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Oracle
Financials Cloud
Implementing Expenses
Release 13 (update 17C)
Oracle Financials Cloud
Implementing Expenses
Release 13 (update 17C)
Part Number E84480-03
Copyright © 2011-2017, Oracle and/or its affiliates. All rights reserved.
Author: Carol Ann Lapeyrouse
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Oracle Financials Cloud
Implementing Expenses
Contents
Preface
1
i
Expenses Configuration
1
Viewing Details About Predefined Scheduled Processes: Explained .......................................................................... 1
FAQs for Expenses Configuration
2
............................................................................................................................. 1
Credit Card Data
7
Corporate Card Transaction Files: How They Are Processed
Payment Liability: Critical Choices
.................................................................................... 7
........................................................................................................................... 11
Accounting Entries for Corporate Card Transactions: How They Are Distributed ..................................................... 13
File Format and Delivery: Points to Consider
Creating Corporate Cards: Points to Consider
Mapping Rules: Explained
Wait Days: Explained
........................................................................................................... 15
........................................................................................................ 17
....................................................................................................................................... 18
.............................................................................................................................................. 20
Corporate Card Issuer Payment Requests for Company Pay Transactions: How They Are Processed ..................... 22
Corporate Card Transactions for Inactive Employees: How They Are Processed ..................................................... 25
Downloading Corporate Card Transaction Files From American Express: How They Are Processed ........................ 28
Uploading VISA, MasterCard, and Diner's Club Corporate Card Transactions Files: Procedure ................................ 29
Enabling Pretty Good Privacy (PGP) for Corporate Card Transaction Files: Procedures ........................................... 30
Setting Up to Receive Tokenized Files: Procedures
FAQs for Credit Card Data
................................................................................................ 32
..................................................................................................................................... 34
Oracle Financials Cloud
Implementing Expenses
3
Expense Policies and Rules
Configuring Approval Rules: Explained
Defining Approval Rules: Explained
37
.................................................................................................................... 37
......................................................................................................................... 43
Cash Advance Approval Rules: Explained
............................................................................................................... 51
Setting Up Approval Rules for Delegated Expense Reports: Explained .................................................................... 53
Customizing Terms and Agreements: Procedure
.................................................................................................... 54
Configuring Expense Policies: Points to Consider
................................................................................................... 58
Expense Category-Specific Fields: Explained
.......................................................................................................... 60
Capturing Tax-Related Information in Expense Reports: Explained .......................................................................... 61
Show or Hide the Tax Classification Code: Points to Consider
Capturing Company-Specific Information: Explained
Expense Types: Explained
............................................................................... 61
............................................................................................... 62
...................................................................................................................................... 63
Expense Templates: Points to Consider
................................................................................................................. 65
Expense Item Accounting: How It Is Derived
Entertainment Expense Policy: Explained
.......................................................................................................... 66
................................................................................................................ 68
Setting Up an Accommodations Expense Policy: Procedures
Setting Up a Meals Expense Policy: Procedures
Setting Up an Airfare Policy: Procedures
................................................................................. 71
..................................................................................................... 74
................................................................................................................ 76
Setting Up a Car Rental Policy: Procedures
............................................................................................................ 78
Setting Up a Miscellaneous Expense Policy: Procedure
Setting Up a Mileage Expense Policy: Explained
.......................................................................................... 80
..................................................................................................... 82
Completing a Mileage Rate Spreadsheet: Worked Example
.................................................................................... 84
Uploading Cumulative Mileage from a Third Party: Explained
.................................................................................. 88
Setting Up Expense Report Auditing: Explained
Audit Selection Rules: Explained
Audit List: Explained
...................................................................................................... 90
............................................................................................................................. 92
............................................................................................................................................... 94
Receipt Management: Points to Consider
............................................................................................................... 96
Expense Report Payment Hold Rules: Explained
FAQs for Expense Policies and Rules
.................................................................................................... 97
..................................................................................................................... 98
Oracle Financials Cloud
Implementing Expenses
4
Travel
103
Setting Up Prerequisites for Travel Partner Integration: Explained .......................................................................... 103
Setting Up a Travel Partner and Booking Sites: Explained
Setting Up Travel Integration: Explained
.................................................................................... 104
................................................................................................................ 107
Setting Up Travel Itinerary Validation Rules: Explained
.......................................................................................... 112
Resolving Travel Itinerary Import and Validation Issues: Explained ......................................................................... 114
Managing Trip Expense Reports
........................................................................................................................... 120
Automatic Trip Expense Reports: Explained
5
.......................................................................................................... 120
Image Processing
Receipt Images: How They're Processed
123
............................................................................................................. 123
Receipt Image-Processing Components: How They Work Together ...................................................................... 124
Setup Components That Affect Receipt Image Processing: How They Work Together .......................................... 127
6
Expense Reimbursements
139
Third-Party Expense Reimbursements: How They Are Processed ......................................................................... 139
Expense Report Data Flow Using a Third-Party Application
.................................................................................. 141
Oracle Financials Cloud
Implementing Expenses
Oracle Financials Cloud
Implementing Expenses
Preface
Preface
This preface introduces information sources that can help you use the application.
Oracle Applications Help
Use the help icon
to access Oracle Applications Help in the application. If you don't see any help icons on your page,
click the Show Help icon
in the global header. Not all pages have help icons. You can also access Oracle Applications
Help at https://fusionhelp.oracle.com.
Using Applications Help
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[email protected]
i
Oracle Financials Cloud
Implementing Expenses
Preface
ii
Oracle Financials Cloud
Implementing Expenses
1
Chapter 1
Expenses Configuration
Expenses Configuration
Viewing Details About Predefined Scheduled Processes:
Explained
You can use web services to run predefined scheduled processes.
Scheduled Processes
Before you can schedule a process, you must sign in as a corporate card administrator, expense auditor, or travel
administrator. When you sign in as a specific job role, you can then see processes that relate to your job role.
To schedule processes, perform the following steps:
1. Navigate to the Navigator and click the Scheduled Processes link to open the Scheduled Processes page.
2. Click the Schedule New Process button.
3. In the Schedule New Process dialog box, select the applicable process and click OK to open the Process Details
dialog box.
4. Select the applicable parameters for your process and click Submit.
Security
Privileges provide the necessary access to run specific scheduled processes. Privileges are granted to duty roles, which are
granted to job roles. To see which job roles inherit the needed privileges, use the Security Console or the security reference
manuals for the appropriate product family.
FAQs for Expenses Configuration
How can I access Expenses predefined flexfields?
Access predefined flexfields using the Define Flexfields task list as follows:
1.
2.
3.
4.
5.
6.
7.
8.
9.
In the Setup and Maintenance work area, search for the Define Flexfields task list.
Click the Define Flexfields task list link to display the tasks.
Click the task link that corresponds to the flexfields you are searching for.
Enter data for any of the search parameters and click Search.
If you don't know the flexfield name or the code, open the Module choice list and click the Search link.
In the User Module Name field, enter Expenses and click Search.
Select Expenses and click OK.
Click Search.
Select a flexfield and click the Edit icon to view its details.
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Chapter 1
Expenses Configuration
How can I access Expenses predefined lookups?
Access Oracle Fusion Expenses predefined lookups using the Define Lookups task list as follows:
1.
2.
3.
4.
5.
6.
7.
8.
9.
In the Setup and Maintenance work area, search for the Define Lookups task list.
Click on the Define Lookups task list link to view the Define Lookups tasks.
Click the task link that corresponds to the lookups you are searching for.
Enter data for any of the search parameters and click Search.
If you don't know the lookup type or the meaning, open the Module choice list and click the Search link.
In the User Module Name field, enter Expenses and click Search.
Select Expenses and click OK.
Click Search.
Select a lookup type to view its lookup codes.
Tip: To filter the lookup codes, click the Query By Example icon. Enter the term you want to filter on
and press Enter on the keyboard.
How can I access Expenses predefined profile options?
Access Oracle Fusion Expenses predefined profile options using the Define Profiles task list as follows:
1.
2.
3.
4.
5.
6.
7.
8.
9.
In the Setup and Maintenance work area, search for the Manage Profile Options task.
Click on the Manage Profile Options task link to open the Manage Profile Options page.
Enter data for any of the search parameters and click Search.
Alternatively, from the Application choice list, select Expenses and click Search.
If you don't know the profile option code or the display name, open the Module choice list and click the Search link.
In the User Module Name field, enter Expenses and click Search.
Select Expenses and click OK.
Click Search.
Select a profile option to view its details.
Can I implement Expenses in another country if I have already
implemented Expenses in one country?
Yes. You must set up applicable expense policies and rules, expense templates, and corporate card programs for the new
country's business units. New users can start entering expenses as soon as setup is complete.
Why do I have to configure the barcode font mapping?
To display and print the barcode properly on expense reports, you must map the barcode font to the correct font in Oracle
Business Intelligence Publisher Enterprise (Oracle BI Publisher Enterprise).
To do this, perform the following steps:
1. In Oracle BI Publisher Enterprise, sign in as a user with Administrator access.
2
Oracle Financials Cloud
Implementing Expenses
2.
3.
4.
5.
6.
7.
8.
9.
10.
Chapter 1
Expenses Configuration
In the toolbar, click the Catalog menu.
In the Catalog pane, open Shared Folders and then open the Financials folder.
Select the Expenses folder and then select the Printable Expense Report Template icon.
Click the Edit link. The Printable Expense Report Template tab appears.
In the toolbar, click the Properties icon. The Report Properties dialog box appears.
In the Report Properties dialog box, select the Font Mapping tab.
In the RTF Templates region, add a new row.
In the Font Family field, enter Bookman.
From the Target Font choice list, select 128R00.TTF.
Note: Code 128 is the barcode symbology provided with Oracle Fusion Applications.
11. Click the OK button.
12. To save the barcode font mapping, click the Save icon in the toolbar.
To use another barcode symbology, you must load the barcode font to the Oracle BI Publisher Enterprise Server and then
perform steps 1 to 12.
Note: At any point in time, you can have only one active barcode font mapping for the Printable Expense Report
Template. That is, only one active mapping can be used for the barcode font in the Printable Expense Report
Template.
Can I implement a country-specific version of Oracle Fusion
Expenses?
No. A country-specific version of Expenses isn't available. Expenses supports both global and local requirements.
How can I enable employees to enter expense reports?
To enable employees to enter expense reports, you must sign in to Oracle Fusion Global Human Resources as a Human
Resources specialist. Then you can create employee records. Whether you create an employee record for an existing or a
new employee, the mandatory Expense Entry Duty is automatically assigned.
For an existing employee, navigate to the Manage Employment page, select the employee's business unit on the Assignment
Details tab in the Assignment section. Then select the default expense account in the Expenses Information section.
For a new employee, navigate to the Hire an Employee page, select the employee's business unit on the Assignment Details
tab in the Assignment section. Then select the default expense account in the Expenses Information region.
How can I enable only a set of users to charge expenses against
projects?
The Project Expense Allocation Duty allows employees to charge expenses against projects and tasks. Manually grant this
duty role to the user when he or she is identified as a project user. To grant the duty role to the user, you must create a
custom role that contains the Project Expense Allocation Duty. Then assign the new custom role to the user.
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Oracle Financials Cloud
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Chapter 1
Expenses Configuration
Alternately, you can also assign the abstract role, Project Team Member, or the job role, Project Manager, to the user. The
user can then charge expenses to projects and tasks.
To enable project users to charge expenses to a project, they must also have a job assigned to them. Assign the job to the
user in the Setup and Maintenance work area by using the Manage Users page. Alternately, you can assign the job to the
user in the Person Management work area by using the Manage Employment page.
How can I enable some or all users to charge against other accounts
or cost centers?
The expense accounting privilege named Override Expense Account Allocation allows employees to charge expenses
against companies and cost centers that aren't their default company or cost center. If users must charge expenses to
other companies or cost centers, you can assign the privilege to some or all employees. To do so, navigate to: Setup and
Maintenance > Tools > Security Console.
How can I enable all account segments for expense report users?
Set the value for the EXM_ALLOW_FULL_ACCT_OVERRIDE profile option to Yes. When you set the profile value to Yes,
expense report users can change the segment values of expense accounts during expense entry to accurately reflect
the charge allocations of their expenses. You can set the value to Yes in the Account field on the Create Expense Item
page. Navigate to: Setup and Maintenance > Search Tasks: Manage Administrator Profile Values > Search:
EXM_ALLOW_FULL_ACCT_OVERRIDE.
How can I control automatic population of expense fields?
By creating the profile option, EXM_DFLT_FROM_PREV_EXPENSE, on the Manage Administrator Profile Values page
and setting the Profile Value to N at the site, product or user level. When the value is set to N, values that were previously
populating from an expense will stop populating. Instead, only the following fields are automatically populated on the Create
Expense Item page when you create multiple expense items:
• Date: Populated with the system date.
• Currency: Populated with the functional currency as set up in Human Capital Management.
• Company and Department: Populated with values that are set up in your default expense account in Human
Capital Management.
When the value is set to N, the following fields are blank since they no longer automatically populate values from the previous
expense item:
• Template
• Expense Location
• Project Number and Task Number
In addition, you can optionally prevent automatic population of the conversion rate by deselecting the Default conversion
rate check box on the Edit Conversion Rates and Policies page for a business unit.
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Chapter 1
Expenses Configuration
What's an expense location?
The location where the expense was incurred. Oracle Expenses Cloud captures expense location to enforce corporate
policies and to identify applicable tax rates. The application uses the location information, which is centrally stored.
Can I deploy Oracle Expenses Cloud as a stand-alone application?
Yes. You can deploy Oracle Expenses Cloud as a stand-alone application if you perform specific product tasks. In Setup and
Maintenance, search and select the Define Ledger Configuration for Rapid Implementation task list and the Define Taxes for
Rapid Implementation task list. Additional tasks to perform include: Manage Common Options for Payables and Procurement,
Manage Disbursement System Options, Manage Payment Methods, and Manage Payment Process Profiles. You must also
set up employees and their assignments in the application.
How can I enable third-party integration for expense report
payments?
You can specify a third-party reimbursement application on the Manage Expenses System Options page. The default option
processes employee expenses through Oracle Fusion Payables.
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Oracle Financials Cloud
Implementing Expenses
Chapter 1
Expenses Configuration
6
Oracle Financials Cloud
Implementing Expenses
2
Chapter 2
Credit Card Data
Credit Card Data
Corporate Card Transaction Files: How They Are
Processed
Before you can begin processing corporate card transaction files, your company must establish connectivity with the
corporate card issuers. You must also determine the transaction file format and the transaction file delivery frequency. After
establishing a secure connection, your company receives transaction files. The application loads the transaction file and
validates the transactions. The application loads eFolio summary and detail transactions if they are present in the file. All valid
transactions are created as expense items and are available to employees for inclusion in the expense reports. All invalid
transactions are available for corporate card administrators to review and correct. After correction, these transactions are
validated again and become available for expense reporting.
When you implement corporate credit card functionality, you must decide whether your company or its employees are
responsible for paying the credit card issuer. The three payment options that you can implement in Expenses are the
following:
• Individual Pay: The employee pays the corporate card issuer for all corporate card transactions
• Company Pay: Your company pays the corporate card issuer for all transactions
• Both Pay: Your company pays the corporate card issuer for business expenses and the employee pays the
corporate card issuer for personal expenses
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Oracle Financials Cloud
Chapter 2
Implementing Expenses
Credit Card Data
This figure shows an overview of the corporate card transaction files processing.
Handle Invalid
Transactions/
Unassigned Cards
Company Pay
Secure Connection
Corporate Card Transactions Files
Upload
Corporate Card
Transactions
Payment
Process
Corporate Card
Transactions for
Payment
Employee Submits
Expense Reports
Create Payables
Document
Process Expense
Reports for
Payments
Pay Corporate
Card Issuers
Employees
Corporate Card Issuers
Deploying Company
Both
Pay
Individual
Pay
Create Payables
Document
Pay Employees
A Setting That Affects Corporate Card Transaction Files
The process flow of corporate card transaction files is based on which of the three payment options your company decides to
implement. Your company can implement one, two, or all three of the payment options by geographical region, organizational
hierarchy, or other criteria. For example, a global company might have Both Pay implemented in the US and Individual Pay
implemented in the UK. Another company might have Both Pay for one set of organizations and Individual Pay for another set
of organizations within the UK.
When creating a company account for a card program, select a payment option from the Payment Due From list on the
Create Company Account page.
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Oracle Financials Cloud
Chapter 2
Implementing Expenses
Credit Card Data
How Corporate Card Transaction Files Are Processed
This section provides examples of the corporate card transaction files process flow for each payment option. For each
example, assume that an employee reports cash and categorizes card transactions as both business and personal when
creating and submitting an expense report.
Individual Pay
The Individual Pay payment option is simpler than Both Pay or Company Pay. Whether you identify corporate card
transactions as business or personal expenses, the employee pays the corporate card issuer for both business and personal
expenses. When the employee creates an expense report, both business and personal transactions are reported. The
employee is, however, reimbursed by your employer for the corporate card business expenses.
The following table provides an example of Individual Pay corporate card transaction files processing:
Action
Description
Set up company account and download
data file.
Obtain the corporate card transactions data file from your corporate card provider.
Upload data file into Expenses.
Upload and validate your corporate card transactions files.
Create and submit expense report.
When you create an expense report, you select the corporate card transactions that you want to
submit on the report. You determine if transactions are business or personal expenses. By default,
transactions are identified as Business.
You're only reimbursed by your employer for business expenses. Once processed on an expense
report, corporate card transactions are no longer available in the list of transactions to be added to
expense reports. This rule applies to both business and personal expenses.
Review and approve expense report.
After you submit the expense report, your manager must approve it. After managerial approval, the
report is verified to ensure that required receipts are attached and that the report is in compliance
with your company's policies.
Reimbursement.
After the expense report has been reviewed and approved, it's ready for invoice creation in Payables
to facilitate payment processing. To create an invoice with the amount due to the employee, run
the Process Expense Reimbursements program. Then the payment to the employee is processed
through Oracle Fusion Payments.
Company Pay
For the Company Pay payment option, your employer pays the corporate card issuer for all corporate card transactions
incurred by its employees. The employee is only reimbursed for cash business expenses. Corporate card transactions
reported as business expenses have no effect on the amount that is reimbursed to the employee.
Note: If the employee reports any transactions as personal expenses, these transactions are offset against
any cash business expenses reported. Therefore, the amount reimbursable to the employee is reduced by the
amount of the corporate card personal expenses.
9
Oracle Financials Cloud
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Implementing Expenses
Credit Card Data
The following table provides an example of Company Pay corporate card transaction files processing:
Action
Description
Set up company account and download
data file.
Obtain the corporate card transactions file from your corporate card provider.
Upload data file into Expenses.
Upload and validate your corporate card transactions files.
Create and submit expense report.
When you create an expense report, select the corporate card transactions that you want to submit.
You determine if transactions are business or personal expenses.
Cash expenses aren't charged to the company corporate card but are considered business
expenses. Cash expenses aren't reimbursed as corporate card business expenses. Corporate card
transactions designated as personal expenses reduce the amount you're reimbursed.
You are only reimbursed by your employer for cash business expenses. Once processed on an
expense report, corporate card transactions are no longer available in the list of transactions to be
added to expense reports. This rule applies to both business and personal expenses.
Review and approve expense report.
After you submit the expense report, your manager must approve it. After managerial approval, your
report is verified to ensure that required receipts are attached and that the report is in compliance
with your company's policies. Any corporate card transactions designated as personal expenses are
also displayed to the managers for review.
Export the expense report from
Expenses to Payables.
After the expense report has been reviewed and approved, it's ready for invoice creation in Payables
to facilitate payment processing.
To create the invoice with the amount due to the employee, run the Process Expense
Reimbursements program. Then the payment to the employee is processed through Oracle Fusion
Payments.
To create an invoice with the amount due to the card issuer, run the Create Corporate Card Issuer
Payment Requests process. Then the payment to the employee is processed through Oracle Fusion
Payments. The card issuer can be paid at any time, regardless of the status of the expense report.
Both Pay
For the Both Pay payment option, your company pays the corporate card issuer for transactions that are categorized as
business expenses. The employee pays the corporate card issuer for all corporate card transactions reported as personal
expenses. An invoice can't be created for the corporate card issuer until the expense report is exported to Payables as an
invoice.
The following table provides an example of Both Pay corporate card transaction files processing:
Action
Description
Set up company account and download
data file.
Obtain the corporate card transactions data file from your corporate card provider.
Upload data file into Expenses.
Upload and validate your corporate card transactions files.
Create and submit expense report.
When you create an expense report, select the corporate card transactions that you want to submit.
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Action
Credit Card Data
Description
You are reimbursed only by your employer for cash business expenses. Once processed on an
expense report, corporate card transactions are no longer available in the list of transactions to be
added to expense reports. This rule applies to both business and personal expenses.
