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Saturday, August 18, 2012 Posted by M Jagadeesan

Oracle Internet Expenses/iExpense setup

Oracle Internet expenses is an iModule of Oracle. This module is used to allow employees of an

organization to enter their expenses which are to be claimed from the organization. The

iExpense module is very closely linked to Payables module, in fact you can think of this module as

a sub module to Payables. A good part of setup is done in AP module itself. If this module is not

implemented in Oracle then expense reports can be directly created in AP. This module gives the

flexibility of giving all employees to enter their own reports instead of a central desk creating

expense report invoices for all employees. The module is in Self Service and hence the pages are

in OA Framework, i.e. JSP pages that are light weight and can be easily accessed on a lower

bandwidth internet connection.

The flow within iExpense module is the following,

Employee enters expenses and creates an expense report.

Employee submits expense report.

Expenses workflow is kicked off.

A notification goes to the approver based on the cost center entered by the user and the

employee’s supervisor hierarchy

On approval the workflow sends a notification to the iExpense auditor

Auditor completes audit.

The workflow sends a notification to the Payables administrator

On approval from Payables administrator the workflow ends and the employee is notified that

his expense report is ready to be paid.

At this stage the role of iExpense is over and Payables module takes over. The expense report is

imported into Payables to create AP Invoices to be paid off to the employee. The seeded import

program, “Import Expense Reports” is used to import expense report and create the invoices.

The setup steps for iExpense is given below

Tax Code setup

Responsibility: Payables Administrator

Navigation: Setup > Tax > Codes

Tax codes

Expense Report Template setup

Navigation: Setup > Invoice > Expense Report Templates

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Template setup

Create the various templates here. The expense items for each template will correspond to which

heads the user can use when they select the template.

Scroll right

Template setup

Select the GL account that should correspond to the expense item. This will default on the

expense allocation page in the expense report

Scroll right to the end

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Template setup

Select the Policy applicable to the expense report.

Select Define itemizations button

Itemization

This form shows which items should be itemized. Now we’ll setup the default template for this

operating unit.

Setup Pay Group

Navigation: Setup > Lookups >Purchasing

Query for Lookup Type, PAY GROUP.

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Pay Group

Create the pay group which will be assigned to the AP invoices imported from iExpense into AP.

We have created PAY_ALONE_INT.

Payables Options

Navigate to Setup > Options > Payables

Select Tax Defaults and Rules tab

Tax defaults and rules

Click on Currency tab

ACCRUAL v/s CASH Basis Accounting

JOURNAL IMPORT

GL TERMINOLOGY

TRANSLATION in General Ledger

SUMMARY ACCOUNTS IN General

ledger

ROLL UP GROUPS IN General Ledger

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Accounts Payables Close Process

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RECURRING JOURNALS – 3 TYPES OF

JOURNAL ENTRIES

PROFILE OPTIONS IN ORACLE APPS

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requisition

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PO Receipt ...

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notification to an app...

Enable PO buyers to view PO workflow

status

Profile Option at Responsibility level

using SQL

Defining Sets of Books -Oracle

Problem in deleting GL Batch

(UNPOSTED)

New Profile Option "SLA: Disable

Journal Import"

AP Invoice Approval workflow setup

and usage

Configuring custom

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employees from...

Using Pay groups with suppliers

Oracle Internet Expenses/iExpense

setup

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Auto Invoice

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Oracle,



Currency

If Use Multiple Currencies is checked then the expense reports as well as the AP invoices, can be

entered in all the currencies other than the default currency of this set of books.

Select Expense Report tab

Expense Report

The default template is set here, as well as Payment Terms and other parameters. Note that we

have attached the Pay Group, we had created for Expense Reports, in this form.

Financials Options

Navigation: Setup > Options > Financials

Select Accounting tab

Application Implementation

Methodology

Oracle Aim Methodology

Download Oracle AIM (Applications

Implementation M...

Application Implementation

Methodology (AIM) in Or...

Defining Alerts-Oracle

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Bank Reconciliation-Oracle Cash

Management

Warehouse Control Board-Warehouse

Management

Procure To Pay Cycle in Oracle Apps

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Management

Task Management-Warehouse

Management

Asset Descriptive Details

Oracle Assets

Material Status Control-Warehouse

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Lot Transactions-Warehouse

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License Plate Numbers (LPNs)

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Warehouse Management Setup

Warehouse Management

Basic Journal Entries -General Ledger

GL Accounting Cycle

Creating Journal Batches

Entering Journals -General Ledger

Entering Journal Lines

Entering Taxable Journal Entries

Entering Foreign Currency Journals

Entering Statistical Journals

Changing a Batch Period

Changing the Journal Entry Currency

The GL Journal Approval Process

obtains the necess...

Allocation Entries-General Ledger



Accounting

Expense Clearing Account will be the default liability account for iExpense expense reports

imported in to Payables.

