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Oracle Internet Expenses Implementation and Administration Guide, Release 12.1

Part No. E13454-03

Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document. Your feedback is important, and helps us to best meet your needs as a user of our products. For example:

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Preface

Intended Audience

Welcome to Release 12.1 of the Oracle Internet Expenses Implementation and Administration

Guide.

This guide assumes you have a working knowledge of the following:

• The principles and customary practices of your business area.

• Oracle Internet Expenses

If you have never used Oracle Internet Expenses, Oracle suggests you attend one or

more of the Oracle Financials training classes available through Oracle University.

• The Oracle Applications graphical user interface.

To learn more about the Oracle Applications graphical user interface, read the

Oracle Applications User's Guide.

See Related Information Sources on page xii for more Oracle E-Business Suite product information.

Deaf/Hard of Hearing Access to Oracle Support Services

To reach Oracle Support Services, use a telecommunications relay service (TRS) to call

Oracle Support at 1.800.223.1711. An Oracle Support Services engineer will handle

technical issues and provide customer support according to the Oracle service request

process. Information about TRS is available at

http://www.fcc.gov/cgb/consumerfacts/trs.html, and a list of phone numbers is available at http://www.fcc.gov/cgb/dro/trsphonebk.html.

Documentation Accessibility

Our goal is to make Oracle products, services, and supporting documentation accessible

to all users, including users that are disabled. To that end, our documentation includes

features that make information available to users of assistive technology. This

documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Accessibility standards will continue to evolve over time, and

Oracle is actively engaged with other market-leading technology vendors to address

technical obstacles so that our documentation can be accessible to all of our customers.

For more information, visit the Oracle Accessibility Program Web site at http://www.oracle.com/accessibility/.

Accessibility of Code Examples in Documentation

Screen readers may not always correctly read the code examples in this document. The

conventions for writing code require that closing braces should appear on an otherwise

empty line; however, some screen readers may not always read a line of text that consists solely of a bracket or brace.

Accessibility of Links to External Web Sites in Documentation

This documentation may contain links to Web sites of other companies or organizations

that Oracle does not own or control. Oracle neither evaluates nor makes any representations regarding the accessibility of these Web sites.

Structure

1 Overview of Oracle Internet Expenses

2 Setting Up Applications for Oracle Internet Expenses

3 Oracle Internet Expenses Setup and Administration

4 Setting Up Audit Automation

5 Implementing Client Extensions

6 Configuring the Expenses Spreadsheet

7 Defining Workflow Processes

A Profile Options

B Configuring the User Interface

C Oracle Audit Management

D Processing Corporate Credit Cards

E Oracle Internet Expenses Programs and Reports

F Ad Hoc Reporting

Related Information Sources

This document is included on the Oracle Applications Document Library, which is

supplied in the Release 12 DVD Pack. You can download soft-copy documentation as

PDF files from the Oracle Technology Network at http://otn.oracle.com/documentation,

xii

or you can purchase hard-copy documentation from the Oracle Store at

http://oraclestore.oracle.com. The Oracle E-Business Suite Documentation Library

Release 12 contains the latest information, including any documents that have changed

significantly between releases. If substantial changes to this book are necessary, a

revised version will be made available on the online documentation CD on My Oracle Support.

If this guide refers you to other Oracle Applications documentation, use only the

Release 12 versions of those guides.

For a full list of documentation resources for Oracle Applications Release 12, see Oracle

Applications Documentation Resources, Release 12, on My Oracle Support Document 394692.1.

Online Documentation

All Oracle Applications documentation is available online (HTML or PDF).

• PDF Documentation - PDF documentation is available for download from the

Oracle Technology Network at http://otn.oracle.com/documentation.

• Online Help - Oracle Internet Expenses is part of a suite of Oracle Self-Service

applications, which has an intuitive interface designed to guide users without end

user documentation. Oracle Internet Expenses does not have an end user guide or separate online HTML help.

• Release Notes - For information about changes in this release, including new

features, known issues, and other details, see the release notes for the relevant product, available on My Oracle Support.

• Oracle Electronic Technical Reference Manuals - Each Electronic Technical

Reference Manual (eTRM) contains database diagrams and a detailed description of

database tables, forms, reports, and programs for a specific Oracle Applications

product. This information helps you convert data from your existing applications

and integrate Oracle Applications data with non-Oracle applications, and write

custom reports for Oracle Applications products. Oracle eTRM is available on My Oracle Support.

Related Guides

You should have the following related books on hand. Depending on the requirements

of your particular installation, you may also need additional manuals or guides.

Oracle Alert User's Guide:

This guide explains how to define periodic and event alerts to monitor the status of

your Oracle Applications data.

Oracle Application Framework Developer's Guide:

This guide contains the coding standards followed by the Oracle Applications

development staff to produce applications built with Oracle Application Framework.

xiii

This guide is available in PDF format on My Oracle Support and as online

documentation in JDeveloper 10g with Oracle Application Extension.

Oracle Application Framework Personalization Guide:

This guide covers the design-time and run-time aspects of personalizing applications

built with Oracle Application Framework.

Oracle E-Business Suite Concepts:

This book is intended for all those planning to deploy Oracle E-Business Suite Release

12 or contemplating significant changes to a configuration. After describing the Oracle Applications architecture and technology stack, it focuses on strategic topics, giving a

broad outline of the actions needed to achieve a particular goal, plus the installation and configuration choices that may be available.

Oracle E-Business Suite Developer's Guide:

This guide contains the coding standards followed by the Oracle Applications

development staff. It describes the Oracle Application Object Library components

needed to implement the Oracle Applications user interface described in the Oracle

E-Business Suite User Interface Standards for Forms-Based Products. It also provides

information to help you build your custom Oracle Forms Developer 6i forms so that they integrate with Oracle Applications.

Oracle E-Business Suite Diagnostics User's Guide:

This manual contains information on implementing, administering, and developing

diagnostics tests in the Oracle E-Business Suite Diagnostics framework.

Oracle E-Business Suite Flexfields Guide:

This manual provides flexfields planning, setup, and reference information for the

Oracle Internet Expenses implementation team, as well as for users responsible for the ongoing maintenance of Oracle Applications product data. This manual also provides information on creating custom reports on flexfields data.

Oracle E-Business Suite Installation Guide: Using Rapid Install:

This book is intended for use by anyone who is responsible for installing or upgrading

Oracle Applications. It provides instructions for running Rapid Install either to carry

out a fresh installation of Oracle Applications Release 12, or as part of an upgrade from

Release 11i to Release 12. The book also describes the steps needed to install the

technology stack components only, for the special situations where this is applicable.

Oracle E-Business Suite Upgrade Guide: Release 11i to Release 12.1.1:

This guide provides information for DBAs and Applications Specialists who are

responsible for upgrading a Release 11i Oracle Applications system (techstack and products) to Release 12.1.1. In addition to information about applying the upgrade

driver, it outlines pre-upgrade steps and post-upgrade steps, and provides descriptions

of product-specific functional changes and suggestions for verifying the upgrade and reducing downtime.

Oracle E-Business Suite Maintenance Procedures:

xiv

This guide describes how to use AD maintenance utilities to complete tasks such as

compiling invalid objects, managing parallel processing jobs, and maintaining snapshot

information. Part of Maintaining Oracle Applications, a 3-book set that also includes

Oracle E-Business Suite Patching Procedures and Oracle E-Business Suite Maintenance Utilities.

Oracle E-Business Suite Maintenance Utilities:

This guide describes how to run utilities, such as AD Administration and AD

Controller, used to maintain the Oracle Applications file system and database. Outlines

the actions performed by these utilities, such as monitoring parallel processes,

generating Applications files, and maintaining Applications database entities. Part of

Maintaining Oracle Applications, a 3-book set that also includes Oracle E-Business Suite Patching Procedures and Oracle E-Business Suite Maintenance Procedures.

Oracle E-Business Suite Multiple Organizations Implementation Guide:

This guide describes the multiple organizations concepts in Oracle Applications. It

describes in detail on setting up and working effectively with multiple organizations in Oracle Applications.

Oracle E-Business Suite Patching Procedures:

This guide describes how to patch the Oracle Applications file system and database

using AutoPatch, and how to use other patching-related tools like AD Merge Patch, OAM Patch Wizard, and OAM Registered Flagged Files. Describes patch types and

structure, and outlines some of the most commonly used patching procedures. Part of

Maintaining Oracle Applications, a 3-book set that also includes Oracle E-Business Suite Maintenance Utilities and Oracle E-Business Suite Maintenance Procedures.

Oracle E-Business Suite System Administrator's Guide Documentation Set:

This documentation set provides planning and reference information for the Oracle

Applications System Administrator. Oracle E-Business Suite System Administrator's Guide

- Configuration contains information on system configuration steps, including defining concurrent programs and managers, enabling Oracle Applications Manager features, and setting up printers and online help. Oracle E-Business Suite System Administrator's Guide - Maintenance provides information for frequent tasks such as monitoring your

system with Oracle Applications Manager, managing concurrent managers and reports,

using diagnostic utilities, managing profile options, and using alerts. Oracle E-Business Suite System Administrator's Guide - Security describes User Management, data security, function security, auditing, and security configurations.

Oracle E-Business Suite User Guide:

This guide explains how to enter data, query, run reports, and navigate using the user

interface (UI) available with this release of Oracle Internet Expenses (and any other Oracle Applications products). This guide also includes information on setting user profiles, as well as running and reviewing concurrent requests.

Oracle Integration Repository User's Guide:

This guide covers the employment of Oracle Integration Repository in researching and

deploying business interfaces to produce integrations between applications.

Oracle Workflow Administrator's Guide:

This guide explains how to complete the setup steps necessary for any product that

includes workflow-enabled processes. It also describes how to manage workflow

processes and business events using Oracle Applications Manager, how to monitor the

progress of runtime workflow processes, and how to administer notifications sent to workflow users.

Oracle Workflow API Reference:

This guide describes the APIs provided for developers and administrators to access

Oracle Workflow.

Oracle Workflow Developer's Guide:

This guide explains how to define new workflow business processes and customize

existing Oracle Applications-embedded workflow processes. It also describes how to define and customize business events and event subscriptions.

Oracle Workflow User's Guide:

This guide describes how Oracle Applications users can view and respond to workflow

notifications and monitor the progress of their workflow processes.

Oracle Financials and Oracle Procurement Functional Upgrade Guide: Release 11i to

Release 12.1:

This guides provides detailed information about the functional impacts of upgrading

Oracle Financials and Oracle Procurement products from Release 11i to Release 12.1.

This guide supplements the Oracle Applications Upgrade Guide: Release 11i to Release 12.1.1 .

Oracle Financials Concepts Guide:

This guide describes the fundamental concepts of Oracle Financials. The guide is

intended to introduce readers to the concepts used in the applications, and help them

compare their real world business, organization, and processes to those used in the applications.

Oracle Financials Glossary:

The glossary includes definitions of common terms that are shared by all Oracle

Financials products. In some cases, there may be different definitions of the same term for different Financials products. If you are unsure of the meaning of a term you see in

an Oracle Financials guide, please refer to the glossary for clarification. You can find the glossary in the online help or in the Oracle Financials Implementation Guide.

Oracle Financials Implementation Guide:

This guide provides information on how to implement the Oracle Financials E-Business

Suite. It guides you through setting up your organizations, including legal entities, and

their accounting, using the Accounting Setup Manager. It covers intercompany accounting and sequencing of accounting entries, and it provides examples.

xvi

Oracle Approvals Management Implementation Guide:

Use this guide to learn how to implement Oracle Approvals Management (AME). AME

is a self-service Web application that enables users to define business rules governing

the process for approving transactions in Oracle Applications where AME has been integrated.

Oracle E-Business Tax Implementation Guide:

This guide provides a conceptual overview of the E-Business Tax tax engine, and

describes the prerequisite implementation steps to complete in other applications in

order to set up and use E-Business Tax. The guide also includes extensive examples of setting up country-specific tax requirements.

Oracle E-Business Tax Reporting Guide:

This guide explains how to run all tax reports that make use of the E-Business Tax data

extract. This includes the Tax Reporting Ledger and other core tax reports, country-specific VAT reports, and Latin Tax Engine reports.

Oracle E-Business Tax User Guide:

This guide describes the entire process of setting up and maintaining tax configuration

data, as well as applying tax data to the transaction line. It describes the entire

regime-to-rate setup flow of tax regimes, taxes, statuses, rates, recovery rates, tax

jurisdictions, and tax rules. It also describes setting up and maintaining tax reporting

codes, fiscal classifications, tax profiles, tax registrations, configuration options, and

third party service provider subscriptions. You also use this manual to maintain migrated tax data for use with E-Business Tax.

Oracle General Ledger Implementation Guide:

This guide provides information on how to implement Oracle General Ledger. Use this

guide to understand the implementation steps required for application use, including how to set up Accounting Flexfields, Accounts, and Calendars.

Oracle General Ledger Reference Guide:

This guide provides detailed information about setting up General Ledger Profile

Options and Applications Desktop Integrator (ADI) Profile Options.

Oracle General Ledger User's Guide:

This guide provides information on how to use Oracle General Ledger. Use this guide

to learn how to create and maintain ledgers, ledger currencies, budgets, and journal entries. This guide also includes information about running financial reports.

Oracle Grants Accounting User Guide:

This guide provides you with information about how to implement and use Oracle

Grants Accounting. Use this guide to understand the implementation steps required for

application use, including defining award types, award templates, allowed cost schedules, and burden setup. This guide also explains how to use Oracle Grants Accounting to track grants and funded projects from inception to final reporting.

xvii

Oracle HRMS Documentation Set:

This documentation set includes these books:

• Oracle HRMS Compensation and Benefits Management Guide:

Learn how to use Oracle HRMS to manage your total compensation package. For

example, read how to administer salaries and benefits, set up automated grade/step

progression, and allocate salary budgets. You can also learn about setting up

earnings and deductions for payroll processing, managing leave and absences, and reporting on compensation across your enterprise.

• Oracle HRMS Configuring, Reporting, and System Administration Guide:

Learn about extending and configuring Oracle HRMS, managing security, auditing,

information access, and letter generation.

• Oracle HRMS Enterprise and Workforce Management Guide:

Learn how to use Oracle HRMS to represent your enterprise. This includes setting

up your organization hierarchy, recording details about jobs and positions within

your enterprise, defining person types to represent your workforce, and also how to manage your budgets and costs.

• Oracle HRMS Implementation Guide:

Learn about the setup procedures you need to carry out in order to successfully

implement Oracle HRMS in your enterprise.

• Oracle HRMS Payroll Processing Management Guide:

Learn about wage attachments, taxes and social insurance, the payroll run, and

other processes.

• Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide:

Learn how to use Oracle HRMS to represent your workforce. This includes

recruiting new workers, developing their careers, managing contingent workers, and reporting on your workforce.

Oracle Inventory User's Guide:

This guide describes how to define items and item information, perform receiving and

inventory transactions, maintain cost control, plan items, perform cycle counting and physical inventories, and set up Oracle Inventory.

Oracle iSupport Implementation and Administration Guide:

This guide provides an overview of Oracle iSupport and describes implementation

steps as well as integration with other applications. Use this guide to also learn how to administer Oracle iSupport.

Oracle Payables Implementation Guide:

xviii

This guide provides you with information on how to implement Oracle Payables. Use

this guide to understand the implementation steps required for how to set up suppliers, payments, accounting, and tax.

Oracle Payables Reference Guide:

This guide provides you with detailed information about the Oracle Payables open

interfaces, such as the Invoice open interface, which lets you export invoices. It also

includes reference information on purchase order matching and purging purchasing information.

Oracle Payables User Guide:

This guide describes how to use Oracle Payables to create invoices and make payments.

In addition, it describes how to enter and manage suppliers, export invoices using the Payables open interface, manage purchase order and receipt matching, apply holds to

invoices, and validate invoices. It contains information on managing expense reporting,

procurement cards, and credit cards. This guide also explains the accounting for Payables transactions.

Oracle Payments Implementation Guide:

This guide describes how Oracle Payments, as the central payment engine for the

Oracle E-Business Suite, processes transactions, such as invoice payments from Oracle

Payables, bank account transfers from Oracle Cash Management, and settlements

against credit cards and bank accounts from Oracle Receivables. This guide also

describes how Oracle Payments is integrated with financial institutions and payment

systems for receipt and payment processing, known as funds capture and funds

disbursement, respectively. Additionally, the guide explains to the implementer how to

plan the implementation of Oracle Payments, how to configure it, set it up, test transactions, and how use it with external payment systems.

Oracle Payments User Guide:

This guide describes how Oracle Payments, as the central payment engine for the

Oracle E-Business Suite, processes transactions, such as invoice payments from Oracle

Payables, bank account transfers from Oracle Cash Management, and settlements

against credit cards and bank accounts from Oracle Receivables. This guide also

describes to the Payment Administrator how to monitor the funds capture and funds disbursement processes, as well as how to remedy any errors that may arise.

Oracle Projects Implementation Guide:

Use this manual as a guide for implementing Oracle Projects. This manual also includes

appendixes covering function security, menus and responsibilities, and profile options.

Oracle Projects Fundamentals:

Oracle Project Fundamentals provides the common foundation shared across the Oracle

Projects products (Project Costing, Project Billing, Project Resource Management,

Project Management, and Project Collaboration). Use this guide to learn fundamental information about the Oracle Projects solution.

xix

This guide includes a Navigation Paths appendix. Use this appendix to find out how to

access each window in the Oracle Projects solution.

Oracle TeleService Implementation and User Guide:

This guide provides an overview of Oracle TeleService and describes how to set up the

application. The guide also includes sample user procedures that illustrate how the application can be used.

Integration Repository

The Oracle Integration Repository is a compilation of information about the service

endpoints exposed by the Oracle E-Business Suite of applications. It provides a

complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets

users easily discover and deploy the appropriate business service interface for integration with any system, application, or business partner.

The Oracle Integration Repository is shipped as part of the E-Business Suite. As your

instance is patched, the repository is automatically updated with content appropriate for the precise revisions of interfaces in your environment.

Do Not Use Database Tools to Modify Oracle E-Business Suite Data

Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data

Browser, database triggers, or any other tool to modify Oracle E-Business Suite data unless otherwise instructed.