Review and approve expense report.
After you submit the expense report, your manager must approve it. After managerial approval, your
report is verified to ensure that required receipts are attached and that the report is in compliance
with your company's policies. When the Payables review process is complete for an expense report,
a new expense report containing only corporate card transactions is created. The new report is
based on the existing report by copying only the business transactions, which are used to pay the
card issuer. If the expense report contains transactions charged to two corporate cards, two reports
are created to pay the corporate card issuers. These reports are named 1 and 2 respectively.
Process expense reimbursements.
After the card issuer expense report is created, it's ready for invoice creation in Payables to facilitate
payment processing.
To create the invoice with the amount due to the employee and to the card issuer, run the Process
Expense Reimbursements program. Then the payment to the employee and the corporate card
issuer is processed through Oracle Fusion Payments. The invoice due to the employee contains
accounting distributions and project accounting, when applicable, for both the cash and corporate
card expenses.
The corporate card issuer invoice contains a single accounting distribution for all corporate card
expenses against the expense clearing account.
Payment Liability: Critical Choices
Deciding who is responsible for paying the corporate card issuer is an important decision. You can choose from the following
options:
• Individual Pay: The employee pays the corporate card issuer for all corporate card transactions.
• Company Pay: Your company pays the corporate card issuer for all transactions.
• Both Pay: The employee pays the corporate card issuer for personal expenses and your company pays the
corporate card issuer for business expenses.
Individual Pay
For the Individual Pay option, the employee pays the corporate card issuer for both business and personal transactions. The
employee reports both expenses in expense reports. To ensure that required receipts are attached and that the report is in
compliance with your company's business policies, the employee's expense report is verified. When the report is approved
by the employee's manager, the employee is reimbursed for corporate card business expenses and cash business expenses.
Note: Cash business expenses are paid by cash or check instead of a corporate card.
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Credit Card Data
The following table describes the Individual Pay option where employees pay the corporate card issuer for corporate card
business and personal expenses. Your company reimburses employees for corporate card business and cash business
expenses.
Employees Pay Corporate Card
Issuer
•
•
Corporate card business
expenses
Corporate card personal
expenses
Company Pays Corporate Card
Issuer
Company Doesn't Pay
Not Applicable
Corporate card personal
expenses
Company Reimburses
Employees
•
•
Corporate card business
expenses
Cash business expenses
Company Pay
For the Company Pay option, the employee doesn't pay the corporate card issuer. Your company pays the corporate card
issuer for corporate card and cash business transactions incurred by the employee. When the employee creates an expense
report, business and personal expenses must be reported, but your company reimburses the employee for corporate card
and cash business expenses. Any personal expenses are deducted from the cash business expenses and recovered by your
company.
Note: Your company can pay the corporate card issuer at any time, depending on the payment terms.
Submission or approval of expense reports isn't required for payment to the card issuer.
The following table describes the Company Pay option where your company pays for corporate card and cash business
expenses. Your company also reimburses employees for corporate card and cash business expenses.
Employees Pay Corporate Card
Issuer
Not Applicable
Company Pays Corporate Card
Issuer
•
•
Corporate card business
expenses
Corporate card personal
expenses
Employees Reimburse Company
Company Reimburses
Employees
Corporate card personal
expenses
Cash business expenses
Both Pay
For the Both Pay option, the employee pays the corporate card issuer for corporate card transactions reported as personal
expenses and your company pays the corporate card issuer for business expenses. When the employee creates an expense
report, he selects corporate card business transactions. When the report is approved, the employee pays the corporate card
issuer for corporate card personal expenses. Your company reimburses the employee for cash business expenses. This
payment option is also referred to as joint liability.
The following table describes the Both Pay option where employees pays for personal expenses. Your company pays the
corporate card issuer for business expenses.
Employees Pay Corporate Card
Issuer
Company Pays Corporate Card
Issuer
Company Doesn't Pay
Company Reimburses
Employees
Corporate card personal
expenses
Corporate card business
expenses
Corporate card personal
expenses
Cash business expenses
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Accounting Entries for Corporate Card Transactions: How
They Are Distributed
Accounting entries vary depending on which payment option is used by your company.
The following table illustrates a sample expense report with various payment liabilities and amounts.
Payment Method
Amount
Cash
500 USD
Corporate Card Business Expenses
650 USD
Corporate Card Personal Expenses
299 USD
Corporate Card Transactions from
Corporate Card Issuer
949 USD
Data in the preceding table is used in subsequent sections to illustrate how accounting entries are distributed for each
payment liability.
Settings That Affects Payment Options
The following options available from the Payment Option choice list in the Create Company Account dialog box affect
payment liability: Both, Company, and Individual.
How Accounting Entries for Payment Options Are Calculated
When an employee's expense report is exported to Payables, the amount of the payment request equals the amount due the
employee.
The following table summarizes amounts owed by a company to an employee and the corporate card issuer based on the
payment liability.
Payment Liability
Expense Report Total
Amount Due Employee
Amount Due Corporate Card
Issuer
Individual Pay
1,150 USD
1,150 US
0
Both Pay
1,150 USD
500 USD
650 USD
Company Pay
1,150 USD
201 USD
949 USD
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Payment Liability
Expense Report Total
Amount Due Employee
Amount Due Corporate Card
Issuer
Accounting Entries for Individual Pay
Since the payment option is Individual Pay, a single payment request is created to reimburse the employee. It's the
employee's responsibility to pay the card issuer.
The following table describes the accounting distributions for a corporate card with Individual Pay liability.
Account
Debit
Credit
Cash and other expenses
500 USD
Not Applicable
Corporate card business expenses
650 USD
Not Applicable
Employee liability
Not Applicable
1,150 USD
Accounting Entries for Both Pay
With Both Pay liability, two payment requests are created, one to pay the employee for any out of pocket expenses and a
second one to pay the card issuer.
The following table describes the accounting distributions for a corporate card with Both Pay liability.
Account
Debit
Credit
Payment Request for Employee
Cash and other expenses
500 USD
Not Applicable
Due to employee
Not Applicable
500 USD
Corporate card business expenses
650 USD
Not Applicable
Expenses clearing account
650 USD
Payment Request for Card Issuer
Expenses clearing account
650 USD
Not Applicable
Due to card issuer
Not Applicable
650 USD
Accounting Entries for Company Pay
With Company Pay liability, a company can pay the card issuer at any time. The payment request for an employee is created
when an expense report is approved and processed, while the payment request for the card issuer is created separately.
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The following table describes the accounting distributions for a corporate card with Company Pay liability.
Account
Debit
Credit
Payment Request for Employee
Cash and other expenses
500 USD
Not Applicable
Corporate card business expenses
650 USD
Not Applicable
Expenses clearing account
Not Applicable
949 USD
Due to employee
Not Applicable
201 USD
Payment Request for Card Issuer
Expenses clearing account
949 USD
Due to card issuer
Not Applicable
949 USD
File Format and Delivery: Points to Consider
Before your company can receive transaction files from a corporate card issuer, your administrator must perform the following
steps:
• Select the correct transaction file format.
• Establish file transfer connectivity.
• Test sample transaction files.
Selecting the Correct Transaction File Format
Your company must verify that the corporate card issuer's file format is supported by Oracle Fusion Expenses. Expenses
supports the following corporate card transaction file formats:
• American Express KR1025 format
• American Express GL1025 format
• American Express GL1080 format
• Diner's Club Standard Data File format
• MasterCard Common Data Format, version 2.0 (CDF 2.0)
• MasterCard Common Data Format, version 3.0 (CDF 3.0)
• Visa VCF3 format
• Visa VCF4 format
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Corporate card issuers require your company to provide organizational hierarchy information that they set up in their system
to satisfy your reporting and billing needs. The organizational hierarchy associates the corporate cards issued to your
employees with the appropriate organizations within your company.
Corporate card issuers can provide your company with a single file containing all company transactions or a separate
transaction file for each organizational hierarchy. Expenses processes both types of transactions files. To obtain the
appropriate file for your company, communicate your preference to the corporate card issuer.
Establishing File Transfer Connectivity
Work with your card issuer to determine the secure file transfer method that meets your company's security requirements. A
secure connection between the card issuer and your company is required to receive the transaction file from the card issuer's
server. To process the transaction files, Expenses must have read access to the directory location in which the transaction
files are stored.
Note: For American Express files, Expenses supports automatic download of corporate card transaction files
from the American Express server.
Testing Sample Transaction Files
Transactions file format specifications and the test files applicable to your company are provided by the corporate card
issuer. Work with your card issuer to identify transactions that you want to include in the test files and the number of test files
required.
Note: Before you can test the transaction files, you must complete the corporate card program setup.
If you automatically assign newly created corporate cards to company accounts based on your setup within the card issuer's
system, then you must set up the company account with the following:
• Company account number
• Card issuer number
• Processor-assigned number
• Market code
• Billing control account number based on your card brand
If you don't plan to automatically assign newly created cards, then you must create one company account per business
unit that pays the card issuer. The application then assigns the corporate card to a company account that is defined for the
business unit of the employee.
The following table shows the location of the setup data in the sample files. The setup data is required to automatically assign
the corporate cards to company accounts based on your setup within the card issuer's system. Use the table to locate
the data in the card issuer's transaction files. To test the sample files, copy the data into the applicable fields on the Create
Corporate Card Program page.
Tip: Use this table with the file specification from the card issuer.
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Transaction File
Format
Field Name on the
Create Corporate
Card Program Page
Type of Record
Data Element Name
Data Location in
the Card Issuer's
Transaction File
Tag
American Express
KR1025 format
Company Account
Number
Type 1
Corporate Identifier
Number
215-233
N/A
Billing Control
Account Number
Type 1
Billing Basic Control
Account Number
56-74
N/A
Market Code
Type 0
Report Number
30-32
N/A
Company Account
Number
Type 1
Global Client Origin
Identifier
5-19
N/A
Market Code
Type 1
Type 8
Market Code
Market Code
2-4
37-39
N/A
Diner's Club
Standard Data File
format
Company Account
Number
N/A
Link_acct
71-89
N/A
MasterCard
Common Data
Format, version 2.0
(CDF 2.0)
MasterCard
Common Data
Format, version 3.0
(CDF 3.0)
Company Account
Number
N/A
N/A
N/A
<CorporateEntity>
<CorporationNumber>
Card Issuer Number
N/A
N/A
N/A
<IssuerEntity>
<IssuerNumber>
Processor-Assigned
Number
N/A
N/A
N/A
<IssuerEntity>
<ICANumber>
Company Account
Number
Block Header
Company
Identification
Field #2
N/A
Card Issuer Number
Block Header
Issuer Identification
Number
Field #9
N/A
Processor-Assigned
Number
Block Header
Processor
Identification
Number
Field #10
N/A
American Express
GL1025 format
Visa VCF3 format
Visa VCF4 format
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Creating Corporate Cards: Points to Consider
You can create corporate cards in two ways. You can choose either of the following actions at different points in time or you
can do both at the same time:
• Automatic corporate card creation
• Manual corporate card creation
Automatic Corporate Card Creation
Automatic corporate card creation applies only to corporate cards that are issued to employees and used primarily for travel
expenses. New employees are typically given new corporate cards, but the information on the cards isn't manually entered
into the application at that time.
You can create corporate cards automatically by selecting an employee matching rule for new cards on the Upload Rules tab
of the Create Corporate Card Program page. Then, when the corporate card transaction file containing transactions for the
new card is uploaded to Expenses for the first time, the corporate card transaction upload and validation process uses the
matching rule to match the new corporate card to the new employee.
Using the specified employee matching rule, the application automatically enters the transaction data for the new corporate
card and associates it with the applicable employee. If the employee matching rule fails to identify a match, the application
leaves the corporate card unassigned.
Note: If desirable, each corporate card program can have a different matching rule.
Tip: To reduce or eliminate manual effort, automatic corporate card creation is recommended.
Manual Corporate Card Creation
You can manually create corporate cards for employees in the Create Corporate Card dialog box where you enter the
following data:
• Corporate card program
• Company account name
• Corporate card number
• Employee name and number
• Expiration date
• Maximum amount per transaction: Applicable for procurement cards only
• Maximum amount per billing period: Applicable for procurement cards only
Note: Manual creation of corporate cards is the exception, rather than the rule. Corporate cards are company
account-specific. For example, if an employee transfers to another organization within your company and the
organization belongs to another company account, you must create the corporate card again with the applicable
company account name.
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Mapping Rules: Explained
The corporate card expense type mapping rule is a correspondence between the transaction code in the card feed file
and the predefined card expense type. This linkage enables the application to automatically populate expense types for
transactions in the expense report.
To automatically produce expense types in expense reports, you must perform the following steps:
1.
2.
3.
4.
Define corporate card feed file transaction codes as lookup types.
Map predefined corporate card expense types to feed file transaction codes.
Assign the mapping rule to the corporate card program.
Map predefined corporate card expense types to user-defined expense types in the default expense template for
each business unit.
This figure shows the setup to automatically produce expense types in expense reports, in conjunction with uploading and
validating corporate card transaction files. Ultimately, expense items are displayed in the Expenses work area.
Predefined Lookup
Corporate Card
Expense Types
User-Defined Lookups
User-Defined Mapping
Map Corporate Card
Expense Types to Expense
Types
User-Defined
Mapping Rule
Transaction Codes
Map Corporate Card
Expense Types to
Transaction Codes
-- MIS Industry Codes
--SIC Codes
--Merchant Category Codes
Assign Mapping Rule
to Corporate Card
Program
Expense
Items Display
in Expenses
Work Area
Converted to
Expense
Types
Converted to Corporate
Card Expense Types
Create Expense Items
Validate
Feed File
Transaction Codes
Upload
Upload and Validate Corporate Card Transaction File
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Define Feed File Transaction Codes
Corporate card issuers provide the transaction codes for each transaction in a corporate card feed file. These transaction
codes, whether MIS Industry Codes, SIC Codes, or merchant category codes, must be set up in the application as lookups.
Oracle Fusion Expenses provides predefined lookup types so you can define these transaction codes.
Map Corporate Card Expense Types to Transaction Codes
Expenses provides predefined corporate card expense types in a single lookup type. This lookup type can be extended to
include your company's specific expense types. Then you must associate the predefined corporate card expense types with
the corporate card transaction codes. This association is known as a mapping rule.
Assign Mapping Rule to Corporate Card Program
To enable the upload process to use the correct mapping rule, you must assign a mapping rule to the corporate card
program. You can set up multiple mapping rules to automatically produce expense types into expense reports for either of the
following:
• Summary transactions, known as eFolio or Level 2
• Detail transactions, known as Level 3
Map Corporate Card Expense Types to Expense Types
To automatically produce expense types into expense reports, you must perform a final setup. In the expense template, you
associate the predefined corporate card expense types with your user-defined expense types. The upload process uses the
default expense template mapping for the transaction's business unit to derive the expense type that's displayed for the card
expense.
Wait Days: Explained
Using Oracle Fusion Expenses, you can hold the main corporate card transactions from use until the detail corporate card
transactions arrive. This ensures that employees can include the itemization detail provided by the card issuer in their expense
reports.
Two types of wait days control the maximum duration that the application waits for the detail transactions to arrive:
• Transaction detail wait days
• Merchant wait days
Note: Wait days are applicable only when the merchant provides Level 3 detail transaction data. No wait period
is applicable for transactions from merchants who don't provide transaction detail.
Transaction Detail Wait Days
Transaction detail wait days are the number of days the application is set up to hold the main transaction data while waiting
for detail transaction data from a merchant. Detail transaction data may or may not arrive.
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You can set a wait period at the corporate card program level by selecting a value from the Transaction Detail Wait Days
choice list on the Upload Rules tab of the Create Corporate Card Program page. If defined, the application uses the smaller
value between the transaction detail wait days and the merchant wait days as the wait period for the main transactions.
Merchant Wait Days
Merchant wait days are calculated by the application. It's the difference, in days, between receiving the main transactions and
receiving detail transactions when they arrive for the first time. Thereafter, merchant wait days are computed as follows:
• Detail Transactions Arrival Date minus Main Transactions Arrival Date plus Most Recent Merchant Wait Days for the
Main Transactions Upload divided by two.
A merchant can provide detail transactions either with the main transactions or as a separate delivery. If they're provided as a
separate delivery, the Upload Corporate Card Transaction File process holds the main transactions for a specified time period
while waiting for the detail transactions. During this wait period, the main transactions aren't available for expense reports.
After each delivery of detail transactions, the merchant's wait days are updated by the application according to the preceding
formula.
Note: The actual time that data arrives isn't a factor in the merchant wait days or in the application's wait days'
calculation.
The following table shows the calculations associated with detail transactions and merchant wait days based on transaction
data arrival dates using sample data. The table data is based on a transaction detail wait days setting of five days.
Data Upload
Main
Transactions 1
Main
Transactions
Arrival Date
May 1
Detail
Transactions
Arrival Date
N/A
Merchant Wait
Days
Application
Transaction Wait
Days
Latest Date
Transactions
are Available in
Expense Report
Actual Date
Transactions
are Available in
Expense Report
First Time: Detail
transactions
arrival date
minus main
transactions
arrival date
Thereafter, detail
transactions
arrival date
minus main
transactions
arrival date
plus most
recent merchant
wait days
for the main
transactions
upload divided
by 2.
Application uses
the minimum
of transaction
detail wait days
or merchant
wait days
for the main
transactions
upload plus 1
day.
Date the
transaction detail
wait days end.
Actual date the
main and detail
transactions are
available in the
expense report.
N/A
The merchant
has never
provided detail
transactions.
Therefore no
merchant wait
0 Days
The merchant
didn't provide
details
transactions.
Therefore the
May 1
Available
immediately.
May 1
Available
immediately.
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Data Upload
Main
Transactions
Arrival Date
Credit Card Data
Detail
Transactions
Arrival Date
Merchant Wait
Days
Application
Transaction Wait
Days
days exist in the
application.
application
doesn't wait.
Latest Date
Transactions
are Available in
Expense Report
Actual Date
Transactions
are Available in
Expense Report
Detail
Transactions 1
N/A
May 5
4 Days
N/A
N/A
May 5
Main
Transactions 2
May 7
N/A
4 Days
Previously
calculated
merchant wait
days.
5 Days
The application
waits for the
minimum of 5
transaction detail
wait days or 4
merchant wait
days plus 1 day.
May 11
May 7 + 5
application wait
days = May 12.
N/A
Detail
Transactions 2
N/A
May 9
3 Days
(May 9 minus
May 7) +4 /2.
N/A
N/A
May 9
Main
Transactions 3
May 12
N/A
3 Days
Previously
calculated
merchant wait
days.
4 Days
The application
waits for the
minimum of 5
transaction detail
wait days or 3
merchant wait
days plus 1 day.
May 15
May 12 + 4
application wait
days = May 16.
N/A
Corporate Card Issuer Payment Requests for Company
Pay Transactions: How They Are Processed
You can run the Create Corporate Card Issuer Payment Requests process to generate payment requests for corporate
card issuers when there are corporate cards that use the Company Pay payment option. The Create Corporate Card Issuer
Payment Requests process is run only when the Company Pay payment option is used.
Note: You can run the process any time. Since your company's objective is to pay the card issuer on time,
running the Create Corporate Card Issuer Payment Requests process isn't dependent on when an employee
submits an expense report.
This following figure shows how the:
• Create Corporate Card Issuer Payment Requests process generates payment requests to pay corporate card
issuers when corporate cards use the Company Pay payment option.
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• Process Expense Reimbursement process generates payment requests to pay employees when corporate cards
use the Company Pay Plus Cash payment option.
Create Corporate Card Issuer
Payment Requests
Corporate Card
Transactions
Company Pay
Process
Corporate Card
Transactions for
Payment
Create Payables
Document
Pay Corporate
Card Issuers
Process Expense Reimbursement
Employee
Submits
Expense
Reports
Company Pay
+ Cash
Expenses
Process
Expense
Reports for
Payments
Create Payables
Document
Pay Employees
Settings That Affect Corporate Card Issuer Payment Requests for
Company Pay Transactions
Settings that affect payment requests for Company Pay transactions are the following:
• Employee Liability Account: Set up as a system option on the Edit Expenses System Options page.
Note: To use the Payables default liability account, select the Use setup from Oracle Fusion Payables
option. To define a specific liability account that is specific to a business unit, select the Define value
specific to business unit option and then enter an account. This account is used only if there are cash
expenses in the expense report and reimbursement is due to the employee.
• Corporate Card Issuer Payment Liability Account: Set up in Oracle Fusion Payables.
This account records the amount the company reimburses corporate card issuers for expenses incurred by
employees who use their corporate cards.
• Expense Clearing Account and Payment Option: Set up in the Create Company Account dialog box.
