCUS OU Enabled
Operating Unit Name Number of Attendees Attendees
HCUS OU Enabled Enabled
Operating Unit Name Distance Unit of Measure Daily or Trip Distance Location Fields Vehicle License Plate Number
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 18 of 30
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Mileage
Define Expense Type Data Rules
Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Type
Define Audit Rule Setup
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Audit Rules>Audit Rule Setup>Create Audit Rule
Define Audit Rule Assignments
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Audit Rules>Rule Assignments>Update
Assign Audit Rule to Operating Unit
Define Audit List Rule Set
Internet Expenses Setup and Administration: Internet Expenses Setup> OIE Audit Manager>Audit> Audit List> Audit List Rule Setup> Update
Define Audit List Rule Set Assignments
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Audit List>Audit Rule Assignments
Define Auditor Setup
Internet Expenses Audit Manager: Expenses Audit (Tab)> Auditor Setup > Define Auditor
HCUS OU Miles Trip Distance Enabled Enabled
Rule Name Description Attendees or Recipients Are Employee Data Non-Employee Data
Rule Set Name Description Last Updated by
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Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 19 of 30
Check off employees who will be auditors (must have Audit Manager responsibility assigned to them) > Apply
Define Audit Notification Rules
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Notifications>Notification Rule
Define Audit Notification Rules
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Notifications>Notification Rule
Define Audit Hold Rules
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Holds>Hold Rules
Define Audit Hold Rule Assignments
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Holds> Hold Rule Assignments
Define Locations
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>General>Locations>Define Locations
Define Future Dated Expenses
Define future-date tolerances for each operating unit. Individuals can submit future-dated expenses according to the values you specify.
Internet Expenses Setup and Administration: Internet Expenses Setup> General>Options>Future Expenses
Define Approval Notes Language
Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>General>Options>Approval Notes Languages
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Application Setup Document HCC Oracle Internet Expenses AP: Financial Options 20 of 30
AP: Financial Options
Accounts Payables>Setup>Options> Financials Options
HCCProcess:
Oracle iExpense
Business Area:iExpense
Date:August 12, 2009
Control Number:BR100.CRP0
Priority(H, M, L):
Process Owner:HCC iExpense Team
Description: You can use this form to specify whether reimbursement checks for expense reports should be sent to an employees home or office address. Ifyou are using Oracle HR then you define an employees home and office addresses in the People window; otherwise, you enter th is information in the EnterPerson window using the Payables responsibility.
(T) Human Resources
Business Group Expense Reimbursement
Address
Use Approval Hierarchies Employee Number Method Next Available Number
Hitachi Consulting Corporation, US Home N Manual
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Application Setup Document HCC Oracle Internet Expenses AP: Establish Multiple Currencies Setup 21 of 30
AP: Establish Multiple Currencies Setup
Payables Manager: Setup > Options > Payables Options
Description: 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.
Reimbursement currency is enabled in the Currencies window.
OIE: Allow Non-Base Pay profile option is set to Yes.
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Application Setup Document HCC Oracle Internet Expenses AP: Defining Expense Report Options 22 of 30
AP: Defining Expense Report Options
Description: The Expense Report tabbed region of the Payables Options window controls certain aspects of the expense reporting process in Payables.Review these settings to become more familiar with them and understand how they affect the expense reporting process.
Default Template. The default expense report template that you want to use in the Payables Expense Reports window. You can override this value in theExpense 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.
Suggestion: Define and assign immediate payment terms for your employee suppliers.
Pay Group. Pay Group you want to assign to any suppliers that you create from employees during Expense Report Import. You can define additional valuesfor Pay Group in the Purchasing Lookups window.
Payment Priority. Payment priority you want to assign to any suppliers that you create from employees during Expense Report Import. A number, between 1(high) and 99 (low), which represents the priority of payment for a supplier.
Apply Advances. Default value for the Apply Advances option in the Expense Reports window in Payables. If you enable this option, Payables appliesadvances to employee expense reports if the employee has any outstanding, available advances. You can override this default d uring expense report entry.
Automatically Create Employee as Supplier. If you enable this option, when you import Payables expense reports, Payables automatically creates asupplier for any expense report where an employee does not already exist as a supplier. If the supplier site you are paying (HOME or OFFICE) does not yetexist, Payables adds the supplier site to an existing supplier. Payables creates a HOME or OFFICE supplier site with the appropriate address, depending onwhere you are paying the expense report. The Home address is from the PER_ADDRESSES table, and the Office address is from the HR_LOCATIONS table.Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person win dow. You can review suppliersand adjust any defaults in the Suppliers window.
If you do not enable this option, enter an employee as a supplier in the Suppliers window and link the Employee Name/Number to the supplier before you useExpense Report Import. Payables cannot import expense reports without corresponding suppliers, and lists them on the Exceptions section of the ExpenseReport Import Report.
Hold Unmatched Expense Reports. This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payablescreates during Expense Report Import.
When Hold Unmatched Invoices for a supplier site is enabled, Payables requires that you match each invoice for the supplier site to either a purchase order orreceipt. If you enable this option for a site, then Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched toa purchase order or receipt. Payables applies the hold to the invoice during Invoice Validation. You cannot pay the invoice until you release the hold. You canrelease this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation, or you can manually release the hold in the Holdswindow of the Invoice Workbench. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero.
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Application Setup Document HCC Oracle Internet Expenses Personalization: Requiring Project Number - Global 23 of 30
Personalization: Requiring Project Number - Global
System Administrator>Profile>System
System Profile Values
Description: You can use this form to set enable Personalization for Self-Serve Time and Expenses.Responsibility: HCUS Self Service Time and Expense
Profile Site Application Responsibility User
Personalize Self-Service DefnNo Yes
*This will need to be disabled after Personalization!*
HCUS Self Service Time and Expenses>Expenses>Expenses Home>Create ExpenseReport>Expense Allocations
Scope Page:
Document Name /oracle/apps/ap/oie/entry/accounting/webui/ExpenseAllocationsPG
Function OIE Expense Entry Flow
Site Include
Organization HCUS OU
Responsibility HCUS Self Service Time and Expenses
Personalization structure> Switcher:(ProjectAllocationsRN.ProjectAllocationsHGridRN.ProjectLayout.ProjectSwitcher)>Case_name_Updateable> Stack Layout:(ProjectAllocationsRN.ProjectAllocationsHGridRN.ProjectLayout.Updateable)> Message Lov Input:Project Number>Update>Required = Yes at Responsibility Level
Form
Name
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Application Setup Document HCC Oracle Internet Expenses Customizing Expense Reporting Messages 24 of 30
Customizing Expense Reporting Messages
Application Developer>Application>Messages
HCCProcess:Oracle iExpense
Business Area:iExpense
Date:September 20, 2011
Control Number:BR100.CRP1
Priority(H, M, L):H%
Process Owner:HCC iExpense Team
Description: Use this form to customize the expense report message given to users when saving and submitting expense reports through Self ServiceExpenses.
Attention:Make a copy of all custom messages and store the copy in a directory protectedfrom upgrades.
Name Language Application Number
AP_WEB_EXP_REPORT_SAVE
OIE_EXP_SUB_INSTRUCTIONS
Open and Closed Issues
Form
Name
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Application Setup Document HCC Oracle Internet Expenses Customizing Expense Reporting Messages 25 of 30
Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date