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At this stage the role of iExpense is over and Payables module takes over. The expense report is
imported into Payables to create AP Invoices to be paid off to the employee. The seeded import
program, “Import Expense Reports” is used to import expense report and create the invoices.
Tax codes
Template setup
Create the various templates here. The expense items for each template will correspond to which heads
the user can use when they select the template.
Scroll right
Template setup
Select the GL account that should correspond to the expense item. This will default on the expense
allocation page in the expense report
Template setup
Itemization
This form shows which items should be itemized. Now we’ll setup the default template for this
operating unit.
Pay Group
Create the pay group which will be assigned to the AP invoices imported from iExpense into AP. We
have created PAY_ALONE_INT.
Payables Options
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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
Currency
If Use Multiple Currencies is checked then the expense reports as well as the AP invoices, can be
entered in all the currencies other than the default currency of this set of books.
Expense Report
The default template is set here, as well as Payment Terms and other parameters. Note that we have
attached the Pay Group, we had created for Expense Reports, in this form.
Financials Options
Accounting
Expense Clearing Account will be the default liability account for iExpense expense reports imported in
to Payables.
Human Resources
Set the Expense Reimbursement Address to the supplier site. Check “Use Approval Hierarchies” box so
that workflow uses the employee hierarchy if you do not want to use AME.
To setup credit card expense report usage navigate to Setup > Credit Cards > Card Programs
Enter the details of the corporate credit card program, like the credit card issuing organization, the
currency, expense clearing account, etc.
Now employees will be setup to enter credit card expenses that will actually come from the credit card
issuing organization.
Create the signing limits for managers who would be approving the expense reports
Enter the signing limits for all the employees who are designated approvers for Oracle Internet expense
reports.
Create the supplier entries associated with the employee so that the employee can be reimbursed for the
expenses incurred by him. Also the employee salaries can be paid to him once he is set up as a supplier.
Employee as Supplier
Note that the Type of supplier is Employee and the employee Number is entered in Classification tab.
Click on Sites.
Supplier site
The supplier site for the employee is displayed. Note that the Site Name is OFFICE as it is set in the
Human Resources tab in Financial Options setup (shown above).
Accounting setup
Accounting setup
Chart of Account
Context setup
Select the operating units which will be enabled for Oracle Internet expense
Policy setup
Policy
Policy details
Click Next
Meal policy
Select and add the location you want to add in the policy. Click Next
The operating unit is defaulted here. We can set the tolerance for exchange rates of different currencies.
Click on Individual Currency Tolerances.
Currency tolerance
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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
We can have a different tolerance for 1 single currency. Select a currency and click on Add to Selections
button.
Tax rules
Audit Rules
Audit rules
Audit rules
As you can see above, different operating units can have different audit rules.
Credit Card
Set the limit on the maximum number of days the credit card transactions will be allowed to wait
before submitting those expenses by the user.
Requests setup
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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
The rates can be uploaded from this screen for a schedule, i.e. between any two dates.
Create responsibilities
We need to create iExpense responsibilities to be given to the users so that they can enter the expenses.
Create responsibility
The responsibility should be enabled for Self Service applications and the menu should be
IEXP_ENDUSER. In the example shown above we are using a customized IEXP_ENDUSER menu.
Profile options
We have to set another profile option, GL: Set of Books Name, for this responsibility. A list of iExpense
profile options are given below which need to be set as per business requirements.
iExpense
Profile
options
OIE:Allow
Credit Lines
OIE:Allow
Non-Base
Pay
OIE:Approver
Required
OIE:CC
Approver Req
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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
OIE:CC
Payment
Notify
OIE:Carry
Advances
Forward
OIE:Enable
Advances
Payables
OIE:Enable
Approver
OIE:Enable
Bar Code
OIE:Enable
Cost Center
OIE:Enable
Credit Card
OIE:Enable
DescFlex
Lines Only
OIE:Enable
Expense
Allocation
Splitting
OIE:Enable
Expense
Allocations
OIE:Enable
Policy
OIE:Enable
Project
Allocations
OIE:Enable
Project
Expenditure
Organization
OIE:Enable
Tax
OIE:Grace
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Period
OIE:Purpose
Required
OIE:Report
Number
Prefix
At this point iExpenses is ready to be used by the organization. We now need to provide the
responsibility to the users.
User setup
The Securring Attribute, ICX_HR_PERSON_ID, has to be set to the person id of the user, who is an
employee, to the person_id as set in PER_ALL_PEOPLE_F table.
Note: If the securring attribute is set on an Apps user to which no employee is connected, then this user
will be able to enter expense reports for the employee whose person id is attached to this user in the
securring attribute.
Now the user is ready to enter expense reports. Similarly we have to set up other users so that they can
access iExpense responsibility to enter expense reports.
Setup a user as an expense report auditor
Create a new responsibility as a copy of the seeded responsibility, Internet Expenses Auditor.
Attach the operating unit to the responsibility by giving a value to MO: Operating Unit profile option.
Now once this responsibility is attached to the user(s), any expense report that is in state, Pending
Payables Manager Approval, can be viewed through the responsibility.
The user is now all set up to audit expense reports, i.e. as approve the expense report as Payables
Manager within the expenses workflow.
A sample BR100 is given here for reference. BR100 Oracle Internet Expenses.This can be customized
according to document all configurations for different businesses for Oracle iExpense implementations.
I love sleeping, watching Hollywood blockbusters, my Wii, road trips and watching my 4 year old son
grow up. In between I try to squeeze in some time to go to work.
View all posts by Abhijit Ray »
Discussion
1. Great details Abhijit. I have a questions on auditor. Currently, in our company auditor reject
expense, but email to user (whose expense got rejected) is going from his supervisor. What is the
configuration I need to do, so email goes from actual auditor rather than from his supervisor.
FYI.. We have employee/supervisor hierarchy built in for Oracle iExpense. No AME, NO position
hierarchy.
Please advise.
-Abhijit
oraclemaniac.com/2012/03/18/oracle-internet-expensesiexpense-setup/ 10/12
11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
is there any standard setup to achieve this? or only option is customizing the workflow?
Rgds,
-Kamal
Yes, the APEXP workflow needs to be customized for this requirement. I’m not sure at which
point audit_code column is populated.
-Abhijit
Can i get the Updated setup Document for I expense and Invoice Approval workflow (Oracle R12)
-Abhijit
Nice one and helpful. can you please guide how to manage i-expenses. EX: setting expense to
“pending manager approval status” from “pending system administration status”.
oraclemaniac.com/2012/03/18/oracle-internet-expensesiexpense-setup/ 11/12
11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes
thanks,
Sailaja
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