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Oracle Internet Expense

BEGINNERS GUIDE TO OIEBy Prithvi Rao and Sudershan Minnala

(Company Confidential - For Oracle Internal Use Only)

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Oracle Internet Expense

TABLE OF CONTENTS OIE PROCESS OVERVIEW .................................................................................................3 BASIC SETUP FOR USING ORACLE INTERNET EXPENSES.....................................4 STEP 1. DEFINE EMPLOYEES ................................................................................................4 STEP 2. DEFINE USERS .........................................................................................................5 STEP 3. ASSIGN SIGNING LIMITS ..........................................................................................6 STEP 4. DEFINE EXPENSE REPORT TEMPLATE .....................................................................6 OTHER IMPORTANT CONSIDERATION IN ORACLE INTERNET EXPENSES.....7 1. REQUIRED PROFILE OPTIONS: .........................................................................................7 2. OPTIONAL PROFILE OPTIONS: ..........................................................................................7 3. SECURING THE REVIEWED BY MANAGEMENT CHECK BOX ..............................................8 4. SETUP STEPS IN ORACLE PAYABLES ................................................................................8 5. DESCRIPTIVE FLEXFIELD USAGE IN OIE ..........................................................................9 6. CONFIGURING THE EXPENSE SPREADSHEET ...................................................................10 7. OVERVIEW OF THE DISCONNECTED EXPENSE REPORTING PROCESS ..............................10 8. CONFIGURING THE EXCEL TEMPLATE ............................................................................11 9. FILE NAME AND LOCATION............................................................................................11 SCREEN SHOTS ...................................................................................................................12 DISCONNECTED SPREAD SHEET ..................................................................................25 USEFUL SCRIPTS FOR INTERNET EXPENSE ISSUES. .............................................31 1. SUPPAPOIEUSERSETUP.SQL .........................................................................................31 2. SUPPAPOIESTATUSDIAG.SQL ........................................................................................31 3. WFSTATUS/WFSTAT.SQL .................................................................................................31

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Oracle Internet Expense

OIE Process Overview..

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Oracle Internet Expense

Basic Setup for Using Oracle Internet ExpensesStep 1. Define Employees One of the basic requirements for OIE is the definition of Employee and Supervisor for the said employee. For definition of employee and supervisor please navigate as follows: Responsibility: US HRMS Manager Navigation: People -> Enter and Maintain->New Enter the requisite details: A) Define a Supervisor (An employee termed as Supervisor) 1) Name, Gender, Action Type, Latest Hire Date, Social Security, Birth Date 2) Tab to Office Detail: Define the office, email id and mail to 3) Tab to Benefits: Date first Hired 4) Save the Header Information 5) Click Address: Fill the mandatory fields 6) Click Assignments: Define the Organization (Vision Operations), Group, Job and location. Then tab to Purchase Order Information in the Assignment window and define the Set of Books and Default Expense Account Note: When defining the Default Expense Account note that the expense accounts of the employee and the supervisor need to be the same (Cost Center). Other fields in the said form are optional. B) Define an Employee: 1) Name, Gender, Action Type, Latest Hire Date, Social Security, Birth Date 2) Tab to Office Detail: Define the office, email id and mail to 3) Tab to Benefits: Date first Hired 4) Save the Header Information 5) Click Address: Fill the mandatory fields 6) Click Assignments: Define the Organization (Vision Operations), Group, Job and location. Then tab to Purchase Order Information in the Assignment window and define the Set of Books and Default Expense Account. Then Tab to Supervisor and define the Supervisor for the said employee (Supervisor whom we had entered earlier) Note: Definition of supervisor is required, as the said supervisor will approve the expense report of the Employee when submitted for approval.

