TRAINING DOCUMENT Internet Expenses Administrator

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1 TRAINING DOCUMENT Internet Expenses Author: William Arthur Green, Jr. Creation Date: March 26, 2007 Last Updated: September 28, 20 Control Number: Version: 1 Approvals: William Green

2 Document Control Change Record Date Author Version Change Reference 26-Mar-07 William Arthur Green, Jr. 1 No previous document Reviewers Name Position Distribution Copy No. Name Location 1 Library Master Project Library 2 Project Manager 3 4 MailExpress Internet Expenses Training.docxCompany Document Control ii

3 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 MailExpress Internet Expenses Training.docxCompany Document Control iii

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 expense report for you to conduct an audit. Click on the Manage Expense Reports subtab or the Advanced Search link in the Audit Expense Reports page to display the Manage Expense Reports page. The Manage Expense Reports page displays a table of expense report headers that matches either the view you have selected or the advance search query criteria you have entered. You can click on an expense report number in the Manage Expense Reports page to drill down to the expense report in the Audit Expense Reports page. If your expense report audit process is receipt-based, then most of the time you will use the Audit Expense Report page. You can enter an expense report number in the quick search field, then click Go to display and audit the report. If you are making use of paperless audit and auditing expense reports from the audit queue, then you first use the Manage Expense Reports page to identify expense reports for audit, then click on a report number link to audit the report. To streamline this process, 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 Manage Expense Reports page. You can personalize the table display in these ways: Show/hide specific rows or columns Change column order Change column labels MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 4

5 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 the Manage Expense Reports view. 2. Click on the 3. Click on the link or Navigate to button. button to navigate to the personalization page. 4. To create a new view, you can start off with an already defined view by clicking on the button or click on the button to create a view from scratch. 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. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 5

6 7. Next, choose the sort order. 8. To enter search criteria, choose the fields and enter the values. To add a new column, select the field and click the button. Once the new field has been added, choose the value of that field. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 6

7 9. After the information has been entered, click the button to navigate to the personalized views form. To return to the advanced search form, click the button again. 10. To use the new view, select the view from the dropdown field and click the button. Auditing Expense Reports Use the Audit Expense Reports page to audit an expense report. The header region contains 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 AP department to receive the expense report receipt package. When you first query an expense report, Internet Expenses defaults the system date in this field, if there is no receipt package received date. You can update the default value. If you are using an audit list rule set with the Receipt package received after the maximum number of days option, you must ensure that auditors update this field for all expense reports, including both auto-approved expense reports and expense reports routed for paperless audit. Use the Report Filing Number field for additional information about where the receipt package is stored. To audit an expense report: 1. In the Audit Expense Reports Page, query the expense report you want to review, audit, or approve. The Show/Hide setting is saved if the application user is defined as an HR employee. You can navigate to the expense report by enterieng the expense report or either navigate from the views in the search form. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 7

8 Enter the "Receipt Package Received Date" field. Also, view any attached receipts. 2. Check the Receipt Verified box for each line item that the accounts payable department has both a valid receipt and all required information. If a line item requires 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 Receipt Verified box for all expense lines. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 8

9 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 Receipt Verified check box. We recommend that you do not adjust the Receipt Missing check box, since this value is entered by the employee to indicate that an original receiptwas not available for submission. 3. If an expense item is not reimbursable under your current policy guidelines, or if you want to adjust the amount for another reason, then adjust the amount of the expense item in the Amount field. Include an Adjustment Reason to the Shortpay Reason and Shortpay Comment columns. If appropriate, use the Receipt Verified check box to indicate if your accounts payable department has received a valid receipt for this item from the employee. If the expense item requires a receipt and if the receipt is not verified, then the item is subject to shortpay. Note: The Allowable Amount field only contains a value if the receipt for the Accommodations, Car Rental, Meals, or Miscellaneous categories contains a policy violation. Oracle Workflow, in its standard configuration, will automatically notify the employee 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, you can shortpay the expense item. To shortpay an expense item due to insufficient information, include a Shortpay Reason and Shortpay Comment indicating what information the employee needs to provide, and check the Policy Violation Shortpay check box. 5. If appropriate, check the Receipt Verified check box for the expense item. Oracle Workflow, in its standard configuration, will automatically notify the employee to provide the missing information about the item to the accounts payable 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 Audit Employee button. 8. After completing your review and audit of an expense report, including receipt verification and adjustment, click the Complete Audit button. Once you click Complete Audit, you cannot change the receipt level information of the expense report. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 9

