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Oracle Self-Service Expenses
Implementation Guide
Release 11i
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Oracler
SelfServiceExpensesImplementation
GuideRELEASE 11i
April 2000
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Oracler SelfService Expenses Imp lemen tation Gu ide Release 11i
The part nu mber for this book is A8083102.
CopyrightE 1998, 2000, Oracle Corporation . All rights rese rved.
Primary Author: Stephen R. Damiani
Major Contributors: Christopher And rews, Alan Fothergill
Contr ibutor s: Michelle Bonat, Helen Chu ng, Jing Feng, Klaus Gelinsky, Sung ha Hu h, Ron Langi,
Qua n Le, Bob Singh, David Tong, Steven Da lton
The Programs (which include both the software and documentation) contain proprietary information
of Oracle Corporation; they are provided und er a license agreement containing restrictions on use and
disclosure and are also protected by copyright, patent and other intellectual and industrial property
law. Reverse engineering, disassembly or decomp ilation of the Programs is prohibited.
Program Documentation is licensed for use solely to support the deployment of the Programs and not
for any other purpose.
The information contained in th is document is subject to change without n otice. If you find any
problems in the documenta tion, please report them to us in writing. Oracle Corporation does not
warra nt that this docum ent is error free. Except as m ay be expressly permitted in your licenseagreement for these Programs, no part of these Programs may be reproduced or transmitted in any
form or by any m eans, electronic or mechancial, for any pur pose, without th e express written
perm ission of Oracle Corporation.
If the Programs are delivered to the US Government or an yone licensing or using th e Programs on
behalf of the US Government, th e following n otice is applicable:
RESTRICTED RIGHTS LEGENDPrograms d elivered subject to the DOD FAR Supplement are comm ercial compu ter software and use,
du plication and d isclosure of the Programs including docum entation, shall be subject to the licensing
restrictions set forth in the app licable Oracle license agreement. Otherw ise, Programs d elivered subjectto the Federal Acquisition Regulations are restricted computer software and use, du plication and
disclosure of the Programs shall be subject t o the restrictions in FAR 52.22719, Comm ercial Compu ter
Software Restricted Rights (June, 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA
94065.
The Programs are not intend ed for use in any n uclear, aviation, mass transit, medical, or other
inherently da ngerous ap plications. It shall be licensees responsibility to take all ap propriate failsafe,
back up redundancy and other measures to ensure the safe use of such applications if the Programs
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Contents
Preface v. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 1 Application Overview 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Overview 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Administrative Features 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Expense Reporting Features 18. . . . . . . . . . . . . . . . . . . . . . . . . . .
Process Overview 111. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Expense Reports 112. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP Expense Report Workflow 113. . . . . . . . . . . . . . . . . . . . . . . . . .
Converting Expense Reports into Invoices 115. . . . . . . . . . . . . . .
Paying Expense Reports 115. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 2 Setting Up SelfService Expenses 21. . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up SelfService Expenses 22. . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Underlying Oracle Applications Technology 22. . .
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Setting Up Credit Cards 238. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Credit Card Programs 242. . . . . . . . . . . . . . . . . . . . . . . .
Defining Credit Cards 243. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up the Import Control File 244. . . . . . . . . . . . . . . . . . . . . .
Modify the init.ora File 245. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cred it Card Transaction Import and Valid ation 247. . . . . . . . . . .
Credit Card Transaction Validation Report 248. . . . . . . . . . . . . . .
Clearing Unused Credit Card Transactions 249. . . . . . . . . . . . . .
Testing Credit Card Integration Set Up 249. . . . . . . . . . . . . . . . . .
Chapter 3 Client Extensions in SelfService Expenses 31. . . . . . . . . . . . . . . .Client Extensions 32. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Default Cost Center Extension 33. . . . . . . . . . . . . . . . . . . . . . . . .
Cost Center Validation Extension 34. . . . . . . . . . . . . . . . . . . . . . .
Calculate Amount Extension 35. . . . . . . . . . . . . . . . . . . . . . . . . . .
Populate Poplist Extension 36. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Flexfield Default Extension 36. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Flexfield Validation Extension 38. . . . . . . . . . . . . . . . . . . . . . . . . .
Management Involvement Extension 38. . . . . . . . . . . . . . . . . . . .Authority Verification Extension 310. . . . . . . . . . . . . . . . . . . . . . .
Accounts Payable Involvement Extension 311. . . . . . . . . . . . . . .
Find Approver Extension 312. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 4 The Expense Spreadsheet 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Expense Spreadsheet 42. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Disconnected Expense Reporting Process 42. . . . . . . . . . . .
Customizing the Excel Template 43. . . . . . . . . . . . . . . . . . . . . . . .Testing the Custom Excel Template 425. . . . . . . . . . . . . . . . . . . . .
Chapter 5 AP Expense Report Workflow 51. . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP Expense Report Workflow 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
C i i h AP E R W kfl 5 2
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Server Side Validation Process Activities 526. . . . . . . . . . . . . . . .
Su m mary of th e Man ager (Sp en din g) A pp rov al Process 531. . . . . . .
Manager (Sp en din g) Ap proval Process Activities 534. . . . . . . . .
Su mm ary of the Third Party Exp ense Rep ort Process 544. . . . . . . . .
Third Party Expense Report Process Activities 545. . . . . . . . . . .
Summary of the Request Approval Process 549. . . . . . . . . . . . . . . . . .
Request Approval Process Activities 550. . . . . . . . . . . . . . . . . . . .
Summary of the No Manager Response Process 554. . . . . . . . . . . . . .
No Manager Response Process Activities 555. . . . . . . . . . . . . . . .
Summary of the AP Approval Process 558. . . . . . . . . . . . . . . . . . . . . .
AP Approval Process Activities 560. . . . . . . . . . . . . . . . . . . . . . . .
Summary of the Shortpay Unverified Receipt Items Process 565. . .
Shor tpay Unverified Rece ip t It ems Process Act iv it ies 567. . . . .
Summary of the Bothpay Process 572. . . . . . . . . . . . . . . . . . . . . . . . . .
Bothpay Process Activities 573. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Su mm ary of the Missing Receip ts Shortp ay Process 576. . . . . . . . . .
Missing Receip ts Shortpay Process Activities 578. . . . . . . . . . . . .
Su mmary of the Policy Violation Shortpay Process 581. . . . . . . . . . .
Policy Violation Shortpay Process Activities 582. . . . . . . . . . . . . .
Summary of the Rejection Process 586. . . . . . . . . . . . . . . . . . . . . . . . . .
Rejection Process Activities 587. . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP Credit Card Workflow 591. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The AP Cred it Ca rd Wor kflow Item Type Attr ibutes 592. . . . . .
AP Credit Card Process Activities 593. . . . . . . . . . . . . . . . . . . . . .
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Preface
Welcome to Release 11i of the Oracle SelfService Expenses Implementation
Guide.
This man ual includ es the information you need to imp lementSelfService Expenses. It contains d etailed inform ation abou t the
following:
Overview and reference information
SelfService Expen ses imp lementation suggestions
Specific tasks you can accomplish using SelfService Expenses
SelfService Expenses fun ctions and features
SelfService Expenses system setup
The preface explains how this manu al is organized and introduces
other sources of information that can help you.
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Audience for This Manual
This manu al assum es you have a working kn owledge of the following:
The principles and customary practices of your business area.
Oracle SelfService Expenses
The Oracle App lications grap hical user interface.
To learn more about th e Oracle App lications grap hical user
interface, read th e Oracle Applications User Guide.
See Other Informa tion Sources for more information about Oracle
App lications p roduct information.
How To Use This Manual
This manu al contains the information you n eed to und erstand and use
Oracle SelfService Expenses .
This preface explains how this manu al is organized and introduces
other sources of information that can help you. This man ua l containsthe following chapters:
Chap ter 1 p rovides a general over view of SelfService Expenses.
Chap ter 2 contains a checklist for setting u p your SelfService
Expenses system.
Chap ter 3 explains how to set up Oracle SelfService Expenses.
Chap ter 4 tells you h ow to u se the Oracle SelfService Expenses
client extensions. These client extensions enable you to extendOracle SelfService Expenses functionality to fulfill your
business needs.
Chapter 5 explains how to set up the Expense Spreadsheet.
Chap ter 6 describes the AP Expense Report Workflow process.
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If this manual refers you to other Oracle Applications documentation,
use only th e Release 11i versions of those guides unless we specify
otherwise.
Online Documentation
All Oracle Applications d ocumen tation is available online (HTML and
PDF). The techn ical reference guides are available in paper form at
only. Note that the HTML documen tation is translated into over
twenty languages.
