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8/7/2019 AP - Control Organization Expenditures With People Soft Invoice-To-Pay Solutions
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The rest of the slides in this presentation contain additionalgraphic elements, templates, and instructions for creating yourown presentations. Its recommended that you save all the
following slidesincluding this slideas a new PowerPoint fileand name it Oracle PPT Resources, and then use it as a
graphic resource and instructional deck for creating futurepresentations.
Presentation Instructions
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S318043 : It's Time to Optimize Travel Costs with Oracle's PeopleSoftExpenses
Suresh Ghanta
Solutions ArchitectDell
Frederic Portal
Product Strategy Manager
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Program Agenda
Expenses: Strategic Opportunity
from Manual Process to Automated
PeopleSoft Travel and Expenses 9.1
PeopleSoft Travel and Expenses 9.2
Key Takeaways
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Expenses: Strategic Opportunity
from Manual Process to Automated
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7/777Source: The Economist Intelligence Unit, Working Council of CFOs, CEO-CFO Dialogue
Company-wide travel policies
Move toward centralized expense mgmt functions
Strong emphasis on audits to control spending
Increased visibility of spending behaviors
Focused on Lowering Travel and Expense CostsLeading Business Trends
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Need More From Less
Increase Productivity
Reduce OperationalCosts
Costs Out of Control Compliance
Planned spending
No Visibility Into Spend
No single source of data
Expenses: Strategic Opportunity fromManual Process to Automated
Can You Afford to Miss TheOpportunity?
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Risk Tied to Manual ProcessingSolution Expense
UnintentionalErrors
IntentionalErrors
User error
Late or missing receipts
Data entry error
Duplicate entries
Fictitious entry
Mischaracterization
Overstated expenses
Multiple claims
Inaccurate anduncontrolledexpenditures
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Cost of your Travel and Expenses
8% to 10% of your Total Operational Expenses isabout Travel and Expenses:
8-10%
T & E
20% Out of Policy
!
$50,000 $100 Million peryear for large corporation
$10,000 $20 Millionout of policy
Aberdeen Research
In Numbers:
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44%
72%
56%
28%
Other
Best inclass
Travel BookingOneline Offline
MarketTrend
48%
80%
52%
20%
Other
Best inclass
Expense ReportingElectronic Manually
Source: AberdeenGroup
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ROI Opportunities
Expense reporting is central to the T&E
process, offering the greatest potential for costsavings while increasing traveler convenience
Cost Per
Expense Report
Best
Practice
Average
Cost
Manual
Process
Process Cost $6.25 $28.91 $51.35
*4.62 *8
Compliance 90% 77% 47%
Source: Aberdeen Group
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Cost Tied to Manual ProcessingExpense Processing solution
Paper
0
2
4
6
8
10
12
14
16
Online
Reimbursement Cycle Time
(Days)
Paper Online
0
5
10
15
20
25
30
Avg. Booking Transaction costto Process Expense Report ($)
0
5
10
15
20
25
30
Paper Online
Avg. Transaction CostTravel ($)
Source: Aberdeen Group Source: Business Finance Magazine. March 2003. Keeping Expenses In Check
EstimatedYearly Savings2200 Expense
reports per
month
$380,160
$1.161,600
$1.541,760
EstimatedYearly Savings500 Expensereports per
month
$86,400
$264,000
$350,400
$28,7
$14.3
49.8%
30%15
4.6
>$51
86%
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PeopleSoft
Travel and Expenses 9.1
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Invoice toPay
TreasuryManagement
Travel &Expense
Management
ESA/ALM
FinancialControl &Reporting
Credit toCash
Financials 9.1
Helping Customers Achieve World-Class Finance ProcessesWhats New Travel and Expense Management
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Automate Your Business Processes360 Travel Solution
Integration with 3rd partypartner thru web Services
Credit CardIntegration
Online TravelReservation
Travel Authorization
ExpenseCorection
My WalletFeed
Copy ExistingUse Template
ExpensesApprovals
Receipts Audit andReceiptVerification
AuditWorkflow
GENERALLEDGER BANKROJECTS
Payroll
PayablesBar Codes
OCR
Oracle iReceiptsCash Expenses
320 x480Vertical Resolution
C ar r ie r 1 2: 3 4 P M
Web Page Title
http://host.domain.tld
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Streamline Financial ProcessesAdoption of Expenses Best Practices thru Release 9.1
Reports
Improve Control,Compliance Decision
Making
Alerts
Warning
Approval on email*
Risk Assessment
Urgency level
Efficiency, Productivity forEmployees Leading to
Reduced Costs
Streamline theCreation Process
Cash Entry
Credit CardLevel 3
Approval on email*: some platform or release are not supported
Privilege template
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Streamline Financial ProcessesOut of the box Integration with Booking Partner
Integration to Online Travel Booking Connect to Travel Partners via BPEL and XML
Use Single Sign-on to Access Travel Partners Site
Import Reservations from your Travel Partner
Either Pending or Confirmed reservations
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Streamline Financial ProcessesPrivilege Template for Users
Copy Froma Templatea Travel Authorizationan Existing Reporta Blank ReportWallet Entries(iReceipts Corporate Credit Card)
Expense EntryFrequent UserOccasional User
Be Green and saveImage receipt
Fax- electronic invoice
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Streamline Financial ProcessesFrequent Traveler Entry View:
Expense Report linked to TravelAuthorization and/or Travel
Reservation
Add charges from My Wallet
(Amex Upload)
Multi Tab
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Streamline Financial ProcessesOccasional Traveler Entry View
Single Tab
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Streamline Financial ProcessesEmbedded Policy control
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Streamline Financial ProcessesCorporate Credit Card
Reduce time and effortrequired to complete expense reports
Increase information accuracy and
reduce manual correction by accountspayable staff
Eliminate cash advance
Opportunity for fraud
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Streamline Financial ProcessesCorporate Credit Card: Level 3
Visa and MasterCard offer a greater level of detail oncertain transactions known as Level 3 data.
