Oracle Financials Cloud

Expense Report To Reimbursement

Vinit Poddar Sreeni Devireddy Harsh Tulsyan

Product Management Director Product Management Director Principal Product Manager
Oracle Development Oracle Development Oracle Development
 [ 27 Nov - 01 Dec ]

[ 11 Dec - 15 Dec ]

[ 08 Jan - 11 Jan ]

2 Copyright © 2021, Oracle and/or its affiliates | Confidential: Restricted

Agenda

• Expense Concept

• Process Flow Demo

• Additional Features
Overview

4
Process Flow

Cash Advance Approve Advance Audit Advance Process Advance • Supplier Invoice to
Request (1) Request (2) Request (3) Amount (4) Payment

Enter Expense Report Expense Policy Approve Expense

(5) Enforcement (6) Report (7)

Audit Expense Report Generate Expense • Supplier Invoice to

(8) Invoice (9) Payment

5
Use Case Scenario

Use Case Scenario Key Features for discussion & demo

Employee works in the InFusion UK Business Unit. He is a • Delegation of expense entry
director of the company. He is travelling to India, ticket is • Policy Violation
booked by company directly. Employee claims an advance • Per Diem expense claim
for the travel. Employee incurs expenses partly in cash • Cost Center Approval
and partly using corporate credit card and submits the
claim. The expense belong to different cost center and Agenda for Discussion
each cost center manager approves their respective
expenses. • Configuring Expense Policy
• Configuring Audit Rules
• Perform End-to-End transaction flow

6
Enterprise Structure

InFusion Corporation

InFusion US Ledger InFusion UK Ledger

[USD, Corp COA, US GAAP] [GBP, Corp COA, IFRS]

InFusion US1 LE InFusion US2 LE InFusion UK LE

[BSV = 101] [BSV = 102] [BSV = 201]

InFusion SSC InFusion US2 InFusion UK

Business Unit Business Unit Business Unit

Employee

7
Security Model
Security Reference Manual for Financials

Expense Auditor
User Reviews and audits expense reports on a daily basis to
ensure compliance with the company's reimbursement
policy

Expense Manager
Job Role Duty Role Manages company's expense policies and processes.
Reviews and proposes changes to expense policies

Security Context Corporate Card Administrator

Data Business Unit Oversees the functioning of corporate card travel
Data Access Set programs and procurement card programs. Provides
Access Ledger support to cardholders and assures payments are made
Cost Organization timely
Asset Book

Employee
8
Manage Users

Business
Unit

Default
Job
Expense
Account

Manager Grade

9
Agenda

• Expense Concept

• Process Flow Demo

• Additional Features
 Cash Advance Approve Advance Audit Advance Process Advance

(1) Cash Advance Request Request Request Request Amount

Expense Policy Approve Expense

Enter Expense Report
Enforcement Report

Configurations
Generate Expense
Audit Expense Report
Invoice
• Expense System Options

• Cash Advance and Authorization Policies

• Employee records their own bank accounts (Bulk Upload)

Enhancements
• In case of refund of the advance amount, it needs to be settled outside the
system (Process to refund the unused amount from the Cash Advance)
• Close Cash Advance
• Record Manual Journal
Dr. Cash A/c
Cr. Cash Advance Clearing A/c
✓ Upload Corporate Travel Policy
✓ Upload Cash Advance Request
11 ✓ Cash Advance Type
 Cash Advance Approve Advance Audit Advance Process Advance

(2) Approve Advance Request

Request Request Request Amount

Expense Policy Approve Expense

Enter Expense Report
Enforcement Report

Generate Expense
Audit Expense Report
Invoice

Approval Task – FinExmWorkflowCashAdvanceApproval

Employee submits Supervisor reviews

advance request and approves

12
 Cash Advance Approve Advance Audit Advance Process Advance

(3) Audit Advance Request

Request Request Request Amount

Expense Policy Approve Expense

Enter Expense Report
Enforcement Report

Generate Expense
Audit Expense Report
Invoice

If the expense auditor approves the cash advance request, he specifies a date by
which the cash advance must be applied to the employee's report

