internet expenses administrator training

TRAINING DOCUMENT

Internet Expenses

Administrator

Author: William Arthur Green, Jr.

Creation Date: March 26, 2007

Last Updated: September 28, 2010

Control Number: 01

Version: 1

Approvals:

William Green

Administrator

MailExpress Internet Expenses Administrator Training.docx (v. 1 )

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Document Control ii

Company Confidential - For internal use only

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26-Mar-07 William Arthur Green, Jr. 1 No previous document

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Document Control iii


Contents

Document Control ........................................................................................................ ii

Auditing Expense Reports.............................................................................................4

Using Personalized Views.......................................................................................4

Auditing Expense Reports ......................................................................................7

Reviewing Allocations ..........................................................................................10

Policy Violations and Missing Receipts .......................................................................14

Importing Expense Reports ........................................................................................19

Maintaining Workflow ................................................................................................24

New Employees ..........................................................................................................29

Defining an Employee ..........................................................................................30

Signing Limits........................................................................................................32

Define Username..................................................................................................32

Synchronizing Workflow ......................................................................................33

Open and Closed Issues ..............................................................................................34

Open Issues ..........................................................................................................34

Closed Issues ........................................................................................................34

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Auditing Expense Reports 4


Auditing Expense Reports

Internet Expenses Audit provides two pages for auditing expense reports:

Audit Expense Reports

Manage Expense Reports

The Audit Expense Reports page displays the detailed information of a single expensereport for you to conduct an audit. Click on the Manage Expense Reports subtab or theAdvanced Search link in the Audit Expense Reports page to display the Manage ExpenseReports page. The Manage Expense Reports page displays a table of expense reportheaders that matches either the view you have selected or the advance search querycriteria you have entered. You can click on an expense report number in the ManageExpense Reports page to drill down to the expense report in the Audit Expense Reportspage.

If your expense report audit process is receipt-based, then most of the time you will usethe Audit Expense Report page. You can enter an expense report number in the quicksearch field, then click Go to display and audit the report.

If you are making use of paperless audit and auditing expense reports from the auditqueue, then you first use the Manage Expense Reports page to identify expense reportsfor audit, then click on a report number link to audit the report. To streamline thisprocess, you can define a personalized view that contains your audit queue.

Using Personalized Views

You can create personalizable views in the Audit Expense Reports page and the ManageExpense Reports page. You can personalize the table display in these ways:

Show/hide specific rows or columns

Change column order

Change column labels

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Determine the sort order

Determine the number of rows displayed per page

To create a personalized view:

1. In the Audit Expense Reports view, click on the link or Navigate tothe Manage Expense Reports view.

2. Click on the button.

3. Click on the button to navigate to the personalization page.

4. To create a new view, you can start off with an already defined view by clickingon the button or click on the button to create a view fromscratch.

5. Enter the personalized header information.

To set this view as your default view, check the "Set as Default" checkbox.

6. Choose the columns and column order for you new view.

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7. Next, choose the sort order.

8. To enter search criteria, choose the fields and enter the values. To add a newcolumn, select the field and click the button.

Once the new field has been added, choose the value of that field.

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9. After the information has been entered, click the button to navigateto the personalized views form. To return to the advanced search form, clickthe button again.

10. To use the new view, select the view from the dropdown field and click thebutton.

Auditing Expense Reports

Use the Audit Expense Reports page to audit an expense report. The header regioncontains two optional fields to help manage receipt package information:

Receipt Package Received Date

Report Filing Number

Use the Receipt Package Received Date field to track how long it takes the APdepartment to receive the expense report receipt package. When you first query anexpense report, Internet Expenses defaults the system date in this field, if there is noreceipt package received date. You can update the default value. If you are using anaudit list rule set with the “Receipt package received after the maximum number ofdays” option, you must ensure that auditors update this field for all expense reports,including both auto-approved expense reports and expense reports routed for paperlessaudit.