The HTML version of this manua l is optimized for onscreen read ing,
and you can use it to follow h ypertext links for easy access to otherHTML guides in the library. When you hav e an HTML window open,
you can u se the features on the left side of the window to navigate
freely throughout all Oracle Applications documentation.
You can u se the Search feature to search by w ords or ph rases.
You can u se the expand able menu to search for topics in the
menu stru cture we provide. The Library option on the menu
expands to show all Oracle Applications HTML documentation.
You can v iew H TML help in the following w ays:
From an app lication wind ow, use the help icon or the h elp menu
to open a new Web browser and display help about that wind ow.
Use the documentation CD.
Use a URL provided by your system adm inistrator.
Your H TML help m ay contain information that was not available wh en
this manu al was printed.
Related User Guides
Oracle SelfService Expenses shares bu siness and setup information
with other Oracle Applications products such as Oracle Payables.
Therefore you m ay wan t to refer to other user guides wh en you set up
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If you requ ire printed guides, you can p urchase them from the Oracle
store at http:/ / oraclestore.oracle.com.
User Guides Related to All Products
Oracle Applications User Guide
This guide explains how to n avigate the system, enter data, and query
information, and introduces other basic features of the GUI available
with this release of Oracle SelfService Expen ses (and any other Oracle
App lications prod uct).
You can also access this user gu ide online by choosing Getting Started
and Using Oracle App lications from the Oracle App lications help
system.
Oracle Alert User Guide
Use this guide to d efine periodic and event alerts that mon itor the
status of your Oracle Applications data.
Oracle Appl ications Implementation Wizard User Guide
If you are imp lementing more than one Oracle prod uct, you can use the
Oracle Applications Implementation Wizard to coordinate your setup
activities. This guid e describes how to u se the wizard.
Oracle Applications Developers Guide
This guide contains the coding standards followed by the Oracle
Applications developmen t staff. It describes the Oracle App lication
Object Library components n eeded to imp lement the O racle
Applications user interface described in the Oracle Applications User
Interface Standards . It also provides information to help you build you r
custom Or acle Developer forms so that they integrate with Or acle
Applications.
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User Guides Related to This Product
Oracle SelfService Web Applications Implementation GuideThis man ual contains detailed information about the overview an darchitectu re and setu p of Oracle SelfService Web App lications. It also
contains an overview of and procedures for using the Web Applications
Dictionary.
Managing People Using Oracle HRMS
Use this manual to learn how to enter information about you r
emp loyees that will use SelfService Expenses.
Oracle Payables User Guide
This manu al provides detailed information on h ow to set up many of
the features of SelfService Expenses. In particular, refer to this gu ide
to learn how to use Invoice Import to create invoices in Oracle Payables
from expen se repor ts entered in SelfService Expenses.
Oracle Projects User Guide
Refer to this guide for setup and reference inform ation if you p lan on
integrating Oracle SelfService Expenses with Oracle Projects.
Oracle Applications Developers Guide
This gu ide contains the coding standard s followed by the Oracle
App lications developmen t staff. It describes the Oracle Application
Object Library components needed to implement the Oracle
App lications user interface described in the Oracle Applications User
Interface S tandards . It also prov ides informa tion to help you bu ild your
custom Developer/ 2000 forms so th at they integrate w ith Oracle
Applications.
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Installation and System Administration Guides
Oracle Applications Impl ementation Wizard Users GuideIf you are imp lementing more than one Oracle prod uct, you can use theOracle Applications Implementation Wizard to coordinate your setup
activities. This guid e describes how to u se the wizard.
Oracle Applications Concepts
This guide provides an introduction to the concepts, features,
technology stack, architecture, and terminology for Oracle App lications
Release 11i. It provides a u seful first book to read before an installationof Oracle App lications. This guide also introd uces the concepts behind ,
and major issues, for Ap plicationswid e features such as Business
Intelligence (BIS), languages and character sets, and selfservice
applications.
Installing Oracle Applications
This guide p rovides instructions for managing the installation of Oracle
Applications prod ucts. In Release 11i, much of the installation processis handled using Oracle OneHour Install, which minimizes the time it
takes to install Oracle App lications and the Oracle 8i Server techn ology
stack by autom ating many of the required steps. This guide contains
instructions for using Oracle OneHou r Install and lists the tasks you
need to perform to finish your installation. You shou ld use this guide
in conjunction with individual p rodu ct user guides and
implementation guides.
Upgrading Oracle Applications
Refer to this guide if you are upgr ad ing your Oracle App lications
Release 10.7 or Release 11.0 products to Release 11i. This guide
describes the up grade p rocess in general and lists database upgrad e
and prod uctspecific up grad e tasks. You m ust be at either Release 10.7
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and oth ers. It contains howto steps, screenshots, and oth er
information that you need to run the AD u tilities.
Oracle Applications Product Update Notes
Use this guide as a reference if you a re responsible for up grad ing an
installation of Oracle App lications. It provides a history of the changes
to individua l Oracle App lications prod ucts between Release 11.0 and
Release 11i. It includ es new features and enhan cements and changes
mad e to database objects, profile options, and seed d ata for this
interval.
Oracle Applications System Adminis trators Gui de
This guide provides planning and reference information for the Oracle
App lications System Administrator. It contains inform ation on how to
define security, customize menus an d online help, and manage
processing.
Oracle Receivable s Applications Technical Reference Manual
The Oracle Receivables Applications Technical Reference Manual containsdatabase diagrams and a detailed description of Oracle Receivables
and related ap plications database tables, forms, reports, and programs.
This information helps you convert data from your existing
app lications, integrate Oracle Receivables w ith non Oracle
app lications, and wr ite custom reports for Oracle Receivables.
You can ord er a technical reference manual for any p rodu ct you have
licensed. Technical reference manua ls are available in pap er format
only.
Oracle Workflow Guide
This guide explains how to define new workflow business processes as
well as custom ize existing Or acle Applicationsembed ded workflow
processes. You also use this guide to complete the setup step s
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App lications produ ct data. This manual also provides information on
creating custom reports on flexfields d ata.
Training and Support
Training
We offer a complete set of training courses to help you and your staff
master Oracle Applications. We can help you d evelop a training plan
that provides thorough training for both your project team and your
end u sers. We will work w ith you to organize courses approp riate to
your job or area of resp onsibility.
Training professionals can show you how to plan your training
throughou t the implementation p rocess so that the right amount of
information is delivered to key peop le when they need it the most. You
can attend courses at any one of our many Educational Centers, or you
can arran ge for our tra iners to teach at you r facility. We also offer Net
classes, where training is delivered over the Internet, and many
mu ltimed iabased courses on CD. In add ition, we can tailor stand ard
courses or d evelop custom courses to meet your n eeds.
Support
From onsite support to central support, our team of experienced
professionals provides the help an d information you need to keep
Oracle SelfService Expenses w orking for you . This team includes
your Technical Representative, Account Manager, and Oracles large
staff of consu ltants and sup port sp ecialists with expertise in you r
business area, managing an Oracleserver, and your hard ware and
software environment.
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Do Not Use Database Tools to Modify Oracle Applications Data
We STRONGLY RECOMMEND that you never use SQL*Plus, Oracle
Data Browser, database triggers, or any ot her tool to modify OracleApplications t ables, unless w e tell you to do so in our guides.
Oracle provides powerful tools you can u se to create, store, chan ge,
retrieve, and main tain information in an Oracle database. But if you
use Or acle tools such as SQL*Plus to m odify Oracle App lications data,
you risk destroying the integrity of your data and you lose the ability to
aud it changes to your data.
Because Oracle App lications tables are interrelated, any change you
make u sing an Oracle Applications form can u pd ate many tables atonce. But w hen you mod ify Oracle App lications data u sing anything
other than Oracle App lications forms, you m ight change a row in one
table without mak ing correspon ding changes in related tables. If you r
tables get out of synchronization w ith each other, you risk retrieving
erroneous information and unp redictable results throughou t Oracle
Applications.
When you use Oracle Applications forms to m odify your d ata, Oracle
App lications autom atically checks that your changes are valid. Oracle
App lications also keeps track of who changes information. But if you
enter information into d atabase tables using d atabase tools, you m ay
store inva lid information. You also lose the ability to track who has
changed your information because SQL*Plus and other database tools
do n ot keep a record of changes.
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About Oracle
Oracle Corporation develops and markets an integrated line of
software p roducts for database man agement, app licationsdevelopment, decision support and office automation, as well as Oracle
Applications. Oracle App lications prov ides the Ebusiness Suite, a
fully integrated suite of more than 70 software mod ules for finan cial
management, Internet procurement, business intelligence, supply chain
managem ent, manu facturing, project systems, hum an resources and
sales and service management.