10 Reviewing Allocations Internet Expenses automatically derives the account using the accounting rules you define using workflow. The workflow uses the default account assigned to the employee account to get the the balancing segment and the default cost center. The account 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 and make changes. Changing the Accounting 1. While reviewing the expense report, click on the to the allocations form. 2. To modify the accounting, click on the flexfield form. MailExpress Internet Expenses Training.docxCompany tab to navigate button to open up the accounting Auditing Expense Reports 10

11 3. Click on the button to open up the segment value form to choose a value. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 11

12 4. After selecting the values, click on the button to find the code combinations that have already been defined. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 12

13 To add the account to your expense report line click on the button. If the account does not exist, click on the button to create the new combination. MailExpress Internet Expenses Training.docxCompany Auditing Expense Reports 13

14 Cash Advances Advances are created in Oracle Payables as prepayment invoice types. Once an advance is paid to an employee, the advance becomes available in Oracle Internet Expenses for application. 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 has available advances, a new section for advances is visible. This section will not be visible for expense reports that do not have advances available. MailExpress Internet Expenses Training.docxCompany Cash Advances 14

15 5. The manager can then choose the cash advance and the amount they wish to apply to the expense report. 6. The expense report can then be imported into payables for payment along with all other expense reports. MailExpress Internet Expenses Training.docxCompany Cash Advances 15

16 Policy Violations and Missing Receipts Internet Expenses allows you the ability to partially pay expense reports without placing a hold on the entire expense report. For example, you receive an expense report that is missing receipts for one of the line items. With this feature, you can pay the remaining lines of the expense report and create a new expense report automatically for the line missing the receipt. An expense report can also be partially paid because of policy violations. To Partially Pay an Expense Report 1. From the "Internet Expense Auditor" responsibility, locate the expense report you wish to audit. 2. Review the receipts and expense lines as before. See Auditing Expense Reports for more information. 3. For all expense report lines meeting the requirements, check the "Receipts Verified" 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" field and leave the "Receipts Verified" field unchecked. MailExpress Internet Expenses Training.docxCompany Policy Violations and Missing Receipts 16

17 6. To record a policy violation, choose "Policy Violation" from the dropdown list in the "Audit Issue" field. Also check the "Receipts Verified" checkbox and the "Policy Non-Compliance" checkbox. 7. In each case, 5 and 6 above, an notification will be sent to the owner of the 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 missing receipts 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 IE was modified again for policy violations, the new expense report number would be IE and so on. For missing receipts, the user can choose one of the following options: MailExpress Internet Expenses Training.docxCompany Policy Violations and Missing Receipts 17

18 If you click "Will Send Receipts", the report goes back to the expense report auditor to be audited. If you click "Request manager Approval", the expense report will go back to your manager(s) for approval. For expense reports with policy violations, the user can choose one of the following 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 the expense report, reassign the expense report to another employee to respond or request more information from the payables department. MailExpress Internet Expenses Training.docxCompany Policy Violations and Missing Receipts 18

19 Importing Expense Reports To import expense reports, you must log on with the GME Internet Expense Report Manager responsibility. After expense reports have been audited by the payables department, 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: MailExpress Internet Expenses Training.docxCompany Importing Expense Reports 19

20 Notification: Printing: MailExpress Internet Expenses Training.docxCompany Importing Expense Reports 20

21 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 MailExpress Internet Expenses Training.docxCompany button. Importing Expense Reports 21