Use the Report Filing Number field for additional information about where the receiptpackage is stored.

To audit an expense report:

1. In the Audit Expense Reports Page, query the expense report you want toreview, audit, or approve. The Show/Hide setting is saved if the application useris defined as an HR employee. You can navigate to the expense report byenterieng the expense report or either navigate from the views in the searchform.

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Enter the "Receipt Package Received Date" field. Also, view any attachedreceipts.

2. Check the Receipt Verified box for each line item that the accounts payabledepartment has both a valid receipt and all required information. If a line itemrequires a receipt and the receipt is not verified, the item is subject to shortpay.You can use the Set All Receipts Verified poplist to check or uncheck the ReceiptVerified box for all expense lines.

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Note: If an expense item does not require a receipt and if the Receipt

Required check box is not checked, then you do not need to check the ReceiptVerified check box. We recommend that you do not adjust the Receipt Missingcheck box, since this value is entered by the employee to indicate that anoriginal receiptwas not available for submission.

3. If an expense item is not reimbursable under your current policy guidelines, or ifyou want to adjust the amount for another reason, then adjust the amount ofthe expense item in the Amount field. Include an Adjustment Reason to theShortpay Reason and Shortpay Comment columns. If appropriate, use theReceipt Verified check box to indicate if your accounts payable department hasreceived a valid receipt for this item from the employee. If the expense itemrequires a receipt and if the receipt is not verified, then the item is subject toshortpay.

Note: The Allowable Amount field only contains a value if the receipt for the

Accommodations, Car Rental, Meals, or Miscellaneous categories contains apolicy violation.

Oracle Workflow, in its standard configuration, will automatically notify theemployee of an adjustment to the expense report when you save your changes.The workflow notification only includes the Shortpay Comment.

4. If an employee does not provide sufficient information for an expense item, youcan shortpay the expense item. To shortpay an expense item due to insufficientinformation, include a Shortpay Reason and Shortpay Comment indicating whatinformation the employee needs to provide, and check the Policy ViolationShortpay check box.

5. If appropriate, check the Receipt Verified check box for the expense item.Oracle Workflow, in its standard configuration, will automatically notify theemployee to provide the missing information about the item to the accountspayable department.

6. Use the seeded views (Accommodations, Airfare, Car Rental, Meals, Mileage,Per Diem) to review information specific to an expense category.

Note: If you change any information at the receipt lines, you must save the

changes before you can change the view.

7. If you want to add this employee to the audit list, click the Always AuditEmployee button.

8. After completing your review and audit of an expense report, including receiptverification and adjustment, click the Complete Audit button. Once you clickComplete Audit, you cannot change the receipt level information of the expensereport.

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Reviewing Allocations

Internet Expenses automatically derives the account using the accounting rules youdefine using workflow. The workflow uses the default account assigned to theemployee account to get the the balancing segment and the default cost center. Theaccount segment comes from the expense type define in the expense report template.

However, during the audit process, the manager may need to review the accounting andmake changes.

Changing the Accounting

1. While reviewing the expense report, click on the tab to navigateto the allocations form.

2. To modify the accounting, click on the button to open up the accountingflexfield form.

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3. Click on the button to open up the segment value form to choose a value.

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4. After selecting the values, click on the button to find the codecombinations that have already been defined.

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To add the account to your expense report line click on the button. If theaccount does not exist, click on the button to create the newcombination.

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Cash Advances 14


Cash Advances

Advances are created in Oracle Payables as prepayment invoice types. Once an advanceis paid to an employee, the advance becomes available in Oracle Internet Expenses forapplication. Below is how you create and apply cash advances.

1. Create and pay a prepayment invoice.

2. The employee then creates an expense report.

3. The expense report is approved by the employee's manager.

4. When the audit manager audits the expense report, if the employee hasavailable advances, a new section for advances is visible. This section will not bevisible for expense reports that do not have advances available.

