 C ONTENTS

Advance creation:....................................................................................................................................................2
Middle Layer Application – (Mr Arijit)..........................................................................................................2
Oracle Financials – (PwC)................................................................................................................................2
Creation of Prepayment invoice – Advance Integration:........................................................................2
Expense Claim:.........................................................................................................................................................4
Middle Layer Application – (Mr Arijit)..........................................................................................................4
Oracle Financials – (PwC)................................................................................................................................4
Advance Refund:......................................................................................................................................................6
Middle Layer Application – (Mr Arijit)..........................................................................................................6
Oracle Financials – (PwC)................................................................................................................................6
GENERAL CONTROL ASPECT REQUIRED IN ORACLE:..............................................................................................7

1
 TRAVEL & EXPENSES INTEGRATION
DESIGN:
Advance creation :
M IDDLE L AYER A PPLICATION – (M R A RIJIT )
1. API calling parameter - Call API on every 4 hrs basis.
a. API,https://www.myemploywise.com/asperm/services/travelrequest?
api_key=XXX&action_from=10042017&action_to=31112017&time_zone=1&status=pai
d
b. Scheduler should call it automatically and <action from date> should be -> (<last
action to date> + 1 sec)
c. (API doc attached)
2. DTS column structure – (Excel attached)
3. DTS file will have 2 extra columns: Total Count & Total Amount. For eg- There are ten lines
in a file and each line amount sum up to Rs. 10,000/-, therefore every line will have count
as 10 and amount as 10,000. This will help in auto reconciliation of data when moved from
SFTP to Oracle temporary table and further.
4. Pushing data to SFTP location. (Encryption required) - File separator and File naming
structure decided between PwC and Mr. Arijit.

O RACLE F INANCIALS – (P W C)
CREATION OF PREPAYMENT INVOICE – ADVANCE INTEGRATION:
a. Flow of Events:
i. Employee Places his Travel Request in the system with an Advance Request,
ii. The same basis approval workflow flows to the approving authority ( Mostly the
managers, and in case of deviation the same flows to the deviation approving
authority
iii. For the Advance, post approval of the same by the manager, the same flows to the
Accounts Role ( to be played by the company wise Accounts SPOC
iv. The Accounting SPOC has the authority to reduce the approved amount, Refuse
the Advance pay out. The Amount i.e marked by the accounts as paid is the
amount which would flow to Business applications as first level integration.
b. Prepayment Creation in Oracle:
 <TQ ID+_+Currency>: Number of invoices from one TQ request_id depends upon type
of currency. For eg- If one travel request has more than one currency, INR, USD,
AUS$, three invoices will be created representing each currency.
 PP Invoice Number: <Request_Id+_+Currency>
 PP Invoice Date: <Payment_Date>
 PP Invoice Amount: <Base_Amount>
 Vendor Code & Site: Employee to Vendor mapping in Oracle (Site - Office)

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  Invoice Header & Line Description: <Travel_Type> travel Advance of <Currency> <Paid
Amount> requested for <Purpose> by <Employee_Code>, <Employee_Name> for Cited
Reason "<Description>".
 DFF Values - <Currency>, <Exchange_Rate>, <Payment_Mode> at Invoice Line Level.
 PP invoice would be Permanent so that it can’t be edited from front end, except
specific responsibility.
 Source of invoice will be “ESS adv”
c. Creation of Special Responsibility – Special responsibility is required, that will allow for
adjustment of Permanent advance invoice.
i. Name of Responsibility – “T&E Advance Invoice adjustment”
d. Invoices will be imported in Batch on a daily basis (One day one batch) - Naming structure
will be – (ESS_Advance_DD:MM:YY)
e. Prepayment Creation (Validated & Approved) - 1 line per Prepayment
f. Table structure for Oracle is attached here.

3
 Expense Claim :
M IDDLE L AYER A PPLICATION – (M R A RIJIT )
1. API calling parameter - Call API on weekly basis.
a. https://www.myemploywise.com/asperm/services/expense?
api_key=XXX&start=01102017&end=31102017&status=paid&expensetype=T
ravel
b. https://www.myemploywise.com/asperm/services/expense?
api_key=XXX&start=01102017&end=31102017&status=paid&expensetype=
Conveyance
c. https://www.myemploywise.com/asperm/services/expense?
api_key=XXX6&start=01102017&end=31102017&status=paid&expensetype=
Others
d. Scheduler should call it automatically and <Start> should be -> (<End> + 1
sec)
2. DTS column structure (Exp_DTS, GST Mapping Logic & GL mapping sheet)– Excel attached
3. DTS file will have 2 extra column: Total Count & Total Amount
4. (API Doc attached)
5. Logic for creation of new Tax line –
a. If, li_paid_cgst_rate/li_paid_sgst_rate/li_paid_igst_rate is equal to Zero then
no new line for tax.
b. Otherwise, new tax line for each Tax category. (SGST+CGST/IGST). Other
information will remain same as in main expense line. Amount of GST will be
captured in <li_paid_pre_tax_amt>.
c. For expenses that does not have GST impact, <li_paid_pre_tax_amt> would
be NIL, therefore put <li_paid_amt> value in <li_paid_pre_tax_amt>. Oracle
will set logic based on <li_paid_pre_tax_amt>
6. Pushing data to SFTP location. (Encryption required) - File separator and File naming
structure decided between PwC and Mr. Arijit.

