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Internet Expenses Administrator Training
Internet Expenses Administrator Training
Internet Expenses Administrator Training
Internet Expenses
Administrator
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Contents
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The Audit Expense Reports page displays the detailed information of a single expense
report for you to conduct an audit. Click on the Manage Expense Reports subtab or the
Advanced Search link in the Audit Expense Reports page to display the Manage Expense
Reports page. The Manage Expense Reports page displays a table of expense report
headers that matches either the view you have selected or the advance search query
criteria you have entered. You can click on an expense report number in the Manage
Expense Reports page to drill down to the expense report in the Audit Expense Reports
page.
If your expense report audit process is receipt-based, then most of the time you will use
the Audit Expense Report page. You can enter an expense report number in the quick
search field, then click Go to display and audit the report.
If you are making use of paperless audit and auditing expense reports from the audit
queue, then you first use the Manage Expense Reports page to identify expense reports
for audit, then click on a report number link to audit the report. To streamline this
process, you can define a personalized view that contains your audit queue.
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link or Navigate to
button.
button to navigate to the personalization page.
4. To create a new view, you can start off with an already defined view by clicking
on the
button or click on the
button to create a view from
scratch.
To set this view as your default view, check the "Set as Default" checkbox.
6. Choose the columns and column order for you new view.
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8. To enter search criteria, choose the fields and enter the values. To add a new
column, select the field and click the
button.
Once the new field has been added, choose the value of that field.
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Use the Receipt Package Received Date field to track how long it takes the AP
department to receive the expense report receipt package. When you first query an
expense report, Internet Expenses defaults the system date in this field, if there is no
receipt package received date. You can update the default value. If you are using an
audit list rule set with the Receipt package received after the maximum number of
days option, you must ensure that auditors update this field for all expense reports,
including both auto-approved expense reports and expense reports routed for paperless
audit.
Use the Report Filing Number field for additional information about where the receipt
package is stored.
To audit an expense report:
1. In the Audit Expense Reports Page, query the expense report you want to
review, audit, or approve. The Show/Hide setting is saved if the application user
is defined as an HR employee. You can navigate to the expense report by
enterieng the expense report or either navigate from the views in the search
form.
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Enter the "Receipt Package Received Date" field. Also, view any attached
receipts.
2. Check the Receipt Verified box for each line item that the accounts payable
department has both a valid receipt and all required information. If a line item
requires a receipt and the receipt is not verified, the item is subject to shortpay.
You can use the Set All Receipts Verified poplist to check or uncheck the Receipt
Verified box for all expense lines.
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Note: If an expense item does not require a receipt and if the Receipt
Required check box is not checked, then you do not need to check the Receipt
Verified check box. We recommend that you do not adjust the Receipt Missing
check box, since this value is entered by the employee to indicate that an
original receiptwas not available for submission.
7. If you want to add this employee to the audit list, click the Always Audit
Employee button.
8. After completing your review and audit of an expense report, including receipt
verification and adjustment, click the Complete Audit button. Once you click
Complete Audit, you cannot change the receipt level information of the expense
report.
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Reviewing Allocations
Internet Expenses automatically derives the account using the accounting rules you
define using workflow. The workflow uses the default account assigned to the
employee account to get the the balancing segment and the default cost center. The
account segment comes from the expense type define in the expense report template.
However, during the audit process, the manager may need to review the accounting and
make changes.
Changing the Accounting
1. While reviewing the expense report, click on the
to the allocations form.
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tab to navigate
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3. Click on the
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Cash Advances
Advances are created in Oracle Payables as prepayment invoice types. Once an advance
is paid to an employee, the advance becomes available in Oracle Internet Expenses for
application. Below is how you create and apply cash advances.
1. Create and pay a prepayment invoice.
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5. The manager can then choose the cash advance and the amount they wish to
apply to the expense report.
6. The expense report can then be imported into payables for payment along with
all other expense reports.
