BR100 Iexpenses

APPLICATION SETUP DOCUMENT
Internet Expenses
Author: Creation Date: Last Updated: Version: Release: 1.0 11.5.10
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Name Position
Application Setup Document Oracle Internet Expenses
Define iExpense Policies
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Contents
Document Control.......................................................................................ii Enable Project Expenditure Types for Expense Report Entry.....................1 AP: Define Expense Report Templates........................................................2 AP: Define Financials Options.....................................................................3 AP: Set Expense Check Reimbursement Address..................................3 AP: Define Expenses Clearing Account.................................................3 AP: Define Payables Options.......................................................................4 AP: Establish Multiple Currencies Setup................................................4 AP: Defining Expense Report Options...................................................4 Assign Signing Limits..................................................................................7 Define iExpense Policies.............................................................................8 Set Up Required Expense Fields............................................................8 Enable Expense Allocations..................................................................9 Define Receipt Notification Rule Set...................................................10 Assign Receipt Notification Rule Set...................................................11 Define Mileage Rate Schedule............................................................12 Complete Mileage Expense Type Definition in Payables.....................13 SA: Define Profile Options.........................................................................14 System Administration Integration...........................................................20 Customize the Internet Expenses Workflow .............................................21 Define a new OIEADMIN Role..............................................................21 Define Workflow Notification Performers............................................22 Change the Find Approver Method......................................................23 Personalize Expense Report Submission Instructions...............................24 Integrating with Oracle Projects Summary...............................................25 Enable the Display of Project and Task. Use the Region Items window to enable the display of project and task information. You need to perform this step in order to view projects and tasks in View Expense Report History. ...................................................................................26 Set Up Offline Expense Spreadsheet Template........................................27 Configure the Expense Report Sheet..................................................27 Testing a New Custom Microsoft Excel Template................................30 Save the spreadsheet to the database...............................................32
Application Setup Document Oracle Internet Expenses Define iExpense Policies 10 of 35
Other Configuration Considerations..........................................................33 Open and Closed Issues ...........................................................................34
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Enable Project Expenditure Types for Expense Report Entry Project Billing Super User: Setup > Expenditures > Expenditure Types
Description: Enable expenditure types to be used on project-related expense reports. Enable selected expenditure types with an Expenditure Type Class Expense Reports. You need to associate these expenditure types with Expense Type you define in the Expese Report Template. DO NOT SET UP MILEAGE EXPENDITURE TYPE WITH UNIT OF MEASURE MILES! Mileage expenses imported from iExpenses > Payables > Projects will be imported in dollars, or whatever the currency may be. Make sure you set up mileage expenditure types used by iExpenses with a unit of measure Currency.
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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.
Oracle Field Template Name Description Enable for Internet Expenses Expense Items Expense Item Expense Category Value Notes
Yes GL Account PA Exp Type Receipt Above Justification Required
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AP: Define Financials Options Payables Manager: Setup > Options > Financials
AP: Set Expense Check Reimbursement Address
Description: Use the Payables Financials Options window to define the expense report reimbursement check setup. By default, Internet Expenses uses the home or office value defined in the HRMS Mail To setup, if there is one. If not, then Internet Expenses uses the value you define in the Payables Financials Options window. This setting also provides the value to use to create the supplier site record, if you enable the Automatically Create Employee as Supplier option in the Payables Options window. You can define employee home and office addresses either in the People window, if you have a full install of Oracle Human Resources, or in the Enter Person window in Oracle Payables. To set the default expense check address:
AP: Define Expenses Clearing Account

