iExpense in R12

Business Requirement:-

• Enter your expense reports directly into Oracle expenses (no more spreadsheets)
• Submit and attach your saved receipts
• Check the status as it moves through the approval stages and payment
• Have an online history of your expenses without having to keep a paper trail
• If you use a corporate card, you will be able to grab those expenses to be included on your reports. No more guessing if you’ve submitted an expense.
• Oracle Workflow automatically routes expense reports for approval and enforces reimbursement policies.
•  Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment.

Features of Oracle Internet Expenses:

The components of Oracle Internet Expenses provide a complete service for entering and managing expense reports:

• Expenses Setup
• Expenses Administration
• Expenses Entry
• Expenses Audit
• Expenses Analysis
• Expenses-related Workflows
• Manager Approvals
• Integration with Other Applications

     Expenses-related Workflows: 

    There are five workflows related to Internet Expenses: 

•     Expenses, Credit Cards, Expenses Analysis, Expense Receipts, and Expense Holds.
•     Expenses Workflow manages the notifications between managers, accounts payable, and users related to reviewing and approving expense reports.
•     Credit Cards Workflow manages the notifications related to the processing and management of credit card transactions.
•     Expenses Analysis Workflow sends notifications when proxy reporting access is granted.
•     Expense Receipts Workflow manages the notifications related to submitting receipts and missing and overdue receipts.
•     Expense Holds Workflow manages the notifications related to placing and releasing holds on expense reports.

     Manager Approvals:

•         Internet Expenses works together with Oracle Approvals Management (AME) and Oracle Workflow to automatically route expense approvals and notifications to cost center owners, cost center business managers, project managers or award managers. Approval notifications provide managers with all information with which to make informed decisions, including the reimbursable amount displayed in the approver's currency and expense lines that were split and charged to their own cost centers. 
•       Use Oracle Approvals Management to build routing rules for expense reports based on header or lines information. Use the Expenses Workflow to manage the routing of notifications to and from managers, auditors, and users.

 

      Integration with Other Applications:

            Internet Expenses works together with other applications to provide a full array of services devoted to managing and streamlining every aspect of the expense report process. 

     These include:

•     Oracle Payables: Use Payables to create expense report invoices and to manage the processing of credit card and procurement card transactions.
•     Oracle Projects: Internet Expenses integrates with Oracle Projects to enable users to add project-related information on expense reports.
•     Oracle Grants Accounting: Oracle Grants Accounting extends the functionality of Oracle Projects and integrates with Internet Expenses to enable users to enter award information on their expense reports and collect reimbursement from the award that sponsored the activity.
•     Oracle Approvals Management: Use Oracle Approvals Management to build routing rules for expense report approvals.
•     Oracle Application Framework: Oracle Application Framework lets you personalize the display of Internet Expenses without modifying the underlying code.

    

    Expense Report Process:

           The below demonstrates the complete process flow of expense reports from creation to payment.

 

           Creating Expense Reports

           Employees can create expense reports in these ways:

•     Online using their computers and a standard Web browser.
•     Online using Web-enabled mobile devices.
•     Offline using Microsoft Excel spreadsheets from a configured template. 

         Employees must have the Internet Expenses responsibility to create an expense report. If you implement the credit card functionality, employees can include credit card transactions in their expense reports

         Sending Receipts to Accounts Payable

                After an employee submits an expense report, Internet Expenses displays a confirmation page with instructions for the employee. For example, you may want to inform the employee that a notification will be sent when the report is approved by management and at that time all original receipts must be sent to the accounts payable department. Most companies require original receipts for verification before reimbursing employees for business expenses.

         Expense Report Workflow Process

               When an employee submits an expense report for approval, the Expense Report workflow process begins. The Expense Report workflow is used to obtain manager and Payables approvals on expense reports. The Manager (Spending) Approval process routes expense reports to managers for approval. When an expense report receives approval, the workflow transitions to the AP Approval process.

               If a manager rejects the report, the workflow transitions to the Rejection process.The AP Approval process first determines whether an expense report requires the approval of the accounts payable department. If approval from the accounts payable department is not required, the process automatically approves the expense report. 

               If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing. Once the workflow process is complete, the expense report in the Payables Expense Reports window has a number of restrictions on user interaction.

         Converting Expense Reports into Invoices

              Oracle Payables pays invoices only, so before an approved expense report can be paid, it must be converted into an invoice. The Oracle Expense Report Export converts expense reports created in Internet Expenses into invoices in Oracle Payables. 