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7. In each case, 5 and 6 above, an email notification will be sent to the owner of
the expense report informing him of the policy violation or the missing receipts.
Also, a new expense report will be created for the amount of the missing
receipts or policy violations. For each successive violation or modification a "-1"
will be added after the original expense report number.
In the example above, if expense report IE13942-1 was modified again for policy
violations, the new expense report number would be IE13942-1-1 and so on.
For missing receipts, the user can choose one of the following options:
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If you click "Will Send Receipts", the report goes back to the expense report
auditor to be audited. If you click "Request manager Approval", the expense
report will go back to your manager(s) for approval.
For expense reports with policy violations, the user can choose one of the
following options:
To send the payables department more information, the user can choose the
"Send Additional Information" button.
For both types, missing receipts and policy violations", the user can delete the
expense report, reassign the expense report to another employee to respond or
request more information from the payables department.
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button.
Report Parameters:
Schedule:
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Notification:
Printing:
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3. Click the "OK" button and review the status of the request.
button.
Importing Expense Reports 21
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You can review rejections, holds, invoices and prepayments associated with the
request ID. You can also search on the following parameters:
Request Date
Organization Name
Employee name
Supplier name
Invoice Number
Rejection Description
The additional parameters allow the manager the ability to research expense
reports exported earlier.
Notifications
If some expense reports are rejected, an email notification will be sent to the person
that submitted the request.
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Maintaining Workflow
Oracle Internet Expenses processes are controlled by embedded workflow processes.
You can modify how internet expenses process expense reports by adjusting attributes
as well as creating custom processes.
However, from time to time, the internet expense processes fail and the system
administrator has to correct the issues with the workflow. For most failures, the system
administrator will receive an email notification of all errors. For some errors, the system
administrator can respond directly in the notifications window. But for some errors, the
administrator will have to navigate to the "Status Monitor to view the status of
submitted expense reports and perform corrective actions.
When you access the Status Monitor, you can search for the workflows you want to
review.
Note: If you have full workflow administrator privileges, you can search for
workflows owned by any user. If you only have specialized workflow
monitoring privileges, you can only search for workflows to which you have
been granted access. If you do not have workflow administrator privileges,
you can only search for workflows that you own.
2. In the Workflows page, search for the workflows you want to review. The search
criteria are:
Workflow Type - Select the workflow item type you want to review. The
display name for the workflow type you select populates the Workflow Type
field, and the internal name for the workflow type you select populates the
Type Internal Name field.
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Type Internal Name - Enter the internal name of the workflow type you
want to review, if you want to enter the internal name directly instead of
selecting a value. To fine expense reports, enter "APEXP" as the internal
name.
Workflow Owned By - If you have workflow administrator privileges, select
the user who owns the workflows you want to review.
If you do not have workflow administrator privileges, you can only search
for workflows that you own. In this case, Oracle Workflow displays your
name as a non-editable value in the Workflow Owned By field.
Item Key - Enter the item key that uniquely identifies the workflow you
want to review. You can enter a partial value to search for workflows whose
item keys begin with that value.
User Key - Enter the user key that identifies the workflow you want to
review. You can enter a partial value to search for workflows whose user
keys begin with that value. For expense reports, this will be the expense
report number.
Workflow Status - Choose the status of the workflows you want to review,
or choose Any Status to display workflows in any status.
o In Process - Workflows that do not have an end date (including
errored workflows)
o Complete - Workflows that have an end date
o Error - Workflows that do not have an end date and have at least
one errored activity
Workflow Started - Choose Today, This Week (last seven days), Last 2 Weeks
(last fourteen days), Last 30 Days, Last 60 Days, or Any Time to specify the
start date of the workflows you want to review. All the start date ranges
include the current date; for example, Last 2 Weeks includes today as well
as the previous thirteen days.