Oracle provides powerful tools you can use to create, store, change, retrieve, and

maintain information in an Oracle database. But if you use Oracle tools such as

SQL*Plus to modify Oracle E-Business Suite data, you risk destroying the integrity of your data and you lose the ability to audit changes to your data.

Because Oracle E-Business Suite tables are interrelated, any change you make using an

Oracle E-Business Suite form can update many tables at once. But when you modify Oracle E-Business Suite data using anything other than Oracle E-Business Suite, you

may change a row in one table without making corresponding changes in related tables.

If your tables get out of synchronization with each other, you risk retrieving erroneous information and you risk unpredictable results throughout Oracle E-Business Suite.

When you use Oracle E-Business Suite to modify your data, Oracle E-Business Suite

automatically checks that your changes are valid. Oracle E-Business Suite also keeps

track of who changes information. If you enter information into database tables using

database tools, you may store invalid information. You also lose the ability to track who has changed your information because SQL*Plus and other database tools do not keep a record of changes.

Overview of Oracle Internet Expenses

This chapter covers the following topics:

• Introducing Oracle Internet Expenses

• Key Features of Oracle Internet Expenses

• Expense Report Process

Introducing Oracle Internet Expenses

With Oracle Internet Expenses, employees can enter and submit expense reports using a

standard Web browser or a Web-enabled mobile device. Oracle Workflow

automatically routes expense reports for approval and enforces reimbursement policies. Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment.

This chapter provides an overview of the features and processes in Oracle Internet

Expenses.

Key Features of Oracle Internet Expenses

The key components of Internet Expenses work together to provide a complete service

for entering and managing expense reports:

• Expenses Setup

• Expenses Administration

• Expenses Entry

• Expenses Audit

• Expenses Analysis

Overview of Oracle Internet Expenses 1-1

• Expenses-related Workflows

• Manager Approvals

• Integration with Other Applications

Expenses Setup. Use the Internet Expenses pages to set up rate and policy schedules, exchange rates and location information, and other important features that go into the completion of expense reports. Perform the related setup tasks in the applications that

work together with Internet Expenses to create an integrated environment for expenses reporting. See: Chapter 2, "Setting Up Applications for Oracle Internet Expenses", page

2-1 and Chapter 3, "Oracle Internet Expenses Setup and Administration", page 3-1 for more information.

Expenses Administration. Internet Expenses provides many tools to administer your

expense reports. The Internet Expenses setup lets you automate many administrative tasks, including company policy compliance for expense reporting, expense account defaulting, per diem and mileage rate calculations, and end user notifications.

Expenses Entry. The intuitive user interface lets employees and contingent workers

enter and submit expense reports with minimal reliance on documentation or online

help. In addition, end users have access to various tools for their expense reporting needs. The Expenses Home page lets users track all of their current and previously submitted expense reports, as well as duplicate or withdraw expense reports. The

automatic display of open credit card transactions helps users select and submit their

credit card expenses; users can also dispute individual transactions. All workflow

notifications are also displayed from the Home page. The Expenses Preferences page

lets users configure their expense reporting environment according to their needs.

Expenses Audit. Internet Expenses automates many aspects of the process of auditing

expense reports. Audit Automation works together with your rate and policy schedules

to ensure that expense reports comply with the policies of your company without having to audit all expense report submissions. See: Chapter 4, "Setting Up Audit Automation", page 4-1 for more information.

Expense Analysis. Internet Expenses analysis and reporting provides managers with a

dedicated tool for reviewing expense reports and company policy violations. Managers

can generate reports online and review company expenses and policy violation trends

among their employees. A Search function displays expense report and policy violation data, and displays data according to the selected view.

Expenses-related Workflows. There are five workflows related to Internet Expenses:

Expenses, Credit Cards, Expenses Analysis, Expense Receipts, and Expense Holds.

• Expenses Workflow manages the notifications between managers, accounts

payable, and users related to reviewing and approving expense reports.

• Credit Cards Workflow manages the notifications related to the processing and

management of credit card transactions.

1-2 Oracle Internet Expenses Implementation and Administration Guide

• Expenses Analysis Workflow sends notifications when proxy reporting access is

granted.

• Expense Receipts Workflow manages the notifications related to submitting

receipts and missing and overdue receipts.

• Expense Holds Workflow manages the notifications related to placing and

releasing holds on expense reports.

Manager Approvals. Internet Expenses works together with Oracle Approvals

Management (AME) and Oracle Workflow to automatically route expense approvals

and notifications to cost center owners, cost center business managers, project managers or award managers. Approval notifications provide managers with all information with which to make informed decisions, including the reimbursable amount displayed in the

approver's currency and expense lines that were split and charged to their own cost centers. For more information, see Request Approval Process, page 7-50. Use Oracle

Approvals Management to build routing rules for expense reports based on header or

lines information. Use the Expenses Workflow to manage the routing of notifications to and from managers, auditors, and users.

Integration with Other Applications. Internet Expenses works together with other

applications to provide a full array of services devoted to managing and streamlining

every aspect of the expense report process. These include:

• Oracle Payables. Use Payables to create expense report invoices and to manage the

processing of credit card and procurement card transactions.

• Oracle Projects. Internet Expenses integrates with Oracle Projects to enable users to

add project-related information on expense reports.

• Oracle Grants Accounting. Oracle Grants Accounting extends the functionality of

Oracle Projects and integrates with Internet Expenses to enable users to enter award

information on their expense reports and collect reimbursement from the award that sponsored the activity.

• Oracle Approvals Management. Use Oracle Approvals Management to build

routing rules for expense report approvals.

• Oracle Application Framework. Oracle Application Framework lets you

personalize the display of Internet Expenses without modifying the underlying code.

Expense Report Process

This section provides an overview of the Expense Report Workflow process. This

illustration demonstrates the complete process flow of expense reports from creation to payment.

Overview of Oracle Internet Expenses 1-3

Creating Expense Reports

Employees can create expense reports in these ways:

• Online using their computers and a standard Web browser.

• Offline using Microsoft Excel spreadsheets from a configured template.

Employees must have the Internet Expenses responsibility to create an expense report.

If you implement the credit card functionality, employees can include credit card transactions in their expense reports. See: Credit Card Process Flows, page D-1.

Note: Employees can withdraw a submitted expense report until both

1-4 Oracle Internet Expenses Implementation and Administration Guide

manager and Payables approvals are received. The user can either

correct and resubmit the withdrawn report, or delete it.

Sending Receipts to Accounts Payable

After an employee submits an expense report, Internet Expenses displays a

confirmation page with instructions for the employee. For example, you may want to

inform the employee that a notification will be sent when the report is approved by

management and at that time all original receipts must be sent to the accounts payable

department. Most companies require original receipts for verification before reimbursing employees for business expenses.

Expense Report Workflow Process

When an employee submits an expense report for approval, the Expense Report

workflow process begins. The Expense Report workflow is used to obtain manager and

Payables approvals on expense reports. The Manager (Spending) Approval process routes expense reports to managers for approval. When an expense report receives

approval, the workflow transitions to the AP Approval process. If a manager rejects the report, the workflow transitions to the Rejection process.

The AP Approval process first determines whether an expense report requires the

approval of the accounts payable department. If approval from the accounts payable department is not required, the process automatically approves the expense report. If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing.

Once the workflow process is complete, the expense report in the Payables Expense

Reports window has a number of restrictions on user interaction.

See: Oracle Audit Management, page C-1 and Expense Reports Window Reference,

Oracle Payables User Guide for information.

Converting Expense Reports into Invoices

Oracle Payables pays invoices only, so before an approved expense report can be paid,

it must be converted into an invoice. The Oracle Expense Report Export converts expense reports created in Internet Expenses into invoices in Oracle Payables. An expense report can be processed by the Expense Report Export program only if it

receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process.

Reimbursing Expense Reports

After the Expense Report Export program creates invoices for expense reports, you can

create payments for the invoices using the same method as for other invoices.

Overview of Oracle Internet Expenses 1-5

Setting Up Applications for Oracle Internet

Expenses

This chapter covers the following topics:

• Oracle Internet Expenses and Other Oracle Applications

• Integrating with Oracle Application Object Library

• Integrating with Oracle Human Resources

• Integrating with Oracle System Administration

• Setup Steps in Oracle Payables

• Integrating with Other Applications

Oracle Internet Expenses and Other Oracle Applications

This chapter describes all of the setup tasks for all of the applications that work together

with Oracle Internet Expenses. Some of these setup tasks are required tasks, meaning

that the particular task is essential to the functioning of Internet Expenses. Other setup

tasks depend upon the features that you intend to use or the integration that you intend to have between Internet Expenses and other Oracle applications.

Base Application Requirements for Internet Expenses

This table lists the applications related to the implementation of Internet Expenses.

Application Required or Optional

Oracle Self-Service Web Applications (ICX) Required

Oracle Payables Required

Setting Up Applications for Oracle Internet Expenses 2-1

Application

Oracle Workflow

Oracle System Administration

Oracle Common Modules - AK

Oracle Application Object Library

Oracle Human Resources

Oracle Projects

Oracle Approvals Management

Oracle Grants Accounting

Oracle iSupport

Oracle Payments

Required or Optional

Required

Optional

Optional (Required if project and task

information is required for expense reports)

Optional

Implementation Checklist for Oracle Internet Expenses

These tables provide a checklist of the required and optional implementation steps for

Internet Expenses, with areas of integration and setup. Unless otherwise stated, each step includes a reference to more detailed sections within this chapter.

Note: After you perform the implementation steps in the base

applications, you may need to restart the Apache Listener to reflect the setup in Internet Expenses.

Integrating with Oracle Application Object Library

This table describes the setup steps to integrate with the Oracle Application Object

Library.

2-2 Oracle Internet Expenses Implementation and Administration Guide

Step Number

Step Description

Define Accounting Flexfield. See: Oracle Applications Flexfields Guide.

Update Oracle Internet Expenses messages. See: Updating Oracle Internet Expenses Messages, page 2-6.

Define Global Policy information. See: Defining Global Policy

Information, page 2-8

Required or Optional

Required

Optional

Integrating with Oracle Human Resources

This table describes the setup steps to integrate with Oracle Human Resources.

Step Number

Step Description

Define your employees. See: Defining Employees, page 2-9.

Set up security profiles. See: Setting Up Security Profiles, page 2-10.

Set up for cost center reporting. See: Setting Up for Cost Center Reporting, page 2-12.

Required or Optional

Required

Optional

Integrating with Oracle System Administration

This table describes the setup steps to integrate with Oracle System Administration.

Step Number

Step Description

Specify profile option values. See: Specifying Values for Internet Expenses Profile Options, page 2-14.

Define and set up users. See: Defining and Setting Up Users, page 2- 14.

Define the responsibility attributes. See: Defining Responsibility Attributes, page 2-18.

Define function security. See: Defining Function Security, page 2-18.

Required or Optional

Required

Optional

Setting Up Applications for Oracle Internet Expenses 2-3

Step Number

Step Description

Assign sequences to document categories. See: Assigning Sequences to Document Categories, page 2-20.

Define your descriptive flexfields. See: Setting Up Descriptive Flexfields, page 2-38.

Required or Optional

Required

Optional

Setting Up Oracle Payables

This table describes the setup steps to integrate with Oracle Payables.

Step Number

Step Description

Define Payables Lookups for Oracle Internet Expenses. See:

Defining Payables Lookups for Oracle Internet Expenses, page 2-21.

Define default expense check address. See: Setting the Expense Check Reimbursement Address, page 2-30.

Define Expenses Clearing account. See: Defining an Expenses Clearing Account, page 2-30.

Establish Multiple Currencies setup. See: Establishing Multiple Currencies Setup, page 2-30.

Define Expense Report options. See: Defining Expense Report Options, page 2-31.

Set up tax. See: Setting Up Tax, page 2-31.

Enable currencies. See: Enabling Currencies, page 2-32.

Define your expense report templates. See: Defining Expense Report Templates, page 2-32.

Define your employees as suppliers. See: Entering Employees as Suppliers, page 2-36.

Assign signing limits to your managers. See: Assigning Signing Limits, page 2-37.

Required or Optional

Optional

Required

Optional

Required

Optional

Required

2-4 Oracle Internet Expenses Implementation and Administration Guide

Step Number Step Description Required or Optional

23 Set up credit cards. See: Establishing Corporate Credit Cards, page 2- Optional

43.

Integrating with Other Applications

This table describes the setup steps to integrate with other Oracle applications.

Step Number

Step Description

Modify Oracle Common Modules - AK. See: Modifying Oracle Common Modules - AK, page 2-50.

Integrate with Oracle Projects. See: Integrating with Oracle Projects, page 2-50.

Integrate with Oracle Approvals Management. See: Integrating with Oracle Approvals Management, page 2-54.

Integrate with Oracle Grants Accounting. See: Integrating with Oracle Grants Accounting, page 2-57.

Integrate with Oracle iSupport. See: Integrating with Oracle iSupport, page 2-58.

Integrate with Oracle Application Framework. See: Integrating with Oracle Application Framework, page 2-60.

Required or Optional

Optional

Setting Up Oracle Internet Expenses

This table describes the Oracle Internet Expenses setup steps.

Step Number

Step Description

Complete the Oracle Internet Expenses Setup. See: Chapter 3, "Oracle Internet Expenses Setup and Administration", page 3-1.

Complete the Audit Automation Setup. See: Chapter 4, "Setting Up Audit Automation", page 4-1.

Required or Optional

Optional

Setting Up Applications for Oracle Internet Expenses 2-5

Step Number

Step Description

Configure the Expense Report Workflow process. See: Chapter 7, "Defining Workflow Processes", page 7-1.

Configure Expense Spreadsheet. See: Chapter 6, "Configuring the Expenses Spreadsheet", page 6-1.

Define Client Extensions. See: Chapter 5, "Implementing Client Extensions", page 5-1.

Required or Optional

Required

Optional

Integrating with Oracle Application Object Library

This section describes the implementation steps that require the use of the Oracle

Application Object Library.

Defining the Accounting Flexfield

The first step in implementing Internet Expenses is to define the Accounting flexfield. If

you have already implemented Oracle Payables, this step is done. For more

information, refer to the Oracle Payables Implementation Guide and the Oracle Application Object Library online help.

Updating Oracle Internet Expenses Messages

Use the Messages window in the Oracle Application Object Library to edit Internet

Expenses messages. You can update any of the Internet Expenses messages either to add content or to make the content more specific to your business. For example, you might change the instructions in a window to use terminology that is unique within

your company or modify the content of an error message to provide additional

information. All Internet Expenses messages use either the prefix AP_WEB or OIE in the message name.

Warning: Do not perform either of these actions when you edit Internet

Expenses messages:

• Do not insert returns. Inserting returns into HTML-based messages can cause a

fatal system error.

• Do not modify text strings that contain an ampersand (&). These text strings are

parameters that Internet Expenses replaces with actual values. For example, the text string &trx_type represents the transaction type. Internet Expenses cannot display

2-6 Oracle Internet Expenses Implementation and Administration Guide

these messages correctly if you modify these strings.

Note: Make a copy of all custom messages and store the copy in a

directory protected from upgrades. Messages are stored in the directory: $FND_TOP/mesg/.

Adding Messages to the Internet Expenses Pages

You can add your own message text or modify existing messages in two ways:

• You can use personalization to add messages if the corresponding text message

field is not associated with a message. See: Using the Personalization Framework with Oracle Internet Expenses, page B-1.

• If the text message field is associated with a message, then you can modify the

message as follows:

1. Log into Oracle Applications using the Application Developer responsibility.

2. Navigate to the Messages window.

3. Query the message name.

4. Add the text of your message in the Message Text field.

Changing the Description Message for Credit Card Transactions

If you use credit card programs and set the Payment Due From field in the Card

Programs window to Both or Company, invoices will be created in Payables that are due

to the credit card issuer. For both remittance and reconciliation purposes, the invoices utilize this message to provide employee's name and card number.

If you use both pay, the invoice header's description field displays the content of this

message. If you use company pay, the message information is displayed in the description field of the invoice distribution records.

By default the applicable description displays the credit card number and card holder

name, followed by the expense report purpose. You can change the order of the

description, or you can remove either the credit card number and card holder or the expense report purpose.

Note: If the total number of characters for credit card number, card

holder, and description exceeds 240, Internet Expenses truncates the message.

1. Log in to Oracle Applications using the Application Developer responsibility.

Setting Up Applications for Oracle Internet Expenses 2-7

Navigate to the Messages window.

Query the message OIE_INVOICE_DESC.

EMP_CARD_NUM represents the credit card number and card holder. EXP_RPT_PURPOSE represents the expense report purpose. EMP_FULL_NAME represents the card holder's full name.

The default message is EMP_CARD_NUM - EXP_RPT_PURPOSE. You can choose which descriptions to show in the message and which order they are shown in. For

example: Delete EMP_CARD_NUM to remove the credit card number and card holder from the message.

Defining Global Policy Information

Internet Expenses includes a Global Policy icon at the top of each page. By clicking on

this icon, your employees can access a web page with text describing your company's expense report policies and procedures.

First create a static web page with the text that you want, then assign the page to the

OIE_POL_VIEW_GUIDELINES function.

Navigate to the Form Functions window.

Query the function OIE_POL_VIEW_GUIDELINES.

Choose the Properties tabbed region.

In the Type field, enter SSWA plsql function.

Choose the Web HTML tabbed region.

In the HTML Call field, enter the .htm file name of your static web page in this

format:

oiepolicy.htm

Your .htm file then needs to reside in the $OA_HTML directory.

Related Topics

Menus and Function Security, Oracle Applications Developer's Guide

Integrating with Oracle Human Resources

This section describes the implementation steps to perform using Oracle Human

2-8 Oracle Internet Expenses Implementation and Administration Guide

Resources. For information about shared installations of Oracle Human Resources see:

Oracle Human Resources Shared Install, page 2-12.

Defining Employees

Define employee information for all persons that will use Internet Expenses. You can

enter employee information in Oracle HRMS, or, if you do not use Oracle HRMS, in the Enter Person window in Oracle Payables.

Note: Users do not need to define an employee's supervisor in Oracle Human Resources, if the supervisor is specified in the Approver field on an expense report.