               An expense report can be processed by the Expense Report Export program only if it receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process.

        Reimbursing Expense Reports

               After the Expense Report Export program creates invoices for expense reports; you can create payments for the invoices using the same method as for other invoices.

    Approve the expense report :

 

              Once an employee submits the expense report the approver associated with the expense reports gets a notification for the same. The approver can approve, reject or request more information. Only approved expense requests are transferred in to oracle payable as invoices. 

       Approval in iExpense is controlled by the below profile options: 

•     OIE: Enable Approver 

                      The OIE: Enable Approver profile option enables the Approver field in Internet Expenses. When this profile option is set to Yes, the 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 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 approver. If you set this profile option to Yes with Default, the employee's supervisor, as defined in Oracle HRMS, defaults in the Approver field. 

                      Note: If you set the OIE: Approver Required profile option to Yes or Yes with Default, do not set the OIE: Enable Approver profile option to No. If you do, the Approver field does not appear on the General Information page but users will receive an error message that the field is required.

 

      Defining Employee's

 

                 Define employee information for all persons that will use Internet Expenses. You can enter employee information in Oracle HRMS, or, if you do not use Oracle HRMS, in the Enter Person window in Oracle Payables. This table lists the personal information to enter for each employee and how Internet Expenses uses that information.

                Note: Users do not need to define an employee’s supervisor in Oracle Human Resources, if the supervisor is specified in the Approver field on an expense report.

 

      Entering Employees as Suppliers

                 Before an expense report can be paid, an invoice must be created for it in Oracle Payables. The Expense Report Import program automatically generates invoices for expense reports created in Internet Expenses, but employees who submit them must be defined as suppliers in Payables.

                 To ensure that employees are defined as suppliers, enable the Create Employee as Supplier option in the Payables Options window. If you enable this option, Payables automatically enters employees as suppliers during the Expense Report Import program.

 

      Assigning Responsibilities to Users

•      Internet Expenses: assign this responsibility to employees who will create and track expense reports. This responsibility is required for Internet Expenses users.
•      Internet Expenses Setup and Administration: Assign this responsibility to employees who will perform setup or administration tasks that applies to Internet Expenses only. This responsibility is required for Internet Expenses users.
•      Internet Expenses Auditor: Assign this responsibility to employees who will perform audits of expense reports. 
•      Internet Expenses Audit Manager:  Assign this responsibility to employees who manage the auditing of expense reports and the management of expense report auditors in Internet Expenses.
•      Expense Analysis and Reporting:  Assign this responsibility to employees who will use the Expenses and Violations Reporting page to run expense analysis reports.
•      Workflow User Web Applications: Assign this responsibility to allow employees to access notifications from the work list, update user preferences, or define notification routing rules. This responsibility is required only if users view and respond to notifications and related details while logged on to self-service applications.
•    Workflow User Web (New): Assign this responsibility to allow users to view, either in a table or a process diagram, the status of workflow processes generated for expense reports and other documents. Users can also view all notifications generated for the workflow process and a list of those who responded to notifications.
•    Workflow Administrator Web (New): Assign this responsibility to allow workflow administrator’s access to the views available to the Workflow User Web (New) responsibility, along with administer workflow processes

 

      Assigning Securing Attributes 

•     The ICX_HR_PERSON_ID attribute must be assigned to every user of Internet Expenses. Securing attributes determine who a user may enter expense reports for.
•     At a minimum, users must have a securing attribute defined for themselves, which either system administrators or employees can make. Employees assign securing attributes in the Expenses Preferences page.
•     The seeded responsibilities in Internet Expenses by default contain the securing attribute ICX_HR_PERSON_ID which confines user access to the user ID value assigned to the securing attribute. 
•     The securing attribute can assign authorized delegates to a user. Authorized Delegates are users who can enter expense reports for another user. For example, managers and other executives may want to give their assistants the ability to enter expense reports for them.
•     When creating an expense report for someone else, authorized delegates use their own user name and password to access Internet Expenses, and then choose the name of the person that they are creating the expense report for from a pull down list. Users can only see the names of the people who have identified them as an authorized delegate.

     To assign securing attributes to an Oracle Internet Expenses user:

                1. Log into Oracle Applications using the System Administrator responsibility.

                2. Navigate to the Users window.

                3. Query the user name of an employee that will enter expense reports.

                4. In the Securing Attributes tabbed region, enter ICX_HR_PERSON_ID in the Attribute field.

                5. In the Value field, enter the Person ID of the employee. If you do not know the employee’s Person ID, select the name of the employee from the list of values. Oracle Applications automatically retrieves the Person ID.