Oracle products are available for mainframes, minicomputers, personal
computers, network computers, and personal digital assistants,
enabling organ izations to integrate different comp uters, d ifferent
operating systems, different networks, and even different database
managem ent systems, into a single, unified compu ting and information
resource.
Oracle is the w orlds leading sup plier of softwa re for informa tion
management, and the worlds second largest software company. Oracle
offers its da tabase, tools, and app lication prod ucts, along with related
consulting, edu cation and su pp ort services, in over 145 countr ies
around the world.
Your Feedback
Thank you for u sing Oracle SelfService Expenses an d this
implementation gu ide.
We value your comm ents and feedback. This man ua l contains a
Reader s Comment Form you can u se to explain wh at you like ordislike about Or acle SelfService Expenses or th is manu al. Mail your
commen ts to th e following ad dress or call us directly at (650) 5067000.
Oracle Applications Documentation Manager
Oracle Corporation
500 Oracle Parkw ay
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C H A P T E R
1T
Application Overview
his chap ter su mm arizes the functionality of Oracle SelfService
Expenses and provides an overview of the expense reporting p rocess.
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Application Overview
With Oracle SelfService Expenses, emp loyees can enter and subm it
expense reports using a stand ard Web brow ser. Oracle Workflowautomatically routes expense reports for approval and enforces
reimbursemen t policies. SelfService Expenses integrates w ith Oracle
Payables so expense reports are quickly processed for payment.
This chap ter covers the following top ics:
Ad ministrative Features: page 12
Expense Reporting Featu res: page 19
Process Overview: page 111
Administrative Features
The following are features in SelfService Expenses for use by
managers and adm inistrators.
Authorized Delegate
You can au thorize an em ployee to enter expense repor ts for another
emp loyee. An emp loyee wh o is assigned the responsibility to enter
expense reports for another employee is an authorized delegate. For
example, you can au thorize executive assistants to enter expense
reports for their managers.
See: Assigning Au thorized Delegates: page 27
Disconnected Expense Report Entry
Employees can create expense repor ts offline w hen th ey are away
from the office, for examp le, or otherwise withou t access to a corpor ate
intranet. With disconnected expense report entry emp loyees create
i i Mi f E l d h Th
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Descriptive Flexfields
If you w ant u sers to enter information for wh ich there is no
correspond ing field in SelfService Expenses, you can custom ize theapplication using descriptive flexfields. Descrip tive flexfields are screen
elements such as text boxes, poplists, and check boxes, that you can u se
to collect any expense report information you r organization requ ires.
These elements ap pear in th e Details window wh en creating an
expense report in SelfService Expenses.
You can also map descriptive flexfields to expen se types th at you
define so wh en a u ser chooses a specific expense typ e, the system
requires ad ditional information in the related flexfields.
Note: Descriptive flexfields collect receiptlevel, rather thanheaderlevel, information, which means that the information auser enters in a flexfield is related to a sp ecific expense line, notto the entire report.
See: Setting Up Descrip tive Flexfields: page 213.
Multiple Reimbursement Currencies
The cur rency in which an expense repor t is paid is the reimbursement
currency. You can set u p SelfService Expenses so employees can
specify a reimbursemen t cur rency different from your fun ctional
currency.
See: Reviewing Multiple Currencies Set Up: page 211.
Multiple Expense Templates
An expense template defines the list of expense types (airfare, car ren tal,meals, and so on ) from w hich u sers can choose wh en they enter th eir
expense reports. You can define mu ltiple expense report temp lates for
use w ith SelfService Expenses. You d efine m ultiple expense rep ort
temp lates, and emp loyees can select one from a pop list.
See: Defining Expense Report Templates: page 2 10
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required for an expense type (airfare, meals, car rental, and so on ). You
can also indicate that an or iginal receipt is required on ly if the expense
exceeds a certain amou nt. For more information, see: Defining Expense
Report Templates: page 210.
Users can see w hether original receipts a re requ ired in th e SelfService
Expenses Review page. If users do not subm it required original
receipts, their expense reports m ay be short paid. When an expense
report is short p aid, the emp loyees reimbursement d oes not includ e
expenses for which a required receipt is missing. How ever, the
employees man ager can ap prove an expense item despite the m issing
receipt.
See: Short Paying Expense Reports: page 566.
Missing Original Receipts
Employees ind icate that they d o not have original receipts by checking
the Original Receipt Missing check box in the Enter Receipts tabbed
region. You can set u p SelfService Expenses so w hen u sers check the
Original Receipt Missing check box it changes the statu s of a receipt
from requ ired to not required.
See: Setting Workflow Activity Attributes: page 53.
Refund Tracking
You can set u p SelfService Expenses so emp loyees can enter refun ds
(negative receipts) when creating an expense report. Employees enter
negative receipts to report the refund of a previously reimbursed
expense, for examp le, the refund of an unu sed airline ticket.
Depend ing on you r compan y p olicy, the credit lines can be app lied to
other expense lines in the same expense report, applied to a future
expense report, or the emp loyee may be requ ired to remit payment to
the compan y for the refunded am ount.
To allow em ployees to en ter negative receipts, the profile option SS
Expenses:Allow Cred it Lines m ust be set to Yes
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To sup por t emp loyees who use the Expense Spread sheet, SelfService
Expenses enables employees to download files with current and valid
projectrelated information . Employees can dow nload p rojectrelated
information by using th e View Projects and Tasks function.
Note: Users can enter projectrelated in formation on ly if thevalue for the SS Expenses:Enable Projects profile option is set toYes.
See: Integr ating SelfService Expen ses with Or acle Projects: page 221.
Required Justifications
You can set u p SelfService Expenses so emp loyees are requ ired toenter justifications for specific expenses. When you d efine expense
report tem plates for use w ith SelfService Expenses, you can ind icate
wh ether a justification is required for an expense typ e (airfare, meals,
car rental, and so on). If an expense repor t contains an invalid or
un app roved justification, the report m ay be short paid. See: Short
Paying Expense Reports: page 566.
See: Defining Expense Report Templates: page 210
Required Purpose
You can set u p SelfService Expenses so emp loyees must enter a
pu rpose for all expense reports. To do th is, set the profile option SS
Expenses: Purp ose Required to Yes.
See: Setting Up SelfService Expenses Profile Op tions: page 225.
Expense Report Number Prefixes
You can d efine a p refix for every expense rep ort en tered in SelfService
Expenses. Entering a prefix value enables you to easily identify
invoices in Oracle Payables originally created as SelfService expense
reports.
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Includes Tax and the Tax Code fields in Self Service Expenses by setting
the profile option SS Expenses:Enable Tax to Yes.
See: Setting Up SelfService Expen ses Profile Options: page 225.
Configurable MultiRow Display
You can mod ify the ap pearance and behavior of the New Expense
Report page. You can specify:
wh ich fields app ear in the page
the order in w hich fields app ear
wh ether a field can be u pd ated
whether a field is requ ired
See: Using the Web Applications Dictionary to Customize SelfService
Expenses: page 232.
Credit Card Charges
If you r company issues corporate credit cards to emp loyees, you canset up SelfService Expenses so u sers can au tomatically imp ort charges
from the credit card issuer into expense reports. See: Setting Up Cred it
Cards: page 237.
The AP Credit Card Charges workflow automatically informs
employees and managers of paym ents created for corporate card
charges as well as any past du e, dispu ted, or unap proved charges. See:
AP Cred it Card Workflow: page 591.
Support for the Euro as Functional Currency
If you r company is changing its fun ctional currency to the euro,
emp loyees need to create expense rep orts in SelfService Expenses an d
specify the eu ro as either the receipt currency, the reimbursemen t
currency, or both. The changes requ ired to you r SelfService Expenses
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AP Expense Report Workflow
The AP Expense Report w orkflow d efines the set of business p rocesses
for all of the adm inistrative tasks related to the expense reportingapp roval process. In particular, the AP Expen se Report w orkflow
hand les the man ager app roval process and the accounts payable
app roval p rocess for SelfService expense rep orts.
For a detailed d escription of the p rocess definitions of the AP Expen se
Report w orkflow, see: AP Expense Report Workflow: page 52.
You can customize the process definitions of the AP Expense Report
wor kflow to accomm oda te you r comp anyspecific needs. For a
detailed description of the requ ired and optional customizations youcan make to the AP Expense Report w orkflow, see: Custom izing the AP
Expense Report Workflow: page 52.
