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Oracle Internet Expense BEGINNERS GUIDE TO OIE By Prithvi Rao and Sudershan Minnala (Company Confidential - For Oracle Internal Use Only) Page 1 of 31

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Oracle Internet Expense

BEGINNERS GUIDE TO OIEBy Prithvi Rao and Sudershan Minnala

(Company Confidential - For Oracle Internal Use Only)

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Oracle Internet Expense

TABLE OF CONTENTS OIE PROCESS OVERVIEW .................................................................................................3 BASIC SETUP FOR USING ORACLE INTERNET EXPENSES.....................................4 STEP 1. DEFINE EMPLOYEES ................................................................................................4 STEP 2. DEFINE USERS .........................................................................................................5 STEP 3. ASSIGN SIGNING LIMITS ..........................................................................................6 STEP 4. DEFINE EXPENSE REPORT TEMPLATE .....................................................................6 OTHER IMPORTANT CONSIDERATION IN ORACLE INTERNET EXPENSES.....7 1. REQUIRED PROFILE OPTIONS: .........................................................................................7 2. OPTIONAL PROFILE OPTIONS: ..........................................................................................7 3. SECURING THE REVIEWED BY MANAGEMENT CHECK BOX ..............................................8 4. SETUP STEPS IN ORACLE PAYABLES ................................................................................8 5. DESCRIPTIVE FLEXFIELD USAGE IN OIE ..........................................................................9 6. CONFIGURING THE EXPENSE SPREADSHEET ...................................................................10 7. OVERVIEW OF THE DISCONNECTED EXPENSE REPORTING PROCESS ..............................10 8. CONFIGURING THE EXCEL TEMPLATE ............................................................................11 9. FILE NAME AND LOCATION............................................................................................11 SCREEN SHOTS ...................................................................................................................12 DISCONNECTED SPREAD SHEET ..................................................................................25 USEFUL SCRIPTS FOR INTERNET EXPENSE ISSUES. .............................................31 1. SUPPAPOIEUSERSETUP.SQL .........................................................................................31 2. SUPPAPOIESTATUSDIAG.SQL ........................................................................................31 3. WFSTATUS/WFSTAT.SQL .................................................................................................31

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OIE Process Overview..

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Basic Setup for Using Oracle Internet ExpensesStep 1. Define Employees One of the basic requirements for OIE is the definition of Employee and Supervisor for the said employee. For definition of employee and supervisor please navigate as follows: Responsibility: US HRMS Manager Navigation: People -> Enter and Maintain->New Enter the requisite details: A) Define a Supervisor (An employee termed as Supervisor) 1) Name, Gender, Action Type, Latest Hire Date, Social Security, Birth Date 2) Tab to Office Detail: Define the office, email id and mail to 3) Tab to Benefits: Date first Hired 4) Save the Header Information 5) Click Address: Fill the mandatory fields 6) Click Assignments: Define the Organization (Vision Operations), Group, Job and location. Then tab to Purchase Order Information in the Assignment window and define the Set of Books and Default Expense Account Note: When defining the Default Expense Account note that the expense accounts of the employee and the supervisor need to be the same (Cost Center). Other fields in the said form are optional. B) Define an Employee: 1) Name, Gender, Action Type, Latest Hire Date, Social Security, Birth Date 2) Tab to Office Detail: Define the office, email id and mail to 3) Tab to Benefits: Date first Hired 4) Save the Header Information 5) Click Address: Fill the mandatory fields 6) Click Assignments: Define the Organization (Vision Operations), Group, Job and location. Then tab to Purchase Order Information in the Assignment window and define the Set of Books and Default Expense Account. Then Tab to Supervisor and define the Supervisor for the said employee (Supervisor whom we had entered earlier) Note: Definition of supervisor is required, as the said supervisor will approve the expense report of the Employee when submitted for approval.