Note: You must enter at least one of the following criteria when you search in
order to limit the size of the results list.
o Workflow Type
o Type Internal Name
o Workflow Owned By
Workflow Started - If you search only by this option, you must select a
specific start date range. You cannot use Workflow Started with the Any
Time value as your only search option.
You can also enter the following additional search criteria to search for workflows
by activity characteristics.
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o Complete
o Deferred
o Error
o Notified
o Suspended
o Waiting
Waiting for Response From - Enter a role to display workflows with activities
that are waiting for a response from the specified recipient.
Days Without Progress - Enter a number of days to display in-process
workflows with activities that have not progressed in the specified time.
3. The results region displays the workflows that match your search criteria.
Note: If you only have specialized workflow monitoring privileges, the results
region displays only workflows to which you have been granted access.
To view the error details for an errored workflow, select the error icon or
the error link in the Status column.
To send e-mail to the owner of a workflow, select the user link in the Owned
By column.
To view child workflows for a workflow, select the
in the Child
Workflows column.
4. Use the monitor buttons to drill down to additional information for a workflow.
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To retry an activity, select the activity and select the Retry button.
Note: You cannot retry a suspended process activity. You must resume the
process before you can retry it.
Note: You can also use the Retry Errored Workflow Activities concurrent
program to retry multiple errored activities for a particular item type at once.
To view the status diagram for a workflow, select the workflow and select
the Status Diagram button.
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New Employees
In order to create an Oracle Internet Expenses user, you must be sure to configure the
application properly to ensure that the expense reports are routed properly and the
accounting is properly created. If a user logs onto the application and chooses the
internet expenses responsibility, the application will validate that the user is properly
defined.
The following attributes will be validated:
1.
2.
3.
4.
5.
6.
Below is a diagram showing how all of the set ups are related:
Accounts Payable
Human Resources
System Administration
6
Menu
Operating Unit
Responsibility
2
Default
Expense
Account
Assign
Synchronize
5
Workflow
Tables
User
1
Employee
10
Assign
Signing
Limits
3
Employee /
Supervisor
Hierarchy
Although the operating unit and menu are also part of the setup and affects the
functionality of Oracle Internet Expenses, they are only set up once and are not user
specific. They are only included in this diagram to show its relationship to the other set
ups.
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Defining an Employee
The key elements in defining the employee are the default expense account, supervisor
and email address.
The email address is used by workflow to send notifications. This is also the email
address that is assigned to the username when an employee is assigned to the
username. This information is also used when the username is synchronized with
workflow.
The majority of employee expense report checks are paid by wire. In order to send this
information to the bank, the bank routing number and bank account number must be
stored in the descriptive flexfield in the employee form. To display the descriptive
flexfield, click on the
field above the
button on the initial employee
form.
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You must also add a home address for the employee. The home address will be used by
Accounts Payable to create a site for the supplier that will be created during the
expense report import process.
The supervisor assigned to the employee defaults as the approver on any new expense
report created for this employee. Internet Expenses uses the Default Expense Account
to default the cost center and balancing segment for the charge account assigned to all
new expense lines created.
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Signing Limits
Managers can approve an expense report only if the total amount of the expense 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 which
manager has authority to approve expense reports. You assign signing limits in your
primary ledger currency.
When you assign signing limits to a manager, you also specify a cost center to which this
signing limit applies. You can give managers signing limits for multiple cost centers.
Define Username
Once the employee has been defined, it must then be mapped to a username by the
System Administrator. Internet Expenses uses the employee information assigned to
the username to default the expense account and other pertinent information.
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Synchronizing Workflow
Workflow information is stored in different tables in Oracle from the user and employee
data. In order for the approval workflow to route and approve expense reports, the
employee and username information must be synchronized with workflow.
In order to synchronize the workflow tables, you must submit the "Synchronize WF
LOCAL tables" process from the concurrent manager with the following parameters:
This process can be scheduled to run nightly or can be kicked off each time a new user is
defined.
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Closed Issues
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