iExpenses Overview 1

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Internet Expenses Overview

Financial Applications Overview

Copyright © 2007, Oracle. All rights reserved.1 - 2

Objectives

After completing this module, you should be able to do the following:

• Define Oracle Internet Expenses and its advantages

• Describe the expense reporting process, methods, and features

• Describe the product features

• Identify the workflow processes

• Describe product integration (overview)


Agenda

• Overview

• Expense Reporting Process

• Expense Management

• Expense Reporting Methods

• Expense Reporting Features

• Product Features

• Workflow Processes

• Product Integration Overview


Agenda

• Overview









Overview

Oracle Internet Expenses: A self-service application for employees to manage expense reports online

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Applications

ExpensesCustomer Relationship

Mgmt

iExpenses, Standard

Preferences, SSWA

Procurement Cards

Workflow

Expenses Home

T&E Policy

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Advantages of Using Oracle Internet Expenses

Oracle Internet Expenses is a tool that helps meet top management goals.

Streamlines expense reporting

Controls cost and

errors

Accessible anywhere

Enforces policies/ statutory regulations

compliance

Improves employee

productivity


Agenda

• Overview









Expense Reporting Process

Employee creates

expense report

Manager approves

report online

AP approves

online

Approved: AP creates

payment; notifies

employee

Rejected: Workflow notifies

employee

Adjusted: AP creates

payment; notifies employee

Policy Setting

• Wireless

• Disconnected (Spreadsheet)

• Credit Card Feed

• Web browser


Expense Report Import Program

The Expense Report Import Program converts expense reports created in the following applications into Payables invoices:

• Payables

• Internet Expenses

• Oracle Projects


Agenda

• Overview









Expense Management

Expenses Home


Expense Management

Expense Reports

Dispute Credit Card Transactions

Create New Expense Report

Import Spreadsheet Expenses

Export Save Search

Advanced Search

Credit Card Transactions

Credit Card Transaction History

Expenses Preferences

Field Default Preferences

Data Entry Preferences

Apply Cancel


Agenda

• Overview









Expense Reporting Methods

Using a standard web browser

• Standard method of entering expense reports

• Access to corporate intranet and Internet Expenses

Using a wireless mobile device

• Web-enabled phone

• Pager

• PDA: Palm Pilot, Pocket PC, others


Online Using Credit Card

Employee selects transactions during

expenses entry

Employees use corporate credit cards

for travel and other purchases

Your company and credit card provider create an agreement

Imports and loads credit card data to company database

Credit card provider

receives data


Disconnected Expense Reporting

• Does not initially require access to your corporate intranet or Internet Expenses

• Ideal when traveling or away from the office

• Enter expenses in an Excel spreadsheet template and upload it to Internet Expenses later


Agenda

• Overview









Expense Reporting Features

Changing Cost Centers

Entering Expense Reports for Others Designating Approvers


Entering Foreign Currency Expenses

Entering Foreign Currency Expenses

• Enter exchange rate

• Default exchange rate



• Saving In-progress expense reports– Access, update, submit

• Reviewing expense reports– Display item detail and grouping

• Viewing expense report history – Check status, line

data, adjustment



Itemizing receipts

Withdrawing expense reports

Duplicating expense reports



• Ad Hoc Reporting – Use Oracle

Discoverer to develop ad hoc reports

• Expense Report Export– Run the Expense

Report Export concurrent program from the Internet Expenses Auditor and theInternet Expenses Audit Manager responsibilities

OracleDiscoverer


Agenda

• Overview









Descriptive Flexfields

Descriptive Flexfields

• Fields used to collect required expense information

• Set up descriptive flexfields

• Map them to defined expense types


Product Features

Multiple Reimbursement

CurrenciesEnd

Date to Expense

Types

Multiple Expense

Templates


Product Features

• Missing Receipts– Receipt status remains required

• Flexible Requirements for Original Receipts– Original receipts required for an expense type– Original receipts required if expense exceeds certain

amount


Product Features

Line Level Accounting

Refund Tracking

Split expense reports across cost centers

at line level

• Enter refunds• Report refund on

previous expense• Apply refund to

other expense


Product Features

• Required Justification and Purpose– Enter justifications for specific expenses– Enter a purpose for all expenses

