Transcript
ORACLE APPLICATIONS WHITE PAPER R12: BASIC INTERNET EXPENSES SETUP AND FUNCTIONAL PROCESS FLOW
Contributors:
Gnanadurai Nadar, AP Support
Versions:
1 (Jan, 2015)
1 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Contents Introduction ............................................................................................................................................... 3 Objective ................................................................................................................................................... 3 Creating Expense Reports .....................................................................................3 Sending Receipts to Accounts Payable ...................................................................3 Expense Report Workflow Process ...........................................................................3 Creating Expense Reports .....................................................................................3 Sending Receipts to Accounts Payable ...................................................................3 Expense Report Workflow Process ...........................................................................3 Converting Expense Reports into Invoices ................................................................3 Converting Expense Reports into Invoices ................................................................4 Internet Expenses Setup........................................................................................4 Following are the key Internet Expense Setups ..........................................................4 1.
Employee Creation: .......................................................................................4
2.
Responsibilities Assignment: .............................................................................5
3.
Users Creation: ..............................................................................................5
4.
Securing Attributes: ........................................................................................6
5.
Signing Limits:................................................................................................8
6.
Expense Template: ........................................................................................8
Internet Expenses Entry through Export ....................................................................9 Expense Report Process Includes ............................................................................9 1.
Expense Report Entry .................................................................................... 10
2.
Submission: .............................................................................................. 10
3.
Employee Review ........................................................................................ 11
4.
Manager Approval ...................................................................................... 11
5.
Expense Report Export .................................................................................. 12
6.
AP Invoice Creation: .................................................................................... 18
7.
Expense Account Updates ............................................................................ 19
Additional Entry Setups and Flows ....................................................................................................... 20 Technical Overview ........................................................................................... 34 Technical Reference ......................................................................................... 34 2 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Introduction Scope: In this paper we will provide an overview and instructions on basic expense report setups, basic functional flow, few additional futures and technical overview. Out of Scope: AME Approval Process, Client Extensions, Project Expense Reports, Project Account Builder
Objective With Oracle Internet Expenses, employees can enter and submit expense reports using a standard Web browser or a Web-enabled mobile device. 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. In this paper we will provide an overview and instructions on expense report setups, functional flow, few additional futures and technical overview.
Functional Overview Creating Expense Reports
Sending Receipts to Accounts Payable
Expense Report Workflow Process
Converting Expense Reports into Invoices
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.
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 of the 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 Workflow Approval process routes expense reports to managers for approval. If a manager rejects the report, the workflow
3 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
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.
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 program 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.
Internet Expenses Setup Following are the key Internet Expense Setups 1. 2. 3. 4. 5. 6.
Employee Creation Responsibilities Assignment User Creation Securing Attributes Signing Limits Expense Template
1. Employee Creation: To submit expense report, employee must be created in HRMS. In this paper we are creating employee as ‘Gnana Employee’ and employee’s manager as ‘Rajiv Manager’. To approve Employee’s Expense Report, employee’s manager should be entered in supervisor tab in employee’s assignment window. Here we are creating employee’s manager (Rajiv Manager) first, so that we can add supervisor for an employee. Default Expense Account should be entered in Purchase Order Information tab when create employee, so that this account will be charged when the employee submit an Expense Report. Employee’s Manager: Rajiv Manager Navigation: HRMS Manager: People Enter and Maintain
4 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Employee: Gnana Employee
