pense Reporting

In this article, we will cover the below topics related to Oracle iExpense

Create a New Expense Report

Itemize an Expense Line
Withdraw an Expense Report
Update an Existing Report
Delete an expense report
View the Approval Status of an existing Expense Report

Creating an Expense Report in iExpense:

Creating an Expense report involves the below steps:
Log into iExpense Responsibility
Navigation: Expenses Home
1) Click on Create Expense Report button to create a new Expense Report

2) Enter the General Information required based on the description given below:
Name: Your full name (this would be defaulted).
Expense Cost Center: The cost center assigned to you (this is defaulted too). You can
change cost center but you will also need to select an alternate approver. Otherwise,
the report will be sent to your defaulted approver.
Reimbursement Currency: This indicates the currency that will be used to reimburse
your cash expenses (this field is defaulted to the US dollar).
Expense Template: Specify the template.
Purpose: Provide a description for the expense report here.
Alternate Approver: Select a different approver than the one defaulted. Generally
this is only

used if you change the Expense Cost Center. Click the flashlight to conduct a
search for an alternate approver.
Includes Foreign Currency Receipts: Check this box if any of your receipts are in
a currency other than the US dollar.

3) Click on Next to proceed or Save to save your work and come back to it later or
Cancel to Start Over.
4) If you have a Corporate Credit Card assigned and you have some outstanding
charges to be voucher, all such charges would be displayed for you to enter in the
Expense report.

5) Select the transactions you want to include as part of this Expense Report.

6) Click on Next
Enter Expense type and Justification (optional).
Click on Categorize as Personal if you dont want your company to pay the
Credit Card
Company.

7) Click on Next
In this page, you can enter the receipt based and Cash expenses.

Specify the Receipt Date, Receipt Amount, Expense Type and Justification.

Click the Details button to enter the Merchant details for the line. Click on Update to
save and Return to go back to previous screen to continue further.
Use New Line button to create a new line and Remove Line to remove the line.

Click on Update and then return.

Itemize an Expense line:

Say, you only have one receipt with many items. You can itemize each expense within
that receipt by clicking on the Itemize button. The following screen appears where
the details have to be entered.
Original Receipt Amount: This amount will carry over from the Enter Cash or Other
Expenses screen if you entered there. Otherwise enter the total receipt amount for this
particular expense line.
Expense Type: Select the type of expense for this particular item.
Start Date: Enter the first day this itemized expense was incurred.
Daily rate: Enter the rate per day for this item
Number of Days: Indicate the number of days this daily rate was incurred.
Receipt Amount: The system will reflect the receipt amount for this item.

Click update to update the calculated amount after making any changes followed by
Apply button to apply the changes made to the expense line and to return to the
previous screen. Click Cancel to cancel all changes
At the bottom of the above screen, you can see the calculations as below:
Total Business Expenses: Total Amount on this page
Personal Expenses: This would be the difference between Original Receipt amount
and the Total Business Expenses from this page.
8)Now you can also enter your Mileage Expenses by clicking on the Mileage
Expense Tab
Specify the Start Date, Justification, Unit of Measure and the trip distance.

Once the details are entered, hit on the Calculate button below. This would calculate
the reimbursable amount based on Mileage reimbursement policies.
9)Click Next. This will take you to the Review page where you could review your
expense entered before you submit to your Approver.

10)As you can see below is the summary. After reviewing click on Submit button to
submit the Expense Report.

11) Once submitted, a notification will be sent to the approver for Approval and a
confirmation page will be displayed as shown below.
Click on the Printable Page Button to open a printable version of the confirmation
page for records.

Once you submit the expense report, you can find it under Track submitted Expense
reports in the Expenses Home Page.

