ect ie treavenret Oracle Fusion Expenses is @ complete, end-to-end solution for digital expense management giving employees easy data entry options, and financial managers detailed spend information and policy-driven control ‘Online and mobile, along with spreadsheet eniry options, automate travelentry and approvals, reducing administrative headaches while capturing essential data for effective cost management, STREAMLINE EXPENSE PROCESSING AND REDUCE COSTS Oracle Fepenses Cloud provides your organization with the tools to effectively manage the travel and expense process. With flexible payment options, versatile data entry methods, and personalizable user preferences, Oracle Expenses Cloud lets you enter, submit, approve, audit, and pay expense reports quickly while enforcing transparent, tight controls throughout your expense management process. ‘The Travel and Expenses work area provides a clear overview of the status of your expense items, reports, cash advances, trips, and items that require action. This information is summarized into infotiles that deliver clear, accurate and actionable information when you need it. Items requiring your action are highlighted in red, guiding ‘youto take immediate action anal make effective decisions, SIMPLIFY EXPENSE REPORTING AND INCREASE COMPLIANCE Oracle Fxpemes Cloud offers extensive functionality to incrvase workforce productivity and satisfaction, For ‘example, employees can quickly and casily enter and submit expense reports for corporate card transactions along, with cash expenses. Pre-populating reports with card transactions makes expense entry faster, increases data accuracy and reduces opportunities for fraud. Users expect their corporate systems to reflect the prevalence of digital technology in their personal lives, To accommodate the increasing use of mobile devices, Oracle offers expense capture, submission and approval on the _go. Fusion Mobile Fxpenses is a comprehensive solution supporting mobile entry for beth iPhone and Android dovices, leveraging comman smartphone features such as photo capture for automated expense entry of receipts, voice capture to record expenses, GIS route tracking to calculate mileage, and multi-currency and location-based ‘support using GPS location. Other innovative features use your contacts and calendar to select attendees for meals or ‘ther expenses, STREAMLINED TRAVEL INTEGRATION [Integration between the travel partner, GetThere, and Oracle Expenses Cloud improves the employee booking ‘experience and provides visibility to travel costs and travel policy violations. The travel booking site is accessible directly from the employees’ Travel and Fxpeases work area and when a trip is booked, the trip data is ‘automatically downloeded to the Expenses Cloud application, making it quicker and easier to create expense reports, based on the trip details. ‘Managers, other approvers, and auditors can view the difference in the booked versus actual expense, as well as any booking policy violations with justifications. This belps approvers and auditors monitor travel costs and ensure that ‘employees are in compliance with corporate travel policies Key Features + Mobile entry for expenses + Seamless integration with Get There and corporate credit cards + Support for glotal Per Diem requirements + Automated support for accounting and project allocations + Embedded transactional intelligence that guides approvers’ decisions + Out-of-the box imaging integration * Unique approval routing for project and cost center expenses + Integration with established payment processes and applications BPrcappsas Enowledge sharingeee epee iene Configuring Security (1: Creating an Employee (2: Adding Expense Rolesto Your User Configuring Oracle Expenses with Rapid Tnrpleramntation I Reviewing l'spenses Sistem Options (2: Creating an Expense Report Template (G: Reviewing Approval Rules (Demonstration) (a Setting Warning and Exzor Limits on @ Conversien Rate (Demorstrato (G: Viewing a Conversion Rate Policy Warning and Exror Entering Expense Items and Expense Reports Us Touring the Simpitied Work Area (2: Creating an Expense Report (G: Marking an Expense Item asa Recurring Fxpense 1: Addinga New Primary Bank Account a Delegate to the Delegate and Permissiens Page Defining Expense Policies and Rules U1 Setting Up a Car Rental Expense Policy (2: Seting Upan Accommadations Ixpense Policy {Gr Setting Upa Meals Expense Poicy (U: Setting Up a Miscellaneous Fxpense Policy (5; Setting Up an Airare Txpense Policy (6: Setting Up a Mileage Expense Poiey Configuring Credit Card Data (1: Creating a Corporate Card Program (2: Setting Up a Corporate Card Usage Policy Waring (Demonstration) Setting Up Receipt Management 1: Ceating Rept and Notification Rules Auditing Fxpenses Tl: Creating an Aub List Role (2: Addingzan Fmplovee tothe Audit List {Selecting Auuit Slection Rules (Demonstration) (4; Rejecting an Pxpense Report on Audit (Demonstration) ‘Configuring and Requesting 1 Cash Advance I Configuring Cash Advances (Demonstration) (2: Requenting a Cath Advance Processing Expense Reimbursement and Capturing Tax Managing Contingent Workers Data Demonstration Creating and Submitting an Fxpense Report (Demonstra Processing Third-Party Fxpense Reimbursements Setting Up Travel {Sting Up Travel Integration (Demonstration) (2: Creating and Importing a Tip Itinerary Motile Devices 1; Setup Seps (2: Entering Expenses Using Quick Entry (G: Entering Expenses Using Vee Recognition (: Using the Camera to Create an Expense Line (G: Submitting an Expense Report Analyzing and Reporting on Expenses 1 Creating Ad Hoc Repors for Expenses Bac appses Enowledge sharingeer avert Configuring Security * Creating an employee. + Adding expense roles to your user, + Managing your user. 1: Creating an Employee Creating an employee from HCM’s Hire an Employee page. 1 Navigate to My Workforce > New Person. 2. Click the Tasks panel tab> Hire an Employee. Overview 4 New Workers to Process Pending Workers, A863 Nonworie Add a Pending Worker View w Fomaty | Actions ¥ Fitor By Start Date Hire Date Today (defaults) Hire Action Hire Legal Ensployer USI Legal Entity LastName OnacleApps: First Name 4. Click Next Tax. Apps88 Enowledge sharingeCnateecaett ae t oe ® Hiro on Employee: Idontiicaton 2 ee = 4 Batle Det 4 Personal Details Very Forty + x ima) * Coury “NatnaiO Type Natali meoneom Ben Note: If you get a Matching Person Records window, click Continue. 5. Fater Address details: 100 Main Street, Genoa, TX 77034, and Harris County. Hint Type in the street address and then the postal code to have the system complete the rest of the address 6. Under E-Mail Details, click Add Row. 7. Foter: Field Value Type Werk F-Mail E-Mail (OracleApps88@Yahoo,com 8. Click Newt. Bac appses Enowledge sharingeo Hire an Employee: Person Information eo a Leto toy 1 Home ates «Phone Detats ena + x Erol Dats or tte +X Pina Type oe > Legisate inoraton + Cienshp ard Vis tvomaton Ben 9, Scroll down to the Assignment tab, select or enter: Field Value Business Unit USI Business Unit Department Finance US Location Chicago 10, Accept all other defaults 11. Click Next. Bac appses Enowledge sharingprecession Petter @ © o @ Hire an Employee: Employment Information ex mat sore v coe 4 tidePere inomaton %, sone ome were Emote 4 Seb 4 Manager Details + “none Onset 2) 0 snot ve ote a 12, Scroll down and expand Expenses Information. (This is needed for Expense Reporting.) 13. Enter or select: Field Value Default Expense Account ‘10. 10.60541.121,000.000 Expense Check Sond-to Address Home 14, Click Next BPrcappsas Enowledge sharingeat etter aene Hire an Employee: Companestion and Other Information 7 Expenses information aan pene coun 1148081 121400600 Fi tapemecnaesenAsanes tone DPreampse 15, Scroll down to the bottom of the page to verify that the Employee role is automaticaly assigned. 16, Click Submit, 17, Click Yes, 18, Click OK. Note: If you cannot see the entire Navigator, use Control and Scroll Down to minimize the screen. 20. Enter your Oracle Apps Employee. 21, Click the Search icon, 22, Click your name tosee details Tax. Apps88 Enowledge sharingoe Waa A) (ore Peas Contact Info CraceAoest0 atone thea Ta0b(OT — Dre anpse 23, Click Done. Tax. Apps88 Enowledge sharingat eo Configuring Security 2: Adding Expense Roles to Your User ‘Adding Expense Roles to your employee user 1. Navigate to: Mere... > Tools > Security Console, 2. Click on the Users tab 3. Enter Employee and select Search, 4. Select your user OracleApps 5. Click Fait 6, Enter an External Identifier 555-XX-5555, 7. Click Ada Role. 8. Search for the following roles: Expense Auditor Expense Audit Manager USI Business Unit Corporate Card Administrator USI Business Unit 9, Click Add Kole Membership. 10. Click OK, EditUser Account OracleAops Information ‘Account information ° Dent men Lastname ‘Assoclated Werker information Roles ato 86 he Prone ees Rote Rote Cate Assnatie fate Povisones 2 ae 11. Click Done. 12. Sign out Tax. Apps88 Enowledge sharingeat etter aene Configuring Oracle Expenses with Rapid Implementation + Reviewing Expenses System options + Croating an expense report template + Reviewing approval rules demonstration + Setting waming and erro: limits on a conversion rate demonstation * Viewing a conversion rate policy warning and error 1: Reviewing Expenses System Options 1 Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expenses System Options Setup: Financals *) Functonal Arest come Fesure open SOBER TANS anapt Expenses Stem Opts a ramen ow Expenses, * casnanagemet ending ses CB seope| a oS anwar exoecelten ostane * ru Ate Nanage oes Asroval Rules Nonoge Expense Rent Au Senchon Res Manage pense Aus st Ries * customer Bing Nonoge pense Renn Aus ues by Expense Tents an Tipe * Revenue Rocegnten Nanay pense Rent Race andNetcben les : Nanape pense Reno Audtng cous Tes CcrtamerPayments vwmcentoonesunnocmics Re ap 2. On the Manage Fxpenses System Options page, you can define system aptions forall business units or sot options for a specific business unit 5, Review the three sections in the Manage Expense System Options page: * User Options for Expense Report + Corporate Options for Expense Report + Processing Options fer Expense Report + Specific Business Units 4. In the User Options for Experse Report section, change the Allow choice of reimbursement currency during expense entry to Yes, so you can choose « reimbursement currency when creating expense entries. 