This table lists the personal information to enter for each employee and how Internet Expenses uses that information.

Information

Employee Name

Mail To Address

Home Address

Supervisor

Accounting

Terminating Employees

How Information is Used in Oracle Internet Expenses

Name that appears in the expense reports.

Indicates where expense report reimbursement check is sent (for example, home or work address).

Address information for reimbursement, if Home is selected in the Mail To field.

Person to whom the employee reports; this may also be the person to whom the expense reports are routed for approval.

Defines default account for expense reports. The value you enter in the Department segment of the accounting flexfield appears as the

default Cost Center in the General Expense Report Information page.

Use the Terminate window in Oracle Human Resources to terminate employees. There

are two key termination dates: Actual and Final Process. The Actual date is used to

terminate employees while the Final Process date is used to prevent further processing in Oracle Payroll.

When an employee is terminated and the system date is past the Actual date, the

employee can no longer access the system. However, others can still enter expense reports on their behalf, and their expense reports can still be processed through to

invoice creation in Payables. In contrast, once the system date is past the Final Process

Setting Up Applications for Oracle Internet Expenses 2-9

date, no processing will occur for a terminated employee's expense report. For example,

the Expense Report Export program does not export the expense reports of terminated employees.

Note: If you are using Oracle Human Resources through a shared

install, the Final Process date is automatically set to the Actual date and

cannot be updated. Therefore, before employees are terminated in a

shared install environment, ensure that all expense reports are completely processed through to invoice creation.

Note: Make sure that the Actual Date you enter in the Terminate

window is after the last date you made changes using the Assignments window.

Internet Expenses provides an automated solution for managing the credit card

transactions of terminated employees. See: Inform Manager of Inactive Employee CC Expenses Process, page 7-93 for more information.

Setting Up Contingent Workers

A contingent worker is a worker who does not have a direct employment relationship

with your company and is typically a self-employed individual or an agency supplied worker. To use the contingent worker functionality in Internet Expenses, you must set

up your contingent workers and enter their supplier names in Oracle HRMS. See:

Contingent Workers, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.

Setting Up Security Profiles

Set up security profiles for use with the Internet Expenses Auditor responsibility.

You must set up and assign security profiles for each audit queue auditor responsible

for paperless audit of expense reports. If an audit queue auditor does not have a

security profile, then Internet Expenses does not know which operating units the audit queue auditor can access and therefore cannot assign expense reports.

Note: You must have access to the system administrator responsibility to perform these setup steps.

The security profile determines the operating units from which audit queue auditors receive expense reports for paperless audit. The security profile lists of values in the Auditors page show the security profiles that the audit manager can access.

To set up security profiles:

1. Log in to Oracle Applications with the user name and password appropriate for the

2-10 Oracle Internet Expenses Implementation and Administration Guide

installation.

2. Select the Human Resources responsibility.

Define an organization hierarchy:

Define an organization hierarchy with a list of operating units for Internet Expenses

Audit.

Navigate to the Organization Hierarchy window.

In the Name field, enter a name that identifies this organization hierarchy for Internet Expenses Audit, for example, OIE Audit Hierarchy.

Navigate to the Version Number field and accept the default value 1.

Enter a value in the Version Date From field.

In the Organization Name field, query the operating unit that you want to include in the organization.

In the Subordinates region, enter the Names of the operating units that you want.

Complete the remaining fields according to your requirements.

Save your work.

Define security profiles:

Define security profiles for Internet Expenses Auditor.

Navigate to the Security Profile window.

In the Name field, enter a name that identifies the security profile, for example, OIE Audit.

Enter a Business Group.

In the Security Type field, enter Secure organizations by organization hierarchy and/or organization list.

In the Organization Hierarchy field, enter the organization hierarchy you defined for audit.

Check the Include Top Organization box and enter a Top Organization.

Complete the remaining fields according to your requirements.

Save your work.

Setting Up Applications for Oracle Internet Expenses 2-11

Run the Security List Maintenance process:

Run or wait for the next run of the Security List Maintenance (PERSLM) process,

according to your business practice.

Assign the security profiles:

Assign the security profiles that you defined to the appropriate responsibility:

Navigate to the Find System Profile Values window.

Check the Responsibility box and enter the Internet Expenses Auditor responsibility.

In the Profile field, enter the MO: Security Profile profile option.

Click Find to display the System Profile Values window.

In the Responsibility field, enter the security profile that you defined for audit.

Save your work.

Setting Up for Cost Center Reporting

Managers can use the Expense Analysis and Reporting pages to review employee

expense reports by charges to cost center and by cost center owner. This includes

expense reports by employees who do not belong to the cost center. To make use of these reports, you must perform the necessary setup for cost centers and cost center

owners:

• Define cost center organizations.

• Assign cost center owners to the cost center organizations.

There are many different ways to enable and use cost centers. Please refer to the

appropriate documentation for detailed information about setting up cost centers and cost center owners.

Oracle Human Resources Shared Install

The Oracle Human Resources Shared Install lets users who do not use Oracle Human

Resources use Oracle Human Resources features and functions that are shared with

other applications. The Oracle Human Resources Shared Install provides these features

through a shared installation which you can access from the HR Foundation

responsibility:

• Enter and maintain employees and other users

• Define Employee Jobs, Positions, and Grades

2-12 Oracle Internet Expenses Implementation and Administration Guide

• Define Organizations and Locations

• Enable Security Profiles

• Run Concurrent Manager Programs related to security profiles and Managing

General Ledger cost center integrations.

Please note that the following limitations exist for human resources shared installs.

• You cannot access the Terminate window. However, you can enter a single

termination date. Internet Expenses considers the termination date as the final process date as well.

• You cannot change the assignment status of employees.

You can, however, use the Ex-Employee (HR_EX_EMPLOYEE_API) API to set the final

process date to a different date. See: APIs in Oracle HRMS, Oracle Human Resources Management Systems Implementation Guide and Oracle Integration Repository.

Use the Actual Employee Termination (ACTUAL_TERMINATION_EMP)

procedure, with the P_LAST_STANDARD_PROCESS_DATE parameter, to

terminate an employee. This procedure converts a person of type Employee to a person of type Ex-Employee.

Use the Final Process Employee (FINAL_PROCESS_EMP) procedure to set the final process date for a terminated employee.

Use the Maintain Employees - HR Foundation or Maintain Contingent Workers -

HR Foundation template to make additional updates for that person. See:

Predefined People Management Templates, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide.

Note: Do not use the People window in Oracle HRMS for any

updates if you want to set the final process date to something other

than the end date. Using this window to terminate an employee

sets the final process date to the actual termination date, and you cannot change the final process date to a later date.

Related Topics

Creating Organization Hierarchies, Oracle HRMS Enterprise and Workforce Management

Guide

Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System

Administration Guide

Security Processes, Oracle HRMS Configuring, Reporting, and System Administration Guide

Setting Up Applications for Oracle Internet Expenses 2-13

Oracle Human Resources Management Systems Supplement for Implementing Auto

Orgs, My Oracle Support Note Number 261362.1

Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

Planning and Installation, Oracle General Ledger Implementation Guide

Integrating with Oracle System Administration

This section describes the implementation steps to perform using Oracle System

Administration. For more information on each of these topics, refer to the Oracle Applications System Administrator's Guide documentation set.

Specifying Values for Internet Expenses Profile Options

Set values for Internet Expenses profile options to control how information appears,

what values are required, and how the system processes data. Internet Expenses also uses profile options from other Oracle Financials applications to control features that

affect more than one application (for example, Display Inverse Rate and Sequential Numbering).

The system administrator sets many of these profile options at one or more of these

levels: Site, Application, Responsibility, and User. Use the System Profile Values window to define these profile options.

Refer to the Oracle Applications System Administrator's Guide - Maintenance for a list of

profile options common to all Oracle Applications.

The profile options appendix, page A-1 contains the list of required and optional

profile options in Oracle Internet Expenses.

Defining and Setting Up Users

You must define your employees as users in order for them to use Internet Expenses. As

part of this definition process, you assign the self-service application responsibilities

and a securing attribute to each user. You can perform all of these activities in the Users window in System Administration.

To define an employee as a user:

Navigate to the Users window.

Enter the name that the employee will use to log in to self-service applications in the User Name field.

Define a temporary password for the user in the Password field. When the user logs in for the first time, a prompt will appear to request a password change.

2-14 Oracle Internet Expenses Implementation and Administration Guide

Select the name of the employee from the list of values in the Person field.

Enter the e-mail address of the employee in the E-Mail field, if you use an e-mail system to send workflow notifications to employees.

Establish a password expiration.

Save your work.

Assigning Responsibilities to Users

Your installation includes these seeded responsibilities:

• Internet Expenses. Assign this responsibility to employees who will create and

track expense reports. This responsibility is required for Internet Expenses users.

• Internet Expenses Setup and Administration. Assign this responsibility to

employees who will perform setup or administration tasks that apply to Internet Expenses only. This responsibility is required for Internet Expenses users.

• Internet Expenses Auditor. Assign this responsibility to employees who will

perform audits of expense reports.

• Internet Expenses Audit Manager. Assign this responsibility to employees who

manage the auditing of expense reports and the management of expense report auditors in Internet Expenses.

Note: For access to more than one operating unit from a single

Internet Expenses Auditor or Internet Expenses Audit Manager

responsibility, set up HR Security Profiles and assign them to the

applicable auditor responsibilities. See: Setting Up Security Profiles,

page 2-10. Setting up HR Security Profiles is mandatory for paperless audit.

• Expense Analysis and Reporting. Assign this responsibility to employees who will

use the Expenses Analysis (expenses and violations reporting) functionality. For more information, see: Oracle Internet Expenses Programs and Reports, page E-4.

• Workflow User Web Applications. Assign this responsibility to allow employees to

access notifications from the worklist, update user preferences, or define

notification routing rules. This responsibility is required only if users view and

respond to notifications and related details while logged on to self-service applications.

• Workflow User Web (New). Assign this responsibility to allow users to view,

either in a table or a process diagram, the status of workflow processes generated

Setting Up Applications for Oracle Internet Expenses 2-15

for expense reports and other documents. Users can also view all notifications

generated for the workflow process and a list of those who responded to notifications.

• Workflow Administrator Web (New). Assign this responsibility to allow workflow

administrators access to the views available to the Workflow User Web (New) responsibility, along with administer workflow processes.

• Internet Expenses Help Desk. Assign this responsibility to help desk personnel

who are responsible for helping end users with questions about their expense reports. Help desk personnel can query up expense reports in all statuses except saved ones, and can drill down to the confirmation page.

To assign responsibilities to an employee:

Log into Oracle Applications using the System Administrator responsibility.

Navigate to the Users window.

Query the user name of the employee.

Assign the applicable seeded responsibilities described above in the Responsibilities tabbed region.

Save your work.

Note: If you have installed multiple organization support, you must

define the MO: Operating Unit profile option for the responsibilities. If you do not define the MO: Operating Unit, the system will use the Site setting. If the MO: Operating Unit profile option is not set, the user will not be able to view any data.

Assigning Securing Attributes

The ICX_HR_PERSON_ID attribute must be assigned to every user of Internet

Expenses. Securing attributes determine who a user may enter expense reports for. At a

minimum, users must have a securing attribute defined for themselves, which either

system administrators or employees can make. Employees assign securing attributes in the Expenses Preferences page.

The seeded responsibilities in Internet Expenses by default contain the securing

attribute ICX_HR_PERSON_ID which confines user access to the user ID value assigned to the securing attribute. The securing attribute can assign authorized

delegates to a user. Authorized Delegates are users who can enter expense reports for

another user. For example, managers and other executives may want to give their assistants the ability to enter expense reports for them.

When creating an expense report for someone else, authorized delegates use their own

2-16 Oracle Internet Expenses Implementation and Administration Guide

user name and password to access Internet Expenses, and then choose the name of the

person that they are creating the expense report for from a choice list. Users can only see the names of the people who have identified them as an authorized delegate.

Prerequisite

Before you can assign securing attributes, you must define as application users the

employees you want to make authorized delegates, and assign them the Internet

Expenses and Workflow responsibilities. See: Assigning Responsibilities to Users, page 2-15.

To assign securing attributes to an Oracle Internet Expenses user:

Navigate to the Users window.

Query the user name of an employee that will enter expense reports.

In the Securing Attributes tabbed region, enter ICX_HR_PERSON_ID in the Attribute field.

In the Value field, enter the Person ID of the employee. If you do not know the employee's Person ID, select the name of the employee from the list of values. Oracle Applications automatically retrieves the Person ID.

Repeat steps 3 and 4 for any persons for whom this employee can enter expense reports.

Save your work.

Handling Multiple FND Entries

When a preparer enters an expense report for another employee using the authorized

delegate functionality, the system refers to the profile options defined for the FND user of the employee, not the profile option settings of the preparer.

It is recommended for most installations to assign only one FND user per employee.

When an employee is assigned to multiple FND users, Internet Expenses can send workflow notifications to any of these FND users at random.

For non- Oracle Projects employees, if an employee is assigned to multiple FND users,

Internet Expenses only verifies the profile option settings for the first FND user defined for that employee.

For Oracle Projects employees, if an employee is assigned to multiple FND users,

Internet Expenses verifies that all FND users defined for the employee are

Projects-enabled (OIE: Enable Project Allocations profile option is set to Yes or Required).

If all users are Projects-enabled, then Internet Expenses treats the employee as Projects-enabled. Otherwise, Internet Expenses does not treat the employee as

Setting Up Applications for Oracle Internet Expenses 2-17

Projects-enabled.

Defining Responsibility Attributes

Use the Responsibilities window and the Users window in Oracle Applications System

Administration to define responsibility attributes for Internet Expenses.

Excluding the Project and Tasks Functions

You can define an Internet Expenses responsibility that does not include the Search

Projects and Tasks form function and Projects and Tasks submenu.

Navigate to the Responsibilities window.

Query or enter the Internet Expenses responsibility that you want.

Choose the Menu Exclusions tabbed region.

In the Type field, enter Function.

In the Name field, enter View Projects and Tasks (JSP).

Save your work.

Defining Function Security

Use function security to modify the access to Internet Expenses functionality for

selected users. Define a new responsibility based upon Internet Expenses Setup and

Administration or Internet Expenses Audit Manager with the modified access that you want and assign this new responsibility to your internal users or to external customers or customer sites.

You can use function security in these situations:

• Disable changes to expense policies. You can control updates to rate and policy

schedules by hiding the Create New Schedule button and the Update General and Duplicate columns on the Policy Schedules Summary page.

• Control operating unit access. You can control which operating-unit based setup

users have access to by hiding the Context tab and related page.

• Control audit management. You can control who has access to creating auditors by

hiding the Auditor Setup tab and related page, or even set all audit functionality to the read-only mode.

• Modify the Expense Analysis and Reporting Responsibility. By default the

2-18 Oracle Internet Expenses Implementation and Administration Guide

Expense Analysis and Reporting responsibility restricts users to viewing only the

expense reports within the management hierarchy. This includes all direct reports and all users down the manager hierarchy. The restricted access is provided by the Hierarchy Based Expenses Analysis function.

To provide users unrestricted access within the responsibility, create a new version

of the Expense Analysis and Reporting responsibility that excludes the Hierarchy Based Expenses Analysis function. You can then assign this new responsibility to the users that you want.

To define function security for an Internet Expenses user:

installation.

Select the System Administrator responsibility.

Navigate to the Responsibilities window.

In the Responsibility Name field, enter a new responsibility name.

In the Application field, enter Payables.

In the Responsibility Key field, enter the new responsibility name that you defined above.

In the Available From region, choose the Oracle Self Service Web Applications radio button.

In the Data Group Name field, enter Standard.

In the Data Group Application field, enter Payables.

10. In the Menu field, choose Expenses Policy Menu from the list of values for Internet

Expenses Setup and Administration changes, Expenses Audit Menu for Internet

Expenses Audit Manager changes, or Expense Reporting Menu for Internet Expenses Expense Analysis and Reporting changes.

11. Open the Menu Exclusions tabbed region.

12. In the Type field, enter Function.

13. In the Name fields, enter:

• Disable Expense Policy Change to control updates to rate and policy schedules.

• Allow Multi Org Setup to control operating-unit based setup access.

• Audit Manager to control access to creating auditors.

Setting Up Applications for Oracle Internet Expenses 2-19

• Audit Read Only Mode to set audit features to read-only.

• Hierarchy Based Expenses Analysis to allow users unlimited access to the Expense

Analysis and Reporting responsibility.

14. Save your work.

15. Navigate to the Users window.

16. Query or enter the first user that you want.

17. Open the Responsibilities tabbed region.

18. In the Responsibility field, enter the new responsibility that you defined above.

19. In the From and To fields, enter the effective dates for this user.

20. Save your work.

21. Repeat steps 16 to 20 for each user that you want to assign this responsibility.

Assigning Sequences to Document Categories

Assign valid sequences to these document categories:

• Expense Report Invoices (EXP REP INV)

Internet Expenses creates employee invoices in Oracle Payables using this

document category.

• Payment Request (PAY REQ INV)

Internet Expenses creates credit card provider invoices in Oracle Payables using this

document category.

Related Topics

See: Assigning a Document Sequence, Oracle Applications System Administrator's Guide - Configuration.

Required Profile Options in Oracle Internet Expenses, page A-1

Optional Profile Options in Oracle Internet Expenses, page A-3

Profile Options in Oracle Application Object Library, Oracle Applications System

Administrator's Guide - Maintenance

Setting Up a Multiple Organization Enterprise, Oracle Applications Multiple Organizations

Implementation Guide

2-20 Oracle Internet Expenses Implementation and Administration Guide

Responsibilities Window, Oracle Applications System Administrator's Guide - Security

Document Sequences, Oracle Applications System Administrator's Guide - Configuration

Reporting on Flexfields Data, Oracle Applications Flexfields Guide

Overview of Flexfield Concepts, Oracle Applications Flexfields Guide

Planning and Defining Descriptive Flexfields, Oracle Applications Flexfields Guide

Defining Value Sets, Oracle Applications Flexfields Guide

Defining Segment Values, Oracle Applications Flexfields Guide Segment Values Window, Oracle Applications Flexfields Guide

Setup Steps in Oracle Payables

This section describes implementation steps for integrating with Oracle Payables.