2. Responsibilities Assignment: A responsibility is a level of authority in Oracle Applications that lets users access only those Oracle Applications functions and data appropriate to their roles in an organization Responsibility can be assigned to User at System Administrator: Security User Define Main responsibilities used in iExpense process are Internet Expenses Used to create an expense report System Administrator Used to create users and assign responsibilities to the users Payables Super User Used to define expense report templates and check expense report type Invoices HRMS Manager Used to define employee and assign supervisor for an employee Additional Responsibilities are Internet Expenses Auditor Used to audit expense report Internet Expenses Audit Manager Used to create new auditors Internet Expenses Setup and Administration Used to manage the setup of Internet Expenses Expense Analysis and Reporting Helps managers to review policy violations and spending patterns Internet Expenses Help Desk Used to help desk personnel who are responsible for helping end users
3. Users Creation: Employee can submit the expense report using User Login credential. User should be created in System Administrator and Employee must be attached with the Person. Also responsibilities should be added to the users. Here we are going to create Employee’s user (GNADAR) and Manager’s user (RARORA) with responsibilities added. Employee’s User: GNADAR Navigation: System Administrator: Security User Define
5 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Manager’s User: RARORA
4. Securing Attributes: The securing attributes ICX_HR_PERSON_ID and TO_PERSON_ID must be assigned to every user of Internet Expenses and the responsibilities which use to submit expense reports. Securing attributes determine user may enter expense reports for. At a minimum, users must have a securing attributes defined for themselves, which either system administrators or employees can make. Employees can also assign securing attributes in the Expenses Preferences page. Ideally these Securing Attributes get added the moment the employee added to the User. Note: You must re-Query after saving Person to see the updated Securing Attribute 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. If you use custom responsibilities to submit the expense report, you must assign the attribute ICX_HR_PERSON_ID for that. 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.
6 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Responsibility: Internet Expenses Navigation: System Administrator Security Responsibility Define
This responsibility is Secured by Securing Attribute: ICX_HR_PERSON_ID
Employee’s User: GNADAR Navigation: System Administrator: Security User Define
Manager’s User: RARORA Navigation: System Administrator: Security User Define
7 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
5. Signing Limits: Managers can approve an expense report only if the total amount of the report does not exceed their signing limit. ‘Manager (Spending) Approval Process’ in the Expense Reporting workflow uses the signing limits which you define to determine whether managers have an authority to approve expense reports. When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You can also give managers signing limits for multiple cost centers. Note: Signing limits are required only for Non-AME approval process, not required for AME approval Process Navigation: Payables Super User Employees Signing Limits
6. Expense Template: Use the Expense Report Templates window to define expense report templates for Internet Expenses. A template contains a list of expense items, and the default information for each item, that self service users can enter on their expense reports. 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. Navigation: Payables Super User Setup Invoice Expense Report Template
8 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Template Name/Description: Name and description of the template. Inactive Date: Date after which you can no longer use this template to enter expense reports. Expense Item: The name of an expense item as it appears on an expense report, for example, Airfare or Meal. You can set up a miscellaneous expense item with no account so you can enter the account during expense report entry. If you do not assign a Prompt then the value you enter here will appear in the Expense Type poplist. Expense Category: Expense Item Categories. For example: Accommodations, Airfare, Car Rental, Meals, Mileage, Miscellaneous and Per Diem. Tax Code: Tax Code can be attached for Expense Items. GL Account: We can enter GL Account against each Expense Item, GL Account will be charged based on Expense Item which used while enter Expense Report. Policy Schedule: Policy Schedules can be attached to Expense Item. Policy schedules contain the rules, rates, and allowable tolerances to use for a given expense category and time period. Policy schedules should be defined in Expenses Setup and attached to Expense Template. Refer the Implementation Guide for more details.
Internet Expenses Entry through Export In this section, we will discuss about how to enter and submit expense reports using a standard Web browser, expense reports approval process and payables integration.
Expense Report Process Includes 1. 2. 3. 4. 5. 6.
Expense Report Entry Submission Employee review Manager Approval Expense Report Export AP Invoice Creation
9 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
1. Expense Report Entry Navigation: Expenses Home Create Expense Report
Employee selects Department, Expense Template and Approver Navigation: Create Expense Report General Information Next
Employee enters expense line details (Date, Receipt Amount, Expense Type and Justification) Navigation: Create Expense Report Cash and Other Expenses Next
2. Submission: After review, employee submits the Expense Report Navigation: Review Submit
10 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Employee gets confirmation message that Expense Report has been submitted for Manager’s Approval
3. Employee Review After submission of Expense Report Employee reviews status of the Expense Report Navigation: Expenses Home
Once Expense Report passed with Manager and AP Approval process it can be no longer available for withdrawn.