Expenses automatically applies available cash advances to the approved expense

report on or after the due date (Reference Doc)

13
 Cash Advance Approve Advance Audit Advance Process Advance

(4) Process Advance Amount

Request Request Request Amount

Expense Policy Approve Expense

Enter Expense Report
Enforcement Report

Generate Expense
• Schedule the Job “Process Expense Reimbursements and Cash Advances” Audit Expense Report
Invoice

• Creates Payment Request Type Invoice

• Payment Request created in the name of the Party (Employee not created as a supplier)

• Payment Request Number same as the Expense Report Number

• Process the Payment Request and make payment in order for the advance to be available for
adjustment

Accounting Entry

Cash Advance Clearing A/c 400 Dr

To Liability A/c 400 Cr

14
Pay Group for Cash Advance and Expense Report [21D]

• Enable specific pay groups for cash advances and expense reports with negative reimbursement
amounts to prevent negative payment requests from getting applied against positive payment
requests and cash advances

• Process cash advances and expense reimbursements separate from refunds collected from
employees

15
 Cash Advance Approve Advance Audit Advance Process Advance
Request Request Request Amount

(5) Enter Expense Report Enter Expense Report

Expense Policy
Enforcement
Approve Expense
Report

Generate Expense
Audit Expense Report
Invoice

Multiple Expense Entry

Options
• Simplified Expense Entry UI

• Spreadsheet

• Mobile App

• Recurring Expenses

• With getThere Integration

• Digital Assistance

16
(5) Enter Expense Report

• Setups

✓ Expense Report Templates

✓ Corporate Card Issuers

✓ Corporate Card Programs

✓ Corporate Cards

17
Corporate Card Transaction Processing ✓ Card Transaction for Inactive Employees

18
 Corporate Credit Card – Payment Option

Payment Employees Pay Corporate Company Pays Corporate Employees Reimburse Company Reimburses
Option Card Issuer Card Issuer Company Employees
Individual • Card business expenses NA NA • Card business expenses
Pay • Card personal expenses • Cash business expenses
Company NA • Card business expenses • Card personal expenses • Cash business expenses
Pay • Card personal expenses
Both Pay • Card personal expenses • Card business expenses NA • Cash business expenses

Company Pay (Employee) Both Pay (Employee)

Cash Exp A/c Dr 500 Cash Exp A/c Dr 500

Individual Pay
Cash Exp A/c Dr 500
Card Business Exp A/c Dr 600
To Employee Liability A/c
Card Business Exp A/c Dr 600
To Expense Clearing A/c 900*
To Employee Liability A/c 200
1,100
Company Pay (Credit Card Company)
To Employee Liability A/c 500
Card Business Exp A/c Dr 600
To Expense Clearing A/c 600
Both Pay (Credit Card Company)

Expense Clearing A/c Dr 900 Expense Clearing A/c Dr 600

To Vendor Liability A/c 900 To Vendor Liability A/c 600
19 *Card Business 600 + Card Personal 300
Corporate Card Expense Mapping

Predefined Lookup

Corporate Card
Expense Types

User Defined User/Pre-

User Defined Lookups
Mapping Defined
Mapping
Map Corporate Card Transaction Codes
Map Corporate Card
Expense Types to • MIS Industry Codes
Expense Types to
Expense Types in • SIC Codes*
Transaction Codes
Expense Template • Merchant Category Codes*
*Preconfigured Merchant Category and SIC code Mapping
(23A). Lookup names –
Assign Mapping Rules
to Corporate Card • ORA_EXM_MCC_CODES
Program
• ORA_EXM_SIC_CODES

Expense Items Display Converted to Expense Converted to Corporate Feed File Transaction
in Expenses Work Area Types Card Expense Types Codes

Create Expense Items Validate Upload

20 Upload and Validate Corporate Card Transaction File

Corporate Credit Card – Format Supported

Formats supported:

• American Express (AMEX) (Format: GL1025)