Defining Payables Lookups for Oracle Internet Expenses

Use the Payables Lookups window to define values for Payables lookups used by

Internet Expenses. Payables provides lookup types with seeded values for Expenses Setup, Expenses Entry, and Audit Automation. You can modify existing values and define new values using the Payables Lookups window.

Special considerations apply to these lookup types:

• OIE_AUTO_AUDIT_REASONS. If you define new lookup values for the lookup

type OIE_AUTO_AUDIT_REASONS, you must also create a custom program using

the Audit List API to extend the use of an existing audit list rule set. See: Audit List API, page 4-12.

• OIE_AUDIT_REASONS. If you create customized reasons for selecting expense

reports for audit using the Audit Reasons API, you need to define new,

corresponding audit reasons to appear on expense reports by adding new lookup

values to the OIE_AUDIT_REASONS lookup type. See: Audit Reasons API, page 4- 20.

• OIE_ASSIGN_AUDITOR_STAGE. The values of the

OIE_ASSIGN_AUDITOR_STAGE lookup type appear on the Create Audit Rule Set

page in the "Assign audit queue auditor for an expense report" choice list in the

Paperless Audit section. You can add values to this choice list to provide additional

points at which Internet Expenses assigns expense reports to auditors from the

audit queue for paperless audit. For example, assign expense reports to an audit queue auditor five days after expense report submission.

If you add values to the OIE_ASSIGN_AUDITOR_STAGE lookup type, you must

design corresponding custom code to support the new lookup value and integrate with the Internet Expenses workflow process.

Setting Up Applications for Oracle Internet Expenses 2-21

• For the lookup type EXPENSE_REPORT_APPROVER, you cannot add new values

but you can update the existing values to suit your business needs, such as the contact names of accounts payable and expenses approvers. The values for lookup type EXPENSE_REPORT_APPROVER appear in the Current Approver column of

the Track Submitted Expense Reports table in the Active Expense Reports page.

• For the lookup type OIE_EMP_MATCH_RULE, if you create a new custom pl/sql

package to define an employee matching rule, you need to create a new lookup value for this lookup.

Note: If you want to disable, update, or add an end date to an

Internet Expenses lookup, please ensure that the applicable values

are not in use in Expenses Setup, Expenses Entry, or Audit

Automation. Internet Expenses does not perform validation on updated or disabled lookups.

The tables below list the lookup types, with their seeded values, that you can modify for use with Internet Expenses.

CARD_EXPENSE_TYPE

The CARD_EXPENSE_TYPE lookup contains the card expense types used both on the

define card expense mapping rules pages and on the expense report templates. See:

Setting Up Credit Card Expense Mapping, page 3-78 for more information. This table

describes the seeded values:

Lookup Code

AIR

ATM

BAR

BUSINESS

CAR RENTAL

CAR_RENTAL

GIFT

HEALTH

Meaning

Air

Cash

Bar

Business

Car Rental

Car Rental Disabled

Gift Shop

Health

2-22 Oracle Internet Expenses Implementation and Administration Guide

Lookup Code

HOTEL

LAUNDRY

MISCELLANEOUS

MOVIE

NONE

PARKING

RESTAURANT

ROOM SERVICE

TELEPHONE

TIP

OIE_FUEL_TYPE

Meaning

Hotel

Laundry

Miscellaneous

Movie

None of the Above

Parking

Restaurant

Room Service

Telephone

Tip

The OIE_FUEL_TYPE lookup contains the mileage schedule rule values for the Fuel

Type optional rule. This table describes the seeded values:

Lookup Code

BIFUEL

CONVERSION

DIESEL

ELECTRIC

HYBRID

OTHER

Meaning

Bi-Fuel

Conversion

Diesel

Electricity Only

Hybrid Electric

All Other

Setting Up Applications for Oracle Internet Expenses 2-23

Lookup Code Meaning

PETROL Petrol

PETROLEUM Liquid Petroleum Gas

OIE_VEHICLE_CATEGORY

The OIE_VEHICLE_CATEGORY lookup contains the mileage schedule rule values for

the Vehicle Category optional rule. This table describes the seeded values:

Lookup Code

COMPANY

OTHER

PRIVATE

RENTAL

OIE_VEHICLE_TYPE

Meaning

Company

All Other

Private

Rental

The OIE_VEHICLE_TYPE lookup contains the mileage schedule rule values for the

Vehicle Type optional rule. This table describes the seeded values:

Lookup Code

CAR

MOTORCYCLE

OTHER

VAN

OIE_AUDIT_REASONS

Meaning

Car

Motorcycle

All Other

Van

The OIE_AUDIT_REASONS lookup works in conjunction with the Audit Reasons API

to define additional audit selection criteria. This table describes the seeded values:

2-24 Oracle Internet Expenses Implementation and Administration Guide

Lookup Code

AUDIT_LIST

CUSTOM

OVERDUE_RECEIPTS

POLICY_VIOLATION

RANDOM

AMOUNT

RECEIPT_REQUIRED

REQUIRED_JUSTIFICATION

INACTIVE_EMPLOYEE

OIE_LINE_ADJUSTMENT_REASONS

Meaning

Audit List Member

Custom Audit Reason

Overdue Receipts

Policy Violation

Random Selection

Amount Over Threshold

Receipt Required

Justification Required

Employee Inactive

The OIE_LINE_ADJUSTMENT_REASONS lookup contains the values available in the

Audit Issue choice list on the Audit Expense Reports page.

You can restrict the audit issues that auditors see to the expense type they pertain to by

entering the related expense categories into the Tag column. Valid expense categories

for the Tag column are:

• ACCOMMODATION

• AIRFARE

• CAR_RENTAL

• MEALS

• MILEAGE

• MISCELLANEOUS

• PER_DIEM

This table describes the seeded values:

Setting Up Applications for Oracle Internet Expenses 2-25

Lookup Code

MISSING_RECEIPT

POLICY_VIOLATION

MISSING_POLICY_INFO

Meaning

Missing Receipts

Policy Violation

Missing Policy Information

Description

Please mail the missing

receipts to your Accounts Payable department.

Your expense does not

comply with company policy. Please provide a justification for this expense.

Please complete the required fields.

OIE_AUD_RETURN_REASONS

The OIE_AUD_RETURN_REASONS lookup contains the values available in the return

reason choice list on the Audit Expense Reports page. The return reason meaning and description is sent to the preparer as part of a notification.

The values in this lookup are used when auditors select either Request More

Information or Reject Report from the Expense Report Action poplist on the Audit Expense Report page.

This table describes the seeded values:

Lookup Code

QUESTIONABLE_EXPENSES

WRONG_TEMPLATE

INCOMPLETE_RECEIPTS

Meaning

Questionable Expenses

Policy Violation

Missing Policy Information

Description

Your expense report contains

expenses that may not be in

compliance with company policies. Please resolve the questionable expenses.

You have used the wrong

template to record your

expenses. Please resubmit

your expense report using the correct template.

The receipts that you

submitted with your expense report are not sufficient.

Please resubmit your receipts.

OIE_AUD_HOLD_REASONS

2-26 Oracle Internet Expenses Implementation and Administration Guide

The OIE_AUD_HOLD_REASONS lookup contains the reason codes for releasing the

hold on an expense report. These codes appear in the Reason poplist on the Audit Expense Report page when the user selects Release Hold from the Expense Report

Action poplist. This table describes the seeded values:

Lookup Code Meaning

LARGE_AMT Large Report Amount

MGR_APPR Manager Approved

OIE_AUD_WAIVE_REASONS

The OIE_AUD_WAIVE_REASONS lookup contains the reason codes for waiving the

receipts on an expense report. These codes appear in the Reason poplist on the Audit

Expense Report page when the user selects Waive Receipts or Waive Receipts and Complete Audit from the Expense Report Action poplist. This table describes the

seeded values:

Lookup Code Meaning

LOST Receipts Lost

COPY_REC Copies Received

OIE_AUTO_AUDIT_REASONS

The OIE_AUTO_AUDIT_REASONS lookup contains the values available in the Audit

List Reason choice list on the Add Employees to Audit List page. This table describes

the seeded values:

Lookup Code

LEAVE_OF_ABSENCE

POLICY_VIOLATION

TERMINATION

RECEIPTS_LATE

Meaning

Leave of Absence

Allowable Number of Policy Violations

Exceeded

Termination

Late Receipt Submission

Setting Up Applications for Oracle Internet Expenses 2-27

Lookup Code

EXPENSE_TOTAL

EXPENSE_COUNT

AUDITOR_ADDITION

OIE_ASSIGN_AUDITOR_STAGE

Meaning

Allowable Expense Amount Exceeded

Allowable Number of Expense Reports

Exceeded

Auditor Addition

The OIE_ASSIGN_AUDITOR_STAGE lookup contains the values in the "Assign audit

queue auditor for an expense report" in the Paperless Audit section of the Create Audit

Rule Set page. This table describes the seeded values:

Lookup Code Meaning

MANAGER_APPROVAL After manager approval

SUBMISSION On expense report submission

EXPENSE_REPORT_APPROVER

The EXPENSE_REPORT_APPROVER lookup contains the values displayed in the

Current Approver column of the Track Submitted Expense Reports table on the Active

Expense Reports page. AP is used when the status of an expense report is Pending

Payables Approval, and EXPADMIN is used when the status of an expense report is

Pending System Administrator Resolution. This table describes the seeded values:

Lookup Code Meaning

AP Accounts Payable

EXPADMIN Expenses Administrator

OIE_EMP_MATCH_RULE

The OIE_EMP_MATCH_RULE lookup contains the values in the Employee Matching

Rule field of the Card Programs window. When creating a new matching rule, you

must link the lookup value to a corresponding PL/SQL package that defines the

employee matching rule; create this link by specifying the package name in the Code

field. You must also specify a short and long description of the rule in the Meaning and Description fields. See: Card Programs Window, Oracle Payables Implementation Guide.

2-28 Oracle Internet Expenses Implementation and Administration Guide

This table describes the seeded values:

Lookup Code

AP_WEB_AMEX_PKG

AP_WEB_MATCHING_RULE

AP_WEB_EMP_NUM_MATCH_PKG

OIE_ATTENDEE_TYPE

Meaning

American Express

Default

Employee Number

The OIE_ATTENDEE_TYPE lookup contains the values in the Attendee or Recipient

Type table on the Define Expense Type Data Rule page. You can define additional

Attendee or Recipient Type lookup codes according to your requirements. This table

describes the seeded values:

Lookup Code Meaning

PUBLIC_SECTOR Public sector

PRIVATE_SECTOR Private sector

OIE_NIGHT_RATES

The OIE_NIGHT_RATES lookup contains the night rate types for rate definition in the

Free Accommodations region of the Per Diem schedule business rules page. The

administrator can select the applicable night rate types for which the rate must be

entered in the Schedule Details page. You can define additional night rate types

according to your requirements. This table describes the seeded values:

Lookup Code

PRIVATE

PRIVATE_COOKING

PRIVATE_NO_COOKING

HOTEL_MISSING_RCPT

OIE_ADDON_MILEAGE_RATES

Meaning

Private

Private, Cooking

Private, No Cooking

Hotel, Receipts Missing

Setting Up Applications for Oracle Internet Expenses 2-29

The OIE_ADDON_MILEAGE_RATES lookup contains descriptions for user-defined

criteria for which additional mileage rates can be defined. The lookup does not contain

any seeded values. You can define additional mileage rate types according to your requirements.

Setting the Expense Check Reimbursement Address

Use the Payables Financials Options window to define the expense report

reimbursement check setup. By default, Internet Expenses uses the home or office value defined in the Oracle HRMS Mail To setup, if there is one. If not, then Internet Expenses uses the value you define in the Payables Financials Options window.

This setting also provides the value to use to create the supplier site record, if you

enable the Automatically Create Employee as Supplier option in the Payables Options window.

You can define employee home and office addresses either in the People window, if you

have a full install of Oracle Human Resources, or in the Enter Person window in Oracle Payables.

To set the default expense check address:

1. Navigate to the Payables Financials Options window.

2. Choose the Human Resources tabbed region.

3. Select an Expense Reimbursement Address of either Home or Office.

4. Save your work.

Defining an Expenses Clearing Account

If you are implementing the Company Pay or Both Pay reimbursement policy, define

your expenses clearing account for credit card transactions in Internet Expenses.

Payables uses this as a temporary account to record debits and credits for credit card transactions on expense reports that are submitted using Internet Expenses.

If you use the Company Pay or Both Pay reimbursement policy, this is a mandatory

step. See: Credit Card Process Flows, page D-1 for more information.

Define your default expenses clearing account for Internet Expenses in the Expenses

Clearing field of the GL Accounts region of the Payables Financials Options window.

You can also define an expenses clearing account for a specific card program in the

Expenses Clearing Account field of the Card Programs window. The account specified

in the Card Programs window takes precedence over the account specified in the Payables Financials Options window for that card program.

2-30 Oracle Internet Expenses Implementation and Administration Guide

Establishing Multiple Currencies Setup

The currency in which an expense report is paid is known as the reimbursement

currency. Internet Expenses users can specify a reimbursement currency that is different

from your company functional currency only if:

• Oracle Payables is set up for multiple currencies.

• Reimbursement currency is enabled in the Currencies window.

• OIE: Allow Non-Base Pay profile option is set to Yes. See also: Specifying Values for

Internet Expenses Profile Options, page 2-14.

To enable multiple currencies in Payables:

Navigate to the Payables Options window.

Enable the Use Multiple Currencies Payables option.

In the Exchange Rate Type field, enter Corporate, Spot, or User-defined, according to your business practice.

Note: You cannot enter an exchange rate type of User. Since end users cannot enter the exchange rate between the reimbursement

and functional currency on expense reports, this exchange rate type will cause expense reports to fail in workflow.

Save your work.

Navigate to the Currencies window.

Verify that all currencies your company uses to reimburse employees are enabled.

Save your work.

Setting Other Payables Options

Defining Expense Report Options

The Expense Report tabbed region of the Payables Options window controls certain

aspects of the expense reporting process in Payables. Review these settings to become

more familiar with them and understand how they affect the expense reporting process.

Setting Up Tax

Set up tax in Oracle E-Business Tax to capture tax information on expense reports.

Setting Up Applications for Oracle Internet Expenses 2-31

To set up tax, refer to these sections in the Oracle E-Business Tax User Guide:

• Setting Up Tax Rates, Oracle E-Business Tax User Guide

• Using Application Tax Options, Oracle E-Business Tax User Guide

• Managing Event Class Settings, Oracle E-Business Tax User Guide

• Setting Up Configuration Owner Tax Options, Oracle E-Business Tax User Guide

• Setting Up Transaction Fiscal Classifications, Oracle E-Business Tax User Guide

Enabling Currencies

Before users can create expense reports, at a minimum you need to enable the currency

that is used as your company's functional currency. If you allow users to select

non-functional currencies as the reimbursement currency, or if users need to enter foreign currency receipts, you will need to enable these currencies as well.

Defining Expense Report Templates

Use the Expense Report Templates window to define expense report templates for

Internet Expenses. A template contains a list of expense items, and the default

information for each item, that self service users can enter on their expense reports. You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense report templates with this option enabled can

be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expense report templates.

Expense items and their definitions, category and schedule assignments, and default

values appear on choice lists in the Internet Expenses entry pages as expense types. The

expense report template includes rate and policy schedule information for each expense type. The schedule default values that you can define for expense types are the expense category and the rate or policy schedule.

You choose an expense category and corresponding rate or policy schedule that you

previously defined for each expense type. Once you choose an expense category, you can only choose a schedule related to this category from the list of values in the Policy

Schedule field. The one exception to this is the use of the Employee Roles rule. If a

schedule uses the Employee Roles rule and a business group is specified for the rule,

Internet Expenses does not display a schedule if the business group is different from the business group to which the operating unit belongs.

If you choose the Mileage or Per Diem category, you can choose the Calculate Amount

check box alone or in conjunction with a rate schedule in order for Internet Expenses to

calculate reimbursement rates. If you choose any other category, the assignment of a policy schedule to an expense type is optional. If you do not choose a policy schedule for an expense type, Internet Expenses does not apply schedule policy validations to

2-32 Oracle Internet Expenses Implementation and Administration Guide

that item.

Defining Itemization

Use the Itemizations window to define itemization behavior for expense items. You can

define itemizations for all policy schedule expense categories (Accommodations,

Airfare, Car Rental, Meals, Miscellaneous). Itemization behavior includes:

• Itemization required. Identify the expense types that employees must itemize on

the expense report.

• Itemization lists. Create the list of items to itemize for each expense type.

Tip: Define itemization behavior as Required and create itemization lists

that contain all project or all non-project expense types. This setup

helps users to prevent loss of data, should they allocate expenses first,

then subsequently perform an itemization. See: Expense Allocations, page 3-46.

Once you assign a category and schedule to an expense type and save your work, you cannot change the assignments. To change an assignment, you must instead apply an

end date to the record and create a new record. When you apply an end date to an

expense type, it is no longer available in the Expense Type choice list on expense

reports. Internet Expenses will continue to process expense reports with end-dated

expense types that had already been submitted, unless the expense report is rejected.

Note: When you apply an end date to an expense type that is part of an

itemization setup, you must take into account this behavior:

• The expense type no longer appears in the Itemization page.

• If all of the expense types in an itemization are end-dated and this

itemization is required, then expenses entry will no longer require this itemization.

Itemization in Expense Reports

During expenses entry, you can itemize a receipt to specify the individual charges

incurred on the receipt by navigating to the Details page. If the expense type selected

for the receipt requires itemization, then the Details page will automatically display itemization-specific regions.

You can enter the individual charges and related details in the itemization region. The

expense types allowed for itemized lines will be restricted to the itemization list defined for the receipt expense type.

If the expense type for the receipt does not require itemization, then you can still itemize

Setting Up Applications for Oracle Internet Expenses 2-33

by clicking the page-level Itemize button; the page will refresh and display the

itemization regions.

When itemized, justification entered for the receipt will be defaulted to the itemized

lines which can be further modified.

For all itemized expenses, the receipt line will be marked as Receipt Required, if at least

one of the itemized lines requires a receipt.