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Step 2. Define Users This is for integrating with Oracle System Administration. One must define the employees defined earlier as Users in order Implementing Internet Expenses. As part of this definition process, one must assign the self-service application responsibilities and a securing attribute to each user. You can perform all of these activities in the User window in System Administration. To define an employee as a user, complete the following steps: 1. In System Administration, access the Users window. Navigation: Security->User->Define 2. Enter the name that the employee will use to log in to self-service applications in the User Name field. 3. Define a temporary password for the user in the Password field. Note: When the user logs in for the first time, a prompt will appear to request a password change. Thereafter the password needs to be changed. 4. Select the name of the employee from the list of values in the Person field. Enter the email address of the employee in the E-Mail field if you use an email system to send workflow notifications to employees. 5. Save your work. 6. Assign the following responsibilities to the User: a) Workflow User Web Applications b) Internet Expenses, Operations (for blue/grey interface) c) Internet Expenses (for second generation interface) d) System Administrator e) Payables Manager f) US HRMS Manager g) Workflow 7. Assign following Securing Attributes to the User (Basic Requirement): a) ICX_HR_PERSON_ID b) TO_PERSON_ID In the Value Field enter the Person ID of the Employee or else from the list of values select the Employee Name the Value field will be automatically populated.

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NOTE: CREATE TWO DIFFERENT USERS, ONE FOR THE EMPLOYEE AND THE OTHER FOR THE SUPERVISOR. Step 3. Assign Signing Limits It is an approval process defined to determine which manager has authority to approve expense report. It is done through the Expense Reporting Workflow. When the signing limit is given one will have to specify the cost center to which this signing limit will apply. Responsibility: Oracle Payables Navigation: Employees -> Signing Limits Define the Signing limit for the Supervisor (Employee Name field), Cost Center and Signing Limit. Note: The Cost Center should be same as that was defined for the said employee. Step 4. Define Expense Report Template Expense reports templates are templates that the company uses for various types of expenses. For exp., relocation expense report, where all the relevant expense items like Hotel, Airfare etc will be defined. This will be a standard template, which will be used for such expense type. Navigation: Oracle Payables Setup -> Invoice -> Expense Report Template How to define an Expense Report Template? To define an expense report template: A) In the Expense Report Templates window, enter a Template Name and Description. to specify a day on which the template can no longer be used, enter an inactive date. B) To make an expense report template available for use in SelfService Expenses, check the Enable for SelfService Users option. C) Enter a list of expense items (for example, airfare, meals, hotel, and so on). D) Choose a Type for each expense item. E) For each expense item, you can set a default value for the following fields. These will be the defaults for the item when a user enters an expense report: Includes Tax check box Tax Code GL Account. You can enter one or more segments. Note: You can also specify whether a receipt is required above a specified amount, and whether justification is required. For testing purpose leave the require receipt field blank.

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Other Important Consideration in Oracle Internet Expenses1. Required Profile Options: a) ICX: Date Format Mask (Determines which date format to use) b) ICX: Language (Sets the language) c) ICX: Limit Connect (Sets the maximum number of page hits per session. The default is 1000) d) ICX: Limit Session Time (Sets the maximum number of hours a user can remain logged on per session. The default is four hours) 2. Optional Profile Options: a) OIE: Allow Credit Lines (This profile option enables users to enter negative receipts (credit lines) if it is set to Yes. Users enter negative receipts to report the refund of a previously reimbursed expense. The default value is Yes.) b) OIE: Enable Credit Card (Set this profile option to Yes to enable the credit card functionality to allow users with corporate credit cards to select and add credit card transactions to their expense reports.) c) OIE: Allow Non-Base Pay (Enables users to choose the reimbursement currency for their expense reports.) d) OIE: CC Approver Req (Indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different than their own.) e) OIE: CC Payment Due 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 employee and the company) f) OIE: CC Payment Notify (Use this profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card charges. The default value is No) g) OIE: Maximum Days to Show Credit Card Transactions (The number you specify indicates the number of days from the transaction date that the item is displayed in Internet Expenses) h) OIE: Enable DescFlex (Enables Internet Expenses to display descriptive flex fields.) i) OIE: Enable Projects (Enables users to enter project-related information on expense reports) j) OIE: Enable Tax (Enables tax features for Internet Expenses expense reports) k) OIE: Enable Approver (This profile option enables the Alternate Approver field in Internet Expenses) l) OIE: Approver Required (This profile option indicates whether users must designate an alternate approver for their expense reports.) m) OIE: Purpose Required (This profile option controls whether users must enter a purpose when creating an expense report) n) OIE: Report Number Prefix (This profile option specifies a prefix value for expense report numbers. For example, if you set this profile option to have use the prefix Web, your expense reporting numbering appears as follows: Web589, Web560, Web561 and so on.)

