TRAINING DOCUMENT

Internet Expenses
Administrator

Author:

William Arthur Green, Jr.

Creation Date:

March 26, 2007

Last Updated:

September 28, 2010

Control Number:

01

Version:

Approvals:
William Green

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William Arthur Green, Jr.

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Contents

Document Control ........................................................................................................ii

Auditing Expense Reports.............................................................................................4
Using Personalized Views.......................................................................................4
Auditing Expense Reports ......................................................................................7
Reviewing Allocations ..........................................................................................10
Policy Violations and Missing Receipts .......................................................................14
Importing Expense Reports ........................................................................................19
Maintaining Workflow ................................................................................................24
New Employees ..........................................................................................................29
Defining an Employee ..........................................................................................30
Signing Limits........................................................................................................32
Define Username..................................................................................................32
Synchronizing Workflow ......................................................................................33
Open and Closed Issues ..............................................................................................34
Open Issues ..........................................................................................................34
Closed Issues ........................................................................................................34

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Auditing Expense Reports

Internet Expenses Audit provides two pages for auditing expense reports:

Audit Expense Reports

Manage Expense Reports

The Audit Expense Reports page displays the detailed information of a single expense
report for you to conduct an audit. Click on the Manage Expense Reports subtab or the
Advanced Search link in the Audit Expense Reports page to display the Manage Expense
Reports page. The Manage Expense Reports page displays a table of expense report
headers that matches either the view you have selected or the advance search query
criteria you have entered. You can click on an expense report number in the Manage
Expense Reports page to drill down to the expense report in the Audit Expense Reports
page.

If your expense report audit process is receipt-based, then most of the time you will use
the Audit Expense Report page. You can enter an expense report number in the quick
search field, then click Go to display and audit the report.
If you are making use of paperless audit and auditing expense reports from the audit
queue, then you first use the Manage Expense Reports page to identify expense reports
for audit, then click on a report number link to audit the report. To streamline this
process, you can define a personalized view that contains your audit queue.

Using Personalized Views

You can create personalizable views in the Audit Expense Reports page and the Manage
Expense Reports page. You can personalize the table display in these ways:

Show/hide specific rows or columns

Change column order
Change column labels

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Determine the sort order

Determine the number of rows displayed per page

To create a personalized view:

1. In the Audit Expense Reports view, click on the
the Manage Expense Reports view.
2. Click on the
3. Click on the

link or Navigate to

button.
button to navigate to the personalization page.

4. To create a new view, you can start off with an already defined view by clicking
on the
button or click on the
button to create a view from
scratch.

5. Enter the personalized header information.

To set this view as your default view, check the "Set as Default" checkbox.
6. Choose the columns and column order for you new view.

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7. Next, choose the sort order.

8. To enter search criteria, choose the fields and enter the values. To add a new
column, select the field and click the
button.

Once the new field has been added, choose the value of that field.

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9. After the information has been entered, click the

button to navigate
to the personalized views form. To return to the advanced search form, click
the
button again.
10. To use the new view, select the view from the dropdown field and click the
button.

Auditing Expense Reports

Use the Audit Expense Reports page to audit an expense report. The header region
contains two optional fields to help manage receipt package information:

Receipt Package Received Date

Report Filing Number

Use the Receipt Package Received Date field to track how long it takes the AP
department to receive the expense report receipt package. When you first query an
expense report, Internet Expenses defaults the system date in this field, if there is no
receipt package received date. You can update the default value. If you are using an
audit list rule set with the Receipt package received after the maximum number of
days option, you must ensure that auditors update this field for all expense reports,
including both auto-approved expense reports and expense reports routed for paperless
audit.
Use the Report Filing Number field for additional information about where the receipt
package is stored.
To audit an expense report:
1. In the Audit Expense Reports Page, query the expense report you want to
review, audit, or approve. The Show/Hide setting is saved if the application user
is defined as an HR employee. You can navigate to the expense report by
enterieng the expense report or either navigate from the views in the search
form.
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Enter the "Receipt Package Received Date" field. Also, view any attached
receipts.
2. Check the Receipt Verified box for each line item that the accounts payable
department has both a valid receipt and all required information. If a line item
requires a receipt and the receipt is not verified, the item is subject to shortpay.
You can use the Set All Receipts Verified poplist to check or uncheck the Receipt
Verified box for all expense lines.

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Note: If an expense item does not require a receipt and if the Receipt
Required check box is not checked, then you do not need to check the Receipt
Verified check box. We recommend that you do not adjust the Receipt Missing
check box, since this value is entered by the employee to indicate that an
original receiptwas not available for submission.