There are three types of Level 3 details that apply toExpenses: Hotel, Air, and Car Rental.
In release 9.1 we build the infrastructure to supportLevel 3 and we will support out of the box Hotels
24
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Streamline Financial ProcessesCorporate Credit Card: Level 3 Process of Loading
25
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Streamline Financial ProcessesCorporate Credit Card: Level 3 Set up
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Enter the number of days that the system waits to load level 3 data intoMy Wallet transactions.
This field is used during the Load External Data process to determinethe number of days to wait to load hotel information into My Wallet.
This allows time for the summary data, detail data, or both to beimported if it is sent in a separate file from the main transaction. Allother transactions flow through, but the hotel transactions are movedinto staging tables
Select to indicate that your system imports level 3 data fromcredit card vendors.
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Streamline Financial ProcessesCorporate Credit Card: Level 3 Mapping Merchant Category Groups toExpense Types
27
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Streamline Financial ProcessesPrivilege Template for Users
Enable an organization to limit access to
Expenses General Ledger
Project Costing
ChartFields by user
Used during on-line entry: EX, TA, Timereport transactions
Available to approvers by using theApproval Privilege Template page
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Streamline Financial ProcessesPrivilege Template for Users
Create a template per transaction type
Assigned to an employee at:
Business unit level
The employee role level
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Streamline Financial ProcessesPrivilege Template for Users: Template Set up
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Streamline Financial ProcessesPrivilege Template for Users: Tie it to a role
Assign a privilegetemplate to a businessunit, by using theBusiness Unit Privileges
page.
Assign a privilegetemplate to a role, buy
using the Expenses RoleSetup page.
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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen No Accounting at all
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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen ESA Only PC
Chartfields
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Streamline Financial ProcessesPrivilege Template for Users: Entry Screen GL Chartfields
Only
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Create Online Create Cash Expensesvia Web Browser via iPhone
Enter all informationusing only a standard
web browser
Streamline Financial ProcessesEliminate Paper-Based Expense Reports
320 x 480Vertical Resolution
Carrier 12:34 PM
Web Page Title
http://host.domain.tld
Enter all information ofa cash transaction
using only a standardiPhone
Before After
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Streamline Financial ProcessesOracle iReceipts
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Streamline Financial ProcessesOracle iReceipts
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Streamline Financial ProcessesOracle iReceipts
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Streamline Financial ProcessesEnable Approvals from Emails
PeopleSoft Approval Workflow Engine
Maximize PeopleSoft HR Org Structures
Configurable Approval Roles
Configurable $$ and Dept Rules
Optional Project Manager Approvals
Notifications for Required Actions
Absence and Vacation Handling
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Streamline Financial ProcessesEnable Approvals from Emails
Control Exceptions Alerts- Refinement template- Role exception
Benchmark data- Runzheimer International
- US Federal Government
Visual Indicator forReimbursement Policy
Violations
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Streamline Financial ProcessesEnable Approvals from Emails
Expense Reports
Time Reports
Time Adjustments
Cash Advances
Travel Authorizations
Alerts, Warning,
Approval on email,Risk Factor,
Urgency LevelAny Platform*
Efficiency,
Productivity forEmployees Leadingto Reduced Costs
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Streamline Financial ProcessesEnable Approvals from Emails
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Streamline Financial ProcessesEnable Approvals from Emails and Urgency Level
44
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Streamline Financial ProcessesMass approval Page: Risk, Urgency Level
Visual Indicator forReimbursement Policy
Violations
Streamline Financial Processes
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Streamline Financial ProcessesRisk Template
46
Transaction Type
Approver Profile
Streamline theApproval Process
for Employees
Leading toReduced Costs
and bettercompliance
Risk templates will define risk levels that are associated with an expensetransaction.