Predefined Methods for Routing Expense Reports for ManagerApproval
SelfService Expenses includes th ree pred efined methods to determ ine
how w orkflow routes expense reports to managers for app roval. When
you set up the AP Expen se Repor t work flow, you can choose one of thethree following methods:
Go Up Management Ch ain
One Stop Then Go Directly
Go Directly to Person with Signing Auth ority
For a detailed explanation of how these three methods w ork, see: Find
App rover Method: p age 58.
Enforcement of Travel, Entertainment, and Reimbursement Policies
To enforce your travel, entertainm ent, and reimbursemen t policies,
your accounts payable departm ent uses the Expense Reports window
of Oracle Payables to approve, adjust, or short p ay SelfService
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The employee receives paym ent for the expense line, less the am oun t of
the adjustment. When your accounts payable department ad justs
expense reports, theAP Approval workflow process informs employees
of the reasons for, and amou nts of, the ad justm ents.
Short Paying Expense Reports
Depen ding on how you set up SelfService Expenses, your accounts
payable departm ent may requ ire that emp loyees provide original
receipts or justifications for som e expense lines in th eir expense rep orts.
Your accounts payable d epartment short pays expense reports by
identifying the expense lines which have:
missing required receipts
inadequa te justifications
When your accounts p ayable department short pays an expense report,
the Shortpay Unverified Receipt Items workflow p rocess does the
following:
creates a new expense repor t from the lines that have missing
required receipts, and/ or creates a new expense report from the
lines that have inad equa te justifications
eliminates the lines your accounts payable d epartment short
paid from th e original expense report an d app roves it
This process also transitions these new expen se reports to theMissing
Receipts Shortpay process or the Policy Violation Shortpay process. See:
Summ ary of th e Missing Receipts Shortpay Process: page 576
Summ ary of the Policy Violation Shortp ay Process: page 581
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Expense Reporting Features
The following a re features in SelfService Expen ses for u se by
employees submitting expense reports.
Changing Cost Centers
SelfService Expenses au tomatically pop ulates th e Cost Center field
with the employees cost center based on information in human
resources tables. Employees can charge expense reports to cost centers
other than their own by changing the value in the Cost Center field.
Attention: You mu st set the SS Expenses:Overrid e Approverprofile option to Yes if you want to u se one of the three seededfind app rover methods. The Find Ap prover workflow activityfails if users charge exp ense reports to cost centers d ifferentthan their own without entering an overriding app rover.
Designating Approvers
Typically the direct managers of emp loyees are responsible for
app roving their expen se repor ts. How ever, if the profile option SSExpenses:Overrid e App rover is set to Yes, employees can d irect their
expense reports to a d ifferent manager by entering a value in the
Overriding Ap prover field.
If an em ployee enters a d ifferent cost center wh en creating an expense
report, entering an overriding app rover is required. In this case, the
app rover specified mu st have authority to app rove expense reports
assigned to th at cost center. See: AP Expense Report Workflow: page
52.
Entering Foreign Currency Expenses
Employees can enter foreign currency exp enses in SelfService
Expenses. That is, they can enter expen ses in currencies other than
their comp anys reimbursemen t currency When entering foreign
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Saving Expense Reports (without submitting)
Employees can save partially completed expense reports as a work in
progress then finish and subm it them for app roval later. SelfService
Expenses performs no validation on a report w hen an employee saves a
report, so a user can save even though information required for
submitting the report may be missing.
When an em ployee saves an expense rep ort, SelfService Expenses
displays a confirmation p age containing the expense report nu mber.
Employees can then u se the Modify Expen se Reports fun ction from the
Main Menu to open the saved expense report, add or mod ify
information, and then submit the report for app roval.
Reviewing Expense Reports (before submitting)
The Final Review page enables employees to review a sum mar y of an
expense report before submitting it for app roval. For each item in the
report, this page d isplays the amou nt, the expense type, and an y other
detailed information the emp loyee entered . It also includ es totals for
each expense type and subtotals for each expense category such as
Cash and O ther or Corporate Card.
Employees can also display charges either by expense type or expen se
group simp ly by clicking on a button.
Viewing Expense Report Status
Employees can check the status of their expense rep orts by choosing
View Expense Repor t History from the Main Menu. This fun ction
shows wh ether a report was ap proved by managem ent or the accounts
payable departm ent, and indicates whether the report w as short paidor adjusted.
Employees can also view payment information, drill down to view
information about ind ividu al expense lines, and find out w hy an
expense report was rejected or adjusted.
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Process Overview
This section p rovides an overview of the SelfService Expen ses process.
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Entering Expense Reports
Creating Expense Reports wi th a Web BrowserEmployees assigned to the Expense Reports resp onsibility can log on to
Oracle SelfService Web Ap plications an d enter expense reports u sing a
standard Web browser.
Employees can enter expenses manually in the Expense Report page or
import charges from a corporate credit card. For more informa tion,
see: Setting Up Credit Ca rds: page 237.
Saving Expense Reports
When en tering an expense report, emp loyees can choose to save the
report at any time as a workinprogress, and then return to the report
later to finish and submit it for approval.
Creating an Expense Report with the Expense Spreadsheet
The disconnected expense reporting process enables SelfService Expenses
users to create expense reports when away from the office or whenaccess to the corpor ate intranet is not available.
The disconnected expense reporting process includes:
Down loading and saving a copy of the expense spreadsheet
template using the Down load Expense Spreadsheet function.
Access to your corporate intranet is required to d ownload this
template.
Using the expense spreadsheet to enter expense reportinformation.
Transferring expense reports created with the spreadsheet to
SelfService Expenses u sing the Upload Expense Spreadsh eet
function. Once uploaded , the transferred information app ears as
an expen se report in SelfService Expenses and users can upd ate,
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Sending Receipts to Accounts Payable
After an em ployee submits an expense report, SelfService Expenses
displays a customizable confirmation page with instructions for the
employee. For examp le, you m ay wan t to inform the emp loyee that a
notification w ill be sent wh en the report is approved by man agement
and at that time all original receipts m ust be sent to the accounts
payables dep artm ent. (Most companies requ ire original receipts for
verification before reimbu rsing emp loyees for bu siness expenses.)
AP Expense Report WorkflowWhen an employee submits an expense report for approval, the AP
Expense Report workflow process begins.
Server Side Validation Process
The Server Side Validation process add s required information to th e
tables AP_EXPENSE_REPORT_HEADERS and the
AP_EXPENSE_REPORT_LINES so the w orkflow app roval processes andthe Payables Invoice Import program can process the report properly.
Once the Server Side Validation p rocess is comp lete, a report can be
viewed in th e Payables Expense Report w indow.
For more informa tion on this process, see: Summ ary of the Server Side
Valida tion Process: page 525.
Manager (Spending) Approval Process
TheManager (Spending) Approval process routes expense reports to
managers for approval. A man agers ability to approve a report
depend s on their signing limit. If the total report am oun t is greater than
the manager s signing limit, workflow forward s the report to the next
person in the m anagement h ierarchy that has proper signing au thority.
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Rejection Process
When a manager rejects an expense report, theRejection process begins.
The Rejection p rocess notifies the emp loyee that the rep ort ha s been
rejected and may provide a reason. The employee can optionallymod ify and resubmit the report for approval using the Mod ify Expense
Reports function.
For a detailed d escription of this process, see: Summ ary of the
Rejection Process: page 586.
AP Approval Process
TheAP Approval process first determines w hether an expense reportrequires the app roval of the accounts p ayable department. If app roval
from the accounts p ayable department is not required, the process
autom atically app roves the expense report. If the report requires
app roval from the accounts payable dep artment, the p rocess waits until
it receives a respon se from tha t dep artm ent before continu ing.
The accounts payable departm ent uses the Expense Reports window in
Oracle Payables to review, adjust, short pay, and app rove SelfService
expense reports. A Payables emp loyee app roves an expense report bychecking the Reviewed By Payables check box and the Receipts Verified
check box for all expense lines that requ ire a receipt. If receipts are
missing for expense lines that require them and the Receipts Verified
box is not checked, the report can be ap proved but it w ill be short paid.
See: Sum mar y of the A P Ap proval Process: page 558.
After the accounts p ayable department ap proves an expense report, the
Oracle Payables Invoice Imp ort progr am conver ts the report into an
invoice. See: Convert ing Expense Reports into Invoices: page 115.
See Also
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Converting Expense Reports into Invoices
Oracle Payables only pays invoices, so before an app roved expense
report can be paid , it must be conver ted into an invoice. The Oracle
Payables Invoice Import converts expense reports created in
SelfService Expenses into invoices in O racle Payables. An expense
report can be p rocessed by th e Invoice Import p rogram only if it
receives approval from both the employees manager and the accounts
payable departm ent d uring the AP Expense Report workflow process.