3. If an expense item is not reimbursable under your current policy guidelines, or if

you want to adjust the amount for another reason, then adjust the amount of
the expense item in the Amount field. Include an Adjustment Reason to the
Shortpay Reason and Shortpay Comment columns. If appropriate, use the
Receipt Verified check box to indicate if your accounts payable department has
received a valid receipt for this item from the employee. If the expense item
requires a receipt and if the receipt is not verified, then the item is subject to
shortpay.
Note: The Allowable Amount field only contains a value if the receipt for the
Accommodations, Car Rental, Meals, or Miscellaneous categories contains a
policy violation.

Oracle Workflow, in its standard configuration, will automatically notify the

employee of an adjustment to the expense report when you save your changes.
The workflow notification only includes the Shortpay Comment.
4. If an employee does not provide sufficient information for an expense item, you
can shortpay the expense item. To shortpay an expense item due to insufficient
information, include a Shortpay Reason and Shortpay Comment indicating what
information the employee needs to provide, and check the Policy Violation
Shortpay check box.
5. If appropriate, check the Receipt Verified check box for the expense item.
Oracle Workflow, in its standard configuration, will automatically notify the
employee to provide the missing information about the item to the accounts
payable department.
6. Use the seeded views (Accommodations, Airfare, Car Rental, Meals, Mileage,
Per Diem) to review information specific to an expense category.
Note: If you change any information at the receipt lines, you must save the
changes before you can change the view.

7. If you want to add this employee to the audit list, click the Always Audit
Employee button.
8. After completing your review and audit of an expense report, including receipt
verification and adjustment, click the Complete Audit button. Once you click
Complete Audit, you cannot change the receipt level information of the expense
report.

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Reviewing Allocations
Internet Expenses automatically derives the account using the accounting rules you
define using workflow. The workflow uses the default account assigned to the
employee account to get the the balancing segment and the default cost center. The
account segment comes from the expense type define in the expense report template.
However, during the audit process, the manager may need to review the accounting and
make changes.
Changing the Accounting
1. While reviewing the expense report, click on the
to the allocations form.

2. To modify the accounting, click on the

flexfield form.

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tab to navigate

button to open up the accounting

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3. Click on the

button to open up the segment value form to choose a value.

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4. After selecting the values, click on the

button to find the code
combinations that have already been defined.

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To add the account to your expense report line click on the

button. If the
account does not exist, click on the
button to create the new
combination.

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Cash Advances
Advances are created in Oracle Payables as prepayment invoice types. Once an advance
is paid to an employee, the advance becomes available in Oracle Internet Expenses for
application. Below is how you create and apply cash advances.
1. Create and pay a prepayment invoice.

2. The employee then creates an expense report.

3. The expense report is approved by the employee's manager.

4. When the audit manager audits the expense report, if the employee has
available advances, a new section for advances is visible. This section will not be
visible for expense reports that do not have advances available.

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5. The manager can then choose the cash advance and the amount they wish to
apply to the expense report.
6. The expense report can then be imported into payables for payment along with
all other expense reports.

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Policy Violations and Missing Receipts

Internet Expenses allows you the ability to partially pay expense reports without placing
a hold on the entire expense report. For example, you receive an expense report that is
missing receipts for one of the line items. With this feature, you can pay the remaining
lines of the expense report and create a new expense report automatically for the line
missing the receipt. An expense report can also be partially paid because of policy
violations.
To Partially Pay an Expense Report
1. From the "Internet Expense Auditor" responsibility, locate the expense report
you wish to audit.
2. Review the receipts and expense lines as before. See Auditing Expense Reports
for more information.
3. For all expense report lines meeting the requirements, check the "Receipts
Verified" checkbox.

4. To record discrepancies, navigate to the exceptions form by clicking on the

tab.
5. To record a missing receipt, choose "Missing Receipts" in the "Audit Issue" field
and leave the "Receipts Verified" field unchecked.

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6. To record a policy violation, choose "Policy Violation" from the dropdown

list in the "Audit Issue" field. Also check the "Receipts Verified" checkbox and
the "Policy Non-Compliance" checkbox.

7. In each case, 5 and 6 above, an email notification will be sent to the owner of
the expense report informing him of the policy violation or the missing receipts.

Also, a new expense report will be created for the amount of the missing
receipts or policy violations. For each successive violation or modification a "-1"
will be added after the original expense report number.

In the example above, if expense report IE13942-1 was modified again for policy
violations, the new expense report number would be IE13942-1-1 and so on.
For missing receipts, the user can choose one of the following options:
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If you click "Will Send Receipts", the report goes back to the expense report
auditor to be audited. If you click "Request manager Approval", the expense
report will go back to your manager(s) for approval.
For expense reports with policy violations, the user can choose one of the
following options:

To send the payables department more information, the user can choose the
"Send Additional Information" button.
For both types, missing receipts and policy violations", the user can delete the
expense report, reassign the expense report to another employee to respond or
request more information from the payables department.

