TABLE OF CONTENTS DOCUMENT HISTORY

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2 TABLE OF CONTENTS DOCUMENT HISTORY 6 UPDATE 17D 6 Revision History 6 Overview 6 Optional Uptake of New Features (Opt In) 7 Feature Summary 8 Common Technology and User Experience 11 Common Financials Features 11 Configure Auditable Setup Attributes and View Audit Report 11 Configurable Notifications 11 Financials 12 Advanced Collections 13 Enhanced Notes Capabilities for Streamlined Customer Account Management 13 Improved Collection Effectiveness by Expanded Scoring Data Points 18 Assets 19 Reset Basis at Period End for Transfers and Adjustments 19 Expenses 20 Ability for Administrators to Assign Delegates 20 Attendee Data Capture for All Expense Categories 22 Configurable Fields for Cash Advances 23 Configurable Fields for Expense Reports 25 Enhanced Controls for Mobile Expenses 26 Merchant Data Capture for Entertainment Expenses 28 Pay Group for Corporate Card Issuer Payment Requests 28 Support for Gender-Based Expense Policies 29 General Ledger 30 Streamlined Reporting: Generation of Reports and Account Groups and Reporting Structure Preview in Rapid Implementation 30 Generate Financial Reports and Account Groups Process and Copy Account Groups 34 Manage Cross-Validation Rule Violations Process 37 Correct Misclassified Accounts Process 38 Delete Translated Balances Process 40 Payables 41 Customer and Supplier Balance Netting 41 Early Payment Discounts 44 Receivables 44 Customer and Supplier Balance Netting 44 Enhanced Notes Capabilities for Streamlined Customer Account Management 47 Support Credit Checking Against Order Amount Limit 52 Revenue Management 53 Oracle Transactional Business Intelligence: Standalone Selling Price Report Dashboard 53 Tax 56 Outsource Tax Processing and Reporting to Third-Party Tax Vendor Solution (Financials) 56 Transactional Business Intelligence for Financials 58 Customer Taxpayer Identification Number is Added in Receivables, Subledger Accounting and Revenue Management Subject Areas 58 Improved Cross-Functional Reporting Between Payables and Projects 59 Payables 59 2

3 Dynamic Discounting is Available in Payable Payment Disbursement Subject Area 59 Improved Cross Functional Reporting Across Payables Subject Areas 59 Invoice Image Routing is Available in Payables Invoices Subject Areas 59 One Time Payment Party Information is Available in Payables Subject Area 60 Receivables 60 Customer Account and Transaction Details Are Enhanced in the Receivables Subject Area 60 Regional and Country-Specific Features 60 Financials for the Americas 60 Argentina 60 Withholding Tax Reporting for Argentina 60 Chile 61 Withholding Tax Reporting for Chile 61 Colombia 62 Withholding Tax Reporting for Colombia 62 Financials for EMEA 63 Poland 63 Correction Documents for Poland 63 JPK Reporting for Poland 65 Print Commercial Documents for Poland 73 Tax Point Date Adjustment 77 UPDATE 17C 81 Revision History 81 Overview 81 Optional Uptake of New Features (Opt In) 81 Release Feature Summary 81 Advanced Collections 83 Collections Scoring and Strategy Assignments by Segment 83 Payables 87 One Time Payments 87 Receivables 88 Ability to Launch Simplified Customer Upload via Web Service 88 Revenue Management 89 Oracle Transactional Business Intelligence Reporting - Subject Areas for Customer Contracts, Performance Obligations and Revenue 89 Tax 91 District Tax Content Upload Support in ERP Cloud for Tax Partners 91 ERP Cloud for India 92 Transactional Business Intelligence for Financials 93 Additional Descriptive Flexfields for Financials OTBI Subject Areas 93 OTBI Subject Area Usability Enhancements 94 General Ledger 94 Accounting Segment Level Descriptions in General Ledger Balances Subject Area 94 Clearing Account Reconciliation Information in General Ledger and Subledger Accounting Journals Subject Areas 94 Payables 95 Additional Purchase Order Information for Payable Invoice Transactions, Prepayment Applications and Invoice Holds Subject Areas 95 Multi-Period Accrual Accounting Information in Payables Subject Areas 95 Subledger Accounting 95 GL Journal Details in the Subledger Accounting - Journals Subject Area 95 UPDATE 17B 95 3

4 Revision History 95 Overview 96 Optional Uptake of New Features (Opt In) 96 Release Feature Summary 96 Common Technologies and User Experience 100 Common Financials Features 100 Add Who Columns for Auditing 100 Enhanced Integration Between Financials Cloud and EPM 101 ERP Object Attachment Service 101 Inbound and Outbound Data File Encryption Using ERP Integration Service 101 Financials 104 Advanced Collections 105 Display On-Account and Unapplied Receipts in the Transactions View 105 Assets 105 Alias Support for Key Flexfields in Assets 106 Asset Leases 106 Automatically Derive Depreciation Expense for Assets 114 Payables Invoice Details During Asset Conversions 115 Redesigned OTBI Subject Areas for Assets 116 Spreadsheet-Based Mass Detail Changes for Assets 117 Bill Management 118 Bill Management 118 Budgetary Control 120 Budgetary Control Year-End Carry Forward 120 Enhanced Budgetary Control Processing and Reporting 120 Enhanced Attributes for Budgetary Control - Transactions Real Time Subject Area 123 New Budgetary Control - Balances Real Time Subject Area 123 Cash Management 124 Enhanced Bank Statement Handling and Reconciliation Features 124 Extended Cash Forecasts 124 Treasury Management Integration 124 Expenses 125 Enhanced Compliance with Entertainment Policies 125 Improved Controls for Expedited Expense Reimbursement 128 Mobile Expenses Enhancements 132 Remittance Advice and Tokenization with Corporate Card Processing 135 General Ledger 137 Clearing Accounts Reconciliation 137 General Ledger Reporting 145 Journal Posting Improvements 146 Payables 147 Deferred Expenses 147 Duplicate Invoice Check 147 Supplier Balance Aging Report 148 Receivables 148 Ability to Unapply Standard Credit Memos from Invoices 148 Credit Management 151 Delivery of Statements 157 Revenue Management 161 Assign Items Automatically to Standalone Selling Price Profiles 161 Contract Revision Classification - Revision Intent Type 162 4

