Iexpenses Overview 1

Internet Expenses Overview
Financial Applications Overview
Copyright 2004, 2007, Oracle. All All rights rights reserved. reserved.
Objectives
After completing this module, you should be able to do the following: Define Oracle Internet Expenses and its advantages Describe the expense reporting process, methods, and features Describe the product features Identify the workflow processes Describe product integration (overview)
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Copyright 2007, Oracle. All rights reserved.
Agenda
Overview Expense Reporting Process Expense Management Expense Reporting Methods Expense Reporting Features Product Features Workflow Processes Product Integration Overview
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Agenda
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Overview
Oracle Internet Expenses: A self-service application for employees to manage expense reports online
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Advantages of Using Oracle Internet Expenses
Oracle Internet Expenses is a tool that helps meet top management goals.
Controls cost and errors Improves employee productivity
Streamlines expense reporting
Accessible anywhere
Enforces policies/ statutory regulations compliance
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Agenda
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Expense Reporting Process

Employee creates expense report Manager approves report online AP approves online
Approved: AP creates payment; notifies employee
Wireless Credit Card Feed Disconnected (Spreadsheet) Web browser
Rejected: Workflow notifies employee

Policy Setting
Adjusted: AP creates payment; notifies employee
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Expense Report Import Program
The Expense Report Import Program converts expense reports created in the following applications into Payables invoices: Payables Internet Expenses Oracle Projects
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Agenda
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Expense Management
Expenses Home
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Expense Management
Expense Reports
Create New Expense Report Import Spreadsheet Expenses Export Save Search
Credit Card Transactions

Credit Card Transaction History
Advanced Search
Expenses Preferences
Field Default Preferences
Data Entry Preferences

Apply Cancel
Dispute Credit Card Transactions
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Agenda
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Expense Reporting Methods
Using a standard web browser Standard method of entering expense reports Access to corporate intranet and Internet Expenses
Using a wireless mobile device Web-enabled phone Pager PDA: Palm Pilot, Pocket PC, others
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Online Using Credit Card
Your company and credit card provider create an agreement
Employees use corporate credit cards for travel and other purchases
Credit card provider receives data
Employee selects transactions during expenses entry
Imports and loads credit card data to company database
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Disconnected Expense Reporting
Does not initially require access to your corporate intranet or Internet Expenses Ideal when traveling or away from the office Enter expenses in an Excel spreadsheet template and upload it to Internet Expenses later
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Agenda
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Expense Reporting Features

Changing Cost Centers
Entering Expense Reports for Others
Designating Approvers
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Entering Foreign Currency Expenses
Entering Foreign Currency Expenses Enter exchange rate Default exchange rate
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Saving In-progress expense reports

Access, update, submit
Reviewing expense reports

Display item detail and grouping
Viewing expense report history

Check status, line data, adjustment
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Itemizing receipts
Withdrawing expense reports
Duplicating expense reports
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Ad Hoc Reporting
Use Oracle Discoverer to develop ad hoc reports
Oracle Discoverer
Expense Report Export

Run the Expense Report Export concurrent program from the Internet Expenses Auditor and the Internet Expenses Audit Manager responsibilities
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Agenda
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Descriptive Flexfields
Descriptive Flexfields Fields used to collect required expense information Set up descriptive flexfields Map them to defined expense types
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Product Features
Multiple Expense Templates
Multiple Reimbursement Currencies
End Date to Expense Types
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Product Features
Missing Receipts
Receipt status remains required
Flexible Requirements for Original Receipts

Original receipts required for an expense type Original receipts required if expense exceeds certain amount
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Product Features
Line Level Refund Tracking Accounting
Split expense reports across cost centers at line level
Enter refunds Report refund on previous expense Apply refund to other expense
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Product Features
Required Justification and Purpose

Enter justifications for specific expenses Enter a purpose for all expenses
Expense Report Number Prefixes

Define a prefix for every expense report to identify invoices in AP
Collecting tax information

Indicate that an expense line includes tax Choose a tax code
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Product Features
Multi-Row Display Configuration

Modify page appearance and behavior
Client Extensions
Provided to extend functionalities
Expense Itemization Rules

Identify expense types for itemization
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Product Features
Credit Card Transactions

Expense reports automatically populated with credit card transactions
Home Currency in Workflow Notifications

Display expense report amounts in home country currency
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Product Features
Expenses Workflow Process Defines business processes for expense-related tasks Handles manager and AP approval process Customized process definitions Contact Us Enables end users to contact your help desk
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Product Features
Predefined Methods for Routing Expense Reports for Manager Approval