Click on Human Resources tab

Human Resources

Set the Expense Reimbursement Address to the supplier site. Check “Use Approval Hierarchies”

box so that workflow uses the employee hierarchy if you do not want to use AME.

Credit Card setup

To setup credit card expense report usage navigate to Setup > Credit Cards > Card Programs

Credit card setup for employees

Skeleton Journal Entries -General

Ledger

MassAllocations -Creating

MassAllocation Batches-C...

AutoAllocations-General Ledger

Recurring Journals -General ledger

Creating Recurring Invoices

How to Set Printer in Pl/SQL Program

Journals - Creating Skeleton Entries

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THRU APXINWKB DOES ...

GL JOURNAL ENTRY, REVERSING,

RECURRING FAQ

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Order to Cash Cycl...

Data flow for Order-to-Cash cycle

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Extracting Items to C...

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Setup

Shopping

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Functional Input...

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Instance

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CRM and Order Management

Integration

Types of Siebel User Interfaces

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used in Oracle ...

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costing

Oracle General Ledger (OGL)

Purchase Order Types

Distribution Sets

Signing Limits

Voucher Numbers and Document

Sequences

Payables Setup

Accounts Payable

Transferring Subsidiary Data to Your

Parent

Preparing Subsidiary Data

Mapping Subsidiaries to Your Parent

State Controller

Consolidation Workbench

Consolidation Process



Enter the details of the corporate credit card program, like the credit card issuing organization, the

currency, expense clearing account, etc.

Enter the individual cards attached to each employees here,

Navigate to Credit Cards > Credit Cards

Employee credit card

Now employees will be setup to enter credit card expenses that will actually come from the credit

card issuing organization.

Signing Limit setup

Create the signing limits for managers who would be approving the expense reports

Navigation: Employees > Signing Limits

Signing limit setup

Enter the signing limits for all the employees who are designated approvers for Oracle Internet

expense reports.

Employees as Supplier setup

Navigation: Suppliers > Entry

Create the supplier entries associated with the employee so that the employee can be reimbursed

for the expenses incurred by him. Also the employee salaries can be paid to him once he is set up

as a supplier.

Financial Reports & Report Sets

Display Group and Set

Content Sets

Column Sets

Row Orders

Row Sets

FSG Basics

Oracle Pricing Module – A Note

Oracle Pricing API

Know the Changes because of R12

Oracle Payment Mod...

Cross Validation Rules in Oracle Apps

AR TO GL Transfer

SIMPLE PLANNING CYCLE WITHIN AN

ORGANIZATION

Supply Chain Management

(SCM) :Techno-functional G...

Oracle Open Interfaces Lession 5

Submitting Requests Through SRS

Tax Reporting Entities

Trial Balance Reports in General Ledger

Intercompany Transactions for Multiple

Companies U...

Consolidating Multiple Companies using

a Single Se...

Intercompany Accounting for Multiple

Companies wit...

Budget Formula

Entering Budget Journals

Entering Budget Amounts

Budget Organizations

Defining Budgets

Recurring Journals

Mass Allocation

Allocating Amounts with Recurring

Journals and Mas...

Journal Approval Overview

Entering Journals

Opening and Closing Accounting

Periods

Budgetary Controls

System Controls

Document Sequences

Release R12

Statistical Units of Measure

Summary Accounts

Shorthand Aliases Window

Defining Intercompany Accounts

Suspense Accounts

Automatic Journal Reversal

AutoPost - Posting Journal Batches

Automatically

Journal Approval

Encumbrance Types

Journal Categories

Journal Sources

Sets of Books

Currencies

Transaction Calendars

Accounting Calendars

Period Types

Account Combinations

Chart of Accounts

Accounting Setups

Letter Of Credit

Fixed Assets

Consolidated Statements and

Eliminating Entries

COGS Cost of Goods Sold



Employee as Supplier

Note that the Type of supplier is Employee and the employee Number is entered in Classification

tab. Click on Sites.

Supplier site

The supplier site for the employee is displayed. Note that the Site Name is OFFICE as it is set in

the Human Resources tab in Financial Options setup (shown above).

Internet Expenses Setup

Responsibility: Internet Expenses Administrator

Navigation: Internet Expenses Setup

Accounting setup

Click on Accounting tab

Accounting setup

Bills of Receviables, Bills of Exchange &

Promisso...

Account Classification

Revenues and Gains

Expenses and Losses

Cash Account

Permanent and Temporary Accounts

What Is An Account?