5 Integrate Data from Enterprise Contracts and Project Billing 165 Process Historical Data from Oracle EBS and Oracle Cloud 166 Revenue Basis Data and Billing Data Import Template Improvements 167 Reference Information for Contracts and Obligations 167 Revenue Contract Account Activities Report - Output Option 169 View Discarded Customer Contracts 169 Subledger Accounting 169 Export Accounting Entry View in Spreadsheet 169 Subledger Reporting 170 Usability Enhancements for Subledger Accounting - Journals Real Time Subject Area 171 Tax 171 Enhanced Support for Tax Partner Integration 171 Tax Box Allocations 172 Regional and Country-Specific Features 173 Financials for Regional Localizations 173 Exchange Rate Difference Invoices 173 Financials for the Americas 177 Argentina 177 Document Numbering for Argentina 177 Transaction Tax Reporting for Argentina 178 Withholding Taxes for Argentina 179 Brazil 180 Accounting (SPED) for Brazil 180 Order to Cash for Brazil 181 Procure to Pay for Brazil 183 Taxpayer ID and Tax Registration Validation for Brazil 185 Transaction Tax for Brazil 187 Withholding Tax for Brazil 189 Chile 191 Transaction Tax Reporting for Chile 191 Transaction Tax Reporting for Colombia 191 Withholding Taxes for Colombia 191 Financials for Asia/Pacific 193 Japan 193 Enhanced Depreciation Methods for Japan Tax Reforms 193 Fixed Assets Reports for Japan 195 "What If Analysis" Improvements for Japan Tax Reforms 195 Korea 196 VAT Processing and Reporting for Korea 196 Withholding Tax Processing and Reporting for Korea 199 Financials for EMEA 201 France 201 Audit File for France 201 5

6 DOCUMENT HISTORY This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table: Date Update Version Notes 20 AUG 2018 Update 17D Revised update 17D. 01 SEP 2017 Update 17C Delivered new features in update 17C. 25 OCT 2018 Update 17B Revised update 17B. UPDATE 17D REVISION HISTORY This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table: Date Feature Notes 20 AUG 2018 New Web Service to Update Invoice with Credit Card Information Removed from update 17D. 22 DEC 2017 Line Level Approval Removed feature from update 17D. 14 NOV 2017 Customer and Supplier Balance Netting Updated document. Moved feature to Payables and Receivables sections. 06 OCT 2017 Created initial document. OVERVIEW This guide outlines the information you need to know about new or improved functionality in this update, and describes any tasks you might need to perform for the update. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you. GIVE US FEEDBACK We welcome your comments and suggestions to improve the content. Please send us your feedback at oracle_fusion_applications_help_ww_grp@oracle.com. 6

7 OPTIONAL UPTAKE OF NEW FEATURES (OPT IN) We continue to add many new features to the Oracle Cloud Applications, and for some features, you can take advantage of new functionality at a pace that suits you by opting in to the feature when you re ready. You can opt in to a feature in two ways: by using the New Features work area, or by using the Setup and Maintenance work area. To opt in using the New Features work area: Click the Navigator, and then click New Features (under the My Enterprise heading). On the New Features page, select the offering that includes new features you d like to review. Click Opt In for any feature that you want to opt in to. On the Edit Features page, select the Enable option for the feature, and then click Done. To opt in using the Setup and Maintenance work area: Click the Navigator, and then click Setup and Maintenance. On the Setup page, select your offering, and then click Change Feature Opt In. On the Opt In page, click the Edit Features icon. On the Edit Features page, select the Enable option for any feature you want to opt in to. If the Enable column includes an Edit icon instead of a check box, then click the icon, select your feature options, and click Save and Close. 5. Click Done. 7

8 FEATURE SUMMARY Action Required to Enable Feature Feature None (Automatically Available) Enable via Opt In UI Only Enable via Opt In UI Plus Additional Steps Not Enabled via Opt In UI but Setup Required Issue Service Request COMMON TECHNOLOGY AND USER EXPERIENCE Common Financials Features Configure Auditable Setup Attributes and View Audit Report Configurable Notifications FINANCIALS Advanced Collections Enhanced Notes Capabilities for Streamlined Customer Account Management Improved Collection Effectiveness by Expanded Scoring Data Points Assets Reset Basis at Period End for Transfers and Adjustments Expenses Ability for Administrators to Assign Delegates Attendee Data Capture for All Expense Categories Configurable Fields for Cash Advances Configurable Fields for Expense Reports Enhanced Controls for Mobile Expenses Merchant Data Capture for Entertainment Expenses Pay Group for Corporate Card Issuer Payment Requests Support for Gender-Based Expense Policies General Ledger Streamlined Reporting: Generation of Reports and Account Groups and Reporting Structure Preview in Rapid Implementation Generate Financial Reports and Account Groups Process and Copy Account Groups 8