               6. Repeat steps 3 and 4 for any persons for whom this employee can enter expense reports.

               7. Save your work.

       Defining Expense report Template

                 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.

       Seeded Expense Report Template

                  An expense report template called Seeded Personal Expense is a seeded template available with your implementation of Internet Expenses. The purpose of this seeded template is to provide the expense type for personal expenses when you use the Company Pay credit card payment option. Do not delete or modify this seeded expense report template. Any changes to this template will cause problems with expense reports in workflow.

       Mapping Credit Card Expense Types

                  In Oracle Payables, you can assign expense items to card expense types. Card expense types map to the folio_type column of the AP_CREDIT_CARD_TRXNS_ALL table. To illustrate how this functionality works, if a credit card transaction has a folio_type of Hotel, when a user adds this credit card transaction to an expense report, the expense type with the Card Expense Type of Hotel is defaulted by the system. Users can also override the default expense type.

       Project-Related Expense Report Templates

                   If your employees enter project-related expense reports in Internet Expenses, you must define a project-related expense report template in Oracle Payables. Employees entering project-related expense reports can only use a project-related expense report template.

                   To create project-related expense types, you associate an expense item with an Oracle Projects expenditure type in the Projects Expenditure Type field of the Expense Report Templates window. Employees can then associate a project number,task number, and award number (if applicable) with the project-related expense item when they enter expense reports in Internet Expenses.

            Note: Users cannot enter or view project-related information in the Payables Expense Reports window.

 

       What is AME?

•          Purpose is to find approvers based on business rules
•           AME generates the approver list
•          AME returns the next approver to calling application
•           Request for next approver re-generates approver list to return next approver to calling application
•          Integrated with multiple E-Business applications such as HR, PO and AP

 

       AME and Approval Workflows

•          Approval routing is controlled by AME rules via workflow
•          Workflow sends request to AME to find approvers
•          AME rules determine next approver and sends person_id, user_id, position_id, etc… back to workflow (id based on approver type)
•         Workflow sends notification to approver identified by AME

Prerequisites of Approval Workflow Setup

AME Responsibilities:-

•        Approvals Management Administrator
•        Approvals Management Business Analyst

We can't access the AME Responsibilities until we grant the roles to user.

Query the “User Name” from fnd_user table

Setting up Responsibilities:-

Adding the two AME responsibilities to the user (XXXX).

1.      Login as “SYSADMIN” User

2.      Navigation to à User ManagementàUsers

3.      Navigate to User Management à Users

4.      Enter User name as “XXXX” and click on “Go” button

5.      User details click on “Update” button.

6.      In the Update User page, click on the Assign Roles button

7.      Select only the “Approvals Management Administrator” and “Approvals Management Business Analyst” roles.

8.      After selecting the Roles, provide the Justification for the role and the effective date and click on ”Save” and “Apply” button

9.      Navigate to Functional Administrator(Note**:  SYSADMIN login)

10.  Navigate to Security--> Grants

Enter the following details and click on “Create Grant” button

11.  Enter the following details and click on “Next” button

Name	Access For AME
Description	Access For AME
Security Content
Grantee Type	Specific User
Grantee	User Name(XXXX)
Data Security
Object	AME Transaction Types

12.  In ‘Select Object Data Context’ page’ tab enter the details and click on “Next” button

Object	AME Transaction Types
Data Context Type	All Rows

13.  In the ‘Object parameter and Select Set’ page, enter the following details and click on “Next” button

Data Security	AME Transaction Types
Data Context	All Rows
Set
Set	AME Calling Applications

     

      14.  In “Review and Finish” page, Click on “Finish Button”.

      15.  Login to the AME Responsibility Assigned user. Navigate to “Approvals Management Business Analyst” Responsibility--> Business Analyst Dashboard 

      16.  Define the New Approval Flow in the “OIE Expense Reports”

Steps to Create the Approval Workflow

1)      Navigate to Approvals Management Business Analyst-->Business Analyst Dashboard

2)      Select the Transaction type as” OIE Expense Reports” and click on the “Rules” link.

3)      End Date the already existing Rules by clicking “Update” icon and enter the “End Date”

Conditions:-

1)      Click on Setup-->Conditions-->Create

2)      Enter the following details and click on “Apply” button.

