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Oracle® Internet Expenses Implementation and Administration Guide Release 12 Pa

Oracle® Internet Expenses Implementation and Administration Guide Release 12 Part No. B31551-01 December 2006 Oracle Internet Expenses Implementation and Administration Guide, Release 12 Part No. B31551-01 Copyright © 2000, 2006, Oracle. All rights reserved. Primary Author: Manoj Kunju, Robert MacIsaac, Kristin Penaskovic, Juli Anne Tolley Contributing Author: Elizabeth Dawn Abraham, Steve Dalton, Shaun Kaneshiro, Archana Khare, Heli Lankinen The Programs (which include both the software and documentation) contain proprietary information; they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright, patent, and other intellectual and industrial property laws. Reverse engineering, disassembly, or decompilation of the Programs, except to the extent required to obtain interoperability with other independently created software or as specified by law, is prohibited. 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Other names may be trademarks of their respective owners. iii Contents Send Us Your Comments Preface 1 Overview of Oracle Internet Expenses Introducing Oracle Internet Expenses...................................................................................... 1-1 Key Features of Oracle Internet Expenses................................................................................ 1-1 Expense Report Process............................................................................................................. 1-3 2 Setting Up Applications for Oracle Internet Expenses Oracle Internet Expenses and Other Oracle Applications....................................................... 2-1 Integrating with Oracle Application Object Library................................................................2-7 Integrating with Oracle Human Resources............................................................................ 2-10 Integrating with Oracle System Administration.................................................................... 2-15 Setup Steps in Oracle Payables...............................................................................................2-22 Integrating with Other Applications...................................................................................... 2-52 3 Oracle Internet Expenses Setup and Administration Internet Expenses Setup............................................................................................................ 3-2 Internet Expenses Administration............................................................................................ 3-3 Policy Compliance and Violation Types.................................................................................. 3-4 Setting Up Schedules in Oracle Internet Expenses.................................................................. 3-5 Creating Policy Schedules.........................................................................................................3-7 Rate Schedules.........................................................................................................................3-14 Creating Mileage Rate Schedules....................................................................................... 3-15 Creating Per Diem Rate Schedules.....................................................................................3-21 iv Updating Rate Schedules........................................................................................................ 3-31 Navigating the Schedules Setup............................................................................................. 3-39 Common Setup Features......................................................................................................... 3-42 Defining Operating Units....................................................................................................... 3-45 Expense Allocations................................................................................................................ 3-46 Setting Up Locations............................................................................................................... 3-56 Defining Approval Notes Languages..................................................................................... 3-61 Defining Future-Date Tolerances........................................................................................... 3-61 Setting Up Exchange Rates Behavior...................................................................................... 3-62 Managing Advances................................................................................................................ 3-65 Setting Up Expense Fields.......................................................................................................3-67 Setting Up Merchant Fields.................................................................................................... 3-70 Setting Up Credit Card Policies.............................................................................................. 3-73 Setting Up Credit Card Expense Mapping............................................................................. 3-73 Setting Up Credit Card Data File Download..........................................................................3-75 Credit Card Transaction Administration................................................................................3-79 4 Setting Up Audit Automation Audit Automation in Oracle Internet Expenses....................................................................... 4-1 Audit Rule Sets..........................................................................................................................4-2 Managing Receipt Notifications............................................................................................... 4-6 Managing Holds on Expense Reports.......................................................................................4-7 Audit List................................................................................................................................... 4-8 Audit List Rule Sets.................................................................................................................4-10 Audit List API..........................................................................................................................4-12 Audit Reasons API.................................................................................................................. 4-20 5 Implementing Client Extensions Overview of Implementing Client Extensions......................................................................... 5-1 Validations and Defaults Client Extension.............................................................................. 5-3 Workflow Client Extension.......................................................................................................5-7 Accounting Client Extensions................................................................................................... 5-9 Expense Report Summary Client Extension........................................................................... 5-11 Approval Communications Client Extension.........................................................................5-12 AME Client Extensions........................................................................................................... 5-14 Expense Report Number Client Extension............................................................................. 5-17 Employee Matching Rules...................................................................................................... 5-17 6 Configuring the Expenses Spreadsheet Disconnected Expense Reporting Process................................................................................ 6-1 v Configuring the Microsoft Excel Template.............................................................................. 6-3 Displaying the Sheet Tabs........................................................................................................ 6-5 Configuring the Expense Report Sheet.....................................................................................6-6 Setting Up Currency Codes....................................................................................................... 6-8 Setting Up Expense Types.......................................................................................................6-10 Changing Column and Cell Headings....................................................................................6-12 Modifying Cell Links.............................................................................................................. 