9 Action Required to Enable Feature Feature None (Automatically Available) Enable via Opt In UI Only Enable via Opt In UI Plus Additional Steps Not Enabled via Opt In UI but Setup Required Issue Service Request Manage Cross-Validation Rule Violations Process Correct Misclassified Accounts Process Delete Translated Balances Process Payables Customer and Supplier Balance Netting Early Payment Discounts Receivables Customer and Supplier Balance Netting Enhanced Notes Capabilities for Streamlined Customer Account Management Support Credit Checking Against Order Amount Limit Revenue Management Oracle Transactional Business Intelligence: Standalone Selling Price Report Dashboard Tax Outsource Tax Processing and Reporting to Third-Party Tax Vendor Solution (Financials) Transactional Business Intelligence for Financials Customer Taxpayer Identification Number is Added in Receivables, Subledger Accounting and Revenue Management Subject Areas Improved Cross-Functional Reporting Between Payables and Projects Payables Dynamic Discounting is Available in Payable Payment Disbursement Subject Area Improved Cross Functional Reporting Across Payables Subject Areas Invoice Image Routing is Available in Payables Invoices Subject Areas 9

10 Action Required to Enable Feature Feature None (Automatically Available) Enable via Opt In UI Only Enable via Opt In UI Plus Additional Steps Not Enabled via Opt In UI but Setup Required Issue Service Request One Time Payment Party Information is Available in Payables Subject Area Receivables Customer Account and Transaction Details Are Enhanced in the Receivables Subject Area REGIONAL AND COUNTRY-SPECIFIC FEATURES Financials for the Americas Argentina Withholding Tax Reporting for Argentina Chile Withholding Tax Reporting for Chile Colombia Withholding Tax Reporting for Colombia Financials for EMEA Poland Correction Documents for Poland JPK Reporting for Poland Print Commercial Documents for Poland Tax Point Date Adjustment 10

11 COMMON TECHNOLOGY AND USER EXPERIENCE COMMON FINANCIALS FEATURES CONFIGURE AUDITABLE SETUP ATTRIBUTES AND VIEW AUDIT REPORT You can now configure setup attributes for audit from the Setup and Maintenance work area to maintain internal control over the validity of the enterprise transaction system. After configuration, you can track changes to these attributes using the Audit Report. The following business setup objects are enabled for audit: Subledger Accounting Enabled setup objects: Accounting Method Journal Entry Rule Set Journal Line Rule Account Rule Mapping Set Navigate to the Setup and Maintenance work area to configure the auditable setup attributes: Select the Manage Audit Policies task. Select the Configure Business Object Attribute. Select the product, business object, and attributes for audit enablement. Save the selection. To view the audit report: 1. From the Navigator, select Tools to open the Audit Reports. CONFIGURABLE NOTIFICATIONS Oracle Financials Cloud now uses Business Intelligence Publisher for approval notifications. The templates are optimized for mobile devices and are easily configurable. Choose from a comprehensive list of attributes to modify the notifications according to your requirements. You can change both layout and content add images, change colors and styling, add or remove attributes or modify text. 11

12 Supported notifications include: General Ledger Journal Approval Notifications Invoice Approval Notifications Hold Resolution Notifications Payables Payment Approval Notifications Expenses Expense Report Approval Notifications Expense Reimbursement Notifications Expense Audit and Receipt Management Notifications Cash Advance Notifications The feature needs to be enabled using the Feature Opt In page in Functional Setup Manager. It is not enabled by default. To enable the feature, complete these steps: 1. Go to the Setup and Maintenance work area. 2. Select Financials from the Setup drop down. 3. Click on the Change Feature Opt In. 4. On the Opt In: Financials page, click the Features icon for the product for which you wish to enable the feature (Payables, Expenses or General Ledger). 5. On the Edit Features page, select the Enable option for each type of notification that you want to enable the feature for. 6. Click on Done to go back to the Setup: Financials page. There are no further steps needed to enable the feature. TIPS AND CONSIDERATIONS 1. Use the predefined templates with no additional changes or modify them according to your business requirements. 2. Preview your changed templates before publishing. 3. Revert to the classic approval notifications at any time by disabling the feature using the Feature Opt In page in Functional Setup Manager. KEY RESOURCES Financials Configurable Notifications: Overview Configurable Notifications: Implementation Considerations (Doc ID ) on My Oracle Support at 12