4. Manager Approval Manager Logging in as ‘RARORA’ (Manager’s User) to approve expense report Responsibility: Internet Expenses
11 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Manager opens the notification which came from the Employee ‘Employee, Gnana’ Navigation: Expenses Home Notifications Click on Notification Subject
Manager approves Expense W199603 for Employee, Gnana (100 USD)
Employee (Logged in as ‘GNADAR’) reviews Expense Report status after Manager Approval Navigation: Internet Expenses Responsibility Expenses Home
This report did not require AP (audit) Approval as it was auto approved by AP (audit). Now this report has the manager and payables approvals and it cannot be withdrawn
5. Expense Report Export ‘Expense Report Export program’ to create Payables invoices from expense reports you entered in Oracle Internet Expenses. You can then use Payables to validate and pay these invoices and create accounting entries for them.
12 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
When you export expense reports from Internet Expenses, Payables records the source of the invoices and invoice details. Expense Report Export verifies all your expense report information to ensure it creates valid, fully-distributed invoices that are ready for validation. Oracle Internet Expenses does not export expense report information to Oracle payables more than once. If the expense report information fails validation, then Expense Report Export program does not export the expense report, and Payables does not create an invoice from the information. You can view rejected expense reports on the Export Results page. Note: Some users may plan to run the Expense Report Export concurrent program from the Payables Concurrent Request Form. To review the results of the export from this form, as opposed to the web audit page, we can add the function, Function Name: OIE_EXPORT_RESULTS_FN (User Function Name: Expenses: Export Results) to the Payables menu.
Responsibility: Internet Expenses Auditor
Expense Report Export program can also be run from Oracle Payables. However results of invoices exported and rejections can be reviewed only in Internet expenses auditor responsibility.
Auditor selects program name ‘Expense Report Export’ Navigation: Internet Expenses Auditor Expenses Export Tab Export Run Sub-tab Next
Auditor enters parameters Navigation: Expenses Export Export Run Schedule Request: Parameters Next
13 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Expense Report Export Parameters are Batch Name: Payables groups the invoices created from the expense reports you export from Oracle Internet Expenses and creates an invoice batch with the batch name you enter. Source: Enter the name of the source of the expense reports. Payables automatically create invoices from the source you enter. • Payables Expense Reports - Expense reports entered in Oracle Payables. • Oracle Internet Expenses - (the default) Expense reports entered in Oracle Internet Expenses. Also used to export credit card provider invoices for the Both Pay process. Transfer Descriptive Flexfield: Enter ‘Yes’ if you want to export Descriptive Flexfield details for the source you select. If you enter Yes, Payables transfers any Descriptive Flexfield information you have defined for the expense report you are exporting, and creates invoices and invoice distributions with the same Descriptive Flexfield details. GL Date: The date you enter must be in an Open or Future Enterable period. Else Payables will not create invoice from expense reports. Group: To limit the export to expense reports with a particular Group ID, enter the Group ID. The Group must exactly match the GROUP_ID in the Payables Open Interface tables. Debug Switch: information.
