Internet Expenses Overview

Financial Applications Overview

Copyright © 2004,
2007, Oracle. All
All rights
rights reserved.
reserved.
 Objectives

After completing this module, you should be able to do the

following:
• Define Oracle Internet Expenses and its advantages
• Describe the expense reporting process, methods, and
features
• Describe the product features
• Identify the workflow processes
• Describe product integration (overview)

1-2 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1-3 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1-4 Copyright © 2007, Oracle. All rights reserved.

 Overview

Oracle Internet Expenses: A self-service application for

employees to manage expense reports online
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Applications Favorites

Customer Relationship Expenses Edit Favorites

Mgmt You have not selected
iExpenses, Standard Expenses Home any favorites. Please
use the “Customize”
Preferences, SSWA T&E Policy link to set up Your
favorites.
Procurement Cards

Workflow

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Copyright 2000-2004 Oracle Corporation. All rights reserved.

1-5 Copyright © 2007, Oracle. All rights reserved.

 Advantages of Using Oracle Internet Expenses

Oracle Internet Expenses is a tool that helps meet top

management goals.
Controls
cost and
errors Improves
Streamlines employee
expense productivity
reporting
Enforces policies/
Accessible statutory regulations
anywhere compliance

1-6 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1-7 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Process

Employee Manager AP Approved:

creates approves approves AP creates
expense report online online payment; notifies
report employee

• Wireless
• Credit Card Feed
• Disconnected Rejected: Adjusted:
(Spreadsheet) Workflow notifies AP creates
• Web browser employee payment; notifies
employee
Policy Setting

1-8 Copyright © 2007, Oracle. All rights reserved.

 Expense Report Import Program

The Expense Report Import Program converts expense

reports created in the following applications into Payables
invoices:
• Payables
• Internet Expenses
• Oracle Projects

1-9 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 10 Copyright © 2007, Oracle. All rights reserved.

 Expense Management

Expenses Home

1 - 11 Copyright © 2007, Oracle. All rights reserved.

 Expense Management

Expense Reports Credit Card Transactions

Create New Expense Report
Credit Card
Import Spreadsheet Expenses Transaction
History
Export Save Search

Advanced Search

Expenses Preferences
Dispute Credit
Field Default Preferences
Card
Data Entry Preferences Transactions

Apply Cancel

1 - 12 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 13 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Methods

Using a standard web browser

• Standard method of entering
expense reports
• Access to corporate intranet
and Internet Expenses

Using a wireless mobile device

• Web-enabled phone
• Pager
• PDA: Palm Pilot, Pocket PC,
others

1 - 14 Copyright © 2007, Oracle. All rights reserved.

 Online Using Credit Card

Your company and Credit card

credit card provider Employees use provider
create an agreement corporate credit cards
for travel and other receives data
purchases

Employee selects Imports and loads

transactions during credit card data to
expenses entry company database

1 - 15 Copyright © 2007, Oracle. All rights reserved.

 Disconnected Expense Reporting

• Does not initially require access to your corporate

intranet or Internet Expenses
• Ideal when traveling or away from the office
• Enter expenses in an Excel spreadsheet template and
upload it to Internet Expenses later

1 - 16 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 17 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Features

Changing Cost Centers

Entering Expense
Reports for Others Designating Approvers

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 Entering Foreign Currency Expenses

Entering Foreign Currency Expenses

• Enter exchange rate
• Default exchange rate

1 - 19 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Features

• Saving In-progress expense reports

– Access, update, submit
• Reviewing expense reports
– Display item detail and grouping
• Viewing expense report history
– Check status, line
data, adjustment

1 - 20 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Features

Itemizing
Withdrawing Duplicating
receipts
expense reports expense reports

1 - 21 Copyright © 2007, Oracle. All rights reserved.

 Expense Reporting Features

• Ad Hoc Reporting
– Use Oracle
Discoverer to Oracle
develop ad hoc Discoverer
reports

• Expense Report Export

– Run the Expense
Report Export concurrent
program from the Internet
Expenses Auditor and the
Internet Expenses Audit
Manager responsibilities

1 - 22 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 23 Copyright © 2007, Oracle. All rights reserved.

 Descriptive Flexfields

Descriptive Flexfields
• Fields used to collect required expense information
• Set up descriptive flexfields
• Map them to defined expense types

1 - 24 Copyright © 2007, Oracle. All rights reserved.

 Product Features

Multiple
Expense
Templates

Multiple
Reimbursement
End
Currencies
Date to
Expense
Types

1 - 25 Copyright © 2007, Oracle. All rights reserved.

 Product Features

• Missing Receipts
– Receipt status remains required
• Flexible Requirements for Original Receipts
– Original receipts required for an expense type
– Original receipts required if expense exceeds certain
amount

1 - 26 Copyright © 2007, Oracle. All rights reserved.

 Product Features

Line Level Refund Tracking

Accounting

Split expense reports
across cost centers
at line level
• Enter refunds
• Report refund on
previous expense
• Apply refund to
other expense

1 - 27 Copyright © 2007, Oracle. All rights reserved.

 Product Features

• Required Justification and Purpose

– Enter justifications for specific expenses
– Enter a purpose for all expenses

• Expense Report Number Prefixes

– Define a prefix for every expense
report to identify invoices in AP

• Collecting tax information

– Indicate that an expense line
includes tax
– Choose a tax code

1 - 28 Copyright © 2007, Oracle. All rights reserved.