5. In the Corporate Options for Fxpense Report section, select the Enable Terms and Agreement check box to enforce ‘expense ferms and agreements for all business units. This controls whether employees are required to select the I have read the company policies before submitting expense reports check box. 6, Selecta value from the Printable Expense Report Format lis. 7. In the Processing Options for Expense Report section Pay Expense Reports Through, select Third Party in the choice list. This allows your expense reports to be paid through a third-party legacy application within your company or an outside supplier ss Units section, select a business unit, Japan for example, and click the Edit button. BPrcappsas Enowledge sharing 8. In the Specific Bu:Rector Manual If your business unit doesn't exist in the Specific Business Units section, click Create and select an applicable Business Unit from the Create System Options: Specific Business Unit page. 9, Review the choices in the Edit Expenses System Options: Business Unit page Note: Do not use USI Business Unit. Although the choices are similar to the options on the Manage Expense System (Options page, the choices you make on this page will apply only to the specific business unit you have selected. 10, Scroll down to the Processing Options for Expense Report section, 11 In the Employee Liability Account section, selec the Define value specific to business unit ait xpenses System Options: US Business Unt stort cme Fapot Coat ors can Reet rca Opt fr apne Repo nse Panett 1 ingiowe Utena ates ts nab Asmat are pet pu ition Ut toa as et Penn Sige Asan Ae Tannen i eae es © beta eat nt 13, Click OK, 14 Notice how the LoB number changes in your Employee Liability Account,precnb seats eer tec Manage Expenses System Options fre re enacins | 7 omen | 4A Business Units ent ta cps 14 User Options for Expense Report 4 Corporate Options for Expense Report Sipura es © 4 Processing Options for Exponse Report 4 Speaife Business Units Wee KLE BPrcappsas Enowledge sharing15, Select Cancel 16, Click Cancel Bac appses Enowledge sharingeCnateecaett ae t Configuring Oracle Expenses with Rapid Implementation 2: Creating an Expense Report Template Create expense types that are applicable to each business unit. You complete the following tasks: + Createan expense report template, * Create four expense types, + Define the expense types permitted to be itemized for the itemization-required expense type of Hotel + Specify Expense Requirements. + Confirm that ereated expense types appear in the expense report templote Creating an Expense Repost Template 1. Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense Report Templates. Setup: Financials unctional Areas change Feaure Opt in SOMCR Tasha Manage Expense Raper Expenses + Casnmanagement and Shes SD Eanking View = Format & * Wansacbon Tax on ok Expenses Manage Expense Report Templates . Manage Expenses System Options Fund Assets Manage Expense Approval Rules * Receivables Manage Expense Repot Auct Selection uses * customer Bing Manage Expense AvatList Rules * pvenue Racognacn Manage Expense Report Auat Rue by Expense Templates and Types = Manage Expense Repot Receipt anc Netncanon Rules Customer Payments Manage Expence Repor Auaang Lookup Types © cstonore Manage Expense Repot Auat and Rec 2. Click the Create icon 3. Enter Name: XXExpense Template 4, Accept the default effective start date, 5, Select USI Business Unit, 6, Click Save. Bac appses Enowledge sharingprecession Petter Edit Expense Report Template: XXExpense Template * tame oxbwanee Tele ftecne Surtoale 9149 Descrmton xéwanseTemalte fectve End Oa m3 pense Toes CurdEspenseTipe Maori RecagtRequrement Expense els Views Fomaty FF Bowen @ (Creating an Expense Iype for Domestic Airfare 7. Select the Fxpense Types tab. 8. Click the Create icon, 9. Enter Name Domestic Aisfare. 10, Select Category: Airfare. 11 Enter Account 60512. 12, From the Save and Close drop-dowa lst dick Save and Create Another Create Expense Type eatin Pac EvensieTeearong eluent Paces Smee te Creating an Fxpense Type for Room Charge 13. Fnter Name Room Charge. 14. Select Category | Accommodations. 15, Fnter Account + 60530, 16, Select the This expense type used in itemization only check box. Note: This expense type is now available only for an expense type that is roquiced to be itemized, 17, Click Save and Create Another. BPrcappsas Enowledge sharingeat etter aene ‘Create Expense Type SS camgony scammoatns + “reout coe ‘ vous FOF i oaucn om os (Creating an Expense Type for Meals 18, Enter Name ‘Meals 19, Select Category: Meals, 20, Enter Account 60521 21, Selec the This expense type used in itemization only check box. Note: This expense type is now available only for an expense type that is required to be itemized 22, ClickSave and Create Another Create Expense Type Seve Sreandcose © comoony ate Accom 02 . agent ype cove End Dae cto aon one oF (Creating an Expense Type for Miscellaneous 23, Enter Name Miscellaneous 24, Select Category: Miscellaneous 25, Enter Account 60540 26, Select the This expense type used in itemization only check box. Note: This expense type is now available only for an expense type that is roquired to be itemized, 27, Click Save and Create Another. BPrcappsas Enowledge sharingprecession Petter [Create Expense Type Sore seandcase 7 ance copnysetanovs¥ “aecou sony . tect EO cate Creating an Expense Iype for Internet 2s, Frter Name Internet. 29, Select Category: Miscellaneous. 30, Enter Account 60540. Gi. Solect the This expense type uscd in itemization only check bos. Note: This expense type is now available only for an expense type that is required to be itemized, 32. Click Save and Create Another. [create Expense Type Sa) (aes | >] (ome agen ye eectve End Dow Inco Creating an Expense Type for Hotel 53, Enter Name Hotel 34, Select Category Accommodations. Bac appses Enowledge sharingeer avert Manage Expense Report Templates 4 Search 4 Search Results ome a Desnee tnt : Ome > eee Sint ctw End La Up Confirming that Created Expense Types Appear in the Created Expense Report Template 40, Click Create Expense Report Tax. Apps88 Enowledge sharing ~Anps8ieCnateecaett ae t Travel and Expenses Exponses Product Tou Create crete alle reas Manage 50, Fntera Purpose 51 In the Expense Item area, cl Create Expense Report co ~ covet 0.00uso Expense tems ae scoom > op cotenen 52, Accept the default date. 53, Select your XXExpense Template, 54, Select Hotel, Notice thatthe itemize button is now enabled because you specified that the Hotel expense type is required to be itemized, 55, Enter Amount of $200.00. 56, Enter Merchant Name: Hyatt 57, Click the Itemize button. 58, Solect Roam Charge. (Notice the other categories are also there: Meals, Miscellaneous, and Intornel). Bac appses Enowledge sharingprecession Petter 59, Change the Amount field to 200.00 60, Click Save and Close. Create Expense item no ae > cone ecctessemonet 61, Click Save and Close from the Save drop-down list, [Expense Report: 0184834350 Pup satomve Reet 4 Rest Toa pescamens norsaiea + X — 200.00uso 62. Click OK. BPrcappsas Enowledge sharingeo Configuring Oracle Expenses with Rapid Implementation 3: Reviewing Approval Rules (Demonstration) 1. Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense Approval Rules > BPM Worklit. Setup: Financials‘ s@ unctonal arene cranpeFemuecytn | S0¥CHTHBKE Manage ene opmatase | [@ aan a es] = | Expenses “casmuanaconertsncsining ees EB | ew © Fama © soo sto * Transaction Tax ons Task “ eoenses = nanaoe exeense Moro Rus = cyanate cee Sree Repent Steen aes | manage pense wat Ust Res = eceates = ana ExpneeReponsust ls Exmanse Tonle aa ees Cestomer Bung = manage Expense Report Recept and Notcator Rules nar acne P|) znsorcpinseReporsvame Lom noes — ee 2. From the Tasks to be configured pane on the Oracle BPM Worklist application, select FinkxmWorkflowExpenseApproval 3. Click the Fait icon on the Tasks to be configured toolbar. 4. Click the Notifications and Deadlines tabs to review options, 5. Click the Assignees tab. An approval hierarchy is displayed, 6, Click Switch to Vertical Layout on the upper-right comer of the page. BPrcappsas Enowledge sharingee yn Expenses - Orai 7. Review the four types of default expense rules, 8, Below the Expense Report on the far let, click the diamond icon, 9, Click Go to Rule, The ExpenseReportRuleSet in the left pane is highlighted 10, Expand the ExpenseReportManagerApprovalRule. 111 Review current definitions 'Note: The current approval policy for expense reports requizing superviser approval is > $0. The List Builder is using the Supervisory option, GetlxpenseReportV OResponse-DEPRECATED sesull. Expense Rey ‘BPM Worklst View emote Be x +x Pi 4 O eomacreieine Xe 9 TastsatongeizenseRrooncness Q nore Pa sepone pe @ReresOFM 12, Review the fields in the ExpenseReportManagerApprovalRule, Open cach field and show the options. 13, Do not make any changes. 14. Click Logout, Bac appses Enowledge sharingeat etter aene Configuring Oracle Expenses with Rapid Implementation 4: Setting Warning and Error Limits on a Conversion Rate + Set a warning and error limits on a conversion rate Note: This demonstration can be done only once in the instance. If it has already been completed, just review the ‘setup withthe class. + You are setting a warning limit on the conversion rate, If users enter a conversion rate that is 5-10% higher than the default conversion rate, they wil see a Warning, * You ere setting an error limit on the conversion rate, If users enter « conversion rate thet is 10-15% higher than the default conversion rate, they will see an Error. 1. Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Conversion Rates and Policies page > USI Business Setup: Financials a@ Fuses ieee ChangeFestre Optin SPRERTASKS Manage Canversion Rates and Potices | 2 * casnitanagemertanaBankng stew y romat ¢ yt oon Teansacton ax Tsk ’ * Epenmes usnaoe Conersadfstis ant Poses * Fao Assets Manage TaxFields . Manage Expense Fields by Category Manage Descripin Festels for pense Reports * customer Biting Link Caporale Expense Poices * Revenue Recogniton Manage Terms and Conaitons of Expense Reimbursement * customer Payments Manage Curuiatne Mileage Determinans Manage Policies by Expense Category * customers . ° Manage Expense Repon Temoates * tems Manage Expenses System Otol wore Fame 6 nor tolerance play Waring cere 23. Select the Default conversion rate check box 4. Enter Warning Tolerance Percentage :5 5. Select the Display warning to user check box 6, Enter Error Tolerance Percentage 0 GBPrco appsss PravieAppsssect ie treavenret 7. Inthe individual Currency Exceptions region, click the Add Row icon 8, Select Currency : AUD - Australian Dollar 9. Enter Warning Tolerance Percentage 10 10, Select the Display Warning to User check box 1 Enter Error Tolerance Percentage 15, 12. Click Save and Close. ait Conversion Rates and Policies: UST Business Unit Individual Currency Exceptions Weve fame x 7 bewek Dotaut\ Conversion Waning Tolerance play Warning to Exo Tolerance aureney ate Tercentage User Porcenage 0 susan Ost ” “i 13, Click Done. BPrcappsas Enowledge sharingPrecise ate Peete ae beste treat ‘Configuring Oracle Expenses with Rapid Implementation 05: Viewing a Conversion Rate Policy Warning and Error Willshow that during your business trip to the UK, you took a taxi ride and paid for it creditcard, After retuming, you are entering your expenses, ‘Younotice that a different conversion rate was applied to the taxi expense by Visa than the one used by your company. You complete the following tasks: * Viewing a conversion rate warning by using your personal Visa * Viewing a conversion rate error + Reviewing the Fxpense System options + Selecting options fora specific business unit + Enabling a printable expense report and then assigning it to a specific business unit Viewinga Waring for a Conversion Rate Used inan Expense Report 1 Navigate to: About Me > Expenses, 2. Click Actions > Create Expense Report. Travel and Expenses Create Expense ten Expense items Expense Reports Create Expense Report ‘aquest Casn Advance 0 os Tove Create Epence tons in Spreatchest (0184834356 -»xE:pense Report sage 3. In the Expenses Items region, click the Create icon. The Create Expense Item dialog box opens. Tax. Apps88 Enowledge sharingprecession Peecnaraee eee eent ‘Create Expense Report See Smt Same rere 4 Report Total sacs Sone Expenseltems ae! . reson st Cmts Sot 4, Accept the default date 5. Select Expense Template Expenses USI 6, Select Expense Type Taxi 7, Select Amount GBP - Pound Sterling and enter 100.00 Note: CBP may be near the top of the choice lst, rather than in alphabetical order. 