Description: You define the Expense Clearing Account in the Oracle Payables Financials Options window. Payables uses this as a temporary account to record information about credit card transactions when processing expense reports created in Internet Expenses. This step is only necessary if you are implementing the Company Pay reimbursement policy. Note: The Expense Clearing Account field is also available in the Card Program window. If you define the Expense Clearing Account field in the Card Program window, the value you define there will take precedence over the value in the Oracle Payables Financial Options window.
Option
Accounting Expense Clearing Human Resources Business Group Expense Reimbursement Address Use Approval Hierarchies Employee Numbering: Method Next Automatic Number
Value
Notes
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AP: Define Payables Options Payables Manager: Setup > Options > Payables
AP: Establish Multiple Currencies Setup
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.
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.
Option Currency Use Multiple Currencies Require Exchange Rate Entry Calculate User Exchange Rate Expense Report Default Template Payment Terms Pay Group Payment Priority Apply Advances Automatically Create Employee as Supplier Hold Unmatched Expense Reports
Value
Notes
IMMEDIATE EMPLOYEES 50 No Yes No

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Option
Value
Notes
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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. To assign signing limits: 1. 2. Navigate to the Employee Signing Limits window. 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. of values. 5. 6. center. 7. Enter the cost center for which you want this manager to approve expense reports, or choose from the list 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 Save your work.
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Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Expense Fields Set Up Required Expense Fields
You can set up additional fields that apply either to an expense category or to individual expense types. When a user chooses an expense type that is assigned an additional field rule, or is assigned to an expense category with additional field definitions, the defined fields appear in the Additional Information section of the Expense Line Details page.
Accommodations End Date Merchant Airfare Merchant Class of Ticket Ticket Number From Location To Location Car Rental Merchant Meals Number of Attendees Attendees Mileage
Enabled Required
Required Enabled Enabled Required Required
Required
Enabled Required
Leave defaults
Enable Expense Allocations Internet Expenses Setup and Administration: Internet Expenses Setup > Accounting > Define
Set up Internet Expenses to allow updating and validation of accounting flexfield segments for individual expense lines. When enabled, users can update the accounting flexfield segment assignments on the individual expense lines of their expense reports. This is useful, for example, for users who consistently charge expenses to accounts that are not a part of their usual accounting. Internet Expenses can provide automatic validation of the account code combinations that users enter. Managers can review the account code combinations on expense reports. There are two tasks to complete for setting up expense allocations: Use the Internet Expenses Setup responsibility to set up accounting flexfield behavior for your company charts of accounts. For each chart of accounts, you define which segments of the accounting flexfield are visible on expense lines, and which of the displayed segments are updatable by the user. Use the OIE: Enable Expense Allocations profile option to enable expense allocations according to your requirements. You can set the display of accounting flexfield segments and online validation as user-definable or automatic. When enabled, automatically or by the user, an additional page called Expense Allocations appears on the expenses entry pages just before the Review page. On this page the user can update accounting flexfield segments for either a single expense line or a group of expense lines.
Set status as follows:
Segment Company Department Account Future Intercompany
Status Enabled Enabled Read-Only Disabled Disabled
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Define Receipt Notification Rule Set Internet Expenses Setup and Administration: Internet Expenses Setup > Audit > Notification Rules
Create a new Notification Rule Set as follows:
Field name Rule Set Name Description Notify Individual Overdue Receipts Notifications Receipts overdue or missing after expense report submitted Subsequent notifications if receipts still overdue Receipts considered overdue or missing after user response Receipt document required if user indicates receipts are missing
Value Receipts Notifications Receipts Notifications When Receipts are received
14 7 7 Yes
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Assign Receipt Notification Rule Set Internet Expenses Setup and Administration: Internet Expenses Setup > Audit > Notification Rule Assignments
Click Update for Operation Unit Your Company OU. Use the Notification rule set assignments pages to assign the notification rule sets that you created to the operating units that you want. The notification rule set that you assign to an operating unit remains active during the effective period that you specify. If you do not enter an end date, then the notification rule set remains active indefinitely. To change notification behavior for an operating unit, you must apply an end date to the current notification rule set, and then assign a new notification rule set. When a notification rule set is assigned to an operating unit, Internet Expenses compares the expense report submission date to the system date to initially determine if receipts are overdue on an expense report. For all expense reports that have overdue receipts, Internet Expenses initiates the process of sending notifications, according to the notification rules. You must assign a notification rule set to an operating unit to make use of notification rules. If an operating unit does not have a notification rule set assignment, then the Overdue Expense Receipts Tracking concurrent program cannot detect overdue or missing receipts, and therefore cannot call the Expense Receipts workflow.
Field name Rule Set Name Effective Start Date
Value Receipts Notifications 01/01/2005
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Define Mileage Rate Schedule Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Schedules > Mileage
Click Create New Schedule. Populate required fields as follows:
Field Name Schedule Name Description Distance Unit of Measure Start Date Currency Rules
Value
Miles
Leave all Optional Rules blank. Click Next. Currency = USD. Allow rate Conversion. In the Update Mileage Rate Schedule: Periods and Rates, click Details. Enter Mileage Rate = 0.485 Click Apply. Click Activate.
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Complete Mileage Expense Type Definition in Payables Payables Manager > Setup > Invoice > Expense Report Templates
Find the expenses template Find the mileage expense type. Assign the Mileage Schedule.
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SA: Define Profile Options System Administration: Profile > System