Condition Type	Ordinary
Attribute	EXPENSE_REPORT_TOTAL
Expression
Currency Code	USD
EXPENSE_REPORT_TOTAL
is greater than or equal to	0
less than or equal to	1000

3)      Click on Create button

4)      Enter the following details and click on “Apply” button.

Condition Type	Ordinary
Attribute	EXPENSE_REPORT_TOTAL
Expression
Currency Code	USD
EXPENSE_REPORT_TOTAL
is greater than	1000
less than or equal to	2500

     5)      Click on Create button(Setup--> Conditions--> Create)

     6)      Enter the following details and click on “Apply” button.

Condition Type	Ordinary
Attribute	EXPENSE_REPORT_TOTAL
Expression
Currency Code	USD
EXPENSE_REPORT_TOTAL
is greater than	2500

7)      Click on Create button(Setup--> Conditions--> Create)

8)      Enter the following details and click on “Apply” button.

Condition Type	Ordinary
Attribute	EXPENSE_REPORT_TOTAL
Expression
Currency Code	USD
EXPENSE_REPORT_TOTAL
is greater than	1

9)      Click on Create button(Setup--> Conditions--> Create)

10)   Enter the following details and click on “Apply” button.

Condition Type	Ordinary
Attribute	TRANSACTION_REQUESTOR_PERSON_ID

Click on “search” icon.

Search the Display Name as “XXXX” then choose and click on “Select” button

11)   Click on “Apply” button

Approver Groups:-

1)      Navigate to Setup--> Approver Groups--> Create

2)      Enter the following details and click on “Validate” button then Click on “Apply” button

Name	Direct Manager
Description	Direct Manager
Order Number	1
Voting Method	Order Number
Usage Type	Dynamic
Query	SELECT 'person_id:'   || override_approver_id FROM per_all_people_f pap ,ap_expense_report_headers_all aer WHERE TRUNC(sysdate) BETWEEN EFFECTIVE_START_DATE AND EFFECTIVE_END_DATE AND aer.report_header_id = :transactionId and aer.employee_id = pap.person_id

3)      Enter the following details and click on “Validate” button then Click on “Apply” button

Name	Second_Level_Approval
Description	Second_Level_Approval
Order Number	2
Voting Method	Order Number
Usage Type	Dynamic
Query	SELECT 'person_id:'   || DECODE(BUSINESS_GROUP_ID,82,294,81,278) FROM per_all_people_f pap ,ap_expense_report_headers_all aer WHERE TRUNC(sysdate) BETWEEN EFFECTIVE_START_DATE AND EFFECTIVE_END_DATE AND aer.report_header_id = :transactionId and aer.employee_id = pap.person_id

4)      Enter the following details then Click on “Apply” button

Name	Third_Level_Approval - CFO
Description	Third_Level_Approval - CFO
Order Number	3
Voting Method	Order Number
Usage Type	Static
Group Members
Approver Type	HR People
Approver	ApproverName(XXXX)
Order Number	3

5)      Enter the following details then Click on “Apply” button

Name	CFO Approval For CEO
Description	CFO Approval For CEO
Order Number	4
Voting Method	Order Number
Usage Type	Static
Group Members
Approver Type	HR People
Approver	ApproverName(XXXX)
Order Number	4

Rules:-

1)      Navigate to Rules--> Create

2)      Enter the following details and click on “Next” button

Name	EXPENSE REPORT<=$1000 USD
Rule Type	List Creation
Item Class	Header
Category	Approver
Priority	1

3)      In “Add Conditions” tab, click on “Add Condition” button

4)      In “Add Conditions” tab, select the condition “EXPENSE_REPORT_TOTAL is greater than or equal to 0 and less than or equal to 1000,USD” and click on “Continue” button

5)      Click on “Next” button

6)      In “Add Actions” tab, enter the following details and click on “Next” button.

Action Type	Supervisory Level
Action	Require approvals up to the first superior, at most.

7)      In Review Tab, Click on “Finish” button

8)      Navigate to Rules--> Create

9)      Enter the following details and click on “Next” button

Name	EXPENSE REPORT >1000 and <=2500
Rule Type	Combination:List Creation
Item Class	Header
Category	Approver

10)   In “Add Conditions” tab, click on “Add Condition” button

11)   In “Add Conditions” tab, select the condition “EXPENSE_REPORT_TOTAL is greater than 1000 and less than or equal to 2500,USD” and click on “Continue” button

12)   In “Add Conditions” tab, Click on “Next” button.

13)   In “Add Actions” tab, enter the following details and click on “Next” button.