13 FINANCIALS ADVANCED COLLECTIONS ENHANCED NOTES CAPABILITIES FOR STREAMLINED CUSTOMER ACCOUNT MANAGEMENT Receivables and Collections users now have access to the same notes pertaining to Receivables transactions. Receivables users can now access installment notes and case folder notes using the View Installments window in the Review Transaction page or View Transaction page. Collections users can now access case folder notes and Receivables transaction notes associated with the transaction installment from the Collections Delinquent Customer Transaction tab of the customer account. Receivables and Collections users can now enter internal comments and customer comments both when creating a dispute and tracking the dispute across related transactions. The enhanced dispute functionality includes: Capture internal comment and customer comment in the Manage Disputes page, and include these comments in the approval workflow. Capture additional comments on the approval workflow notifications. Record the dispute details, including the credit memo request number, dispute amount, credit memo reason, and internal comments in the original transaction notes. Record customer comments in the credit memo after dispute approval. Receivables and Collections users can now raise a partial dispute on a transaction by changing the default dispute amount to an amount between 0.00 and the original invoice amount, less the amount of any existing disputes already in the process of approval. In Receivables, the user can query a transaction and review an installment note created in Collections. 13

14 In Receivables, the user can query a transaction and review a case folder note created in Collections. In Collections, the user can query a transaction installment for a customer and review the case folder notes. In Collections, the user can query a transaction installment for a customer and review the notes created for the Receivables transaction. 14

15 Receivables and Collections users can now enter internal comments and customer comments both when creating a dispute and tracking the dispute details across related transactions. Receivables and Collections users can review customer comments and internal comments captured on the Manage Disputes page, as part of the approval workflow notifications. 15

16 Receivables and Collections users can review the dispute details, including the credit memo request number, dispute amount, credit memo reason, and internal comments, in the Notes window of the Review Transaction page. Receivables and Collections users can review customer comments in the Review Transaction page of the credit memo after the dispute has been approved. 16

17 In Receivables, the user can change the default dispute amount. The user can enter an updated dispute amount anywhere between 0.00 and the original invoice amount, less the amount of any existing disputes already in the process of approval. There are no steps needed to enable the enhanced notes capabilities for Receivables and Collections. This feature is automatically available in your Receivables and Advanced Collections products. 17

18 IMPROVED COLLECTION EFFECTIVENESS BY EXPANDED SCORING DATA POINTS You can now use the following new scoring data points to build more sophisticated scoring formulas, increase score accuracy, and improve collections effectiveness. Data Point Name Description Customer Write Off Amount Customer's total write off amount in the past 24 months in USD. Account Write Off Amount Account's total write off amount in the past 24 months in USD. Site Write Off Amount Site's total write off amount in the past 24 months in USD. Customer Total Amount Past Due Customer's total past due amount in USD excluding disputes, onaccount or unapplied cash. Account Total Amount Past Due Account's total past due amount in USD excluding disputes, onaccount or unapplied cash. Site Total Amount Past Due Site's total past due amount in USD excluding disputes, on-account or unapplied cash. Customer Percent of Outstanding 30 Days Past Due Percent of customer balance more than 30 days past due. Account Percent of Outstanding 30 Days Past Due Percent of account balance more than 30 days past due. Site Percent of Outstanding 30 Days Past Due Percent of site balance more than 30 days past due. Customer Weighted Average Days Outstanding Customer's average days late weighted by invoice amount. Account Weighted Average Days Outstanding Account's average days late weighted by invoice amount. Site Weighted Average Days Outstanding Site's average days late weighted by invoice amount. Customer Weighted Average Days Paid Customer's average days to make a payment weighted by payment amount. Account Weighted Average Days Paid Account's average days to make a payment weighted by payment amount. Site Weighted Average Days Paid Site's average days to make a payment weighted by payment amount. No steps are required to enable this feature. ROLE INFORMATION No new role access is needed to use this feature. 18

19 ASSETS RESET BASIS AT PERIOD END FOR TRANSFERS AND ADJUSTMENTS You can now specify following period conventions for your asset adjustments and transfers. Recognize your asset transfers immediately and use period-end cost and reserve balances for your transfer accounting. Account your adjustments immediately and defer the depreciation basis change to the following period. The following screenshots illustrate the feature and its benefits. Choose a Convention and the Prorate Date From the Transfer Assets Page Specify a Following Period Convention and Prorate Date From the Adjust Assets Page You can also specify the conventions and prorate date for multiple assets from the Transfer Assets in Spreadsheet or Adjust Assets in Spreadsheet tasks. 19

20 From the Manage Asset Books page, open your book. Ensure the primary ledger currency for your book is either Zloty or Ruble. Check the Allow convention for Adjustments and Transfers option. EXPENSES ABILITY FOR ADMINISTRATORS TO ASSIGN DELEGATES A delegate is a person who is authorized to perform expense entry for you. Previously, only individual users could designate expense entry delegates for themselves. Expenses now allows administrators to perform delegation on your behalf. An administrator can designate an expense entry delegate on behalf of any user in the company. To assign delegates to employees and contingent workers, complete the following: 1. In the Setup and Maintenance work area, navigate to the Manage Delegations task. 2. On the Manage Delegations page, click the Create icon to create a delegation for a user. 3. In the Create Delegation dialog box, select the delegate from the Delegate choice list. The delegate is the person who is authorized to enter expense reports on behalf of another person. 4. From the Assignment choice list, select the person for whom report entry is delegated. This person is the owner of the expense reports. 20

21 5. Optionally, select the Accounting Access check box and the Project Access check box when applicable. Selecting the Accounting Access check box allows the delegate to override accounting information for any expense. Selecting the Project Access check box allows the delegate to charge expenses to projects. 6. Save the details. When an administrator assigns a delegate, you can see the delegate on the Manage Delegates page in the Expenses work area. Manage Delegations Create Delegation NOTE: If you select the Accounting Access check box and the Project Access check box and the expense report owner does not have privileges to override accounting or enter projects, the delegate is still able to override accounting and enter projects. KEY RESOURCES For more information, refer to the following topics in Oracle Applications online help: Manage Delegates: Explained ROLE INFORMATION The Manage Delegations task is accessible to users with the Expense Manager role. 21