After running the Invoice Import program, Payables prints the Invoice
Impor t Exceptions Report. This report lists all expense reports that
could not be imported and th e exception (rejection) reason. When a
report is rejected by the Invoice Import progr am, you mu st correct allproblems in the expense report and then resubm it Invoice Import to
create an invoice.
For a list of reasons w hy a report can be rejected, refer to the Invoice
Impor t Exceptions Report in the Oracle Payables User Guide.
Paying Expense ReportsAfter the Payables Invoice Impor t progr am creates invoices for expense
reports, you can create paym ents for the invoices using the sam e
method as for other invoices. The AP Expense Report wor kflow also
sends a notification to the employee when payment is created in Oracle
Payables for an expense report. This notification includ es the
reimbu rsement amou nt, the expense report num ber, check nu mber (if
anY) and the bank information (if paymen t is directly deposited into
the emp loyees bank account).
For more information, see: Approval in the Oracle Payables User Guide.
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C H A P T E R
2T
Setting Up SelfServiceExpenses
his chapter d escribes the steps you need to p erform to set u pSelfService Expenses. It includes information abou t setting up Oracle
app lications technology, Oracle Hu man Resources, Oracle Payables,
and Oracle Projects to work w ith SelfService Expenses.
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Setting Up SelfService Expenses
This chapter explains how Oracle SelfService Expenses integrates w ith
Oracle Hu man Resources, Oracle Payables, and Oracle Projects. It alsodescribes the p rofile options you mu st define to use SelfService
Expenses and how to use the Web Applications Dictionary to
customize your installation.
Setting Up Underlying Oracle Applications Technology
Table 2 1 lists all Oracle App lications tha t integrate w ith SelfService
Expenses, and w hether they are required.
Application Required?
Oracle Payables Required
Oracle Workflow Required
Oracle Projects Optional (required if employees need
to enter project/ task information inexpense reports)
O ra cle Hu m an Resou rces O pt ion al
Oracle SelfService WebApplications
Required
Table 2 1 (Page 1 of 1)
See Also
Oracle Payables User Guide
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Setup Checklist
Perform th e following steps to im plemen t Or acle SelfService
Expenses.
Oracle Human Resources Setup Steps
Refer toManaging People Using Oracle HRMS for more information
about th e following step.
StepNumber Required? Description
u Step 1 Required Define Your Employees.
See: Enter Person (Managing People Using Oracle HRMS)
Note: If you are not implementing Oracle H um an Resources, you candefine employees in the Enter Person window in Oracle Payables.
Table 2 2 (Page 1 of 1)
For more informa tion, see: Oracle Hu man Resources: page 26.
Oracle Payables Setup Steps
Refer to the Setting Up Oracle Payables section in the Oracle Payables
User Guide for more information about the following steps.
StepNumber Required? Description
u Step 2 Required Assign Expense Reporting Responsibilities.See: Assigning Expense Reporting and Workflow Respon sibilities: page26.
u Step 3 Required Assign Signi ng Limits to Your Managers.
See: Assigning Signing Limits: page 2 8
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DescriptionRequired?Step
Number
u Step 1 Required Review Payables Expense Report Options.
See: Reviewing Payables Expense Report Op tions: page 210
u Step 2 Required Define Your Expense Report Templ ates.
See: Defining Expense Report Templates: page 210
u Step 3 Optional Review Multiple Currencies Setup.
See: Reviewing Multiple Cu rrencies Setup : page 211
u Step 4 Optional Secure the Review ed by Management Check Box.
See: Securing th e Reviewed by Man agemen t Check Box: page 212
u Step 5 Optional Set Up Tax.
See: Setting Up Tax: page 213
u Step 6 Optional Define Your Descriptive Flexfields.
See: Setting Up Descrip tive Flexfields: page 213
u Step 7 Optional Set Up Credit Cards.
See: Setting Up Credit Ca rds: page 237
Table 2 3 (Page 2 of 2)
For more information, see: Oracle Payables: page 26.
Oracle SelfService Expenses Setup Steps
StepNumber Required? Description
u Step 8 Required Set Profile Options.
See: Setting Up SelfService Expen ses Profile Op tions: page 225
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DescriptionRequired?Step
Number
u Step 11 Optional Set Up Client Extensions.
See: Client Extens ions: page 32
u Step 12 Optional Set Up Expense Spreadsheet.
See: Expense Spreadsheet: page 42
u Step 13 Required Customize the AP Expense Report Workflow.
See: AP Expense Report Workflow: page 52
u Step 14 Optional Customize Online Help.
See: Customizing the SelfService Expenses Online Help: page 223
Table 2 4 (Page 2 of 2)
See Also
Setting Up SelfService Expenses Profile Options: page 225
Using th e Web Application Dictionary to Cu stomize SelfServiceExpenses: page 232
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Oracle Human Resources
You m ust enter em ployee information before employees can use
SelfService Expenses. The table below lists the p ersonal informa tion
you en ter for each em ployee and how SelfService Expenses u ses this
information.
Information How Information is used in SelfService Expenses
Em ployee N am e N am e that ap pears in exp ense reports.
Ma il To ad dress In dica tes w here exp en se rep ort reim bu rsem en t ch eck issent (for example, home or work ad dress)
H om e ad dress Defines ad dress to w hich ad dress exp ense reportreimbursement check is sent (if Home is designated in th eMail To field).
Supervisor Person to whom a signing limit is assigned and whoapproves or rejects expense reports via w orkflownotifications.
Accounting Defines d efau lt accou nt for expense reports. The valu eyou enter in the Departm ent segment of the accountingflexfield appears as th e default Cost Center in the N ew
Expense Report p age.
Table 2 5 (Page 1 of 1) Person Information in SelfService Expenses
If you u se Oracle Hu man Resources to enter emp loyees, refer to
Managing People Using Oracle HRMS for more informa tion.
Oracle Payables
Assigning Expense Reporting and Workflow Responsib ilities
Employees can u se SelfService Expenses on ly if they are d efined as
application users and assigned the Expense Reports and Workflow
ibiliti Y d fi li ti i th U i d
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refer toManaging People Using Oracle HRMS. Otherwise, see:
Entering Employees as Sup pliers in the Oracle Payables User Guide.
" To assign SelfService Web Applications expense reporting andworkflow responsibilities to an employee :
1. Using the System Administrator responsibility, navigate to the
Users window.
2. Query the name of an employee.
3. In the Responsibilities tabbed region, assign the Expense Reports
responsibility and the Workflow responsibility to the emp loyee.
4. Save your work .
Assigning Authorized Delegates
An em ployee can enter an expense reports for another p erson if they
are set up as an authorized delegate. For example, you may w ant to set
up executive assistants as authorized delegates so they can enter
expense reports for their managers.
When creating an expen se report for someone else, auth orizeddelegates use their ow n user nam e and passw ord to access SelfService
Expenses. The delegate then chooses the name of the person for whom
they are creating the expense report from a list.
Prerequisite
u Define as app lication u sers the employees you w ant to m ake
authorized d elegates, and assign to th em the Expense Reports and
Workflow responsibilities. See: Assigning Expense Reportingand Workflow Responsibilities: page 26.
" To assign a user the authority to enter expense reports for another
user:
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do n ot know the emp loyees Person ID, select the emp loyees nam e
from the list of values, and the system w ill enter the Person ID.
5. Repeat steps 2 and 3 if you w ant this delegate to be able to enter
expense reports for other employees.
6. Save your wor k.
Assigning Signing Limits
Managers can approve an expense report only if the total amou nt of the
report does not exceed their signing limit. The Manager (Spend ing)
Approval Process in the Expense Reporting workflow uses the signing
limits you d efine to determine wh ether managers have au thority toapp rove expense repor ts. See: Summ ary of the Manager (Spending)
Approval Process: page 531.
When you a ssign signing limits to a manager, you sp ecify a cost center
to wh ich the signing limit app lies. You can also give managers signing
limits for mu ltiple cost centers.
Multiple Reimbursement Currencies and Signing Limits
If you set up SelfService Expenses to a llow mu ltiple reimbu rsemen t
currencies, employees can request reimbursement in a currency other
than your fun ctional (operating) curren cy. The signing limits that you
define for app rovers app ly to your functional currency. When an
emp loyee specifies a d ifferent reimbursemen t currency, the system
converts the report total into you r functional currency, and th en
compares this amount to the managers signing limits.
For examp le, Manager A has a signing limit of 500.00 USD (the
functional currency). An emp loyee enters an expen se report in whichthe reimbu rsable amou nt is 700 British pound s (GBP). If the curren t
exchan ge rate betw een GBP and USD indicates that 1 GBP = 1.2 USD,
the system d etermines that th e total reimbursable amou nt is 583.33
USD, which exceeds Man ager As signing limit. The Expense Report
workflow then forwards the app roval request to a manager whose
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4. Enter the cost center for which you w ant this manager to approve
expense rep orts, or select from the list of values.