This will provide approvers the information they need to make an informeddecision during the approval process.
Ability to define five levels of risk for each risk template ID and transactiontype
Define risk criteria for each level of risk. Risk criteria will be assigned: At the header and line levels for expense reports and travel authorizations.
At the header level for time reports, time adjustments, and cash advances.
At the line level for time reports and time adjustments only for billable hours.
Determine how an expense transaction that has risk is routed to anapprover. An expense transaction will be routed to an approver using one ofthese methods:
Through email, where the approver will have access to all of the information that needs to beapproved.
Through an email notification, where the approver will have to log into the Expenses system toapprove the transaction.
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Streamline Financial ProcessesRisk Template
Risk Criteria
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Streamline Financial ProcessesRisk Template
S li Fi i l P
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Streamline Financial ProcessesEnable Approvals from Emails
Random audit (~20%)
100% audit of named users (Cowboys)
Receipts, Airline Tickets, Process/User defined
Pre or Post Payment Auditing
Individual or Pooled Auditors
Audit Refinements / Rules / Filters
Receipt Imaging w/ Oracle IPM or 3rd Party
Like Approvals - Workflow Enabled
Collaborate by adding Audit Comments
Streamline Financial Processes
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Streamline Financial ProcessesApproval / Audit
Detailed Approval / AuditPage
* Completed in Travel Booking System
View Receipts
(linked from Image Repository)
Line Level Approval
St li Fi i l P
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Streamline Financial ProcessesPayment / integration
Direct payments: Pay Cycle Manager AccountsPayable Payroll (PeopleSoft or Partner)
Straight Through Process:Treasury Gateway
Integration to Projects, GL,Banks, Reconciliation
St li Fi i l P
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Streamline Financial ProcessesPayment / integration
GeneralLedger
Time andLabor
PayrollBilling
Projects
Budgets
HumanResources
Payables
St li Fi i l P
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Streamline Financial ProcessesPayment / integration
GeneralLedger
Time and
Labor
PayrollBilling
Projects
Budgets
HumanResources
Payables
St li Fi i l P
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Streamline Financial ProcessesAdoption of Expenses Best Practices thru Release 9.0
1. Budget Report2. Merchants Report3. Average Expense by Employee Report4. Corporate Credit Card versus Other
5. Spending Report6. Employee Trend Report7. Top Spenders Report8. Employee Violation Amount
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Reporting Enhancements
55
A t t C li & C t l
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Automate Compliance & ControlsAutomated Accrual Processing
PeopleSoft Expenses 9.1 will add the ability toprocess period end accruals. The Period EndAccrual process will enable you to accrue forliabilities that have not been fully processed. Thiswill enable you to post a liability to the generalledger and account for expenses in the next
fiscal period.
The transactions that can be accrued at periodend are:
Expense transactions that match the criteria defined on thePeriod End Accrual Options - Document page.
My Wallet transactions that are not attached to an expensereport.
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Section Divider
PeopleSoftExpenses 9.2
P Di
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Per Diem
One Per Diem range overseas v local
Per Diem for a block range of hours Deductions for overseas travel and amount deductions for local
New Countries:
France
Germany
Spain
Italy
Netherlands
Finland
Denmark
Austria
Hungary
Israel
Poland
Egypt
Improve Employee Productivity
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Frequent User Mode
Quickly enter multipleexpense items in one
spreadsheet-likeinterface
Minimize datacorrection time
E F t
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Expense Features
Corporate Credit Card Level 3American Express
Expense type: Hotel, Car Rental, Air lines
Corporate Credit Card:Pre paid option if Organization is responsible of the Balanceof the card
Attachment:Line levelHeader level
E R t
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Expense ReportMatching
Benefit
Automatically gathers and reconciles all electronic datagenerated during the ordinary course of business travel.
Behind the scenes to automatically fill in the details withmatching CCC, TA, TR, CA, Level 3.
Pre-populated Expense Reports Credit card transaction data isautomatically captured and populated into expense reports.
Eliminates the need for employees to edit or companies toaudit an expense report.
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A Blank Report
A Template
A Travel Authorization
An Existing Report
Entries from My Wallet
TouchLess
Approve
Decline
Approve
Decline
Approve
Decline
IMP Integration
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Extract & IndexCapture Approve & PayEntryStore
IMP IntegrationIntegrated System for End-to-End image processing
Scan Receipts Store images in I/PM Manual VoucherEntry
AutomatedApprovals
IPM
E penses Appro al Workflo
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Expenses Approval Workflow
Problem/Need Statement
For some customers, the standard approval path of a supervisorfollowed by accounting audit suffices.