Seeded Expense Report Template

An expense report template called Seeded Personal Expense is a seeded template

available with your implementation of Internet Expenses. The purpose of this seeded

template is to provide the expense type for personal expenses when you use the

Company Pay credit card payment option. Do not delete or modify this seeded expense report template. Any changes to this template will cause problems with expense reports in workflow.

Mapping Credit Card Expense Types

In Oracle Payables, you can assign expense items to card expense types. Card expense

types map to the folio_type column of the AP_CREDIT_CARD_TRXNS_ALL table. To

illustrate how this functionality works, if a credit card transaction has a folio_type of Hotel, when a user adds this credit card transaction to an expense report, the expense

type with the Card Expense Type of Hotel is defaulted by the system. Users can also override the default expense type.

See: Setting up Credit Card Expense Mapping, page 3-78.

Project-Related Expense Report Templates

If your employees enter project-related expense reports in Internet Expenses, you must

define a project-related expense report template in Oracle Payables. Employees entering

project-related expense reports can only use a project-related expense report template.

To create project-related expense types, you associate an expense item with an Oracle

Projects expenditure type in the Projects Expenditure Type field of the Expense Report Templates window. Employees can then associate a project number, task number, and

award number (if applicable) with the project-related expense item when they enter expense reports in Internet Expenses.

Note: Users cannot enter or view project-related information in the Payables Expense Reports window.

Defining an Expense Report Template

Prerequisites

Before you can define expense report templates for Internet Expenses, you must:

2-34 Oracle Internet Expenses Implementation and Administration Guide

• Set up Oracle Payables for expense reporting. See: Setup Steps in Oracle Payables,

page 2-21.

• Define rate and policy schedules. See: Setting Up Schedules in Oracle Internet

Expenses, page 3-5.

• If you intend to capture additional information for expense items on expense

reports, define additional expense fields for expense types. See: Setting Up Expense Fields, page 3-72 for more information.

To define an expense report template:

installation.

Navigate to the Expense Report Templates window.

Enter a Template Name and Description.

Check the Enable for Internet Expenses box.

Enter the first Expense Item.

Select an Expense Category and Type for this expense item.

Select a corresponding rate or policy schedule in the Policy Schedule field. If this is

a Mileage or Per Diem expense category, you can either enter a rate schedule and

check the Calculate Amount box or check the Calculate Amount box without entering a rate schedule.

If you intend to capture additional information for this expense item on expense reports, select the Expense Data Rule to use.

Check the Viewable From All Templates box, if you want this expense item to appear as an expense type on every Internet Expenses-enabled template. The expense item also appears in the Itemizations window.

Note: If the expense item has an itemization setup associated with

it, this itemization setup is only applicable to the expense report template it is created under.

10. Use the Require Receipt For and Require Receipt Above fields to determine the

required receipt behavior for the expense item.

If you assign a Mileage or Per Diem category to this expense item, then these fields

are disabled.

Setting Up Applications for Oracle Internet Expenses 2-35

11. In the Justification Required field:

• Enter Yes, if you want users to enter a justification for this expense item.

• Enter Yes with Violation, if you want users to enter a justification for this expense

item only when there is a policy violation.

If you assign a Mileage or Per Diem category to this expense item, then the Justification Required field is disabled.

12. If you want to define itemizations for this expense item, choose the Define

Itemizations button to navigate to the Itemizations window.

13. Check the Itemization Required box if you want mandatory itemization for this

expense item.

14. Check the Allowed in Itemization box for each expense item to include in this

itemization, or check the Include All box to include all expense items.

15. Complete the remaining fields for this expense item.

16. Save your work.

17. Repeat steps 5 to 16 for each expense item that you want to define for this expense

report template.

Entering Employees as Suppliers

Before an expense report can be paid, an invoice must be created for it in Oracle

Payables. The Expense Report Export program automatically generates invoices for

expense reports created in Internet Expenses, but employees who submit them must be defined as suppliers in Payables.

To ensure that employees are defined as suppliers, enable the Create Employee as

Supplier option in the Payables Options window. If you enable this option, Payables

automatically enters employees as suppliers during the Expense Report Export program.

Note: If you do not enable this option in Payables, you must manually enter employees as suppliers in the Payables Suppliers window before submitting Expense Report Export.

To automatically create employees as suppliers:

1. Navigate to the Payables Options window.

2. Choose the Expense Report tabbed region.

2-36 Oracle Internet Expenses Implementation and Administration Guide

3. Check the Automatically Create Employee as Supplier box.

4. Save your work.

Default Reimbursement Currency Behavior

During expenses entry, Internet Expenses determines the default reimbursement

currency to use for an employee in this way:

• Look for the value (Home or Office) in the Mail To field of the Office Details region

of the HR People window. If a supplier site record exists for the value, then use the supplier site Payment Currency value as the default reimbursement currency.

• If the Mail To field does not contain a value, or if a supplier site record does not

exist, use the supplier Payment Currency value as the default reimbursement currency.

• If neither the supplier site nor the supplier record contain a Payment Currency

value, use the functional currency of the operating unit in which the employee is

entering the expense report. The operating unit is determined by the Internet

Expenses responsibility and the setting for the MO: Operating Unit profile option.

Assigning Signing Limits

Managers can approve an expense report only if the total amount of the 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 whether managers

have authority to approve expense reports. See: Chapter 7, "Defining Workflow Processes", page 7-1.

When you assign signing limits to a manager, you specify a cost center to which the

signing limit applies. You can also give managers signing limits for multiple cost centers.

Note: If you are using Oracle Approvals Management, assigning

signing limits is not required. See: Integrating with Oracle Approvals Management, page 2-54 for more information.

Multiple Reimbursement Currencies and Signing Limits

If you set up Internet Expenses to allow multiple reimbursement currencies, employees

can request reimbursement in a currency other than your functional (operating)

currency. The signing limits that you define for approvers apply to your functional

currency. When an employee specifies a different reimbursement currency, the system converts the report total into your functional currency, and then compares this amount to the manager's signing limits.

Setting Up Applications for Oracle Internet Expenses 2-37

For example, Manager A has a signing limit of US $500.00 (the functional currency). An

employee enters an expense report with a reimbursable amount of 700 British pounds (GBP). If the current exchange rate between GBP and USD is 1 GBP = 1.9 USD, Internet

Expenses determines that the total reimbursable amount is US $950, which exceeds

Manager A's signing limit. The Expense Report workflow then forwards the approval request to a manager whose signing limits allow approval of an expense report for US $950.

See also: Establishing Multiple Currencies Setup, page 2-30.

To assign signing limits:

Navigate to the Employee Signing Limits window.

Select AP Expense Report as the document type.

Enter the name of the manager to whom you want to assign a signing limit in the Employee Name field, or choose from the list of values.

Enter the cost center for which you want this manager to approve expense reports, or choose from the list of values.

Enter a signing limit for this manager.

Repeat steps 3 - 5 if you want this manager to be able to approve expense reports for more than one cost center.

Save your work.

Setting Up Descriptive Flexfields

Descriptive flexfields are an Oracle Applications feature that you can use to collect

additional information on your expense reports. Descriptive flexfields have two kinds

of segments, or fields: global and context-sensitive. You can assign descriptive flexfields

to the header level and/or the line level of your expense reports. Descriptive flexfields

also appear in the Payables Expense Reports window. In this way you can capture information related to an entire expense report or to specific expense lines.

Header-level descriptive flexfields are context sensitive based on the expense template,

while line-level descriptive flexfields are context sensitive to the expense type.

The Expense Spreadsheet lets employees create expense reports when access to your

company intranet is unavailable. If you define descriptive flexfields to use in Internet Expenses, you should set up these flexfields in your Expense Spreadsheet at the same time. See also: Defining Descriptive Flexfields in the Expense Spreadsheet, page 6-14.

Note: The Expenses Spreadsheet only supports line-level descriptive flexfields.

2-38 Oracle Internet Expenses Implementation and Administration Guide

Planning and Defining Descriptive Flexfields

The Oracle Applications Flexfields Guide describes in detail how to plan and implement

descriptive flexfields in Oracle Applications. This section provides additional information specific to Internet Expenses.

You can define up to fifteen context-sensitive segments for each available expense

report template or expense type, less the number of global segments that you define.

For example, if you define two global segments, you can define up to thirteen context-sensitive segments for each expense report template or expense type.

To plan context-sensitive and global descriptive flexfields for use in Internet Expenses,

you must:

• Determine the expense types for which you want to collect additional information

on line-level descriptive flexfields and the expense report templates that you want to display header-level descriptive flexfields (for context-sensitive segments).

• Determine the information you want to collect for an expense type or expense

report template (for global segments).

• Determine how you want users to enter information. You can use:

• choice list

• list of values

• text box

This table provides an example of how to outline line-level descriptive flexfield

segments:

Expense Type

Airfare

Entertainment

Car Rental

Additional Information

Airline

Class

Ticket Number

Names of Attendees

Agency

How Users are Prompted

Select an airline from a choice list.

Select a class from a list of values (for example, First, Business, or Economy).

Type in text box.

Select a car rental agency from a list of values.

There are two tasks to complete for descriptive flexfields in Internet Expenses:

Setting Up Applications for Oracle Internet Expenses 2-39

• Set up the descriptive flexfield segments that you want.

• Set the OIE: Enable DescFlex profile option according to your requirements. See:

Specifying Values for Internet Expenses Profile Options, page 2-14.

Prerequisite

Before you can set up descriptive flexfield segments, you must:

• Set up expense report templates. See: Defining Expense Report Templates, page 2-

32.

To set up descriptive flexfield segments for Oracle Internet Expenses:

Navigate to the Descriptive Flexfield Segments window.

Query the Application as Oracle Payables and the Title as Expense Report for a

header-level descriptive flexfield or Expense Report Line for a line-level descriptive flexfield.

Deselect the Freeze Flexfield Definition check box.

Review the information in the Context Field region. The Displayed check box is

checked by default to enable the display of the necessary fields for expenses entry. Do not uncheck this check box.

• If you are defining a header-level descriptive flexfield, Oracle Applications

defaults the mandatory value OIE_EXPENSE_TEMPLATES in the Value Set field. Do not change this value.

• If you are defining a line-level descriptive flexfield, Oracle Applications

defaults the mandatory values Expense Type in the Prompt field and

OIE_EXPENSE_TYPES in the Value Set field. Do not change these values.

Note: If you have previously defined another value for the Value

Set field, then enter the applicable mandatory values described above according to your requirements.

5. If you are creating context-sensitive segments:

• Enter expense report template names for header-level descriptive flexfields.

• Enter expense type names for line-level descriptive flexfields.

Enter the same value in the Name field.

Important: Expense type and expense report template names must

2-40 Oracle Internet Expenses Implementation and Administration Guide

match exactly with the names as they appear in Expenses Entry. If

the values you enter do not match exactly, the context-sensitive segments you define do not appear in Internet Expenses.

For global segments for either header-level or line-level descriptive flexfields, select

the Global Data Elements line then choose the Segments button. For

context-sensitive segments, select the appropriate context field value record, then choose the Segments button.

In the Segments window, enter these values for each global or context-sensitive

segment:

• A Number for the segment. The number determines the order in which

segments are displayed in Internet Expenses.

• A Name for the segment.

• A Window Prompt. The text you enter appears next to the segment in Internet

Expenses.

• For header-level descriptive flexfields, the column in the

AP_EXPENSE_REPORT_HEADERS_ALL table where the system stores the

segment. For line-level descriptive flexfields, the column in the

AP_EXPENSE_REPORT_LINES_ALL table where the system stores the segment.

• A Value Set.

Note: To define a context-sensitive or global segment as a

Yes/No selection option, enter AP_SRS_YES_NO_MAND as the value set.

Note: To define date segments, use the FND_STANDARD_DATE value set.

Internet Expenses stores flexfield information in columns ATTRIBUTE 1-15 of the

AP_EXPENSE_REPORT_HEADERS_ALL table for header-level descriptive

flexfields and the AP_EXPENSE_REPORT_LINES_ALL table for line-level

descriptive flexfields. You export flexfield information into the AP_INVOICES_ALL

table for header-level descriptive flexfields and the

AP_INVOICE_DISTRIBUTIONS_ALL table for line-level descriptive flexfields by

running the Expense Report Export program with the Transfer Descriptive Flexfield

option set to Yes. You can use this information for your custom reports and programs.

Setting Up Applications for Oracle Internet Expenses 2-41

8. Choose the Value Set button to display the Value Sets window.

9. Update the value set according to your requirements and save your work.

Note: It is recommended that you enter a Maximum Size no greater than 15.

10. Select the Enabled and Displayed check boxes. Checking the Enabled box indicates

that the segment is available for use. Checking the Displayed box indicates that the new segment appears in Internet Expenses.

11. Save your work.

12. Return to the Descriptive Flexfield Segments window and check the Freeze

Flexfield Definition box.

13. Save your work.

The system compiles the descriptive flexfield definition.

Defining Sets of Values

You can define a corresponding set of values for descriptive flexfield segments. For

example, you can set up the segment Airline to have a set of values containing specific airline companies. The choice list or list of values appears in the Expense Line Details page next to the segments you define.

To define a list of values you must:

• Define a value set.

• Define a list of segment values.

Defining a Value Set. You define value sets in the Payables Value Sets window. When

selecting a validation type for Internet Expenses flexfields, you can only use one of

these three validation types:

• Independent. If you choose this validation type, the flexfield is either a choice list or

list of values. You determine whether to use a choice list or list of values when you

define the List Type for the Value Set. You define the values the segment field contains in the Segment Values window. See: Defining a List of Segment Values.

• None. If you choose this validation type, the field is enabled as a simple text entry

field. Use this type when you want to allow users to enter any value, as long as that value meets the value set formatting rules.

• Table. A table-validated value set provides a predefined set of values like an

independent set, but its values are stored in an applications table.

2-42 Oracle Internet Expenses Implementation and Administration Guide

Defining a List of Segment Values. Define a list of segment values to specify the values

from which users can select in Internet Expenses. For example, if you are entering segment values for the Airline value set, enter specific airline companies.

Note: If you define your segment as a choice list, the maximum number of defined values for the segment is 50. The recommended number is 20 or less.

Testing Your Flexfields. After defining your flexfield segments, verify that the

segments appear in Internet Expenses as you intended. The flexfield segments you define appear in both Oracle Payables and Internet Expenses. First navigate to the

Payables Expense Reports window to review the segments. If you are not satisfied with

how they appear, resolve the problems as described in the previous sections, then review the segments again in Payables.

Once you are satisfied with the way the segments appear in Payables, log in to Oracle

Self-Service Applications and ensure that the segments appear as intended in Internet Expenses.

Enabling Bar Codes

You can print bar codes in the confirmation page by using the OIE: Enable Bar Code

profile option.

See: Optional Profile Options in Oracle Internet Expenses, page A-3.

Establishing Corporate Credit Cards

Employees can add corporate credit card transactions to an expense report. Typically,

an organization creates an agreement with a major credit card company to import an electronic data file that summarizes all employee transactions for a period.

After the credit card transactions are imported and validated, an employee can view a

list of corporate credit card transactions and quickly add these transactions to an

expense report. An employee can also classify each item as either Business or Personal.

Oracle fully supports companies that use these credit card transactions data file formats:

• American Express KR-1025 format (file name is Card Daily Data Feed)

• Diner's Club Standard Data File format (file name is TRANS.DAT)

• Master Card Common Data Format, version 2.0

• Master Card Common Data Format, version 3.0

• Visa VCF4 format

• US Bank Visa format

Setting Up Applications for Oracle Internet Expenses 2-43

• Bank of America Visa TS2 format

If you want to use another credit card data file format, you must define a method to load the transactions into the database. For example: SQL*Loader. For other data file formats, Oracle does not provide any support for the loader portion of the credit card

processing. Oracle does, however, fully support the remainder of the credit card

processing, such as the validation process, assuming no other customizations were made.

To receive support for other credit card data file formats, you should take into account

these considerations:

• Certain columns in the AP_CREDIT_CARD_TRXNS_ALL credit card table are

defaulted by the supported control files. You should review the existing control

files to make sure your loader scripts perform the same defaulting, including

providing the CARD_PROGRAM_ID for all credit card transactions. If you fail to

properly default columns in the table, data corruption can occur, and your file

format would not be supported. If you are using the concurrent programs to import

and validate your credit card transactions, you do not need to review the control files.

• There is a unique index in the table that determines whether the transactions are

duplicates. The unique index is based on a combination of the

CARD_PROGRAM_ID, CARD_NUMBER, and REFERENCE_NUMBER columns. If

a transaction is not unique, it is not imported into the table.

Overview of Implementing a Corporate Credit Card Program

This section provides an overview of how to establish a corporate credit card program

in Internet Expenses.

Make the necessary arrangements with your corporate credit card provider to

periodically send data files with the data from your employee's corporate cards. Receive data file from credit card provider, and transfer the data file to your network.

Set up your credit card programs, including choosing your payment scenario for

determining whether your employer or employees pay the credit card issuer for

business and personal charges to the credit cards. See: Defining Credit Card Programs, page 2-45.

Set up your credit cards. See: Defining Credit Card Accounts, page 2-46.

Choose your loading and validation method as described in Loading and

Validating Credit Card Transactions, page D-8. You can import by using one of

the combined load and validate concurrent programs or by using the separate load

and validate programs. If necessary:

1. Modify the credit card import control file that imports your corporate credit

2-44 Oracle Internet Expenses Implementation and Administration Guide

card data. See: Modifying the Import Control File, page 2-47.

2. If your corporate credit card is US Bank Visa or Bank of America Visa, modify

your init.ora file. See: Modifying the init.ora File, page 2-48.

Enable expense type defaulting. This step is optional. Assign credit card expense

types to expense items when you define your expense report templates. See: Setting

up Credit Card Expense Mapping, page 3-78 for more information. If you perform

this step, Internet Expenses automatically populates the expense type for credit card

transactions when users add the transactions to an expense report. See: Defining Expense Report Templates, page 2-32.

Set these credit card profile options:

• OIE: Enable Credit Card

• OIE: CC Payment Notify

See also: Specifying Values for Internet Expenses Profile Options, page 2-14.