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Oracle Internet Expense

Step 2. Define Users This is for integrating with Oracle System Administration. One must define the employees defined earlier as Users in order Implementing Internet Expenses. As part of this definition process, one must assign the self-service application responsibilities and a securing attribute to each user. You can perform all of these activities in the User window in System Administration. To define an employee as a user, complete the following steps: 1. In System Administration, access the Users window. Navigation: Security->User->Define 2. Enter the name that the employee will use to log in to self-service applications in the User Name field. 3. Define a temporary password for the user in the Password field. Note: When the user logs in for the first time, a prompt will appear to request a password change. Thereafter the password needs to be changed. 4. Select the name of the employee from the list of values in the Person field. Enter the email address of the employee in the E-Mail field if you use an email system to send workflow notifications to employees. 5. Save your work. 6. Assign the following responsibilities to the User: a) Workflow User Web Applications b) Internet Expenses, Operations (for blue/grey interface) c) Internet Expenses (for second generation interface) d) System Administrator e) Payables Manager f) US HRMS Manager g) Workflow 7. Assign following Securing Attributes to the User (Basic Requirement): a) ICX_HR_PERSON_ID b) TO_PERSON_ID In the Value Field enter the Person ID of the Employee or else from the list of values select the Employee Name the Value field will be automatically populated.

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Oracle Internet Expense

NOTE: CREATE TWO DIFFERENT USERS, ONE FOR THE EMPLOYEE AND THE OTHER FOR THE SUPERVISOR. Step 3. Assign Signing Limits It is an approval process defined to determine which manager has authority to approve expense report. It is done through the Expense Reporting Workflow. When the signing limit is given one will have to specify the cost center to which this signing limit will apply. Responsibility: Oracle Payables Navigation: Employees -> Signing Limits Define the Signing limit for the Supervisor (Employee Name field), Cost Center and Signing Limit. Note: The Cost Center should be same as that was defined for the said employee. Step 4. Define Expense Report Template Expense reports templates are templates that the company uses for various types of expenses. For exp., relocation expense report, where all the relevant expense items like Hotel, Airfare etc will be defined. This will be a standard template, which will be used for such expense type. Navigation: Oracle Payables Setup -> Invoice -> Expense Report Template How to define an Expense Report Template? To define an expense report template: A) In the Expense Report Templates window, enter a Template Name and Description. to specify a day on which the template can no longer be used, enter an inactive date. B) To make an expense report template available for use in SelfService Expenses, check the Enable for SelfService Users option. C) Enter a list of expense items (for example, airfare, meals, hotel, and so on). D) Choose a Type for each expense item. E) For each expense item, you can set a default value for the following fields. These will be the defaults for the item when a user enters an expense report: Includes Tax check box Tax Code GL Account. You can enter one or more segments. Note: You can also specify whether a receipt is required above a specified amount, and whether justification is required. For testing purpose leave the require receipt field blank.

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Oracle Internet Expense

Other Important Consideration in Oracle Internet Expenses1. Required Profile Options: a) ICX: Date Format Mask (Determines which date format to use) b) ICX: Language (Sets the language) c) ICX: Limit Connect (Sets the maximum number of page hits per session. The default is 1000) d) ICX: Limit Session Time (Sets the maximum number of hours a user can remain logged on per session. The default is four hours) 2. Optional Profile Options: a) OIE: Allow Credit Lines (This profile option enables users to enter negative receipts (credit lines) if it is set to Yes. Users enter negative receipts to report the refund of a previously reimbursed expense. The default value is Yes.) b) OIE: Enable Credit Card (Set this profile option to Yes to enable the credit card functionality to allow users with corporate credit cards to select and add credit card transactions to their expense reports.) c) OIE: Allow Non-Base Pay (Enables users to choose the reimbursement currency for their expense reports.) d) OIE: CC Approver Req (Indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different than their own.) e) OIE: CC Payment Due From (Use this profile option to indicate whether payment for corporate credit card charges is due from the employee, the company, or from both the employee and the company) f) OIE: CC Payment Notify (Use this profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card charges. The default value i