8, Inthe Conversion Rate field, change the conversion rate from 1.22895415 to 132. 9, Select Fxpense Location ‘San Francisco, San Francisco, CA, United States Note: You will seea yellow waming that surrounds the Conversion Rate feld, which indicates that the conversion rate you entered of 132 is 5% or more above the allowable limit of 1.22895416, For entering the conversion rate of 1.92, which resulted ina warning, onter a justification, 10. Enter Justification ‘Conversion rate applied by Visa. 11. Click Save and Create Another. Taxi 8/1819 @ Sure andcose | Cancel “ ty Attachments *, “Tonya | roeens ust : > ret eros atc “ype Tos ° . Rect mssng Amount BP. + 10000 Number f Days 1 Daty Amount ‘10.00 08 Descrs00" Comerion te ated ty Vist ‘Viewing an Error for 2 Conversion Rate Used in an Expense Report 12. In the Create Expense Item dialog box. accept the default date, Bac appses Enowledge sharingprecession Petter eer caret [Expense Report: 0164854238 a ne owe 4 Report Tota nscames tone 129.29uso Expense tems (1) omen awe tee 0040 car ‘San Farce CACemvereb at apple by 13, Select Fxpense Type Lunch, 14. Select Amount GBP’ Pound Sterling and enter 10000, 15, Change the conversion rate to 1.8. 116. Confirm that the Fxpense Lecation list shows San Francisco, San Francisco, CA, United States. ‘Note: You will receive a red error that surrounds the Conversion Rate field, which indicates that the conversion rate vouenteced of 1.88 is 10% or more above the allowable limit of 142221027, Create Expense item @ (inte Ants Sevan ions | ¥ Smen ne Crees 8 *| [Giwemag: fe expene mm convene Jovsssestersr cantata ' «gyn ET «Cee Rane ae Sonate er 17, Click Save and Close. BPrcappsas Enowledge sharingprecession Petter Create Expense Item @ “Type ' » oe reef ncn Amount 8P- 10000 panned * Conversion Rate 1 35756435 Reimbursable Amount 135.76 USD Desereton Employee Atondoos Dido amount ealy ‘Amount (GBP) ‘Tips Tf you do not see the error message, click the Save and Close button and then submit the expense report. You will then sce a message that indicates that you cannot submit an expense report with errors, You will note a red error Jcomon the line. Click the expense item link arid then you will see te error that was not showing previously, 18, Select “Ihave read and accept the corporate travel and expense policies” Expense Report: 0184854238 + sont Conca rd Payment tenes Chek . 265.05usp Expense tems (2) esous~ + Cratenen 19, ClickSave 20, Click Submit. You will sce the error message appear that stops you from submitting the experse report. BPrcappsas Enowledge sharingeo Expense Report: 0164854238 vere 4 Report a an Payer ed oe 265.05uso Expense items (2) dees) tome 10090 cer sen rane, cm od statment 10090 ce» sen anes, cACanversn a app by 21, ClickOK. Bac appses Enowledge sharingPrecise ate Peete ae beste treat Entering Expense Items and Expense Reports * Touring the Simplified work area + Croating an expense report + Marking an expense item as a recurring expense + Adding, a new primary bank account + Adding a delegate to the delegate and permissions page 11: Touring the Simplified Work Area ‘Touring the Expense Work Area 1 Navigate to: About Me > Expenses. Click the Go to Tavel and Ey 2. Review the twoinfotiles at the top ofthe page. Each infotile has a different heading and purpose. ‘The Fxpense Items and Fxpense Reports infaties are visible ta everyane. Other infotilos are visible based on your 3Tyiew the Aon menu in ne wppessight comer Travel and Expenses Crate Espene ten Expense tems Expense Reports Coat sponse Reon cist Adee a 0 2 inProgess Request Autharzaton Q ek Tava (Crate Expense tems in Spreadsheet Tate me Produc Tour ‘Actors w >> Status 7 0184894386 - xe pense Report 4m 200.00 uso Saved weno o1g4854238 2tems Saved Note: Here, you can specify what action to take, whether i's to create an expense item, create an expense report, request a cash advance, book travel, or tour Expenses, Tax. Apps88 Enowledge sharingPrecise ate Peecntar eee: treet Entering Expense Items and Expense Reports 2: Creating an Expense Report * Createan Expense Repor. + Itemize expenses, + Submit the Expense Report for approval. Creating an Expense Repost Using the Expense Report Page 1. Navigate to: About Me > Expenses 2, Select Actions, 3. Click the Create Expense Report link Travel and Expenses =a Create Expense ten expense tems Expense Reports ne oe Rant voncen nance Bes 's. 0 4. wevovees ae tn oo Not Crate Expenee toms in Sproatchest ‘Actors ¥ >> staus 7 1 tm mogauso CBRN an 4, Enter Purpose: XXEXM Expense Report 5. Accept the default payment method (i visible). 6. Click Save. 7, Click OK on the contirmation message. Note: After saving the report, Expenses assigns a report number. 8. Inthe Expense Items section, click the Create icon on the menu bar, Tax. Apps88 Enowledge sharingeat etter aene Expense Report: 0164854246 Puro mB oe Rap 4 Report Total sconce na Pape tod Chace 0.00usp 9. In the Date field, accept the default date 10,Select Template: XXFxpense Template 11, Select Type Hote. 12.Select Amount; USD. 13. In the Amount field to the right of the currency, enter the total hotel bill amount: 877.0. 114, Fnter Merchant Name Hyatt. Ttemizing Fxpenses Incurred on the Last Business Trip 15, Click Remize. 16, Click the Add Line icon. 17, Select Type Room Charge. 18. Fntor Amount 56.00. 19, Click the arrow next to the expense type. 20, Enter Number of Days: 4to see the daily ate 21. Click the Add Line i 22 Selec! Type Meals 23, Enter Amount 280.00. 24, Click the Add Line icon, 25; Select Type + Miscellaneous, 26, Fnter Amount 2000, 27, Select the Personal check bor. Note: Notice that because we selected miscellaneous of $20 as a perscnal expense, the report total decreased from $877 to $857. 28, Clickthe Add Line icon, 29, Select Type «Internet. 30, Enter Amount £1500. 'Note: The running totals for Business and Personal expenses areat the top of the page. The Remaining Balance tells, us how much we have let to itemize, 31, ClickSave and Close. BPrcappsas Enowledge sharingeo Create Expense item @ Cinta osberSavandCone Canc *. oe osan8 * coments meme nomeaoe ko seman sane 900 “ve “ne oalyAmows nye “AAR Peron Pate 92, Retum to your expense report Submitting Expense Report for Approval 33. Check Fhave read and acceps the Corporate Trav Fepense Policy checkbox, 34, Click Submit Expense Report: 0184854246 so sat net Puyo xb cen Rept 4 Report Teal . secant toe Payment uenos crs , 877.00usp Expenee terme (1) eons Cnwtemen heh Dey ee Amoont ~ Mersant © Lecatin + Drncripfon ‘eae ow s7790us0 gactoent Login with Manager user and approve the expense BPrcappsas Enowledge sharingEaack AR Ache BE vove Howiete Seam Action Required: Expense Report Approval 0184854246 for OracleApps (877.00 USD) OracleAppe Te: cracleapps88@yahoo.com Access thistaskin the vsspaceAookason Expense Approval OracleApps 877.00 USD XXEXM Expense Rept myanfon ey Expense Items 8/18/19 Hotel 877.00 USD Approvals ane/19 348 PM © Assigned to OracleApps8s anar19 3:49 PM @ Submitted by OracleApps Transaction details In-app notification PrcarpsAl Bac appses Enowledge sharingPrecise ate Peecntar eee: treet Entering Expense Items and Expense Reports 3: Marking an Expense Item asa Recurring Expense 1 Navigate to: About Me > Expenses Travel and Expenses ‘pense tame expense Report Available Expense tems (1) atoms © | Aaatenapon * + ces crs tant + 10100: cacenypseogvenadimfiancice, HeprOnceNDs 8 3. Highlight one of the Expense items you crested previously 44. From the Actions menu on the selected expense item, select Mark as Recurring Fxpense 5. Select Monthly to make the expense recurring on a monthly basis. GBPrco appsss ee ep seseo Travel and Expenses 4 enasnecmeg Ene + aay tone > Aatsonepen © Sm cae Rept et Zones tev MOM tance > tocoton > Danton © — waren wm "nen. ontario, yapsonctntt Be) 7 a poate BPrcappsas Enowledge sharingion Expenses - Ora‘ ee Entering Expense Items and Expense Reports 4: Adding a New Primary Bank Account ‘Adal a new bank account and make it your primary bank account 1_Navigate to: About Me > Expenses > Tasks panel tab > Manage Bank Accounts. Travel and Expenses Create Expense lems in Sprea Manape Bank Accounts Manage Bagostes Expense items Expense Reports vi cu ge A, rogues Acton 1 con G ere Manage Baok Recounts < - HO brcnay No data to dispiay. 3. Select a Country United Sates. 4. Enter your Bank Account Number: 9059574221 5, Select an Account Type Checking, 6, Accept your user name as the Account Holder. 7. Enter a Secondary Account Reference if needed. 8. Enter the Bank Name and Bank Branch ‘America Bank, New York 9. Enter the Routing Transit Number: 11100614 [Note:The Routing Transit number is used to identify banksin the United States and is roquired along with the ‘account aumber to perform a transfer. The ABA Kouting number is typically 9 digits long and compoced of numbers only 10, Enter the BIC code Leave blank, Note: BIC, until recenty, referred to the Bank Identifier Code, a unique code specifying a bank, and optionally a branch, Recently this has undergone a change of identity to Business Identifier Code and has widened in scope to ‘mean a unique code to identify any business, 11, Click Save and Close, BPrcappsas Enowledge sharing‘usion Expens Manual 112, Select the new bank account line and click Set Primary to make this bank account the primary account. A check ‘mark appears in the Primary column on the line you selected. Although you can have multiple hank accounts, you ‘can designate only one account as your primary bank accoust. 13, Click Done, Manage Bank Accounts America Bank XXXXX4321 Cchacting © New York, United States ‘Vaka 8/19/19 Routig Transit Number 059574321 BPrcappsas Enowledge sharingect ie eee avert Entering Expense Items and Expense Reports 5: Adding a Delegate to the Delegate and Permissions Page ‘Add a new delegate to the Delegate and Permissions page. 2.On the Tasks panel tab, select Manage Delegates to of en the Delegates and Permissions Travel and Expenses Create Expense lems in Spree Manage Bank Accounts Manage Delegates Expense items Expense Reports vow culRagivewieape A, egies Aeon 6 nPropess Delegates and Permissions sae Save and Close ° a sus Adve + Fe No datas Pay 4, Enter the delegates name in the Person box: Casey Brown, 5. Select Active from the Status lis. 6, Click Save. Bac appses Enowledge sharingyn Expenses - Orai ee Save Saveand Close Cancel Status Actve ¥ OracleApps88 OradeAnns88@ Yahoo com Vad 8/1010 Aaminstator 7. Verify that Oracle pps8s's name and picture displays, 8. Click X to inactivate (remove) the delegate. 