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o) PA: Allow Project Time and Expense (This profile option enables users to enter projectrelated information on expense reports.) p) Journals: Display Inverse Rate (Use this profile option to determine how the reimbursable amount is calculated when users enter foreign currency receipts) q) Language (This profile option displays the name of the language used by your application windows and menus.) r) Printer (Use this profile option to select the printer that prints Internet Expenses data) 3. Securing the Reviewed by Management Check Box After managers approve expense reports that have been created through Internet expenses, The Expense Report workflow process selects the Reviewed by Management check box in the Payables Expense Reports window. For expense reports entered directly through the Payables Expense Reports window, Payables users manually select this check box to indicate that managers have approved an expense report. To help maintain the integrity of the Internet Expenses Expense Report workflow process, you can secure the Reviewed by Management check box to prevent updates to it. It is recommended that Payables users who are responsible for reviewing Internet Expenses expense reports do not have the ability to update this check box. To prevent a Payables user from updating the Reviewed by Management check box, complete the following steps: 1. Using the System Administrator responsibility, navigate to the Responsibilities window. 2. Query the Payables responsibility that you want to prevent from updating the Reviewed by Management check box. 3. In the Function and Menu Exclusions tabbed region, select Function as the Type, and enter Expense Reports - Override Manager Approval as the Name. 4. Save your work. 4. Setup Steps in Oracle Payables 1) Defining an Expenses Clearing Account (You define the Expense Clearing Account in the Oracle Payables Financials Options window. Payables uses this as a temporary account to record information about credit card transactions when processing expense reports created in Internet Expenses. This step is only necessary if you are implementing the Company Pay reimbursement policy.) 2) Establishing Multiple Currencies Setup (The currency in which an expense report is paid is known as the reimbursement currency. Internet Expenses users can specify a reimbursement currency that is different from the companys functional currency) 3) Defining Expense Report Options 4) Enabling Automatic Tax Calculation (If you want tax distributions for Payables invoices from Internet Expenses expense reports to be automatically created, enable the Automatic Tax Calculation feature.) 5) Establishing Tax Code Defaults Hierarchy 6) Setting Up Tax 7) Enabling Currencies 8) Defining Expense Report Templates

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9) Project-Related Expense Report Templates 10) Entering Employees as Suppliers 11) Assigning Signing Limits 12) Multiple Reimbursement Currencies and Signing Limits 5. Descriptive Flexfield Usage in OIE Descriptive flexfields are an Oracle Applications feature that you can implement to collect additional information about employee expenses. Descriptive flexfields have two kinds of segments or fields: global and context-sensitive. Context-sensitive segments appear only when users select expense types to which you have associated flexfield segments. For example, you could associate the segments Airline, Class, Origin, and Destination with the expense type Airfare. When an employee chooses Airfare as the expense type for a receipt, these fields appear as further choices from which the employee can choose. Global segments always appear in the Expenses Details page, regardless of the expense type entered. Note: You must enable the profile option OIE: Enable DescFlex before users can enter flexfield data. Reporting on Flexfield Data Internet Expenses stores flexfield information in the columns ATTRIBUTE 1-15 in the AP_EXPENSE_REPORT_LINES_ALL table. You can import flexfield information into the AP_INVOICE_DISTRIBUTIONS_ALL table by submitting the Payables Invoice Import program. You can then use this information for custom reports or programs. To import descriptive flexfields into the AP_INVOICE_DISTRIBUTIONS_ALL table, run the Payables Invoice Import program, and select Yes for the Transfer Descriptive Flexfield option. To set up descriptive flexfield segments for Internet Expenses, complete the following steps: 1. In Payables, navigate to the Descriptive Flexfields Segments window. 2. Press F11, then enter Oracle Payables as the Application and Expense Report Line as the Title. Press Ctrl-F11 to execute the query. 3. Deselect the Freeze Flexfield Definition check box. 4. To create context-sensitive segments, enter expense types as values in the Context Field Values region. In the Code field, enter the expense type exactly how you want it to appear in Internet Expenses. Enter the same value in the Name field. 5. To create global segments, select the Global Data Elements line, then choose the Segments button. To create context-sensitive segments, select the lines with expense types, then choose the Segments button. 6. In the Segments Summary window, enter the following for each global or context-sensitive segment: A number. The number you enter determines the order in which the segments are displayed in Internet Expenses. A name for the segment and a window prompt. The text you enter in the Window Prompt field appears next to the segment in Internet Expenses.