Multi–Currency(MRC)

Standard Reports and Listings

Global Consolidation System

Financial Reporting

Intercompany within & across SOB

Encumbrance Accounting

Budgeting

Journal Processing

GL Setup

Basics of Accoutning

General Ledger

Transaction Flow

Rules

Units of Measure

Closing a Period

Inventory Pending Transaction

Transfer Transactions to General

Ledger

Inventory Period Close

Oracle Inventory Flexfields

Physical Inventory

ABC Analysis and Cycle Count

Inventory Planning and Replenishment

On–hand and Availability

Transactions

Transaction Setup

Inventory Controls

Item Master

Introduction to Items

Implemenation of Inventory

Enterprise Structure

Oracle Inventory

Credit and Debit Memos

Maintaining Invoice and Credit Memo

Transactions

Receivables Application Rule Sets

Oracle Payable Accounting Events

Oracle A.I.M. Methodology

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Invoice Reports In Oracle Payables

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Click on Define button for any Chart of Accounts

Chart of Account

We can define which accounting segment is updatable by the user.

Context or Operating Units setup

Click on Contexts tab

Context setup

Select the operating units which will be enabled for Oracle Internet expense

Policy setup

Click on Policy tab

Policy

Set the various policies as per business requirement.

We have set policy only for meals. Click on Meals

Multiple Payroll and Currencies Setup

Oracle Payroll Costing Concept

New Profile Option "SLA: Disable

Journal Import"

FSG report issue

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(FA)

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Meal policy setup

Click on Update General button for a selected policy

Policy details

Click Next

Meal policy

Select and add the location you want to add in the policy. Click Next

Meal policy location selection

Create period and press Activate button.

Click on Exchange Rates tab on the Policy submenu.

KNOW WHAT IS SUPPLY CHAIN

MANAGEMENT (SCM)? : An O...

SCM Subsystem

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Exchange rates setup

The operating unit is defaulted here. We can set the tolerance for exchange rates of different

currencies. Click on Individual Currency Tolerances.

The currencies are displayed for selection

Currency tolerance

Scroll down to the bottom of this form

Define tolerance for selected currency

Procure To Pay Cycle in

Oracle Apps R12 (P2P

Cycle) Here in this post, I

tried to explain the steps

involved in Procure to Pay

Cycle. Thi...

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I had to provide data to auditors on the

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We have defined a default tolerance of 10% for all currencies

We can have a different tolerance for 1 single currency. Select a currency and click on Add to

Selections button.

Define tolerance for single currency

We have added a special 20% tolerance for EGP currency

Define Tax rules

Click on the Tax tab

Define tax rules

Click on Define button

Tax rules

We can define taxes for merchants in different locations.

Audit Rules

Click on Audit tab

Audit rules

Click on Update icon

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Audit rules

Scroll down on the form

More audit rules

As you can see above, different operating units can have different audit rules.

Credit Card setup

Click on Credit Cards tab on the top menu

Credit Card

Set the limit on the maximum number of days the credit card transactions will be allowed to wait

before submitting those expenses by the user.

Requests setup

Click on Requests tab

Scheduling Upload requests

The rates can be uploaded from this screen for a schedule, i.e. between any two dates.

Create responsibilities

We need to create iExpense responsibilities to be given to the users so that they can enter the

expenses.

Responsibility: System Administrator

Navigation: Security > Responsibility > Define



Create responsibility

The responsibility should be enabled for Self Service applications and the menu should be

IEXP_ENDUSER. In the example shown above we are using a customized IEXP_ENDUSER menu.

Set the profile options

We need to set the profile options for this responsibility.

Navigation: Profile > System

Query for profile option, MO: Operating Unit.

Profile options

We have to set another profile option, GL: Set of Books Name, for this responsibility. A list of

iExpense profile options are given below which need to be set as per business requirements.

iExpense

Profile

options

OIE:Allow

Credit Lines

OIE:Allow Non-

Base Pay

OIE:Approver

Required

OIE:CC

Approver Req

OIE:CC

Payment Notify

OIE:Carry

Advances

Forward

OIE:Enable

Advances

Payables

OIE:Enable

Approver

OIE:Enable Bar

Code

OIE:Enable

Cost Center

OIE:Enable

Credit Card



CommentsLeave a comment

OIE:Enable

DescFlex Lines

Only

OIE:Enable

Expense

Allocation

Splitting

OIE:Enable

Expense

Allocations

OIE:Enable

Policy

OIE:Enable

Project

Allocations

OIE:Enable

Project

Expenditure

Organization

OIE:Enable Tax

OIE:Grace

Period

OIE:Purpose

Required

OIE:Report

Number Prefix

At this point iExpenses is ready to be used by the organization. We now need to provide the

responsibility to the users.

User setup

The Securring Attribute, ICX_HR_PERSON_ID, has to be set to the person id of the user, who is

an employee, to the person_id as set in PER_ALL_PEOPLE_F table.

Securring attribute for user

Note: If the securring attribute is set on an Apps user to which no employee is connected, then

this user will be able to enter expense reports for the employee whose person id is attached to this

user in the securring attribute.

Now the user is ready to enter expense reports. Similarly we have to set up other users so that

they can access iExpense responsibility to enter expense reports.

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Oracle ERP 11i/R12 Functional Materialsdocshare04.docshare.tips/files/13846/138460165.pdf · Oracle...

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