Description: Use this form to define profile options.
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: Enable Credit Card Set the OIE: Enable Credit Card profile option to Yes to enable the credit card functionality to allow users with corporate credit cards to select and add credit card transactions to their expense reports. 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. OIE: CC Approver Req The OIE: CC Approver Req profile option indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different from their own. Set the OIE: CC Approver Req profile option to Yes to require employees to enter the Alternate Approver field when employees enter a cost center other than their default cost center. If you set this profile option to Yes, you must also set the OIE: Enable Approver profile option to Yes. OIE: CC Payment Notify Use the OIE: CC Payment Notify profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card transactions. The default value is No. OIE: Enable DescFlex The OIE: Enable DescFlex profile option enables Internet Expenses to display descriptive flexfields. You must set up descriptive flexfields specifically for use in Internet Expenses before you can enable this option. OIE: Enable Projects The OIE: Enable Projects profile option enables users to enter project-related information on expense reports. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this option. The values for this profile option are: Yes - Enables the entry of project information. No - Disables the entry of project information. Required - Requires the entry of project information. OIE: Enable Tax
The OIE: Enable Tax profile option enables the availability of tax-related elements on expense reports. Set this profile option to Yes to display the Tax Code field and Amount Includes Tax check box on expense reports. Set this profile option to No to conceal the display. If you set this profile option to No and you set up tax calculation on expense reports, Internet Expenses uses the default values you provide without user intervention.
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OIE: Enable Approver The OIE: Enable Approver profile option enables the Alternate Approver field in Internet Expenses. When this profile option is set to Yes, the Alternate Approver field is available for users to specify a different employee to approve their expense report. When this profile option is set to No, the Alternate Approver field is hidden. OIE: Approver Required The OIE: Approver Required profile option indicates whether users must designate an approver for their expense reports. If you set the OIE: Approver Required profile option to Yes, Internet Expenses requires that users always enter an alternate approver. If you set this profile option to Yes with Default, the employees supervisor, as defined in Oracle HRMS, will be provided for the user. Attention: You must set the OIE: Enable Approver profile option to Yes if you want to use one of the three seeded Find Approver methods. OIE: Purpose Required The OIE: Purpose Required profile option controls whether users must enter a purpose when creating an expense report. A purpose is a brief description of the business activities that justify the expenses in a report. OIE: Report Number Prefix The OIE: Report Number Prefix profile option specifies a prefix value for expense report numbers. The expense report number becomes the corresponding invoice number when the expense report is converted into an invoice via the Expense Report Import program. Entering a prefix value enables you to easily identify invoices in Payables that were expense reports created in Internet Expenses. Leave this option blank if you do not want to specify a prefix value for expense report numbers. For example, if you set the OIE: Report Number Prefix profile option to use the prefix Web, your expense report numbering appears as Web589, Web560, Web561, and so on. OIE: Grace Period The OIE: Grace Period profile option specifies the number of grace period days beyond an end date that certain OIE setup items remain available for use. The OIE setup items are:
Rate schedules Rate schedule rule values that have end dates Location records Expense report template Inactive On field Expense types
These items remain available for selection and use as long as the system date is before the end date plus the number of grace period days. The default value is 30. OIE: Enable Policy The OIE: Enable Policy profile option controls the behavior of Internet Expenses in relation to reports that contain policy violations. If an expense report is submitted with violations, Internet Expenses captures policy violations for reporting purposes. The values are:
Prevent Submission - The end user cannot submit the expense report. All monetary violations that exceed tolerances result in preventing report submission, including the exchange rate policy (the exchange rate tolerance is the exchange rate limit). An error message informs the user of the policy violation. For more information, see Tolerance Limits. For all non-monetary policy violations, and for monetary violations that do not exceed tolerances, the behavior is the same as the Warn Users option (users receive a warning but can submit the expense report).