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Cash Advances 15


5. The manager can then choose the cash advance and the amount they wish toapply to the expense report.

6. The expense report can then be imported into payables for payment along withall other expense reports.

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Policy Violations and Missing Receipts 16


Policy Violations and Missing Receipts

Internet Expenses allows you the ability to partially pay expense reports without placinga hold on the entire expense report. For example, you receive an expense report that ismissing receipts for one of the line items. With this feature, you can pay the remaininglines of the expense report and create a new expense report automatically for the linemissing the receipt. An expense report can also be partially paid because of policyviolations.

To Partially Pay an Expense Report

1. From the "Internet Expense Auditor" responsibility, locate the expense reportyou wish to audit.

2. Review the receipts and expense lines as before. See Auditing Expense Reportsfor more information.

3. For all expense report lines meeting the requirements, check the "ReceiptsVerified" checkbox.

4. To record discrepancies, navigate to the exceptions form by clicking on the

tab.

5. To record a missing receipt, choose "Missing Receipts" in the "Audit Issue" fieldand leave the "Receipts Verified" field unchecked.

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6. To record a policy violation, choose "Policy Violation" from the dropdownlist in the "Audit Issue" field. Also check the "Receipts Verified" checkbox andthe "Policy Non-Compliance" checkbox.

7. In each case, 5 and 6 above, an email notification will be sent to the owner ofthe expense report informing him of the policy violation or the missing receipts.

Also, a new expense report will be created for the amount of the missingreceipts or policy violations. For each successive violation or modification a "-1"will be added after the original expense report number.

In the example above, if expense report IE13942-1 was modified again for policyviolations, the new expense report number would be IE13942-1-1 and so on.

For missing receipts, the user can choose one of the following options:

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If you click "Will Send Receipts", the report goes back to the expense reportauditor to be audited. If you click "Request manager Approval", the expensereport will go back to your manager(s) for approval.

For expense reports with policy violations, the user can choose one of thefollowing options:

To send the payables department more information, the user can choose the"Send Additional Information" button.

For both types, missing receipts and policy violations", the user can delete theexpense report, reassign the expense report to another employee to respond orrequest more information from the payables department.

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Importing Expense Reports 19


Importing Expense Reports

To import expense reports, you must log on with the GME Internet Expense ReportManager responsibility. After expense reports have been audited by the payablesdepartment, they are ready to be exported to Oracle Accounts Payable.

To Export Expense Reports to Payable

1. Navigate to the expense report page by clicking on the button.

2. Enter report parameters

Report Name:

Report Parameters:

Schedule:

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Notification:

Printing:

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Review Parameters and Submit:

3. Click the "OK" button and review the status of the request.

To Review the Request Status

1. Note the request ID and click on the button.

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2. Enter the request ID and click on the button and click on thelink to review the status of the request.

You can review rejections, holds, invoices and prepayments associated with therequest ID. You can also search on the following parameters:

Request Date

Organization Name

Employee name

Supplier name

Invoice Number

Rejection DescriptionThe additional parameters allow the manager the ability to research expensereports exported earlier.

Notifications

If some expense reports are rejected, an email notification will be sent to the personthat submitted the request.

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Maintaining Workflow 24


Maintaining Workflow

Oracle Internet Expenses processes are controlled by embedded workflow processes.You can modify how internet expenses process expense reports by adjusting attributesas well as creating custom processes.

However, from time to time, the internet expense processes fail and the systemadministrator has to correct the issues with the workflow. For most failures, the systemadministrator will receive an email notification of all errors. For some errors, the systemadministrator can respond directly in the notifications window. But for some errors, theadministrator will have to navigate to the "Status Monitor to view the status ofsubmitted expense reports and perform corrective actions.

When you access the Status Monitor, you can search for the workflows you want toreview.

