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Using Oracle iExpenses, employees can enter and submit expense reports.
There is a Workflow process that is initiated behind when an expense report
is submitted which automatically routes expense reports for approval. Oracle
Internet Expenses integrates with Oracle Payables to provide quick
processing of expense reports for payment.
Process Overview
Approval Hierarchy
Administrative features in iExpense
Workflow Notifications — Error Handling
Process Overview:
The employees would be issued Corporate credit cards which could be used
for organization’s business expenses. The bank would send in all the credit
card transaction files on a daily basis or the agreed time interval. These
credit card transactions have to be loaded into
AP_CREDIT_CARD_TRXNS_ALL table using credit card transaction loader
programs. After loading credit card transactions data into the
AP_CREDIT_CARD_TRXNS_ALL table, the Credit Card Transactions Validation
program should be run to validate the loaded data. Once validated,
employees can enter these credit card transactions on expense reports to
get re-imbursement from the company.
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(Navigation: Account Payables responsibility – Employees>
Signing Limits )to determine which manager has authority to approve
expense reports. If the amount on the expense report exceeds the signing
limit of the approver, the expense report is automatically forwarded to the
manager of the approver. This goes up the management hierarchy until an
Approver is found who could approve the Expense report.
Attribute: ICX_HR_PERSON_ID
select wn.notification_id,
aerh.invoice_num,
TO_CHAR(wn.begin_date,'DD-MON-YYYY hh:mi:ss') begin_date,
wn.to_user,
wn.from_user,
wr2.display_name preparer,
wr3.display_name reported_for,
wn.status,
wn.mail_status mail_status,
aerh.expense_status_code ,
WR.email_address ,
aerh.total,
aerh.report_submitted_date ,
aerh.description,
from wf_notifications wn,
wf_item_activity_statuses was,
wf_items wi,
ap_expense_report_headers_all aerh,
WF_ROLES WR,
wf_roles wr2,
fnd_user fu,
wf_roles wr3
where 1=1
and wn.notification_id = was.notification_id
and was.item_type = wi.item_type
and was.item_key = wi.item_key
and wn.status IN ( 'OPEN', 'CANCELED')
and wn.message_name = 'OIE_REQ_EXPENSE_REPORT_APPRVL'
and aerh.invoice_num = wi.user_key
and aerh.expense_status_code IN ( 'PENDMGR', 'RESOLUTN' )
and WN.recipient_role= WR.name (+)
and wi.owner_role = wr2.name
and aerh.employee_id = fu.employee_id
and fu.user_name = wr3.name (+)
;
SENT: The notification has been successfully sent to the APPROVER.
Action: In such cases, RETRY would not work instead ask the preparer to
withdraw and re-submit the expense report.
MAIL: If the notification is not SENT to the approver, the status would be
MAIL.
Action: Ask the DBA to bounce the workflow. This would solve the problem
most times. But if it doesn’t i.e if the status is still MAIL, then RETRY the
activity ‘Request Approval from APPROVER’ using the Workflow
Administrator responsibility (demo below). If yet not sent, check the
Attributes like Approver’s email etc.
Action: Sometimes even if the status is BLANK, the notification is sent to the
approver. First check with the Approver to see if the notification is sent. If
not sent, RETRY the activity.
UNAVAIL: This would happen usually when there is problem with the
Approver’s preferences or Email address.
Action: Check the notification preference of the Approver using the below:
MAILTEXT
QUERY
DISABLED
MAILHTM2
MAILHTML
MAILATTH
Also check if the email address returned in the above query is a valid one
and matches with the one in HR Employee record (hr_employee table),
fnd_user table and the outlook email address.
Also check if the status is ACTIVE in the above query, if the APPROVER is an
existing employee and his FND_USER account is ACTIVE.
FAILED:
ERROR:
Action: Check the ERROR and act accordingly. Some sample Errors:
Check if the code combinations are all passed in correct and if it exists.
There is something wrong in the data which results in this error. If the
expense report errors out in this Stage i.e it has not passed the validation,
Status in expense report header would not be WEBEXPENSE and hence
cannot see this in AP.
–. No Approver/Performer ERROR:
If everything is fine, In the status monitor, query for the Item key
Click on Active History
Error Message 2405: Notification ‘1251131’ has bounced. Check mailer log
and discard folder. STATUS=ERROR ROLE=ABHI
Ask the DBA to resend the notification from Workflow mailer. This is due to
Mail Format or OUTLOOK version issues.
Error Stack
If all the attempts were futile in sending the notification to the Approver, the
last action to resolve would be to ask the approver to go to IExpense
responsibility and approve manually.
RETRY Demo:
Click Go
Select the Radio button and click on Activity History.
Select the Activity you want to RETRY say “Request Approval from
APPROVER” and click on the Retry button on the top.
Click on Submit button in the next screen.
Click Go
Select the Radio button and click on Activity History.
Select the Activity which you want to REWIND for example say “Request
Approval from APPROVER” and click on the Rewind button on the bottom.
Choose the activity to which you want the workflow to return in the next
screen and select the “Apply” button. This would REWIND the activity.