Warn Users - The end user can submit the expense report. A warning message informs the user that the report contains policy violations. This includes non-monetary policy violations and monetary policy violations where the violation is below the limit + threshold. Inform Approvers - The end user can submit the expense report. If there are policy violations, they are transparent to the end user, but Internet Expenses documents the violations for approvers. The default value is Inform Approvers.
OIE: Enable Expense Allocations The OIE: Enable Expense Allocations profile option determines whether an end user can update the cost center segment value on an expense line. If set to Yes, an employee can split expense reports across cost centers, for both credit card expenses and cash and other expenses. The default value is No. PA: Allow Project Time and Expense Entry The PA: Allow Project Time and Expense Entry profile option enables users to enter project-related information on expense reports. If you set this option to Yes, then you must set the OIE: Enable Projects profile option to Yes as well. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this option. PA: AutoApprove Expense Reports The PA: AutoApprove Expense Reports profile option permits automatic approval of project-related expense reports. Journals: Display Inverse Rate The Journals: Display Inverse Rate profile option determines how the reimbursable amount is calculated when users enter foreign currency receipts. When this profile option is set to No, the receipt amount is multiplied by the exchange rate to determine the reimbursable amount. When it is set to Yes, the receipt amount is divided by the exchange rate. The default value is No. AME: Installed The AME: Installed profile option enables the integration between Internet Expenses and Oracle Approvals Management. WF: Notification Reassign Mode The WF: Notification Reassign Mode profile option determines the forwarding functionality that is available to employees. If you set the WF: Notification Reassign Mode profile option to Reassign, employees see the Reassign button on the notification. Clicking the Reassign button lets employees choose between transferring or delegating that notification. If you set the FND: Notification Reassign Mode profile option to Delegate, employees will see the Delegate button. When employees click the Delegate button and enter an employee name, the notification is delegated to that employee that is entered. When a notification is delegated to employees the notification is forwarded to the delegated employee, but the original recipient of the notification remains the owner. If you set this option to Transfer, employees will see the Transfer button. When employees click the Transfer button and enter an employee name the notification is transferred to that employee that is entered. When a notification is transferred, the notification is forwarded and the new recipient becomes the owner of the notification. WF: Mailer Cancellation Email The WF: Mailer Cancellation Email profile option enables the functionality that sends the cancellation notifications when time outs are reached for a notification and a new notification is sent because of resend setup. If you set this profile option to Enabled, cancellation notifications are sent. If you set this profile option to Disabled, cancellation notifications are not sent. Personalize Self-Service Defn
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The Personalize Self-Service Defn profile option enables the Oracle Applications Personalization Framework in Internet Expenses. If you set this profile option to Yes, then the OA Personalization Framework is available to expenses administrators to configure the Internet Expenses user interface. Account Generator: Run in Debug Mode
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Profile OIE: Allow Credit Lines OIE:Allow Non-Base Pay OIE:Approver Required OIE:CC Approver Req OIE:CC Payment Notify OIE:Enable Approver OIE:Enable Credit Card OIE:Enable DescFlex OIE:Enable Expense Allocations OIE:Enable Policy OIE:Enable Projects OIE:Enable Tax OIE:Grace Period OIE:Purpose Required OIE:Report Number Prefix PA: Allow Project Time and Expense Entry PA: AutoApprove Expense Reports AME:Installed
Site Yes Yes
Application
iExpenses Responsibility
Yes
Yes
User-enabled, with Online Validation Yes No 30 Yes EXPYes
Enabling this option disables Workflow approvals! Unassigned Delegate Enabled Enable temporarily to customize iExpense instructions and prompts Document Owner
Automated Escalation Notification Task Assignee Role WF: Notification Reassign Mode WF: Mailer Cancellation Email Personalize Self-Service Defn
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System Administration Integration