This account temporarily holds accounting for corporate card transactions. It's cleared when the expense reports
containing the corporate card transactions are processed by Payables.
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How Corporate Card Issuer Payment Requests for Company Pay
Transactions Are Processed
The Create Corporate Card Issuer Payment Requests process has the following components:
• Populate Payables Open Invoice Interface tables
• Create corporate card issuer payment requests
• Handle processed and rejected expense reports
Populating Payables Open Invoice Interface Tables
For each corporate card, the Create Corporate Card Issuer Payment Requests process creates one invoice header record
in the Payables Open Invoice Interface table. All corporate card transactions for the corporate card are created as child lines.
The accounting distributions for the transactions are created using the Expense Clearing Account for the corporate card.
Creating Corporate Card Issuer Payment Requests
After populating the Payables Open Invoice Interface table, the Create Corporate Card Issuer Payment Requests process
invokes the Import Payables Invoices process in Payables. Payables creates payment requests using the information in the
Payables Open Invoice Interface table. Tax processing isn't applicable for corporate card issuer payment requests.
Handling Processed and Rejected Expense Reports
During payment request creation, Payables rejects records in the Payables Open Invoice Interface table if errors exist, such
as dates in closed accounting periods or invalid payment methods. After payment requests creation is complete, the Create
Corporate Card Issuer Payment Requests process removes any rejected records from the interface table. You must then
reprocess the corporate card transactions for reimbursement.
Finally, all expense items corresponding to the corporate card transactions, for which payment requests are created, are
updated with a corresponding payment request identifier.
The following table describes the types of payment options for corporate card transactions in expense reports and the
processes that are run to generate their associated payment requests.
Expense Report Payment Options for
Corporate Card Transactions
Process Run
Payment Requests Created
•
•
Cash
Company Pay
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
•
•
Employee Payment Requests
Corporate Card Issuer Payment
Requests
•
•
Individual Pay
Company Pay
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
•
•
Employee Payment Requests
Corporate Card Issuer Payment
Requests
•
•
•
Cash
Individual Pay
Company Pay
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
•
•
Employee Payment Requests
Corporate Card Issuer Payment
Requests
•
•
Both Pay
Company Pay
•
Process Expense Reimbursements
Corporate Card Issuer Payment Requests
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Expense Report Payment Options for
Corporate Card Transactions
Credit Card Data
Process Run
•
Create Corporate Card Issuer
Payment Requests
Payment Requests Created
•
•
•
Cash
Both Pay
Company Pay
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
•
•
Employee Payment Requests
Corporate Card Issuer Payment
Requests
•
•
•
Individual Pay
Both Pay
Company Pay
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
•
•
Employee Payment Requests
Corporate Card Issuer Payment
Requests
•
•
Process Expense Reimbursements
Create Corporate Card Issuer
Payment Requests
Company Pay only
Corporate Card Issuer Payment Requests
Related Topics
• Expense Report Payment Requests: How They Are Processed
Corporate Card Transactions for Inactive Employees: How
They Are Processed
Your company can settle inactive employees' accounts with a card issuer in a timely manner. You can grant managers
permission to submit their inactive employees' unpaid corporate card transactions in expense reports. You can process
corporate card transactions for inactive employees by running either of the following processes from the Corporate Cards
work area:
• Upload Corporate Card Transactions
• Process Corporate Cards Transactions for Inactive Employees
Navigate to Corporate Cards work area: Navigator > Corporate Cards link > Overview page or Navigator >Tools >
Scheduled Processes.
An inactive employee is a person who was terminated or who is on unpaid leave. Examples include:
• Military leave
• Extended medical leave
• Educational leave
Settings That Affect Corporate Card Transactions for Inactive
Employees
No prerequisites or setup is required to process corporate card transactions for inactive employees.
The corporate card transaction processes for inactive employees are relevant for Both Pay and Company Pay transactions
only. For Both Pay transactions, your company pays the corporate card issuer for business expenses and the employee
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pays the corporate card issuer for personal expenses. Company Pay transactions are those where your company pays the
corporate card issuer for all corporate card transactions incurred by its employees. The employee is reimbursed only for cash
business expenses.
The following table describes selected parameters for the Process Corporate Cards Transactions for Inactive Employees
process.
Parameters
Description
Number of Days
Value used by the application that represents an interval of time, which the application uses to
determine whether corporate card transactions for inactive employees exist.
The default value for Number of Days is one. However, you can adjust this value depending on how
frequently your company updates information about terminated and inactive employees.
If your company updates employee information infrequently, the value for Number of Days should be
greater than one.
Tip: A large value for Number of Days may impact performance. It's advisable to update
your employee data frequently and enter a small value for Number of Days.
Business Unit
Unit of an enterprise in a management hierarchy that performs one or multiple business functions.
The process named Process Corporate Cards Transactions for Inactive Employees runs for the
business unit identified by this parameter.
How Corporate Card Transactions for Inactive Employees are
Processed
The figure shows the different starting points of the following processes:
• Upload Corporate Card Transactions
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• Process Inactive Employees' Corporate Card Transactions
Inactive Employee Processing Flow
Upload Corporate Card
Transactions process
Start
Upload and Validate
Corporate Card
Transactions
Identify Inactive Employee
Corporate Card
Transactions
Start
Process Corporate Card Transactions for Inactive Employees
Inactive Employee
Has Unpaid Card
Transactions?
Yes
Manager Has
Delegation
Access?
No
Send
Notice to
Manager
Manager Accepts Yes
End
Delegation
Access?
No
No
Remove Delegation
Access from Manager
if Assigned Previously
Yes
Delegate Submits
Report
Manager
Reassigns
Delegation Access
to Another Person
Notification
Expired?
End
Manager of Manager Submits Report
Yes
End
Send Notification to
Manager
Send to Manager of
Manager
End
End
Manager Submits Report
To run the Upload Corporate Card Transactions process from the Corporate Cards work area, click the Upload Corporate
Card Transactions link in the Tasks list. First, this process validates and uploads corporate card transactions to Expenses.
Second, if the process identifies unpaid corporate card transactions for an inactive employee, the process called Process
Corporate Card Transactions for Inactive Employees initiates.
After Process Corporate Card Transactions for Inactive Employees is initiated and unpaid card transactions are found, a
notification is sent to the inactive employee's manager.
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If the direct manager doesn't have delegation, he receives a notification. The notification informs him that corporate card
transactions exist for an inactive employee. He can either accept delegation or reassign it to another person.
If no unpaid corporate card transactions exist for an inactive employee, then delegation is removed from the manager if it was
assigned previously.
If the direct manager already has delegation, he receives a notification, informing him that corporate card transactions exist for
an inactive employee. The manager can then submit the unpaid corporate card transactions in an expense report on behalf of
the inactive employee.
Note: If a person other than the inactive employee's manager accepts delegation, every subsequent notification
is sent to both the inactive employee's manager and the delegate.
When unpaid card transactions for inactive employees are submitted in a report and are paid, delegation is removed from the
manager or other designated person.
Alternatively, you can skip the Upload Corporate Card Transactions process if it's irrelevant, and run the Process Corporate
Card Transactions for Inactive Employees. To run the process, click the Process Corporate Card Transactions for
Inactive Employees link in the Tasks list. This process is run using two parameters: the Business Unit with which the
inactive employee was associated and a value for the Number of Days.
Downloading Corporate Card Transaction Files From
American Express: How They Are Processed
To download corporate card transaction files from American Express, you must set up Oracle Fusion Expenses to download
data files in conjunction with the Upload Corporate Card Transaction File program.
Note: You can only download American Express transaction files.
Settings That Affect Downloading Corporate Card Transaction Files
From American Express
Before you can download transaction files from American Express servers, you must set up a Secure File Transfer (SFT)
account with American Express and obtain the user name and password that identifies your customer account on the SFT
server.
To set up the transaction file transfer parameters for the American Express corporate card program, enter the values in the
following table on the Transfer Parameters tab on the Create Corporate Card Program page.
Parameter
Description
Download Profile Name
Name you enter to identify the download parameters.
Account Name
Name provided by American Express that identifies your customer account.
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Parameter
Description
Account Password
Password for the American Express customer account.
File Name Prefix
File name prefix provided by American Express.
Server
Name of the American Express server to connect to for the transaction file download.
Tip: American Express also provides a server at fsgatewaytest. aexp.com for transaction file
transfer testing.
How Downloading Corporate Card Transaction Files From American
Express are Processed
After you complete the tasks for corporate card transaction download, you can use the Upload Corporate Card Transaction
File program with the profile name as a download parameter to download corporate card transaction files from American
Express.
Note: American Express places one or multiple transaction files at a time in a folder called Outbox in your
customer account. The Upload Corporate Card Transaction File program, however, processes only one file at
a time. The process picks up the oldest file each time. To pick up multiple files, you must schedule the Upload
Corporate Card Transaction File process to run multiple times.
Uploading VISA, MasterCard, and Diner's Club Corporate
Card Transactions Files: Procedure
Before you can process VISA, MasterCard, and Diner's Club corporate card transaction files, you must set up an HTTPS
server, configure the corporate card programs setup, and verify the HTTPS server setup.
Setting Up the HTTPS Server
When you set up the HTTPS server, ensure the following:
1. Install a web server and enable HTTPS.
◦
◦
The server must be externally accessible.
The server must have a valid certificate, such as Verisign.
2. Create the outbox directory on the server.
◦
◦
Create a directory called on the HTTPS server to receive corporate card transaction files.
Secure the directory with a user name and password.
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Enable the directory so it's visible to external users who have read access.
Note: You must either receive corporate card transaction files directly to the directory from the card issuers
or move the transaction files to this directory from an alternate location where the transaction files are initially
received.
Configuring the Corporate Card Programs Setup
To configure the corporate card programs setup, perform the following steps:
1. In the Upload Parameters section on the Create or Edit Corporate Card Programs page, do the following:
◦
◦
Create a profile with your server address, user name, and password:
For example, a server address of abc.cloud.com/outbox represents the path to the directory,
abc.cloud.com/outbox, that you created.
Enter the full file name of the corporate card transaction file in the File Name Prefix field.
2. Schedule the Upload Corporate Card Transaction Files process to automatically pull and process the transaction
files.
Note: The Upload Corporate Card Transactions process supports only user name and password-based
authentication.
Verifying the HTTPS Server Setup
To verify the HTTPS server setup, perform the following steps:
1. Verify that the HTTPS server has a valid certificate.
◦
In your browser, enter the server address, such as https://abc.cloud.com/outbox.
If you don't see an error message that indicates an invalid server certificate or an untrusted server certificate,
then the certificate is correctly installed.
2. Verify that the directory is accessible and secured.
◦
◦
After navigating to the server address, such as https://abc.cloud.com/outbox, if you see a login screen,
then the directory is accessible and secured.
Sign in with user name and password to ensure that the user has access to the outbox directory.
Enabling Pretty Good Privacy (PGP) for Corporate Card
Transaction Files: Procedures
This topic describes how to enable PGP for Visa, MasterCard, or Diner's Club corporate card transaction files. First you
create a PGP encryption certificate and provide it to the card issuer. Using the PGP certificate that you provide, the card
issuer encrypts your corporate card transaction files and sends them to the server that hosts the files for you. Finally, you run
the Upload Corporate Card Transaction File process, which decrypts the files in memory and processes the transactions.
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Note: PGP encryption isn't applicable to American Express.
Prerequisites
To receive files directly from Visa, MasterCard, or Diner's Club, you must set up an HTTPS or SFTP server at your site or with
a third party. Alternatively, you can set up an HTTPS or SFTP server at the card issuer's site so it can host your corporate
card transaction files.
Note: Oracle Expenses Cloud doesn't allow card issuers to directly push corporate card transaction files to your
Cloud environment.
Creating a PGP Encryption Certificate
To create a PGP encryption certificate for uploading corporate card transactions files, perform the following steps:
1.
2.
3.
4.
5.
6.
Sign in to Oracle Applications Cloud as a user with the IT Security Manager role.
From the Springboard, navigate to: Tools > Security Console.
Select the Certificates tab.
Click the Generate button to open the Generate page.
From Certificate Type, select the PGP option.
In the Alias field, enter EXM_PGP_KEY.
Note: The alias you enter must exactly match EXM_PGP_KEY.
7. In the Passphrase field, enter a password.
Caution: Store the password in a safe location. If you need to delete this certificate in the future, the
password is required.
8. From the Key Algorithm choice list, select the algorithm that you want to use.
Note: A 256 bit algorithm isn't supported.
9. From the Key Length choice list, select the length that you want to use.
10. Click the Save and Close button.
Exporting a PGP Encryption Certificate
To export the PGP encryption certificate to your card issuer, perform the following steps:
1. On the Certificates page, select the EXM_PGP_KEY row, and click the down arrow to open actions available for this
certificate.
2. Select Export > Public Key.
3. Save the public key file.
4. Provide the public key file to your card issuer.
Note: Using the public key, your card issuer must encrypt your corporate card transactions files.
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Verifying Encrypted Files
Contact the card issuer to verify that the files are encrypted.
Processing Encrypted Transaction Files
Run or schedule the Upload Corporate Card Transaction File process. The process uses the alias, EXM_PGP_KEY, decrypts
the corporate card transaction files, and processes the transactions.
Setting Up to Receive Tokenized Files: Procedures
Your company can receive and process American Express GL1025 files with card disguising numbers, also known as
tokenized GL1025 files. Card disguising numbers, or token numbers, are random numbers generated by American Express
that are used in place of valid card numbers. The token numbers remain the same throughout the life of the cards. Using
tokenized GL1025 files eliminates storage of full card numbers and lets you use the American Express remittance process,
Global Remittance Utility (GRU).
Note: Only American Express GL1025 files support tokenization.
To receive tokenized GL1025 files from American Express, you must:
• Set up your company in American Express
• Set up your company in Expenses
• Upload tokenized files
Setting Up Your Company in American Express
To receive tokenized GL1025 files instead of standard GL1025 files, contact American Express through your AMEX
representative. You must decide and inform American Express of the following:
• Regions, territories, or countries for which you want to receive tokenized files
• Mailbox or user account where you want to receive tokenized GL1025 files on the American Express production
server
• File prefix: A unique file prefix that identifies your GL1025 files in the American Express folder. The file prefix is
mutually agreed to by you and American Express.
• Mailbox or user account where you want to receive test files
American Express allows you to use production files for testing. It can place production files on the AMEX production server
or the test server. Notify American Express of your server preference for testing.
After American Express sets up your company for tokenized GL1025 files, you can start testing in Expenses.
Setting Up Your Company in Expenses
To receive tokenized GL1025 files, you must create a card program with tokenization enabled by performing the following
steps:
1. Sign in to Expenses as a corporate card administrator.
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2. Navigate to: Setup and Maintenance > Search: Manage Corporate Card Programs > Click Manage
Corporate Card Programs link > Manage Corporate Card Programs page > Click the Create icon >
Create Corporate Card Program page.
3. On the Create Corporate Card Program page, perform the following steps:
a.
b.
c.
d.
e.
f.
g.
h.
i.
In the Name field, enter a name for your corporate card program.
From the Card Type choice list, select Travel.
From the Card Brand choice list, select American Express.
Select the Upload Rules tab.
From the File Format choice list, select American Express GL1025.
Select the File contains tokenized card numbers check box.
Select the Transfer Parameters tab.
Transfer parameters define the connection details between Expenses and American Express.
Click the Create icon to open the Create Transfer Parameter dialog box.
i. In the Download Profile Name field, enter meaningful values to identify the connection details. For
example, if you are creating the connection details for connecting to the American Express test server,
you might enter AMEX Test.
ii. In the Account Name field, enter the user name of the mailbox where GL1025 files are placed.
iii. In the Account Password field, enter a password for your mailbox.
iv. In the File Name Prefix field, enter your prefix for the GL1025 files. The Upload Corporate Card
Transactions process processes files with this prefix.
v. In the Server field, enter the name of the American Express server where your mailbox exists. GL1025
files are always placed in the outbox folder as follows:
a. fsgatewaytest.aexp.com for test server
b. fsgateway.aexp.com for production server
vi. Click Save and Close.
4. In the Company Accounts section, click on the Edit pencil icon to open the Edit Company Account dialog box.
a. Enter values that American Express provides for your company in the following fields:
• Company Account Number
• Market Code
• Requesting Control Account Number
b. Remittance Details section: Captures additional parameters for the generation of remittance advice.
Remittance advice is a file that provides the amount paid by your company to American Express by credit
card number. The GRU uses the tokenized card number instead of the real card number.
c. In the Book Number field, enter the financial accounting identifier used in the US and Canada for American
Express
d. In the Load Number field, enter the sender identifier in a remittance file that is transmitted to American
Express. This identifier is provided by American Express.
Caution: If you currently receive standard GL1025 files, you can convert your existing card program to a
tokenized program. However, you should not create a new card program because all cards will be recreated
under the new card program.
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Uploading Tokenized Files
Uploading and processing tokenized GL1025 files is exactly the same as the standard GL1025 files. The process creates
tokenized cards and matches them to employees if employee numbers are provided in the GL1025 files. Employee numbers
in the GL1025 files must match person numbers in Oracle Fusion Human Capital Management.
To upload tokenized files, perform the following steps:
1. Manually run or schedule the Upload Corporate Card Transactions process from the Corporate Cards work area.
2. Review the upload results in the Corporate Cards work area and correct any errors.
3. On the Review Corporate Card Transactions page, review unassigned cards and assign them to the correct
employees. On this page, you can see the tokenized card numbers, not the real card numbers.
All corporate card processes support tokenized cards. This includes the following processes:
• Manage Historical Corporate Card Transactions process
• Create Corporate Card Issuer Payment Requests process
FAQs for Credit Card Data
What's a corporate card program?
A corporate card program is an agreement between the corporate card issuer and your company. The agreement governs
the issuance of corporate cards to your employees and the payment to the card issuer. Your company can have a single
card provider that provides corporate cards for your employees globally, which is referred to as a global card program.
Alternatively, you can have multiple card providers that provide corporate cards for your employees based on the region and
the services needed.
A corporate card program consists of one or more company accounts that represent a specific organizational hierarchy in
your company. Corporate cards are issued under each company account. Each company account is associated with:
• A card issuing bank, known as a card issuer
• Payment terms
• Other agreements
Your company can elect to receive electronic files containing the corporate card transactions of their employees on a regular
basis. The file format and method of delivery are agreed to and set up before your company processes corporate card
transaction files through Oracle Fusion Expenses.
How can I configure corporate card issuers?
You can set up a corporate card issuer through the Manage Corporate Card Issuers page. You can enter the card issuer's
site information and payment information. To pay a card issuer, enter a default payment method in the Address Payment
Information section on the Edit Corporate Card Issuer page. Then you associate the newly created card issuer with your
company account on the Create Company Account page. By selecting a payment currency and payment terms on the
Create Company Account page, you can complete the information necessary to pay the card issuer.
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How can I enforce corporate card usage policies?
Your company can set up corporate card usage rules to enforce its policies regarding the use of corporate cards. On the
Manage Corporate Card Usage Policies page, you can define the allowable amount for each expense category that can
be charged as a cash expense. Over this cash limit, employees are required to use their corporate cards. Employees who
exceed the cash limit receive either a warning message or an error message while completing expense entry. A warning
reminds employees to use the corporate card. An error prevents submission of the expense report. Expenses notifies the
expense auditor and the employee's manager of the policy violations. Alternatively, if no cash limits are defined, you can
submit cash expenses of any amount.
Can corporate card administrators view full credit card numbers
associated with tokenized card numbers in Expenses?
No. Corporate card administrators can't view real card number in Expenses. They can only view tokenized card numbers. To
view full card numbers, you can request a GL1210 report from American Express.
Can corporate card administrators view full credit card numbers
associated with tokenized card numbers in American Express?
Yes. Tokenized card numbers are provided only for payment processing. American Express continues to display full card
numbers, even if you receive tokenized card files. To view full card numbers with their associated tokens, you can request
transmission of a GL1210 report to your AMEX mailbox.
How can I prevent workers from overriding the merchant name on
credit card transactions?
By creating the profile option, EXM_DISABLE_CC_MERCHANT_NAME, and setting the value to Y. When this occurs, the
value in the Merchant Name field becomes read-only on the Create Expense Item page for both the web-based and the
mobile application. A read-only value in the Merchant Name field prevents employees from changing it, which maintains
data integrity.
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3
Expense Policies and Rules
Expense Policies and Rules
Configuring Approval Rules: Explained
Oracle Fusion Expenses supports flexible and configurable approval rules for expense report approval using the Approvals
Management Extensions (AMX) of the Oracle Service-Oriented Architecture (SOA) suite and Oracle Business Process
Management Suite (BPM). BPM provides the interface to administer the approval rules. A BPM Worklist administrator who is
assigned the role of Financial Application Administrator (FUN_FINANCIAL_APPLICATION_ADMINISTRATOR) can access the
approval rules in the BPM Worklist.