• Master Card (Format: Common Data Format [ CDF ] 3.0)

• Visa (Format: Visa Commercial File Format [ VCF4 ]

• Diner’s Club (Format: Standard Data File Format)

✓ Defining Credit Card Program ✓ Setting up Corporate Card Download Program

✓ Setting Up Credit Card Processing ✓ Centrally Billed Travel Card for MasterCard (23D)
✓ PGP Key For Decrypt Corporate Card Transaction ✓ Touchless Expenses for J.P. Morgan Corporate
Cards (23D)
✓ Document For Tokenization

21
(5) Enter Expense Report
• Tax

✓ Tax code can be attached to the expense lines

✓ All taxes applied on the expense report will be inclusive tax irrespective of the tax definition

✓ Example – Total expense incurred is £2,100 and tax is VAT 5%. In this case, the tax amount will be calculated as £100
( (2,100 × 5) / 105 ) ✓TAX RECOVERABILITY DETERMINATION FOR
EXPENSE PAYMENT REQUESTS (22C)

• Accounting Allocation

✓ The expense distribution accounts can be overwritten by the employee while entering the expenses if access is
provided (Role → Expense Account Allocation Role)

✓ Profile options - EXM_ALLOW_FULL_ACCT_OVERRIDE and EXM_DISABLE_COMPANY_SEGMENT

• Project Allocation
✓ Project related expenses pre-requisite
✓ Expenses can be tagged against Projects, if enabled
22
Prepaid Expense Entry [22C]

✓ Allows employees to enter prepaid expenses in expense reports.

✓ Helps organization to know actual travel cost including airfare.

✓ When an expense is checked as prepaid, reimbursable amount will show as 0, as expense is

already paid while booking.

✓ No Accountings would be generated for prepared expenses.

✓ Applicable for all Expense Categories except Per Diem and Mileage.

✓ Prepaid Expense Entry (22C)

23
(5) Enter Expense Report – Oracle Maps

• Preferred Locations
(ORA_EXM_MILEAGE_LOCATIO
NS)

• Multiple Stops

• Commute Mileage Deduction

• Home address defaulting for

commute mileage

✓ Cumulative Mileage

24
(5) Enter Expense Report – Digital Assistance

• Assign the role ‘GSE_CHATBOT_ENABLE_UHP’ to enable the chat box

• Automatically create expense lines from receipt images

• Receipt image automatically attached to the expense line

• Make changes to the expense lines ✓ Digital Assistant Overview

• View expense status ✓ Expense Digital Assistant

• Expense Items can be created from Email receipts

• Mileage expenses can now be created using Digital Assistance

25
 Cash Advance Approve Advance Audit Advance Process Advance
Request Request Request Amount

(6) Expense Policy Enforcement Enter Expense Report

Expense Policy
Enforcement
Approve Expense
Report

Generate Expense
Audit Expense Report
Invoice

• Policy Compliance

✓ Policy by Expense Category

• Receipt Management

✓ Expense Report Receipt Rule

Monthly and Lifetime Rate Limit Enforcement for

Miscellaneous Policies (23A)

26
 (6) Expense Policy Enforcement

Employee Vinit Poddar Policy Accommodation

Department Corporate Country Grade Daily Limit
Expense A/c 201-30-5299-400-000 United States Mgmt 120
Manager Casey Brown India Mgmt 100
All Other All Other 80
CC Department Manager
100 HR James Seller
Policy Mileage
200 Administration Kerry Lane
Vehicle Type Daily Limit (Per KM)
300 Sales Dept Barbara
McCullum Car 1.50
Motorcycle 1.00
IF Expense Total < 100; THEN Auto Approve
IF Expense Total >= 100; THEN Supervisor Approval All Other 0.00
IF Exp Dept != Emp Dept; THEN Exp Dept Approval

Approval Rules Policy

27
(6) Expense Policy Enforcement
✓ Per Diem Policy Explained
Meals 50
Entitlement
Accommodation 200 Director 140%
Job Level
Breakfast 10 All Other 100%
Deduction Lunch 20 Holiday 110%
Dinner 20
Scenario Accommodation Breakfast Lunch Dinner Amount Director Holiday