1. All people to receive workflow notification must be valid Oracle users with an email address 2. Run the Synchronize Local WF Tables process every time you make changes to user setup.
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Customize the Internet Expenses Workflow

Define a new OIEADMIN Role
As System Administrator: complete these steps: Create a new Oracle user
Field Name Name Description Email Assigned Responsibilities
Value OIEADMIN Oracle iExpenses Administrator [email protected] Workflow User Web Applications Internet Expenses Setup and Administration Internet Expenses Auditor
Run the Synchronize Local WF tables process every time you make changes to user setup.
NOTE: At this point, you can save a customized workflow XYZ iExpenses Workflows to the database. If you need to recreate or update the workflows, follow the steps below.
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Define Workflow Notification Performers

Perform these steps in Oracle Workflow Builder to set up expense report performers. These steps include recommendations for which item attribute to use for each notification.
1. Load OIEADMIN Role. 2.

From the Files menu, select Load Roles from Database.
3. In the Role Selection window, query the OIEADMIN role, 4. From the Query Results region, select the required roles and click the Add button to add the role to the Loaded Roles region.
5. 6. Click OK to save the loaded role to the database. Save your work.
7. Assign Role to the attribute: From the Navigator window, open the attribute. In the Navigator Control Properties, under the Attribute tab the
Type in the main region should be set to Role. In the Default region, select the proper Value (role) and click Apply. Save your work. Assign a role for each of the attributes listed in the Performer Definitions table below.
8. Define Notification Performers. For each notification outlined in the Performer Definitions table below:
a. Open the appropriate workflow process.
b. In the workflow process, open the notification. c. In the Navigator Control Properties window, click the Node tab. d. Set Performer Type as Constant instead of Attribute.
e. f. Choose OIEADMIN as Value. Click Apply and save your work.
Note: To directly link a role to a notification, Set Performer Type as Constant instead of Attribute. Then, select the role OIEADMIN. By using the Constant type, you have more flexibility. The table below lists the notifications, the seeded performer for each workflow process, and new
performer
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Process Server Side Validation Process Manager (Spending) Approval Process Manager (Spending) Approval Process AP Approval Process Rejection Process Policy Violation Shortpay Process
Notification Inform Sys Admin of Payables Validation Failure Inform System Administrator - No Approver Inform AP Mgr Approved ShortPay With Missing Receipts Request AP To Review For Spending Policy Compliance Inform AP Exp Report They Reviewed Is Mgr Rejected Provide AP With Missing Info To Rectify Policy Shortpay
Seeded Performer AP Expense Report Workflow Administrator AP Expense Report Workflow Administrator AP AP AP AP
New Performer OIEADMIN OIEADMIN OIEADMIN OIEADMIN OIEADMIN OIEADMIN
Change the Find Approver Method

Perform these steps in Oracle Workflow Builder to change the Find Approver method. 1) Open the Expenses item type from the database 2) In the Navigator window, expend Expenses and Processes folders. 3) Open (double-click) the manager (Spending) Approval Process 4) Open the Find Approver function
5) In the Navigator Control Properties window, click the Node Attributes tab.
6) In the Value field, select One Stop Then Go Directly 7) Click Apply and save your work.
8) Click OK to save the workflow file to the database.
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Personalize Expense Report Submission Instructions