Note: If you have full workflow administrator privileges, you can search forworkflows owned by any user. If you only have specialized workflowmonitoring privileges, you can only search for workflows to which you havebeen granted access. If you do not have workflow administrator privileges,you can only search for workflows that you own.

To Search for Workflows in the Status Monitor:

1. Use a Web browser to navigate to the administrator Status Monitor, using aresponsibility and navigation path specified by your system administrator.

2. In the Workflows page, search for the workflows you want to review. The searchcriteria are:

Workflow Type - Select the workflow item type you want to review. Thedisplay name for the workflow type you select populates the Workflow Typefield, and the internal name for the workflow type you select populates theType Internal Name field.

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Type Internal Name - Enter the internal name of the workflow type youwant to review, if you want to enter the internal name directly instead ofselecting a value. To fine expense reports, enter "APEXP" as the internalname.

Workflow Owned By - If you have workflow administrator privileges, selectthe user who owns the workflows you want to review.

If you do not have workflow administrator privileges, you can only searchfor workflows that you own. In this case, Oracle Workflow displays yourname as a non-editable value in the Workflow Owned By field.

Item Key - Enter the item key that uniquely identifies the workflow youwant to review. You can enter a partial value to search for workflows whoseitem keys begin with that value.

User Key - Enter the user key that identifies the workflow you want toreview. You can enter a partial value to search for workflows whose userkeys begin with that value. For expense reports, this will be the expensereport number.

Workflow Status - Choose the status of the workflows you want to review,or choose Any Status to display workflows in any status.

o In Process - Workflows that do not have an end date (includingerrored workflows)

o Complete - Workflows that have an end dateo Error - Workflows that do not have an end date and have at least

one errored activity

Workflow Started - Choose Today, This Week (last seven days), Last 2 Weeks(last fourteen days), Last 30 Days, Last 60 Days, or Any Time to specify thestart date of the workflows you want to review. All the start date rangesinclude the current date; for example, Last 2 Weeks includes today as wellas the previous thirteen days.

Note: You must enter at least one of the following criteria when you search inorder to limit the size of the results list.

o Workflow Typeo Type Internal Nameo Workflow Owned By

Workflow Started - If you search only by this option, you must select aspecific start date range. You cannot use Workflow Started with the AnyTime value as your only search option.

You can also enter the following additional search criteria to search for workflowsby activity characteristics.

Activity Status - Select an activity status to display workflows with one ormore activities in that status, or select Any Status to display workflows withactivities in any status. You can choose the following statuses:

o Active

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o Completeo Deferredo Erroro Notifiedo Suspendedo Waiting

Waiting for Response From - Enter a role to display workflows with activitiesthat are waiting for a response from the specified recipient.

Days Without Progress - Enter a number of days to display in-processworkflows with activities that have not progressed in the specified time.

3. The results region displays the workflows that match your search criteria.

Note: If you only have specialized workflow monitoring privileges, the resultsregion displays only workflows to which you have been granted access.

To view the error details for an errored workflow, select the error icon orthe error link in the Status column.

To send e-mail to the owner of a workflow, select the user link in the OwnedBy column.

To view child workflows for a workflow, select the in the ChildWorkflows column.

4. Use the monitor buttons to drill down to additional information for a workflow.

To review the activities executed within a workflow, select the workflowand select the Activity History button.

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The Activity History page shows information about the activitiesexecuted for a workflow. The page identifies the displayed workflow by itsworkflow type internal name and item key, as well as by its user key, if it hasone.

If you have the appropriate workflow administrator privileges, you can usethe activity administration buttons to perform administrative operations onany activities that are not yet complete.

To skip an activity and force the workflow to transition to the next activity,select the activity and select the Skip button. In the Skip page, enter theresult value to assign to the activity if required.

Note: You cannot skip a suspended process activity. You must resume theprocess before you can skip it.

To retry an activity, select the activity and select the Retry button.

Note: You cannot retry a suspended process activity. You must resume theprocess before you can retry it.