 Product Features

• Multi-Row Display Configuration

– Modify page appearance and behavior

• Client Extensions
– Provided to extend functionalities

• Expense Itemization Rules

– Identify expense types for itemization

1 - 29 Copyright © 2007, Oracle. All rights reserved.

 Product Features

• Credit Card Transactions

– Expense reports automatically
populated with credit card transactions

• Home Currency in Workflow Notifications

– Display expense report amounts in
home country currency

1 - 30 Copyright © 2007, Oracle. All rights reserved.

 Product Features

Expenses Workflow Process

• Defines business processes for
expense-related tasks
• Handles manager and AP approval
process
• Customized process definitions

Contact Us
• Enables end users to contact your
help desk

1 - 31 Copyright © 2007, Oracle. All rights reserved.

 Product Features

Predefined Methods for Routing Expense Reports

for Manager Approval
• Go Up Management Chain
• One Stop Then Go Directly
• Go Directly to Person with Signing Authority

Expense Line Drill Down in Workflow Notifications

• Drill down to expense details
• Provides additional information to
managers for effective decision-making

1 - 32 Copyright © 2007, Oracle. All rights reserved.

 Online Policy Compliance

Online Policy Compliance

Set up policy schedules based on

location to enforce expense
policies

1 - 33 Copyright © 2007, Oracle. All rights reserved.

 Per Diem and Mileage

• Per Diem and Mileage Calculation

– Time-based per diems
– Free meals and accommodations for
per diems
– Distance mileage thresholds
• Simple Setup for Per Diem and Mileage Policy
Compliance
– Set up operating unit options/rules
– Share, copy, end date, and/or mass
update rate/policy schedules

1 - 34 Copyright © 2007, Oracle. All rights reserved.

 Location and VAT Setup

• Locations Setup
– Set up locations in rate and policy schedules

• VAT Merchants Field Setup

– Recapture data for VAT reclamation

1 - 35 Copyright © 2007, Oracle. All rights reserved.

 Short Paying and Adjusting Expense Reports

• Short Paying Expense Reports

– Create new expense reports from lines with missing
receipts or inadequate justification
– Eliminate the lines short paid
– Reduce expense line total by the adjustment
• Adjusting Expense Reports

1 - 36 Copyright © 2007, Oracle. All rights reserved.

 Audit Management and Automation

Audit Management
• Expense report listings
• Currency/exchange rate
• All Verified shortcut
• Quick and advanced search
• Shared service center support

Audit Automation
Automate expense
report processes
related to audit

1 - 37 Copyright © 2007, Oracle. All rights reserved.

 Product Features

Audit Queue Expense and

Balancing Violation Reporting
Paperless audit • Management
workload among hierarchy
auditors • Expense category
• Time period
• Policy violation
types

1 - 38 Copyright © 2007, Oracle. All rights reserved.

 Product Features

• Management Reporting by:

– Employee name
– Cost center
– Period
– Expense report details
– Expense lines

• Credit Card Outstanding Transactions

Management Processes
– Credit card transaction aging
– New options and parameters
– Escalated notifications

1 - 39 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 40 Copyright © 2007, Oracle. All rights reserved.

 Workflow Processes

• Expenses Workflow
– Defines the expense report review and approval process
– Initiated by expense report submission in OIE
– May split expense reports to multiple reports
• Credit Cards Workflow
— Aging Credit Card Transactions
— Inactive Employee Transactions
— Payment to Card Issuer
— Payment to Employee
— Process Invalid Credit Card Transactions
— Process Unassigned Credit Cards
— Unapproved Expense Report
— Unused Credit Card Transactions

1 - 41 Copyright © 2007, Oracle. All rights reserved.

 Expenses Workflow Process

Expenses Workflow
• Server Side Validation process
• Manager (Spending) Approval process
• Accounts Payable Approval process
• Short Pay Unverified Receipt Items Process
• Bothpay Process
• Rejection Process

1 - 42 Copyright © 2007, Oracle. All rights reserved.

 Agenda

• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview

1 - 43 Copyright © 2007, Oracle. All rights reserved.

 Oracle Projects Integration

Oracle
Internet
Expenses
Oracle
Projects

Oracle Projects integration helps employees enter project-

related information when creating expense reports

1 - 44 Copyright © 2007, Oracle. All rights reserved.

 Oracle Grants Accounting Integration

Oracle Grants
Accounting Oracle
integration Internet
helps Expenses
employees
enter award
information and Oracle
collect award Grants
reimbursement Accounting

1 - 45 Copyright © 2007, Oracle. All rights reserved.

 Oracle Approvals Management (AME) Integration

Oracle Oracle Approvals

Internet Management
Expenses integration helps
build expense
report approval
rules based on
header or line data

Oracle
Approvals
Management

1 - 46 Copyright © 2007, Oracle. All rights reserved.

 Other Product Integration

Oracle
Application
Object
Library
Oracle
Systems
Oracle Administration
Internet
Oracle Expenses
Human
Resources

Oracle
Payables

1 - 47 Copyright © 2007, Oracle. All rights reserved.

 Summary

In this module, you should have learned how to:

• Define Oracle Internet Expenses and its advantages
• Describe the expense reporting process, methods, and
features
• Describe the product features
• Identify the workflow processes
• Describe the Payables Invoice Import Program
• Describe product integration (overview)

1 - 48 Copyright © 2007, Oracle. All rights reserved.