22 ATTENDEE DATA CAPTURE FOR ALL EXPENSE CATEGORIES Several industries have enacted gifts and entertainment regulations to provide transparency and to curtail the amount spent on individuals to prevent gift recipients from influencing business decisions. Expenses now makes it easier for you to capture attendee data for all expense categories to comply with local and industryspecific regulations. You can now assign an entertainment policy with only data capture controls to any nonentertainment expense categories. When you enter an expense associated with an attendees-only entertainment policy, the application enforces the entry of attendee and recipient details. To enable an expense type to capture attendee and recipient details, you must set up an entertainment policy and assign the policy to an expense type. SETTING UP AN ENTERTAINMENT POLICY 1. In the Setup and Maintenance work area, navigate to the Manage Policies by Expense Category task. 2. On the Manage Policies by Expense Category page, click Create Policy and select Entertainment to create a policy. 3. In the Rate Definition section on the Create Policy page, deselect the Enable rate limit check box. 4. In the Capture Attendee Information section, select the applicable information. 5. Save the details. 6. On the Manage Policies by Expense Category page, select the newly created policy and click Activate to make the policy available for use. Creating an Entertainment Policy for Attendee Capture ASSIGNING AN ENTERTAINMENT POLICY TO AN EXPENSE TYPE In the Setup and Maintenance work area, navigate to the Manage Expense Report Templates task. On the Manage Expense Report Templates page, select the expense template and click the Edit icon. On the Edit Expense Template page, select the expense type to associate with the entertainment policy. On the Edit Expense Type page, select the Policy tab. In the Attendees Policy section, select the entertainment policy and enter the start date. Save the details. 22

23 Assigning Policy to an Expense Type ROLE INFORMATION You must have one of the following roles to configure entertainment policies: Application Implementation Consultant Financial Administrator Expense Manager CONFIGURABLE FIELDS FOR CASH ADVANCES You can configure company-specific information capture for cash advances by enabling descriptive flexfields. The descriptive flexfield, Cash Advance, allows you to configure the following: Fields that apply to all cash advances. Configure fields that apply to all cash advances by defining global segments. Fields that vary by business unit. Configure fields that vary by business unit by selecting the context segment value set ORA_EXM_BUSINESS_UNIT. When the context is ORA_EXM_BUSINESS_UNIT, you do not see a context choice list on the Create Cash Advance page. Fields that vary by cash advance type. Configure fields that vary by cash advance type by selecting the context segment value set ORA_EXM_CASH_ADVANCE_TYPE. When the context is ORA_EXM_CASH_ADVANCE_TYPE, you do not see a context choice list on the Create Cash Advance page. Fields that vary by a context. Configure fields that apply to a context. You define the context with values that are applicable to your company. When the context is user-defined, you see a context choice list on the Create Cash Advance page. To enter additional information, select the applicable context. To enable additional fields for cash advances, you must set up and deploy the Cash Advance flexfield. SETTING UP A DESCRIPTIVE FLEXFIELD To set up the Cash Advance flexfield, complete these steps: 1. In the Setup and Maintenance work area, navigate to the Manage Descriptive Flexfields task. 2. On the Manage Descriptive Flexfields page, enter Cash Advance in the Name field and search. 23

24 3. In the Search Results section, select the Cash Advance flexfield and click the Edit icon. 4. To enable fields that apply to all cash advances, create segments in the Global Segments section. 5. To enable fields that vary by business units, complete these steps: In the Context Segment section, enter the display name in the Prompt field. From the Value Set choice list, select the ORA_EXM_BUSINESS_UNIT value set. In the Context Sensitive Segments section, select the applicable business unit name from the Context choice list. For the selected business unit, create a segment for each applicable field. 6. To enable fields that vary by cash advance type, complete these steps: In the Context Segment section, enter the display name in the Prompt field. From the Value Set choice list, select the ORA_EXM_CASH_ADVANCE_TYPE value set. In the Context Sensitive Segments section, select the applicable cash advance type from the Context choice list. For the selected cash advance type, create a segment for each applicable field. 7. To enable fields that vary by a context, complete these steps: In the Context Segment section, enter the display name in the Prompt field. Click the Manage Contexts button and create the context and the context values. In the Context Segments section, select the newly created context from the Value Set choice list. In the Context Sensitive Segments section, select the applicable context value from the Context choice list. For the selected context value, create a segment for each applicable field. 8. Save the details. Context as Cash Advance Type NOTE: You can define both global segments and context segments for the Cash Advance flexfield if needed. You can configure only one context value set for the descriptive flexfield. For example, you cannot simultaneously configure Business Unit and another user-defined context as context for the Cash Advance descriptive flexfield. KEY RESOURCES For more information, refer to the following topics in Oracle Applications online help: How can I access predefined flexfields? Descriptive Flexfields: Explained Managing Descriptive Flexfields: Points to Consider 24