O RACLE F INANCIALS – (P W C)
1. Source of invoice will be “ESS Exp”
2. Customisation in creating Standard Invoice –
There are two scenarios:
a. Advance was available but, user makes an adjustment with some other
expense.
b. The prepayment invoice remains unpaid.
 Standard invoice will get created but will be put on HOLD. HOLD name ->
“ESS_Advance”
 Further any adjustment will require manual intervention.
3. Expense invoice Creation Logic in Oracle:

 Invoice Number: <exp_refno>

 Invoice Date: <exp_claim_date>
 Invoice Amount: <exp_paid_amt> of any expense line or sum of <li_paid_pre_tax_amt>

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  Vendor Code & Site: Employee to Vendor mapping in Oracle (Site - Office)
 Invoice Header Description: <exp_trv_type> travel expense for <exp_trv_purpose>
purpose.
 Invoice Line Description: Expense for <li_head_type> for <exp_trv_type> travel
 Invoice would be in self Validated and Approval not required state.
 We will take GST on line level and not as per GST regime. For GST return now,
we need to consider GST for source other than GST regime also. Where source of
Invoice is “ESS Exp”.

4. SI Creation (Validated & Approved):

i. Multiple lines per Exp Invoice GST values will flow in as lines
ii. Consider only lines where Adjustment amount is 0 or BLANK
iii. Group by Exp Ref No (Invoice Number).
5. SI Adjustment with Multiple Prepayments:

i. Consider only lines where Adjustment amount is not 0 or BLANK

ii. Details of Prepayments & amount to be adjusted will be provided
iii. Refer the Request ID+CURR Combination in this case.
6. Invoices will be imported in Batch on a daily basis (One day one batch) - Naming structure
will be – (ESS_Exp_DD:MM:YY)
7. Table structure is attached here.

5
 Advance Refund :
M IDDLE L AYER A PPLICATION – (M R A RIJIT )
1. API calling parameter - Call API on every 4 hrs basis.
a. API,https://www.myemploywise.com/asperm/services/travelrequest?
api_key=XXX&action_from=10042017&action_to=31112017&time_zone=1&mode=re
turn
b. Scheduler should call it automatically and <action from date> should be -> (last
action to date + 1 sec)
c. (API doc attached)
2. DTS column structure – (attached)
3. DTS file will have 2 extra column: Total Count & Total Amount
4. Pushing data to SFTP location. (Encryption required) - File separator and File naming
structure decided between PwC and Mr. Arijit.

O RACLE F INANCIALS – (P W C)
1. Creation of invoices – In case of advance refund, oracle need to create two parallel invoices
(Standard invoice & Credit memo), then adjustment of standard with prepayment (created
at the time of advance).
2. Source of invoice will be “ESS refund”
3. Invoices will be imported in Batch on a daily basis (One day one batch) - Naming structure
will be – (ESS_Rtn_DD:MM:YY)
4. Table structure is attached here
5. Logic for Invoice creation:
a. Invoice number logic will be:
i. SI = <Request_Id>+_+<Currency>+_+SI
ii. CM = <Request_Id>+_+<Currency>+_+CM
b. Invoice date = <return_date>
c. Invoice amount = <return_amount>
d. Invoice Header & Line description = Being amount of Rs.<return_amount>
returned by <Employee_Code>:<Employee_Name>, against Travel invoice
<Request_Id+_+Currency>
e. Seven segments will be as provided in DTS.

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 GENERAL CONTROL ASPECT
REQUIRED IN ORACLE:
A SYSTEM REPORT:-
1. Each program in Oracle will have a “conversion error report” that will tag
transaction which are not processed or marked out as ERROR.
2. A separate status report is required which can be used to track any pending
transaction or ERROR. (Status from SFTP to AP module posting)
B SEQUENCE OF FILE PROCESSING:-
1. Advance creation
2. Advance return
3. Expense Claim
a. Expense creation
b. Prepayment Adjustment

C FILE MOVEMENT ARCHITECTURE:-

ADV
ORACLE AP INVOICE
MIDDLE RTN
SFTP STAGING WORKBENCH
LAYER
EXP

D At each layer there should be a visible count and amount control, so that user can
easily reconcile movement between each interface.

E ERROR HANDLING IN ORACLE:-

 If the file sent from Middle Layer to SFTP has any mapping error, for ex- Mapping of any
segment is blank. Oracle will reject the whole file.
o Corrective Action – Re-push the file from ML post mapping correction.
 In case error occurred due to Oracle internal validations, such as vendor de-active, vendor
site not available etc, oracle will process the correct transaction lines and mark the balance
erroneous record.
o Corrective Action – take necessary action in oracle and re run the program.