5. Enter a signing limit for this manager.
6. Repeat step 4 if you want this manager to be able to approve
expense repo rts for more than one cost center.
7. Save your work .
See Also
Reviewing Mu ltiple Currencies Setup: page 211
Entering Employees as Suppliers
Before an expense report can be paid , an invoice must be created for it
in Oracle Payables. The Payables Invoice Imp ort program
autom atically generates invoices for expense reports created in
SelfService Expenses, but em ployees who submit them mu st be
defined as suppliers in Payables.
To ensure that emp loyees are defined a s suppliers, enable the Create
Employee as Sup plier option in the Payables Options wind ow. If you
enable this option, Payables autom atically enters employees as
supp liers du ring the Payables Invoice Import p rogram.
For a detailed description of the Create Employee As Sup plier option
see: Expense Report Payables Op tions in the Oracle Payables User Guide.
Note:
If you do not enable this option in Payables, you m ustmanu ally enter em ployees as supp liers in the PayablesSuppliers window before submitting Payables Invoice Import.For more informa tion, see: Entering Emp loyees as Sup pliers inthe Oracle Payables User Guide.
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Setting D efault Expense Check Address
Use the Payables Financials Options window to specify whether
reimbursement checks for expense reports should be sent to an
emp loyees hom e or office add ress.
This setting ap plies to all new emp loyees you enter and can be up dated
at any time. You can also override this value when entering expense
reports.
Note: If you are using Oracle Human Resources, you define anemployees hom e and office add resses in the People w indow ;otherw ise, you en ter this informa tion in the Enter Personwindow using the Payables responsibility.
For more information, see Hum an Resources Financials Op tions in the
Oracle Payables User Guide.
" To set the default expense check address:
1. In Payables, navigate to the Hum an Resources tabbed region of the
the Financials Options window.
2. Select an Expense Reimbursement Address of either Home or
Office.
3. Save your wor k.
Reviewing Payables Expense Report Options
The Expense Report tabbed region of the Payables Options window
controls certain aspects of the expen se reporting process in Payables.
Review these settings to become more familiar with them and
und erstand h ow they affect the expense reporting p rocess.For detailed d escriptions of the options and defaults in this w indow,
see Expense Report Payables Options in the Oracle Payables User Guide.
Defining Expense Report Templates
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Mapping Credit Card Expense Types
When d efining expen se report temp lates in Oracle Payables, you can
specify a credit card expense type for each expen se item. When a u ser
imports credit card tran sactions into an expen se report in SelfServiceExpenses, the system automatically populates the expense type in the
New Expense Report p age according to the item charged to the
corporate credit card.
For examp le, if you a ssign the card expense typ e Hotel to the
expense item Lodging , all hotel credit card charges hav e the expense
type H otel after you import them into SelfService Expenses. See:
Setting Up Credit Card s: page 237.
ProjectRelated Expense Report Templates
If your emp loyees need to enter p rojectrelated expense reports in
SelfService Expen ses, you mu st d efine a p rojectrelated expense
report tem plate in Oracle Payables. To create a projectrelated expense
report in SelfService Expenses, an emp loyee chooses p rojectrelated
expense items from the list of values on the New Expense Report
window.
To create p rojectrelated expen se items, you associate expen se itemswith Oracle Projects expend iture types in the Expense Report
Temp lates window. Employees can then associate a project nu mber
and a task nu mber w ith the projectrelated expense items w hen they
enter expense reports in SelfService Expen ses.
Note: Users cannot en ter or view p rojectrelated informationin the Payables Expense Reports window.
For more informa tion, see Expense Report Temp lates in the Oracle
Payables User Guide.
Reviewing Multiple Currencies Setup
The currency in wh ich an expense report is paid is known as the
reimbursement currency Self Service Expenses users can specify a
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" To review multiple currencies setup:
1. In Payables, navigate to the Payables Options window.
2. Verify that the Use Multiple Currencies Payables option is checked.
3. Navigate to the Currencies window.
4. Verify that all currencies your company uses to reimburse
employees are enabled.
Additional Information
For more information on setting u p Payables for mu ltiple currencies,
see:
Foreign Curren cy Transactions (Oracle Payables User Guide)
Currencies Window (Oracle Applications System Administrators
Guide)
Currency Payables Options (Oracle Payables User Guide)
Securing the Review ed by Management Check Box
When the accounts p ayables dep artment receives and ap proves the
original receipts for an exp ense repor t, the Oracle Payables user checks
the Reviewed by Management box in the Payables Expense Report
wind ow. This indicates that the report has been approved by all
required parties and is ready to be converted into an invoice and paid.
Because expense reports can only be converted to invoices and paid if
the Reviewed By Managem ent box is checked, you may w ant only
specific Payables users to be able to upd ate this option. You can d o this
by remov ing the function from a u sers responsibility.
" To prevent a responsibility from up dating the Reviewed by
Management check box:
1 Using the System Administrator responsibility navigate to the
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Setting Up Tax
The Tax Code Defau lts hierarchy you specify dur ing Oracle Payables
setup d etermines the default tax code w hen entering expense reports in
SelfService Expenses. If you w ant em ployees to be able to adjust thedefau lt Tax Code, create a pop list of alternate Tax Code values. For
more inform ation, see Tax Codes in the Oracle Payables User Guide.
" To set up the tax code poplis t in the Enter Receipts page:
1. Set the profile option SS Expenses:Enable Tax to Yes. See: Profile
Options for Oracle SelfService Expenses: page 225.
2. In the Tax Codes wind ow, check the Enable for SelfService Users
check box for each Tax Code you want to ap pear on the poplist.
3. If you use natural account tax defaulting and w ant to allow override
of tax codes th at are assigned to accounts, choose the Allow
Overrid e check box in the GL Tax Assignmen ts wind ow.
For more information about using the n atural account for tax
defau lting, see Tax Defaults and Rules Payables Options in the
Oracle Payables User Guide.
4. Save your work .
Setting Up D escriptive Flexfields
Descriptive flexfields are an Oracle App lications feature that you can
implement to collect additional information about employee expenses.
Descriptive flexfields h ave tw o kind s of segments or fields: global and
contextsensitive.
Contextsensitive segments appear only when users select expensetypes to wh ich you h ave associated flexfield segments. For examp le,
you could associate the segm ents Airline, Class, Origin, and
Destination with the expen se type Airfare. When an emp loyee chooses
Airfare as the expense type for a receipt, these fields appear in the
Details page.
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Reporting on Flexfield Data
SelfService Expenses stores flexfield information in the columnsATTRIBUTE 115 in the AP_EXPENSE_REPORT_LINES table. You can
import flexfield information into th e AP_INVOICE_DISTRIBUTIONS tableby subm itting the Payables Invoice Imp ort program . You can then use
this information for custom reports or programs.
" To import descriptive flexfields into the AP_INVOICE_DISTRIBUTIONS
table:
u Run th e Payables Invoice Impor t progr am an d select Yes for the
Transfer Descriptive Flexfield option.
For detailed information see Reporting on Flexfields Da ta in the Oracle
Applications Flexfields Guide.
Def ining Descriptive Flexfields in the Expense Spreadsheet
The Expen se Spread sheet enables employees to create expense repor ts
wh en access to your corporate intran et is unavailable. If you d efine
descriptive flexfields to u se in SelfService Expenses, we suggest you
set up th ese flexfields in you r Expense Spread sheet at the same time.
For more information, see: Setting Up Descriptive Flexfields in the
Excel Template: page 411.
Planning your D escriptive Flexfields
The Oracle Applications Flexfields Guide describes in d etail how to plan
and im plemen t descriptive flexfields in Oracle Applications. However,
the flexfield setup process for SelfService Expenses requires specific
tasks not mentioned in the Oracle Applications Flexfields Guide. Use thefollowing documen tation and the Oracle Applications Flexfields Guidetogether when defining d escriptive flexfields for u se w ith SelfService
Expenses.
See the following chap ters in the Oracle Applications Flexfields Guide for
d il d i f i l i d i i fl fi ld
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define. For examp le, if you d efine two global segments, you can d efine
up to thirteen contextsensitive segments for each expense type.
To p lan contextsensitive an d global descriptive flexfields for use in
SelfService Expenses you must:
Determine expen se types for which you w ant to collect
additional information (these are your contextsensitive
segments).
Determine informa tion you w ant to collect regardless of expense
type (these are your global segmen ts).
