IExpense Implementation Setups

8/9/2019 IExpense Implementation Setups

1/16

iExpense Implementation Setups

iExpenses is basically an extension of Oracle Payables. Employee and Contingent Worker

expense reports become supplier invoices and get paid from Payables.

You will need following responsibilities to set up Internet Expenses Payables !anager" InternetExpenses #etup and $dministration" #ystem $dministration" $pplication %eveloper" and $&

%eveloper. If you are also planning on c'arging expense reports to pro(ects" you will also need

Pro(ect )illing #uper *ser and +eneral ,edger #uper *ser responsibilities. You will also needaccess to Oracle Workflow )uilder to customi-e t'e Expenses workflow and Pro(ect Expense

eports $ccount +enerator.

Setups for IExpenses :

1. Define MOAC

2. Define Job

3. Define Position.. Define Emplo!ee.

". Define #inan$ial Options.

%. Define Expenses &emplate.

'. Define Pa!able Options.

(. Assi)n Cost Center #lexfiel* +ualifier to Department se)ment or Cost,$enter se)ment.

-. Define Si)nin) imits.

1/. Assi)n Profile Option to iExpenses 0esponsibilit!.

1. Define MOAC

• %efine esponsibilities for +," $P"PO"/!#"IE&PE0#E#• %efine )usiness +roup.

• %efine ,edger.

• %efine Operating *nit.

• %efine #ecurity Profile.

• un #ecurity ,ist !aintenance Program.

• $ssign #ecurity Profile to esponsibilities.

• un eplicate #eed %ata Program.

2. Define Job

ai)ation:0MS ,,4 5or6 stru$tures ,,4 Job ,,4 Des$ription.

Cli$6 on e7 button.

1


2/16

Enter t'e 1ob 0ame and Code.

#ave.

2

http://2.bp.blogspot.com/-illvYJUlkxA/UKxsvvXawCI/AAAAAAAAALI/_zNu6gakCS4/s1600/Job1.jpghttp://2.bp.blogspot.com/-9-mxlRKHXs8/UKxsMeijswI/AAAAAAAAALA/rHE3fCXNL6w/s1600/Job.jpg


3/16

3. Define Position.

Click on 0ew button.

Enter Position number and name" type" Organi-ation" (ob"and #tatus of t'e position.

#ave.

ote: If !ou 7ant $reate more position please follo7 same as aboe pro$e*ure.

3

http://1.bp.blogspot.com/-a5OtNVfF4kE/UKxt7tgdtaI/AAAAAAAAALY/BrB9YCTBf5o/s1600/Pos1.jpghttp://3.bp.blogspot.com/-vP1XgIvU5Bw/UKxtRXbzzuI/AAAAAAAAALQ/ewr5_6QpaAk/s1600/Pos.jpg


4/16

. Define Emplo!ee.

ai)ation: 0MS ,,4 People ,,4 Enter an* Maintain.

Click on 0ew.

Enter Employee ,ast name"gender"action and birt' date.

#ave and click on $ssignments.

Enter / Organi-ation name" (ob name and Position name.

4

http://3.bp.blogspot.com/-PDhfDEjGfyI/UKxv98KXsoI/AAAAAAAAALw/_maY0wrRbDM/s1600/emp1.jpghttp://3.bp.blogspot.com/-YFHy80JYISg/UKxu5LIgCVI/AAAAAAAAALg/GLr1osSou4I/s1600/Emp.jpg


5/16

#ave.

Click left lov button and select t'e purc'ase order information.

Enter t'e primary ledger name and default expenses account.

5

http://3.bp.blogspot.com/-Cm19wug4l0w/UKxy3-rGkRI/AAAAAAAAAMA/moCMFwMcP9s/s1600/Emp3.jpghttp://1.bp.blogspot.com/-SC01Trx1S9M/UKxw7jWAAuI/AAAAAAAAAL4/eGeT4gJd_YE/s1600/Emp2.jpg


6/16


7/16

Click on 0ew button.

A$$ountin) &ab:

You are re6uired to enter defaults for t'e $ccounting 2inancials Options in t'e $ccountingregion. A$$ounts i6e:

,iability" Prepayment" %iscount 7aken.

Supplier,Pur$8asin) &ab:

7

http://2.bp.blogspot.com/-Sfiq_xxNd0s/UKtj7xQFbYI/AAAAAAAAAI8/NyOMlgVQlrQ/s1600/Fin2.jpghttp://1.bp.blogspot.com/-JR4zRiljsYs/UKtNgPa0RXI/AAAAAAAAAIo/l-EoHvTElXs/s1600/Fin1.jpg


8/16

If you do not also 'ave Oracle Purc'asing installed" you do not need to enter defaults in t'e

#upplier: Purc'asing region.

En$umbran$e &ab:

If you do not use encumbrance accounting or budgetary control" you do not need to enter

defaults in t'e Encumbrance region

.

&ax &ab:

If your enterprise does not need to record a 5$7 registration number" you don;t need to enterdefaults in t'e 7ax region.

8

http://1.bp.blogspot.com/-xbir2doint0/UKtlnRlz8cI/AAAAAAAAAJM/jpvVhVdcd1k/s1600/Fin4.jpghttp://1.bp.blogspot.com/-cSateF64ilA/UKtlE4UY0XI/AAAAAAAAAJE/RW1vrAAeACU/s1600/Fin3.jpg


9/16

uman 0esour$es &ab:

If you do not 'ave Oracle /uman esources installed" you are not re6uired to enter defaults in

t'e /uman esources region.

#ave.

%. Define Expenses &emplate.

ai)ation: Pa!ables ,,4 Setup ,,4 Inoi$e ,,4 Expenses 0eport &emplates.