6-13 Setting Up Descriptive Flexfields in the Microsoft Excel Template......................................6-14 Setting Up Text Boxes and Choice Lists................................................................................. 6-20 Other Setup Considerations....................................................................................................6-22 Testing your Custom Microsoft Excel Template.................................................................... 6-24 7 Defining Workflow Processes Expenses Workflow................................................................................................................... 7-1 Accessing the Expenses Workflow Processes...................................................................... 7-2 Setting Up Workflow Builder for the Expenses Process...................................................... 7-2 Extending the Expenses Workflow...................................................................................... 7-9 Expenses Item Type........................................................................................................... 7-10 Expenses Workflow Item Type Attributes......................................................................... 7-11 Expenses Workflow Processes................................................................................................ 7-18 AP Standard Expense Report Process................................................................................ 7-18 Server Side Validation Process...........................................................................................7-23 Manager (Spending) Approval Process............................................................................. 7-28 Non-AME Approval Process....................................................................................... 7-32 Manager (Shortpay) Approval Subprocess................................................................. 7-37 AME Approval Process............................................................................................... 7-39 AME Request Approvals Process................................................................................ 7-41 Finding and Verifying Approvers......................................................................................7-42 Third Party Expense Report Process.................................................................................. 7-46 Request Approval Process ................................................................................................ 7-49 No Manager Response Process.......................................................................................... 7-54 AP Approval Process......................................................................................................... 7-57 Shortpay Unverified Receipt Items Process....................................................................... 7-62 Bothpay Process................................................................................................................. 7-66 Missing Receipts Shortpay Process.................................................................................... 7-69 Policy Violation Shortpay Process..................................................................................... 7-73 Rejection Process................................................................................................................ 7-76 Credit Cards Workflow........................................................................................................... 7-79 Accessing the Credit Cards Workflow Processes................................................................... 7-82 Setting Up Workflow Builder for the Credit Card Processes................................................ 7-82 vi Credit Cards Workflow Item Type Attributes........................................................................7-85 Credit Cards Process Activities............................................................................................... 7-87 Expense Receipts Workflow..................................................................................................7-102 Expense Holds Workflow..................................................................................................... 7-109 Initiating Deferred Workflow Processes.............................................................................. 7-112 A Profile Options Required Profile Options......................................................................................................... A-1 Optional Profile Options.......................................................................................................... A-3 B Configuring the User Interface Personalizing the Oracle Application Framework...................................................................B-1 Using the Oracle Application Framework with Oracle Internet Expenses............................. B-2 Admin-level Personalizations for Expenses Entry...................................................................B-3 C Oracle Audit Management Oracle Internet Expenses Audit Pages..................................................................................... C-1 Managing Paperless Audit....................................................................................................... C-4 Auditing Expense Reports........................................................................................................ C-5 Receiving the Receipt Package................................................................................................. C-9 Approval Notes......................................................................................................................... C-9 D Processing Corporate Credit Cards Credit Card Process Flows........................................................................................................ D-1 Credit Card Processing Steps................................................................................................... D-7 Company Pay Credit Card Transactions Accounting............................................................ D-12 Accounting for Credit Card Transactions.............................................................................. D-14 Managing Credit Card Transactions...................................................................................... D-16 E Oracle Internet Expenses Programs and Reports Oracle Payables Programs and Reports....................................................................................E-1 Oracle Internet Expenses Programs and Reports..................................................................... E-4 F Ad Hoc Reporting Discoverer Content....................................................................................................................F-1 Index vii Send Us Your Comments Oracle Internet Expenses Implementation and Administration Guide, Release 12 Part No. B31551-01 Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document. Your feedback is important, and helps us to best meet your needs as a user of our products. For example: • Are the implementation steps correct and complete? • Did you understand the context of the procedures? • Did you find any errors in the information? • Does the structure of the information help you with your tasks? • Do you need different information or graphics? If so, where, and in what format? • Are the examples correct? Do you need more examples? If you find any errors or have any other suggestions for improvement, then please tell us your name, the name of the company who has licensed our products, the title and part number of the documentation and the chapter, section, and page number (if available). Note: Before sending us your comments, you might like to check that you have the latest version of the document and if any concerns are already addressed. To do this, access the new Applications Release Online Documentation CD available on Oracle MetaLink and www.oracle.com. It contains the most current Documentation Library plus all documents revised or released recently. Send your comments to us using the electronic mail address: appsdoc_us@oracle.com Please give your name, address, electronic mail address, and telephone number (optional). If you need assistance with Oracle software, then please contact your support representative or Oracle Support Services. If you require training or instruction in using Oracle software, then please contact your Oracle local office and inquire about our Oracle University offerings. A list of Oracle offices is available on our Web site at www.oracle.com. ix Preface Intended Audience Welcome to Release 12 of the Oracle Internet Expenses Implementation and Administration Guide. This guide assumes you have a working knowledge of the following: • uploads/s1/ iexpenses-impl-guide 1 .pdf