When you submit an expense report, Expenses invokes the approval process, which prompts a set of approval rules created
in AMX to build the list of approvers. AMX sends approval notifications to approvers every time it receives a response to an
approval notification. AMX continues sending approval notifications to the next set of approvers in the approval list until all
approvals are complete.
The approval rules are managed through the Oracle BPM Worklist. Navigate to: Setup and Maintenance > Select:
Financials > Setup button > Functional Areas: Expenses > Show: All Tasks > Manage Expense Approval Rules >
Oracle BPM Worklist.
To configure or modify rules, perform the following steps:
1.
2.
3.
4.
5.
In the BPM Worklist, select the Task Configuration tab.
From the Tasks to be configured pane, select FinExmWorkflowExpenseApproval.
Select the Assignees tab.
Click the Switch to Vertical Layout link. An approval hierarchy displays.
Under the SoaOLabelExp rectangle, click the diamond icon and select Go to Rule.
The expense approval flow contains predefined rule sets with their associated approvers as described in the following table:
Rule Set
Approval by
ExpenseReportRuleSet
Supervisor
•
•
CustomSerialParticipantRuleSet
CustomParallelParticipantRuleSet
•
•
Additional serial approval rules for configuration
Additional parallel approval rules for configuration
CostCenterRuleSet
Cost center owners in parallel mode
ProjectManagerRuleSet
Project managers in parallel mode
ExpenseRuleSet
A specialist based on expense types in parallel mode
SerialCostCenterRuleSet
Cost center owners in serial mode
SerialProjectManagerRuleSet
Project managers in serial mode
SerialExpenseRuleSet
A specialist based on expense types in serial mode
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ExpenseReportRuleSet: Approval by Supervisor
The predefined rule set for approval of expense reports using the supervisory hierarchy is called ExpenseReportRuleSet. The
predefined rules include the following:
• Approval by the immediate supervisor of expense reports with a report total over 1000
• Automatic response for all expense reports with a report total equal to or less than 1000
You can change the predefined rules, delete, or add rules as needed. The following table lists the parameters for the
ExpenseReportRuleSet rule set.
Rule
Field
Predefined Value
Description
Task. payload.
getExpenseReportVOResponse.
result. expenseReportTotal
Attribute that stores the expense
report total in the reimbursement
currency.
List Builder
Supervisory
The rule uses the supervisory
hierarchy to retrieve approvers.
Response Type
Required
The approval notification requires
a response.
Number of levels
1
Number of supervisory levels
required for approval completion.
Starting Participant
HierarchyBuilder.
getManager("supervisory"Task.
creator -1,"","")
Person for whom the expense
report is created.
Top Participant
HierarchyBuilder.
getPrincipal("FINUSER30"-1"","")
Last approver in the approval
chain. Approval doesn't go
beyond this participant in a
hierarchy. To use this rule
as is, you must change the
predefined last approver user
name to the last approver in your
organization.
Auto Action Enabled
False
Automatic approval action is
disabled.
Auto Action
Null
No automatic approval action.
Condition
Task. payload.
getExpenseReportVOResponse.
result. expenseReportTotal
Attribute that stores the expense
report total in the reimbursement
currency.
List Builder
Supervisory
The rule uses the supervisory
hierarchy to retrieve approvers.
ExpenseReportManagerApprovalRuleCondition
ExpenseReportAutoApprovalRule
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Rule
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Field
Predefined Value
Description
Response Type
Required
The approval notification requires
a response.
Number of levels
1
Number of supervisory levels
required for approval completion.
Starting Participant
HierarchyBuilder.
Person for whom the expense
getPrincipal("workflowsystem"-1,"","")report is created.
Top Participant
HierarchyBuilder.
getPrincipal(Task. creator-1"","")
Person for whom the expense
report is submitted.
Auto Action Enabled
True
Automatic approval is enabled.
Auto Action
Approve
The response is set to Approve.
Task. payload. employeeInActive
Attribute that stores the
condition.
List Builder
Supervisory
The rule uses the supervisory
hierarchy to retrieve approvers.
Response Type
Required
The approval notification requires
a response.
Number of levels
1
Number of supervisory levels
required for approval completion.
Starting Participant
HierarchyBuilder.
getPrincipal(Task. payload.
startingParticipant-1,"","")
Person for whom the expense
report is created.
Top Participant
HierarchyBuilder.
getPrincipal("FINUSER30"-1,"","")
Last approver in the approval
chain. Approval doesn't go
beyond this participant in a
hierarchy. To use this rule
as is, you must change the
predefined last approver user
name to the last approver in your
organization.
Auto Action Enabled
False
Automatic approval action is
disabled.
Auto Action
null
No automatic approval action.
OR The response is set to
Approve.
ExpenseReportInactiveEmployeeManagerApproverRule
Condition
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Additional Serial Approval Rules for Configuration: This is an additional predefined rule set for serial approval called
CustomSerialParticipantRule. This rule set doesn't contain any predefined rules. You can use this rule set for any additional
combination of approval rules that needs to be executed sequentially with respect to the rules in ExpenseReportRuleSet.
Additional Parallel Approval Rules for Configuration: This is an additional predefined rule set for parallel approval called
CustomParallelParticipantRule. This rule set doesn't contain any predefined rules. You can use this rule set for any additional
combination of approval rules that needs to be executed in parallel to the rules in ExpenseReportRuleSet.
ProjectManagerRuleSet: Approval by Project Managers in Parallel Mode
The predefined rule set for approval of expense reports by project managers is called ProjectManagerRuleSet. This rule set
has a single predefined rule. The rule says that if the total amount charged to projects is greater than zero, the expense report
is sent to the project manager for approval. Additionally, if expenses are charged to more than one project, the applicable
project managers receive the approval notification in parallel. The approval is complete when all project managers identified as
approvers have approved the expense report.
You can change the predefined rules, delete, or add rules as needed. The following table lists the parameters for the
ProjectManagerRuleSet rule set.
Rule
Field
Predefined Value
Description
ProjectManagerApprovalRule
Condition
ExpenseReport/
projectTotalVOtotal
Attribute that stores the total
expense charged against each
project in an expense report. The
view object only stores details
for expense reports that contain
projects.
List Builder
Resource
Static list of approvers.
Response Type
Required
The approval notification requires
a response.
Participants
ExpenseReport/
projectTotalVOmanagerUsername
The approver of the expense
report is the project manager.
CostCenterRuleSet: Approval by Cost Center Owners in Parallel Mode
The predefined rule set for approval of expense reports by cost center owners is called CostCenterRuleSet. This rule set has
the following predefined rules:
• If the total amount charged to cost centers other than the employee's default cost center is greater than zero, the
expense report is sent to the cost center owner for approval.
◦
If expenses are charged to a cost center other than the employee's default cost center, the applicable cost
center owners receive the approval notification in parallel. The approval is complete when all cost center
owners identified as approvers have approved the expense report.
• If the cost center of the expenses is the same as the default cost center of the employee, an automatic response is
generated that indicates there is no cost center approval.
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You can change the predefined rules, delete, or add rules as needed. The following table lists the parameters for the
CostCenterRuleSet rule set.
Rule
Field
Predefined Value
Description
ExpenseReport/
costCenterTotalVOcostCenter
Attribute that stores the cost
centers in the expense report.
Condition
Task. payload.
getExpenseReportVOResponse.
result. defaultCostCenter
Default cost center of the
employee.
List Builder
Resource
Static list of approvers.
Response Type
Required
The approval notification requires
a response.
Participants
ExpenseReport/
The approver of the expense
costCenterTotalVOmanagerUsernamereport is the cost center owner.
CostcenterIsNotEmpDefaultCostcenterRule
Condition
CostcenterIsEmpDefaultCostcenterRule
Condition
ExpenseReport/
costCenterTotalVOcostCenter
Attribute that stores the cost
centers in the expense report.
Condition
Task. payload.
getExpenseReportVOResponse.
result. defaultCostCenter
Default cost center of the
employee.
List Builder
Supervisory
The rule uses the supervisory
hierarchy to retrieve approvers.
Response Type
Required
The approval notification requires
a response.
Number of levels
1
Number of supervisory levels
required for approval completion.
Starting Participant
HierarchyBuilder.
Person for whom the expense
getPrincipal("workflowsystem"-1,"","")report is created.
Top Participant
HierarchyBuilder.
getPrincipal(Task. creator-1"","")
Person for whom the expense
report is submitted.
Auto Action Enabled
True
Automatic approval is enabled.
Auto Action
Approve
The response is set to Approve.
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ExpenseRuleSet: Approval by a Specialist Based on Expense Types in Parallel
Mode
The predefined rule set for approval of expense reports based on the template name or any attributes of the expense type is
called ExpenseRuleSet. This rule set has the following predefined rules:
• If the template name for any of the expenses is Relocation Expenses, the expense report is routed to approval by a
predefined user.
• If the expense reports don't contain any expenses with the expense template Relocation Expenses, an automatic
approval response is generated that indicates there is no special approval.
You can change the predefined rules, delete, or add rules as needed. The following table lists selected parameters for the
ExpenseRuleSet rule set.
Rule
Field
ExpenseTypeIsRelocationExpensesRule
Condition
Predefined Value
Description
ExpenseReport/
Attribute that stores the cost
expenseVOexpenseTemplateName centers in the expense report.
List Builder
Resource
Static list of approvers.
Response Type
Required
The approval notification requires
a response.
Participants
User ID of the approver
The approver of the expense
report is a specialist.
ExpenseTypeIsNotRelocationExpensesRule
Condition
ExpenseReport/
Auto approval enabled with
expenseVOexpenseTemplateName the same list builder criteria as
ExpenseReportAutoApprovalRule
List Builder
Supervisory
The rule uses the supervisory
hierarchy to retrieve approvers.
Response Type
Required
The approval notification requires
a response.
Number of levels
1
Number of supervisory levels
required for approval completion.
Starting Participant
HierarchyBuilder.
Person for whom the expense
getPrincipal("workflowsystem"-1,"","")report is created.
Top Participant
HierarchyBuilder.
getPrincipal(Task. creator-1,"","")
Person for whom the expense
report is submitted.
Auto Action Enabled
True
Automatic approval is enabled.
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SerialProjectManagerRuleSet: Approval by Project Managers in Serial Mode
The predefined rule set for approval of expense reports in serial mode by project managers is called
SerialProjectManagerRuleSet. This rule set contains the same rule as the parallel approval, but the rule set is configured to
send the approval notifications sequentially to the approvers in the list. Each notification to a subsequent approver is sent
only after the current approver approves the expense report. If the current approver rejects the expense report, the approval
process is complete and the report returns to the user.
SerialCostCenterRuleSet: Approval by Cost Center Owners in Serial Mode
The predefined rule set for approval of expense reports in serial mode by cost center owners is called
SerialCostCenterRuleSet. This rule set contains the same rule as the parallel approval, but the rule set is configured to send
the approval notifications sequentially to the approvers in the list. Each notification to a subsequent approver is sent only after
the current approver approves the expense report. If the current approver rejects the expense report, the approval process is
complete and the report returns to the user.
SerialExpenseRuleSet: Approval by a Specialist Based on Expense Types in
Serial Mode
The predefined rule set for approval of expense reports based on a template name or any attributes of the expense type is
called SerialExpenseRuleSet. The rule set contains the same rule as the parallel approval, but the rule set is configured to
send the approval notifications sequentially to the approvers in the list. Each notification to a subsequent approver is sent
only after the current approver approves the expense report. If the current approver rejects the expense report, the approval
process is complete and the expense report returns to the user.
Defining Approval Rules: Explained
Approval rules are configurable rules for expense report approval created in Approval Management Extensions (AMX). Oracle
Fusion Expenses provides nine predefined rule sets. By using the BPM Worklist, you can define new approval rules or modify
existing ones in AMX. To manage approval rules, you must be a BPM Worklist administrator, such as a financial application
administrator.
If you are authorized to manage the approval rules, you can:
• Modify existing approval rules
• Define new approval rules
• Understand and apply properties of rules and rule sets
If you are authorized to manage the approval rules, an Administration link displays in the corner of the BPM Worklist. To
define new approval rules or modify existing ones, click the Administration link, click the Task Configuration tab, click the Data
Driven tab to display the Data driven configuration page, and then select the FinExmWorkflowExpenseApproval task from the
Tasks to be configured pane.
Each rule set contains one or more approval rules. Each approval rule has an approval condition and a list of approvers. The
list of approvers derived for each rule set is called a participant. To generate the list of approvers, each rule requires a list
builder to be associated with it.
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Each expense report can only satisfy one rule within a rule set. If an expense report does not satisfy any rule in a rule set, the
approval process errors and an incident is reported in Oracle Enterprise Manager Grid Control.
Modify Existing Approval Rules
In the Data driven configuration page, select a rule set to modify and click the Edit icon in the Tasks to be configured pane.
You can now add, modify, or delete rules within the specified rule set. The changes take effect when you click the Commit
Task icon in the Tasks to be configured pane. Saving changes by clicking the Save icon saves the changes, but it does not
activate them. If needed, you can undo changes by clicking the Reset icon.
Define New Approval Rules
To create new rules, you must provide values for the following rule components:
• Condition: Criteria that an expense report must satisfy
• Response type: Required or FYI. A response from the approver is required or the notification is informational.
• List builder: Creates a list of approvers for a specific notification
To define a condition, select a value from the list of values in the IF region. The Condition Browser displays. In the Condition
Browser, open a view object (folder) and select the attribute that you want to use as the criteria. You can add multiple
conditions to a rule. An example of a condition is: ExpenseReport.expenseReportTotal more than 1000.
The following table lists view objects (folders) that are visible in the Condition Browser with their associated attributes and
descriptions.
Note: The following table contains view objects with their associated attributes and descriptions that you can
select as conditions for expense report approval rules.
View Object in Condition Browser
Attribute
Description
ExpenseReport
ExpenseReportId
Expense report identifier
ExpenseReport
PersonId
Person identifier of the employee on the
expense report
ExpenseReport
AssignmentId
Primary assignment identifier of the
employee's assignment
ExpenseReport
ExpenseReportDate
Date of the latest expense in the expense
report
ExpenseReport
ExpenseReportTotal
Total amount of the expense report in the
reimbursement currency
ExpenseReport
ReimbursementCurrencyCode
Expense report reimbursement currency
code
ExpenseReport
ReportSubmitDate
Date on which the expense report was
submitted for approval
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View Object in Condition Browser
Attribute
Description
ExpenseReport
ExpenseStatusCode
Most recent status of the expense report
ExpenseReport
ExpenseStatusDate
Date of the most recent status of the
expense report
ExpenseReport
OrgId
Business unit identifier of the expense report
ExpenseItem
ReceiptAmount
Expense amount in receipt currency
ExpenseItem
ReceiptCurrencyCode
Currency code of the expense amount
ExpenseItem
ExpenseSource
Source of the expense item, cash, or
corporate card
ExpenseItem
ExpenseTypeCategoryCode
Category of the expense item, such as Airfare
or Accommodations
ExpenseItem
ExpenseCategoryCode
Classification of expense item, such as
Business or Personal
ExpenseItem
ExpenseTemplateId
Expense template identifier for the expense
item
ExpenseItem
ExpenseTypeId
Expense type identifier of the expense item
ExpenseItem
PolicyViolatedFlag
Check box that indicates whether the
expense item has policy violations
ExpenseItem
ReceiptMissingFlag
Check box that indicates whether the user
has the original receipt
ExpenseItem
EmpDefaultCostCenter
Default cost center of the employee
CostCenterTotal
ExpenseReportId
Expense report identifier
CostCenterTotal
CostCenter
Cost center against which the expense is
incurred
CostCenterTotal
Total
Total expense charged to the cost center
CostCenterTotal
ManagerId
Person identifier of the cost center owner
CostCenterTotal
ManagerUsername
User name of the cost center owner
ProjectTotal
ExpenseReportId
Expense report identifier
ProjectTotal
PjcProjectId
Project identifier
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View Object in Condition Browser
Attribute
Description
ProjectTotal
Total
Total expense charged to the project
ProjectTotal
ProjectPartyId
Person identifier of the project manager
ProjectTotal
ManagerUsername
User name of the project manager
Each approval notification generated from an approval rule must have a response type of Required or FYI. You specify the
applicable response type in the THEN region on the Data driven configuration page of the BPM Worklist. If the approver
should take an action in response to the notification, click the Required radio button. If the approval notification is designed as
information only, click the FYI radio button.
Each rule requires a list builder to build the list of approvers. The following table contains the list builder types with their
associated descriptions that are available in the BPM Worklist.
List Builder Type
Description
Supervisory
Ascends the primary supervisory hierarchy, starting at the expense report submitter or at a given
approver, and generates the approval chain.
Job Level
Ascends the supervisory hierarchy, starting at a given approver and continuing until an approver
with the appropriate job level is found.
Position
Ascends the position hierarchy, starting at a given approver's position and continuing until an
approver with the appropriate position is found.
Resource
A list of approvers. You can choose a user name or a function that returns a set of approvers.
Approval Group
Group of approvers. You can create approver groups consisting of a list of users for use in the rule
sets.
Each list builder type requires values for specific fields to build its approval list. In the THEN region on the Data driven
configuration page of the BPM Worklist, select a type of list builder from the List Builder drop-down list and click the Create
Action button. The Add Variable dialog box displays where you add specific variables for specific list builders.
The following table contains the fields associated with each list builder type for which you must select specific values.
List Builder Type
Field
Description
Values to Select and Sample
Data
Supervisor
Number of Levels
A positive number specifying the
number of levels to traverse the
supervisory hierarchy.
A positive number based on your
needs. For example, use 1 for
one level of approval.
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List Builder Type
Field
Description
Supervisor
Starting Participant
The first participant in the list.
Values to Select and Sample
Data
From the Add Variable dialog
box, select:
•
•
•
•
The Get Manager radio
button
Supervisory as the List
Builder
Reference User as
task.creator to start
from the person on the
expense report
An Effective Date if
applicable
This creates the following
string for the start participant:
HierarchyBuilder.getManager
("supervisory",Task.creator,-1,"","").
Supervisor
Top Participant
The last participant in the list.
The approval list does not
go beyond this person in a
hierarchy.
From the Add Variable dialog
box:
•
•
•
Select the Get User radio
button.
Enter the user name of
the last person in the
approval chain as the
Reference User.
Select an Effective Date
if applicable.
This creates the following
string as the top participant:
HierarchyBuilder.getPrincipal
("<>",-1,"","")
Supervisor
Auto Action Enabled
If automatic response should
be enabled for the approval
notification, set to True.
Not applicable
Supervisor
Auto Action
If automatic response is enabled,
set the response.
For expense approval, use
Approve.
Position
Number of Levels
Position
Relative to
A positive number specifying the
number of levels to traverse the
position hierarchy. This number
can be an absolute value or a
value relative to the Starting
Point or Creator.
The number of levels to traverse
is relative to one of the following
values: Starting Point, Creator,
or Absolute.
Not applicable
•
•
At most 2 relative to
Starting Point
At least 2 relative to
Starting Point.
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List Builder Type
Field
Description
Position
Starting Participant
The first participant in the list.
Values to Select and Sample
Data
To select a starting participant,
click the list of values and select:
•
•
•
•
•
The Get Manager radio
button
Position as the List
Builder
Reference User as the
position identifier of the
starting position
A Hierarchy Type. This
is a mandatory selection
for the position list builder.
To select a hierarchy
type, you must first define
a position hierarchy in
Oracle Fusion Global
Human Resources.
An Effective Date if
applicable
This creates a string for
the starting participant.
For example, to start from
position ID 1234, use
HierarchyBuilder.getManager
("position","1234",-1,"","
ENTERPRISE_POSITION
_HIERARCHY") as the start
participant.
Position
Top Participant
The last participant in the list.
The approval list does not
go beyond this person in a
hierarchy.
From the Add Variable dialog
box:
•
•
•
Select the Get User radio
button.
Enter the position
identifier for the last
position in the approval
chain as the Reference
User.
Select an Effective Date
if applicable.
This creates a string for the
top participant. For example,
HierarchyBuilder.getPrincipal
"<>","","
ENTERPRISE_POSITION_
HIERARCHY").
Position
Utilized Participants
Uses only the participants
specified in this option from the
calculated list of participants.
Available options are: Everyone,
First and Last Manager, Last
Manager.
Not applicable
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List Builder Type
Field
Description
Values to Select and Sample
Data
Position
Auto Action Enabled
If automatic response should be
enabled for the notification, set
to True.
Not applicable
Position
Auto Action
If automatic response is enabled,
set the response.
For expense approval, use
Approve.