Action Type	pre-chain-of-authority approvals
Action	Require pre-approval from Direct Manager

14)   Click on “Add Action” button

15)   In “Add Actions” tab, enter the following details and click on “Next” button.

Action Type	Action
post-chain-of-authority approvals	Require post-approval from Second_Level_Approval

16)   After entering the details and click on “Next” button

17)   Click on “Finish” Button

18)   Navigate to Rules--> Create

19)   Enter the following details and click on “Next” button

Name	EXPENSE REPORT >2500 USD
Rule Type	Combination:List Creation
Item Class	Header
Category	Approver

20)   In “Add Conditions” tab, select the condition “EXPENSE_REPORT_TOTAL is greater than 2500,USD” and click on “Continue” button

21)   In “Add Conditions” tab, Click on “Next” button.

22)   In “Add Actions” tab, enter the following details and click finally “Next” button.

Action Type	Action
pre-chain-of-authority approvals	Require pre-approval from Direct Manager

23)   Click on “Add Action” button and enter the following details

Action Type	Action
pre-chain-of-authority approvals	Require post-approval from Second_Level_Approval

24)   Click on “Add Action” button and enter the following details

Action Type	Action
post-chain-of-authority approvals	Require post-approval from Third Level Approval - CFO

      25)   Finally click on “Next” button

      26)   Click on “Finish” button 

      27)   Navigate to Rules--> Create

      28)   Enter the following details and click on “Next” button

Name	CEO Approval
Rule Type	Post List Approver Group
Item Class	Header
Category	Approver
Priority	4

     29)   In “Add Conditions” tab, click on “Add Condition” button

     30)   In “Add Conditions” tab, select the condition “EXPENSE_REPORT_TOTAL is greater than 2500,USD” and click on “Continue” button

     31)   Click on “Add Condition” button

     32)   In “Add Conditions” tab, select the condition “TRANSACTION_REQUESTOR_PERSON_ID is HR People: XXXX” and click on “Continue” button

     33)   Click on “Next” button

     34)   In “Add Actions” tab, enter the following details and click on “Next” button.

Action Type	post-chain-of-authority approvals
Action	Require post-approval from CEO Approval For CFO

     35)   Click on “Next” button. 

    36)  In "Review" tab,Click on "Finish" button.

Setup Steps

Policies Setup:-

Navigate to “Internet Expenses Setup and Administration” responsibility

A.      Location

1.       Navigate to GeneralàLocations-->  Define Locations

2.       Enter the Following details

Undefined Locations	All Other Locations
Description	All Other Locations

      3.       Enter the below locations and desired other locations

      4.       Click on “Save” and “Activate” button.

     B.      Accommodation Policy

1.       Navigate to Policy--> Schedules--> Accommodations --> Create New Schedule

2.       Enter the details in “General Information” tab and click on “Next” button.

3.       Enter the details in “Business Rules” tab.

4.       Select the locations and click on “Add to Schedule” button

5.       Enter the details in “Periods and Rules” tab and click on “Details” button.

6.       Enter the Daily Limit for that locations and click on “Save” and “Apply” button

7.       Click on “Activate” button

    C.      Miscellaneous Policy:-

                    Navigate to “Internet Expense Setup and Administration”-->Policy-->Schedules-->Miscellaneous-->Create New Schedule

         a)      Telephone

1.       Enter the details in “General Information” tab and click on “Next” button

2.       Enter the details in “Business Rules” and click on “Next” button

3.       Enter the details in “Periods and Rules” and click on “Details” button

4.       Enter the details and click on “Save” and “Apply” button

5.       Click on “Activate” button

         b)      Dues, Subscriptions and Ref Mtls

1.       Enter the details in “General Information” tab and click on “Next” button

2.       Enter the details in “Business Rules” and click on “Next” button

3.       Enter the details in “Periods and Rules” and click on “Details” button

4.       Enter the details and click on “Save” and “Apply” button

5.       Click on “Activate” button

         c)       Internet

1.       Enter the details in “General Information” tab and click on “Next” button

2.       Enter the details in “Business Rules” and click on “Next” button

3.       Enter the details in “Periods and Rules” and click on “Details” button

4.       Enter the details and click on “Save” and “Apply” button

5.       Click on “Activate” button

     D.      Meals Policy

1.Navigate to “Internet Expense Setup and Administration” --> Policy--> Schedules--> Meals--> Create New Schedule

2.       Enter details in “General Information” Tab and click on “Next” button

3.       Enter details in “Business Rules”  Tab and click on “Next” button

4.       Enter details in “Periods and Rates”  Tab and click on “Details” button

5.       Enter the “Daily Sum Limit”, then click on “Save” and ”Apply” button

6.       Click on “Activate” button

Assign a Policy Schedule to Expense Report Templates

1.       Navigate to Payables ManageràSetupàInvoiceàExpense Report Templates

Note**: Select the created Policy Schedule to the Appropriate Expense Items and Save the Work.