Enter operating unit name"template name and enable t'e enable for internet expenses. $nd finally enter your expenses.

9

http://3.bp.blogspot.com/-5BeYj3dLKyQ/UKtmpO-4ecI/AAAAAAAAAJc/ipC-pAtjaCY/s1600/Fin6.jpghttp://1.bp.blogspot.com/-q9njU6gh-ds/UKtmEd_o3HI/AAAAAAAAAJU/-_W4pb7f3Pw/s1600/Fin5.jpg


10/16

#ave.

'. Define Pa!able Options.

ai)ation: Pa!ables ,,4 Setup ,,4 Options ,,4 Pa!able Options.

Click on 2ind.

10

http://2.bp.blogspot.com/-UVn-nVO09gg/UKx2CI5SgxI/AAAAAAAAAMc/qF3YhfEvjmo/s1600/Temp.jpg


11/16

Click on Expense eport 7ab.

11

http://4.bp.blogspot.com/-m2PL8saBTyU/UKx3fUZUlVI/AAAAAAAAAMs/Jde4eSP9Y38/s1600/Pay2.jpghttp://3.bp.blogspot.com/-j3-n_fVIEyM/UKx3EdNF5XI/AAAAAAAAAMk/CO_kzr5lSBA/s1600/Pay1.jpg


12/16

%efault 7emplate. 7'e default expense report template t'at you want to use in t'e PayablesExpense eports window. You can override t'is value in t'e Expense eports window. $ default

expense report template appears in t'e Expense eports window only if t'e expense report

template is active.

$pply $dvances. %efault value for t'e $pply $dvances option in t'e Expense eports windowin Payables. If you enable t'is option" Payables applies advances to employee expense reports ift'e employee 'as any outstanding" available advances. You can override t'is default during

expense report entry.

If you use Internet Expenses and you enable t'is option" t'en Expense eport Export applies alloutstanding" available advances" starting wit' t'e oldest" up to t'e amount of t'e Internet expense

report.

$utomatically Create Employee as #upplier. If you enable t'is option" w'en you import Payablesexpense reports" Payables automatically creates a supplier for any expense report w'ere an

employee does not already exist as a supplier. If t'e supplier site you are paying 3/O!E or

O22ICE4 does not yet exist" Payables adds t'e supplier site to an existing supplier. Payablescreates a /O!E or O22ICE supplier site wit' t'e appropriate address" depending on w'ere you

are paying t'e expense report. 7'e /ome address is from t'e PE


13/16

Payables cannot export expense reports wit'out corresponding suppliers" and lists t'em on

Export esults page.

Payment 7erms. Payment terms you want to assign to any suppliers t'at you create fromemployees during Expense eport Export.

#uggestion %efine and assign immediate payment terms for your employee suppliers.Pay +roup. Pay +roup you want to assign to any suppliers t'at you create from employees

during Expense eport Export. You can define additional values for Pay +roup in t'e Purc'asing,ookups window.

Payment Priority. Payment priority you want to assign to any suppliers t'at you create from

employees during Expense eport Export. $ number" between > 3'ig'4 and ?? 3low4" w'ic'

represents t'e priority of payment for a supplier.

/old *nmatc'ed Expense eports. 7'is option defaults to t'e /old *nmatc'ed Invoices option

for t'e supplier and supplier site for any suppliers Payables creates during Expense eportExport.

W'en /old *nmatc'ed Invoices for a supplier site is enabled" Payables re6uires t'at you matc'

eac' invoice for t'e supplier site to eit'er a purc'ase order or receipt. If you enable t'is optionfor a site" t'en Payables applies a !atc'ing e6uired 'old to an invoice if it 'as Item type

distributions t'at are not matc'ed to a purc'ase order or receipt. Payables applies t'e 'old to t'e

invoice during Invoice 5alidation. You cannot pay t'e invoice until you release t'e 'old. You can

release t'is 'old by matc'ing t'e invoice to a purc'ase order or receipt and resubmitting Invoice5alidation" or you can manually release t'e 'old in t'e /olds tab of t'e Invoice Workbenc'.

Payables will not apply a 'old if t'e sum of t'e invoice distributions by accounting code

combination is -ero.

#ave.

(. Assi)n Cost Center #lexfie*l +ualifier to Department se)ment or Cost$enter se)ment.ai)ation: Pa!ables ,,4 Setup ,,4 #lexfiel* ,,4 9e! ,,4 Se)ments.

uer! !our Coa.

*n 2ree-e 2lexfield %efinition and click on segments.

select Cost Center segment and t'en click on t'e 2lexfield @ualifiers.

13

http://2.bp.blogspot.com/-XxlhJY8-mho/UKyRD3b3O3I/AAAAAAAAANQ/EBuQ673pQ6g/s1600/Flex1.jpg


14/16


15/16

ai)ation: Pa!ables ,,4 Emplo!ees ,,4 Si)nin) imits.

1/. Assi)n Profile Option to IExpenses 0esponsibilit!.

ai)ation: S!stem A*ministrator ,,4 Profile ,,4 S!stems.

Please set t'e following Profile options in #ite level as well as esponsibility level.

15

http://4.bp.blogspot.com/-ghmUUXqlDcA/UKyWkFyctGI/AAAAAAAAAN4/QD---uu5AVA/s1600/Pro.jpghttp://1.bp.blogspot.com/-a1Pu4jb4zH8/UKyUR66ZboI/AAAAAAAAANw/7yZYDJvrgCw/s1600/Sig.jpg


16/16

16
http://4.bp.blogspot.com/-qTq0-Fns0nI/UKyXAFmz-oI/AAAAAAAAAOA/2jPljGiUKOk/s1600/Pro1.jpg

IExpense Implementation Setups

Documents

Transcript of IExpense Implementation Setups