View the Expense Report Status:

The Report status indicates the status of the expense report. It can have the status as
follows:
Pending Manager Approval The submitted expense report is waiting for the
approver to approve.
Pending Payables Approval Approver has approved your report and has sent it on to
Payables to approve the expense report.
Pending Your Resolution Informs you that you were sent a notification explaining
the required action.
Ready for Payment Payables has approved the expenses and is preparing the
reimbursement.
Paid Reimbursement has been paid to you.
Withdraw the Expense Report:
You would want to withdraw an expense report if you need to make any corrections or
delete it after submission. This can be done only if the expense report hasnt been
approved yet.
To withdraw an expense report, go to the Expenses Report, under Track submitted
Expense Reports, Click the Withdraw Icon next to the desired expense report you
wish to withdraw.

The following page will appear. Click on Yes to withdraw and the approver will be
notified. Click on No to Cancel Withdraw.

Once you withdraw the Expense Report, you can see it under Update Expense
Reports in Expenses Home page.
Update an existing Expense Report:
To update an Expense report, click on the Update icon as shown below. Follow the
instructions given under Create Expense report topic.

Delete an existing Expense Report:

To Delete an Expense report, click on the Delete icon as shown below.

The below confirmation page appears. Clicking on Yes would delete the expense
report and No would cancel the Delete.

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FNDLOAD
The Generic Loader (FNDLOAD) is a concurrent program that can transfer Oracle
Application entity data between database and text file. The loader reads a
configuration file to determine which entity to access. In simple words FNDLOAD
is used to transfer entity data from one instance/database to other. for example if
you want to move a concurrent program/menu/valuesets developed in
DEVELOPMENT instance to PRODUCTION instance you can direct use this
command.

Steps to Move a Concurrent program from one instance(Database) to

other

Define your concurrent program and save it in first instance(for

how to register a concurrent program click here)
Connect to your UNIX box on first instance and run the following
command to download the .ldt file

FNDLOAD apps/apps O Y DOWNLOAD

$FND_TOP/patch/115/import/afcpprog.lct file_name.ldt PROGRAM
APPLICATION_SHORT_NAME="Concurrent program application short
name" CONCURRENT_PROGRAM_NAME="concurrent program short
name"

Move the downloaded .ldf file to new instance(Use FTP)

Connect to your UNIX box on second instance and run the
following command to upload the .ldt file

FNDLOAD apps/apps 0 Y UPLOAD

$FND_TOP/patch/115/import/afcpprog.lct
file_name.ldt

Note: Make sure you are giving proper .lct file in the commands and dont
confuse with .lct and .ldt files

These following are the other entity data types that we can move with FNDLOAD
1 - Printer Styles
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afcppstl.lct
file_name.ldt STYLE PRINTER_STYLE_NAME="printer style name"
2 - Lookups
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/aflvmlu.lct
file_name.ldt FND_LOOKUP_TYPE APPLICATION_SHORT_NAME="FND"
LOOKUP_TYPE="lookup name"
3 - Descriptive Flexfield with all of specific Contexts
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afffload.lct
file_name.ldt DESC_FLEX P_LEVEL=COL_ALL:REF_ALL:CTX_ONE:SEG_ALL
APPLICATION_SHORT_NAME="FND" DESCRIPTIVE_FLEXFIELD_NAME="desc flex
name" P_CONTEXT_CODE="context name"
4 - Key Flexfield Structures
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afffload.lct
file_name.ldt KEY_FLEX
P_LEVEL=COL_ALL:FQL_ALL:SQL_ALL:STR_ONE:WFP_ALL:SHA_ALL:CVR_ALL:S
EG_ALL APPLICATION_SHORT_NAME="FND" ID_FLEX_CODE="key flex code"
P_STRUCTURE_CODE="structure name"
5 - Concurrent Programs
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afcpprog.lct
file_name.ldt PROGRAM APPLICATION_SHORT_NAME="FND"
CONCURRENT_PROGRAM_NAME="concurrent name"
6 - Value Sets
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afffload.lct
file_name.ldt VALUE_SET_VALUE FLEX_VALUE_SET_NAME="value set name"
7 - Value Sets with values
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afffload.lct
file_name.ldt VALUE_SET FLEX_VALUE_SET_NAME="value set name"
8 - Profile Options
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afscprof.lct
file_name.ldt PROFILE PROFILE_NAME="profile option"
APPLICATION_SHORT_NAME="FND"
8 - Request Groups
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afcpreqg.lct
file_name.ldt REQUEST_GROUP REQUEST_GROUP_NAME="request group"
APPLICATION_SHORT_NAME="FND"
10 - Request Sets
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afcprset.lct
file_name.ldt REQ_SET
APPLICATION_SHORT_NAME="FND" REQUEST_SET_NAME="request set"