Job Level
Number of Levels
Job Level
Relative to
Job Level
Starting Participant
A positive number specifying the
number of levels to traverse the
job level hierarchy. This number
can be an absolute value, or a
value relative to Starting Point
or Creator.
The number of levels to traverse
is relative to one of the following
values: Starting Point, Creator,
or Absolute.
The first participant in the list.
Not applicable
•
•
At most 2 relative to
Absolute
At least 1 relative to
Absolute
From the Add Variable dialog
box, select:
•
•
•
•
The Get User radio
button
Job Level as the List
Builder
Reference User as
task.creator to start
from the person on the
expense report
An Effective Date if
applicable
This creates a string for the
start participant. For example,
HierarchyBuilder.getManager
("joblevel",task.creator,-1,"","").
Top Participant
The last participant in the list.
The approval list does not
go beyond this person in a
hierarchy.
From the Add Variable dialog
box:
•
•
•
Select the Get User radio
button.
Enter the user name for
the last approver in the
approval chain as the
Reference User.
Select an Effective Date
if applicable.
This creates the following
string as the top participant:
HierarchyBuilder.getPrincipal
("<>",-1,"","")
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List Builder Type
Field
Description
Values to Select and Sample
Data
Job Level
Include all managers at last level
If the job level equals that of
the previously calculated last
participant in the list, then it
includes the next manager in the
list.
Not applicable
Job level
Utilized Participants
Job Level
Auto Action Enabled
If automatic response should
be enabled for the approval
notification, set to True.
Not applicable
Job level
Auto Action
If automatic response is enabled,
set the response.
For expense approval, use
Approve.
Resource
Participants
Participants can be users,
groups, or application roles. For
users, use a static user name
or a function to retrieve a user
name.
For example, use
ExpenseReport/
costCenterTotalVOmanagerUsername
for cost center owner.
Approval Group
Approval Group
Enter the approval group name.
To select an approval group as
a list builder, you must create
the static approval groups in the
BPM Worklist.
Not applicable
Uses only the participants
specified in this option from the
calculated list of participants.
Available options are: Everyone,
First and Last Manager, Last
Manager.
Not applicable
For more information on configuring approval rules, see the Using Task Configuration section of the Using Approval
Management chapter in the Oracle Fusion Middleware Modeling and Implementation Guide.
Understand and Apply Properties of Rules and Rule Sets
The following are properties of rules and rule sets that you need to understand and apply.
• For each expense report, one rule must be true within each rule set. If the expense report does not satisfy any rule in
the rule set, the approval process will error.
• Since there can be only one rule that applies in a rule set for each expense report, you must configure the rules at
the most granular level applicable and use priority within the rule to differentiate overlapping conditions. AMX does
not support nested conditions.
• All rule sets are executed in parallel or in serial with respect to the Expense Report Approval Stage.
• Serial rule sets are designed to execute the approval process in a sequential order. The approvers in the approval list
for any rule included in these rule sets are notified in a sequential order.
• To deactivate a rule set, check the Ignore this participant check box for that rule set.
• If the participants cannot be determined, then AMX sends out a failure notification to the user with an incident
identifier. Administrators can access the incident details through the Support Workbench of the Oracle Enterprise
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Manager Grid Control application and restart the approval process in Oracle Enterprise Manager Grid Control after
resolving the issues in the incident report.
Cash Advance Approval Rules: Explained
Cash advance approval rules are configurable rules for approving cash advances. A cash advance is an advance payment to
an employee that covers out-of-pocket and incidental expenses while traveling or legitimate business expenses.
Oracle Fusion Expenses integrates with Approvals Management Extensions (AMX) of the Oracle Service-Oriented Architecture
(SOA) suite and Oracle Business Process Management Suite (BPM) to allow deploying companies to build flexible approval
routing rules. This ensures that proper approval authority is enforced.
The BPM Worklist provides an interface to administer the cash advance approval rules based on your company's
business needs. A BPM Worklist administrator, such as a user with the Financial Application Administrator
(FUN_FINANCIAL_APPLICATION_ADMINISTRATOR) role can access the cash advance approval rules in the BPM Worklist.
When you submit a cash advance request, Expenses invokes the cash advance approval process, which in turn invokes a
set of cash advance approval rules created in AMX to build the list of approvers. AMX then sends out approval notifications
to the approvers identified by the cash advance approval rules. This process is repeated until all cash advance approvals are
complete.
The predefined cash advance approval rule routes every cash advance request by an employee to his or her immediate
supervisor for approval. Once the immediate supervisor approves the cash advance request, it is automatically sent to the
expense auditor for final approval.
If you are authorized to manage cash advance approval rules, you can:
• Navigate to the BPM Worklist.
• Modify the predefined cash advance rule.
Navigate to the BPM Worklist
The cash advance approval rules are managed through the BPM Worklist application. Users who are authorized to manage
the cash advance approval rules see an Administration link displayed in the corner of the application.
To create new rules or modify existing rules, click the Administration link, click the Task Configuration tab, click the Data
Driven tab, and then select the FinExmWorkflowCashAdvanceApproval approval flow in the panel. The cash advance
approval flow contains the predefined rule set: Approval by immediate supervisor.
Modify the Predefined Cash Advance Rule
The predefined rule set for approval of cash advances using the supervisory hierarchy is called CashAdvanceApprovalStage:
CashAdvanceApprovalRuleSet. This predefined cash advance rule defines the approval of cash advances of any amounts by
the immediate supervisor.
You can modify the predefined cash advance rule by performing any of the following tasks:
• Modifying the predefined cash advance rule
• Adding new cash advance rules
• Deleting existing cash advance rules
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The following table contains parameters for the predefined CashAdvanceApprovalStage : CashAdvanceApprovalRuleSet rule
set that you can modify to accommodate your cash advance approval needs.
Field
Predefined Value
Description
List Builder
Supervisory
This rule set uses the supervisory hierarchy to
retrieve approvers.
Response Type
Required
The approval notification requires a response.
Number of Levels
1
The maximum number of supervisory levels
required for completion of cash advance
approval. You can modify the numbers of
levels required by changing the value. For
example, if you change 1 to 2, two levels of
approvals will be required.
Starting Participant
HierarchyBuilder.
getManager("supervisory"Task. creator
-1,"","")
The first approver in the approval chain.
Top Participant
HierarchyBuilder.
getPrincipal("FINUSER30"-1"","")
The last approver in the approval chain.
The approval process does not go beyond
this participant in the approval hierarchy.
To use this rule without additional
modification, you must change the
predefined last approver user name to the
last approver name in your organization, cost
center, or department.
Auto Action Enabled
False
This parameter enables or disables the
automatic approval action.
Auto Action
Null
The type of automatic approval action taken,
such as Approve or Reject.
The administrator of the cash advance approval rules can perform the following modifications:
• Create additional rules.
For example, you can define new rules to conform to your company's cash advance approval policies.
• Add additional levels of supervisory approval.
For example, if the cash advance amount exceeds the threshold that the administrator configured, the cash advance
request is sent to the next supervisory level for approval.
• Set up automatic cash advance approval.
For example, if the cash advance amount is under a certain amount, then the cash advance is automatically
approved and it does not require the supervisor's approval. This feature expedites the approval process for smaller
amounts, since the need to wait for the supervisor's approval is eliminated.
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To modify an existing cash advance approval rule in the Data Driven configuration page, select the rule set to modify and click
the Edit icon in the Tasks to be configured pane. You can now add, modify, or delete rules within the specified rule set. The
changes take effect when you click the Commit Task icon in the Tasks to be configured pane. Saving changes by clicking the
Save icon saves the changes, but it does not activate them. If needed, you can undo changes by clicking the Reset icon.
Setting Up Approval Rules for Delegated Expense Reports:
Explained
Oracle Fusion Expenses enables you to delegate expense entry to another person. To understand the approval process for
delegated expense reports, it is necessary to understand the distinction between preparer, or creator, and owner. The person
who submits an expense report for another person is called the preparer. The person who incurs the expenses is called the
owner of the expense report.
Expenses provides predefined approval rules to support delegated expense report approval. When a preparer submits an
expense report, the following approval process ensues.
• Approval by expense report owner
In the first part of the approval process, the expense report is routed to the expense report owner for approval. The
expense report has a status of Pending Individual Approval. The rule set for this part of the approval process is called
the ExpenseReportApprovalStageExpenseReportD : ExpenseReportOwnerRuleSet in the BPM Worklist application.
• Approval by preparer's manager
In the second part of the approval process, the expense report is routed to the preparer's manager hierarchy for
approval. The Expense report has a status of Pending Manager Approval. The rule set for this part of the approval
process is called ExpenseReportApprovalStage : ExpenseReportRuleSet in the BPM Worklist application.
This topic discusses the following two scenarios that require you to modify the rule sets if your company enables delegated
expense entry.
• Bypass approval by owner
• Start approval with owner's manager
Based on your company policies, any one of the following scenarios can apply:
• Only bypass approval by owner
• Only start approval with owner's manager
• Both bypass approval by owner and start approval with owner's manager
• Neither bypass approval by owner nor start approval with owner's manager
Bypass Approval By Owner
If your company policy does not require expense report approval by the expense report owner, you can modify the rule set to
bypass this approval. When bypassed, the expense report status is set to Pending Manager Approval. The expense report is
routed to approvers based on the existing approval rules.
To bypass approval by the owner, perform the following steps:
1. Navigate to the Oracle BPM Worklist application.
2. Click the Administration link displayed in the corner of the page. The Administration tab appears.
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3.
4.
5.
6.
Click the Task Configuration tab.
Click the Rules tab.
In the Tasks to be configured pane, select the FinExmWorkflowExpenseApproval task.
From the Select Ruleset choice list, select the following predefined rule set:
SoaOLabel.ExpenseReportApprovalStageExpenseReportD : ExpenseReportOwnerRuleSet .
7. Select the Ignore this participant check box. This action tells the approval rule to ignore the owner as the first
approver in the approval rule.
8. To save the modified rule set, click the Save icon in the Tasks to be configured pane.
9. To commit the modified rule set, click the Commit task icon in the Tasks to be configured pane.
Start Approval with Owner's Manager
The approval process routes the expense reports to the preparer's manager hierarchy.
If your company policy requires expense reports to be routed to the owner's manager hierarchy for approval, perform the
following steps.
1. To navigate to the expense report approval taskflow, perform steps 1-5 in the preceding section.
2. From the Select Ruleset choice list, select the following predefined rule set:
SoaOLabel.ExpenseReportApprovalStage : ExpenseReportRuleSet.
3. Click the Edit task icon (pencil) on the Tasks to be configured pane.
4. Expand the ExpenseReportManagerApproval rule.
5. In the List builder action 1 region, click in the Starting Participant field and scroll until you see
("supervisory",Task.creator,.
6. In the Starting Participant field, replace Task.creator with Task.payload.Expense Report Owner as shown in the
following table.
Predefined Value
Changed Value
HierarchyBuilder.
getManager("supervisory"Task. creator
-1,"","")
HierarchyBuilder. getManager("supervisory" Task. payload. Expense Report Owner, -1,"","")
7. To save the modified rule set, click the Save icon in the Tasks to be configured pane.
8. To commit the modified rule set, click the Commit task icon in the Tasks to be configured pane.
Caution: Expenses recommends that you evaluate any existing approval rules that use Task.creator as the first
approver in an approval hierarchy to determine whether the first approver should be changed from task.creator
to Task.payload.Expense Report Owner.
Customizing Terms and Agreements: Procedure
The default corporate policy compliance message is an acceptance statement that employees typically acknowledge by
selecting a check box when they create an expense report. The default message states that the worker has read and
accepted the corporate travel and expense policies. If you choose to display a corporate policy compliance message, you
can use the default provided or you can customize your message text and make it text only or a clickable link that navigates
to your company travel and expense policy.
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Business units may have their own requirements related to enforcing acceptance of corporate policies. For example, some
business units may require specific terms and agreements text that reflects their unique acceptance message. As an
implementor, you can decide whether you want to:
• Enforce acknowledgment that the worker has read and accepts the corporate polices by presenting a required
check box to select
• Create terms and agreements text specific to a business unit
• Provide specific terms and agreements text that also acts as a link to the corporate policies
• Provide a link to corporate policies that is specific to a business unit
You decide the text message to display and whether or not to display it as a clickable link to the corporate policy. You also
decide whether or not to enforce workers' acknowledgment and acceptance of corporate policies by including a check box
before the text message that must be selected. These decisions are made on the Create or Edit Expenses System Options
page.
Navigation to the All Business Units section: Setup and Maintenance > Search: Manage Expenses System Options >
Click Manage Expenses System Options link > Manage Expenses System Options page > Corporate Options for
Expense Report subsection > Enable Terms and Agreements check box and Enable Corporate Policy URL check
box.
Navigation to a specific business unit: Setup and Maintenance > Search: Manage Expenses System Options > Click
Manage Expenses System Options link > Manage Expenses System Options page > Specific Business Units
section > Select and click a specific business unit > Edit Expenses System Options page > Select the Corporate
Options for Expense Report tab > Enable Terms and Agreements choice list and the Enable Corporate Policy
URL choice list.
Displaying Customized Terms and Agreements Text
You have several options to consider before you decide what and how to display terms and agreements text.
The following table contains several combinations of selecting or deselecting terms and agreements text with or without a
corporate policy URL. The table also describes the resulting text and links that are displayed on the Create and Edit Expense
Report page and on the Welcome page. The selections contained in the table are made on the Manage Expenses System
Options setup page for all business units.
Tip: You can make the same combination of selections for specific business units with the same resulting text
and links displayed on the Create Expense Report Page and on the Welcome Page. Instead of selecting check
boxes, you select options from a choice list. When you make choices on the Edit Expenses System Option page,
you select options from the Enable Terms and Agreements choice list and from the Enable Corporate Policy URL
choice list.
Enable Terms and
Agreements Check Box
Corporate Policy Choice
List
Enable Corporate Policy
URL Check Box
URL Field
Selected
Default option selected
Selected
URL Specified
Resulting Text and Links
Displayed on the Create
Expense Report Page
and the Welcome Page
•
Check box visible
before text.
◦
A worker
must select
the check
box to
acknowledge
acceptance
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Enable Terms and
Agreements Check Box
Expense Policies and Rules
Corporate Policy Choice
List
Enable Corporate Policy
URL Check Box
URL Field
Resulting Text and Links
Displayed on the Create
Expense Report Page
and the Welcome Page
•
•
•
Selected
Customized option
selected
Selected
URL Specified
•
of the
corporate
policies
before
submitting
an expense
report.
Text: I have read
and accept the
corporate travel
and expense
policies.
Clickable link
that opens to
your company's
travel and
expense policies
document.
A clickable
link, Corporate
Policies, appears
on the Welcome
page that opens
to your company's
travel and
expense policies
document.
Check box visible
before text.
◦
•
•
•
A worker
must select
the check
box to
acknowledge
acceptance
of the
corporate
policies
before
submitting
an expense
report.
Text: Customized
text.
Clickable link
that opens to
a document
specified by the
URL.
A clickable
link, Corporate
Policies, appears
on the Welcome
page that opens
to your company's
travel and
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Enable Terms and
Agreements Check Box
Expense Policies and Rules
Corporate Policy Choice
List
Enable Corporate Policy
URL Check Box
URL Field
Resulting Text and Links
Displayed on the Create
Expense Report Page
and the Welcome Page
expense policies
document.
Deselected
N/A
Selected
URL Specified
•
•
•
•
Selected
Customized option
selected
Selected
Not Applicable
•
•
•
•
Selected
Not Applicable
Selected
Not Applicable
•
•
•
Selected
Not Applicable
Selected
URL Specified
•
•
•
No check box
visible before text.
Text: Corporate
Policies.
Clickable link
that opens to
a document
specified by the
URL.
A clickable
link, Corporate
Policies, appears
on the Welcome
page that opens
to your company's
travel and
expense policies
document.
Check box visible
before text.
Text: Customized
text.
No link to
corporate policies.
No clickable link
appears on the
Welcome page.
No check box
visible in expense
report.
No link to
corporate policies.
No clickable link
appears on the
Welcome page.
No check box
visible in expense
report.
Clickable link
that opens to
a document
specified by the
URL.
A clickable
link, Corporate
Policies, appears
on the Welcome
page that opens
to your company's
travel and
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Enable Terms and
Agreements Check Box
Expense Policies and Rules
Corporate Policy Choice
List
Enable Corporate Policy
URL Check Box
URL Field
Resulting Text and Links
Displayed on the Create
Expense Report Page
and the Welcome Page
expense policies
document.
Creating Lookup Codes for Customized Terms and Agreements Text
To create custom corporate policy compliance text that is displayed on the Create and Edit Expense Report page, perform
the following steps:
1. Navigate to: Setup and Maintenance > Search: Define Lookups > Click Manage Standard Lookups link >
Manage Standard Lookups page.
2. In the Search section, enter ORA_EXM_TERMS_AGRMT in the Lookup Type field and click Search. The
ORA_EXM_TERMS_AGRMT lookup type appears, along with its associated lookup codes.
3. In the ORA_EXM_TERMS_AGRMT: Lookup Codes section, click the New (+) icon to add a new row to the table.
4. In the Lookup Code field, you can enter a unique value, such as Business Unit 1.
5. In the Display Sequence field, enter the sequence in which you want the meanings to display.
6. Select the Enabled check box to enable the lookup code.
7. In the Meaning field, enter a business term that defines the lookup code. The meaning of the lookup codes are
displayed in sequential order when you enable terms and agreements.
8. In the Description field, enter a short description for the lookup code meaning. Whatever you enter for the
description is displayed when you hover over a value on the choice list.
9. Click Save or Save and Close.
Related Topics
• Lookups: Explained
Configuring Expense Policies: Points to Consider
To enforce compliance with your company's expense policies, you can specify any of the following options:
• Receipt required
• Corporate card usage
• Conversion rate
Specifying a Receipt Required Policy
If your accounts payable department requires a receipt for each expense, then you must specify the following for each
expense type that you define on the Create Expense Type page:
• A receipt requirement rule that reflects your company's receipt policy. A receipt can be required for cash only or for
corporate card and cash.
• An expense amount, over which a receipt is required
• Warning and error tolerance percentages so the application can warn the user, if opted, of a receipt required policy
violation or, in the case of an error, actually prevent submission of the expense report
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Warnings are tracked by the application. You can view them in the Expense Items section on the Edit Expense Report page.
Errors aren't tracked because they prevent submission of an expense report.
Specifying a Corporate Card Usage Policy
You can set up corporate card usage policies to enforce the use of corporate cards. These policies increase your control of
the cards by enforcing compliance with the usage policies.
You can specify corporate card usage policies in the Edit Corporate Card Usage Policy dialog box by specifying cash limits
for expense categories. A cash limit is a cash ceiling, over which an employee must use a corporate card to pay for an
expense. An expense category is a grouping of expense types. For example, the expense category of Airfare includes the
following expense types: International Air and Domestic Air.
You must also specify tolerance percentages for warnings or errors as they relate to the cash limits for the expense
categories. The following table illustrates how the warning and error tolerance percentages work for corporate card usage
policies.
Cash Limit for Expense
Category of Car Rental
Warning Tolerance
Percentage
Warning Amount
Error Tolerance
Percentage
Error Amount
$100
5%
$100 + $5 = $105.
The warning tolerance is
$100 up to $105. Over
$105, the user sees a
warning.
10%
$100 + $10 = $110.
The error tolerance
is over $105 up to
$110. Over $110, the
application prevents the
user from submitting the
expense report.
If the employee enters a cash amount over $105 for a car rental on the expense report, a warning displays, if opted, that
reminds the employee to use a corporate card, instead of cash, for car rental charges over $100. Warnings are tracked by
the application. You can view them in the Expense Items section on the Edit Expense Report page.
If the employee enters a cash amount over $110 for a car rental on the expense report, the application prevents submission
of the expense report. Therefore, errors aren't tracked by the application.
Note: If no cash limits are defined, you can submit cash expenses of any amount.
Specifying a Conversion Rate Policy
You can define conversion rate behavior for each business unit in your company. These definitions enable you to enforce
conversion rate policies and to validate the conversion rates that employees enter for foreign currency receipts. If you enter a
conversion rate value in an expense report, or override a defaulted value, the value you enter is validated against the current
conversion rate definitions.
Note: Conversion rate behavior applies only to cash expenses, not to corporate card expenses.
You can specify the following conversion rate behavior on the Edit Conversion Rates and Policies page:
• Type of conversion rate, whether Corporate, Spot, or User
• Whether you want the conversion rate to default onto a newly created expense report
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Note: The default conversion rate is only applicable to cash transactions.
• Warning and error tolerance percentages so the application knows when to warn the user, if opted, of a conversion
rate policy violation or, in the case of an error, actually prevent submission of the expense report
• Warning and error tolerance percentages, if opted, for specific currencies
The following table illustrates how warning and error tolerance percentages work for conversion rate policies.