Note: You can also use the Retry Errored Workflow Activities concurrentprogram to retry multiple errored activities for a particular item type at once.

To view the status diagram for a workflow, select the workflow and selectthe Status Diagram button.

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To review notifications sent by a workflow and participant responses, selectthe workflow and select the Participant Responses button.

To view details for a workflow, including the workflow type definition andcurrent workflow attribute values, select the workflow and select theWorkflow Details button.

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New Employees 29


New Employees

In order to create an Oracle Internet Expenses user, you must be sure to configure theapplication properly to ensure that the expense reports are routed properly and theaccounting is properly created. If a user logs onto the application and chooses theinternet expenses responsibility, the application will validate that the user is properlydefined.

The following attributes will be validated:

1. The user must be an employee2. The employee must be assigned a default expense account3. The employee must be assigned a supervisor4. The employee must be assigned a signing limit5. The username must be assigned to an employee6. The username must be assigned an internet expense responsibility

Below is a diagram showing how all of the set ups are related:

Menu Responsibility

The system administratorcan limit the functionality ininternet expenses byexcluding some menufunctions

All internet expense usersmust be assigned aresponsibility that givesthem access to theapplication

System Administration

9

10

Human Resources

Operating Unit

Accounts Payable

Employee /SupervisorHierarchy

SigningLimitsAssign

The FND tables must be synchronized with the workflow tables sothat the approval workflow can route the expense reports throughthe approval workflow.

DefaultExpenseAccount

Assign

User EmployeeWorkflowTables

Sync

hron

ize

1

2

3

45

6

Although the operating unit and menu are also part of the setup and affects thefunctionality of Oracle Internet Expenses, they are only set up once and are not userspecific. They are only included in this diagram to show its relationship to the other setups.

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New Employees 30


Defining an Employee

The key elements in defining the employee are the default expense account, supervisorand email address.

The email address is used by workflow to send notifications. This is also the emailaddress that is assigned to the username when an employee is assigned to theusername. This information is also used when the username is synchronized withworkflow.

The majority of employee expense report checks are paid by wire. In order to send thisinformation to the bank, the bank routing number and bank account number must bestored in the descriptive flexfield in the employee form. To display the descriptiveflexfield, click on the field above the button on the initial employeeform.

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New Employees 31


You must also add a home address for the employee. The home address will be used byAccounts Payable to create a site for the supplier that will be created during theexpense report import process.

The supervisor assigned to the employee defaults as the approver on any new expensereport created for this employee. Internet Expenses uses the Default Expense Accountto default the cost center and balancing segment for the charge account assigned to allnew expense lines created.

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New Employees 32


Signing Limits

Managers can approve an expense report only if the total amount of the expense reportdoes not exceed their signing limit. The Manager (Spending) Approval Process in theExpense Reporting workflow uses the signing limits you define to determine whichmanager has authority to approve expense reports. You assign signing limits in yourprimary ledger currency.

When you assign signing limits to a manager, you also specify a cost center to which thissigning limit applies. You can give managers signing limits for multiple cost centers.

Define Username

Once the employee has been defined, it must then be mapped to a username by theSystem Administrator. Internet Expenses uses the employee information assigned tothe username to default the expense account and other pertinent information.

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New Employees 33


In order to create an expense account, a user must be assigned a valid internetexpenses responsibility. Also, in order for an approver to view expense report detail,they must also be assigned an internet expense responsibility.

Synchronizing Workflow

Workflow information is stored in different tables in Oracle from the user and employeedata. In order for the approval workflow to route and approve expense reports, theemployee and username information must be synchronized with workflow.

In order to synchronize the workflow tables, you must submit the "Synchronize WFLOCAL tables" process from the concurrent manager with the following parameters:

This process can be scheduled to run nightly or can be kicked off each time a new user isdefined.

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Open and Closed Issues 34


Open and Closed Issues

Open Issues

1.

Closed Issues

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