Vous êtes sur la page 1sur 28

BR.

100 INTERNET EXPENSES APPLICATION SETUP

Author: Creation Date: Last Updated: Document Ref: Version:

Tiffany Nguyen 20-Sep-11 20-Dec-11 BR100AP 3.0

Approvals:

Barry Honea David Matney Jason Cuellar

Application Setup Document HCC Oracle Internet Expenses

Document Control

Document Control
Change Record
3

Date 11/1/11 12/20/11

Author Tiffany Nguyen Tiffany Nguyen

Version 2.0 3.0

Change Reference Updated more fields Updated BR

Reviewers

Name

Position

Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

Application Setup Document HCC Oracle Internet Expenses

Document Control

Contents
Document 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 ......................................................................................................... 27 Closed Issues ....................................................................................................... 27

Application Setup Document HCC Oracle Internet Expenses

Document Control

System Administrator>Profile>System
Form Name

System Profile Values


Business Area: Date:

HCC Process: Oracle iExpense


Control Number:

iExpense
Priority(H, M, L):

September 20, 2011


Process Owner:

BR100.CRP0

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 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: 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 use multiple currencies before you can enable this profile option. Account Generator: Run in Debug Mode

System Profile Values


Profile OIE: Allow Credit Lines OIE: Allow Non-Base Pay OIE: Approver Required OIE: CC Approver Req OIE: CC Payment Notify OIE: Carry Advances Forward OIE: Enable Advances OIE: Enable Approver Site Yes No No No Yes Yes Payables No Application Responsibility

I expenses I expenses I expenses I expenses I expenses I expenses I expenses I expenses

Application Setup Document HCC Oracle Internet Expenses

Document Control

1 of 30

Profile OIE: Enable Bar Code OIE: Enable Cost Center OIE: Enable Credit Card OIE: Enable DescFlex OIE: Enable Expense Allocation Splitting OIE: Enable Expense Allocations OIE: Enable Policy OIE: Enable Project Allocations OIE: Enable Project Expenditure Organization OIE: Enable Tax OIE: Grace Period OIE: Purpose Required OIE: Report Number Prefix

Site

Application

Responsibility

I expenses
No No Lines Only No

I expenses I expenses I expenses I expenses

Automatically-enabled, with Online Validation

I expenses I expenses

Required Yes

I expenses I expenses

No 30 No

I expenses I expenses I expenses I expenses HCUS

Application Setup Document HCC Oracle Internet Expenses

Document Control

2 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 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.

<Payable Lookups>
Lookup Type Meaning Application Description Access Level OIE_EXPENSE_CATEGORY Expense Categories Payables Expense Categories used by policy compliance System

<Payable Lookups>
Code
ACCOMMODATIONS AIRFARE CAR_RENTAL MEALS MILEAGE MISC

Meaning
Accommodations Airfare Car Rental Meals Mileage Miscellaneous

Description
Accommodations category Airfare category Car Rental category Meals category Mileage category Miscellaneous category

From
1-Jan-51 1-Jan-51 1-Jan-51 1-Jan-51 1-Jan-51 1-Jan-51

To

Enabled
Y Y Y Y Y Y

Application Setup Document HCC Oracle Internet Expenses

AP: Define Oracle Payables Lookup Categories

3 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 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.

Expense Report Templates>


Operating Unit Template Name Description Inactive On Enable for Internet Expenses Y HCUS OU HCUS Travel Expense Travel Expense Standard for US

<Expense Items>
Expense Item Expense Category Tax Code GL Account Project Expenditure Type Policy Schedule Date Capture Rule End Date

Airfare Car Rental/Fuel Cell phone Compensatory - Airfare Compensatory - Car Rental Compensatory - Lodging Compensatory - Mileage Compensatory - Per Diem Compensatory Taxi/Park

Airfare Car Rental Miscellaneous Airfare Car Rental Accommodations Mileage Miscellaneous Miscellaneous Miscellaneous

001-000-000-501010-000000 001-000-000-501100-000000 001-000-000-501020-000000 001-000-000-501010-000000 001-000-000-501100-000000 001-000-000-501025-000000 001-000-000-501065-000000 001-000-000-501030-000000 001-000-000-501060-000000 001-000-000-501025-000000 001-000-000-501035-000-

Airfare Car Rental/Fuel Cell Phone Compensatory- Airfare Compensatory- Car Rental Compensatory- Lodging Compensatory- Mileage Compensatory- Per Diem Compensatory- Taxi/Parking Compensatory-Tax Lodging Meals/Entertainment AP: Define Expense Report Templates 4 of 30 US Mileage