25 ROLE INFORMATION You must have one of the following roles to configure descriptive flexfields: Application Implementation Consultant Financial Administrator Expense Manager CONFIGURABLE FIELDS FOR EXPENSE REPORTS You can configure company-specific information capture at the expense report level by enabling descriptive flexfields. Descriptive flexfields at the expense report level can be used to capture additional travel and expense details that are specific to your company. The descriptive flexfield, Expenses Report Header, allows you to configure the following: Fields that apply to all reports. Configure fields that apply to all reports by defining global segments. Fields that vary by business unit. Configure fields that vary by business unit by selecting the context segment value set ORA_EXM_BUSINESS_UNIT. When the context is ORA_EXM_BUSINESS_UNIT, you do not see a context choice list on the Create Expense Report page. Fields that vary by a context. Configure fields that apply to a context. You define the context with values that are applicable for your company. When the context is user-defined, you see a context choice list on the Create Expense Report page. To enter additional information, select the applicable context. To enable additional fields at the expense report header level, you must set up and deploy the Expenses Report Header flexfield. SETTING UP A DESCRIPTIVE FLEXFIELD To set up the Expenses Report Header flexfield, complete these steps: 1. In the Setup and Maintenance work area, navigate to the Manage Descriptive Flexfields for Expense Reports task. 2. On the Manage Descriptive Flexfields for Expense Reports page, enter Expenses Report Header in the Name field and click search. 3. In the Search Results section, select the Expenses Report Header flexfield and click the Edit icon. 4. To enable fields that apply to all expense reports, create segments in the Global Segments section. 5. To enable fields that vary by business units, complete these steps: In the Context Segment section, enter the display name in the Prompt field. From the Value Set choice list, select the ORA_EXM_BUSINESS_UNIT value set. In the Context Sensitive Segments section, select the applicable business unit name from the Context choice list. For the selected business unit, create a segment for each applicable field. 6. To enable fields that vary by a context, complete these steps: In the Context Segment section, enter the display name in the Prompt field. Click the Manage Contexts button and create the context and the context values. In the Context Segments section, select the newly created context from the Value Set list. In the Context Sensitive Segments section, select the applicable context value from the Context list. For the selected context value, create a segment for each applicable field. 25

26 7. Save the details. Context as Business Unit NOTE: You can define both global segments and context segments for the Expenses Report Header flexfield if needed. You can configure only one context value set for the descriptive flexfield. For example, you cannot simultaneously configure Business Unit and another user-defined context as context for the Expenses Report Header. KEY RESOURCES For more information, refer to the following topics in Oracle Applications online help: How can I access predefined flexfields? Descriptive Flexfields: Explained Managing Descriptive Flexfields: Points to Consider ROLE INFORMATION You must have one of the following roles to configure descriptive flexfields: Application Implementation Consultant Financial Administrator Expense Manager ENHANCED CONTROLS FOR MOBILE EXPENSES The Expenses mobile application has been enhanced to make it easy for you to approve expense reports and to provide additional security controls. You can now perform the following activities: You can view receipt attachments in PDF and Microsoft Word and Excel while approving expense reports on Apple devices. When you click to review the attachments, a web viewer is launched to display the documents. The security policies of some organizations do not allow users to save passwords in the keystore of the devices for applications that they frequently use. Administrators can now prevent users from storing passwords locally in the Expenses mobile applications. REVIEW PDF AND MICROSOFT WORD AND EXCEL DOCUMENTS The ability to view PDF and Microsoft Word and Excel documents is automatically available when you download the latest Expenses mobile application from Apple's Appstore. 26

27 CONTROL PASSWORD STORAGE ON MOBILE DEVICES To prevent users from allowing the Expenses mobile application to store passwords locally, complete these steps: 1. In the Setup and Maintenance work area, navigate to the Manage Expenses System Options task. 2. On the Manage Expenses System Options page, select No from the Allow Password Storage in Mobile Application choice list under the User Options for Expense Report section to prevent all users in your organization from storing passwords locally on their devices. 3. Alternately, you can prevent users in specific business units from storing passwords on their devices. To set this option for specific business units, complete the following steps: Select the business unit from the Specific Business Units section and navigate to the options for the business unit. Select No from the Allow Password Storage in Mobile Application choice list under the User Options for Expense Report tab. 4. Save the details. Option to Disable Password Storage When the Allow Password Storage in Mobile Application field is set to No, users do not see the Save Password Locally option and the Logout button in the Settings screen of their Expenses mobile application. Users are prompted to sign in each time they access the mobile application. NOTE: By default, the Allow Password Storage in Mobile Application choice list is set to Yes. ROLE INFORMATION You must have one of the following roles to access the Manage Expenses System Options page. Application Implementation Consultant Financial Administrator Expense Manager 27

28 MERCHANT DATA CAPTURE FOR ENTERTAINMENT EXPENSES To configure the Merchant field for entertainment expenses, Expenses has added Merchant as a configurable field for Entertainment expense category. Company policies may require certain entertainment expenses to enforce merchant data capture. You can now configure the Merchant field's visibility as Required, Optional, or Hidden. To configure merchant field for entertainment expenses, complete these steps: In the Setup and Maintenance work area, navigate to the Manage Expense Fields by Category task. On the Manage Expense Fields by Category page, select the Entertainment tab. Select the Enable Fields for Entertainment check box for the applicable business unit. From the Merchant choice list, select the field behavior in expense entry. The category-specific fields are visible in expense entry based on the behavior you set. Hidden. The Merchant field is not displayed. Optional. The Merchant field is displayed for each expense item in the entertainment expense category, but the user is not required to enter data. Required. The Merchant field is displayed for each expense item in the entertainment expense category and the user is required to enter data. Save the details. KEY RESOURCES For more information, refer to the following topics in Oracle Applications online help: Expense Category-Specific Fields: Explained ROLE INFORMATION You must have one of the following roles to configure category-specific fields for entertainment expenses: Application Implementation Consultant Financial Administrator Expense Manager PAY GROUP FOR CORPORATE CARD ISSUER PAYMENT REQUESTS Expenses has made it easier for you to group payments for your corporate card issuer payment requests by assigning a pay group. You can assign a pay group to corporate card issuer payment requests by selecting the applicable pay group on the Create Company Account page. The Process Expense Reimbursement process assigns the pay group to the payment requests for the corporate card issuer. 28