1 Free Included Included Included 250 350 385

2 Free Free Included Included 240 336 369.6
3 Free Included Free Included 230 322 354.2
4 Free Included Included Free 230 322 354.2
5 Free Free Free Included 220 308 338.8
6 Free Free Included Free 220 308 338.8
7 Free Free Free Free 200 280 308
8 Free Included Free Free 210 294 323.4
28
 Cash Advance Approve Advance Audit Advance Process Advance
Request Request Request Amount

(7) Approve Expense Report Enter Expense Report

Expense Policy
Enforcement
Approve Expense
Report

Generate Expense
Audit Expense Report
Invoice

• 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

29
(7) Approve Expense Report
✓ Expense Approval Workflow FAQ

Approval Task – FinExmWorkflowExpenseApproval

Expense
belong to Yes Cost Center
Employee submits
different manager reviews
expense report cost and approve
center

No

Supervisor reviews
and approves

30
(7) Approve Expense Report

Example of using Expense Item level DFF in Approval Rules

31
 Cash Advance Approve Advance Audit Advance Process Advance
Request Request Request Amount

(8) Audit Expense Report

Expense Policy Approve Expense
Enter Expense Report
Enforcement Report

Generate Expense
Audit Expense Report
• Setups Invoice

✓ Expense Report Audit Selection Rules

✓ Expense Report Audit Rule by Expense Template and

Type

✓ Expense Audit List Membership

32
Audit Risk Indicator [21D]

Prioritize expense audit using risk indicator:

• High, Medium, and Low risk categories for audit reports
• Preconfigured risk levels for each audit rule

Sample Default Values: (Full List)

Audit Reason Code Audit Reason Mapping Risk Level
AMOUNT_OVER_THRESHOLD Amount over threshold Low
IMAGED_RECEIPT_MISSING Missing imaged receipt Medium
POLICY_VIOLATION Policy violation High
ORA_DUP_EXPENSE_ITEM Duplicate expense item High

Create following lookups for your own mapping - EXM_AUDIT_RISK_HIGH,

EXM_AUDIT_RISK_MEDIUM, and EXM_AUDIT_RISK_LOW
33
 (8) Audit Expense Report

User Default Expense Account

Company LOB Account Cost IC
Center
201 30 5299 400 000

Expense Type Account Company LOB Account Cost IC Company LOB Cost
Center Center
Accommodation 5210 201 30 5210 400 000 201 30 400

Mileage 5206 201 30 5206 400 000 201 30 400

Meals 5207 201 40 5207 300 000 201 40 300

Expense Template Expense Item Accounts Employee Updates Expense

Report
Auditor can update any segment in the code combination

34
 Cash Advance Approve Advance Audit Advance Process Advance
Request Request Request Amount

(9) Generate Expense Invoice Enter Expense Report

Expense Policy
Enforcement
Approve Expense
Report

Generate Expense
Audit Expense Report
Invoice

• Schedule the Job “Process Expense Reimbursements and Cash Advances”

• Creates Payment Request Type Invoice

• Payment Request created in the name of the Party (Employee not created as a supplier)

• Payment Request Number same as the Expense Report Number

• Process the Payment Request and make payment in order for the advance to be available for
adjustment

Accounting Entry

Expense (Respective) A/c 1000 Dr

To Cash Advance Clearing A/c 400 Cr
To Liability A/c 600 Cr

35
Agenda

• Expense Concept

• Process Flow Demo

• Additional Features
Additional Features – Expense Delegation

• Employee can delegate expense entry rights to some other employee

• Once delegate submits expense report, it will be reviewed and approved by original employees
before usual expense approvals process starts

Delegate enters and

Employee delegates Expense report Follows normal
submits expense
to another requires original expense approval
report on behalf the
employee employee approval and audit process
employee