Lodging Meals/Entertainment

Accommodations Meals

Application Setup Document HCC Oracle Internet Expenses

Expense Item

Expense Category

Tax Code

GL Account

Project Expenditure Type

Policy Schedule

Date Capture Rule

End Date

Mileage Office/Computer Supplies

Mileage Miscellaneous Miscellaneous

Other Miscellaneous Parking Per Diem Postage/Courier Miscellaneous Printing/Copying Miscellaneous Prof Dues/Memberships Miscellaneous Taxi/Tolls/Train/Bus Miscellaneous Training Tuition Miscellaneous zEXPAT - Education Miscellaneous zEXPAT - Home Trip Miscellaneous zEXPAT - Housing Miscellaneous zEXPAT - Other Miscellaneous zEXPAT - Per Diem Miscellaneous zEXPAT - Relocation Miscellaneous Miscellaneous

000 001-000-000-501065-000000 001-000-000-501070-000000 001-000-000-501055-000000 001-000-000-501075-000000 001-000-000-501030-000000 001-000-000-741200-000000 001-000-000-741250-000000 001-000-000-761030-000000 001-000-000-501060-000000 001-000-000-500005-000000 001-000-000-501080-000000 001-000-000-501085-000000 001-000-000-501090-000000 001-000-000-501055-000000 001-000-000-501030-000000 001-000-000-501095-000000

Mileage Office/Computer Supplies Other Parking Per Diem Postage/Courier Printing/Copying Prof.Dues/Membership Taxi/Toll/Train/Bus Training Tuition/Education zEXPAT- Education zEXPAT- Home Trip zEXPAT- Housing zEXPAT- Other zEXPAT- Per Diem zEXPAT- Relocation

US Mileage

<Internet Expense Attributes>


Expense Item Expense Category Travel Travel Travel Travel Travel Travel Travel Require Receipt For Prompt Airfare Car Rental/Fuel Cell Phone Compensatory- Airfare Compensatory- Car Rental Compensatory- Lodging Compensatory- Mileage Y Y Y Y Y Y Y $25 $25 $25 $25 $25 $25 $25 Require Receipt Above Viewable from All Templates Y Y Y Y Y Y Y AP: Define Expense Report Templates 5 of 30 Calculate Amount Justificatio n Required

Airfare Car Rental/Fuel Cell phone Compensatory - Airfare Compensatory - Car Rental Compensatory - Lodging Compensatory - Mileage

Application Setup Document HCC Oracle Internet Expenses

Expense Item

Expense Category

Require Receipt For Prompt Compensatory- Per Diem CompensatoryTaxi/Parking Compensatory-Tax Lodging Meals/Entertainment Mileage Office/Computer Supplies Parking Per Diem Postage/Courier Printing/Copying Prof.Dues/Membership Taxi/Toll/Train/Bus Training Tuition/Education zEXPAT- Education zEXPAT- Home Trip zEXPAT- Housing zEXPAT- Other zEXPAT- Per Diem zEXPAT- Relocation

Require Receipt Above

Viewable from All Templates Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Calculate Amount

Justificatio n Required

$25 N $25 Y N Y Y Y Y Y Y N Y Y Y Y Y Y Y Y Y N Y $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25

Compensatory - Per Diem Compensatory Taxi/Park Lodging Meals/Entertainment Mileage Office/Computer Supplies Other Parking Per Diem Postage/Courier Printing/Copying Prof Dues/Memberships Taxi/Tolls/Train/Bus Training Tuition zEXPAT - Education zEXPAT - Home Trip zEXPAT - Housing zEXPAT - Other zEXPAT - Per Diem zEXPAT - Relocation

Travel Travel Travel Travel Travel Travel Travel Travel Travel Travel Travel Travel Training Travel Training Travel Travel Travel Travel Travel Travel

Application Setup Document HCC Oracle Internet Expenses

AP: Define Expense Report Templates

6 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 limits for multiple cost centers.
Operating Unit Document Type Name Cost Center Signing limit

To assign signing limits: 1. 2. 3. 4. 5. 6. 7. Navigate to the Employee Signing Limits window. Select AP Expense Report as the document type. 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. Enter the cost center for which you want this manager to approve expense reports, or choose from the list of values. Enter a signing limit for this manager. Repeat steps 3 - 5 if you want this manager to be able to approve expense reports for more than one cost center. Save your work.

Note: Signing limits are not used at Hitachi Consulting.

Application Setup Document HCC Oracle Internet Expenses

Assign Signing Limits

7 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.