9, Click Save and Close. Bac appses Enowledge sharingat eo Defining Expense Policies and Rules + Setting up a car rental expense policy + Setting up an accommodations expense policy + Setting up a meals expense policy + Setting up a miscellaneous expense policy + Setting up an aisfare expense policy + Setting up a mileage expense policy 1: Setting Up a Car Rental Expense Policy To set up a car rental expense policy, perform the following steps + Set upa car rental policy * Set up car rental policy violations + Complete the car rental rate spreadsheet * Activate the car rental policy + Associate the car rental expense policy with an expense type Setting Up a Car Rental Policy 1, Navigate t: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Policies by Expense Category Setup: Financials = @ Puctional Areas Chon Fatr opt | ste The arage Pt ee oT cennet Trenton ae “ coo ey ramen aazeComnseRecentenees aan asage beans Sten Oring 2, Select Create Policy: Car Rental BPrcappsas Enowledge sharingprecession Petter Manage Policies by Expense Category Owe 4 Search pamees Sewsseace mrxcet 4 Search Results somes wee remy YX Om ine omen fee conn [Daimicnuatone —— ragaoensiont tered orca manent rt omen 3.Specify a Policy Name: XXCar Rental 4. Tn the Rate Definition region: a. Select the Single Cuzrency option button. b.Select Currency: USD US Dollar. ‘Note: If» currency rate conversion is necessary to verify a policy rate limit, you must define a con (Oracle Fusion General Ledger. 5. dn the Rate Determinants section, ‘a. Select the Role check box. b.SelectRoleType Job. Setting Up Car Rental Policy Violations 6, Select the Policy violation wamiing check box. 7. Enter Warning Tolerance Percentage: 10. 8, Sclect the Display warning touuser check box. 9. Selact the Prevent report submission chock ho. 10, Enter Error Tolerance Percentage: 20. 11, Click Save. BPrcappsas Enowledge sharingeo Create Car Rental Policy @ Description 7xcat Rental 4 Rate Definiton ato Limit Daly int * Rate Curoncy ©) Mutplecurences © Single curency *cumency USO-US Dollar 4 Rate Determinants Rote Locaton * Role Type Jeb A one Type 4 Policy Enforcement {© Generate pac vlaton when expense exceeds cetned ate (Pic wotaton warning * warning Tolerance Percestage 10 | Dispay waningto user {¥) Prevet report submission error Tolerance Percentage 29 ‘Completing the Car Rental Rate Spreadsheet 12, Click Create Car Rental Rates. BPrcappsas Enowledge sharing Brenprecession Peecnaraee eee eent Edit Car Rental Policy * Pobcy Name XCar Resta Description Car Rest status Ort 4 Rate Definition ato Currency | utile curences (© Single curenoy “curacy us0-usdotar [F 13, Download the predefined spreadsheet to your local drive for completion. 14, Click OK if you geta message that the versions don't match, ‘Tips if you select rate determinants in the Rate Determinants area, you complete the predefined spreadsheet. Ifyou dont select any rate determinants, you create car rental rates in the Create Rates dialog box.” 16, On the Create Car Rental Rates spreadsheet, complete the fields as shown in the following table. itll ae field to select the valu ‘All Others 90 1/1/2019 ‘Accounting Manager 100 1/2019 Sales Representative 120 1/1/2019 Sales Manager 150 1/1/2019 17, Click Upload Rates. 18, Click OK on the messag 19, Close spreadsheet 20, Click Save and Cleve. 21. On the Manage Policies by Expense Category page, click Dore, BPrcappsas Enowledge sharingSerene eet eent es Activating the Car Rent tal Policy 22, Navigate to: Setup and Maintenance > Manage Policies by Expense Category task 23, Select the car rental ‘Manage Policies by 6 4 Search 24, ClickSave. 25, Click OK. icy that you created and click Activate. -xpense Category Assigning the Car Rental Policy to an Expense Type 27. Navigate to: Setup and Maintenance > Manage Expense Report Templates PraveAppsnsprecession Petter ‘Setup: Financials * s@ unctonal a JeFeaurecotin | SOWENTIORD Manage BpenseRepet Templates |G * intial Users owes EB expenses * exterpe Poe ow SD View ¥ Farmat ¥ tap Show * Lapa Sucre = Task * rand Repatng Seas uns tam [) ter eneelcorone anaot Expenses Sistem Options * ceneralLedue ons anapt Expense Aptos * organaaten Sruaues sent HEB) uarap: cspnse Report uatStecton Res * Resources ons @ HEB |) onape pense Aust st te lanagt Expense Repot ust Rules oy Expense Templates snd Tes Wrore Stine on or pms Soper anes pene anaoy Essense Reset Rect anata Rules veers a Sean ow lanape Expense Report usteg Lookup Tips Fenner on Manage Expense Raper wat and Ri 28, Select and open your report: \XExpense Template Manage Expense Report Templates Om 4 Search aed | te Seca Sense Trt [9 eones ust Ont ene 4 Search Resuis ig name + wens Forge 7 x 29, On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box. BPrcappsas Enowledge sharingprecession Petter Ecit Expense Report Template: XxExpense Template Deeripton A catego oa 30. Frnter Name and Category: Car Rental 31, Enter Account 60513 52, On the Policies tab, Click + Add Row 33, Select the Car Rental policy you created and specify the start date, 34, Click Save and Close twice, 35, Click Done, Create Expense Type Soe | Sevenecme canes emeaien ProetEoenamre Tye Mapp recrottecuenet [Paces] eseese ae 4 Expense Policy wens FO pen * rtcy Name becripton » Attendees Policy » Proterred Agency » Proferred Merchant BPrcappsas Enowledge sharingat eo Defining Expense Policies and Rules 2: Setting Upan Accommodations Expense Policy Following all ofthe procedures for setting up an accommodlations expense policy To set up an accommodations expense policy, perform the following steps: + Set up an accommodations policy + Set up policy violations + Complete the accommodations rate spreadsheet + Activate the accommodations expense policy + Associate the accommodations expense policy with an expense type Setting Up an Accommodations Policy 1 Navigate to: Setup and Maintenance > Policies nse Cate ‘Setup: Financials ae csas © Punetlona reat Ccumperuaueoetn | S0ATosks rape Paces EwrseConeor [i =~ oe BE cepannee a “casnnapemenianatonns snows EB soe tame “sun cue we aum F *NnsactonTon ow tay . — semeses EB taserstcelll coese cessor a - puapasan es EreeseRepettencite ecaiee e ed 7 oh = reese en eee A 2, Select Create Policy: Accommodations BPrcappsas Enowledge sharingprecession Peecnaraee eee eent Manage Palcies by Expense Category owe 4 Search pameet) swt seare srsces 1 sean Rests en ee we orn ome coer sereoeniiint terme, 2. Spf Pay Name .O.Acommadatinn 4. Inthe Rate Definition section: 4 Select Single Currency option button, b. Seloct Currency: USD. Note: If» currency rate conversion is necessary to verify a policy rate limit, you must define a conversion rate in (Oracle Fusion General Ledger. 5. Inthe Rate Determinants section: 2, Select the Role check box. b, Select Role Type: Job. «. Select the Locations check box. 4. Solect the Geographical locations option button. 6. nthe Policy Enforcements section: 2, Select the Policy violation warning chock box. b. Enter Warning Tolerance Percentage: 10. « Select the Display waming check box. 4. Select the Prevent report submission check how. ¢ Fier Frror Tolerance Percentage: 20. 7. Click Save. BPrcappsas Enowledge sharingeo Create Accommodations Expense Policy @ 4 Rate Dain 4 Rata Dotorminares ‘Completing the Accommodations Rate Spreadsheet 8, On the Create Accommodations Policy page, click Create Rates. BPrcappsas Enowledgeeo Edit Accommodations Policy@ * Policy Name xXAccommodations Description 2%Accammodations Status Oran 4 Rate Definition * Rate Limit ¥ Daily mit Mubiple currencies © Single currency * currency usd -USDoltar [V) 9. Click Yes if you get « message that the versions don't match. 111, Download the predefined spreadsheet to your local drive for completion, ‘Note: Ifyou select rate determinants in the Rate Determinants section, you complete the predefined spreadsheet. If youdont select ay rate determinants, you create accommodations rates in the Create Rates dialog box. 12, On the Create Accommodations Rates spreadsheet, complete the ficlds as shown in the table. i Al Others 170 1/1/2019 ‘Accounting Manager 200 ay/2m9 Sales Representative 220, ayij2m9 Sales Manager 1s 11/209 13, Click Upload Rates, Bac appses Enowledge sharingect ie 14, Click OK on the message. 15. Close spreadsheet. eee avert 16, Click Save and Close. BPM appsseee eee teed Edit Accommodations Policy@ “Policy Name _xXAccommodations Description »orAccommodations Status Valis 4 Rate Definition Rate Limit Y Dally limit * Rate Currency (~) Multple currencies © Single currency “Currency USD-US Dollar |v! Note: When rates are successfully uploaded, the policy status becomes valid. To use this rate policy for calculation of ‘accommodations expenses, you must activate the accommodations expense. Activating the Accommodations Expense Policy. 17. Navigate to: Setup and Maintenance > Manage Policies by Expense Category task. 18, Select the accommodations policy that you created and click Activate Manage Policies by Expense Category toe 4 Search ‘amt sare Seacn serocee 4 Search Results . « anew vow y foemay BX GF wen Crees + | Ate Name Deseren seus agen Ctegoy ‘thc | cinmoatone |e Jecmmttana 2 ee 19, Click Save and Close. 