✓ Delegate cash advances

✓ Delegation can also be created from REST API

37
Additional Features – Spend Authorization
✓ Spend Authorization Worked Example

Erstwhile Expense Process Approval Task – FinExmWorkflowSpendAuthorization

Employee
Payable Invoice
submits Funds check
generated
expense claim

New Expense Process

Authorization Employee submits

Payable
Raise Spend approved and expense claim and Reservation
Invoice
Authorization Funds attaches spend Liquidated
generated
reserved authorization

• Unused funds from spend authorization can be released by closing the spend authorization

38
Additional Features – Contingent Worker

• Create a person as a contingent worker

• Create contingent worker’s employer as a supplier

• Associate the contingent worker with the supplier in Manage Expense Contingent Worker

• When contingent worker submits the claim, it is approved as per the hierarchy and gets
audited

• The payable invoice is created in the name of the supplier to which the contingent worker was
associated

• Contingent workers cannot raise advance claim, nor any credit card can be associated with
them

39
Additional Features – Recurring Expense

• Create expense item and mark it as recurring

• Recurring period can be Weekly, Biweekly and Monthly

• Once a frequency is added to an expense item, it cannot be

edited. Expense need to be deleted and new one created with
updated frequency

40
Expense Analytics

• Expenses – Cash Advances Real Time

• Expenses - Employee Expense Overview

Real Time

• Expenses - Expense Transactions Real

Time

41
Expense Dashboard

Expense Dashboard
42
Travel Integration – with GetThere ✓ Prerequisite for Travel Integration
✓ GetThere Features

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

✓ Validation Rules ✓ Employee Initiates Manually

are applied ✓ Automatically Upon First Expenditure
✓ Automatically Upon Trip Completion

43
Co-Existence – External Payment System

Submit
Manager Process
Expense Audit
Approval Reimbursements
Report
Create an
Retrieve Create an Invoice Make
XML file
XML file in external system Payment in
with
from by decoding the External
Payment
UCM data in XML file System
information

Upload Expense Report

Payment Run Update Status set as Paid
XML into Expense Report with Payment
Fusion Status Program Information
UCM Attached
44
Co-Existence – Sample XML Files ✓ Co-existence and Integration Options

Co-Existence
Sample XML
files
45
 Best Practice

✓ Customer Connect: Expenses Implementation Consideration and Best Practice

✓ Topical Essays

✓ Financial Information Center (Doc ID 104.2)

✓ Complying with Country Requirements using Financials Cloud

46
Recent New Features
• Tax Recoverability Determination for expense payment requests (22C)
• Monthly and Lifetime Rate Limit Enforcement for Miscellaneous Policies (23A)
• Preconfigured Merchant Category and SIC code Mapping (23A)
• Print Preview for PDF and MS Office attachments in expense report (23A)
• Payment Method Selection in Cash Advance Request (23B)
• Payment Method Selection in Cash Advance using Rest API (23D)
• Mileage Route Waypoints in audit and view expense report pages (23B)
• Expense Template and Payment Method Selection in Expense Mobile App (23C)
• Resubmission in Expense Mobile App (23D)
• Limits based on Employee Grade for Entertainment Policies (23C)

✓ Replay: What’s New in Cloud ERP Financials 23D

✓ For a complete list of update-wise new features, visit Oracle Cloud Readiness
✓ Feature Opt-in Matrix
✓ Enable Offerings for Oracle Applications Cloud Release 13 Upgrade (Doc ID 2317112.1)
✓ Cloud Applications Roadmap
47
Reference Documents

• How to define a Credit Card Program in Fusion Expenses

• Upload Corporate Travel Policy

• Expense Policy subject update

• How To Enable All Flexfields To Be Edited By Employee When Submitting Expense Report

• Oracle Fusion Expenses FAQs

• Future Dated Expenses

• Oracle Fusion Expenses Approvals

• Expense Report Overriding Approval Rule

• Expense Cloud as a Standalone Application

48
Thank You

49 Copyright © 2023, Oracle and/or its affiliates | Confidential: Restricted