Oracle Expenses Cloud

Sreeni Devireddy
Platform Technology Solutions
Oracle Development

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Agenda
1 Key Features
2 Setup
3 Travel Integration
4 Co-Existence

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Agenda
1 Key Features
2 Setup
3 Travel Integration
4 Co-Existence

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Key Features
Process Flow

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Key Features
Expense Entry

• Multiple Expense Entry Options

– Simplified Expense Entry UI
– Mobile App (YouTube)
– Spreadsheet
– Recurring Expenses
– With getThere Integration

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Key Features
Others

• Cash Advances
• Delegate Authority
• Support for Fusion Projects
• Support for Accounting Allocations
• Support for Tax
• Contingent Worker Support
• Infotiles

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Key Features
Control

• Policy Compliance
• Receipt Management
• Corporate Card Integration
• Audit Management

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Key Features
Analysis

• Self-Service OTBI Reporting

– Employee Expense Overview Real Time
– Expenses - Expense Transactions Real Time
• Employee Spend Analysis
• Policy Violation and Late Filing Analysis

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Key Features
Approval

• Predefined rule sets for various approval

scenarios
• Automatic, supervisory or position
hierarchy based approval
• Project manager, cost center owner or
specialist approval based on expense type
• Serial and parallel approval

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Agenda
1 Key Features
2 Setup
3 Travel Integration
4 Co-Existence

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Setup
Key Setups
• Expense Categories & Expense Types
• Expense Policies by Category
• Expense Templates

• Expense Report Audit Selection Rules

• Expense Report Audit Rules by Expense Templates and Types
• Expense Audit List Rules
• Expense Report Receipt Rules

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Setup
Key Setups
• Expense Report Audit and Receipt Rule Assignments
• Expenses System Options
• Approval Rules
• Credit Card Data

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Setup
Demo

Define System Options

Policies and
Expenses Templates Approval Rules
Rules
Configuration

Conversion
Credit Card Image
Rates and Travel
Data Processing
Policies

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Process Flow
Demo

Submit Expense Process

Manager Approval Audit Reimbursements
Report (Cash Advances Applied)

Payables Invoice Expense Report

Import Invoice Validate Invoice Make Payment
Interface Status set as Paid

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Agenda
1 Key Features
2 Setup
3 Travel Integration
4 Co-Existence

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Travel Integration
with GetThere

Booked Vs Actual
Navigate to Create Trip Expense
variances are
GetThere and make Import Itineraries Reports based on
highlighted to
the bookings Itinerary
Approvers

Validation Rules are Employee Initiates Manually

applied Automatically Upon First Expenditure
Automatically Upon Trip Completion

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere

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Travel Integration
with GetThere
• Integrated Booking Access from Expenses
– Book business travel seamlessly in GetThere directly from Oracle Fusion Expenses
• Travel Itinerary Import
– Import travel itinerary data automatically from your travel partner booking site
• Travel Data Administration
– Review and resolve issues with travel integration and travel itinerary data imported
from your travel partner site(s)
• Employee Trip Management
– Provide a mechanism for the employee to manage trip details and ensure an accurate
representation of intended business trip expenses

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Travel Integration
with GetThere
• Automatic Trip Expense Report Creation
– Enable automatic creation of expense reports based on a trip
• Highlight Questionable Travel Expense Issues
– Provide approver and auditor visibility of variances between booked and expensed
amounts, booking policy violations and booking justifications

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Agenda
1 Key Features
2 Setup
3 Travel Integration
4 Co-Existence

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Co-Existence
With External Payment Systems

Submit Expense Process

Manager Approval Audit
Report Reimbursements

Payables Invoice Expense Report

Import Invoice Validate Invoice Make Payment
Interface Status set as Paid

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Co-Existence
With External Payment Systems

Submit Expense Process

Manager Approval Audit
Report Reimbursements

Create an invoice in
Create an XML file
Retrieve XML File external system by Make Payment in
with Payment
from Fusion UCM decoding the data in External System
information
XML file

Expense Report Status

Upload Payment XML Run Update Expense set as Paid with
into Fusion UCM Report Status Program Payment Information
Attached

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 Co-Existence
Sample XML files
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Co-Existence
Payment Information

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Co-Existence
Reference White Paper

Oracle Cloud Expenses Co-existence and Integration Options

https://cloud.oracle.com/_downloads/WhitePaper_Financials_ExpCoExist/oracle-cloud-expenses-co-existence-and-integration-options-whitepaper.pdf

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Activities
Practices for Lesson 20: Overview
Practice 20-1: Reviewing the Expenses System Options
Practice 20-2: Creating an Expense Report Template
Practice 20-3: Modifying Approval Rules Demonstration
Practice 20-4: Setting Warning and Error Limits on a Conversion Rate Demonstration
Practice 20-5: Viewing a Conversion Rate Policy Warning and Error
Practice 20-6: Setting Up a Car Rental Policy
Practice 20-7: Setting Up an Airfare Policy
Practice 20-8: Setting Up a Miscellaneous Expense Policy
Practice 20-9: Setting Up a Meals Expense Policy
Practice 20-10: Setting Up a Mileage Expense Policy
Practice 20-11: Setting Up an Accommodations Expense Policy
Practice 20-12: Setting Up a Corporate Card Program
Practice 20-13: Creating a Corporate Card Program
Practice 20-14: Setting Up a Corporate Card Usage Policy Warning Demonstration
Practice 20-15: Creating Receipt and Notification Rules

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