22 2. Enter the request ID and click on the button and click on the link to review the status of the request. You can review rejections, holds, invoices and prepayments associated with the request ID. You can also search on the following parameters: Request Date Organization Name Employee name Supplier name Invoice Number Rejection Description The additional parameters allow the manager the ability to research expense reports exported earlier. Notifications If some expense reports are rejected, an notification will be sent to the person that submitted the request. MailExpress Internet Expenses Training.docxCompany Importing Expense Reports 22

23 MailExpress Internet Expenses Training.docxCompany Importing Expense Reports 23

24 Maintaining Workflow Oracle Internet Expenses processes are controlled by embedded workflow processes. You can modify how internet expenses process expense reports by adjusting attributes as well as creating custom processes. However, from time to time, the internet expense processes fail and the system administrator has to correct the issues with the workflow. For most failures, the system administrator will receive an notification of all errors. For some errors, the system administrator can respond directly in the notifications window. But for some errors, the administrator will have to navigate to the "Status Monitor to view the status of submitted expense reports and perform corrective actions. When you access the Status Monitor, you can search for the workflows you want to review. Note: If you have full workflow administrator privileges, you can search for workflows owned by any user. If you only have specialized workflow monitoring privileges, you can only search for workflows to which you have been 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 a responsibility and navigation path specified by your system administrator. 2. In the Workflows page, search for the workflows you want to review. The search criteria are: Workflow Type - Select the workflow item type you want to review. The display name for the workflow type you select populates the Workflow Type field, and the internal name for the workflow type you select populates the Type Internal Name field. MailExpress Internet Expenses Training.docxCompany Maintaining Workflow 24

25 Type Internal Name - Enter the internal name of the workflow type you want to review, if you want to enter the internal name directly instead of selecting a value. To fine expense reports, enter "APEXP" as the internal name. Workflow Owned By - If you have workflow administrator privileges, select the user who owns the workflows you want to review. If you do not have workflow administrator privileges, you can only search for workflows that you own. In this case, Oracle Workflow displays your name as a non-editable value in the Workflow Owned By field. Item Key - Enter the item key that uniquely identifies the workflow you want to review. You can enter a partial value to search for workflows whose item keys begin with that value. User Key - Enter the user key that identifies the workflow you want to review. You can enter a partial value to search for workflows whose user keys begin with that value. For expense reports, this will be the expense report 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 (including errored workflows) o Complete - Workflows that have an end date o 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 the start date of the workflows you want to review. All the start date ranges include the current date; for example, Last 2 Weeks includes today as well as the previous thirteen days. Note: You must enter at least one of the following criteria when you search in order to limit the size of the results list. o Workflow Type o Type Internal Name o Workflow Owned By Workflow Started - If you search only by this option, you must select a specific start date range. You cannot use Workflow Started with the Any Time value as your only search option. You can also enter the following additional search criteria to search for workflows by activity characteristics. Activity Status - Select an activity status to display workflows with one or more activities in that status, or select Any Status to display workflows with activities in any status. You can choose the following statuses: o Active MailExpress Internet Expenses Training.docxCompany Maintaining Workflow 25

26 o Complete o Deferred o Error o Notified o Suspended o Waiting Waiting for Response From - Enter a role to display workflows with activities that are waiting for a response from the specified recipient. Days Without Progress - Enter a number of days to display in-process workflows 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 results region displays only workflows to which you have been granted access. To view the error details for an errored workflow, select the error icon or the error link in the Status column. To send to the owner of a workflow, select the user link in the Owned By column. To view child workflows for a workflow, select the in the Child Workflows 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 workflow and select the Activity History button. MailExpress Internet Expenses Training.docxCompany Maintaining Workflow 26