Conversion Rate
Warning Tolerance
Percentage
Warning Tolerance
Error Tolerance
Percentage
Error Tolerance
Conversion Rate Type =
Corporate where 1 GBP
= 1.579 USD.
For this example, the
employee reports
expenses on the expense
report in GBP, but is
reimbursed in USD.
5%
1.579 + .07895 =
1.65795
The warning tolerance
is 1.579 USD up to
1.65795. If the user
enters a conversion rate
over 1.65795, a warning
displays.
10%
1.579 + .1579 = 1.7369
The error tolerance is
over 1.65795 up to
1.7369. If the user enters
a conversion rate over
1.7369, the application
prevents the user from
submitting the expense
report.
If the employee enters a cash amount for a meal of 25 GBP on the expense report and indicates a conversion rate over
1.65795, a warning displays, if opted, that reminds the employee to use a conversion rate less than 1.65795. Warnings are
tracked by the application. You can view them in the Expense Items section on the Edit Expense Report page.
If the employee enters a cash amount for a meal of 25 GBP on the expense report and indicates a conversion rate over
1.7369, the application prevents submission of the expense report. Errors aren't tracked by the application.
Note: If a conversion rate isn't defined for the applicable reimbursement currency in Oracle Fusion General
Ledger, the application can't enforce the conversion rate policy.
Expense Category-Specific Fields: Explained
An expense category is a broad application-defined expense classification, such as Accommodations, Airfare, Car
Rental, and Meals. Each expense category has fields associated with it, known as category-specific fields. For example,
Accommodations is an expense category that has the following category-specific fields: Merchant Name and Checkout Date.
You can capture additional expense information for each expense category by optionally enabling the category-specific fields
provided with the application. The category-specific fields are visible in the expense report based on the display action you
set. You can set the display action for each category-specific field as follows:
• Hidden: the field isn't displayed.
• Required: the field is displayed for each expense item in the expense category and the user is required to enter
data.
• Optional: the field is displayed for each expense item in the expense category, but the user isn't required to enter
data.
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You can enable the display action for the category-specific fields in each expense category by business unit. The fields you
enable display for all expense reports for the selected business unit.
Capturing Tax-Related Information in Expense Reports:
Explained
You can display tax-related fields in expense reports for the purpose of capturing tax-related information. To capture taxrelated information, you must enable the option to display tax-related fields in expense reports. Select the Display tax fields
on expense report check box on the Edit Tax Fields page. Then, for each business unit, define the display action of each
tax-related field. You can define the display action of tax-related fields for all locations and then define exception display
action for specific countries. For example, Merchant Name and Taxpayer ID are tax-related fields for which you can define
display action.
The display actions available for each tax-related field are as follows:
• Hidden: Tax-related field isn't displayed in the expense report.
• Optional: Tax-related field is displayed for each expense item in the expense category, but the user isn't required to
enter data.
• Required: Tax-related field is displayed for each expense item in the expense category and the user is required to
enter data
Note: If you set the display action for the fields in each expense category at the business unit level, then the
enabled fields appear in all expense reports for the given business unit.
Show or Hide the Tax Classification Code: Points to
Consider
Whether to show or hide the Tax Classification Code choice list from employees on the UI is a management decision based
on your company's practices. Some companies let their employees assign a tax classification code to their expenses. Others
don't want employees to have that ability. You can choose from the following options:
• Show the Tax Classification Code on the UI
• Hide the Tax Classification Code from the UI
• Hide the Tax Classification Code from the UI and assign it on the back end
Show the Tax Classification Code on the UI
The following table describes how to show the Tax Classification Code choice list on the UI.
Hide or Show Option
Show the Tax Classification
Code choice list on the UI.
Edit Tax Fields Page--Setup and
Maintenance
•
Implementer selects
the Display tax fields on
Create Expense Type Page-Setup and Maintenance
Create Expense Item Page-Expense Entry
Not applicable.
Employees select an option
from the Tax Classification Code
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Hide or Show Option
Expense Policies and Rules
Edit Tax Fields Page--Setup and
Maintenance
•
Create Expense Type Page-Setup and Maintenance
expense report check
box.
Implementer selects
Optional or Required from
the Tax Classification
Code choice list.
Create Expense Item Page-Expense Entry
choice list when creating an
expense report.
Hide the Tax Classification Code from the UI
The following table describes how to hide the Tax Classification Code choice list from the UI.
Hide or Show Option
Hide the Tax Classification Code
choice list from the UI.
Edit Tax Fields Page--Setup and
Maintenance
•
•
Implementer selects
the Display tax fields on
expense report check
box.
Implementer selects
Hidden from the Tax
Classification Code
choice list.
Create Expense Type Page-Setup and Maintenance
Create Expense Item Page-Expense Entry
Not applicable.
Tax Classification Code choice
list is not visible for employees
to select from when creating an
expense report.
Tip: When the Display tax fields on expense report option is selected, the Location field becomes mandatory on
the Create Expense Item page.
Hide the Tax Classification Code from the UI and Assign it on the Back End
The following table describes an alternate option to hide the Tax Classification Code choice list from the UI and assign the tax
classification code on the back end.
Hide or Show Option
Hide the Tax Classification Code
choice list from the UI and assign
the tax classification code on the
back end.
Edit Tax Fields Page--Setup and
Maintenance
•
•
Implementer selects
the Display tax fields on
expense report check
box.
Implementer selects
Hidden from the Tax
Classification Code
choice list.
Create Expense Type Page-Setup and Maintenance
Implementer assigns the same or
a different tax classification code
to each expense type.
Create Expense Item Page-Expense Entry
•
•
Tax Classification Code
choice list is not visible.
Tax classification code
is automatically applied
behind the scenes:
◦
◦
To the expense
item when the user
saves the page.
To Oracle Fusion
Payables.
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Capturing Company-Specific Information: Explained
You can configure Oracle Fusion Expenses to capture company-specific information about expense reports for each
expense by enabling descriptive flexfields provided at the expense type level. A descriptive flexfield is an extendable field that
captures additional information. For each expense type, you can capture up to 15 fields of additional information. This can be
context-sensitive information based on the expense type or information that is collected across expense types called global
descriptive flexfields.
To enable the capture of additional company-specific information in expense reports:
1. Set up descriptive flexfields.
2. Enable descriptive flexfields.
Set Up Descriptive Flexfields
Set up the descriptive flexfield, EXM_EXPENSES, that is provided by the application. You can enter expense types and fields
you want to show for each expense type on the Manage Descriptive Flexfields for Expense Reports page.
To implement context-sensitive or global descriptive flexfields in Expenses, you must:
• Identify expense types on the line level for which you want to capture information and the fields you want to add for
each expense type. These fields are context-sensitive descriptive flexfields.
• Identify the common information that you want to capture across expense types. These fields are global descriptive
flexfields.
• Determine how you want the context-sensitive and global descriptive flexfields to render to the user.
Note: The expense type you enter in the descriptive flexfield definition must exactly match the expense types
you defined in the expense templates. Otherwise the descriptive flexfield won't be visible.
Enable Descriptive Flexfields
To capture the additional information defined in the descriptive flexfields, you must enable descriptive flexfields in the expense
report. You can set the system option, Enable Descriptive Flexfields, to Yes on the Manage Expenses System Options
page. By default, this option is set to No.
You can set this option at the implementation level on the Manage Expenses System Options page, which applies to all
business units. Alternatively, you can specify exceptions for specific business units on the Create System Options: Specific
Business Unit dialog box.
Expense Types: Explained
An expense type is a potential expense that employees or contingent workers can incur. Expense types are granular
expenses. For example, if Accommodations is an expense category, then possible expense types are Hotel, Motel, and Bed
and Breakfast.
Setting up expense types in Expenses includes the following actions:
• Creating expense types
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• Itemizing expense types
• Enabling project-enabled expense types
• Enabling automatic population of the tax classification code
Creating Expense Types
When you create an expense type on the Create Expense Type page, you assign an account to the expense type. This
enables the application to allocate expenses to a specific account. Additionally, you can specify whether receipts are required
when users submit expense reports for approval. You can also require submission of a receipt over a specified amount.
Receipt submission requirements can be set up for cash expenses, corporate card expenses, or both.
After creating expense types, associate them with corporate card expense types on the Card Expense Type Mapping tab of
the Create Expense Template page. Corporate card expense types come predefined with Expenses or you can add them
as additional lookups. Associating defined expense types with corporate card expense types enables Expenses to correctly
derive expense types during the corporate card transaction upload process.
Itemizing Expense Types
Itemization is the breaking down of charges in a granular fashion so they can be applied to specific accounts. Itemization
applies to both corporate card expense types and cash.
You set up itemization on the Itemization tab of the Create or Edit Expense Type page according to your company's
requirements. You decide whether to enable, disable, or require itemization by employees or contingent workers when they
create an expense item during expense entry. During itemization setup, you also decide one of the following:
• Whether expense types you define are eligible during expense entry for itemization only.
• Whether expense types you define are also available as an independent, single expense type.
Note: When itemization is set up as Required or Enabled, include at least one expense type on the Itemization
tab of the Create Expense Type page.
Specify whether a card expense type is a candidate for automatic itemization on the Card Expense Type Mapping tab of
the Create Expense Template page. If you enable automatic itemization for an expense type, you must then select a default
itemization expense type. A default itemization expense type is one to which expenses are automatically populated when
they are outside the defined itemization. For example, suppose a deploying company maps corporate card expense types
to expense types and identifies a default itemization expense type called Miscellaneous. When the corporate card feed file is
uploaded to Expenses, any unmapped expense types default to the Miscellaneous expense type.
Note: If automatic itemization is disabled for a specific expense type, then the expense type is not automatically
itemized for you.
Enabling Project-Enabled Expense Types
Project-enabled expense types are associated with a project expenditure type in Oracle Fusion Project Costing if the user
is allowed to enter project information. For example, a project-enabled expense type enables a consultant to allocate his
consulting expenses to a specific project and its tasks during expense creation report.
To set up project-enabled expense types on the Project Expenditure Type Mapping tab of the Create Expense Type page,
select the Enable projects check box. You must also select a default project expenditure type, which is a project expense
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type to which unspecified project unit expenses are assigned. Additionally, you can specify whether receipts are required for
project expenses when the user submits an expense report.
The project-enabled expense type can be mapped to a specific project unit and a project expenditure type on an exception
basis. It's the association of a project-enabled expense type with a project unit and a project expenditure type that derives
accounting in Oracle Projects Costing.
Note: Before you can project-enable expense types, you must perform the following prerequisite setup in
Oracle Fusion Project Foundation:
• Project unit: A unique identifier of a group of projects that are managed as a unit.
• Project expenditure type: A classification of cost.
Enabling Automatic Population of the Tax Classification Code
When you create an expense type on the Create Expense Type page, you can specify the tax classification code that applies
to the expense type. The tax classification code specified during the setup of an expense type is automatically populated onto
the Create Expense Item page during expense entry. If necessary, the user can override the specified tax classification code
when creating an expense item if the tax field is enabled on the report.
Expense Templates: Points to Consider
An expense template is a grouping of related expense types that are defined for a specific business unit. Examples of
groupings of related expense types include expense templates for travel, education, and relocation. Expense templates
enable companies to control the expense types visible to each business unit. Additionally, if your company processes card
transactions and you want expense types automatically assigned during card transaction processing, you must set a default
template.
When creating expense templates, it's advisable to consider the following actions:
• Using expense templates
• Defining default expense templates
• Inactivating expense templates
Using Expense Templates
When employees create expense items in the Create Expense Item dialog box to add to new or existing reports, they select
a specific expense template.
The following rules apply to expense templates:
• Each business unit can have multiple expense templates associated with it.
• Expense templates cannot be shared across business units.
Note: If your company operates in multiple countries, you must create one expense template per business
unit. If your users use multiple languages within a business unit, then you must implement expense
templates in each of those languages.
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Defining Default Expense Templates
A default expense template is the first expense template that you create on the Create Expense Template page with
corporate card expense type mapping. The application automatically sets the first template as the default template. This
action occurs whether or not you select the Set as default check box on the Create Expense Template page. You can also
change the default template, as long as the one you are changing to has corporate card expense type mapping.
The purpose of a default expense template is to automatically populate expense types to credit card transactions. Thus,
when employees or contingent workers create expense reports, they can see the expense types assigned to the corporate
card transactions. The default expense template uses the corporate card expense type mapping to associate expense types
with the corporate card transactions. This association occurs when the corporate card feed file containing corporate card
charges is uploaded to Expenses.
The following rules apply to default expense templates:
• Each business unit can have only one default expense template.
• For any business unit, you can have a default expense template with additional expense templates.
• For any business unit, you can have a default expense template with no additional expense templates.
Note: If neither a default expense template nor an expense template is associated with a business unit, you
can't implement Expenses.
Inactivating Expense Templates
Deploying companies do not typically inactivate expense templates because they can't use them after the end date. It's
therefore advisable to leave the Effective End Date field blank, unless you intend to retire the expense template. Any
expenses that are incurred after an end date can't be reported using an inactivated expense template. It's more likely that you
would inactivate individual expense types, rather than inactivate an expense template.
To inactivate an expense template, enter a date in the Effective End Date field on the Create Expense Template page.
You can also inactivate individual expense types in the same way on the Create or Edit Expense Type page. However, the
expense template end date overrides the end date for individual expense types. Note that employees can still use inactivated
templates to enter expenses on a report for the period in which the expense report was active.
Caution: If you decide to inactivate a default expense template, then no corporate card mapping occurs if no
other default expense template is identified.
Expense Item Accounting: How It Is Derived
This topic provides an example of the expense item accounting flow so you can understand how expense item accounting
works. With this understanding, you can set up default expense accounts properly to generate valid expense account
combinations.
Before you can derive distributions, you must:
• Define default expense accounts in your human resources application for each person who uses Oracle Expenses
Cloud.
• Decide whether or not to give employees the capability of changing the company segment and the cost center
segment
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• Decide whether or not to give employees the capability of changing all segments in the default expense account
• Set up the natural expense account for expense types in the expense template.
Settings That Affect Expense Item Accounting
The following setups affect expense item accounting:
• Default expense account set up
Every person who uses Expenses must be set up with a default expense account in your human resources
application.
Note: If you don't set up default expense accounts for all users, they can't submit expense reports.
• Natural expense account setup
When you create an expense report template on the Create Expense Report Template page, you set up expense
types and specify the natural expense account for each expense type. The natural expense account is a segment in
the default expense account.
• Optional expense accounting privilege assignment
You can assign the expense accounting privilege named Override Expense Account Allocation for all employees.
Then, they can change the Company and Cost Center segments of the default expense account on the Create or
Edit Expense Item page.
To set up the Override Expense Account Allocation privilege, navigate to: Setup and Maintenance > Tools >
Security Console.
• Optional accounting profile option setup
You can set the accounting profile option named EXM_ALLOW_FULL_ACCT_OVERRIDE to Yes for all or specific
employees. Then, they can change any segment of the default expense account on the Create or Edit Expense Item
page.
To set the accounting profile option for all employees, navigate to: Setup and Maintenance and search for and select
Manage Administrator Profile Values. Search for the profile option named EXM_ALLOW_FULL_ACCT_OVERRIDE in
the Profile Option Code field and set the Profile Value choice list to Yes at the site, product, or user level.
How Expense Item Accounting Is Derived
The example in the following table describes how expense item accounting works.
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Step
1.
Expense Policies and Rules
Action
Initial Expense Account
Resulting Default Expense
Account
01-520-0000-0000-000
Not applicable.
01-520-0000-0000-000
01-520-7670-0000-000
01-520-7670-0000-000
02-540-7670-0000-000
02-540-7670-0000-000
Accounting profile option named
EXM_ALLOW_FULL_ACCT_OVERRIDE
is enabled.
02-540-7670-3251-478
An employee's default expense
account is set up in the human
resources application where:
•
•
•
2.
3.
10 = Company
520 = Department
First set of four zeros =
Natural Expense Account
Employee creates an expense
report and selects the expense
type of Hotel.
Hotel = 7670 in the Travel
expense template.
Employee has the expense
accounting privilege of Override
Expense Account Allocation
assigned him.
Employee sees the following
segments on the Create
Expense Item page:
•
•
4.
Company segment 01.
Employee changes 01 to
02.
Department segment
520. Employee changes
520 to 540.
Employee sees the entire
default expense account with
all the segments on the Create
Expense Item page. He can
change any or all segments.
•
•
Segment 0000. Employee
changes 0000 to 3251.
Segment 000. Employee
changes 000 to 478.
If you change accounting segments on the Create or Edit Expense Item page, the change is applied to the Expenses
accounting distributions in the background. When the expense report is processed for reimbursement, Oracle Payables
Cloud pulls the expense item accounting information from Expenses to generate accounting. The resulting invoice or payment
request reflects the accounting.
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Entertainment Expense Policy: Explained
An entertainment expense policy is a policy that you define to manage entertainment and gift expenses for which employees
are reimbursed. Your company must comply with laws and regulations and guard against inappropriate expenditures that
may arise when employees entertain or give gifts to customers. To assist with this effort, you can define entertainment
spending rules, enable entertainment policy violations, and capture information about event attendees and gift recipients.
When you define an entertainment expense policy, you perform the following actions:
• Define types of rate limits and number of currencies
• Determine whether to include attendee types as the rate determinant
• Determine whether to enforce the entertainment expense policy and how
• Specify attendee-related information to capture
• Define rate limit amounts
• Associate the entertainment expense policy with an expense type
Navigate: Navigator > Setup and Maintenance > Search: Tasks pane: Manage Policies by Expense Category > Go
to Task > Manage Policies by Expense Category page > Create Policy list: Entertainment > Create Entertainment
Policy page.
Define Types of Rate Limits and Number of Currencies
In the Rate Definition section on the Create Entertainment Policy page, you decide whether to enable rate limits for the
entertainment expense policy. If you enable them, you can:
• Select a type of rate limit, whether yearly, by instance, or both.
• Specify whether the entertainment expense policy rate is defined by a single currency or multiple currencies.
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a conversion rate in
Oracle Fusion General Ledger.
Determine Whether to Include Attendee Types as the Rate Determinant
A rate determinant for an entertainment policy determines the policy rate amount limit that an employee can be reimbursed
for entertainment or gift expenses. An entertainment expense policy has one rate determinant, which is attendee types.
In the Rate Determinants section on the Create Entertainment Policy page, you decide whether to include types of attendees
as the rate determinant. To include them, you can define different policy rates for different attendee types, such as:
• Public sector attendees
• Private sector attendees
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Determine Whether to Enforce the Entertainment Expense Policy and How
In the Policy Enforcement section on the Create Entertainment Policy page, you decide whether to enforce the entertainment
expense policy. To enforce it, select one of the following:
• Reimburse only the rate limit amount when an expense exceeds the defined rate. For example, if the rate limit is 25
USD for a gift to a customer and an employee spends 30, he is reimbursed 25.
• Generate a policy violation when an expense exceeds the defined rate.
◦
Warning: A percentage is used to calculate a warning. The warning tolerance amount is calculated as follows:
Policy Rate * (1+Warning Tolerance/100)
If you submit an expense in a report that has an amount that is greater than the warning tolerance, you will
see a warning if the Display warning to user check box is selected in the Policy Enforcement section on the
Create Entertainment Policy page.
Note: A warning is always displayed to the approver, whether or not the Display warning to user
check box is selected.
◦
Error: A percentage is used to calculate an error. The error tolerance amount is calculated as follows:
Policy Rate * (1+Error Tolerance/100)
If you submit an expense in a report that has an amount that is greater than the error tolerance, you're
prevented from submitting the expense report.
Specify Attendee-Related Information to Capture
You decide which of the following event attendee information to capture in the Add Attendees dialog box. You can do it by
selecting any of the following check boxes in the Enable Attendee Information section on the Create Entertainment Policy
page:
• Require attendee amount: If selected, employees are required to enter amounts that were actually spent on event
attendees.
• Require employee name: If selected, employees are required to enter at least one employee as an event attendee.
• Display employee attendee information: If selected, an Employees section is visible in the Add Attendees dialog
box.
• Display nonemployee attendee information: If selected, a Nonemployees section is visible in the Add
Attendees dialog box.
Define Rate Limit Amounts
After you finish defining the entertainment expense policy and save it, you can then define entertainment rate limit amounts in
the Create Rates dialog box.
Note: Rates with overlapping start and end dates are invalid.
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Associate the Entertainment Expense Policy with an Expense Type
Before you can associate the entertainment policy with an expense type, you must first activate the policy from the Manage
Policies by Expense Category page. You can do it by selecting the policy and then selecting the Activate option from the
Actions menu.
The final sequence of steps is as follows:
1. On the Create Expense Report Template page, create a template for entertainment or select an existing
entertainment template.