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A column name. This determines in which columns of the AP_EXPENSE_REPORT_LINES_ALL table the system stores your flexfield segments. A value set. Either selects the proper value set or clicks Value Set to create a new one. 7. Select the Enabled and Displayed check boxes then save your work. 8. Return to the Descriptive Flexfield Segments window and check the Freeze Flexfield Definition check box. 9. Save your work. The system compiles the descriptive flexfield definition. Defining Sets of Values You can define a corresponding set of values for descriptive flexfield segments. For example, you could set up the segment Airline to have a set of values containing American, United, Delta, and Northwest. The poplist or list of values appears in the Expense Line Details page next to the segments you define. To define a list of values you must: Define a value set. Define a list of segment values. 6. Configuring the Expense Spreadsheet Employees that have access to their corporate intranet can log in to Oracle Internet Expenses to create and submit expense reports using a standard Web browser. Employees who are traveling or do not have access to the companys intranet can create expense reports using the disconnected expense reporting process. 7. Overview of the Disconnected Expense Reporting Process The disconnected expense reporting process involves entering expenses in a Microsoft Excel spreadsheet on a personal computer or laptop and then importing this spreadsheet to Internet Expenses. Internet Expenses provides a Microsoft Excel expense spreadsheet template that you can configure to meet your needs. A user completes the following steps to submit a disconnected expense report: 1. Export the template by choosing Export expense Spreadsheet from the Internet Expenses main menu, then create a copy of it using the Save As command. 2. Enter expenses in the spreadsheet using Microsoft Excel. 3. When the spreadsheet is complete, log in to Internet Expenses, then choose Import Expense Spreadsheet from the main menu. 4. Copy the contents of the spreadsheet in Excel, then paste the contents in the Internet Expenses Import Expense Report Spreadsheet page. 5. Click Skip to Review or Continue to ensure there is no missing or invalid data in the report. If the spreadsheet contains errors: a. Clear the contents of the upload page. b. Modify the spreadsheet in Excel. c. Copy the contents of the spreadsheet, then paste the contents in the Internet Expenses Import Expense Report Spreadsheet page. d. Click Skip to Review or Continue.

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e. When the spreadsheet passes validation, a new expense report is created in Internet Expenses. An employee can enter additional expenses, save the report as a work in progress, or submit it for approval. 8. Configuring the Excel Template The Excel template is a spreadsheet that employees use to create disconnected expense reports. Employees export the template by choosing Export Expense Spreadsheet from the Internet Expenses main menu. You must configure the Excel template so it matches your current Internet Expenses implementation. For example, all fields in Internet Expenses must exist in your template and fields that are required in Internet Expenses must also be required in the template. If the template does not match your implementation, employees cannot create and import expense reports using the disconnected process. To configure the Excel template, you must copy specific values from various Oracle Payables windows and enter them in the template. 9. File Name and Location The formatted Expense Spreadsheet is called apwexpmc.xls and is located in the following directory: $AP_TOP/html/US You must use Microsoft Excel 5.0 or higher. Required Tasks Perform the tasks to configure the Excel template described in the following sections of this chapter: Showing the Sheet Tabs Defining the Date Format Entering an Expense Template Name Setting Up Expense Types Setting Up Descriptive Flex fields in the Excel Template For more information about configuring the template, refer to Other Setup Considerations. Recommended Setup Tasks The following sections cover the recommended tasks: Protecting the Custom Excel Template Testing the Custom Excel Template