20, Click Done. Assigning the Accommodations Expense Policy to an Expense Type BPrcappsas Enowledge sharingprecession Petter 21, Navigate to: Setup and Maintenance > Manage Expense Report Templates, Setup: Financials *) a@ unctiona A chanseresuecetin S8HCNEORS. Manage Eense Rep Tetaes * watatueers ow BS * etre Poe ons SD * Lega stvcute owe * Fanci Repetng Sree ons uanage Expenses Syste Options * exert saoee os \anagy Expense Ancora ses 7 Organizapon Srucures: om ‘Manage Expense Report Audit Selecton Rules: * Resources anaot Expense Avs Lt Rts wore Stusioe \anagt Expense Report Aud Rules by Expense Templates and Tes Manage Expense Report Receist anciotcabon Rules * User and Seat anage Expense Repor Auciag Loop Tes, Paraties wanagt Expense Repor Asa ana Re ‘Manage Expense Report Templates tee © 4 Search voi Dutt Eee Sat Ein nd La and tempat ow Sy 23, On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box. BPrcappsas Enowledge sharingeCnateecaett ae t Edit Expense Report Template: XXExpense Template Som) Semandcine Caeat traces nee ystoens rpesanoes ‘Recptnenwenet exeneernas vows rama Me BF Sowa © ane onion coment choco” ‘Sanyo Dac sae 24 Enter Name and Category: Accommodations 25, Fnter Account 60530 26. On the Policies tab, Click + Add Row 27, Select the accommodations policy you created and specify the start date, 28, Click Save and Close twice Create Expanse Type sen restnna tenn ttmnnet [Rac] eons 4 Exponee Pe Foley tame Oop > Attendees Policy > Preferred Merchant BPrcappsas Enowledge sharing29, Click Done. Bac appses Enowledge sharingat eo Defining Expense Policies and Rules 43: Setting Upa Meals Expense Policy + Setting up a meals expense policy + Setting Up policy violations * Completing the meals rate spreadsheet + Activating the meals expense policy + Assigning the meals expense policy to an expense type, Setting Up a Meals Expense Policy 1 Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Policies by ase Cates Setup: Financia * ge — Functional areas Changers opty SMENTONND sarge POE WEEE CaEION eae oe A a nses “cewecereteny oo vee Fame ° sw ame = raactont om ag , — = semasermaremeee conga * srethana o_o tse RepetTeneane a ce Erm See one ope Ears prt es “cumemacoang oe ManogeErarseRecet At Sir Rls *RerweReee, OP eseccreeretne Aa. 2, Select Create Policy _:Mcals Manage Policies by Expense Category Ome + 4 Search anwcet| sone seace mrcices 4 Search Results hace» Yous roms BF Nome Expere Cag [Jrovmctateni rayon eet cree eonnee 20.20 semua dé smecemmeet ‘Sage stance Umit- AUD LEntecaemen singe ast ee. BPrcappsas Enowledge sharingeat etter aene 3, Specify a Policy Name: XXMeals 4 In the Rate Definition region: a. Select the Single instance limit check box. b. Select the Single Currency option button. Select Currency ‘USD US Doolar. \Note: Ifa currency rate conversion is necessary to verify a policy ratelimit, you must define a conversion rate in (Oracle Fusion General Ledger. Setting Up a Meals Policy Violations 5, Select the Policy violation waming check box. 6, Enter Warning Tolerance Percentage: 10, 7. Select the Display warning to user check box 8, Select the Prevent report submission chock box. 9, Enter Error Tolerance Percentage: 2. 10. Click Save. Eait Meals Policy 4 Rate Definition 4 Poly Enfrcement * vg rnc Perce ‘Completing the Meals Rate Spreadsheet 1, Click Create Rates. BPrcappsas Enowledge sharingeee teed ee Edit Meals Policy@ Policy Name oddeals Description oateais Status Orat 4 Rate Definition * Rate Limit {Yj Single instance tint Daly sum iit “Rate Currency (-) Muttiple currencies © Single currency “currency USD-USDoiter [Y) 12, Download the predefined spreadsheet to your local drive for completion. 13, Click OK if you geta message that the versions don't match, 15, On the Create Meal Rates spreadsheet, complete the fields as shown in the following table a ‘All Others 150) 1/1/2019 ‘Accounting Manager 120 1/1/2010 Sales Representative 150 1/1/2019 Sales Manager 180 a/j2019 16, Click Upload Rates ORACLE ‘Greate Meals Rates (contr Mage fa[ eal Ses tert ia[ asset Stem soles BPrcappsas Enowledge sharingion Expenses - Ora‘ epee iene 17, Click OK on the message. 18, Close the spreadsheet. 19, Click Save and Close, 20, Click Done. Activating the Accommodations Expense Policy. 17. Navigate to: Setup and Maintenance > Manage Policies by Expense Category task. 18, Select the accoaunedations policy tha! you created and click Activate ‘Manage Policies by Expense Category 19, Click Save and Close, 20, Click Done. Assigning the Meals Expense Policy to an Expense Type 21. Navigate to: Setup and Maintenance > Manage Expense Report Templates. BPrcappsas Enowledge sharingeo ‘Setup: Financials * s@ Functional Areas: (change Feature Optin “inal users ows EBD * eran rae ow * Legal Stuctures, on * Financial Reporting Structures, oe * cmeratLedoe ow * omanzten srs ow * Resouces oO Wondorce Structures: ow * Users and Seaunty os "Payables ons Search Tks Manape CrpenaeRepetTempites | Q Expenses, View ¥ Fermat ¥ Task sno Cerellrettometes aaa Eines Sten Orns ana mse Apo Re ana Epa Rap ua Slane ana pense At Rts ana Exess Repo at Rls Esse Tere nes ana Emae Raped Race anaNteabon Res ana pense Repot huang Lod Nps anagt Expense Report Au and Re ‘Manage Expense Report Templates owe 4 Search ‘ameed | Sesonch stores amstane ern ct ete a ene Det EectheStat_ oc End Lat Updated temine Dow ome vocpensenngae —Ustouanes unt eo ews wow 23. On the Expense Types tab click the Create icon to open the Create Expense Type dialog box. BPrcappsas Enowledge uringeer eCnateecaett ae t caret Edit Expense Report Template: XXExpense Template Som) Semandcine Caeat traces nee ystoens rpesanoes ‘Recptnenwenet exeneernas vows rama Me BF Sowa © ane onion comer, = mcs fe 24, Enter Name and Category = Meals. 25, Fnter Account 60521. 26, Click + Add Row. 27, On the Policies tab, Click + Add Row, 28, Select the Meals policy you created and specify the start date. 29, Click Save and Close twice Exit Expense Type: Meals teas ©) te ci net 4 Expense Poicy were XR BPrcappsas Enowledge sharingat eo Defining Expense Policies and Rules 4: Setting Upa Miscellaneous Expense Policy Set up a miscellansous expense policy anil complete the miscellaneous rate spreadsheet for uplosding to the application. The policy is set up with a single instance rate in US dollars, by job, and isenforced by a wamingand an error. + Setting up a miscellaneous expense policy + Setting up policy violations + Completing the migccllancous rate spreadsheet * Activating the miscellaneous expense policy + Associating the miscellaneous expense policy with an expense type Setting Up a Miscellaneous Expense Policy 1. Navigate to: Setup and Maintenance > Financials offering > Sctup > Expenses functional area > Manage Policies se Cate Setup: Financia > wo = ‘unetona areas ‘range reaure opin SeemaTnte tape see Emer Compo [0 = oon expenses, “Ce temnrenatg on en» Fema» © sew ates =e 2 e see = en os * ogi er etietoie _ aE a 2) + Roan Reva errs Dern 2.Select Create Policy: Miscellaneous BPrcappsas Enowledge sharingcaret ea eae eects Manage Poicies by Expense Category ome 4 Search wed) tee seat severe 4 Search Results sates» ewe Fame GF ten maa cy + doh oe escrow wee sa xpome camgony CaP Sng stent ete cB Sg sw Entered te Sensis G3 Unt eas pon pemese som iets = 3, Specify a PolicyName _: XXMiscellaneous 4A Inthe Miscellaneous Eligibility Kule section: 2. Select the Minimum numberof days for miscellaneous expense reimbursement check box. bi. Fter Days 5. 5. In the Rate Type section, select the Rate Kt option button. 6. the Rate Definition section: 2. Select the Single instance limit check box Select the Single currency option button. ¢. Select Currency: USD US Dollar. Note: «currency rate conversion fanecessary to verify a policy ratelimit, you mut define 2 conversion rate in Oracle Fusion General Ledger 7. An the Rate Delimiter section: 2a. Select the Role check box b Role Type:Job Setting Up Miscellancous Policy Violations 8. Inthe Policy Enforcements section: 4. Select the Policy violation warning check bex. ’. Enter Warning Tolerance Percentage: 10 Select the Display warning to user check box. Select the Prevent report submission check box. ¢. Enter Frror Tolerance Percentage: 2. 9, Click Save. BPrcappsas Enowledge sharingeo Create Miscellaneous Expense Policy @ 4 Miscelaneous Elgbity Rule tom slaly 4 Rate Type 4 Rate Detition tate 4 Policy Enfrcement Completing the Miscellaneous Rate Spreadsheet 10, On the Create Miscellaneous Policy page, click Create Kates BPrcappsas Enowledge sharingeo amet see Senn sertcne 4 Search Results scony env femay Bf x Somme 22, Click Save and Clove. 23, Click Done. Assigning the Miscellaneous Expense Policy to aa Expense Type 24, Navigate to: Setup and Maintenance > Manage Fxpense Report Templates. Setup: Financials ~ Funcuonsl Arann canjeFosteoptn | SS¥CN GORE Manage Expense Repet Telos inal users oon EBD expenses * enerpose Prose oes OD Mew » Famat ¥ * Legal sree oo Tk hana Repenng siuawes ee Wanaov Expenses sist Options * ceneratLedge ones anagt Expense Approval Res Orgarzaton Sruces anag# Expense Report Au Selecton Rules * Resources anaoe Expense AvtList Rles aa stanapt Expense Repent Rules y gens ems snd Tes - lanage Expense Rape Rect anaottcaton Rules Sees maceceny ‘Manage Expense Report Auditeg Lockup Type Parties anagt Expense Report Aust and Re BPrcappsas Enowledge sharingprecession Petter Oa eer 25, Select and open your expense report: XXExpense Template. Menage Expense Report Templates PORE Detok Eee Stat Clot nd La Update sempate ban oe oe 26. On the Fapense Types tab, click the Create icon to open the Create Fxpense Type dialog box. 27. Fnter Name and Category _: Miscellaneous. 28, Enter Account 60540 29, Click + Add Row. 30, On the Policies tab, Click + Add Row. 1, Select the miscellaneous expense policy you created and specify the start date. 32, Click Save and Close twice, Eait Expense Type: Miscellaneous 4 tector E> hencatn Precienote ioe tarons Recta Reurernt [races] Eee Fidos 4 Expense Policy Wows be JE onach * Pty name Dest “Snae End dete » Attondeos Policy 4 38, Click Done. BPrcappsas Enowledge sharingeCnateecaett ae t Defining Expense Policies and Rules 5: Setting Up an Airfare Expense Policy ‘To aetupan airfare policy, you + Enter general information * Set up airfare pelicy violations * Activate the airfare policy + Assign the aifaze policy to an expense type Entering General Information 1. Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Policies by Bxy ve Cat Setup: Financias *) se some EET ranger opin | SHMENTNM age PGES WEEE CARH eae oe A a nses “cewecereteny oo vee Fame ° sw ame = raactont om ag o — = semasermaremeee conga a srethana o_o tse RepetTeneane coomanee ce Erm See one ope Ears prt es “cumemacoang oe ManogeErarseRecet At Sir Rls *RerweReee, OP eseccreeretne Aa. = 2, Select Create Policy _: Airfare Manage Policies by Expense Category 4 Search Results stee © env Fomty BS se Seg tc GP Une eas Seg strce SD Lint BPrcappsas Enowledge uring aa xpene Catgoryc caret teteere eo 3, Specify a Policy Name XXAirfare 4. In the Flight Class Determinant section, check the Flight Type check box The Role check box is already selected by default, 5, Select Role Type: Job Setting Up Airfare Policy Violations 6. Inthe Policy Enforcement section, accept the following defaults: * Policy violation warning option button + Display waming to user check box 7.Click Save and Close. Create Flight Ciass Policy@ Policy Name. Uiare Description 0xArare status Det 4 Flight Class Determinant Fut Tipe ign Ouratons Role Role Type Job 4 Policy Enforcement Preventrapot submission @ Pot woatonwaming Display wamingto user BPrcappsas Enowledge sharingRector Manual Activating the Airfare Policy '3, Select you airfare policy, XXAirfare, 9. Click Activate. 