Application Setup Document HCC Oracle Internet Expenses

Other Configuration Considerations

8 of 30

SA: Assign Internet Expenses Responsibilities System Administrator>Security>User>Define


Form Name

Users
Business Area: Date:

HCC Process: Oracle iExpense


Control Number:

iExpense
Priority(H, M, L):

September 15, 2011


Process Owner:

BR100

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 HCUS Self Service Time and Expenses Application Time and Labor Engine Security Group Standard Effective Date From Effective Date To

Application Setup Document HCC Oracle Internet Expenses

SA: Assign Internet Expenses Responsibilities

9 of 30

AP: Payables Options Expense Report Accounts Payables>Setup>Options>Payables Options>Expense Report


HCC Process: Oracle iExpense
Control Number: Business Area: Date:

iExpense
Priority(H, M, L):

September 20, 2011


Process Owner:

BR100.CRP0

High

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 must manually 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 Create Employee as Supplier Y Hold Unmatched Expense Reports

HCUS TRAVEL EXPENSE

Immediate

Application Setup Document HCC Oracle Internet Expenses

AP: Payables Options Expense Report

10 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 for Reimbursement (Single, Multiple, or Location) Optional Rules Select Feature Employee Role Description Define rates based on HR job, position or grade Define location for expense report submission Define tolerance limits for expense report submission

Location

Tolerance Limits

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

11 of 30

Currency Details Period Name: Multi-Chem > Details > Apply > Activate
Line 1 Daily Limit (USD) Status

New

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
Line 1 Role/Job/Position All Other Class of Ticket Domestic Class of Ticket International Status

Coach

Coach

New

Define Car Rental Policy Schedules


Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Car Policy Schedule Name Description Start Date Currency Rules for Reimbursement (Single, Multiple, or Location) Single

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

12 of 30

Optional Rules

Select

Feature Employee Role

Description Define rates based on HR job, position or grade Define location for expense report submission Define tolerance limits for expense report submission

Location

Tolerance Limits

Currency Details Period Name: Multi-Chem > Details > Apply > Activate
Line 1 Daily Limit Status

New

Define Meals Policy Schedules


Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Meals Schedule Name Description Start Date Currency Rules for Reimbursement (Single, Multiple, or Location) Optional Rules Select Feature Daily Limits Description Allow the distinction between individual meals and daily summation Define rates based on HR job, position or grade

Role

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

13 of 30

Location

Define location for expense report submission Define tolerance limits for expense report submission

Tolerance Limits

Currency Details Period Name: Multi-Chem > Details > Apply > Activate
Line 1 Daily Sum Limit (USD) Status

New

Define Mileage Policy Schedules


Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Mileage Schedule Name Description Start Date Currency Rules for Reimbursement (Single, Multiple, or Location) Optional Rules US Mileage US Mileage rate 01-Jan-2010 Single Reimbursement Currency

Select

Feature Additional Rates Distance Thresholds

Description Define rates for user-defined conditions Define rates for cumulative distance limits. Define a rate for each fuel used. Define a rate for passengers. Define rates based on Human Resources jobs, positions, or grades.

Fuel Types Passengers Roles

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

14 of 30

Vehicle Categories Vehicle Types

Define rate rules for vehicle ownership. Define a rate for each type of vehicle used.

Currency Details

USD

Period Name: 2011 Mileage> Details > Apply > Activate


Line 1 Mileage Rate (USD) 0.555 Status

New

Define Misc Policy Schedules


Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Miscellaneous Schedule Name Description Start Date Currency Rules for Reimbursement (Single, Multiple, or Location) Optional Rules Single

Select

Feature Employee Role

Description Define rates based on HR job, position or grade Define location for expense report submission Define tolerance limits for expense report submission

Location

Tolerance Limits

Currency Details Period Name: Multi-Chem > Details > Apply > Activate

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

15 of 30

Minimum Number of Days

Line 1

Daily Receipt Limit (USD)

Status

New

Define Per Diem Policy Schedules


Internet Expenses Setup and Administration: Internet Expenses Setup>Policy>Schedules>Per Diem Schedule Name Description Start Date Currency Rules for Reimbursement (Single, Multiple, or Location) Optional Rules Single

Select

Feature Free Accommodations

Description Enter amounts to reduce or increase the defined daily rate for free accommodations Enter amounts to reduce the defined daily rate for free meals Define locations for expense report submission Define rates based on Human Resources jobs, positions, or grades. Use defined time intervals to determine the daily rate

Free Meals

Locations

Roles

Time Based Entry

Currency Details Period Name: Multi-Chem > Details > Apply > Activate
Line Rate (USD) Status First Day Rate Percentage Last Day Rate Percentage Oracle Internet Expense Setup 16 of 30

