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Request Type Transaction Flow

Instance Details http://ebs1.xxxxxxx.com:8030

Date 26-May-2020

Submitted by

Verified & Approved by

Client Name Internal

Module Payables

Issue Owner

Problem Definition

Payables Expenses Report with Advance

Business Case

Payables Expenses Report with Advance

Solution Offered

Standard Process to Create Payables Expenses Report with Advance

Business Challenge

NA

Impact Analysis

NA

Transaction Process Test Case

The following are the steps are to be follow to process an expense report

1. Enter employees and their locations, expense addresses, Supervisors, and default expense accounts in the Enter Person
window.
2. Enter Human Resources Financials options and Expense Report Payables options.
3. Define the employee as a supplier using either of the following methods:
 Enable the Create Employee as Supplier Payables option to automatically create suppliers from employees when you

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submit Payables Invoice Import.
 Enter the employee as a supplier in the Suppliers window before submitting Payables Invoice Import for expense
reports.
4. Define expense report templates.
5. In the Payables Expense Reports window optionally apply holds and /or apply advances to the expense reports.

Enter Expense Reports with Advance


Prerequisites:-

1) The advance has a settlement date on or before the system date, is fully paid, is type Temporary, has the same
invoice and payment currency as the expense report, and has not been fully applied.

2) Enable Apply Advances options in Payable OptionsExpense Report Tab

 Navigation :- Payable Super UserInvoiceEntryExpense Reports

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You can pay an employee an advance (prepayment) and later apply the advance against an expense report to reduce the
amount you pay for an expense report.

You can apply advances to any expense report you can query in the Expense Reports window. You can apply an advance at
any time before submitting Payables Invoice Import for an expense report.

You can also apply advances to an expense report after you import it, just as you would for any other invoice. Query the
invoice in the Invoices window and use the Apply/Unapply Prepayments check box in the Invoice Actions window.

To apply an advance against an expense report:

1. In the Expense Reports window, enter expense report. Payables notifies you if the employee has outstanding
advances.

2. Check the Apply Advances check box. Enter information to apply one or more advances:

o To apply a single advance, enter the invoice Number of the advance (prepayment). Payables displays in the
Amount field the remaining amount of the advance up to the expense report total. If you do not want to apply
the full available advance to this expense report, change this to a lesser value.

o To apply multiple advances, leave the Number field empty. Payables applies all outstanding advances in
chronological order, starting with the oldest advance first, up to the amount of the expense report, unless you
specify a maximum amount in the Amount field. If you want to apply a specific advance first, enter the
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number of the advance (prepayment) in the Number field, then override the advance's available Amount and
enter a greater number. The system will then apply the specified advance first, then apply remaining advances
(oldest first) up to the Amount you specify.

3. Complete expense report entry and save your work.


Payables applies the advances during Payables Invoice Import.

4. You cannot apply advances to an expense report for more than the amount of the expense report.

For example employee Smith, Alex received advance Rs.2000

Navigation: Payables Super User InvoicesEntryInvoices

View Accounting of Prepayment Invoice

Apply advance in Expense report

 Navigation :- Payable Super UserInvoiceEntryExpense Reports

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If employee already have advance, while entering expense report after enter employee details system will give the alert
note

Employee/Number. Name and number of the employee. This employee will become the supplier on the invoice Payables
Invoice Import creates. Before submitting Payables Invoice Import for expense reports you should either enable the Create
Employee as Supplier Payables option, or enter the employee as a supplier in the Suppliers window.

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GL Account. GL Account for the employee. This value defaults from the Enter Person window. You cannot enter an account
you have defined as a summary account.

Payables overlays the employee's GL Account with the segment values defined for an Item's GL Account.

Send To. Location to which the payment will be sent. Defaults from the Enter Person window.

Date. Period ending date for the expense report. Payables uses this date as the invoice date and the GL Date for the invoice
created from the expense report. When you submit Payables Invoice Import you have the option to override this date.

If the date you enter is in a future closed accounting period, Payables will not import the expense report and will list it on
the Invoice Import Exceptions report. If the date you enter is a date in a closed accounting period in the past, when
Payables imports the expense report, it will use the first day of the current accounting period as the GL Date.

Invoice Num. Number Payables uses as the invoice number when it creates the invoice. The number must be unique for the
employee. If you do not enter a value, the invoice number will be the Date you enter.

Description. Description of the expense report. This will become the invoice description and it will appear on reports.

Hold. If you enter a user-defined hold name in this field, Payables automatically applies this hold to the invoice that
Payables Invoice Import creates from the expense report. You cannot pay or post the invoice until you release the hold by
using the Invoice Holds window.

Invoice Currency. Currency that will be the invoice currency and the currency in which the invoice will be paid.

Amount. Total amount of the expense report.

Lines Total. Payables displays the cumulative sum of the expense report item line Amounts. You cannot save the expense
report unless the Lines Total equals the Amount you enter in the previous field.

Withholding Tax Group. If you want to default a withholding tax group to each item you enter, enter a withholding tax
group for the expense report. Alternatively, you can leave this field empty and enter a withholding tax group for individual
items.

Function Region

This region displays functional currency information.

Currency.  Payables displays your functional currency.

Type. Type of exchange rate between the expense report currency and your functional currency (Spot, Corporate, User, or
User-defined). If the expense report currency and your functional currency are different currencies and have a predefined
fixed rate, you can also select EMU Fixed as the Type.

Date. The date used to determine functional rate. You can override the Payables default of the system date.