Select ‘Yes’ to have Expense Report Export provide you with more detailed troubleshooting
Organization Name: To limit the export to expense reports for a particular organization, enter the organization. Send Notifications To: Select a person to receive notifications in case of rejections or review. Auditor Submits ‘Expense Report Export’ program Navigation: Expenses Export Export Run Schedule Request: Review Submit
14 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Auditor gets confirmation message that Expense Report Export has been submitted:
Auditor reviews the Expense Reports which have been created as Invoices by Expense Report Export Program Navigation: Expenses Export Export Results Invoices Request ID: 6565179 Go
Auditor reviews the Expense Repots and rejection reason which got rejected by Expense Report Export Program. Navigation: Expenses Export Export Results Rejections Request ID: 6565179 Go
15 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Auditor views the Log which created by the Expense Report Export Program Navigation: Expenses Export Export Requests Request ID: 6565179 Details View Log
Expense Report Export Program inserts the data into Payables Interface tables and it will trigger ‘Paybles Open Interface Import’ Program to import the data to Oracle Payables. APXEXPER module: Expense Report Export Debug Log File
16 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Log file shows how many Expense Reports are fetched and how many Invoices are created by Expense Report Export program APXEXPER module: Expense Report Export Debug Log File
17 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
6. AP Invoice Creation: Exported ‘Expense Report’ type Invoice can be viewed in Payables Invoice Workbench Window. Navigation: Payables Super User Invoices Entry Invoices, Query W199603
Exported Invoice – Lines Invoice Workbench: Invoice Number W199603 Lines
18 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Exported Invoice – Distributions Invoice Workbench: W199603 Distributions
This account is derived from Expense Report Template which is attached to Expense Type ‘Airfare’
7. Expense Account Updates When a user enters an expense report, Internet Expenses defaults the user's cost center and account for the expense report, based on the human resources setup of the accounting flex field. If enabled, users can change the cost center at the header level for the expense report. For line-level expense allocations, users can make changes to account segments according to the expense allocations setup, including expense lines where the expense type is assigned a particular account on the expense report template. Behavior of Project account Builder and Accounting Client Extensions are out of scope
This example illustrates the update hierarchy described above. Behavior Assume this setup for expense reports: • Accounting flex field: Company.CostCenter.NaturalAccount.Product • Default expense account: 01.100.6100.0000. This is the HRMS setup for the employee. • GL account assigned to expense item type Telephone: 01.100.6200.7000 • GL account assigned to expense item type Meals: 01.520.6300.0000 The following updates are applied to the expense account and expense lines:
19 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Update: Human resources setup changes the expense account Natural Account segment to 6000. Result: The default expense account becomes 01.100.6000.0000. Update: User changes the default cost center for the expense report to 110. Result: The expense account for this expense report becomes 01.110.6100.0000. Update: User enters the expense type Telephone on an expense line. Result: The expense account for the telephone expense line becomes 01.100.6200.7000. Update: User updates the Product segment expense allocation for the telephone expense to 1000. Result: The expense account for the telephone expense line becomes 01.100.6200.1000. Update: User enters the expense type Meals on an expense line for an expense that was incurred while working on an assignment for two different cost centers. Result: The default expense account becomes 01.520.6300.0000. Update: User splits the meal expense of $50 USD equally between cost centers 520 and 678. Result: Two distribution lines are created: Distribution 1: 01.520.6300.0000 for $25 USD Distribution 2: 01.678.6300.0000 for $25 USD
Additional Entry Setups and Flows In this section, we will cover few key additional futures in Oracle Internet Expenses 1. 2. 3.
Allocations Mileage Per Diem
1. Allocations Set up Internet Expenses to allow end users to update and validate accounting flexfield segments for individual expense lines. Internet Expenses also let users update multiple expense lines at the same time. This is useful, for example, for users who consistently charge expenses to accounts that are not part of their usual accounting. Internet Expenses can provide automatic validation of the account code combinations that users enter. Managers can review the account code combinations on expense reports. Allocation setup includes: A. B. C. D.
Profile Options Operating Unit and Ledger Ledger and Chart of Accounts Internet Expenses Setup
A. Profile Options: To use allocations, you must enable below listed Profile Options. OIE: Enable Expense Allocation Splitting: ‘Yes’ OIE: Enable Expense Allocations: ‘Automatically-enabled, with Online Validation’ OIE: Enable Project Allocations: ‘Yes’ Navigation: System Administrator: Profile System
20 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
OIE: Enable Expense Allocation Splitting: The OIE: Enable Expense Allocation Splitting profile option lets you specify whether the user can split expense lines into distributions for both project and non-project enabled expense lines. If this profile option set to ‘Required with reason’, then user must complete the Expense Allocations field. Note: If the OIE: Enable Expense Allocations profile option is set to No, then this profile option does not affect splitting non-project enabled expense lines.