2.       Dues, Subscriptions and Ref Mtls

Expense Item	Dues, Subscriptions and Ref Mtls
Policy Schedule	Dues, Subscriptions and Ref Mtls

3.       Telephone

Expense Item	Telephone
Policy Schedule	Telephone

4.       Hotel Expense

Expense Item	Hotel Expense
Policy Schedule	Hotel Expense

5.       Meals – Employee

Expense Item	Meals - Employee
Policy Schedule	Meals - Employee

6.       Internet

Expense Item	Internet
Policy Schedule	Internet

Note *** We can Assign the Policy Schedule to the Expense Items for any enabled Templates.

Audit Rule Setup

         1.       Navigate to Internet Expenses Setup and Administration à Audit (T) à Audit Rule Setup

         Click on “Create Audit Rule Set”

          2.       Enter the below Details and save the Work.

                      Rule Set Name : Audit Rule

                         Description   :  Audit Rule

Additional Rules

Audit all expense reports with policy violations

Receipt Less

None

Confirmation Page Audit Indicator
Auto-approved	01010-A
Original receipt-based audit
Imaged receipt-based audit	01010-R
Receipt-less audit	01010-P

Audit Rule Assignment

       1.       Query for “Operating Unit” and click on “Update” icon.

       2.       Add the “Audit Rule” and Click “Save and Apply”.

Audit List Setup

c     1.       Create a New Audit List with Below Details and Save the Work.

              Rule Set Name: Audit Rule Set

              Description: Audit Rule Set

Audit List Criteria
Receipt package received after the maximum number of days.	Maximum number of days to receive the receipt package:		5
Total amount of all expense reports in a month exceeds allowable amount.	Allowable monthly amount (in the operating unit base currency)		5000
Number of policy violations in a month exceeds allowable amount.	Allowable number of policy violations per month:		1
Number of expense reports in a month exceeds allowable amount.	Allowable number of expense report per month:		6
Audit List Duration
Number of days on the audit list:		90

Audit Rule Assignments

           1.       Find the Operating Unit “Operating Unit” and assign the Audit List Rule.

           2.       Add the “Audit Rule Set” and save the Work.

Notifications to Individuals

           1.       Notifications à Create Notification Rule Set and click on Update icon.

           2.       Create Below Notification Rule and Save and Apply the Work.

                     Rule Set Name: Notice Rule Set

                     Description: Notice Rule Set

                     Receipts Received Notification : When Receipts are Received

Assign the Notification Rule

           1.       Query for “Operating Unit” and Click on “Update” icon.

           2.       Assign the “Notice Rule Set” and save the Work.

Steps to Add the Auditor under Auditor List

1.       Navigate to Internet Expenses Setup and Administration à Auditor Setup à Define Auditor

Note ** Define a list of individuals who can audit expense reports from the audit queue. You can only include individuals who are assigned the appropriate auditor (Internet Expenses Audit Manager) responsibility

2.       Click on “Define Auditor” and select the Auditor List and choose “Add to List” . Save the Work.

Receipt Rule Set up for Operating Unit

            1.       Navigate to Internet Expenses Setup and Administration àInternet Expenses Setup

            2.       Navigate to Audit (T) --> Receipts  --> Create New Receipt  Rule Set

            3.       Create a New Receipt Rule Set with below details and save the Work.

                       Rule Set Name: USD Receipt Rule            

                       Description      : USD Receipt Rule             

Receipts Required Rules

Receipt Required Currency	Require Receipts For Cash Expense Lines	Require Receipts For Mileage Expense Lines	Types of Receipt Required
USD	25	25	Imaged Prevent submission if imaged receipts are not attached
Receipts Missing Rules
Return expense report with missing receipts to employee

          4.       Create a New Receipt Rule Set with below details and save the Work. 

                  Rule Set Name: DKK Receipt Rule            

                  Description      : DKK Receipt Rule             

Receipts Required Rules

Receipt Required Currency	Require Receipts For Cash Expense Lines	Require Receipts For Mileage Expense Lines	Types of Receipt Required
DKK	25	25	Imaged Prevent submission if imaged receipts are not attached
Receipts Missing Rules
Return expense report with missing receipts to employee

Receipt Rule Assignments

   5.       Navigate to Audit (T) --> Receipts --> Create New Receipt  Rule Set

                 Enter Operating Unit and Click Go.