• Expense Report Number Prefixes– Define a prefix for every expense

report to identify invoices in AP

• Collecting tax information– Indicate that an expense line

includes tax– Choose a tax code


Product Features

• Multi-Row Display Configuration– Modify page appearance and behavior

• Client Extensions– Provided to extend functionalities

• Expense Itemization Rules– Identify expense types for itemization


Product Features

• Credit Card Transactions– Expense reports automatically

populated with credit card transactions

• Home Currency in Workflow Notifications– Display expense report amounts in

home country currency


Product Features

Expenses Workflow Process

• Defines business processes for expense-related tasks

• Handles manager and AP approval process

• Customized process definitions

Contact Us

• Enables end users to contact your help desk


Product Features

Predefined Methods for Routing Expense Reports for Manager Approval

Expense Line Drill Down in Workflow Notifications

• Go Up Management Chain• One Stop Then Go Directly• Go Directly to Person with Signing Authority

• Drill down to expense details

• Provides additional information to managers for effective decision-making


Online Policy Compliance

Online Policy Compliance

Set up policy schedules based on location to enforce expense

policies


Per Diem and Mileage

• Per Diem and Mileage Calculation– Time-based per diems– Free meals and accommodations for

per diems – Distance mileage thresholds

• Simple Setup for Per Diem and Mileage Policy Compliance– Set up operating unit options/rules– Share, copy, end date, and/or mass

update rate/policy schedules


Location and VAT Setup

• Locations Setup– Set up locations in rate and policy schedules

• VAT Merchants Field Setup– Recapture data for VAT reclamation


Short Paying and Adjusting Expense Reports

• Short Paying Expense Reports– Create new expense reports from lines with missing

receipts or inadequate justification– Eliminate the lines short paid– Reduce expense line total by the adjustment

• Adjusting Expense Reports


Audit Management and Automation

Audit Management

Audit Automation

Automate expense report processes

related to audit

• Expense report listings

• Currency/exchange rate

• All Verified shortcut

• Quick and advanced search

• Shared service center support


Product Features

Audit Queue Balancing

Expense and Violation Reporting

Paperless audit workload among auditors

• Management hierarchy

• Expense category

• Time period

• Policy violation types


Product Features

• Management Reporting by:– Employee name– Cost center– Period– Expense report details– Expense lines

• Credit Card Outstanding Transactions Management Processes– Credit card transaction aging– New options and parameters– Escalated notifications


Agenda

• Overview









Workflow Processes

• Expenses Workflow– Defines the expense report review and approval process– Initiated by expense report submission in OIE– May split expense reports to multiple reports

• Credit Cards Workflow— Aging Credit Card Transactions— Inactive Employee Transactions— Payment to Card Issuer— Payment to Employee— Process Invalid Credit Card Transactions— Process Unassigned Credit Cards— Unapproved Expense Report— Unused Credit Card Transactions


Expenses Workflow Process

Expenses Workflow

• Server Side Validation process

• Manager (Spending) Approval process

• Accounts Payable Approval process

• Short Pay Unverified Receipt Items Process

• Bothpay Process

• Rejection Process


Agenda

• Overview









Oracle Projects Integration

Oracle Internet

ExpensesOracle

Projects

Oracle Projects integration helps employees enter project-related information when creating expense reports


Oracle Grants Accounting integration

helps employees enter award

information and collect award

reimbursement

Oracle Grants Accounting Integration

Oracle Internet

Expenses

Oracle Grants

Accounting


Oracle Approvals Management

integration helps build expense

report approval rules based on

header or line data

Oracle Approvals Management (AME) Integration

Oracle Internet

Expenses

Oracle Approvals

Management


Other Product Integration

Oracle Internet ExpensesOracle

Human Resources

Oracle Systems

Administration

Oracle Application Object Library

Oracle Payables


Summary

In this module, you should have learned how to:

• Define Oracle Internet Expenses and its advantages

• Describe the expense reporting process, methods, and features

• Describe the product features

• Identify the workflow processes

• Describe the Payables Invoice Import Program

• Describe product integration (overview)

Documents

iExpenses Overview 1