Determine how you want users to enter information. You can
choose from the following three methods:
a text box with pop list that contains a list of values
a check box
a text box
The table below provides an examp le of how you could ou tline your
flexfield segmen ts.
Expense Types for whichyou w ant to collectadditional information...
Additional i nformationyou want to capture(segments).
How you want users toenter the inf ormation.
Airline Select an airline from a listof values (United,American, Delta, and soon).
Airfare Class Select a class from a list of value s (First, Business, orEconomy).
Ticket Number Type in text box.
Entertainment Names of attendees Type in text box.
Car Rental Agency Select an agency from a listof values (Hertz, Avis,N ti l B d t d
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Descriptive Flexfields Setup for SelfService Expenses
Follow th e steps below to set u p d escriptive flexfield segm ents for
SelfService Expen ses.
The following ta sks are required t o set up descriptive flexfields:
Defining Descriptive Flexfield Segments: page 213
Testing your Work: page 219
To define lists of values for your flexfields segments, see: Defining Lists
of Values: page 219.
Prerequisites
u In Payables, set the profile option SS Expenses:Enable DescFlex to
Yes. See: Profile Options for Or acle SelfService Expen ses: page
225.
u In Payables, navigate to the Expense Report Temp lates window
and note the exact spelling of the expense types to w hich you wan t
to assign flexfield segm ents.
Defin ing Descriptive Flexfield Segments
u Plan your Descriptive Flexfields: page 214
u Review the exact spelling of you r expense typ es in the Oracle
Payables Expense Report Temp lates window. (see Warning below)
" To set up descriptive flexfield segments for SelfService Expenses
1. In Payables, navigate to the Descriptive Flexfields Segmentswindow.
2. Press F11, then enter Oracle Payables as the Application and
Expense Report Line as the Title. Press CtrlF11 to execute the
query.
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expense typ e exactly how you want it to app ear in SelfService
Expenses. Enter the same value in the Name field.
Attention: Enter the expense types exactly as they app ear in
your SelfService Expensesenabled expense rep ort temp late.If these values do not exactly m atch, the contextsensitivesegmen ts you d efine d o not ap pear in SelfService Expenses.
Examples of expense types you might define include:
Air fare
Enter tainment
Car Renta l
5. To create global segments, select the Global Data Elements line,then choose the Segmen ts button . To create contextsensitive
segmen ts, select the lines w ith expense typ es, then choose the
Segments bu tton.
Attention: Global Data Elemen ts is a defau lt value, so you donot need to enter anyth ing in the Code field of the ContextField Values region to create a global flexfield.
6. In the Segments Summ ary window, enter the following for each
global or contextsensitive segm ent:
A num ber. The number you enter determines the order in w hich
the segm ents are d isplayed in SelfService Expenses.
A name for the segment and a wind ow prom pt. The text you
enter in the Wind ow Prompt field app ears next to the segment in
SelfService Expenses.
A colum n nam e. This determines in w hich columns of the
AP_EXPENSE_REPORT_LINES table the system stores your
flexfield segments.
A value set. If you d efined a list of values to use for a segmen t,
enter the nam e of that value set.
Attention: If you w ant a contextsensitive or global segmenth k b i S lf S i E
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Figure 2 1 Segments Window
description app ears in a p opup alert when a field prom pt is
selected in SelfService Expen ses.
Attention: You mustenter a d escription for each global and
contextsensitive segment. If you d o not enter a description,the segm ent d oes not ap pear in SelfService Expenses.
8. Enable the segment, then save your work. Repeat steps 7 and 8 for
each new segment.
9. Return to the Descriptive Flexfield Segments window and check
the Freeze Flexfield Definition check box.
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Defining Lists of Values
You can d efine a correspond ing list of values for d escriptive flexfield
segments. For examp le, you could set up th e segment Airline to have a
list of values containing Am erican, United , Delta, Northwest, and soon. A list of values appears in the Receipt Details window next to the
segments you define.
Suggestion: If you w ant a segment to ap pear as a check box,use the p redefined value set A P_SRS_YES_NO_MAN D.
See Values and Value Sets and Defining Value Sets in the Oracle
Applications Flexfields Guide.
To define a list of values you mu st:
Define a value set.
Define a list of segment va lues.
Defi ning a Value Set
To define a v alue set, navigate to th e Value Sets wind ow in Oracle
Payables. For more inform ation, refer to Defining Value Sets in the
Oracle Applications Flexfields Guide.
Additional Information: When selecting a validation typ e forSelfService Expenses flexfield segments, you can only choosefrom the following th ree validation types:
Independent: If you choose th is validation type, a pop listapp ears next to the segmen t. You define what values this
pop list contains in the Segmen t Values wind ow. See:
Defining a List of Segm ent Values: page 220.
None: If you choose this validation typ e, a poplist does notapp ear next to the segment. Use this type when you w ant
to allow u sers to enter any value as long as that value meets
the value set formatting rules.
Table: A tablevalidated value set provides a predefinedli t f l lik i d d t t b t it l
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Def ining a List of Segment Values
Define a list of segment values for a valu e set to specify the en tries that
app ear in th e list of values in SelfService Expenses. For example, if
you a re entering segmen t values for the Airline value set, enter United,Amer ican, Delta, TWA, and N orthw est.
To define a value set, navigate to th e Segmen t Values window in O racle
Payables (Setup>Flexfields>Valida tion>Values). For step by step
information, refer to Defining Segment Values and Segmen t Values
Wind ow in the Oracle Applications Flexfields Guide.
Testing your Flexfields
After defining your flexfield segm ents, verify that the segm ents app ear
in SelfService Expenses as you intend ed. The flexfield segmen ts you
define app ear in both Oracle Payables and SelfService Expenses. We
suggest you n avigate to the Expense Reports wind ow in Payables first
to review the segments. If you are not satisfied w ith how they ap pear,
resolve the problems as described in the p revious sections, then review
the segments again in Payables.
Once you are satisfied w ith the w ay the segments ap pear in Payables,
log in to Oracle SelfService App lications and ensu re that th e segmentsapp ear as intend ed in SelfService Expenses.
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Oracle Projects
This section prov ides an overview of the p rojectrelated expense rep ort
process. Each step refers you to docum entation where you can find
more detailed information.
1. Set up Payables, SelfService Expenses, and Oracle Projects to
process p rojectrelated expense reports created in SelfService
Expenses.
See: Setting Up Oracle Projects with SelfService Expenses: page
222.
2. An employee creates an expense report that includ es
projectrelated informa tion (a project and task num ber). The
report can be created either online (using the Create New Expense
Report function) or via the disconnected expense repor ting process.
3. The employee submits the expense report for approval in
SelfService Expenses. The system validates the projectrelated
information and saves the expense report information in the
Payables Invoice Import tables. Submitting a report also initiates
the Expense Repor ting Workflow process. Workflow usesthe
Project Expense Report Account Generatorto assign an expense
accoun t to each projectrelated item on the expense report.
For more information, see Workflow: Project Expense Report
Account Generator in the Oracle Projects User Guide.
4. Your accounts payable department uses the Payables Expense
Report window to review, aud it, adjust, and ap prove expense
reports entered in SelfService Expen ses. (Projectrelated
information does not ap pear in this wind ow.)
When an expense report is app roved via the Manager (Spend ing)
App roval Process and the AP Ap proval Process, the report can be
imported into Payables. Note that an y un verified receipts are
subject to short p ayment d uring th e workflow p rocess.
See: AP Approval Process: page 114.
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rejected, correct the problem (s) in the Payables Enter Expense
Report window then resubmit the Invoice Imp ort program. See:
Payables Invoice Impor t Report in the Oracle Payables User Guide.
6. Adjust project information in the Payables Distributions window asnecessary. See: Ad ding or Mod ifying Projects Inform ation on
Invoices in th e Oracle Payables User Guide.
7. Approve and pay the invoice in Payables. See: Schedu ling
Payments in the Oracle Payables User Guide.
Setting Up Oracle Projects w ith Se lfService Expenses
SelfService Expenses in tegrates w ith Or acle Projects so users can ad d
projectrelated inform ation to expense reports. To integrate
SelfService Expenses with Oracle Projects, complete the following
steps.
" To integrate Oracle Projects w ith SelfService Expenses:
1. Enable employees to enter projectrelated expense report via
SelfService Expenses.
To enable an emp loyee to enter p rojectrelated expense reports v iaSelfService Expenses, set the Oracle Projects profile option
PA:Allow Project Time and Expense Entry to Yes. For more
information, see: Profile Options in O racle Projects in the Oracle
Projects User Guide.