2. On the Expense Types tab on the Create Expense Report Template page, create an entertainment expense type.
3. In the Create Expense Type dialog box, create an entertainment expense type.
4. On the Policies tab in the Create Expense Type dialog box, select the entertainment expense policy, specify the
start date, and optionally the end date.
After the entertainment policy rate is set, a violation is raised when an employee submits a report that contains an expense
that violates the policy.
Setting Up an Accommodations Expense Policy:
Procedures
Your company can set up and enforce accommodations expense policies to help control, manage, and reduce spending for
accommodations expenses. Two examples of accommodations expense policies are the enforcement of a hotel expense limit
of 200 USD per day and the enforcement of hotels that are on the company's preferred merchant list.
This topic covers the following aspects of setting up an accommodations expense policy.
• Setting Up an Accommodations Policy
• Setting Up Policy Violations
• Completing the Accommodations Rate Spreadsheet
• Associating the Accommodations Expense Policy with an Expense Type
Setting Up an Accommodations Policy
The following procedure enables you to set up an accommodations expense policy and complete the accommodations rate
spreadsheet for uploading to the application.
1. In the Setup and Maintenance work area, search for the Manage Policies by Expense Category task and click the
Go to Task icon.
2. On the Manage Policies by Expense Category page, select Accommodations from the Expense Category choice
list to open the Create Accommodations Expense Policy page.
3. In the Rate Definition section, do the following:
a. Select the Single currency radio button.
b. Currency = USD.
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a
conversion rate in Oracle Fusion General Ledger.
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4. In the Rate Determinants section, do the following:
a. Select the Roles check box.
b. Select the Locations check box.
c. Role Type = Job.
d. Select the Geographical locations check box.
5. In the Policy Enforcements section, do the following:
a.
b.
c.
d.
e.
Select the Policy violation warning check box.
Warning Tolerance Percentage = 10.
Select the Display warning to user check box.
Select the Prevent report submission check box.
Error Tolerance Percentage = 20.
The preceding accommodations expense policy says the following: The accommodations expense policy is set up with a
single instance daily rate in US dollars, by job, by geographical location, and is enforced by a warning and error.
Setting Up Policy Violations
You can set up policy violations for accommodations expense policies as shown in the following table.
Policy Violation
Application's Action
Effect
Warning
Generates a warning
policy violation when an
accommodations expense
exceeds the defined tolerance.
You see a warning if you
selected the Display warning
to user check box.
Calculation
Policy Rate * (1+Warning
Tolerance/ 100)
A warning is always displayed to
the approver, whether or not you
select the Display warning to
user check box.
Error
Generates an error
policy violation when an
accommodations expense
exceeds the defined tolerance.
You see an error and you are
prevented from submitting the
accommodations expense.
Policy Rate * (1+Error Tolerance/
100)
Completing the Accommodations Rate Spreadsheet
To complete an accommodations rate spreadsheet, perform the following steps:
1. On the Create Accommodations Policy page, click the Create Rate button.
2. Download the predefined spreadsheet to your local drive for completion.
Note: If you select rate determinants in the Rate Determinants section, you complete the predefined
spreadsheet. If you don't select any rate determinants, you create accommodations rates in the
Create Rates dialog box.
3. On the Create Accommodations Rates spreadsheet, complete the fields as shown in the following table.
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Role
Geographical Location
Daily Limit
Start Date
ACC500. Accounting Manager
All Others, San Francisco, CA,
United States
200
1/1/2014
ACC500. Accounting Manager
All Others, New York, NY,
United States
220
1/1/2014
ACC500. Accounting Manager
All Others, All Others, All Others,
United States
185
1/1/2014
SAL600. Salesperson
All Others, San Francisco, CA,
United States
195
1/1/2014
SAL600. Salesperson
All Others, New York, NY,
United States
215
1/1/2014
SAL600. Salesperson
All Others, All Others, All Others,
United States
170
1/1/2014
SAL700. Salesperson
All Others, San Francisco, CA,
United States
250
1/1/2014
SAL700. Salesperson
All Others, New York, NY,
United States
255
1/1/2014
SAL700. Salesperson
All Others, All Others, All Others,
United States
222
1/1/2014
All Others
All Others, All Others, All Others,
All Others
200
1/1/2014
4. Click the Upload button.
When rates are successfully uploaded, the policy status becomes valid. To use this rate policy for calculation of
accommodations expenses, you must:
1. Activate the accommodations expense policy.
a. On the Manage Policies by Expense Category page, select the accommodations expense policy you created
and click the Activate button.
2. Assign the accommodations expense policy to an expense type.
Assigning the Accommodations Expense Policy to an Expense Type
To assign the accommodations expense policy to an expense type, perform the following steps:
1. In the Setup and Maintenance work area, search for the Manage Expense Report Templates and click the Go to
Task icon to open the Manage Expense Report Templates page.
2. Click the Create icon or select an applicable template for a business unit.
3. On the Create Expense Report Template page, create a template for accommodations expenses.
4. On the Expense Types tab click the Create icon to open the Create Expense Type dialog box.
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5. In the Create Expense Type dialog box, select Accommodations from the Category choice list.
6. On the Policies tab in the Create Expense Type dialog box, select the accommodations expense policy you
created, specify the start date, and optionally specify an end date.
Setting Up a Meals Expense Policy: Procedures
Your company can set up and enforce meal expense policies to help control, manage, and reduce spending for meal
expenses. Examples of scenarios where a meals expense policy is applicable include the following: a salesperson requests
reimbursement for a lunch with customers, a consultant requests reimbursement for meals on a business trip, an employee
requests reimbursement for meals while attending an off-site workshop.
This topic covers the following aspects of setting up a meals expense policy.
• Setting Up a Meals Expense Policy
• Setting Up Policy Violations
• Completing the Meals Rate Spreadsheet
• Associating the Meals Expense Policy with an Expense Type
Setting Up a Meals Expense Policy
The following procedure enables you to set up a meals expense policy and complete the meals rate spreadsheet for
uploading to the application.
1. In the Setup and Maintenance work area, search for the Manage Policies by Expense Category task and click the
Go to Task icon.
2. On the Manage Policies by Expense Category page select Meals from the Create Policy choice list to open the
Create Meals Expense Policy page.
3. In the Rate Definition section, do the following:
a. Select the Single instance limit check box.
b. Select the Single currency radio button.
c. Currency = USD US Dollar
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a
conversion rate in Oracle Fusion General Ledger.
4. In the Rate Determinants section, do the following:
a. Select the Role check box.
b. Role Type = Job.
5. In the Policy Enforcements section, do the following:
a. Select the Policy violation warning check box.
b. Warning Tolerance Percentage = 10.
c. Select the Display warning to user check box.
d. Select the Prevent report submission check box.
e. Error Tolerance Percentage = 20.
The preceding meals expense policy says the following: The meals expense policy is set up with a single instance rate in US
dollars, by job, and is enforced by a warning and an error.
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Setting Up Policy Violations
You can set up policy violations for a meals expense policy as shown in the following table.
Policy Violation
Application's Action
Effect
Calculation
Warning
Generates a warning policy
violation when a meals expense
exceeds the defined tolerance.
You see a warning if you
selected the Display warning
to user check box.
Policy Rate * (1+Warning
Tolerance/ 100)
A warning is always displayed to
the approver, whether or not you
select the Display warning to
user check box.
Error
Generates an error policy
violation when a meals expense
exceeds the defined tolerance.
You see an error and you are
prevented from submitting the
meals expense report.
Policy Rate * (1+Error Tolerance/
100)
Completing the Meals Rate Spreadsheet
To complete a meals rate spreadsheet, perform the following steps.
1. On the Create Meals Policy page, click the Create Rates button.
2. Download the predefined spreadsheet to your local drive for completion.
Note: If you select rate determinants in the Rate Determinants section, you complete the predefined
spreadsheet. If you don't select any rate determinants, you create meals rates in the Create Rates
dialog box.
3. On the Create Meals Rates spreadsheet, complete the fields contained in the following table.
Role
Single Instance Limit (USD)
Start Date
ACC500. Accounting Manager
120
1/2014
SAL600. Salesperson
150
1/2014
SAL700.Sales Manager
180
1/2014
All Others
150
1/2014
4. Click the Upload button.
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When rates are successfully uploaded, the policy status is valid. To use the rates spreadsheet for calculation of meal
expenses, you must:
1. Activate the meals expense policy.
a. On the Manage Policies by Expense Category page, select the meals expense policy that you created and
click the Activate button.
2. Assign the meals expense policy to an expense type.
Assigning the Meals Expense Policy to an Expense Type
To assign the meals expense policy to an expense type, perform the following steps:
1. In the Setup and Maintenance work area, search for the Manage Expense Report Templates task and click the Go
to Task icon to open the Manage Expense Report Templates page.
2. Click the Create icon or select an applicable template for a business unit.
3. On the Create Expense Report Template page, create a template for meals expenses.
4. On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box.
5. In the Create Expense Type dialog box, select Meals from the Category choice list.
6. On the Policies tab in the Create Expense Type dialog box, select the meals expense policy you created, specify
the start date, and optionally specify an end date.
Setting Up an Airfare Policy: Procedures
Your company can set up and enforce airfare expense policies to help control, manage, and reduce spending by employees
for airfare. An example of a scenario where an airfare expense policy is applicable is when a consultant flies to Finland for a
business trip and then submits an expense report for reimbursement of the airfare.
To set up an airfare policy, you perform the following steps:
1.
2.
3.
4.
5.
Entering general information
Setting up airfare policy violations
Creating a flight class policy
Activating the airfare policy
Assigning the airfare policy to an expense type
Entering General Information
To set up general information, perform the following steps:
1. Navigate: Setup and Maintenance > Manage Policies by Expense Category task > Go to Task icon > Manage
Policies by Expense Category page.
2. From the Create Policy choice list, select Airfare to open the Create Airfare Policy page.
3. In the Flight Class Determinant section:
◦
◦
The Role check box is already selected by default.
From the Role Type choice list, select Job.
The preceding airfare policy says the following: The airfare policy is set up by job and a policy violation is enforced by a
warning.
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Setting Up Airfare Policy Violations
In the Policy Enforcement section, accept the following defaults:
• Policy violation warning radio button
• Display warning to user check box.
The following table describes what employees see when you set up warning and error policy violations for an airfare policy.
Application's Action
Effect
Warning
Generates a warning policy violation when an
airfare expense violates the policy.
You see a warning if you selected the Display
warning to user check box.
A warning is always displayed to the
approver, whether or not you select the
Display warning to user check box.
Error
Generates an error policy violation when an
airfare expense violates the policy.
You see an error and you are prevented from
submitting the expense report.
Creating a Flight Class Policy
You can optionally create a flight class policy where you define which job roles can fly which flight classes based on flight
duration or type of flight, whether domestic or international. An example of a flight class policy includes the following:
1. Vice Presidents and over who fly longer than 8 hours for an international flight can purchase a first class ticket.
2. Vice Presidents and under who fly less than 8 hours for a domestic flight must purchase economy class ticket.
Activating the Airfare Policy
To use the airfare policy, you must:
1. Activate the airfare policy.
a. Navigate: Setup and Maintenance > Manage Policies by Expense Category task > Go to Task > Manage
Policies by Expense Category page.
b. Select the airfare expense policy that you created and click the Activate button.
2. Assign the airfare policy to an expense type.
Assigning the Airfare Policy to an Expense Type
To assign the airfare policy to an expense type, perform the following steps:
1. Navigate: Setup and Maintenance > Manage Expense Report Templates task > Go to Task icon > Manage Expense
Report Templates page.
2.
Select an applicable template for a business unit or click the Create icon.
3. On the Create Expense Report Template page, create a template for Airfare expenses.
4. On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box.
5. In the Create Expense Type dialog box, select Airfare from the Category choice list.
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6. On the Policies tab in the Create Expense Type dialog box, select the Airfare policy you created, specify the start
date, and optionally specify an end date.
Setting Up a Car Rental Policy: Procedures
Your company can set up and enforce car rental expense policies to help control, manage, and reduce spending by
employees for car rentals. An example of a scenario where a car rental expense policy is applicable is when a consultant rents
a car during a business trip and then submits an expense report for reimbursement of the car rental.
To set up a car rental policy, you perform the following steps:
1.
2.
3.
4.
5.
Setting up a car rental policy
Setting up car rental policy violations
Completing the car rental rate spreadsheet
Activating the car rental policy
Assigning the car rental policy to an expense type
Setting Up a Car Rental Policy
To set up a car rental policy, perform the following steps:
1. Navigate: Setup and Maintenance > Manage Policies by Expense Category task > Go to Task icon > Manage
Policies by Expense Category page. In the Rate Definition section:
2. From the Create Policy choice list, select Car Rental to open the Create Car Rental Policy page.
3. In the Rate Definition section:
a. Select the Single currency radio button.
b. From the Currency choice list, select USD US Dollar
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a
conversion rate in Oracle Fusion General Ledger.
4. In the Rate Determinants section:
a. Select the Role check box.
b. From the Role Type choice list, select Job.
The preceding car rental policy says the following: The car rental policy is set up with a daily limit in US dollars, by job, and is
enforced by a warning and an error.
Setting Up Car Rental Policy Violations
To set up car rental policy violations, perform the following steps in the Policy Enforcement section:
1.
2.
3.
4.
5.
Select the Policy violation warning check box.
Enter 10 in the Warning Tolerance Percentage field.
Select the Display warning to user check box.
Select the Prevent report submission check box.
Enter 20 in the Error Tolerance Percentage field.
The following table describes what employees see when you set up warning and error policy violations, as well as the
calculation used to derive the policy violation.
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Policy Violation
Application's Action
Effect
Calculation
Warning
Generates a warning policy
violation when a car rental
expense exceeds the defined
tolerance.
You see a warning if you
selected the Display warning to
user check box.
Policy Rate * (1+Warning
Tolerance/ 100)
Note: A warning is always
displayed to the approver,
whether or not you select
the Display warning to user
check box.
Error
Generates an error policy
violation when a car rental
expense exceeds the defined
tolerance.
You see an error and you are
prevented from submitting the
expense report.
Policy Rate * (1+Error Tolerance/
100)
Completing the Car Rental Rate Spreadsheet
To complete a car rental rate spreadsheet, perform the following steps:
1. On the Create Car Rental Policy page, click the Create Rates button.
2. Download the predefined spreadsheet to your local drive for completion.
Tip: If you select rate determinants in the Rate Determinants section, you complete the predefined
spreadsheet. If you don't select any rate determinants, you create car rental rates in the Create Rates
dialog box.
3. On the Create Car Rental Rates spreadsheet, complete the fields as shown in the following table.
Role
Daily Sum Limit (USD)
Start Date
ACC500. Accounting Manager
100
1/2014
SAL600. Salesperson
120
1/2014
SAL700.Sales Manager
150
1/2014
All Others
90
1/2014
4. Click the Upload button.
When rates are successfully uploaded, the policy status is Valid.
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Activating the Car Rental Policy
To use the car rental rates spreadsheet for calculation of car rental expenses, you must:
1. Activate the car rental policy.
a. Navigate: Setup and Maintenance > Manage Policies by Expense Category task > Go to Task > Manage
Policies by Expense Category page.
b. Select the car rental policy that you created and click the Activate button.
2. Assign the car rental policy to an expense type.
Assigning the Car Rental Policy to an Expense Type
To assign the car rental policy to an expense type, perform the following steps:
1. Navigate: Setup and Maintenance > Manage Expense Report Templates task > Go to Task icon > Manage Expense
Report Templates page.
2. Select an applicable template for a business unit or click the Create icon.
3. On the Create Expense Report Template page, create a template for Car Rental expenses.
4. On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box.
5. In the Create Expense Type dialog box, select Car Rental from the Category choice list.
6. On the Policies tab in the Create Expense Type dialog box, select the Car Rental policy you created, specify the start
date, and optionally specify an end date.
Setting Up a Miscellaneous Expense Policy: Procedure
Your company can set up and enforce miscellaneous expense policies to help control, manage, and reduce spending for
miscellaneous expenses. Examples of miscellaneous expense policies include policies for laundry, internet cable, and parking.
This topic covers the following aspects of setting up a miscellaneous expense policy:
• Setting Up a Miscellaneous Expense Policy
• Setting Up Policy Violations
• Completing the Miscellaneous Rate Spreadsheet
• Associating the Miscellaneous Expense Policy with an Expense Type
Setting Up a Miscellaneous Expense Policy
The following procedure enables you to set up a miscellaneous expense policy and complete the miscellaneous rate
spreadsheet for uploading to the application.
1. In the Setup and Maintenance work area, search for the Manage Policies by Expense Category task and click the
Go to Task icon.
2. On the Manage Policies by Expense Category page, select Miscellaneous from the Create Policy choice list to
open the Create Miscellaneous Expense Policy page.
3. In the Miscellaneous Eligibility Rule section, do the following:
a. Select the Minimum number of days for miscellaneous expense reimbursement check box.
b. Days = 5.
4. In the Rate Type section, select the Rate limit radio button.
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5. In the Rate Definition section, do the following:
a. Select the Single instance limit check box.
b. Select the Single currency radio button.
c. Currency = USD US Dollar.
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a
conversion rate in Oracle Fusion General Ledger.
6. In the Rate Determinants section, do the following:
a. Select the Role check box.
b. Role Type = Job.
7. In the Policy Enforcements section, do the following:
a.
b.
c.
d.
e.
Select the Policy violation warning check box.
Warning Tolerance Percentage = 10.
Select the Display warning to user check box.
Select the Prevent report submission check box.
Error Tolerance Percentage = 20.
The preceding miscellaneous expense policy says the following: You must accrue five days of miscellaneous expenses before
the miscellaneous expense is eligible for reimbursement. This part of the policy is typically used when a company wants
to enforce a laundry policy where the employee can only be reimbursed for laundry expenses if the trip is greater than a
specified number of days. The preceding miscellaneous expense policy is set up with a single instance rate in US dollars, by
job, and is enforced by a warning and an error.
Setting Up Policy Violations
You can set up policy violations for a miscellaneous expense policy as shown in the following table.
Policy Violation
Application's Action
Effect
Warning
Generates a warning policy
violation when a miscellaneous
expense exceeds the defined
tolerance.
You see a warning if you
selected the Display warning
to user check box.
Calculation
Policy Rate * (1+Warning
Tolerance/ 100)
A warning is always displayed to
the approver, whether or not you
select the Display warning to
user check box.
Error
Generates an error policy
violation when a miscellaneous
expense exceeds the defined
tolerance.
You see an error and you are
prevented from submitting the
miscellaneous expense.
Policy Rate * (1+Error Tolerance/
100)
Completing the Miscellaneous Rate Spreadsheet
To complete a miscellaneous rate spreadsheet, perform the following steps:
1. On the Create Miscellaneous Policy page, click the Create Rates button.
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2. Download the predefined spreadsheet to your local drive for completion.
Note: If you select rate determinants in the Rate Determinants section, you complete the predefined
spreadsheet. If you don't select any rate determinants, you create miscellaneous rates in the Create
Rates dialog box.
3. On the Create Miscellaneous Rates spreadsheet, complete the fields as shown in the following table.
Role
Single Instance Limit (USD)
Start Date
ACC500. Accounting Manager
155
1/1/2014
SAL600. Salesperson
150
1/1/2014
SAL700.Sales Manager
160
1/1/2014
All Others
150
1/1/2014
4. Click the Upload button.
When rates are successfully uploaded, the policy status is valid. To use the miscellaneous rate policy for calculation of
miscellaneous expenses, you must:
1. Activate the miscellaneous expense policy.
a. On the Manage Policies by Expense Category page, select the miscellaneous expense policy that you created
and click the Activate button.
2. Assign the miscellaneous expense policy to an expense type.
Assigning the Miscellaneous Expense Policy to an Expense Type
To assign the miscellaneous expense policy to an expense type, perform the following steps:
1. In the Setup and Maintenance work area, search for the Manage Expense Report Templates task and click the Go
to Task icon to open the Manage Expense Report Templates page.
2. Click the Create icon or select an applicable template for a business unit.
3. On the Create Expense Report Template page, create a template for miscellaneous expenses.
4. On the Expense Types tab, click the Create icon to open the Create Expense Type dialog box.
5. In the Create Expense Type dialog box, select Miscellaneous from the Category choice list.
6. On the Policies tab in the Create Expense Type dialog box, select the miscellaneous expense policy you created,
specify the start date, and optionally specify an end date.
Setting Up a Mileage Expense Policy: Explained
You can set up a mileage expense policy to allow employees to claim mileage reimbursement for travel expenses incurred
by using their personal vehicles for business activities. In most countries, mileage reimbursement rates are determined by the
central government.
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Based on government mileage regulations and your company policy, you can set up a mileage expense policy by defining:
• Mileage eligibility rules
• Mileage rate determinants
• Mileage add-on rates
Mileage reimbursement is automatically calculated by the application based on your definition of the eligibility rules, rates
determinants, and add-on rates.