29 To assign a pay group to a company account, complete these steps: 1. In the Setup and Maintenance work area, navigate to the Manage Corporate Card Programs task. 2. On the Manage Corporate Card Programs page, select the corporate card program and click the Edit icon. 3. On the Edit Corporate Card Programs page, select the company account and click the Edit icon. 4. In the Edit Company Account dialog box, select a pay group from the Pay Group choice list. 5. Save the details. Assigning a Pay Group ROLE INFORMATION The Manage Corporate Card Programs task is accessible to users with the Corporate Card Administrator role. 29

30 SUPPORT FOR GENDER-BASED EXPENSE POLICIES Expenses has added the new Gender rate determinant to the Accommodations, Miscellaneous, and Mileage expense policies to let you create a gender-based expense policy that supports local requirements and company policies. When you enter an expense associated with a gender-based policy, the application determines the allowed limit for you by using the gender captured in your person information in the Human Resources application. Managers can view policy violations that are automatically highlighted in approval notifications. Expense reports with policy violations can be selected for audit. To enable a gender-based policy, you must set up an expense policy and assign the policy to the expense type. SETTING UP A GENDER-BASED EXPENSE POLICY 1. In the Setup and Maintenance work area, navigate to the Manage Policies by Expense Category task. 2. On the Manage Policies by Expense Category page, click Create Policy and select Accommodations, Miscellaneous, or Mileage to create a policy. 3. In the Rate Determinants section on the Create Policy page, select the Gender check box. 4. Optionally, select applicable rate determinants. 5. Save the details. 6. To download the Create Rates spreadsheet, click Create Rates. 7. Define the rates and upload the spreadsheet. The Gender choice list displays the genders defined in the Sex lookup in the Human Resources application. To define gender-specific rates, select a legislation from the Legislation choice list. The Gender choice list is filtered by the selected legislation. 8. On the Manage Policies by Expense Category page, select the newly created policy and click Activate to make the policy available for use. Gender Rate Determinant in Accommodations Policy ASSIGNING THE POLICY TO AN EXPENSE TYPE In the Setup and Maintenance work area, navigate to the Manage Expense Report Templates task. On the Manage Expense Report Templates page, select the expense template and click the Edit icon. On the Edit Expense Template page, select the expense type to associate with the gender-based policy. On the Edit Expense Type page, select the Policy tab. In the Attendees Policy section, select the entertainment policy and enter the start date. Save the details. ROLE INFORMATION You must have one of the following roles to configure gender-based expense policies: Application Implementation Consultant Financial Administrator Expense Manager 30

31 GENERAL LEDGER STREAMLINED REPORTING: GENERATION OF REPORTS AND ACCOUNT GROUPS AND REPORTING STRUCTURE PREVIEW IN RAPID IMPLEMENTATION The Streamlined Reporting enhancements are a set of solutions that jump start and ease report setups to provide instantly available financial reports. The report generation feature integrates with the Rapid Implementation Enterprise Structure setup to automatically generate Financial Reporting reports and Account Groups based on the specific accounting configuration created. An embedded report previewing feature provides additional validation of the reporting structure setup in the context of a sample report to facilitate any required re-alignment. RAPID IMPLEMENTATION INTEGRATION WITH GENERATE FINANCIAL REPORTS AND ACCOUNT GROUPS PROCESS In the Natural Accounts worksheet of the Rapid Implementation Enterprise Structure Setup spreadsheet, in addition to providing your natural account segment value set and account hierarchy along with account type tags for the account values, tag the parent accounts that are your highest level and comprehensive revenue and operating expenses accounts. Use the expanded account types of Revenue - Top Revenue Parent Account and Expenses - Top Operating Expenses Account respectively. Optionally, also assign the expanded account type of Expenses - Top Cost of Sales Parent Account if this is applicable for your scenario. The Generate Financial Reports and Account Groups process will use these parent accounts as the basis for deriving the accounts that are referenced in the reports it creates by taking the immediate descendants of these parent accounts to define the rows of the reports. The process automatically generates a set of Financial Reporting reports and Account Groups according to the accounting configuration defined in the Rapid Implementation spreadsheet after this is successfully submitted. Depending whether both the top operating expense and top cost of sales accounts are tagged, different variations of the Financial Reporting income statements are generated. If the optional top cost of sales account is provided, the income statements Financial Reporting reports will also include a gross margin section. An individual set of Financial Reporting reports as listed below is generated for each ledger that is defined within that Rapid Implementation accounting configuration. 1. Income Statement 2. Consolidated Income Statement 3. Rolling Quarterly Income Statement 4. Rolling Monthly Income Statement 5. Trial Balances by Ledger Currency 6. Trial Balances by Entered Currency The process also generates three Account Groups. These include two for the infolets, Revenues and Expenses, and one for the Close Monitor, Close Monitor Summary Income Statement. A set of these three account groups is generated for the balances cube, to be shared among all the ledgers that are part of that balances cube. 31