2. Customize the Project Expense Report Account Generator.
TheProject Expense Repor t Account Generator is an O racle
Projects workflow p rocess that d etermines the accoun t for each
projectrelated expense line created in SelfService Expen ses. Thedefau lt logic of this process returns the CCID (Code Combination
ID) of the employee who incurred the projectrelated expen ses.
You can custom ize theProject Expense Repor t Account Gener ator
to meet your requirements.
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4. Set up Transaction Controls in Oracle Projects (optional).
For informa tion on setting up transaction controls to valida te
expense rep ort receipts, see Transaction Controls in th e Oracle
Projects User Guide.5. Write the Sum maryLevel Validation Extension in Oracle Payables
(optional).
Dur ing the expense repor ting p rocess, SelfService Expenses calls
the Payables Custom ValidateLine API. You can customize this API
to perform custom receiptlevel valida tion. This API is includ ed in
the file $AP_TOP/ admin/ sql/ apwd fcfs.pls.
6. Define a projectrelated expense report temp late in Payables.
In the Expense Report Temp lates wind ow, associate a list of
Projects expend iture types with expense items. See Expense
Report Temp lates in the Oracle Payables User Guide.
7. Customize the DetermineMgrInvolvement API (optional). See
Managemen t Involvement Extension: page 38.
8. Set the profile option SS Expenses:Enable Projects to Yes. To do
this:
a. Using the System Administrator resp onsibility, navigate to theSystem Profile Values w indow.
b. Enter Yes for the profile option SS Expenses:Enable Projects.
c. Save your w ork.
Customizing the SelfService Expenses Online Help
You can custom ize the informa tion that emp loyees see when they
choose the help icon in SelfService Expenses. The SelfService
Expenses online help files are located in the following d irectory:
$PROD_TOP/help/US
The table below lists the help files you can custom ize.
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ContentsFilename
sse cct rxs.h tm In st ru ct ion s on im p or tin g cre dit ca rd t ra nsa ct ion s in to anexpense report as well as disputing and resolving disputed
charges.
sse cr tw eb.h tm In st ru ct ion s on crea tin g a n exp en se re por t u sin g a Webbrowser.
s secu stp hp .h tm In fo rmatio n abo ut cu stomiz in g the Per so na l Home Pag e.
ssedownload.h tm Instructions on downloading the Expense Spreadsheet .
s seen te rd is .h tm In st ru ct io ns on en te rin g an exp en se repo rt u sin g the Exp en seSpreadsheet.
ssegloss.htm Glossary of terms.
sse hist or y.h tm In st ru ct ion s on v ie win g th e st at uses of su bm it ted e xp en sereports.
sseitem iz e.h tm In form at ion abou t item izin g receip ts.
sse mod ify.h tm In fo rm at ion a bou t m od ify in g a sa ved o r reject ed e xp en sereport.
ssem ult i.h tm In stru ction s on en terin g m ultip led ay receip ts.
ssenavigation .h tm The main contents/ navigation page for SelfService Expenseshelp.
s senega tiv e.h tm In st ru ct io ns on en te rin g a re fu n d in an exp en se repo rt .
sseoview.htm Overview of SelfService Exp en ses.
s seph p ov w.h tm Genera l in fo rmatio n abo ut th e Oracle Ap p lica tio ns Person alHome Page.
ssereceip t.h tm In stru ction s on en terin g receip ts.
sserev iew.h tm In stru ction s on review in g a n exp en se rep ort.
ssesave.h tm In stru ction s on saving an exp ense rep ort as aworkinprogress.
ssesin gle.h tm In stru ction s on en terin g a sin gled ay receip t.
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Modifying SelfService Messages
You can m odify any SelfService Expenses m essages to ad d content or
make them m ore specific to your business. For examp le, you m ight
change the instructions in a w indow to use terminology that is uniquewithin your company or mod ify the content of an error message to
prov ide ad ditional information. All SelfService Expenses m essages
use the p refix AP_WEB in the m essage nam e.
Use the Oracle App lications Object Library Messages w indow to edit
SelfService Expenses m essages. For information abou t editing
messages, refer to Messages in the Oracle Applications Object Library
online help. For more informa tion about using the Message Dictionary
Generator, refer to Oracle Applications Coding Standards.
Warning: When customizing HTMLbased m essages, do n otinsert any hard return s. Inserting hard returns intoHTMLbased messages can cause system errors.
Suggestion: Make a copy of all custom m essages and storethe copy in a directory protected from upgr ades. Messages arestored in the following directory:
$FND_TOP/mesg/
Setting Up SelfService Expenses Profile Options
When imp lementing SelfService Expen ses, set values for p rofile
options to control how information app ears, what values are required,
and how the system p rocesses data. SelfService Expenses also uses
profile options from other Oracle Finan cials app lications to control
features wh ich affect more th an one app lication (for examp le, such as
Bud getary Control and Sequential Num bering).
The System Ad ministrator sets man y of these user profile options at
one or more of the following levels: Site, Application, Responsibility,
and User. Use the Personal Profile Options wind ow to view or set your
profile options at the user level
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UserResp.
System Adminis tratorResponsibility Requirements
ro ile Option
User User Resp App Site Required?DefaultValue
ICX: Date Format M ask n n n Yes DDMONRRRR
ICX: Langua ge n n n Yes AmericanEnglish
ICX: Limit Con nect n n Yes 1000
ICX: Limit Session Time n n Yes 4 hours
SS Expenses:Allow Cred itLines
n n n n No Yes
SS Expenses:AllowNonBase Pay
n n n n No No
SS Expenses:CC OverriderReq
n n n n No No
SS Expenses:CC PaymentDue From
n n No Null
SS Expenses:CC PaymentNotify
n n No No
SS Expenses:Enable
DescFlex
n n n n No No
SS Expen ses:Enable Projects n n n n No No
SS Expenses:Enable Tax n n n n No No
SS Expenses:Overrid eApprover
n n n n No No
SS Expenses:Overrid erRequired
n n n n No No
SS Expenses:Purp oseRequired
n n n No No
SS Expen ses:ReportNum ber Prefix
n n n No Null
Journals: Display InverseRate
n n n n n No No
Default Country n n n n n No
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RequirementsSystem A dministrator
ResponsibilityUserResp.
Profile OptionDefaultValue
Required?SiteAppRespUserUser
Profile Option
Sequential Numbering n n n No
Printer n n n n n No
Site Language No
Visible but not upd atable
n Updatable
blank You cannot view or change the profile option value
Table 2 8 (Page 2 of 2)
ICX: Date Format Mask
Determines wh ich da te forma t to use. The American English default is
DDMONRRRR, for example, 07JAN 1999.
For year 2000 compliance, all year formats are converted to RRRR,
wh ich accepts fourdigit century and year entries verbatim (1950 is
stored as 1950) and converts tw odigit year entr ies as follows:
Entries of 00 to 49 are conver ted to 2000 to 2049, respectively.
Entries of 50 to 99 are conver ted to 1950 to 1999, respectively.
ICX: Language
Sets the langu age. The default is American English.
ICX: Limit Connect
Sets the maximum n um ber of page hits per session. The default is
1000.
ICX: Limi t Session Time
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SS Expenses:Allow NonBase Pay
Enables users to choose the reimbu rsemen t curren cy for their expense
reports. You m ust set up Payables to use multiple currencies before
you can enable this option.
See: Reviewing Multiple Cur rencies Setup : page 211.
SS Expenses:CC Overrider Req
Indicates whether users mu st enter an overriding ap prover wh en they
charge their expense reports to a cost center d ifferent than their own.
Select Yes to requ ire employees to enter the Overriding Approver field
only when employees enter a cost center other than their default costcenter and the app rovers of these expense reports are in an
organization other than the p reparers organization.
Attention: The seeded Find Approver function activity in theAP Expense Report w orkflow requires that u sers enter anoverriding approver w henever they charge expense reports tocost centers different than their own . Therefore, you mu st setthis option to Yes if you u se the seeded Find Approver functionactivity.
SS Expenses: CC Payment D ue From
Use this profile option to indicate whether payment for corporate credit
card charges is due from the employee, the company, or from both the
emp loyee and th e comp any. There is no default value.
Note: The Bothp ay workflow p rocess uses this profile optionto determine w hether more than one expense report is createddu ring the AP Expense Report App roval process. If this profile
option is set to Both, paym ent is du e from both the emp loyeeand the company.
For example, an expense repor t includ es businessrelated
expenses for which the employee paid cash as well as corporate
card charges In this case the expense repor t must be split into
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SS Expenses: CC Payment N otify
Use this profile option to sp ecify whether a notification is sent to
employees when payment is created in Oracle Payables for corporate
credit card charges. The default value is No.
For more inform ation, see: AP Credit Card Workflow: page 591.