27 The Activity History page shows information about the activities executed for a workflow. The page identifies the displayed workflow by its workflow type internal name and item key, as well as by its user key, if it has one. If you have the appropriate workflow administrator privileges, you can use the activity administration buttons to perform administrative operations on any 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 the result value to assign to the activity if required. Note: You cannot skip a suspended process activity. You must resume the process 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 the process before you can retry it. Note: You can also use the Retry Errored Workflow Activities concurrent program to retry multiple errored activities for a particular item type at once. To view the status diagram for a workflow, select the workflow and select the Status Diagram button. MailExpress Internet Expenses Training.docxCompany Maintaining Workflow 27

28 To review notifications sent by a workflow and participant responses, select the workflow and select the Participant Responses button. To view details for a workflow, including the workflow type definition and current workflow attribute values, select the workflow and select the Workflow Details button. MailExpress Internet Expenses Training.docxCompany Maintaining Workflow 28

29 New Employees In order to create an Oracle Internet Expenses user, you must be sure to configure the application properly to ensure that the expense reports are routed properly and the accounting is properly created. If a user logs onto the application and chooses the internet expenses responsibility, the application will validate that the user is properly defined. The following attributes will be validated: The user must be an employee The employee must be assigned a default expense account The employee must be assigned a supervisor The employee must be assigned a signing limit The username must be assigned to an employee The username must be assigned an internet expense responsibility Below is a diagram showing how all of the set ups are related: The system administrator can limit the functionality in internet expenses by excluding some menu functions Accounts Payable Human Resources System Administration All internet expense users must be assigned a responsibility that gives them access to the application 6 Menu Operating Unit Responsibility 2 Default Expense Account Assign Synchronize 5 Workflow Tables User 1 Employee The FND tables must be synchronized with the workflow tables so that the approval workflow can route the expense reports through the approval workflow. 10 Assign 4 Signing Limits 3 Employee / Supervisor Hierarchy 9 Although the operating unit and menu are also part of the setup and affects the functionality of Oracle Internet Expenses, they are only set up once and are not user specific. They are only included in this diagram to show its relationship to the other set ups. MailExpress Internet Expenses Training.docxCompany New Employees 29

30 Defining an Employee The key elements in defining the employee are the default expense account, supervisor and address. The address is used by workflow to send notifications. This is also the address that is assigned to the username when an employee is assigned to the username. This information is also used when the username is synchronized with workflow. The majority of employee expense report checks are paid by wire. In order to send this information to the bank, the bank routing number and bank account number must be stored in the descriptive flexfield in the employee form. To display the descriptive flexfield, click on the field above the button on the initial employee form. MailExpress Internet Expenses Training.docxCompany New Employees 30

31 You must also add a home address for the employee. The home address will be used by Accounts Payable to create a site for the supplier that will be created during the expense report import process. The supervisor assigned to the employee defaults as the approver on any new expense report created for this employee. Internet Expenses uses the Default Expense Account to default the cost center and balancing segment for the charge account assigned to all new expense lines created. MailExpress Internet Expenses Training.docxCompany New Employees 31

32 Signing Limits Managers can approve an expense report only if the total amount of the expense report does not exceed their signing limit. The Manager (Spending) Approval Process in the Expense Reporting workflow uses the signing limits you define to determine which manager has authority to approve expense reports. You assign signing limits in your primary ledger currency. When you assign signing limits to a manager, you also specify a cost center to which this signing 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 the System. Internet Expenses uses the employee information assigned to the username to default the expense account and other pertinent information. MailExpress Internet Expenses Training.docxCompany New Employees 32

33 In order to create an expense account, a user must be assigned a valid internet expenses 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 employee data. In order for the approval workflow to route and approve expense reports, the employee and username information must be synchronized with workflow. In order to synchronize the workflow tables, you must submit the "Synchronize WF LOCAL 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 is defined. MailExpress Internet Expenses Training.docxCompany New Employees 33

34 Open and Closed Issues Open Issues 1. Closed Issues MailExpress Internet Expenses Training.docxCompany Open and Closed Issues 34

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