Application Setup Document HCC Oracle Internet Expenses

New

Define Policy Expense Fields Accommodations


Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Accommodation
Operating Unit Name HCUS OU End Date Enabled Merchant Enabled

Define Policy Expense Fields Airfare


Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Airfare
Operating Unit Name HCUS OU Merchant Enabled Class of Ticket Enabled Ticket Number Enabled From Location Required To Location Required

Define Policy Expense Fields Car Rental


Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Car Rental
Operating Unit Name HCUS OU Merchant Enabled

Define Policy Expense Fields Meals


Internet Expenses Setup and Administration: Internet Expenses Setup> Policy>Expense Fields>Expense Category>Meals

Operating Unit Name HCUS OU

Number of Attendees Enabled

Attendees Enabled

Define Policy Expense Fields Mileage

Operating Unit Name Distance Unit of Measure Application Setup Document HCC Oracle Internet Expenses

Daily or Trip Distance

Location Fields

Oracle Internet Expense Setup Vehicle License Plate Number

17 of 30

HCUS OU

Miles

Trip Distance

Enabled

Enabled

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

Rule Name

Description

Attendees or Recipients Are

Employee Data

Non-Employee Data

Define Audit Rule Setup


Internet Expenses Setup and Administration: Internet Expenses Setup> Audit>Audit Rules>Audit Rule Setup>Create Audit Rule

Rule Set Name

Description

Last Updated by

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
Application Setup Document HCC Oracle Internet Expenses Oracle Internet Expense Setup 18 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

Application Setup Document HCC Oracle Internet Expenses

Oracle Internet Expense Setup

19 of 30

AP: Financial Options Accounts Payables>Setup>Options> Financials Options


HCC Process: Oracle iExpense
Control Number: Business Area: Date:

iExpense
Priority(H, M, L):

August 12, 2009


Process Owner:

BR100.CRP0

<Priority (H, M, L)>

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. If you 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 Enter Person window using the Payables responsibility.

(T) Human Resources


Business Group Expense Reimbursement Address Home Use Approval Hierarchies Employee Number Method Next Available Number

Hitachi Consulting Corporation, US

Manual

Application Setup Document HCC Oracle Internet Expenses

AP: Financial Options

20 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.

Application Setup Document HCC Oracle Internet Expenses

AP: Establish Multiple Currencies Setup

21 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 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. 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 values for 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 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. If you enable this option, when you import Payables expense reports, Payables automatically creates a supplier 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 yet exist, Payables adds the supplier site to an existing supplier. Payables creates a HOME or OFFICE supplier site with the appropriate address, depending on where 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 window. You can review suppliers and 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 use Expense Report Import. Payables cannot import expense reports without corresponding suppliers, and lists them on the Exceptions section of the Expense Report Import Report. 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. 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 or receipt. 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 to a 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 can release 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 Holds window of the Invoice Workbench. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero.

Application Setup Document HCC Oracle Internet Expenses

AP: Defining Expense Report Options

22 of 30

Personalization: Requiring Project Number - Global System Administrator>Profile>System


Form Name

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 Personalize Self-Service Defn Site No Application Responsibility User

Yes

*This will need to be disabled after Personalization!*

HCUS Self Service Time and Expenses>Expenses>Expenses Home>Create Expense Report>Expense Allocations
Scope Document Name Function Site Organization Responsibility Page: /oracle/apps/ap/oie/entry/accounting/webui/ExpenseAllocationsPG OIE Expense Entry Flow Include HCUS OU 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
Application Setup Document HCC Oracle Internet Expenses Personalization: Requiring Project Number - Global 23 of 30

Customizing Expense Reporting Messages Application Developer>Application>Messages


Form Name

HCC Process: Oracle iExpense


Control Number:

Business Area:

Date:

iExpense
Priority(H, M, L):

September 20, 2011


Process Owner:

BR100.CRP1 H% HCC iExpense Team Description: Use this form to customize the expense report message given to users when saving and submitting expense reports through Self Service Expenses.

Attention: Make a copy of all custom messages and store the copy in a directory protected
from upgrades.

<Messages>
Name Language Application Number

<Current Message Text> AP_WEB_EXP_REPORT_SAVE <Current Message Text> OIE_EXP_SUB_INSTRUCTIONS

Open and Closed Issues


Application Setup Document HCC Oracle Internet Expenses Customizing Expense Reporting Messages 24 of 30

Open Issues
ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date

Application Setup Document HCC Oracle Internet Expenses

Customizing Expense Reporting Messages

25 of 30