           Click on “Update” icon to assign the Receipt Rule.

         6.       Add the “USD Receipt Rule” and save the Work.

Credit Card Setup:

         Create card program

              While defining card program (card issuer) make sure card type is chosen has ‘TRAVEL’

Payment due from “Both” this is required to choose.

There are 3 types available:

Individual – payments are always made to employee through iexpense

Bank sends credit transactions, employee load the transaction in iexpense and complete the expense process, once approved employee is paid from employer

Both – 2 payments are made. 1 towards card issuer for all business expenses and other is done to employee.

Bank sends credit transactions, employee load the transaction in iexpense (it should be chosen as business purpose for all business related expense) employee can create personal expenses along with same expense report and send for approval. Once approved employer pays personal expense to employee and business expense to card issuer.

Note: in both individual and both pay method employee is liable to pay to bank.

Company – payments are always made to card issuer through iexpense.

Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit issuer

Bank send credit transaction and for business transaction employer will pay directly to bank without importing in iexpense for other transaction employee creates expense report and gets them reimbursed.

Credit process Overview:

• Once bank send the file, pick the file using custom program or (use standard program if US Banks/AMEX) and load data to AP_CREDIT_CARD_TRXNS_ALL table
• 'Credit Card Transactions Validation Program' will validate the loaded transaction.
• Login to iexpense
• Create new expense report; you have option to import credit transaction what was loaded earlier.
• Once submitted and approved new expense report will be created with same expense report name ||.1 (this will pay to card issuer) – this is applicable for payment_due_from_code  = both.
• 'Expense Report Export' program will issue invoice to employee and bank (create invoice in AP_INVOICES_all table)
• Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit issuer. provided payment_due_from_code='COMPANY'
• If AP approval has been setup then approval process is initiated and once fully approved invoice will be ready for payment.
• Card ID is mandatory for interface table.
• Interface validates are done by ‘AP_CARD_VALIDATE’

Setup Steps:-

      a)      Steps to create “Card Programs”:-

1.       Navigate to “Payables Manager” responsibility àSetupàCredit CardsàCard Programs 

2.       Enter the following details and save the work.

Operating Unit	Choose OU
Card Program Name	Wells Fargo MasterCard
Card Brand	MasterCard
Description	WF MC
Card Type	Travel
Card Issuer	WELLS FARGO BUSINESS CREDIT
Card Issuer Site	MAIN
Administrator	XXXX
Card Program Currency	USD
Payment Due From	Both
Employee Matching Rule	Employee Number

b)      Steps to load the credit card details:-

1.       Load the files into the created path.

2.       Navigate to “Payables Manager” responsibility àViewàRequests

3.       Submit the “MasterCard CDF3 Transaction Loader and Validation Program” to load credit card accounts details.

4.       Navigate to “Payables Manager” responsibility àCredit CardsàCredit Cards

5.       Query the Card Number and enter the following details then save the work.

·         Card Member Name

·         Employee Name for the respective Card Number.

Note**: If it is already loaded by file, we do not want to enter the details.

6.       Then run the “MasterCard CDF3 Transaction Loader and Validation Program” to load transaction Details.

Creating an Expense Report

Steps for Credit card activity use on Expense Report:-

Steps to enter an expense report and submit it for approval.

1)      Click on the “iExpenses” link.

2)      Click on the “Create Expense Report” button.

3)      Enter the “Department”.

4)      Click the “Reimbursement Currency” LOV and select the desired currency.

5)      Click the “Expense Template” list and select the template.

6)      Enter the desired information in “Purpose” field.

7)      If your organization requires the Approver name, enter the value in the Approver field.

8)      Click the “Next” button.

9)      The “Create Expense Report: Credit Card Transactions” page displays current outstanding expense transactions.

10)   Select the outstanding transactions to be added to expense report.

11)   Check the check box.

12)   Click the “Next” button.

13)   Enter the “Expense Type” by clicking LOV.

14)   Click “Next” button

15)   Under “Card and Other Expenses”,

16)   Enter the desired information in “Receipt Based Expenses” and “Mileage Expenses”.

17)   Enter the desired information into the “Date “field.