32 Rapid Implementation Enterprise Structure Setup Natural Accounts Worksheet RAPID IMPLEMENTATION SPREADSHEET SAMPLE REPORTS PREVIEW After completing the Rapid Implementation spreadsheet, click the Validate button in the COA, Calendar, and Ledger worksheet. The validation will go through all the worksheets and check if there are missing or inappropriate setups. If everything checks out and it finds no errors, you will be presented the option to preview some samples of the reports that will be generated. The preview reports will incorporate elements of the Rapid Implementation setup you have provided, including the derivation of the report rows based on the top parent revenue and expense account values you have tagged. In addition to previewing the reports that will be automatically generated, this is also an opportunity to validate whether you have set up your natural accounts reporting hierarchy in a way that align to reporting needs because this will be reflected in the sample reports. If the natural account hierarchy requires adjustments, this is your chance to make those corrections before actually creating the account hierarchies in the application since this will only happen when you finally submit the accounting configuration in the Rapid Implementation spreadsheet. You can make modifications to your enterprise structure setup, validate the spreadsheet, and preview the revised sample reports for as many times as you need. The validation routine marks errors as actionable items in a Validation Report worksheet that it dynamically generates for the workbook. You can review these anomalies and make the corrections as indicated. In the Field column, it will note the item that is an issue, and the text is a link. Clicking on it will navigate you to the appropriate field in the spreadsheet that you need to update. 32

33 Prompt to Preview Sample Reports After Successful Validation of Rapid Implementation Spreadsheet Sample Reports Preview TIPS AND CONSIDERATIONS 1. Use the sample completed Rapid Implementation Enterprise Structure Setup spreadsheet provided in the Instructions worksheet in the workbook to familiarize yourself with the feature and see the resulting accounting configuration and generated reports corresponding to the definition in the sample spreadsheet. 33

34 Sample of Completed Rapid Implementation Enterprise Structure Setup Spreadsheet 2. For the Revenues and Expenses Account Groups created by the report generation process, these will be automatically set as the defaults for your Revenues and Expenses infolets in the General Accounting Home Page if there is no existing Account Group already associated as the default. For the Close Monitor Summary Income Statement, this can be assigned to your ledger sets when you complete the Close Monitor setup. KEY RESOURCES The Instructions worksheet in the Rapid Implementation Enterprise Structure spreadsheet contains important information on how to use the spreadsheet and submit the accounting configuration. It also provides information on how to create additional account hierarchies, or additional account hierarchy versions. It describes the various business objects that are created as part of the accounting configuration, including how they relate to one another. Recommendations and best practices are also included to help you optimize your Rapid Implementation setup. Areas that require caution and special consideration when planning your setup are also noted in the instructions to help you avoid pitfalls. ROLE INFORMATION To successfully submit the Rapid Implementation Enterprise Structure Setup spreadsheet and generate the Financial Reports and Account Groups, the user will need to have the Application Implementation Consultant job role assignment because this feature is related to many setup elements that are secured by the various privileges assigned to this role. GENERATE FINANCIAL REPORTS AND ACCOUNT GROUPS PROCESS AND COPY ACCOUNT GROUPS The Generate Financial Reports and Account Groups process can be submitted at any time to automatically create Financial Reporting reports and Account Groups. The Copy Account Group feature allows you to leverage existing Account Groups and modify the copy to easily produce another report variation. 34

35 GENERATE FINANCIAL REPORTS AND ACCOUNT GROUPS PROCESS To submit the Generate Financial Reports and Account Groups process, select the chart of accounts and accounting calendar which identifies the balances cube and ledgers for which you wish to generate the reports. Specify the top three parent revenue and expenses account values to base the generated reports. Revenue - Top Revenue Parent Account Expenses - Top Operating Expenses Account Expenses - Top Cost of Sales Parent Account (optional) The Generate Financial Reports and Account Groups process will use these parent accounts as the basis for deriving the accounts that are referenced in the reports it creates by taking the immediate descendants of these parent accounts to define the rows of the reports. The process generates a set of Financial Reporting reports and Account Groups for the selected balances cube and its ledgers. An individual set of Financial Reporting reports as listed below is generated for each ledger that is part of the selected balances cube. Depending on whether both the top operating expense and top cost of sales accounts are tagged, different variations of the income statements are generated. If the optional top cost of sales account is provided, the income statement reports will also include a gross margin section. 1. Income Statement 2. Consolidated Income Statement 3. Rolling Quarterly Income Statement 4. Rolling Monthly Income Statement 5. Trial Balances by Ledger Currency 6. Trial Balances by Entered Currency The process also generates three Account Groups. These include two for the infolets, Revenues and Expenses, and one for the Close Monitor, Close Monitor Summary Income Statement. A set of these three account groups is generated for the balances cube, to be shared among all the ledgers that are part of that balances cube. When specifying each of the top parent account, you can pick the specific tree and tree version of the parent account that you wish to base the generated reports. Use the Search feature to look for the specific parent account by one or more criteria, using value, description, tree and tree version. 35