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Importing Expense Reports

To import expense reports, you must log on with the GME Internet Expense Report
Manager responsibility. After expense reports have been audited by the payables
department, they are ready to be exported to Oracle Accounts Payable.
To Export Expense Reports to Payable
1. Navigate to the expense report page by clicking on the

button.

2. Enter report parameters

Report Name:

Report Parameters:

Schedule:

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Notification:

Printing:

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Review Parameters and Submit:

3. Click the "OK" button and review the status of the request.

To Review the Request Status

1. Note the request ID and click on the
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button.
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2. Enter the request ID and click on the

button and click on the
link to review the status of the request.

You can review rejections, holds, invoices and prepayments associated with the
request ID. You can also search on the following parameters:
Request Date
Organization Name
Employee name
Supplier name
Invoice Number
Rejection Description
The additional parameters allow the manager the ability to research expense
reports exported earlier.
Notifications
If some expense reports are rejected, an email notification will be sent to the person
that submitted the request.

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Maintaining Workflow
Oracle Internet Expenses processes are controlled by embedded workflow processes.
You can modify how internet expenses process expense reports by adjusting attributes
as well as creating custom processes.
However, from time to time, the internet expense processes fail and the system
administrator has to correct the issues with the workflow. For most failures, the system
administrator will receive an email notification of all errors. For some errors, the system
administrator can respond directly in the notifications window. But for some errors, the
administrator will have to navigate to the "Status Monitor to view the status of
submitted expense reports and perform corrective actions.
When you access the Status Monitor, you can search for the workflows you want to
review.
Note: If you have full workflow administrator privileges, you can search for
workflows owned by any user. If you only have specialized workflow
monitoring privileges, you can only search for workflows to which you have
been granted access. If you do not have workflow administrator privileges,
you can only search for workflows that you own.

To Search for Workflows in the Status Monitor:

1. Use a Web browser to navigate to the administrator Status Monitor, using a
responsibility and navigation path specified by your system administrator.

2. In the Workflows page, search for the workflows you want to review. The search
criteria are:

Workflow Type - Select the workflow item type you want to review. The
display name for the workflow type you select populates the Workflow Type
field, and the internal name for the workflow type you select populates the
Type Internal Name field.

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Type Internal Name - Enter the internal name of the workflow type you
want to review, if you want to enter the internal name directly instead of
selecting a value. To fine expense reports, enter "APEXP" as the internal
name.
Workflow Owned By - If you have workflow administrator privileges, select
the user who owns the workflows you want to review.
If you do not have workflow administrator privileges, you can only search
for workflows that you own. In this case, Oracle Workflow displays your
name as a non-editable value in the Workflow Owned By field.
Item Key - Enter the item key that uniquely identifies the workflow you
want to review. You can enter a partial value to search for workflows whose
item keys begin with that value.
User Key - Enter the user key that identifies the workflow you want to
review. You can enter a partial value to search for workflows whose user
keys begin with that value. For expense reports, this will be the expense
report number.
Workflow Status - Choose the status of the workflows you want to review,
or choose Any Status to display workflows in any status.
o In Process - Workflows that do not have an end date (including
errored workflows)
o Complete - Workflows that have an end date
o Error - Workflows that do not have an end date and have at least
one errored activity
Workflow Started - Choose Today, This Week (last seven days), Last 2 Weeks
(last fourteen days), Last 30 Days, Last 60 Days, or Any Time to specify the
start date of the workflows you want to review. All the start date ranges
include the current date; for example, Last 2 Weeks includes today as well
as the previous thirteen days.
Note: You must enter at least one of the following criteria when you search in
order to limit the size of the results list.

o Workflow Type
o Type Internal Name
o Workflow Owned By
Workflow Started - If you search only by this option, you must select a
specific start date range. You cannot use Workflow Started with the Any
Time value as your only search option.

You can also enter the following additional search criteria to search for workflows
by activity characteristics.

Activity Status - Select an activity status to display workflows with one or

more activities in that status, or select Any Status to display workflows with
activities in any status. You can choose the following statuses:
o Active

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o Complete
o Deferred
o Error
o Notified
o Suspended
o Waiting
Waiting for Response From - Enter a role to display workflows with activities
that are waiting for a response from the specified recipient.
Days Without Progress - Enter a number of days to display in-process
workflows with activities that have not progressed in the specified time.

3. The results region displays the workflows that match your search criteria.
Note: If you only have specialized workflow monitoring privileges, the results
region displays only workflows to which you have been granted access.