10, Click Done, ‘Manage Policies by Expense Category ome | 4 Search ease) sone seace saponin [D 4 Search Results sons wy Forte ZX Touch Ceaser Name Descton ‘sat agen Canepa = Assigning the Airfare Policy 11. Navigate to: Setup and Maintenance > Manage Expense Report Templates. BPrcappsas Enowledge sharingeo ‘Setup: Financials * s@ unctonal a JeFeaurecotin | SOWENTIORD Manage BpenseRepet Templates |G “na users cow: EBD Expenses * enerpees role ow SD view» Famaty 9 tap Show * Lapa Sucre = Task . exneeflpedramotes Franc Reperng Secares oe ee anaot Expenses Sistem Options * ceneralLedue ons anapt Expense Aptos * organaaten Sruaues sent HEB) uarap: cspnse Report uatStecton Res * Resources ons @ HEB |) onape pense Aust st te lanagt Expense Repot ust Rules oy Expense Templates snd Tes wore Seusot on or pms Soper anes pene anaoy Essense Reset Rect anata Rules veers a Sean ow lanape Expense Report usteg Lookup Tips *Paaties oe anagt Expense Report Au and Re 12. Select your template ‘Manage Expense Report Templates owe 4 Search ‘ameed | Sesonch stores amstane ern ct ete a ene Det EectheStat_ oc End Lat Updated temine Dow ‘me oo vere unt eo ews wow 13, On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box. 14, Select Name and Category: Airfare 15. Enter Account 60512 16. On the Policies tab, Click + Add Row. 17. Select the airfare policy you created, specify the start date, and optionally specify anend date i gveund Cuneo BPrcappsas Enowledge sharingeo [Create Expense Type encatn Panateranee Tse tavony Rewetnensernt] acne] Eves se 4 Expense Poicy vere MR Somme Potcy tame Descindon » Attendees Policy » Preferred Agency » Preferred Merchant » Passenger 19, Click Done, BPrcappsas Enowledge sharingat eo Defining Expense Policies and Rules Setting Upa Mileage Expense Policy Setup emilege expenee psy to allow employee to claim mileage reenbursecent for travel expen "sing their personal vehicles for business activites In most coutries mileage reimbursement rates are determined by te central government Bh on governed oe rein and you company ply, oucan ew eg expen poy by © Ntenge igi rales © Miege rate detrrinants + Mileage addon rates curred by Mileage Eligibility Rules 1 Navigate to: Setup and Maintenance > Manage Policies by Expense Category, ‘Setup: Financias * @@ etna © ‘Functional areas, change Fests Opin SHRP Tanks Marae Po a = ns pee commences oD “oe “oman 2 2 g a caer eo) | SE . “ee ee ff | eee a eee Sears a “een = uanage Lipense Repo suat Suecnor Fouls ere 2 tesserae a 2, Select Create Policy: Mileage BPrcappsas Enowledge sharingeat etter aene ‘Manage Policies by Expense Category toe 4 Search parmeet) sere teora ston 4 Search Results ee te omen [Dm armicnucatene —— raemeenaone 3. Specify a Policy Name Mileage 44, Select the Rate Currency: Single currency option button, 5, Select Currency USD - US Dollar, 6, Fater Unit of Measure Mile. 7. lethe Mileage Ligibiity Rules section, chock Standard amleage deduction. 8. Fater Distance 10. 9. Check Minimum distance for mileage eligibility 10, Enter Minium 100, Mileage Rate Determinants 11. In the Mileage Rate Determinants section, check Rok, 12, Select Role Type: Job, 13. Check Location. 14. Select: Geographical locatiors option button. 15, Check Distance threshold and scloct ether By trip or By period. 16, Select sources for the following: * Vehicle Category * Vehicle Type + Fuel Type 17, Click Save. Add-On Rates 18. In the Add-On Rates section, check Enable Passenger Rate. 19, Select a Rate Type. 20, Check the following if applicable: * Capture passenger name, + Calculate passenger rate by distance traveled by passenger. + Restrict number of passengers reimbursed and select number of passengers. BPrcappsas Enowledge sharingprecession Petter 21. Check Enable company specific rates. * Select a Rate Type. Create Mileage Policy @ 4 Mago Elgity Rules A nieage Rate Detemients 4408-00 Rates ‘Completing the Mileage Fxpense Rate Spreadsheet 22, Click Create Rates, BPrcappsas Enowledge sharingeer eo Edit Mileage Policy * mame oameage fate currency (-) Mutple curencies Descripton xmtieage © sngte curency * currency USO-US Dotar courtry soe “com (i Prean 23, Download the predefined spreadsheet to your local drive for completion. 24, Click OK if you geta message that the versions don't match. ‘Tip: If you select rate determinants in the Rate Determinants area, you complete the predefined spreadsheet. If you dont select any rate determinants, you create car rental ates in the Create Rates dislog box. 26, On the Mileage Expense Rate spreadsheet, complete the fields as shown in the following table: Tip: Double-lick the Kole field to select the value. err Daily Sum Li All Others ‘AllOthers 0 W293 Accounting Manager United tates, CA, San Mateo, Redwood City 100 1/1/2019 Sales Representative United States, TX, Haris, Houston 120 1/1019 Sales Manager AllOthers 150 1/209 27, Click Upload kates 29, Close spreadsheet, 30, Click Save and Cleve. BPrcappsas Enowledge sharingeo Edit Mileage Policy vonmieage Rate Currency (-) Mutple curencies vonmueage © sngte curency * currency USO-US Dotar “omaneowe mE) ea, 31. Click Done, Activating the Mileage Policy 2. Navigate to: Setup and Maintenance > Manage Policies by Expense Category task. Setup: Financials © s@ janine Chania dptn | SAENAS Marge Paces WEwese Canon (@ Parets se expences o cama == vene Fomae yee Erne = uanage Patoadl cence Ca¥aon, Recto: haage beens Sten Orns eweue nese araze Coarse sua ste 33, Select the car rental policy that you created and click Activate BPrcappsas Enowledge sharingeo Manage Policies by Expense Category om 4 Search namced See Sowcs stticns 4 Search Resuts nowy ven y romae Bf KF Renn cnmeray 9 shone oneton — ey nace oo so __ Hbenops 34, Click Done. Assigning the Mileage Policy toan Experse Type +35. Navigate to: Setup and Maintenance > Manage Expense Report Templates. ‘Setup: Financials '* Functional Areas, cnanjeFesuecptin SE¥CNEORG Manage Expense Repet Tenlaes ial Users sees EBS Expenses: * Erterpnse Protie: ons View» Format yet Legal Structures ow Took sna pea fesetTomeae anag® Expenses System Opsons * rand Repatng Scares owns SD * caneratLeage ones SD anage Expense Ancol ses Organaaton Srucures ones ED lanagy Expense Report hua Salacton Rules * Resouces eee @ HEB |) tanapeEeense nat it Rss Src — lanagt Expense Report Ava Rules y Excense Templates ana Tes anagt Expense Report Receist andotcabon Rules Users and Seay ones Manage Expense Repor Auabeg Loop Ties. Ponies oo SD anagt Expense Report Aust 2nd Re BPrcappsas Enowledge sharingcaret Precise ate Perens rate estara ‘Manage Expense Report Templates 4 Search 37, On the Fxpense Types tab, click the Create icon to open the Create Fxpense Type dialog, box. 38. Enter Name and Category: Mileage 39, Enter Account 60500 440. lick + Add Row. 41, On the Policies tab, Click + Add Row. 42. Select the Car Rental policy you created and specify the start date. Glick Save and Close twice Exit Expense Type: Mileage 4 teaae 4 Expense Policy ewe eH onmcn 44, Click Done. BPrcappsas Enowledge sharingprecession Petter Configuring Credit Card Data * Creating a corporate card program + Setting up « corporate card wage policy warning (Demonstration) 1: Creating a Corporate Card Program Show that your company has chosen American Express as your corporate card issuer. You are ready to start processing corporate card transaction files. Toenable the processing, you set up the applicable entities. You complete the following tasks: * Definea corporate card mapping rule. + Createa corporate card program and company account number with American Express. * Assign the mapping rule to the corporate card program to enable the upload process to derive corporate card ‘expense types for the corporate card transactions, Defining a Corporate Card Mapping Rule 1, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage ‘Corporate Card Fxpense pping Rules Setup: Financials * s@ pee change estre Optin SEEN TWSKS ale CarcEspense Tipe Mapping Rules Payments ca iy Expenses * cash anagemert anaBankng sme SD View © Female Tansadtion Tax sree ‘task ~ expenses wana Conor cardpense noe warpen Rus * Faeaesets Nanage Corporate Carélssuers . Nanage Corporate Caré Programs Recetabies anage Corporate Cares estener ing Nanage Corporate Carc Usage Paces * Revenue Recognton anage Corporate Care Transaction Submission Peies * customer Payments Nanage Corporate Card Expense Types Wappng . Nanage Travel Parner negratons customers Nanage Trael tinea Validation anage Trae! Potcy Lookup 2, Click the Create icon. BPrcappsas Enowledge sharingeat etter aene Manage Corporate Card gxnse Type Mapping Rt... The Create Corporate Card Expense Type Mapping Rule dialog box appears 3. Inthe Name field, enter XXMapping Rule 4.Sclect Source Lookup Type : MIS Industry Codes. MIS Industry Codes isa lockup that contains the American Express corporate card transaction codes that describe the type of transactions in the corporate card transaction file. 5, Select Default Card Expense Type: Miscellaneous, 6. Map the Source Lookup Codes to the following corporate card expense types: 7. Select Source Lookup Code 01: Airline to Air. 8, Select Source Lookup Code 03: Lodging to Hotel 9, Select Source Lookup Code 05: Restaurant to Meal. 10, Select Source Lookup Code (8: Entertainment to Miscellancous. 11, Click Save and Close. Create Corporate Card Expense Type Mapping Rule “Mame cttapping Rule Descriptien scalspping Rule * Seurce Lookup Type MS Inassty Codes 5 4 Card Expense Type Mapping Detaut Card Expense ype iscataneous — [U) View Format © Fat Card Exponse Type: S) change ia! Detach Source Lookup Cord Expense ies Source Lookup Code Meaning sae 6 Restaurant . es! E . a Loegng Hot ., a Ainne », . ae v ‘Save and Create Azoter 12, Click Done, Creating a Corporate Card Program and Company Account Number with American Express 13, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Corporate Card Programs BPrcappsas Enowledge sharingeat etter aene 3. Enter the Name XXRule. 4. Specify the Type of Receipt: Imaged. 5. Specify the Stage When Imaged Receipts Must Be Alached to Expense Report: Prevent submission if receipts are rot attached before submission, 6. Specify Receipt Tracking when missing and overdue expense report receipts are considered overdue by checking, the Enable overdue process 7. Enter Days to Wait for Overdue Receipts: 10 8. Accept the defaults for Expense Report Payment Holds. 