As System Administrator: Set Personalize Self-Service Defn to Yes. Log out of the system. Navigate to Expenses Home page (e.g. XYZ Time and Expense Entry responsibility) Create and submit an expense report In the Confirmation page, click the Personalize Submission Instructions Header link in the Submission Instructions region. In the Choose Personalization Context page, enter Your Company Business Group in the Organization field and click Apply. In the Personalize Region page, click Personalize for the Raw Text item. In the Personalize Raw Text page, select False for the Rendered row at the Site level, and then click Apply. In the Personalize Region page, click Create Item for the Header: Submission Instructions item. In the Create Item page, select the Raw Text value from the Item Style list. Complete the page according to your business requirements:
o o o
ID = XYZ_SUBMISSION_INSTRUCTIONS Text: Include following text message: Add You Companys Submission Instructions Here. Click Apply
In the Personalize Region page, click Personalize for the message you created. In the Personalize Raw Text page, enter a message in the Text field for the appropriate level, then click Apply. In the Personalize Region page, click Return to Application.
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Integrating with Oracle Projects Summary

1. Enable employees to enter project-related expense reports using Internet Expenses. To enable an employee to enter projectrelated expense reports using Internet Expenses, set these profile options in Oracle System Administration: a. Set PA: Allow Project Time and Expense Entry to Yes b. Set OIE: Enable Projects to Yes. 2. Define the Project Expense Report Account Generator. The Project Expense Report Account Generator is an Oracle Projects workflow process that determines the account for each project-related expense line created in Internet Expenses. The default logic of this process returns the CCID (Code Combination ID) of the employee who incurred the project-related expenses. You can define the Project Expense Report Account Generator to meet your requirements 3. To approve project-related expense reports automatically (optional) a. Set the PA: AutoApprove Expense Reports profile option in Oracle Projects. 4. Set up Transaction Controls in Oracle Projects (optional).
5. In the Payables Expense Report Templates window, define a project-related expense report template and associate a list of Projects expenditure types with expense items. (Completed during AP: Define Expense Report Template step below) 6. Compile the Expense Types Descriptive flexfield! a. Login to the Application Developer responsibility. b. Navigate: Application > Validation > Set c. Query value set name 'OIE_EXPENSE_TYPES' d. Click Edit Information e. In the Table Columns section, for the ID column, change the Size to 30 and Save. f. Navigate: Flexfield > Descriptive > Segments
g. Query the Title: 'Expense Report Line' h. Freeze and compile the Expense Report Line Flexfield. Verify successful compilation. Navigate: Application -> Validation -> Set
i. j.
Query value set name 'OIE_EXPENSE_TYPES'. Click Edit Information. In the Table Columns section, for the ID column, change the Size back to 80 and Save.
Enable the Display of Project and Task. Use the Region Items window to enable the display of project and task information. You need to perform this step in order to view projects and tasks in View Expense Report History. k. Choose the AK Developer responsibility. l. Navigate to the Define Regions window.
m. Query the region ICX_AP_EXP_LINES_D. n. Choose Region Items to navigate to the Region Items window. o. Query the region items ICX_PROJECT_NUMBER item (ATTRIBUTE_NAME). p. Check the Node Display box for these region items. q. Query the region items ICX_TASK_NUMBER item (ATTRIBUTE_NAME). r. Check the Node Display box for these region items.
s. Save your work.
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Set Up Offline Expense Spreadsheet Template

The Microsoft Excel template is a spreadsheet that employees use to create disconnected expense reports. You must configure the Microsoft Excel template so that it matches your current Internet Expenses implementation. For example, all fields in Internet Expenses must exist in your template, and fields that are set Required in Internet Expenses must also be required in the template. If the template does not match your implementation, employees cannot create and import expense reports using the disconnected process. To configure the Microsoft Excel template, you must enter specific values from various Oracle Payables windows into the template. Once you have configured the Microsoft Excel Template, remove the seeded function from the menu for exporting the spreadsheet. The seeded OIE Import Page function is assigned to the Expenses Shortcuts menu.
Configure the Expense Report Sheet