Go Up Management Chain One Stop Then Go Directly Go Directly to Person with Signing Authority
Expense Line Drill Down in Workflow Notifications Drill down to expense details Provides additional information to managers for effective decision-making
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Online Policy Compliance
Online Policy Compliance
Set up policy schedules based on location to enforce expense policies
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Per Diem and Mileage
Per Diem and Mileage Calculation

Time-based per diems Free meals and accommodations for per diems Distance mileage thresholds
Simple Setup for Per Diem and Mileage Policy Compliance

Set up operating unit options/rules Share, copy, end date, and/or mass update rate/policy schedules
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Location and VAT Setup
Locations Setup
Set up locations in rate and policy schedules
VAT Merchants Field Setup

Recapture data for VAT reclamation
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Short Paying and Adjusting Expense Reports
Short Paying Expense Reports

Create new expense reports from lines with missing receipts or inadequate justification Eliminate the lines short paid Reduce expense line total by the adjustment
Adjusting Expense Reports
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Audit Management and Automation
Audit Management
Expense report listings Currency/exchange rate All Verified shortcut Quick and advanced search Shared service center support
Audit Automation
Automate expense report processes related to audit
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Product Features
Audit Queue Balancing

Paperless audit workload among auditors
Expense and Violation Reporting

Management hierarchy Expense category Time period Policy violation types
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Product Features
Management Reporting by:

Employee name Cost center Period Expense report details Expense lines
Credit Card Outstanding Transactions Management Processes

Credit card transaction aging New options and parameters Escalated notifications
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Agenda
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Workflow Processes
Expenses Workflow
Defines the expense report review and approval process Initiated by expense report submission in OIE May split expense reports to multiple reports
Credit Cards Workflow

Aging Credit Card Transactions Inactive Employee Transactions Payment to Card Issuer Payment to Employee Process Invalid Credit Card Transactions Process Unassigned Credit Cards Unapproved Expense Report Unused Credit Card Transactions
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Expenses Workflow Process
Expenses Workflow Server Side Validation process Manager (Spending) Approval process Accounts Payable Approval process Short Pay Unverified Receipt Items Process Bothpay Process Rejection Process
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Agenda
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Oracle Projects Integration
Oracle Internet Expenses Oracle Projects
Oracle Projects integration helps employees enter projectrelated information when creating expense reports
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Oracle Grants Accounting Integration
Oracle Grants Accounting integration helps employees enter award information and collect award reimbursement
Oracle
Internet Expenses
Oracle Grants Accounting
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Oracle Approvals Management (AME) Integration
Oracle
Internet Expenses
Oracle Approvals Management integration helps build expense report approval rules based on header or line data
Oracle Approvals Management
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Other Product Integration

Oracle Application Object Library Oracle Systems Administration
Oracle Human Resources
Oracle Internet Expenses
Oracle Payables
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Summary
In this module, you should have learned how to: Define Oracle Internet Expenses and its advantages Describe the expense reporting process, methods, and features Describe the product features Identify the workflow processes Describe the Payables Invoice Import Program Describe product integration (overview)
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Iexpenses Overview 1

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Internet Expenses Overview

Financial Applications Overview

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Home Logout Preferences Help

Copyright 2007, Oracle. All rights reserved.

Advantages of Using Oracle Internet Expenses

Streamlines expense reporting

Enforces policies/ statutory regulations compliance

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Process

Approved: AP creates payment; notifies employee

Wireless Credit Card Feed Disconnected (Spreadsheet) Web browser

Rejected: Workflow notifies employee

Adjusted: AP creates payment; notifies employee

Copyright 2007, Oracle. All rights reserved.

Expense Report Import Program

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Credit Card Transactions

Data Entry Preferences

Dispute Credit Card Transactions

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Methods

Copyright 2007, Oracle. All rights reserved.

Online Using Credit Card

Your company and credit card provider create an agreement

Credit card provider receives data

Employee selects transactions during expenses entry

Imports and loads credit card data to company database

Copyright 2007, Oracle. All rights reserved.

Disconnected Expense Reporting

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Features

Entering Expense Reports for Others

Copyright 2007, Oracle. All rights reserved.

Entering Foreign Currency Expenses

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Features

Saving In-progress expense reports

Reviewing expense reports

Viewing expense report history

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Features

Withdrawing expense reports

Duplicating expense reports

Copyright 2007, Oracle. All rights reserved.

Expense Reporting Features

Expense Report Export

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Multiple Reimbursement Currencies

End Date to Expense Types

Copyright 2007, Oracle. All rights reserved.

Flexible Requirements for Original Receipts

Copyright 2007, Oracle. All rights reserved.

Line Level Refund Tracking Accounting