11 - Responsibilities
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afscursp.lct
file_name.ldt FND_RESPONSIBILITY RESP_KEY="responsibility"
12 - Menus
FNDLOAD apps/apps O Y DOWNLOAD $FND_TOP/patch/115/import/afsload.lct
file_name.ldt MENU MENU_NAME="menu_name"

13 - Forms Personalization
FNDLOAD apps/apps 0 Y DOWNLOAD $FND_TOP/patch/115/import/affrmcus.lct
file_name.ldt FND_FORM_CUSTOM_RULES function_name=FUNCTION_NAME

Note: UPLOAD command is same for all except replacing the .lct and passing any
extra parameters if you want to pass
FNDLOAD apps/apps 0 Y UPLOAD
$FND_TOP/patch/115/import/corresponding.lct
upload_file.ldt

Concurrent Program Registration

Overview:

Develop a report or PL/SQL Package to register as a concurrent program

Create Executable: Link it to Report file(.rdf) or PL/SQL Package created
Create Concurrent Program: Link to it executable defined in previous step
Enter Parameters and link Value Sets
Assign the registered Conc.Prog to a request group

Creating Executable:
Navigation: Login into Oracle Applications --> Goto Application Developer
Responsibility --> Concurrent --> Executable

Here we will register a oracle report as a concurrent progam

FIELDS:

Executable: This is User Understandable Name

ShortName: This is Unique and for system reference
Application: Under which application you want to register this Conc.Program
Description: Description
Execution Method: Based on this field, Your file has to placed in respective
directory or database.
Execution File Name: This is the actual Report file name. If you register a
PL/SQL Procedure in a package you have to give the packagename.procedure.
You dont need to specify any parameters in procedure here.

Action: Save

Create Concurrent Program:

Navigation: Application Developer --> Concurrent --> Program

FIELDS:

Program: User Understandable Program Name

Short Name: This should be unique name and for system reference
Application: Enter the application under which you want to register this
conc.prog
Executable Name: Enter the User Understandable Executable Name
Method: This will be populated automatically from Executable Definition
Output Format: Select the format of the output you want
Output Style: Select A4 to print on A4 Paper
Printer: You can default any printer or you can ente while submitting
concurrent program.

DEFINE PARAMETERS AND VALUE SETS

Navigation: click on Parameters button in above screen

FIELDS:

Seq: Its always better to enter sequences in multiple of 5 or 10. So that you
can insert any additional parameters if you want later in middle.
Parameter: Name the Parameter Field. This is for system reference
Description: You can see this discription While submitting the conc.prog.
Valueset: "15 Charachers" is the standard value set for Character input
parameters
Default Type: This field is not mandatory. If you want to default any particular
value to save time while submitting the concurrent program you can do so
here.
Prompt: This is the actual message displayed while submitting the conc.prog
Token: This is used to link this parameter to the parameter defined in actual
report file(.rdf)

Action: Save
Assing this Concurrent Program to a request group:
Navigation: Switch to "System Administrator" Responsibility --> Security -->
Responsibility --> Request

Action: Open/Double click

Action: Press F11

Action: CTRL+F11

Action: Select the First record in the "Requests" and then File --> New

Action: Enter Your User Readable Name of your concurrent program

Action: Save
Now Your Concurrent Program is ready to use from the responsibilities having "
Purchasing Reports" as Request Group.

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