OIE: Enable Expense Allocations: The OIE: Enable Expense Allocations profile option determines the level at which to activate expense allocation functionality for expense reporting. The values are:
No - Expense allocation functionality is not enabled. User-enabled - Displays ‘Enable Expense Allocations’ check box in the Expenses Preferences page. The user checks the box to enable expense allocations for expenses entry. User-enabled with Online Validation - Displays ‘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. Automatically-enabled - The‘Enable Expense Allocations’ check box in the Expenses Preferences page is automatically enabled for expense allocations for expenses entry. Automatically-enabled with Online Validation - The ‘Enable Expense Allocations’ check box in the Expenses Preferences page is automatically enabled for expense allocations for expenses entry with online validation of accounting code combinations.
OIE: Enable Project Allocations: The OIE: Enable Project Allocations profile option enables users to enter project-related information on expense reports. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this option. The values for this profile option are:
Yes - Enables the entry of project information. No - Disables the entry of project information. Required - Requires the entry of project information. Yes with account allocations – Allow to update accounting information when project information has been entered. Required with account allocations – Allow to update accounting information when required project information has been entered.
21 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
B. Operating Unit and Ledger: Ensure Ledger mapped to Operating Unit. In this paper we are using Operating Unit and Ledger as below Operating Unit: Vision Operations Ledger: Vision Operations (USA) Navigation: Payables Super User Setup Options User Operating Unit Preferences
C. Ledger and Chart of Accounts Ensure Chart of Accounts mapped to the Ledger. In this paper we are using Char of Accounts as below Chart of Accounts: Operations Accounting Flex Navigation: General Ledger Super User: Setup Financials Accounting Setup Manager Accounting Setups
D. Internet Expenses Setup Set up the accounting flexfield behavior for your company charts of accounts. For each chart of accounts, define which segments of the accounting flexfield are visible on expense lines, and which of the displayed segments are updatable by the user. Responsibility: Internet Expenses Setup and Administration Internet Expenses Setup
22 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Navigation: Expenses Setup Accounting Tab Chart of Accounts Define
Navigation: Internet Expenses Setup Accounting Tab Chart of Accounts
Creation of Expense Report with Allocation An employee creates an Expense Report with Expense Allocations. Employee can update both accounting information in addition to project information on the same line. Navigation: Internet Expenses Create Expense Report General Information (we can see ‘Expense Allocations’)
23 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Employee enters Project Allocations details in Expense Report Lines Navigation: Internet Expenses Create Expense Report Expense Allocations Project Allocations Tab
Employee enters Account Allocations details in Expense Report Lines Navigation: Internet Expenses Create Expense Report Expense Allocations Account Allocations Tab
Employee submits Expense Report with Allocations Employee gets confirmation message that Expense Report Number W199603 has been submitted for approval
24 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
2. Mileage Create mileage rate schedules for employees to use when they submit expense reports. A mileage rate schedule can take into account of distance traveled, type and category of vehicle, type of fuel and the number of passengers. The business rules for mileage rate schedules are:
Currency Roles Passengers Distance Thresholds Vehicle Categories Vehicle Types Fuel Types Additional Rates
In this section we will cover the creation of Mileage Schedule, adding schedule in Expense Report Template and creation of Expense report including mileage. Responsibility: Internet Expenses Setup and Administration Navigation: Internet Expenses Setup Policy Tab Schedules Sub tab Mileage Create New Schedule
25 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Enter Schedule Name, Start Date, Description and Distance Unit of Measure Navigation: Create Mileage Rate Schedule General Information Next
Select Currency as ‘USD’ Navigation: Create Mileage Rate Schedule Business Rules Next
Enter Period Name ‘TestMileage 2014’ Navigation: Create Mileage Rate Schedule Periods and Rates Details
26 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Enter Mileage Rate in Detail page and apply Navigation: Mileage Schedule Details Apply
Activate Mileage Rate Schedule ‘Test_Mileage’ Navigation: Create Mileage Rate Schedule Periods and Rates Activate
27 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Test Mileage Schedule is Fully Active Now
Mileage Rate Schedule should be added with Expense Item in Expense Report Template Navigation: Payables Super User Invoices Entry Expense Report Templates
Mileage Schedule has been added in Policy Schedule
Employee creates Expense Report with Mileage Expense Navigation: Internet Expenses Create Expense Report Cash and Other Expenses Mileage Expenses Tab Employee enters Expense Line details and click ‘Calculate’ button to calculate Reimbursable Amount.