For others, such as professional services customers, there is aneed for multiple approvals and/or approvers, ranging fromsupervisors to project managers and other approvers (includingaccounting).
Expenses Approval Workflow
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Expenses Approval Workflow
High Level Feature Description
Ability to break a time or expense sheet apart by line items for approval todifferent Project Managers (PM)
PM only sees the row(s) (with the rest grayed out) that they need to approve
During approval, PM has the ability to modify the Billing Action field (Billable,Non-Billable, Internal) only
Approved time sheet rows flow to Project Costing even if other rows notapproved, i.e. the entire timesheet has not been fully approved
Do not force re-approval for managers upon denial and resubmission if nothinghas changed since the last approval
If the PM enters time on their own project, auto-approve the line
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Key Takeaways
Key Takeaways
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Whats New in 9.1
Privilege Template for Users
Level 3 Processing for External Data Sources
Automated Accrual Processing
Credit Card member listing
Enable approvals from mobile device */ email with smart filtering
Risk Assessment
Reporting enhancements
67
RESULTS
Greater control over largest indirect cost
Key Takeaways
End To end Expenses Solution
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Travel Partners
Credit Card
Image Partners
Per Diem
1
2
3
4 CONUS
360 Travel Solutiond o e d pe ses So ut o
Any Travel Partner withweb Services Capability
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The Oracle Value Proposition
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Improve Internal
Controls
Embed Expense policies, approval
workflows, audit filters, validateacctg, financial sanctions, analytics
Increase EmployeeProductivity
and Satisfaction
Self-service, Portal Integration,online and mobile expense entry,
and extensive user defaults
Lower ExpenseProcessing Costs
Automation, ERP and ImageIntegration, credit card import, andelectronic payments, Go Green
Capabilities to Meet Your ObjectivesThe Oracle Value Proposition
The Oracle Value Proposition
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Credit Card Charge Import
My Wallet: Amex, Diners, Visa, USBank, MasterCard
Automate Expense policy and compliance
Per Diems or Soft/Hard reimbursement limits Select Required Fields
Increase Approval efficiencies with configurable workflowand Post-Payment Audits
Provide Mobile (disconnected) data entry
Use pre-trip travel authorization
Provide pre-built ERP Integration
Accounting, Employees/Users, Projects, Payments
Delivers Best in Class Business ProcessesThe Oracle Value Proposition
Certifiedby
HackettGroup
Questions and Answers
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Q
Learn MoreP l S ft I f ti D l t R
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Follow us on PeopleSoft_Info
click icons for more information
Information PortalHosted & Mobile
PeopleBooks
Doc Home Pages andEnterprise Integration
Point Maps
Transfer ofInformation (TOIs)
Cumulative FeatureOverview & Upgrade
Resource Report Tools
Business Process Maps &Entity Relationship
Diagrams
PeopleSoft Information Development Resources
http://download.oracle.com/docs/cd/E18171_01/EIPAPP91/index.htmlhttps://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=REFERENCE&id=845867.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1051533.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=REFERENCE&id=1061003.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1117047.1https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=SYSTEMDOC&id=1117033.1http://oukc.oracle.com/static05/opn/customer_toi/psft_login.htmlhttp://www.oracle.com/technology/documentation/psftent.htmlhttp://twitter.com/PeopleSoft_Infohttp://www.oracle.com/pls/psft/homepagehttp://www.oracle.com/us/products/applications/054275.html8/7/2019 AP - Control Organization Expenditures With People Soft Invoice-To-Pay Solutions
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Appendix
For More Information
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For More Information
search.oracle.com
or
oracle.com
Expenses
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Additional Resources
Additional Resources
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Additional Resources
For more release information on MetaLink
For more information about Oracle Applications
http://www.oracle.com/applications/home.html
For more information about Education
http://www.oracle.com/education/index.html
For more information about Support
http://www.oracle.com/support/
For Oracle Product documentation:
http://www.oracle.com/technology/documentation/applications.html
http://www.oracle.com/applications/home.htmlhttp://www.oracle.com/education/index.htmlhttp://www.oracle.com/support/http://www.oracle.com/technology/documentation/applications.htmlhttp://www.oracle.com/technology/documentation/applications.htmlhttp://www.oracle.com/support/http://www.oracle.com/education/index.htmlhttp://www.oracle.com/applications/home.html8/7/2019 AP - Control Organization Expenditures With People Soft Invoice-To-Pay Solutions
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