Set up Workflow Builder. See: Setting Up Workflow Builder for the Credit Card Processes, page 7-83.

If necessary, set up your credit card usage policies. See: Setting Up Credit Card Policies, page 3-77 for more information.

If necessary, define data file parameters for downloading credit card transaction data files from your credit card providers. See: Setting Up Credit Card Data File Download, page 3-80 for more information.

Defining Credit Card Programs

Use the Credit Card Programs window to record the credit card programs that your

company participates in. See: Setting Up Credit Card Programs, Oracle Payables Implementation Guide.

The following card program fields require separate setup from the card program:

• Card Expense Type Mapping: The Card Expense Type Mapping region is used to

support the ability to default expense types during expenses entry. See: Setting up Credit Card Expense Mapping, page 3-78 for the complete list of setup steps.

• Employee Matching Rule: Employee matching rules are used to automatically

create credit cards when they do not exist in the system. See: Defining Credit Card Accounts, page 2-46 for more information.

• Enable Automatic Itemization: You can enable automatic itemization at the

transaction level (level 2) for hotel transactions only, and at the detail level (level 3)

Setting Up Applications for Oracle Internet Expenses 2-45

if the merchant provides detail-level transaction data. If you enable automatic

itemization, you need to assign card expense types to expense items to ensure the expense types correctly default during expenses entry.

Defining Credit Card Accounts

Use the Credit Cards window to record the names of employees who hold corporate

credit cards, and the credit card numbers that these employees hold. When recording credit cards, you designate the credit card program to which the credit card belongs.

Automatically Creating Credit Card Accounts

The American Express, Visa, and MasterCard combined loader and validation

concurrent programs automatically create credit card accounts in your system. You can

define matching rules to automatically assign accounts to your employees. The

matching rules refer to information provided in the card transaction files and attempt to

match the data to a unique employee. If a unique match is found, the application

assigns the card account to this employee. If enabled, the application also automatically activates the card account.

Note: You can only create credit card accounts automatically for

American Express, Visa, and MasterCard card programs, and only

when you use the combined loader and validation concurrent programs. While MasterCard and American Express provide

information about new credit cards in the transaction data files, Visa

provides this information in a separate file. Therefore, you need to

import this separate file to create the credit card accounts for Visa card programs. See: Loading and Validating Credit Card Transactions, page D-8 for more information.

Note: You cannot query new American Express, Visa, and MasterCard credit card accounts created automatically in the Credit Cards window

until they are both matched to a unique employee and activated. See:

New Credit Card Account Administration, page 3-84 for more information.

To automatically create credit card accounts:

Create a new matching rule. This step is optional. See: Employee Matching Rules,

page 5-17.

Create a new lookup value for the Expenses Individual's Matching Rule

(OIE_EMP_MATCH_RULE) lookup for the new matching rule. This step is

optional. See: Defining Payables Lookups for Oracle Internet Expenses, page 2-21 for more information.

2-46 Oracle Internet Expenses Implementation and Administration Guide

Select an Employee Matching Rule in the Card Programs window: See Setting Up Credit Card Programs, Oracle Payables Implementation Guide for more information.

Define whether to automatically activate matched card accounts in workflow. The default value is No. See: Process Unassigned Credit Cards Process, page 7-100 for more information.

Process Flow

To initiate the process, run the appropriate combined load and validate concurrent

program. If the program detects any new credit cards, the Process Unassigned Credit

Cards Process workflow process will run automatically. If a unique employee match is

found, and you defined the system to automatically activate the card account as

described in step 4, then the card becomes active immediately. Otherwise, you will need to manually assign and activate the unmatched or inactivated credit card accounts.

Note: For Visa credit card programs, you must first download, and then import and validate the transaction files that contain employee and card account information.

See: New Credit Card Account Administration, page 3-84 for more information.

Modifying the Import Control File

Before you can import credit card data, you must modify the control file that

determines how the card issuer's transaction file maps to the credit card transaction

database table. To modify the control file, identify the CARD_PROGRAM_ID of your

credit card program and add this number as a constant to a predefined control file. You

do not need to perform this step if you use the combined loader and validation concurrent programs to import your credit card transactions.

Note: Set up the import control file only once. You do not have to repeat this procedure every time you load credit card data files.

To identify the CARD_PROGRAM_ID of your credit card program:

Navigate to the Credit Card Programs window.

Query the desired card program.

Choose Diagnostics > Examine from the Help menu to open the Examine Field and Variable Values window.

Select the list of values button for Field to open the Choose a Field window.

Select the field CARD_PROGRAM_ID, then choose OK.

Note the number that appears in the Value field. You will use this number in the

Setting Up Applications for Oracle Internet Expenses 2-47

next procedure, Modifying the Control File.

7. Choose OK.

Modifying the Control File. The control files for the credit card import process are

located in the directory:

$AP_TOP/bin

The control file that you need to modify depends on the credit card program that you

define. This table provides a list of the credit card issuers and the associated control file that Internet Expenses currently integrates with.

Credit Card Program

American Express

Diner's Club

US Bank Visa

Bank of America Visa

To modify a control file:

Control File

apxamex.ctl

apxdiner.ctl

apxusbv.ctl

apxboav.ctl

1. Open the control file that you want to edit in a text editor.

2. Replace the number for the credit_card_id constant with the CREDIT_CARD_ID

number you noted in the previous section.

3. Save your work and close the control file.

Modifying the init.ora File

When you receive data files from the credit card provider, your US Bank Visa or Bank

of America Visa data file requires preformatting before the file is loaded into the

AP_CREDIT_CARD_TRXNS_ALL table. You do not need to perform this step if you use the concurrent programs to import your credit card transactions.

Note: This step should only be performed by the Oracle DBA assigned to the Oracle Applications database.

If your credit card provider is US Bank Visa or Bank of America Visa, you must:

1. Save your credit card data files in a directory path listed by the UTL_FILE_DIR

parameter in your init.ora file.

2-48 Oracle Internet Expenses Implementation and Administration Guide

2. Include the directory path specified by the APPLPTMP variable (in the

$APPLTOP/APPLSYS.env file) as a directory path in the UTL_FILE_DIR parameter. This parameter is located in your init.ora file.

If your credit card provider is American Express, MasterCard, or Diner's Club, you do

not have to save your credit card data files in a directory path listed by the

UTL_FILE_DIR parameter in your init.ora file.

Note: You need to modify the init.ora file only once (you do not

have to repeat this procedure every time you load credit card data

files).

Note: Make note of the directory path specified by the APPLTMP variable in the $APPLTOP/APPLSYS.env file. You must add this

directory path to the UTL_FILE_DIR parameter in your init.ora file.

To modify the init.ora file:

Locate the init.ora file for the applications database. The init.ora file should be

located in the $ORACLE_HOME/dbs directory, but may have a different name if the administrator copied and created a special file for the applications database.

Using a text editor, open the init.ora file.

Search for the UTL_FILE_DIR parameter.

Add a new directory path to the UTL_FILE_DIR parameter and copy your credit card data file to this directory. (You can also copy your credit card data file to an

existing directory listed by the UTL_FILE_DIR parameter.)

Add the directory path specified by the APPLPTMP variable in the $APPLTOP/APPLSYS.env file to the UTL_FILE_DIR parameter.

Save your work.

Note: The Oracle DBA must stop and restart the database before the database will recognize the changes. To verify that these values are present in the database, query V$PARAMETERS.

Related Topics

Foreign Currency Transactions, Oracle Payables User Guide

Foreign Currency Transactions, Oracle Payables Implementation Guide

Currency Payables Options, Oracle Payables Implementation Guide

Setting Up Applications for Oracle Internet Expenses 2-49

Expense Report Payables Options, Oracle Payables Implementation Guide

Defining Person Types, Oracle Human Resources Management Systems Enterprise and

Workforce Management Guide

Entering Employees as Suppliers, Oracle Payables User Guide

Human Resources Financials Options, Oracle Payables Implementation Guide

Financials Options, Oracle Payables Implementation Guide

Card Programs Window, Oracle Payables Implementation Guide

Integrating with Other Applications

The implementation steps discussed in this section require the interaction with various

Oracle applications. You must have the corresponding applications installed in order to integrate with Internet Expenses.

Modifying Oracle Common Modules - AK

Oracle Common Modules - AK (also known as the Web Application Dictionary) is the

data dictionary that generates many of the characteristics of Internet Expenses.

Note: Oracle Common Modules - AK is only used for Microsoft Excel spreadsheet prompts.

To modify a region using the Web Applications Dictionary:

Using the AK Developer responsibility, open the Regions window.

Query the region to modify. To view all Internet Expenses regions, query OIE%.

Select the region to modify, then choose Region Items.

Select the item to modify, then make your changes.

For example, depending on the item, you may be able to change the Sequence in

which it appears in a page, the Item Style (text, check box, list of values, and so on),

and whether it appears in a window (Node Display). To modify prompt names, modify the value in the Long Label field.

Save your work.

Integrating with Oracle Projects

Internet Expenses integrates with Oracle Projects to enable users to add project-related

information to expense reports. To integrate Internet Expenses with Oracle Projects, read the information below and complete the related setup steps.

2-50 Oracle Internet Expenses Implementation and Administration Guide

Note: You must have Oracle Projects implemented before you can

complete these integration setup steps.

Entering Project-Related Expense Reports

Users who are enabled as Oracle Projects users can enter the Project Number and Task

Number in their expense reports. You can enter this data in these ways:

• Online on the Expense Allocation page

• Offline in a Microsoft Excel spreadsheet

Users can enter data or select data from the lists of values. The lists of values are based on internal views maintained by Oracle Projects.

Tip: Define projects entry as required to enforce consistency and

eliminate complexity when creating expense reports containing both

project and non-project expense lines. See Project Expense Allocations, page 3-48.

Deriving Projects Data from Expense Reports

When users enter project-related expense reports, certain projects data is derived from

attributes in this way:

• Expenditure Type. The expenditure type is derived from the Expense Type (based

on the expense report template setup).

• Projects Expenditure Organization. The Projects expenditure organization is

derived from the employees' organization assignment. This organization

assignment is defined and maintained in the Oracle Human Resources Assignment window.

• Expenditure Date. The expenditure date is derived from the receipt date.

• Quantity. The quantity is derived from the receipt amount.

See also: Project Expense Report Account Generator, page 2-53 for more information.

Understanding Workflow Issues

When a project-related expense report is submitted, the Expense Report workflow

process uses the Project Expense Report Account Generator to assign the proper accounting

to each project-related expense line on the expense report. Project Expense Report

Account Generator is an Oracle Projects workflow process that uses the Project Web Employees Account Generator workflow.

Setting Up Applications for Oracle Internet Expenses 2-51

After the Projects accounting is properly derived, the workflow process checks the PA:

AutoApprove Expense Reports profile option. If this profile option is set to Yes, then the workflow process can automatically approve the expense report, depending upon how Oracle Projects is implemented.

Enable the Display of Project and Task

Use the Region Items window to enable the display of project and task information. You

need to perform this step in order to view projects and tasks in View Expense Report History.

Choose the AK Developer responsibility.

Navigate to the Regions window.

Query the region ICX_AP_EXP_LINES_D.

Choose Region Items to navigate to the Region Items window.

Query the region items ICX_PROJECT_NUMBER and ICX_TASK_NUMBER.

Check the Node Display box for these region items.

Save your work.

Setup Steps for Integrating with Oracle Projects

1. Enable employees to enter project-related expense reports using Internet Expenses.

To enable an employee to enter project-related expense reports using Internet

Expenses, set these profile options in Oracle System Administration:

• set PA: Allow Project-Related Entry in Oracle Internet Expenses to Yes

• set OIE: Enable Project Allocations to Yes or Required

Define the Project Expense Report Account Generator.

The Project Expense Report Account Generator is an Oracle Projects workflow

process that determines the account for each project-related expense line created in

Internet Expenses. The default logic of this process returns the CCID (Code

Combination ID) of the employee who incurred the project-related expenses. You

can define the Project Expense Report Account Generator to meet your requirements.

See: Project Expense Report Account Generator, page 2-53 for a description of the

parameters passed to the account generator by Internet Expenses.

To approve project-related expense reports automatically, set the PA: AutoApprove

2-52 Oracle Internet Expenses Implementation and Administration Guide

Expense Reports profile option in Oracle Projects (optional).

Set up Transaction Controls in Oracle Projects (optional).

In the Payables Expense Report Templates window, define a project-related

expense report template and associate a list of Projects expenditure types with expense items.

Project Expense Report Account Generator

The Project Expense Report Account Generator, which uses the Project Web Employees

Account Generator workflow, is called when a user submits an expense report and

builds the user's CCIDs for project-related expenses. This table describes the parameters passed to the account generator by Internet Expenses, and where the values are derived

from:

Parameter

p_project_id

p_task_id

p_expenditure_type

p_vendor_id

p_expenditure_organization_id

expenditure_item_date

billable_flag

chart_of_accounts_id

employee_id

employee_ccid

expense_type

Value Derived From

Project field

Task field

Projects expenditure type assigned to the

expense type

Employee's supplier record

Expenditure organization assigned to the

employee in HR

Expense Date field

Oracle Projects

Chart of accounts used by the operating unit set of books. Operating unit is derived from the Expenses Entry responsibility.

Employee ID from the HR record

The CCID from the employee's HR default

expense setup

The ID for the applicable expense type

Setting Up Applications for Oracle Internet Expenses 2-53

Parameter

expense_cc

descriptive flexfields

Integrating with Oracle Approvals Management

Value Derived From

The cost center value from the expense lines.

This is either defaulted from the header,

defaulted from the template, or entered by the user.

Values of the line-level descriptive flexfields

Oracle Approvals Management (AME) lets you build routing rules for document

approvals expense reports. The integration between Internet Expenses and Oracle Approvals Management lets you establish expense report approval rules based on

header or lines information. Approval rules let you automatically route expense

approvals to cost center owners, cost center business managers, project managers or award managers. You can also set approval rules to control the escalation of expense reports for policy violations.

When Oracle Approvals Management is enabled, the expense report workflow process

uses the Oracle Approvals Management definition in place of the Find Approver

Method of the Find Approver function in the Internet Expenses application. In addition,

the signing limits of the Verify Authority function are ignored. See also: Chapter 7, Defining Workflow Processes, page 7-1.

Note: When AME is enabled, the system does not check if the approver specified in an expense report is the same as the person submitting the report. CEOs, for example, can approve their own expense reports.

The OIE Expense Reports transaction type is seeded with attributes beyond those

provided by Oracle Approvals Management, to support the approval rules. In addition,

all mandatory and optional attributes provided by Oracle Approvals Management, as

well as the attributes provided by Internet Expenses, are seeded with default behaviors based on typical customer requirements.

For more information about Oracle Approvals Management, refer to Oracle Approvals

Management Implementation Guide.

Overview of the Routing Process

When an expense report is submitted, Approvals Management creates an approval

chain based on the approval rules. This approval chain is followed until the expense

report has been approved by all managers in the approvals chain. This approval

authority is determined by the routing rules and conditions that you have defined. If

Internet Expenses cannot find an approver, the expense report is routed to the

2-54 Oracle Internet Expenses Implementation and Administration Guide

workflow administrator.

If an approver transfers ownership of the expense report to another approver, the new

approver is qualified by the same routing rules. The approval chain again is followed

for this approver escalating the expense report as necessary until an approver with the appropriate authority approves it. If an expense report is rejected, when it is submitted again, the expense report is routed directly to the approver who rejected it.

If you have set the Level of Manager Involvement client extension to either Bypass

Approval or Notification Only, the expense report is automatically approved and issues

notifications of the approval as appropriate. See also: Management Involvement Procedure (DetermineMgrInvolvement), page 5-7.

When expenses are split into multiple distributions, different approvals might be

required from different approval authorities. For example, an expense report could be

split between two cost centers. In this case, two approval chains can be followed for each cost center approver. See: Reviewing and Approving Expense Allocations With AME, page 3-47.

Parallel Approvals. You can have approvals take place in parallel to shorten the

approvals process time. For example, if an expense report requires approval from 2

different project managers, then the requests for approval can be sent simultaneously

and the approvals can be performed in parallel. The approval process is complete when all the approvers have approved the expense report.

Note: Parallel approvals are dependent on the order number. Header

level approvals with the order number 1 must be complete before other approvals commence.

For chain of authority action types, the voting method needs to be

Consensus for notifications to run in parallel. See: Chain of Authority

(List Creation and List-Creation Exception) Action Types, Oracle

Approvals Management Implementation Guide and Action Type Properties, Oracle Approvals Management Implementation Guide.

FYI Notifications. You can specify FYI approvers who will receive a notification

describing the transaction. Their approval is not required for the approval process to be completed.

Aggregation of Amounts. When expenses are split into multiple distributions, separate

approvals might be required from different approval authorities. For example, an

expense report could be split between two cost centers. In this case, two approval chains

can be followed for each cost center approver. Additionally, approvals can occur based

on an aggregate amount per cost center. See: Reviewing and Approving Expense Allocations With Oracle Approvals Management, page 3-47.

Setting Up Approval Rules

To set up approval rules for your company:

Setting Up Applications for Oracle Internet Expenses 2-55

Set the AME: Installed profile option to Yes at the application level for Oracle Payables.

Warning: If the AME: Installed profile option is set to Yes and

Oracle Approvals Management is not installed, the expense report

processing will fail during the Find Approver function of the Expense Report workflow process.

Create your company cost center organizations and set the default approval

managers. You can define cost center owners, cost center business managers, grants

managers or project managers as default approvers. You can define default

approval managers for routing according to line level or header information. See: Oracle HRMS Supplement for Implementing Auto Orgs, My Oracle Support Note 261362.1, for more information.

Cost Center Owners - Define cost center owners in Oracle Human Resources. See:

Oracle HRMS Supplement for Implementing Auto Orgs, My Oracle Support Note 261362.1, for more information.

Cost Center Business Managers - Define cost center business managers in Oracle

Human Resources.

Navigate to the Oracle HRMS Descriptive Flexfields Segments window.

Query the Additional Organization Information Segment Title.

Define the Code value. For consistency with the cost center owners flexfield, it is recommended to define the code value as Organization Name Alias.