28 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Employee submits Expense Report with Mileage Expenses Employee gets confirmation message that Expense Report Number W201599 has been submitted for approval
3. Per Diem Create per diem rate schedules for employees to use when they submit expense reports. A per diem rate schedule can take into account of travel locations, rates per unit of time, free meals and accommodations. Per Diem rate schedules also use the currency and employee role business rules. The business rules for per diem rate schedules are: • Currency • Locations • Roles • Time Based Entry • Free Meals • Free Accommodations
29 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
In this section we will cover creation of Per Diem Schedule, adding schedule in Expense Report Template and creation of Expense report including per diem. Responsibility: Internet Expenses Setup and Administration: Navigation: Internet Expenses Setup Policy Tab Schedules Subtab Per Diem Create New Schedule
Enter Schedule Name, Description and Start Date: Navigation: Create Per Diem Rate Schedule General Information Next
Select the Currency: Navigation: Create Per Diem Rate Schedule Business Rules Next
30 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Enter Period Name ‘TestPerDiem 2014’ Navigation: Create Per Diem Rate Schedule Periods and Rates Details
Enter Rate and Apply Navigation: Per Diem Schedule Details Enter Rate Apply
Activate the Per Diem Rate Schedule ‘Test_PerDiem’ Navigation: Create Per Diem Rate Schedule Periods and Rates Activate
31 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Now Per Diem Rate Schedule ‘Test_PerDiem’ is ‘Fully Active’
Diem Rate Schedule should be added in Policy Schedule for Expense Item in Expense Report Template Navigation: Payables Super User Invoices Entry Expense Report Templates
Employee creates Expense Report with Per Diem Employee enters Expense Line Details in Per Diem Expenses Tab Navigation: Internet Expenses Create Expense Report Cash and Other Expenses Per Diem Tab
32 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Employee enters Number of Days and Calculate Generate Per Diem: Navigation: Create Expense Report Cash and Other Expenses Per Diem Tab Expense Line Detail
Employee submits Expense Report with Per Diem Expenses Employee gets confirmation message that Expense Report Number W201600 has been submitted for approval.
33 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
Technical Overview 1.
Since Internet Expenses is strongly integrated with Oracle Payables, it does not have a separate application ID in the Applications Object Library. There is no $OIE_TOP.
2.
OIE files are contained in areas such as $AP_TOP and $JAVA_TOP
3.
Primary Tables for 11i & R12: AP_EXPENSE_ REPORT_HEADERS_ALL AP_EXPENSE_REPORT_LINES_ALL AP_EXP_REPORT_DISTS_ALL AP_CREDIT_CARD_TRXNS_ALL AP_POL_HEADERS AP_POL_SCHEDULE_OPTIONS AP_POL_SCHEDULE_PERIODS AP_POL_LINES OIE_ATTENDEES_ALL OIE_ADDON_MILEAGE_RATES OIE_PDM_DAILY_BREAKUPS OIE_PDM_DESTINATIONS
4.
To Determine Patch Level Information, Run script from: Note 295078.1: Maintenance Pack, Patchset, and Rollup Patch Level for OIE 11i Note 980053.1 – Maintenance Pack, Patchset, and Rollup Patch Level for OIE R12
Technical Reference 1. 2. 3.
Oracle Internet Expenses Implementation and Administration Guide (Release 12.1) Oracle Payables User's Guide (Release 12.1) Oracle eBusiness Suite Electronic Technical Reference Manual - eTRM
34 R12: White Paper on Oracle Internet Expenses Setup and Functional Process Flow