9, Click Save and Close > Done. Create Expense Report Receipt and Notification Rule @ “name ove Descriptor xkule Trym otRecept ©) gat Regis @) Images 4 Stage When Inaged Receipts Must Be Attached to Expense Report 1 Pret submission treat we ntataches ey to tr aged Rect nl Exp apart Ratna Propet 4 Receipt Trackng “ baystoviantoroverwueRecets 10 ty neue Vinee Recap sre Owrdee Yes ‘Senarassng recent ecarabornottesten 4 Expense Report Payment Holds (nae nats roess ‘ooh Hold fate) Ynen eet oer {© Un econ arerecened ‘Arar an To ©) Reso ftom maa and porn cress Rept cats Assigning the Report Receipt Rule to Your Template 10, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense ‘Report Templates. BPrcappsas Enowledge sharingprecession Petter [Setup: Financials *) g@ Functional Areas changeFesture ptin S807 TasKs Manage Expense Repo Temptos Parnes ee a Expenses *cuhanagemertandBening rane = View # Format » * Tansacon Tax soon © task ? * *epenses Nanage Expense Repot Templates Nanage Expenses System Options = * Fed Assets: = Nanage Expense Approval Rules * acenabies a Nanage Expense Repot Aut Selecton Rules = eemumbend anage Expense Auct List ui 11. Select your template: XXFxpense Template ‘Manage Expense Report Templates 4 Search oe = 12, Click the Receipt Requitement tab, 13, Change the Require receipts for cash expenses lines above specified amount to 100.09 USD. 14, Check: Display missing receipt warning to user 15, Click Save and Close > Done. BPrcappsas Enowledge sharingyn Expenses - Orai ee cit Expense Report Template: XXExpense Template ence ees cactaeenaesacons [meet teomrnen] ences BPrcappsas Enowledge sharingat eo Auditing Expenses * Creating an audit list rule + Manuolly ading an employes to the audit ist * Completing an audit + Warning a user and completing anaudit 1: Creating an Audit List Rule Create an Audit List Rule which will d Manage Audit List Membership page. 1, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense Audit List Rules ine criteria that Expenses uses to automatically place a violator on the Setup: Financials ©) s@ a Curperece opin SONATAS Hansoe Emenee AuseLities | Bajmmants aa Expenses “cammusagerentanssinins sures ew 9 Fama shou] Tenweten Tt owt Bak “eens EB taage ens at st fses puegnsst fea __ ae Eins RevotAust Re by Eense Tete ss TBes amare Expense ReponReceot ant etter les * Reconables: = Manag Expense Repotsustng Lot Woes ~ castonersang = ‘Manage Expense Report Auctt and Receipt Rule Assignments * rane Reign BF ens tinee st usttenoennip + cstinerbamene ee |e casn hance sa Aamoriton oes ana Dengabne * Customers oe ana Eroyee tating Res “nme on A sarap CoporeCaserpese Tes eA 2. Click Create. BPrcappsas Enowledge sharingeat etter aene Manage Expense Audit List Rules ewe Fomst ®) ty Name My, Description — verse at Liste DMButeipense Avatstle 31714 Expense Audit List Rule: Business Unit Assignment Views Format» FF i otach Business Unit Effective Start Progress US Business Unit stone Fue! 3. Fnter XXFxpense Audit List Rule in the Name Feld. 4. Enter Default Expense Audit List Rule in the Description field, 5. Select Maximum Number of Days to Wait for Original Receipt Package and enter 10. 6, Enter 60 in the Number of Days an Individual Remains on the Audit List Note: Fapenses monitors the expense reports of employees on the audit list and after 60 days Fxpenses automatically, removesemployees from the aut lis. 7, Select Allowable Total Monthiy Amount of All Expense Reports 8, Select USD-US Dollar in the Currency field. 9, Enter 10,000 in the amouat fied. 110, Enter 60 in the Number af Days an Individual Remains on the Audit Vist, 11, Select the Allowable Number of Policy Violations per Month check bos and enter 5. 10, Fnter 60 in the Number of Days an Individual Remains on the Audit List. 13, Select Allowable Number of Expense Reports per month. Enter 5 14, Enter 60 in the Number of Days an Individual Remains on the Audit List. 15, Review your entries: 16, Click Save and Close, BPrcappsas Enowledge sharingeee teed ee [Create Expense Audi List Rule@ Oo cace ta tt ett Bu 17, Click OK in the Confirmation bon. 18. Verify that your new Audit List Rule displays on the Manage Fxpense Audit List Rules po, 19, Expenses adds an employce’s expense report to the audit list when it violates any of the defined criteria you just set up. Manage Expense Audit List Rules x7 Description rE xpense Audit List Rule XoxDetault Expense Aut List Rule XXExpense Audit List Rule: Business Unit Assignment view ¥ Format 58 OF ig Detacn Business Unit No business units wore assigned. BPrcappsas Enowledge sharingprecession Petter Auditing Expenses 2: Adding an Employee to the Audit List ‘Add an employee expense report to the Audit Membership List 1, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense ‘Auait List Membership Setup: Financials) a@ Functional Areas CchangeFeatre pin SEMEN Tasks Manage Expense AustListembership | Q, Expenses aah Management and Banking view ¥ Fost ¥ Tansacton Tax “Task Expenses saraneexcensefatstenderne . Manage Cash Advance and Admorton Polis Feeanssets Manage Deteators Manage Employee Matching Rules * customer Biting Manage Corporate Car Expense Tpes. * avenue Recogniton Manage Merchant Category Codes Manage Corporate Cara issue Ph 95, Enter username and USI Business Unit. 4. Click Search, 5, Select your user. 6, Click OK, 7. Select a reason from the Add Membership choice list: Expense amounts near threshold. '5, Click Save and Close > Done. BPrcappsas Enowledge sharingeed oe uh Unt Souse “Add Manbeni Rosen “sundae eaten a pcecnanaeruntect ea nese) Zceene men ner tne sane manana. Aan BPrcappsas Enowledge sharingprecession Petter s Training Manual Auditing Expenses 3: Selecting Audit Selection Rules Create Audit Selection rules to determine which expense reports are automatically selected for audit 1, Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Expense Report Audit Selection Kule Setup: Financials» a @ Search Tsks 190 Eipense Report Aust Selecsonule | Q. Funeiional Arees chang Fase oth as a expenses * Caan tumagerent and Banting or | ww © Fomat © — Transacton Tat ons Task 4 *evenses EB snacr rrmneeMepentost icon Rates onset eee | tae eo mae atte Manag Expense Raper Ades by Expense Tras and Toes + ects = | anaoe Exense ReportReceotancttaten ules = ‘Manage Expense Report Auditng Lookup Types. = Roe Racopon = Manage Expense Report Aust and Roce pp 2. Click the Create icon ‘Manage Expense Report Audit Selection Rules we tomate tg = tn > sy Euan hoe et See. | Bp Rapot at Sette a US Buon Unt US! Expanse Ropert Audi Selection Rule: Business Unt Assgnment 3. Create Expense Report Audit Selection Rule. Note: If you don’t select any rules, Expenses automatically approves all expense reports Specify the percentage of ‘expense reports that you want Expenses to randomly select for audit. In the Random Selection Rules section, select ‘Audit a percentage of all expense reports check bos. 4. Enter 20 in the Audit Percentage field. ‘Note: Enter 100 in the Audit Percentage ficld if you want to audit all expense repor's. 5, Under Ignore Expense Reports That Contain, select the Eapense Reports that do not require receipts check box: Select additional selection rules in the Additional Selection Rules section: 6, Select Audit expense reports greater than a specified amount Select US Dollar in the Currency field Enier 10,000in the Amount fied. BPrcappsas Enowledge sharingeCnateecaett ae t s Training Manual Note: For any expense report where the ledger currency you specified is not the same as the reimbursement currency, Expenses converts the report currency to the functional currency and calculates the expense report 7. Select the Audit expense reports with policy violations check box. Note: Expenses selects for auditall expense reports for which an imaged rec 8, Select the Audit expense reports of individuals on the audit list check box. 9, Select the Audit expense reports with experses older than a specific number of days check box. Enier 60 in the Days field 10, Select the Audit expense reports of individuals with a specific status check box. Select On leave of absence 11. Review your entries 12. ClickSave and Close. ipt is missing. Create Expense Report Audit Selection Rule @ * name so:pense Report Aust Selection Rule 4 Expense Report Audit Selection Rules 4 Random Selection Rules ¥, Auat a percentage of ll expense reports “nuaitPercentags 20 nore Expense Reports Mat Contain Creates ony J Expenseitems that do net recurs 4 Acaitional Selecton Rules ¥ Auat expense repots greater nan aspectied amourt “currency USO-USDotar ©) amount Aut exvense repots win equred eceits Aust expencerepots wih missing imaged receipts Aualt excense repots of indiauals on the audtist ual exzenserepots wih expenses older hana specfied numberof days Days 60 Auat expense repots of naauals win aspectc status © Onleave ot absence Bob Terminates > Confirmation Page Audit Type 13, Click OK in the Confirmation box. BPrcappsas Enowledge sharingeat etter aene Auditing Expenses 4: Rejecting an Expense Reporton Audit Login with other user Completing two audits by rejecting an expense report and warning a user regarding questionable expenses, 1. Navigate to: Expenses > Auditing Tacks > Manage Fypense Rey Auditing ‘at expense Resort + Manage Boee Aust ito + Nafbae cash Adroces View» Famat © ww 1 Expense H 7 _gifanageecoerse consngen 4 Expense Reports Pending Review Process expense kemoursement Reportumber Person Business Unit s = aoenas Reaneene No data spay. Review Rejected Expense Rep 4 Exoense Reimbursement and Cash Advance Requests, Process Date Status No catato pay. 2, Click on one of your expense reports or the Audit Expense Report button to open your expense report. Tax. Apps88 Enowledge sharingeat etter aene Manage Expense Reports 4 Search Rests ° we 5G Omen | Anat tnene prt | Ane acne Vt Repo Ste 3. Click Actions > Reject Fypense Report ‘Audit Expense Report: 0184787008 Ccomowie ast Acton s+) Get 4 Expense Repot snomatiponsnepen reson Fon rosso) A east ton fot Stmicen Dito 82010 uacnents tone + 4 Expense items Recap Veet xyes ype Onto Mimbo Amaettacy Ycton| Orgel Imeged "ws Crain met scat — aac mown ueo) COR " Aeeined Reqnea =O 4, Select Action Reason: Questionable expenses BPrcappsas Enowledge sharingrecat cee 5. Click OK, 6. Click OK. 7. Click another expense report or Audit Fxpense Report button to open the expense report, 8, Inthe receipt area, select the frst receipt 9, Scroll across and cheek the Short Pay check box to not pay the expense missing a receipt. 10. Select Receipt in the Audit Issue. 1 Inthe Actions menu, select Warn User and Complete Audit. ‘The following message appears: 12. Click OK. ‘The audit is complete. ‘Audit Expense Report: 0184787008 4 Expense Report Person Fondetertaepooi0n) 4 Expense Items, Vows 5 teh apse cteeey At Recetinteatn Fe een acta Expense pe ate ‘The Approvals Status now shows a green check mark for the Expense Auditor, 13, Click OK, Prarie Appsnses Training Manual Precise ate Petter The expense report status is set to Pending Payment and is ready for payment request creation in Payables. To find ‘Audit Expense Report: 0184767008 cg Seca terertseneey, 4 Expense Report Reso "omtegpnta euros) A aienens Reo Arprovas sae Expense items, 14, Search for expense reports Ponding individual response, 15, Review the newly created expenses report forthe short pay item, 16, Click Cancel > Done, BPrcappsas Enowledge sharingprecession caret Perens rate estara Configuring and Requesting a Cash Advance * Configuring a Cash Advance, + Requicstinga Cash Advance, 1: Configuring Cash Advances + Manages cash advance polices + Reviews setting the cash advance clearing account + Eaplores ewh advance policies and approval rules Prerequisites If a message appears atthe top of the BPM work list stating that the fexfields need to be configured, run the process. Log out of BPM and wait about 10 minutes and then log back in to see if the process has completed. Managing Cash Advance Poli 1. Navigate to: Setup and Maintenance > Financials offering > Setup > Expenses functional area > Manage Cash Advance Policies, Setup: Financials =) Functional Areas. ‘Change Feature Optin Search Tasks | Manage Cash asians ee.) Expenses * cash tanagemert andBankng ces DB View ¥ Formal + ansacaon tax ovens SD Task * Boones anape cath haan orzaton Potions * raed Assets Manage Delegations 7 Manage Eloy Mating Rus “mm ‘Manage Corporate Card Expense Types Manage Marna Cater Codes * Revenue Recognton Manage Sanarcindutil Casson Codes Manage Corporate Card Issuer Product Codes rursensian ce SMe Apps * customer Payments = = * customer Biting eo = = = customers sree 2. Inthe All Business Units region: {2 Review the Method of Applying Advances. b. Increase the Number of Unapplied Advances to. Reduce the Maximum Amount Allowed per Cash Advance complying with your company’s cash advance policies to 500.00, 3. Review the information in the Specific Business Unit region. ‘The information displays business units with cash advance policy values that differ from these displayed in the All Business Units region. Before you can set up eash advances, you must set up acash advance clearing account on the Create Business Unit Specific Cash Advance Policies dialog box. 4. Select USI Business Unit, 5. Click Edit 6, Review the Cash Advance Clearing Account. 