Rate. If you selected the User rate type, enter the Rate. Otherwise, the Rate will default from the GL Daily Rates Table if you
have defined a rate for the Type and Date you selected. If a rate is not defined in the GL Daily Rates Table, you can define it

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later and then submit the Auto Rate program. If the Invoice Currency is different from your functional currency, and both
currencies are associated fixed-rate currencies, Payables will enter the fixed rate.

Payment Region

Currency. The currency in which the expense report will be paid. The default is from the Send to supplier site, if a supplier
site exists for the employee. Otherwise the default is from the default currency in the expense report currency. If the
expense report invoice currency is a fixed-rate currency such as Euro or another EMU currency, you can change the value to
an associated fixed-rate currency.

Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays
EMU Fixed. If the invoice and payment currencies are the same, you cannot enter a value in this field.

Date. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, enter the date the
Payment Cross Rate is effective. Payables displays the value you entered for Date as the default. If the Date is null, Payables
displays the first date of the first period. If the invoice and payment currencies are the same, you cannot enter a value in
this field.

Rate. If you are making a payment in a different currency than the expense report, and both currencies are associated fixed-
rate currencies, Payables displays the fixed cross rate. You cannot update this value in this window. If the invoice and
payment currencies are the same, you cannot enter a value in this field.

Apply Advances Check box

Apply Advances. Enable this check box if you want to apply employee advances (prepayments) to an expense report.
Payables performs the applications during Payables Invoice Import. After you enter the employee name in this window,
Payables notifies you if there are prepayments available to apply. You can apply an advance only if it has a settlement date
on or before today's date, it has been fully paid, it is not fully applied, and it has the same currency and supplier/employee
as the expense report.

Payables automatically enables this check box if you enable the Apply Advances Payables option and there are available
advances.

Attention: If you do not want to apply advances to an expense report you must disable the Apply Advances check box. If the
check box is enabled, Payables will apply all available advances to the invoice even if the Number and Amount fields are
empty.

Payables prevents you from enabling this check box if there are no outstanding advances to apply. Payables applies the
advances you specify when you submit Payables Invoice Import for an expense report.

Number. Invoice number of a specific prepayment you want to apply. Leave this field blank to apply all available advances
in chronological order, starting with the oldest prepayment first, up to the amount of an expense report.

Amount. If you are applying prepayments, the maximum currency amount of the prepayments you want to apply to an
expense report. If you leave this field and the Number field blank, Payables applies available prepayments up to the amount
of an expense report. If you specify a prepayment number in the previous field, Payables enters the unapplied prepayment
amount up to the amount of the expense report. You can decrease the amount Payables enters. Payables ensures that the
prepayment amount does not exceed the expense report amount.

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Reviewed By

The Reviewed region is used by Payables only if you install Oracle Web Employees.

Payables. Enable this check box if the Accounts Payable department has completed a review of Oracle Web Employees-
submitted expense reports, including a verification of receipts.

Management. Oracle Workflow checks this check box after all appropriate managers have approved this expense report.

Template. Expense report template you are using to enter the expense report. Expense report templates determine the
expense report items you can select. You define expense report templates in the Expense Report Templates window.

Item. Name of an expense item. The items you can enter depend on the template you enter for the expense report.

Amount. The amount for an expense item. If the sum of the expense item amounts does not equal the Amount you entered
for the expense report, you cannot save the expense report.

Attention: Do not delete expense items entered in Oracle Web Employees. Instead, adjust the expense item amount to
zero.

GL Account. Payables displays the default account for the expense item you enter. When you define a default account for
an expense item, you do not have to enter a value for every segment of the account because it gets combined with the
employee's GL Account during Payables Invoice Import. You cannot enter an account that you have defined as a summary
account.

Tax Code. Tax name for this expense item line. Payables does not allow you to enter a tax name with an Offset tax type in
this field. 

Expense Audit Tab

The Expense Audit region is used by Payables only if you install Oracle Web Employees.
Justification. The justification for the expense item. Entered by the employee in Oracle Web Employees.
Receipt
 Verified. Check this box if the employee has sent a receipt to Accounts Payable for this item.

 Required. This check box is enabled if you indicated in the Expense Report Templates window that a receipt is
required for this expense item.

 Missing. This box is checked by the employee if the original receipt is not available for an expense item. After the
employee submits the expense report with a receipt missing check box enabled, Oracle Workflow, in its standard
configuration, will indicate to management in the approval notification whether an original receipt is missing for an
expense item.

Adjustments Tab

Adjustment or Short Payment Reason. The adjustment reason is used by Payables only if you install Oracle Web Employees.
If you adjust or short pay the expense report item that the employee entered, enter an adjustment reason.

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Policy Violation Short Payment. Check this check box to perform a policy violation short pay for an expense item for which
the employee has not provided sufficient information.

After save, run the Expense report export program to process Invoice

View Request

In Parameters select source as Payables Expense Reports

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Review the Output

Can check this expense invoice in AP Invoice workbench

 Navigation: Payables Super User InvoicesEntryInvoices

Expense invoice automatically adjust with created Invoice

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Validate and do the Create accounting for this Invoice.

If employee spend more than advance then do the remaining payment or get refund from employee

View Accounting of AP Invoice

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Accounting Entry

Event Account Type Account Name Debit Credit Narrations


AP Invoice Prepaid Expense Prepaid Expense 2000 Prepaid Invoice Entry
AP Invoice Liability Accounts Payable 2000
AP Invoice Expense Misc. Expense 1000 Expense Invoice Report Invoice
AP Invoice Liability Accounts Payable 1000
AP Invoice Liability Accounts Payable 1000 Prepayment application entry
AP Invoice Prepaid Expense Prepaid Expense 1000

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