To view the error details for an errored workflow, select the error icon or
the error link in the Status column.
To send e-mail to the owner of a workflow, select the user link in the Owned
By column.
To view child workflows for a workflow, select the
in the Child
Workflows column.

4. Use the monitor buttons to drill down to additional information for a workflow.

To review the activities executed within a workflow, select the workflow

and select the Activity History button.

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The Activity History page shows information about the activities

executed for a workflow. The page identifies the displayed workflow by its
workflow type internal name and item key, as well as by its user key, if it has
one.
If you have the appropriate workflow administrator privileges, you can use
the activity administration buttons to perform administrative operations on
any activities that are not yet complete.
To skip an activity and force the workflow to transition to the next activity,
select the activity and select the Skip button. In the Skip page, enter the
result value to assign to the activity if required.
Note: You cannot skip a suspended process activity. You must resume the
process before you can skip it.

To retry an activity, select the activity and select the Retry button.
Note: You cannot retry a suspended process activity. You must resume the
process before you can retry it.
Note: You can also use the Retry Errored Workflow Activities concurrent
program to retry multiple errored activities for a particular item type at once.

To view the status diagram for a workflow, select the workflow and select
the Status Diagram button.

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To review notifications sent by a workflow and participant responses, select

the workflow and select the Participant Responses button.
To view details for a workflow, including the workflow type definition and
current workflow attribute values, select the workflow and select the
Workflow Details button.

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New Employees
In order to create an Oracle Internet Expenses user, you must be sure to configure the
application properly to ensure that the expense reports are routed properly and the
accounting is properly created. If a user logs onto the application and chooses the
internet expenses responsibility, the application will validate that the user is properly
defined.
The following attributes will be validated:
1.
2.
3.
4.
5.
6.

The user must be an employee

The employee must be assigned a default expense account
The employee must be assigned a supervisor
The employee must be assigned a signing limit
The username must be assigned to an employee
The username must be assigned an internet expense responsibility

Below is a diagram showing how all of the set ups are related:

The system administrator

can limit the functionality in
internet expenses by
excluding some menu
functions

Accounts Payable

Human Resources

System Administration

All internet expense users

must be assigned a
responsibility that gives
them access to the
application

6
Menu

Operating Unit

Responsibility

2
Default
Expense
Account

Assign

Synchronize

5
Workflow
Tables

User

1
Employee

The FND tables must be synchronized with the workflow tables so

that the approval workflow can route the expense reports through
the approval workflow.

10
Assign

Signing
Limits

3
Employee /
Supervisor
Hierarchy

Although the operating unit and menu are also part of the setup and affects the
functionality of Oracle Internet Expenses, they are only set up once and are not user
specific. They are only included in this diagram to show its relationship to the other set
ups.

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Defining an Employee
The key elements in defining the employee are the default expense account, supervisor
and email address.

The email address is used by workflow to send notifications. This is also the email
address that is assigned to the username when an employee is assigned to the
username. This information is also used when the username is synchronized with
workflow.

The majority of employee expense report checks are paid by wire. In order to send this
information to the bank, the bank routing number and bank account number must be
stored in the descriptive flexfield in the employee form. To display the descriptive
flexfield, click on the
field above the
button on the initial employee
form.

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You must also add a home address for the employee. The home address will be used by
Accounts Payable to create a site for the supplier that will be created during the
expense report import process.

The supervisor assigned to the employee defaults as the approver on any new expense
report created for this employee. Internet Expenses uses the Default Expense Account
to default the cost center and balancing segment for the charge account assigned to all
new expense lines created.
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Signing Limits
Managers can approve an expense report only if the total amount of the expense report
does not exceed their signing limit. The Manager (Spending) Approval Process in the
Expense Reporting workflow uses the signing limits you define to determine which
manager has authority to approve expense reports. You assign signing limits in your
primary ledger currency.
When you assign signing limits to a manager, you also specify a cost center to which this
signing limit applies. You can give managers signing limits for multiple cost centers.

Define Username
Once the employee has been defined, it must then be mapped to a username by the
System Administrator. Internet Expenses uses the employee information assigned to
the username to default the expense account and other pertinent information.

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In order to create an expense account, a user must be assigned a valid internet

expenses responsibility. Also, in order for an approver to view expense report detail,
they must also be assigned an internet expense responsibility.

Synchronizing Workflow
Workflow information is stored in different tables in Oracle from the user and employee
data. In order for the approval workflow to route and approve expense reports, the
employee and username information must be synchronized with workflow.
In order to synchronize the workflow tables, you must submit the "Synchronize WF
LOCAL tables" process from the concurrent manager with the following parameters:

This process can be scheduled to run nightly or can be kicked off each time a new user is
defined.

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Open and Closed Issues

Open Issues
1.

Closed Issues

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