In the Segments window, define at least one segment for the business

manager's name. To validate the manager names, select

HR_COST_CENTER_MANAGER as the value set for the segment.

Complete the flexfield setup and click Compile.

In the Organization window, query the organization that you want.

For the Company Cost Center classification, click Others and select Reporting Information.

In the Additional Organization Information window, enter the business manager information in the flexfield.

Project Managers - Define Project managers in Oracle Projects. See: Project

Teams and Team Roles, Oracle Projects Fundamentals User Guide.

3. Define job levels. If you are not using approval rules that use a job-level based

approval type you can skip this step. See: Defining a Job, Using Oracle HRMS - The

2-56 Oracle Internet Expenses Implementation and Administration Guide

Fundamentals for more information.

Define conditions. Conditions are used by Oracle Approvals Management to

determine which rules apply to a transaction. See the Oracle Approvals Management Implementation Guide for more information.

Define one or more approval routing rules in Oracle Approvals Management.

For approvals of expense allocations, you can define approval rules in two ways:

• Based on expense allocation distributions. For example, if a single expense is

charged to multiple cost centers, you can define rules so that each cost center owner must approve the amounts charged to their own cost center.

• Based on total amounts charged. For example, you can define an approval rule

based on the total amount charged to a cost center.

Define parallel approvals. If you require approvals to occur in parallel, use the AME Administrator responsibility to set up the parallelization mode.

See the Oracle Approvals Management Implementation Guide to set up and enable

parallelization at the levels in which parallelization is required.

Note: Before enabling parallel approvals, see: Determining

"In-Process" Expense Reports Before Enabling Parallel Approvals, My Oracle Support Note 391996.1.

Create FYI notifications.

• If you do not require a response to a notification, then set the

allowFyiNotifications configuration variable toYes.

• For each rule that requires an FYI notification, set the category to For Your

Information.

Note: You must run the Workflow Background Process whenever you use the FYI Notifications.

See the Oracle Approvals Management Implementation Guide.

8. Optionally, you can modify the approver client extensions. See: AME Client

Extensions, page 5-14.

Integrating with Oracle Grants Accounting

Oracle Grants Accounting extends the functionality of Oracle Projects to deliver a

Setting Up Applications for Oracle Internet Expenses 2-57

grants management solution for organizations that rely heavily on grants funding.

Oracle Grants Accounting integrates with Internet Expenses to enable users to enter

award information on their expense reports and collect reimbursement from the award that sponsored the activity.

Oracle Grants Accounting introduces an Award field in Internet Expenses. Users must

associate an expense with the appropriate project, task, and award(s) to collect and bill

costs by award. Internet Expenses and Oracle Grants Accounting provide these features

for entering and managing award-related expenses:

• Enter award information on expense reports.

• Enter award information in disconnected mode in a Microsoft Excel spreadsheet

and upload to Internet Expenses.

• Search expenses by award number.

• Display the award number in the workflow notification.

To enable the Award field in Oracle Internet Expenses:

Assign the OIE responsibility (MO: Operating Unit profile option) to an operating

unit that has Oracle Grants Accounting implemented. OIE will call an API provided by Grants Accounting to verify if Grants is implemented for an operating unit.

Set the PA: Allow Project Time and Expenses Entry profile option to Yes.

Set the OIE: Enable Project Allocations profile option to Yes.

Note: To define award managers, see: Award Management Window

Description, Personnel Tab, Oracle Grants Accounting User's Guide.

Integrating with Oracle iSupport

If you have Oracle iSupport, you can set up Internet Expenses to open the create service

request flow when users click the Contact Us global link. See: Setting Up Contact Us, page 3-62. To enable this integration, you must configure Oracle iSupport and Oracle TeleService.

To integrate Contact Us with service request creation:

In the Service responsibility, create or update responsibility mappings so that the

responsibilities used to invoke Contact Us have access to all or some service request types.

This table describes what to enter at a minimum for each responsibility that you

map.

2-58 Oracle Internet Expenses Implementation and Administration Guide

Field

Classification

Access

Service Request Type

Value

Self Service User

Select Service Request Type

Request types that are relevant to your

organization

See: Where You Create and Update Responsibility Mappings, Oracle TeleService Implementation and User Guide.

In the CRM HTML Administration responsibility, assign appropriate iSupport

roles, such as IBU_EMPLOYEE, to users with access to Contact Us so that they can submit service requests. See: Defining a User's Roles, Oracle CRM User Management and Spreadtable online help and Roles and Permissions, Oracle iSupport Implementation and Administration Guide.

Unhide the Return button in the create service request confirmation page, using Oracle Common Modules (AK).

In the Define Regions window of Oracle Common Modules, copy the

IBU_CF_SR_CR_CONFIRMATION_BTN and

IBU_CF_SR_CR_CONFIRMATION regions. Enter Oracle iSupport as the

product and replace IBU with OIE when you rename the region ID.

Query these two new region IDs and similarly replace IBU with OIE in the region names.

Click Region Items for the OIE_CF_SR_CR_CONFIRMATION_BTN region, and check Node Display for the IBU_CF_RETURN region item.

Click Region Items for the OIE_CF_SR_CR_CONFIRMATION region. For the

IBU_CF_PAGE_BUTTON_RG region item, set the nested region name to OIE_CF_SR_CR_CONFIRMATION_BTN.

With the iSupport Administrator responsibility, in the Page Region Mappings page, enter the values listed in this table.

Field Value

Page Create Service Request: Confirmation

Setting Up Applications for Oracle Internet Expenses 2-59

Field

Context

Responsibility

Region Code

Value

Responsibility

The responsibilities, such as Internet

Expenses, used to create service requests

via the Contact Us global link

OIE_CF_SR_CONFIRMATION

See: Mapping Page Regions, Oracle iSupport Implementation and Administration Guide.

Note: Optionally hide or display fields in other service request pages. See: Configuring Oracle iSupport Service Request Pages,

Oracle iSupport Implementation and Administration Guideand Service Request, Oracle iSupport Implementation and Administration Guide.

Integrating with Oracle Application Framework

You can use the Oracle Application Framework to personalize the display of Oracle

Internet Expenses pages. The updates available using the Oracle Application

Framework allow you to change the application display without affecting your ability to upgrade to future versions of the application.

There are restrictions to the updates you can make to Internet Expenses pages and page

regions. For an explanation of how to use personalizations and a discussion of personalization restrictions, see: Configuring the User Interface, page B-1.

This section describes setup tasks that require the use of personalizations to enable an

Internet Expenses feature or function.

Setting Up Region-Based Messaging

You can set up Internet Expenses to display a user-defined message on the Expenses

Entry Confirmation page based on the country or region that expense reports are

submitted from. This is helpful, for example, to convey information such as

country-specific reimbursement policies or the company process center contact information.

To set up region-based messaging:

1. In the Confirmation page, click the Personalize Submission Instructions Header link

in the Submission Instructions region.

2-60 Oracle Internet Expenses Implementation and Administration Guide

In the Choose Personalization Context page, click Apply.

In the Personalize Region page, click Personalize for the Raw Text item.

In the Personalize Raw Text page, select False for the Rendered row at the Site level,

then click Apply

In the Personalize Region page, click Create Item for the Header: Submission Instructions item.

In the Create Item page, select the appropriate value from the Item Style poplist.

Complete the page according to your business requirements, then click Apply.

In the Personalize Region page, click Personalize for the message you created.

In the Personalize Raw Text page, enter a message in the Text field for the appropriate level, then click Apply.

10. In the Personalize Region page, click Return to Application.

Enabling Company Terms and Agreements

You can require users to acknowledge their understanding of company travel and

expenses policy before submitting their expense reports. Use Oracle Applications

Framework to enable a check box and link to company policies on the Expenses Entry

Review page. When enabled, users must check the available box indicating that they have read and will comply with company policy as described on the linked page.

To enable the company terms and agreements check box and link:

In the Expenses Entry Review page, click the Personalize Review Page link.

In the Choose Personalization Context page, set the appropriate organization and responsibility level, then click Apply.

In the Personalize Region page, click Personalize for the Flow Layout: Terms and Agreement Region item.

In the Personalize Flow Layout page, set Rendered to True for the applicable level, then click Apply.

In the Personalize Region page, find the term Raw Text, under the Flow Layout: Terms and Agreement Region item, and click Personalize.

For the appropriate level, type in the URL for your company travel and expenses policy, then click Apply.

Setting Up Applications for Oracle Internet Expenses 2-61

Note: You must ensure that you follow the conventions in the

seeded URL.

Click Return to Application.

Click Personalize for the Message Check Box item.

On the Personalize page, enter the text that you want for the Prompt property.

10. Click Apply.

Using Attachments

Users can add attachments to expense reports at the header level or line level. Examples

of expense report attachments include receipt documents, transportation documents,

travel itineraries, and hotel folios. The user can update and delete attachments as often

as necessary until submitting the expense report. Managers and auditors can review the

attachments on an expense report. In addition, auditors can add new attachments as part of the audit process.

Internet Expenses provides these seeded attachment categories: Receipts, Missing

Receipts Declaration, Travel Itinerary, and Miscellaneous. You can also define new

attachment categories and enable the attachment categories that you want using Oracle Application Framework.

There are two tasks to enable attachment categories:

• Define the attachment categories that you want using the Document Categories

window.

• Enable the attachment categories on the Internet Expenses pages that you want

using Oracle Application Framework.

To disable attachments, use personalization and set the Rendered property to False for

the corresponding attachment item. See: Oracle Application Framework Personalization Guide.

Note: Attachments from Internet Expenses cannot be accessed from Oracle Payables nor, specifically, the Expense Reports window.

Defining Attachment Categories

Use the Document Categories window to define categories for Internet Expenses

attachments.

To define document categories for attachments:

2-62 Oracle Internet Expenses Implementation and Administration Guide

Select the Application Developer responsibility.

Navigate to the Document Categories window.

Enter a Category name.

From the Help > Examine menu, select DOCUMENT_CATEGORIES from the Block

field, then select Name for the Field field. Then specify a Value. This value represents the attachment category.

Enabling Attachment Categories

Use Oracle Application Framework to enable the attachment categories that you

previously defined on the Internet Expenses pages that you want.

Before you can enable attachment categories, you must, set the Personalize Self-Service

Definition profile option to Yes.

To enable attachment categories using Oracle Applications Framework:

Navigate to the first page for which you want to enable an attachment category.

Select the personalization link for the appropriate table or region.

In the Choose Personalization Context, enter the configurations you want and click Apply.

In the Personalize Region page, find the Attachments bean in the Name field and click Personalize.

In the Personalize Attachment Image page, click the Categories button.

In the Personalize Attachment Categories page, click Add Another Row.

In the Category Name field, enter the category name defined in the Examine window from the Document Categories window.

Enter an appropriate value for the Component ID then click Apply.

Repeat these steps for each page that you want to enable an attachment category.

Related Topics

Workflow: Project Expense Report Account Generator, Oracle Projects Implementation

Guide

Setting Up Applications for Oracle Internet Expenses 2-63

Transaction Controls, Oracle Projects Fundamentals

2-64 Oracle Internet Expenses Implementation and Administration Guide

Oracle Internet Expenses Setup and

Administration

This chapter covers the following topics:

• Internet Expenses Setup

• Internet Expenses Administration

• Policy Compliance and Violation Types

• Setting Up Schedules in Oracle Internet Expenses

• Creating Policy Schedules

• Rate Schedules

• Updating Rate Schedules

• Navigating the Schedules Setup • Common Setup Features

• Defining Operating Units

• Expense Allocations

• Setting Up Locations

• Defining Approval Notes Languages

• Defining Future-Date Tolerances

• Setting Up Contact Us

• Setting Up Exchange Rates Behavior

• Managing Advances

• Setting Up Expense Fields

• Setting Up Merchant Fields

• Setting Up Credit Card Policies

Oracle Internet Expenses Setup and Administration 3-1

• Setting Up Credit Card Expense Mapping

• Setting Up Credit Card Data File Download

• Credit Card Transaction Administration

Internet Expenses Setup

Internet Expenses Setup provides the administrator with the self-service pages

necessary to manage the setup of Internet Expenses. To use Internet Expenses Setup,

you must have access to the Internet Expenses Setup and Administration responsibility. See: Assigning Responsibilities to Users, page 2-15 for more information.

Internet Expenses Setup is organized into the following areas. Each area is represented

by a tabbed region:

• Accounting

The Chart of Accounts pages let you set up your charts of accounts for expense

allocations. See: Expense Allocations, page 3-46.

• Context

Use the page in the Context tabbed region to maintain the list of operating units

that require Internet Expenses definitions.

See: Defining Operating Units, page 3-45.

The first time you log in using the Internet Expenses Setup and Administration

responsibility, Internet Expenses displays the Context tabbed region. Subsequent logins display the Policy tabbed region, Schedules subtab.

• Policy

Use the pages in the Policy tabbed region to set up online policy compliance and

per diem and mileage rates. You can perform these setup activities:

• Schedules. Create rate and policy schedules for your employees to use when

they submit expense reports. See: Setting Up Schedules in Oracle Internet Expenses, page 3-5 for more information.

• Expense Fields. Set up expense fields to capture additional information on

expense reports. See: Setting Up Expense Fields, page 3-72 for more information.

• Exchange Rates. Set up exchange rate definitions to validate the exchange rates

that employees enter on their expense reports for foreign currency receipts. See: Setting Up Exchange Rates Behavior, page 3-66 for more information.

• General

3-2 Oracle Internet Expenses Implementation and Administration Guide

Use the General tab to perform these setup activities:

• Locations. Set up the locations that you use for expenses reporting. See: Setting

Up Locations, page 3-56 for more information.

• Future Expenses. Determine how expense reports that contain dates in the

future should be handled. See: Defining Future-Date Tolerances, page 3-61 for more information.

• Approval Notes Languages. Define the language for communications that are

attached to the expense report. See Defining Approval Notes Languages, page 3-61 for more information.

• Contact Us. Determine the behavior of the Contact Us global link. See: Setting

Up Contact Us, page 3-62.

• Tax

Use the Tax tabbed region to set up additional fields on detailed expense lines to

capture merchant information for VAT and other reporting purposes. See: Setting Up Merchant Fields, page 3-75 for more information.

• Audit

Use the Audit tabbed region to set up Audit Automation in Internet Expenses. See:

Setting Up Audit Automation, page 4-1 for more information.

• Credit Cards

Use the pages in the Credit Cards tabbed region for setup related to your corporate

credit cards. You can perform these setup activities:

• Use Policy. Set up polices to encourage users to use their corporate credit cards

and to submit corporate credit card transactions in a timely fashion. See: Setting Up Credit Card Policies, page 3-77 for more information.

• Card Programs. Perform setup tasks that relate to the use of your Payables card

programs with Internet Expenses. See: Setting Up Credit Card Expense

Mapping, page 3-78 and Setting Up Credit Card Data File Download, page 3- 80 for more information.

• Requests

Use the Requests tab to schedule and view requests.

• Upload Rates. Use the Upload Rates page to create or update per diem and

policy schedules. See Creating Schedules through the Upload Process, page 3- 34.

Oracle Internet Expenses Setup and Administration 3-3

• View Requests. Use View Requests to view the status of all the concurrent

programs that you have submitted.

Internet Expenses Administration

Internet Expenses Administration provides the administrator with the self-service pages

necessary to manage the administration of Internet Expenses. To use Internet Expenses

Administration, you must have access to the Internet Expenses Setup and

Administration responsibility. See: Assigning Responsibilities to Users, page 2-15 for more information.

Internet Expenses Administration contains the Credit Card tab.

Credit Card

Use the Credit Card tabbed region to administer your credit card programs. In the

Credit Card Transactions page you can view the credit card transactions that were

uploaded to the database. See: Credit Card Transaction Administration, page 3-84. In the New Credit Card Accounts page you can view the new accounts that were created

during credit card upload. Use this page to activate and assign cards to employees. See: New Credit Card Account Administration, page 3-84.

Policy Compliance and Violation Types

Internet Expenses also provides enforcement, audit, and reporting functionality for

policy violations.

Internet Expenses provides four different options to enforce your policies:

By setting up schedules. See: Setting Up Schedules in Oracle Internet Expenses,

page 3-5.

By setting up credit card usage policies. See: Setting Up Credit Card Policies, page 3-77.

By setting up exchange rate behavior. See: Setting Up Exchange Rate Behavior, page 3-66.

By setting up receipt required behavior at the template level. See: Defining Expense Report Templates, page 2-32.

The following table describes the violation types defined for Internet Expenses, including setup navigation, affected expense categories, and whether there is a

monetary violation:

3-4 Oracle Internet Expenses Implementation and Administration Guide

Violation

Airfare

Credit Card Required

Daily Limit

Daily Meals Sum

Limit

Exchange Rate Limit

Individual

Occurrence Limit

Number of Days

Receipt Missing

Setup Navigation

Policy: Schedules

Credit Cards: Card

Usage

Policy: Schedules

Policy: Exchange

Rates

Policy: Schedules

Expense Report

Template in Oracle

Payables

Expense Categories

Affected

Airfare

All cash expenses

except Mileage and

Per Diem

Car Rental,

Accommodations,

Miscellaneous

Meals

All except Mileage and Per Diem (cash and other expenses

only)

Meals

Miscellaneous

All except Mileage

and Per Diem

Monetary Violation

Yes

Note: You can define tolerances for monetary violations. See: Creating Policy Schedules, page 3-7.

Setting Up Schedules in Oracle Internet Expenses

Use the Internet Expenses Setup responsibility to set up your policy schedules and rate

schedules for expenses reporting. Policy schedules let you enforce the policy guidelines that your company follows whereas rate schedules just calculate the expense amounts.

The schedules that you create provide rules, thresholds, and guidelines for calculating

and validating expense reports prepared by your employees. You can set up one or

more schedules for each of these expense categories:

• Policy Schedules

Oracle Internet Expenses Setup and Administration 3-5

• Accommodations

• Airfare

• Car Rental

• Meals

• Miscellaneous

• Rate Schedules

• Mileage

• Per Diem

The basic steps required to create and use schedules are:

Define prerequisites. This step is required only for manually created schedules.

Create schedules manually or through the upload process and activate them.

If required, implement client extensions for per diem and mileage schedules.