This section describes how to configure the Expense Report sheet. Export the seeded Offline Spreadsheet from Expenses Home. Open the Excel file.
Displaying the Spreadsheet Tabs After obtaining the expense spreadsheet template from the operating system directory, display the custom sheet tabs to make any modifications to expense types, headings, cell links, etc. You can modify these sheets in the Microsoft Excel template: Expense Report Currency Codes and Descriptions Expense Types Cell Links Prompts (to change column and cell headings)
To display the custom sheet tabs in the expense spreadsheet template: 1. 2. 3. 4. Open the spreadsheet file apwexpmc.xls. Choose Tools > Protection > Unprotect Sheet. Choose Options from the Tools menu. Open the View tab.
5.
Check the Sheet Tabs box, then click OK.
Define the Date Format Users enter a receipt date in the spreadsheet Date From column. For multipleday receipts, users can define a range of days by entering dates in both the Date From and the Date To columns. When an employee imports a completed expense report, Internet Expenses compares the date format of the Date From and Date To columns to the date format set using the self-service applications General Preferences function. If the date formats in these columns do not match the date format specified by the General Preferences function, users must reenter receipt dates in Internet Expenses. An example of a valid date format is DDMONYYYY. When a user makes changes to the General Preferences, the changes only affect that users login session. Prerequisites Determine a date format to use in the Expense Spreadsheet. To define the date format: 1. 2. Open the Expense Report sheet tab at the bottom of the spreadsheet. Select the Date From and the Date To column, then choose Format > Cells.
3. Open the Number tab, and then choose Date as the Category. 4. Choose a date format from the list in the Type region, and then click OK.
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Enter an Expense Template Name You must assign a template name to the Microsoft Excel template to define the list of expense types that are available in Internet Expenses (for example, airfare, meals, lodging, and so on). This template also determines the expense types you can include in the Expense Types sheet in the Microsoft Excel template. You create expense report templates in the Payables Expense Report Templates window. The template you choose must have the Enable for Internet Expenses option checked (set to Yes). When an employee imports a Microsoft Excel expense report, Internet Expenses compares the template name to the names of all active, Internet Expenses-enabled templates. If the template name of a Microsoft Excel expense report does not match the name of an Internet Expenses-enabled template, Internet Expenses rejects the report. To enter a template name: 1. 2. Open the Expense Report sheet tab at the bottom of the spreadsheet. Enter the name of an expense report template that is enabled for Internet Expenses into the Expense Template cell. The name must exactly match the name of an Internet Expenses-enabled template that appears in the Payables Expense Report Templates window. Save your work.
3.
Define Your Company Expense Types To enter expense types in the Expense Report sheet, users select values from a choice list. The Expense Types sheet contains the values that appear in this choice list. You must configure the Expense Types sheet so it contains only valid expense types. Valid expense types include: Expense types defined in the Payables template that you identified in the Expense Report sheet. Expense types with the Viewable From All Templates option checked in the Payables Expense Report Templates window.
The generic Expense Types sheet within the Microsoft Excel template includes several sample expense types. You must change the sample expense types to valid expense types and delete any rows that you do not change. To add expense types, insert new rows into the Expense Types sheet. You must insert a new row above an existing row for the expense type to appear in the choice list. After you update the Expense Types sheet, you may need to update the expense types that appear in the expense report template. (By default, the template does not display expense types.) See: Modifying Cell Links, page 6-11 for more information. When you make changes to the Expense Types sheet, you can use the Expense Report sheet to confirm your changes.
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To set up expense types: 1. 2. Open the Expense Types sheet tab at the bottom of the spreadsheet. Change the sample expense types to valid expense types (those defined in the template you entered in the Expense Report sheet). You must spell each expense type exactly as it appears in the Payables Expense Report Templates window. To add an expense type, insert a new row and enter the name of the expense type exactly as it appears in the Payables Expense Report Templates window. To insert a new row, select a cell that contains a value, then choose Insert > Rows. If you select a cell that does not contain a value and use Insert > Rows to add an expense type to this new row, the expense type does not appear in the choice list. Note: Do not edit the header region (cells A1 and A2) of the Expense Types sheet. Note: Sort the list of expense types alphabetically. To do this, select the rows to sort, then click on the Sort Ascending button (or choose Data > Sort, click on Ascending, then click OK). 4. 5. Open the Expense Report sheet tab at the bottom of the spreadsheet to review the expense report and verify your changes. Save your work.
3.
Testing a New Custom Microsoft Excel Template Before releasing your custom template for general use, import and validate the spreadsheet in Internet Expenses. Perform these steps to discover and resolve any remaining setup problems that may exist in your template. To test the Custom Microsoft Excel Template: 1. Compare the custom Microsoft Excel template and expense types to the Corporate Credit Card and Cash and Other Expenses pages. Ensure all fields in the template appear in these pages, and all the fields on these pages appear in the template. (Be sure that you also look at the Expense Details page.) Create an expense report with the custom Microsoft Excel template. Assign each expense type to at least one receipt. Upload the expense report. Make sure the message you entered at the bottom of the spreadsheet template appear in the Spreadsheet Upload Area. Click Next to validate the spreadsheet. You must fix errors that exist in the spreadsheet template itself before releasing it to employees for general use. Errors that occur because the spreadsheet was incorrectly defined can be fixed only by the system administrator. Errors that occur due to missing or invalid data in the spreadsheet do not indicate a serious problem and the report can still be imported into Internet Expenses. When expense report information is missing or invalid, you can perform either of these actions:
2. 3.
4.
Click Clear or Cancel to fix the errors in Microsoft Excel, then import it again later.
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Save the spreadsheet to the database