18)   Enter the amount of the receipt in “Receipt Amount” field.

19)   Enter the expense types in “Expense Type” field.

20)   Enter the justification text in “Justification” field.

21)   Click on the “Details” button to add specific details for the current expense line if organization requires additional information for specific expenses.

22)   Enter the additional details and click on “Return” button.

23)   If additional expenses is there, enter details as follows.

24)   In “Mileage Expenses” tab, enter the mileage expense details.

25)   Click on “Next” button.

26)   Review the Expense report and click the Submit button.

27)   The expense report is routed to the appropriate approver, based on the approval or workflow process.

28)   Expense Report has been created successfully.

Requirements & Solution:-

1)      How to Enable the Expense Allocation

The "Chart of Account" segments are viewed under "Expense Allocations" page in Expense Reports.

 The "OIE: Enable Expense Allocations" Profile Option is used to Enable the "Expense Allocations" page.

Profile: OIE:Enable Expense Allocations
            a. If Profile Option is set to "No" - Expense allocation functionality is not enabled.
            b. If Profile Option is set to "User-enabled" - Displays the 'Enable Expense Allocations' check box in the Expenses Preferences page. The user checks the box to enable expense allocations for expenses entry.
            c. If Profile Option is set to "User-enabled with Online Validation" - Displays the 'Enable Expense Allocations' check box in the Expenses Preferences page. The user checks the box to enable expense allocations for expenses entry with online validation of accounting code combinations.
           d. If Profile Option is set to "Automatically-enabled" - Displays the 'Enable Expense Allocations' check box in the Expenses Preferences page. The check box is already ticked to enable expense allocations for expenses entry.
          e. If Profile Option is set to "Automatically-enabled with Online Validation" - Displays the 'Enable Expense Allocations' check box in the Expenses Preferences page. The check box is already ticked to enable expense allocations for expenses entry with online validation of accounting code combinations.

2) How to Approver maybe the in Different operating unit, can approve the expense report

We can define the approver in approval hierarchy whether they depends on different operating unit.As long as we haven't implemented any security restrictions on the user, they can approve the expense reports

3)   Unable to add Multiple "Receipt Rule Set" to the "Rule Assignments"

            1. This is the intended functionality that there can be only one Receipt Rule in operation for a date range.

           2. A comparison between the reimbursement amount on the line converted to 
the currency on the rule and the rule limit will determine if the 
receipts are required. 
           3. For additional information regarding your 
requirement please see MOS Note: How Do Audit Receipt Rules Handle 
Different Currencies? (Doc ID 1395705.1) 
           4. We can define the rule in Functional Currency and ensure exchange rates exist between the 
foreign currencies and the functional currency.

     4) For Meals Expense type the Number of attendee’s column goes blank after the entry. 

            To resolve this issue we need to apply the below patch.

“Patch 10337556: R12.OIE.B -- BUG 10337556 - NUMBER OF ATTENDEES FIELD GOES BLANK AFTER ENTERING ON ITEMIZATION PAGE”

4)      Remove Approve / Reject Links from the E-Mail Notification for Internet Expenses Approval?

Refer the following Oracle document, How To Change The Message Template, Remove the Approve & Reject Links, and Hide Request More Information Buttons from a Workflow E-mail Notification ( Doc ID 302214.1 )

Steps to remove the button:

            1.       Open the workflow file apwxwkfl.wft in Oracle Workflow Builder.

            2.       Go to (M) Help > About Oracle Workflow Builder

            3.       Change Access level to 0 and check 'Allow modifications to customization'.

            4.       Expand the node of the item that needs to be changed, then under it, expand the Messages node.

            5.       Right-click on the message and click on “New Attribute” that is currently sent to the users, and needs to be changed.

            6.       Define the attribute #WFM_OPEN_MAIL (Template for email with response) and Set its       Default value to WFMAIL:OPEN_MAIL_OUTLOOK. Click on Apply and save the change, and retest with a new WF process. 

Internal Name	#WFM_OPEN_MAIL
Display Name	#WFM_OPEN_MAIL
Value	WFMAIL:OPEN_MAIL_OUTLOOK

           7.       After making changes then save the apwxwkfl.wft  file definition back to the database.

       Copy the workflow file from local server to PRD server (/tmp/apwxwkfl.wft)

       Use the request ''Workflow Definitions Loader” available from SYSADMIN menu.

NOTE**: This is considered a customization and is not supported, if any patch overwrite this workflow, the customization above will be lost.