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SCREEN SHOTS1) Login into Oracle Applications Jinitiator Connection Strings is connecting string for Applications Webapps & Workflow is the is connecting string for IExpenses

2) Navigate to US HRMS Manager Application

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3) Navigate: People -> Enter and Maintain -> New

4) Enter the Name, Action Type, Social Security, Gender and Birth Date (Defining the Supervisor)

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5) In the Office Details: Enter the Office and E-Mail Id

6) In the Benefit Tab Enter the Date First Hired if the hire Date is before the Sys Date.

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7) In The Address Tab Enter the Requisite Details

8) In the Assignment Tab Enter Organization, location, Set Of Books and Default Expense Account (Important to Note the Cost Center)

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9) Enter the another Employee who shall have the same setup as that of his supervisor but shall have to be defined a relationship with his supervisor, this is made by defining the in the Assignment Window under the Supervisor Tab the name of the Supervisor

10) Navigate to System Administration Responsibility

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11) Navigate: Security->User-> Define and define the User Name, Password, Select Person Name from the LOV, E-Mail Id and attach the Responsibility for the said User.

12) For the said User attach the Securing Attributes ICX_HR_PERSON_ID and TO_PERSON_ID

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13) Navigate to Oracle Payables Responsibility->Setup-> Invoice-> Expense Report Template

14) Define a Expense Report Template: Enable the Enable for Internet Expenses

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15) Now Login as User-> Employee Name that You have Defined with the Password

16) Click on Internet Expenses

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17) Click on Expense Entry-> Enter New Expense Report

18) Enter The General Information-> Click Next

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19) Enter the Cash and Other Expenses-> Click Next

20) Review the same -> Save the said Expense Report-> Submit

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21) On Submission of the said Report the Confirmation Page is displayed

22) Logout from the Employee as a User and Logon under Supervisor as User

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23) Click on Workflow -> Find Notification

24) You will view the Expense Report that was submitted by the employee for the approval (Expense report W14932)

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25) Click on the said Notification and Approve the same by clicking on the Approve Button

26) Now Navigate to Payables You will view the Expense Report-> Check the Reviewed By Payables Check Box

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Disconnected Spread sheetYou dont require separate setup steps for Disconnected spread sheet. Above steps holds good. 1) Click on the Download Expense Spreadsheet link. Download the apwexpmc.xls Download the expense report spreadsheet. Save a copy to serve as a template for expense reports that you will submit. Open the expense report spreadsheet and track receipt information in the spreadsheet. Do not enter text in the colored or shaded areas of the spreadsheet. Save the expense report spreadsheet. Highlight the entire report (Ctrl-A). Copy the report (Ctrl-C or EditCopy from the spreadsheet menu). Click on the Spreadsheet Upload Area and paste your report into this area (Ctrl-V or Edit-Paste from the spreadsheet menu). Press the Validate Receipts button.

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2) Enter the Information in the excel sheet. Click on Upload excel sheet link. Following screen will be displayed

3) Once you copy from Excel spread sheet into the above mentioned Spreadsheet Upload Area. Following screen will be displayed.

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4) On successful completion of the report above message will be displayed. Now you need to submit the report.

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5) Once you submit the report, above information will be displayed for your references

6) Incase if it fails it will display the messages in the following window.

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7) Here you have two options one is Re uploading the file or Continue where it will ask you to enter the missing/required filed values. View Expense Report History:

8) Navigation; Click on the View Expense Report History Link, it will open the following window.

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9) Here you provide search criteria. Upon searching following information will be displayed.

You can go to line level information from here.

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Useful Scripts for Internet Expense Issues.1. suppAPOIEUserSetup.sql Note No. 182987.1 2. suppAPOIEStatusdiag.sql Note No. 182986.1 3. wfstatus/wfstat.sql Workflow 2.0.3 2.5 How to get information required to Run wfstatus/wfstat.sql Note No. 116375.1 ___________________________________________________________________________ Please send us your feedback/suggestion to [email protected] [email protected]

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