To save the customized spreadsheet to the database:
1. 2.
3.
Configure the spreadsheet according the instructions above. Save the spreadsheet XYZ_APWEXPMC.xls to the $OA_HTML/US directory. Log into the System Administration responsibility. Navigate to the Form Functions window. Query up function AP_WEB_DOWNLOAD. Click on Web HTML tab. Replace value in the HTML Call to US/XYZ_APWEXPMC.xls Save.
4.
5. 6.
7.
8. To verify if the customized spreadsheet is saved:
Navigate to iExpenses, Expenses Home Click on Export Spreadsheet The File Download window should pop-up, and name should be XYZ_APWEXPMC.xls
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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. Submit the Synchronize WF LOCAL tables process to run daily to update the Workflow resource information
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Open and Closed Issues
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APPLICATION SETUP DOCUMENT

Author: Creation Date: Last Updated: Version: Release: 1.0 11.5.10

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Application Setup Document Oracle Internet Expenses

Define iExpense Policies

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Other Configuration Considerations..........................................................33 Open and Closed Issues ...........................................................................34

Application Setup Document Oracle Internet Expenses

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Yes GL Account PA Exp Type Receipt Above Justification Required

Application Setup Document Oracle Internet Expenses

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AP: Define Expenses Clearing Account

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AP: Defining Expense Report Options

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IMMEDIATE EMPLOYEES 50 No Yes No

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Application Setup Document Oracle Internet Expenses

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Assign Signing Limits

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Required Enabled Enabled Required Required

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Set status as follows:

Segment Company Department Account Future Intercompany

Status Enabled Enabled Read-Only Disabled Disabled

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Value Receipts Notifications Receipts Notifications When Receipts are received

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Field name Rule Set Name Effective Start Date

Value Receipts Notifications 01/01/2005

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Application Setup Document Oracle Internet Expenses

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SA: Define Profile Options System Administration: Profile > System

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