7. Click Cancel > Save and Close > Done. BPrcappsas Enowledge sharingprecession Petter Manage Cash Advance and Authorization Policies 4 All Business Units 4 Cash Advances Enable Advances No etots of Appin Advances Automatically apy umber of Urappted Advances 1 Maximum Amount Alowed per Cash Advance USD-USDoll 1000.00 Prem ADV 4 Authorizations noble Authorizations Yes ‘Atach Authonzation Header Oly Prof AUTH visoumtyn Days 180 ‘Budgetary Control Funds Applicaton Check units Displey Warning oUser__No Exploring Cash Advance Policies and Approval Rules 8, Navigate to: Setup and Maintenance > Financials offering > Setup > Expences functional area > Manage Expense Approval Rules Setup: Financials '~ unetons! coangeFemueOptn | SchTanks |sanage pone oyewtion | ( " = * expenses ” = . — = View w Format rag Transact Ta ve SB Tek a eens Banas ene Mba rses pucsnenee 2 ange Exense Repo hat Select Res . Manage Enense Aud ust Rues Races a anase Sense Rept kt Rls by Expente Tenis anaTpee — = Manage Expense Repor Receipt and Notitcabon Rules * Renae Recantn 5 | _usnsse cence Revot using oon Tet ae ee [rae enensereporsustanared The Oracle BPM Worklist opens, A BPM Worklist administrator, such as a user with the Financial Application. ‘Administrator role, can access the cash advance approval rules in the BPM Worklist. 9. On the Task to be configured section, search for FinExmWorkflowCashAdvanceApproval 10, Click the Assignees tab. 1. Click the Switch to Vertical Layout link. 12. On the Cash Advance A... rectangle, click the diamend icon. 13, ClickGo to Rule, Bac appses Enowledge sharingPrecise ate Peecntar eee: treet Configuring and Requesting a Cash Advance 2: Requesting a Cash Advance Request a Cash Advance 1. Navigate to: About Me > Expenses > Travel and Expenses nse Reports Come eee ap 2D weropee ewsCan aaance Cate esa wre Spreaest ‘Aunllable Expense items ‘Acton ~ Add Repot + +f Crneton Cala pot ta me moat * tect *—ecaan + Deaton + CBRRe App 2. On the Request Cash Advance page: 4 Enter the desired amount of your cash advance. ». Enter the purpose for your cash advance. «Select the Advance Type from the drop-down lis. Enter the trip Start Date and End Date. «Add any attachments required to support your cash advance. 3. Click Submit to submit the cash advance for approval by the manager. Tax. Apps88 Enowledge sharingyn Expenses - Orai ee Request Cash Advance * Advance Amount 100.00 uso * Purpose xx Cash Advance for Travel Expenses Advance Type Tap Start Date Trip Ene Date Attachment Pending Notifications | enter search terms e acon Roqures:catn aavares approval ssaugen deena ee uso OracteAppsts fomigie Reject BPrcappsas Enowledge sharingeo Travel and Expenses Expense tems Expense Reports cash Advances D Press 0 41 insert 1 ae sctons Request Cash Aavasce |ADVO184793942. cas Aovince te Tra Expenses —«TH9 stars 02019 b. Ifeither the manager or the expense auditor rejects the cash advance request Expenses returns the request tothe employee. Expense Auditor Runs the Process Expense Reimbursements and Cash Advances, 5, Altr the 1s approved, the expense auditor runs the Process Expense Reimbursement process Auditing sna Exponee Report Manage Expense Reports + ManageReceigt Packages 4 Expense Reports Pending Review + Manage Espense Aust Uist Me + Manage Cag orarces View # Faxmat w Detach + Manage gtferse Cerangont es Report Humber Pe Proce Veoense Roertrsenent _@Process Expense Reumouser No astato play. Columns Hilden 4 Columns Frozen 1 + Resow RelocedEmente Ret + Rewew PaymentRequests + Resew moves 4 Expense Reimbursement and Cash Advance Requests + Process Overeve and issing Actora v View Fomate i GF ideweh © “Axe apse BPrcappsas Enowledge sharingrecat cee earner peete trent Manage Cash Advances: Ome 4 Search agances sve See) 2. =f core ee wee + toe 6. When the process applies ll the unapplied cash advance amounts to the expense report, the process clears the ‘Cash Advance Clearing Account and charges the experse to the applicable expense account. 7. The process then serds a payment request for the reimbursement to Payables, which sends a payment process request to Oracle Fusion Payments 8, Fxpenses Automatically Applies Any Unapplied Cash Advances Expenses Automatically Applies Any Unappli Cash Advances 9. Expenses automatically applies available cash advances tothe approved expense report. 10, Payments processes the payment process request ard the employee receives payment forthe expense report ‘amount mines the cash advance amour. 11. The cash advance is deposited directly into your primary bark account or mailed to you as a check if that is your preferred payment method. 12, Any unused cash advance amounts are applied to the next expense report or refunded tothe company by the employee Prarie Appsnseat etter aene Managing Contingent Workers * Creating and submitting an expense report Viewinga Contingent Worker Assignment in Expenses 4. Log inas Contingent worker Manager. 5. Navigate to: Expenses > Auditing, 6, Open the Tasks panel drawer on the right side and select: Manage Expense Contingent Worker. [Note:The default search brings up all existing contingent worker assignments, From the Manage Expense Contingent Worker work area, the Expense Manager can add new and inectivate existing contingent worker ‘assignments, 1: Creating and Submitting an Expense Report with Contingent Worker user + Creates and submits an expense report + Approves the expense report + Procestes the expense report for reimbursement + Procestes the expense report invoice + Views the payment document Sign in as Contingent worker 1. Sign in with user and password 2. Click the About Me icon > Fxpenses. Entering Cash Expense Ttems 3. From the expense items work area. click Create (1 Travel and Expenses sctors expense Reports al 0 Q Available Expense items “ ‘Actons~ —AddtoRoport v —-f-Createliom _CreateRepet ate ~ tye Aeon yuo + actin + _ onc PRR Apps = pate Any (for example, system date -7 days) ~Type Supplies Amount — :XX6500 = Description: XXOtfice supplies 4. Click Save and Create Another to add more expense items. Be sure to add XX to each, Bac appses Enowledge sharingprecession Petter Create Expense Item ate anazo%s “poe [aepetee zi > crates rece cceto BM atarmest Expense Locabon . * pamount uso [S 1.08500 soto ; Recebt missing Day Aru 41085 00 USO cn este FPPrcanrs 5, Click Save and close when you have completed creating expense items, Create Expense item ‘aatetopert| © | Crate Asoter|| Eaveamtcioes | > Genet .., Ie Mctanews A > come rensrciar atsmaametay * amount uso [I aa amor of oays Fi eceot missing Daty Amount 11900 USO ce Cnages (Creating and Submitting an Expense Report 6. Select your expense items). Tip: Hold down the Shift key tomuli-select. 7. Click Ada to Report Note: The Add to Report button will be inaccessible if you have not sclected any expense items frst: Bac appses Enowledge sharingion Expenses - Ora‘ ee Travel and Expenses expense tens Expense Reports 2 em 0 Aa oo Available Expense tome sae" opie Acti = AatioRopet Croton Cua ier ZAtW6 Mectnens 100.0680 41085.08%)s0 sconce sues 8, Fter Purpose: Supplies, 9, Select the Hhave read ani! accept the corporate traveland expense policies check box. 10, Click Submit, Create Expense Report tet 1,165.00usp Expense tems (2) ad janetc snes {068.0050 voomee ope os stsrnent nee setae © 100.000 xn cnaes 11. Click OK to confirm. Bre aonsneSao a | Oracieappst | Traveland Expenses] 5 expense report submitted for approval, PrintRepat expense Reports 1 nro ‘Available Expense items, AetoesY —suctomipert ¥-f ceatenem Creme apr Ses tes tts ttn + 12, Sign out. ‘Manager Approves Expense Report 13. Log in as Manager 14, Select Recent Notifications (bell icon in top toolbar, 15, Click Action Required: Expense Report Approval... for xxxxx (USD 16, Review the expense report and any violations listed in the report. 17, Click Approve, Pending Notifications + More Details Enter search term Q Action Requited: Expense Report Approval minyetivo 0188014006 for Jenner Jackson (1-166.00 USD) ya Jennifer Jaceson Rojec Processing an Expense Report for Reimbursement To minimize the logins for this demo flow, the approver, auditor, and Accounts Payables user are the same. 18, Navigate to: Expenses >Auditing, BPrcappsas Enowledge sharingeat etter aene 19, Select: Task > Process Expense Reimbursements and Cash Advances. Auditing pense Resort 1+ Manage Expance Ranrts 4 Expense Reports Ponding Roviow 4+ Manage Exponce Aust Lit Met ‘+ Manage Cash Advances Wow w Famaty GF i Detach ReportNumber Person No catato pay 4 Expense Reimbursement and Cash Advance Requests Actors ¥ View Fomaty ji pewn -D Process Date Status 20, Enter the job parameters: = Business Unit : USI Business Unit = Type Expense Reimbursements 21, Click Submit Tax. Apps88 Enowledge sharingprecession Petter Process Expense Reimbursements and Cash Advances (Toe pee te end ena atpeten Basic Options 22. Click OK to confirm, 23, To verify successful completion of the process, click F5 to Refresh. Status will beSuccweded when complete, Auditing Repu Maar Fereon inant Date Pepe Total Aut Ranson Aa Tipe 4 Exponse Reimbursement and Cash Advance Requests poo veer fomaty FG owe oO Proce Oe sates Proce type fjord Auditors can review the invoice(s) created by using the clickable invoice count under the Invoices column. 24, Click Home to retur to the springboard. Processing an Expense Report Invoice 25, Navigate to: Payables > Invices. BPrcappsas Enowledge sharing26, Select the Recent Infotile Because OracleApps88 submitted the expense reimbursement process, the expense report invoices created as a result displaysin his Recent information tile, Other AP users can use the Manage Invoices UI to query expense report Contingent Worker expense reports are paid diveclly to their assigned supplier In this case, XXContingent Uses is ‘employed by GPSServices so the supplicr and supplier site values default to this supplier. 27. Select the Invoice Number and verify that the supplier and site are corwct 28, Selec: Invoice Actions > Validate, Invoices Seannet recet Divo) Hots Approval Prone 67 tion 0) ening a 3 ome 41. Reecte — Y 2 o = . uu we x — = oS es eee evoke Naber cnt Spe Sumpter akon Sate Aeon Stam i roe @ 11500090 3 Soest oust natant onc Pe A 386 29, Selec: Invoice Actions > Pay in Full Tax. Apps88 Enowledge sharing