Select the appropriate expense category on the expense report template.

Assign the schedule to the expense type.

When a self-service user enters an expense type assigned to one of these expense

categories, Internet Expenses uses the active schedule assigned to the expense type to

make these calculations:

• Policy schedules. Compare the value entered by the user to the existing policy

guidelines and thresholds, and either allow the entered value or display an error or warning message to change the entered value.

• Rate schedules. Determine the applicable rate to use, and calculate the expense

amount using this rate.

For more information on how schedules, expense categories, and expense types are related, see: Defining Expense Report Templates, page 2-32.

There is setup information common to many schedules, such as locations,

reimbursement currencies, and employee roles. In addition, schedules require

information specific to its expense category, such as vehicle type for mileage schedules and meal allowances for meals schedules.

For detailed information about creating rate and policy schedules, see:

• Creating Policy Schedules, page 3-7.

3-6 Oracle Internet Expenses Implementation and Administration Guide

• Creating Mileage and Per Diem Rate Schedules, page 3-15.

Creating Policy Schedules

Create policy schedules for your employees to use when they submit expense reports.

Policy schedules contain the rules, rates, and allowable tolerances to use for a given

expense category and time period. You can define policy schedules that reflect the

guidelines of your company, or policy schedules that conform to the statutory

requirements of a country where you operate. Because you define policy schedules at

the site level, you can create different schedules with the guidelines appropriate to each division or sector of your operations.

As a self service user enters items in an expense report, Internet Expenses compares the

values entered to the values and value ranges specified by the active policy schedule. If

there is a policy violation, based on the profile option setup, the user may receive a

message and must either change the value or enter a justification for the existing value.

Internet Expenses provides a series of alerts to the approvers in your company for all expense reports submitted with policy violations.

A policy schedule contains one or more schedule periods. Because policy guidelines

and statutory requirements change frequently, you can create different time periods

and modify the rates and values of a policy schedule for each period. Internet Expenses

uses the policy guidelines associated with the applicable period to validate expense

reports. When you create a new schedule, you can:

• Enter a start date before the system date, to make the schedule available for expense

reporting over all applicable periods. For example, a schedule you create in February 2003 for the year 2003 should have a start date of 01-Jan-2003.

• Assign the new start date the day after the end date of the old schedule, when

creating a new schedule to replace an old one. Users can then assign the new

schedule to an expense report template once the system date is the same as or later than the start date of the new schedule.

When you apply an end date to a policy schedule, Internet Expenses automatically

applies the same end date to the open period within the schedule. If the schedule was assigned to expense types, Internet Expenses prompts you to automatically apply the same end date to each expense type. (If any of these expense types are included in an itemization setup, then they are no longer available for itemization.) Once the system

date is past the end date plus grace period, an end-dated schedule is no longer available

in the Expense Report Templates window. See: Defining Expense Report Templates, page 2-32.

You can create policy schedules for the expense categories Accommodations, Airfare,

Car Rental, Meals, and Miscellaneous and assign them to each expense item that

requires policy compliance. Expense reporting for mileage and per diem requires the use of rate schedules. See: Rate Schedules, page 3-14.

Oracle Internet Expenses Setup and Administration 3-7

Note: Meals and accommodations schedules can also be created by

uploading per diem rates provided by the U.S. government. See Creating Schedules through the Upload Process, page 3-34.

Business Rules for Policy Schedules

Business rules determine the information that policy schedules use to validate expense

reports. A policy schedule consists of line records based on the combination of values

belonging to each rule. For example, if a schedule uses the Locations rule with three

locations and the Roles rule with three employee roles, there is a separate line record for each combination of role and location. If an expense report violates any line rule record,

Internet Expenses responds according to the setting of the OIE: Enable Policy

Validations profile option. See: Specifying Values for Internet Expenses Profile Options, page 2-14.

The business rules for policy schedules are:

• Currency

• Locations

• Roles

• Tolerance Limits

• Daily Limits

• Number of Days (Miscellaneous category only)

Currency

The Currency rule is a mandatory rule for all categories except the Airfare category,

which does not use this rule. This rule governs the activity of reimbursement currencies

on a schedule. The choices are Single Reimbursement Currency, Multiple

Reimbursement Currencies, and Location Currency Rates. A company that wants to

create one schedule per operating unit may prefer the Single Reimbursement Currency

rule. A company that wants to create one schedule only may prefer the Multiple

Reimbursement Currencies rule. The Location Currency Rates rule is of particular

interest to those customers that want to define their business rules in the currency of the location of the transaction, as opposed to the reimbursable currency. In this context, one

schedule can theoretically be used by all employees, regardless of their reimbursement currency preference.

• Single Reimbursement Currency. A single currency is used for the entire schedule.

If you select this rule, you must choose one of these options on the Business Rules

page:

3-8 Oracle Internet Expenses Implementation and Administration Guide

• Allow Rate Conversion. If you choose this option, Internet Expenses converts the

schedule rates to the reimbursement currency selected by users during

expenses entry. This conversion is based on the rates defined in the GL Daily

Rates table using the exchange rate type defined in the Payables Options window. See: Establishing Multiple Currencies Setup, page 2-30.

• No Rate Conversion. If you choose this option, then the reimbursement currency

must be the same as the schedule currency. If not, then policies are not enforced

on the expense report and the system cannot calculate per diem and mileage rates.

• Multiple Reimbursement Currencies. You can select multiple reimbursement

currencies on the Business Rules page for this schedule, and then define schedule

rates applicable to each currency. This rule is useful, for example, if you want to

create one rate schedule that is shared by many business units in different countries.

When users enter their expense reports, the reimbursement currency must match

one of the currencies used on the schedule. If there is no match, then the rate

policies defined on a policy schedule are not enforced. For mileage and per diem rate schedules, Internet Expenses cannot determine a reimbursement rate.

• Location Currency Rates. You define rates based on the currency of the location to

which users travel. If you select this rule, you must select a currency for each

schedule record on the Schedule Details page. This rule is useful, for example, if

you want to define a single policy or rate amount for each location that is used by

your entire global operations. For example, if you define 100 USD as the rate for travel to New York, then this rate applies to all users who travel to New York.

During expenses entry, Internet Expenses converts the policy schedule location

amount into the reimbursement currency when the currencies are different. The

policy allowable amount is then recorded in the reimbursement currency. If exchange rates do not exist between the policy currency and reimbursement currency, the functional currency is used to "triangulate" the rates.

To illustrate, assume the policy schedule location currency is USD, the

reimbursement currency is EUR, and the functional currency is GBP. If no exchange

rates exist between USD and EUR, the system will then look for exchange rates

between both the schedule currency and functional currency, and reimbursement currency and functional currency. If rates are found for both, then policy violation detection can occur. If rates are not found for both, then there will be no check for policy compliance.

Note: Internet Expenses does not provide validation on the location and currency combinations you define on a schedule.

Oracle Internet Expenses Setup and Administration 3-9

Locations

Roles

The Location rule takes into account travel locations to determine valid rates. You can

define individual rates for specific locations, and a single rate for all locations not

specified in the schedule. Use the Search function to create a list of locations for the schedule.

For per diem rate schedules, a rate is established based on the location selected by users.

This location rule is not available for mileage rate schedules. Also see Setting Up Locations, page 3-56.

The Roles rule takes into account the self service user's role in your company to

determine valid rates. You can define individual rates for specific employee roles, and a single rate for all roles not specified in the schedule. Use the Search function to create a list of roles for the schedule.

The Roles rule is a mandatory rule for the Airfare category. Also, you cannot define

rates for the Airfare category.

Note: Because the Employee Roles rule often uses a business group to identify employee roles, use of this rule can make a schedule business group-specific.

Tolerance Limits

The Tolerance Limits rule allows for a tolerance level above the amount limits that users

can enter on expense reports. This rule provides two options:

• Individual Lines - Set different tolerance levels for individual lines.

• Single Period - Set a tolerance level for the entire schedule period.

If the OIE: Enable Policy profile option is set to Prevent Submission, then the user cannot submit an expense report when the reimbursable amount exceeds the amount limit plus

the tolerance. If the profile option is set to Prevent Submission, but tolerances are not

defined, policy violations are still detected and recorded. In addition, users are warned of any policy violations prior to submitting expense reports.

If the OIE: Enable Policy profile option is set to either Warn Users or Inform Approvers,

then any tolerance limits you defined are not used.

The Tolerance Limit rule is not used with airfare schedules.

3-10 Oracle Internet Expenses Implementation and Administration Guide

Daily Limits

The Daily Limits rule is an embedded rule in the Accommodations, Car Rental, Meals, and Miscellaneous categories. You can set up the maximum permitted amount per day using this rule.

For the Meals category, the rule is called Meal Limits and includes special rules for

calculating limits. You have the following options for the Meal Limits rule:

• Individual Meal. Define policy limits for each individual meal.

• Daily Sum. Define policy limits for the total of all meals incurred per day.

• Both. Define both individual and daily sum policy limits.

If you do not select the Daily Limits rule, daily limits are still enabled on the Schedule

Details page, with a default of Daily Sum. If the expense report contains a value for the number of attendees, then Internet Expenses divides the meal amount by the number of

attendees and treats the result as a single value for validation against the policy

schedule. The number of attendees is not available for entry when the daily sum option is used. For more information, see: Setting Up Expense Category Fields, page 3-72.

If more than one Meals policy schedule is assigned to the same expense report template,

Internet Expenses validates the sum of meal totals against the schedule with the lower

value. For example, you assign dinner to Schedule A with a Daily Sum Limit of $100

and lunch to Schedule B with a Daily Sum Limit of $75. Internet Expenses validates the sum of dinner and lunch against Schedule B, for $75.

Number of Days

The Number of Days rule applies to the Miscellaneous category only. This rule prevents

users from reporting an expense if the number of days entered on the expense report is less than the schedule number of days.

Setting Up a New Policy Schedule

Set up one or more policy schedules and schedule periods for each expense category

that you require for employee expense reporting. The task flow for setting up a policy schedule is similar for all expense categories except Airfare.

See: Navigating the Schedules Setup, page 3-39 for information about using the

Internet Expenses Setup pages to create policy schedules.

See: Setting Up a New Airfare Policy Schedule, page 3-13 for information about

creating a policy schedule for the Airfare category.

Prerequisites

Before you can set up policy schedules, you may need to complete one or more of these

tasks:

Oracle Internet Expenses Setup and Administration 3-11

• Define business groups, job roles, employee positions, and employee grades in

Oracle Human Resources.

• Set up Oracle Payables for expense reporting. See: Setup Steps in Oracle Payables,

page 2-21.

• Set up locations. See: Setting Up Locations, page 3-56.

To set up a new policy schedule:

installation.

Select the Internet Expenses Setup responsibility for the applicable site.

Choose the expense category to create the schedule that you want.

Click the Create New Schedule button to navigate to the General Information page.

Enter a Schedule Name and Description, and a Start Date for the schedule.

• You may want to use a schedule name that identifies the usage of this particular

schedule.

• You can enter a Start Date prior to the system date in order to make this

schedule available for expense reports over the prior periods that apply to the schedule.

Select the Currency Rule and the Optional Rules to use for this schedule.

Click Next to navigate to the Business Rules page.

Internet Expenses displays the schedule header information and the rules that you

selected. See: Business Rules for Policy Schedules, page 3-8 for an explanation of each rule.

Select the values that you want for each rule, then click Next to navigate to the Schedule Periods page. See: Search Function, page 3-43.

Internet Expenses displays the schedule header information and a line record for

the first schedule period.

Enter a Period Name and Start Date. Internet Expenses defaults the schedule start date as the read-only start date for the first period. You must enter a start date for subsequent periods.

Define periods that relate to the type of schedule you are creating. For example, you

can define annual periods for fixed expenses, or create seasonal periods that reflect

seasonal price fluctuations, such as for hotels. If you want to duplicate seasonal

3-12 Oracle Internet Expenses Implementation and Administration Guide

periods, ensure that you duplicate them in the same order that they were originally

defined.

10. Do not allow gaps or overlaps between periods. To create a set of periods with

continuous date sequences, you can create a new period or use the Duplicate icon to copy the periods and enter the updates that you want.

11. Click the Details icon to navigate to the Period Details page to enter the rate for

each line record.

By default, Internet Expenses displays all records. You can use the Search function

to display the records that you want.

12. If this is a Miscellaneous schedule, enter a Minimum Number of Days.

This value specifies the minimum number of days that must be reported on an

expense line to qualify for declaring miscellaneous expenses.

13. Enter the appropriate values for each line record. You can use the Mass Updates

button to apply the same percentage to selected records.

14. Click Return to save your work and return to the Schedule Periods page.

15. Click Activate to activate the schedule.

16. Define expenses report templates, and assign expense categories and policy

schedules to expense types. See: Defining Expense Report Templates, page 2-32.

Setting Up a New Airfare Policy Schedule

Set up airfare policy schedules to determine the class of air ticket that your employees

can purchase. The setup for airfare policy schedules uses the Employee Roles rule to assign a specific ticket class to each employee role. Internet Expenses creates an "All Other" record to assign a ticket class to all roles not specified in the schedule.

You assign ticket class assignments at the schedule period level. You can create

additional period records and change individual ticket assignments according to your company requirements.

Prerequisites

Before you can set up policy schedules, you may need to complete one or more of these

tasks:

• Define business groups, job roles, employee positions, and employee grades in

Oracle Human Resources.

• Set up Oracle Payables for expense reporting. See: Setup Steps in Oracle Payables,

page 2-21.

Oracle Internet Expenses Setup and Administration 3-13

• Set up locations. See: Setting Up Locations, page 3-56.

To set up a new airfare policy schedule:

installation.

Select the Internet Expenses Setup responsibility for the applicable site.

Navigate to the Airfare expense category.

Click the Create New Schedule button to navigate to the General Information page.

Enter a Schedule Name and Description, and a Start Date for the schedule.

Use the Search Function, page 3-43 to create a list of employee roles for this schedule, then click Next to navigate to the Schedule Periods page.

Enter a Period Name and Start Date.

Click the Details icon to navigate to the Period Details page.

Select the Domestic and International Class of Ticket that you want for each employee, and the ticket class assignments to use for All Other employees.

10. Click Activate to activate the schedule.

11. Save your work.

12. Assign the Airfare expense category and policy schedules to expense types. See:

Defining Expense Report Templates, page 2-32.

Updating Policy Schedules

You can modify the business rule assignments to a policy schedule until you activate

the schedule. Once you activate a schedule and assign it to an expense template, you cannot add or remove the business rules on a schedule.

You can apply end dates to rules records for Multiple Currencies, Locations, and

Employee Roles. When the system date passes the end date plus grace period, Internet Expenses sets all schedule records that use end-dated rule values to the status Inactive.

You can view the status of individual schedule records by clicking the History icon for a schedule or schedule period.

Rate Schedules

A rate schedule contains the rules and rates for calculating the reimbursable amounts

for mileage and per diem. The Cash and Other Expenses page provides self service

3-14 Oracle Internet Expenses Implementation and Administration Guide

users with separate sections for entering and calculating mileage and per diem

expenses. Internet Expenses adds these amounts to the user's credit card and receipt-based expenses to provide a total for an expense report.

You can define rate schedules that reflect the guidelines of your company, or rate

schedules that conform to the statutory requirements of countries that your employees

visit. Because you define rate schedules at the site level, you can create different

schedules with the guidelines appropriate to each division or sector of your operations.

Business rules determine the information that rate schedules use to calculate rates for

mileage and per diem. A rate schedule consists of line records based on the combination

of values belonging to each rule. For example, if a per diem rate schedule uses the Locations rule with three locations and the Time-Based Entry rule with four time

intervals, the schedule calculates a different per diem rate depending upon the

applicable combination of location and time interval that the user enters on the expense report.

When you create a new rate schedule, it is recommended to enter a start date prior to

the system date, in order to make your new schedule available for expense reporting

over the prior periods that apply to the schedule. If the schedule was assigned to

expense types, Internet Expenses prompts you to automatically apply the same end

date to each expense type. Once the system date is past the end date plus grace period, an end-dated schedule is no longer available in the Expense Report Templates window. See: Defining Expense Report Templates, page 2-32 for more information.

Creating Mileage Rate Schedules

Create mileage rate schedules for your employees to use when they submit expense

reports. A mileage rate schedule can take into account distance traveled, type and category of vehicle, type of fuel, and the number of passengers.

Business Rules for Mileage Rate Schedules

The business rules for mileage rate schedules are:

• Currency

• Roles

• Passengers

• Distance Thresholds

• Vehicle Categories

• Vehicle Types

• Fuel Types

Oracle Internet Expenses Setup and Administration 3-15

• Additional Rates

Currency

Roles

Passengers

The Per Diem Type controls the availability of Free Meals and Free Accommodations rules.

The Currency rule is the only mandatory rule for rate schedules. This rule determines

the way in which Internet Expenses chooses a currency for the calculation of reimbursable amounts. See: Creating Policy Schedules, page 3-7.

The Roles rule takes into account the self service user's role in your company to

determine valid rates. You can define individual rates for specific employee roles, and a single rate for all roles not specified in the schedule. Use the Search Function, page 3-43 to create a list of roles for the schedule.

The Passengers rule assigns a rate to use for each passenger in the vehicle (other than

the driver). The calculated amount becomes part of the reimbursable amount according

to this formula:

(mileage rate * distance) + ((rate per passenger * number of passengers) * distance) +

(sum (rate for each additional rate type selected * distance)) = reimbursable amount

You can define a single passenger rate for the entire period or a different passenger rate

for each line record. The passenger rate can be a fixed amount or a percentage of the mileage rate. The maximum number of passengers available for selection in expense reports is limited to 10.

Note: If you define passenger rate as a single value at the period level,

you must choose Single Reimbursement as the Currency rule for the schedule.

Distance Thresholds

The Distance Thresholds rule uses distance traveled to determine the reimbursable rate.

This allows you, for example, to apply a different rate to an employee who travels

under 100 miles to employees who regularly travel several thousand miles in the same time period.

You can select one of two options to indicate how distance threshold should be used for

mileage rate calculation.

1. Per Period. Threshold is applied to the distance traveled in the entire period.

The schedule periods determine the periods of distance accumulated. Internet

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