Navigate: Navigator > Setup and Maintenance > Search: Tasks pane: Manage Policies by Expense Category > Go to
Task > Manage Policies by Expense Category page> Expense Category: Mileage > Search button > Create Policy
button: Mileage > Create Mileage Policy page.
Note: If a currency rate conversion is necessary to verify a policy rate limit, you must define a conversion rate in
Oracle Fusion General Ledger.
Mileage Eligibility Rules
In the Mileage Eligibility Rules region, you specify the rules that determine whether employees can claim mileage
reimbursement for using their personal or company provided vehicles. The following table lists the mileage eligibility rules and
their descriptions.
Mileage Eligibility Rule
Description
Standard Mileage Deduction
A specified number of miles is deducted from the total miles traveled before the mileage rate
calculation is applied.
Minimum Distance for Mileage Eligibility
A minimum distance must be traveled before the mileage rate calculation is applied.
Mileage Rate Determinants
In the Mileage Rate Determinants region, you specify the determinants on which the mileage reimbursement policy is based.
The following table lists selected mileage rate determinants and their descriptions.
Mileage Rate Determinants
Description
Role
Mileage rates are based on employees' grades, positions, or jobs.
Distance Threshold
Mileage rates are based on the distance traveled in a single trip or during a period of time.
Vehicle Category
Mileage rates are based on vehicle category, such as Company or Private.
Vehicle Type
Mileage rates are based on vehicle type, such as Car, Motorcycle, or Van.
Fuel Type
Mileage rates are based on fuel type, such as Diesel, Petrol, Hybrid, or Electric.
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Mileage Add-On Rates
In the Add-On Rates region, your company can add passenger rates and company-specific rates for inclusion in the mileage
reimbursement policy. The following table lists additional rate types and their descriptions.
Add-On Rates
Description
Single rate per passenger
One mileage reimbursement rate that applies to each passenger, regardless of the number of
passengers in the vehicle.
Rates by mileage determinants
Mileage rate reimbursed per passenger varies by multiple mileage rate determinants that you
defined, such as Vehicle Category, Vehicle Type, or Role.
Rates by range of passengers
Mileage rate reimbursed per passenger varies by the number of passengers in the vehicle. For
example, the mileage reimbursement rate is .25 USD per mile for the first three passengers and .20
USD per mile thereafter.
Rate by mileage determinants and range
of passengers
Mileage rate reimbursed per passenger varies by multiple mileage rate determinants that you defined
and by the number of passengers in the vehicle. For example, the mileage reimbursement rate
is .10 USD for the first two passengers traveling in a diesel car and .07 USD for the remaining
passengers. Similarly, .08 USD for the first two passengers traveling in a hybrid car and .05 USD for
the remaining passengers.
Restrict number of passengers
reimbursed
Indicates whether the number of passengers included for reimbursement is limited to a specific
number.
Company-Specific Rates
Company-specific mileage rate types that you can add to the mileage reimbursement calculation,
such as .30 USD for hauling a trailer and .50 USD for driving on forest roads.
Once you finish setting up the mileage expense policy, you must:
• Complete the mileage rate spreadsheet and load the spreadsheet to the application, or complete the Create Rates
dialog box, depending on the complexity of the policy.
• Activate the mileage reimbursement policy.
• Set up cumulative mileage determinants when applicable.
• Assign the mileage reimbursement policy to expense types.
Completing a Mileage Rate Spreadsheet: Worked Example
This example demonstrates how to set up a mileage policy given government mileage regulations and how to complete the
mileage rate spreadsheet for uploading to the application.
The following table summarizes key decisions to consider before setting up a mileage policy.
Decisions to Consider
In This Example
What country does the mileage
reimbursement policy apply to?
In Finland, mileage is reimbursed if the employee uses his personal vehicle for business purposes.
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In This Example
What is the general reimbursement
policy for this country?
What vehicle types are included in this
country's mileage policy?
•
•
•
•
For a car, 45 cents per kilometer for the first 5,000 kilometers and 40 cents per kilometer for
additional kilometers.
For a motorcycle, 34 cents for the first 5,000 kilometers and 30 cents per kilometer for
additional kilometers.
For a motorboat, 78 cents per kilometer for engine power less than 50 hp and $1.14 cents
per kilometer for engine power more than 50 hp.
For a snowmobile, $1.08 cents per kilometer.
What is the unit of measure?
Kilometers
Will the mileage policy rates be defined
for a single currency or for multiple
currencies?
If a currency rate conversion is
necessary to verify a policy rate limit,
you must define a conversion rate in
Oracle Fusion General Ledger.
Single currency = Euro
What determinants are the mileage rates
based on?
Have you defined the mileage
determinant values?
•
Distance threshold = By period.
•
•
Selecting By period implies that the mileage calculation is based on cumulative mileage.
Vehicle type = Vehicle Type
Fuel Type = Fuel Type
Define lookup types and lookup codes for vehicle types and fuel types.
What passenger rates or passenger
information will be included in the
mileage policy, if any?
•
•
Single rate per passenger.
3 cents per person when the employee transports other persons, where arranging such
transportation is the duty of the employer.
What company-specific rates need to be
added to the mileage policy, if any?
•
•
•
7 cents when the job or duty requires transporting a trailer attached to the car.
11 cents when the work or duty requires transporting a caravan attached to the car.
21 cents when the work or duty requires transporting a resting hut, or similar facility, attached
to the car.
3 cents when the employee transports machines or appliances weighing more than 80 kilos,
or unusually big machines or appliances, or must take a dog in the car to perform his duty or
work.
9 cents for driving a car on forest roads or on closed building sites because the employee's
duty or work requires such driving.
•
•
What are the add-on rate types? Have
you defined the add-on rate types?
Define a lookup type and lookup codes for the add-on rate types.
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Prerequisites
1. Define the mileage determinant values that you want to use.
◦ In this example, you need to define values for the two determinants that you have chosen; Vehicle Type and
Fuel Type.
◦ Create a new lookup type and add the applicable values as lookup codes.
2. Define the company-specific additional rate types that you want to use.
In this example, you need to define the following rate types: Trailer attached to the car, Transporting a caravan,
Transporting a resting hut, Transporting heavy machinery, Dog in the car, and On forest road.
Setting Up a Mileage Policy
1. On the Manage Policies by Expense Category page, click the Create Policy choice list and select Mileage to open
the Create Mileage Policy page.
2. On the Create Mileage Policy page, complete the fields as shown in the following table.
Field
Value
Country
Finland
Rate Currency
Single Currency = EUR Euro
Unit of Measure
Kilometer
Distance Threshold Period
By period
Vehicle Type
Lookup type that defines the applicable vehicle types.
Fuel Type
Lookup type that defines the applicable fuel types.
Passenger Rate Type
Single rate per passenger.
Company-Specific Rate Type
Lookup type that defines the additional rate types.
Completing the Mileage Rate Spreadsheet
1. On the Create Mileage Policy page, click the Create Rate button.
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Note: In this example, you download a predefined spreadsheet to your local drive for completion
because you selected mileage rate determinants and add-on rates on the Create Mileage Policy page.
If, however, you create a mileage policy for a single currency with no mileage rate determinants or addon rates, you create the mileage rate in a dialog box, rather than in a spreadsheet.
2. On the Create Mileage Rates spreadsheet in the Mileage Rates region, complete the fields as shown in the following
table.
Distance Threshold
Vehicle Type
Fuel Type
Rate
Start Date
5000
Car
All Other
0.45
1/1/2010
Car
All Other
0.4
1/1/2010
Motorcycle
All Other
0.34
1/1/2010
Motorcycle
All Other
0.3
1/1/2010
Motorboat
< 50 hp
0.78
1/1/2010
Motorboat
=> 50 hp
1.14
1/1/2010
Snowmobile
All Other
1.08
1/1/2010
5000
End Date
3. On the Create Mileage Rates spreadsheet in the Passenger Rates region, complete the fields as shown in the
following table.
Calculation Method
Rate
Start Date
Amount
0.03
1/1/2010
End Date
4. On the Create Mileage Rates spreadsheet in the Additional Rates region, complete the fields as shown in the
following table.
Distance
Threshold
Vehicle Type
Fuel Type
Calculation
Method
Rate Type
Rate
Start Date
Car
All Other
Amount
Trailer
attached to
the car
0.07
1/1/2010
Car
All Other
Amount
Transporting
a caravan
0.11
1/1/2010
Car
All Other
Amount
Transporting
a resting hut
0.21
1/1/2010
End Date
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Distance
Threshold
Expense Policies and Rules
Vehicle Type
Fuel Type
Calculation
Method
Rate Type
Rate
Start Date
Car
All Other
Amount
Transporting
heavy
machinery
0.03
1/1/2010
Car
All Other
Amount
Dog in the car
0.3
1/1/2010
Car
All Other
Amount
Driving on a
forest road
0.09
1/1/2010
End Date
5. On the Create Mileage Rates spreadsheet, click the Upload button.
The policy status becomes valid when rates are successfully uploaded. To use this rate policy for mileage
calculation, you must activate the policy and assign it to an expense type.
Uploading Cumulative Mileage from a Third Party:
Explained
You can upload accumulated mileage-to-date from a legacy system into Oracle Expenses Cloud for a midyear changeover.
Uploading accumulated mileage includes the following actions:
• Performing prerequisites
• Creating a cumulative mileage data file
• Uploading a cumulative mileage data file
• Viewing uploaded cumulative mileage
If both of the following statements are true, you upload cumulative mileage for your employees to Expenses:
• Your mileage rates vary by the total distance traveled during a time period
• You will go live with the application during the current tax year.
Performing Prerequisites
Before you can upload accumulated mileage, you must:
• Define the cumulative mileage determinants in Setup and Maintenance.
• Optionally, create vehicle type, vehicle category, and fuel type lookup codes in Setup and Maintenance.
Creating a Cumulative Mileage Data File
The Upload Cumulative Mileage process accepts cumulative mileage in a text file format as shown in the following table.
Caution: To avoid data corruption, you can only run the Upload Cumulative Mileage process once per business
unit, unless you are editing existing entries before employees submit additional mileage expenses.
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Field
Type
Description
Person Number.
Char (30)
•
•
Required
Must match the person number in the
application.
Accumulated Mileage
Number (12)
•
•
Required
Last two digits are decimal places.
Cumulative as of Date
MMDDYYYY
•
•
Optional.
If empty, it's assumed to be the
upload date.
Vehicle Category Lookup Code
Char (30)
Required if cumulative mileage determinant is
by vehicle category.
Vehicle Type Lookup Code
Char (30)
Required if cumulative mileage determinant is
by vehicle type.
Fuel Type Lookup Code
Char (30)
Required if cumulative mileage determinant is
by fuel type.
Reimbursement Amount
Number(12)
•
•
Optional.
Last two digits are decimal places.
Reimbursement Currency
Char(3)
•
Required if reimbursement amount is
present.
Three-digit currency code.
•
The following table illustrates sample file entries that you can enter in a text editor to upload cumulative mileage from a third
party. The sample file entries include person number fields with their associated accumulated mileage as of a certain date,
along with the vehicle type.
Person Number
Mileage Number
Vehicle
10026335772
513800000008012014
Car
10026335790
00100210020008022014
Car
10026335778
513800000008012014
Car
10026335796
00100210020008022014
Car
Uploading a Cumulative Mileage Data File
On the Manage Cumulative Mileage Determinants page, select a cumulative mileage determinant. From the Actions menu,
select Upload. Navigate to: Setup and Maintenance > Search: Manage Cumulative Mileage Determinants.
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Viewing Uploaded Cumulative Mileage
After you upload the cumulative mileage, employees can view their mileage in the application by activating the Expense Items
infotile in the Travel and Expenses work area. Then, they select the View Cumulative Mileage option from the Actions menu.
The resulting Cumulative Mileage dialog box allows employees to view cumulative mileage by time period if the mileage rate
is based on a distance threshold. For example, in the UK, employees are reimbursed 45 pounds for the first 10,000 miles
traveled in a car or van and 25 pounds over 10,000 miles.
Setting Up Expense Report Auditing: Explained
You can examine, verify, and adjust the contents of expense reports as needed. Auditing expense reports ensures that
employees comply with your company's policies without having to audit all submissions. You can automate several
processes related to expense report auditing.
To set up expense report auditing, you can perform the following first four steps in any order:
1.
2.
3.
4.
5.
Create audit selection rules.
Create audit list rules.
Create expense template and type rules.
Create receipt and notification rules.
Assign audit rules to business units.
For the last step, you assign the audit rules created in steps 1 to 4 to business units.
Note: To set up expense report auditing, you must create at least one audit selection rule, audit list rule, or
expense template and type rule and then assign it to a business unit. Otherwise, Expenses can't audit expense
reports.
Create Audit Selection Rules
To enable automatic selection of expense reports for audit, select audit selection rules on the Create Audit Selection Rule
page. Audit selection rules are criteria that Expenses uses to automatically select expense reports for audit.
When you set up audit selection rules, you can optionally specify audit types. Audit types are alphanumeric codes that you
create which print on the cover sheet of each expense report. These codes identify the type of audit to be performed by the
auditor.
Expenses divides expense reports into the following audit categories:
• Automatic Approval
• Original Receipts Audit
• Imaged Receipts Audit
• No Receipts Required Audit
For example, your alphanumeric code can read: Autoapproval, Paper Receipts Audit, Paperless Audit, or No Receipts
Required. Alternatively, you can create codes known only to your Expense Audit department. Audit types provide your audit
department with a convenient method for sorting paper receipt packages.
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Create Audit List Rules
To enable automatic selection of individuals for the audit list, you can:
• Select audit list rules on the Create Audit List Rule page.
• Specify the number of days a violator remains on the audit list.
Audit list rules are criteria that Expenses uses to automatically place violators on the Manage Audit List Membership page.
When an employee submits an expense report, Expenses determines whether the employee has violated an audit list rule.
If he has, he is automatically added to the Manage Audit List Membership page with an end date that matches the value
you entered for the Number of Days an Individual Remains on the Audit List. When the end date is before the current
date, the violator becomes inactive. The violator's name, however, remains on the Manage Audit List Membership page for
historical purposes.
If you select the criterion Maximum Number of Days to Wait for Original Receipt Package on the Create Audit List Rule
page and you enter a value for the maximum number of days to wait, you must also enter a value in the Original Receipt
Package Received Date field for all expense reports on the Audit Expense Report page. After you save and assign the audit
list rule to a business unit, Expenses automatically places employees on the Manage Audit List Membership page who have:
• Pending receipts greater than the maximum number of days to wait
• Submitted receipts that were received after the maximum number of days to wait
Note: An employee membership is considered active when the current date is between the start date and
the end date or no end date exists. If an active employee on the Manage Audit List Membership page violates
another audit list rule, Expenses adds the new violation and restarts the count for the number of days to remain
on the audit list.
Create Expense Template and Type Rules
To enable selection of expense reports for audit based on expense template and type, set up expense template and type
rules on the Create Expense Template and Type Rule page. These rules can apply to an expense template only or to an
expense type within an expense template. When an employee submits an expense report, Expenses determines whether
it meets the criteria for expense template and type rules. If it does meet the criteria, the report is automatically selected for
audit.
For example, the following table shows Entertainment expense type values associated with the Travel expense template.
Together, they form the Travel and Entertainment rule.
Expense Template
Expense Type
Expense Type
Amount
Expense Type
Cumulative Amount
Expense Type
Currency
Expense Type
Period
Travel
Entertainment
250.00
250.00
USD
Month
The preceding granular Travel (template) and Entertainment (expense type) rule is interpreted as follows: If the employee
spends more than $250 US dollars in a month on Entertainment using the Travel expense template, then the employee's
expense report is selected for audit.
You can also create broader rules that are based solely on a specific expense template without an associated expense type.
For example, suppose you want to create a rule for the Training template, then all expense reports that use the Training
template are selected for audit.
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Create Receipt and Notification Rules
To enable receipt and notification rules, set them up on the Create Receipt and Notification Rule page.
Create receipt and notification rules to specify:
• Type of expense report receipts required: original, imaged, or both
• Stage at which imaged receipts must be attached to the expense report
• When missing and overdue receipts are overdue
• When expense report payment holds occur
• Action Expenses takes if an employee doesn't respond to notifications for missing and overdue receipts
When an employee submits an expense report, Expenses determines whether receipts are required and acts according to
the receipt and notification rules you specified. Receipt and notification rules are applied at various points throughout the
expense report process. Some receipt and notification rules are applied during expense entry, some are applied during the
Overdue Tracking process, and others are applied during the Process Expense Reimbursement process.
Assign Audit Rules to Business Units
The final audit setup step is to assign the following audit rules to business units on the Manage Expense Report Audit and
Receipt Rule Assignments page:
• Audit selection rules
• Expense template and type selection rules
• Audit list rules
• Receipt and notification rules
You can assign all or any audit rules to all business units in the All Business Units section. In the Specific Business Units
section, you can assign specific audit rules to specific business units.
The rules that you assign to a business unit remain active during the effective period that you specify. If you don't enter an
end date, the rules remain active indefinitely. To change the behavior of an audit rule, you must apply an end date to the
existing rule and then create and assign a new one. If you don't assign an audit rule to a business unit, Expenses doesn't
apply the audit rule to any business unit.
Note: If you assign an audit list rule to a business unit, you must ensure that you also assign an audit selection
rule to the same business unit that has the criterion, Audit expense reports of individuals on the audit list,
activated. This allows Expenses to automatically add employees to the audit list and monitor the number of
days they remain on the list. If you don't assign an audit list rule to a business unit, but you do assign an audit
selection rule that uses the criterion, Audit expense reports of individuals on the audit list, you can still add
employees to the audit list manually.
Audit Selection Rules: Explained
Audit selection rules are criteria that you select on the Create Audit Selection Rule page. These rules determine which
expense reports are automatically selected for audit if the audit selection rule is true. If you don't select any audit selection
rules, Oracle Fusion Expenses automatically approves all expense reports.
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Expenses includes the following audit selection rules:
• Audit the specified percentage of all expense reports.
• Audit expense reports greater than a specified amount.
• Audit expense reports with required receipts.
• Audit expense reports with missing imaged receipts.
• Audit expense reports with policy violations.
• Audit expense reports of individuals on the audit list.
• Audit expense reports with expenses older than a specified number of days.
Audit the Specified Percentage of All Expense Reports
Expenses randomly selects for audit the percentage of expense reports that you specify in the Audit Percentage field in
the Random Selection section. Reports that aren't selected for audit due to an explicit audit selection rule are candidates for
random audit selection.
Tip: To audit all expense reports, enter 100 in the Audit Percentage field.
Audit Expense Reports Greater than a Specified Amount
Expenses selects for audit all expense reports where the total report amount is greater than the amount you specify for the
audit selection rule. For this audit selection rule, you specify the amount and the ledger currency to use.
For any expense report where the ledger currency you specified is not the same as the reimbursement currency, Expenses
converts the report currency to the functional currency and calculates the expense report amount. Expenses uses the
conversion rate in the General Ledger Daily Rates table that was in effect on the expense report submission date. If the
calculated expense report amount is greater than the amount you specified for the audit selection rule, the report is selected
for audit.
Note: If no conversion rate is defined in the General Ledger Daily Rates table for the expense report ledger
currency on the expense report submission date, Expenses ignores this audit selection rule and the report is not
selected for audit.
Audit Expense Reports with Required Receipts
Expenses selects for audit all expense reports with at least one expense line that requires a receipt. This audit selection rule
doesn't consider whether the employee actually provided the receipts.
Audit Expense Reports with Missing Imaged Receipts
Expenses selects for audit all expense reports for which an imaged receipt is missing.
Audit Expense Reports with Policy Violations
Expenses selects for audit all expense reports with at least one expense line that has a policy violation.
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Audit Expense Reports of Individuals on the Audit List
Expense reports of employees who are listed on the Manage Audit List Membership page are automatically audited if their
status is active as evidenced by no end date or the current date is before the end date.
To ensure automatic auditing of employees' expense reports listed on the Manage Audit List Membership page, you must:
1. Assign this audit selection rule to the applicable business unit on the Rule Assignments page.
2. Select an applicable audit list rule and assign it to the same business unit you specified in step 1.
Note: If you don't assign the audit list rule you selected in step 2 to the business unit specified in step
1, you can only add individuals to the Manage Audit List Membership page manually.
Audit Expense Reports with Expenses Older than a Specified Number of Days
Expenses reviews the receipt date of all expenses submitted with an expense report. If at least one receipt date is older
than the expense report submission date by the specified number of days, the report is selected for audit. For example, if
the expense report submission date is October 15 and the maximum age of expenses in the report is 7 days, the report is
selected for audit if it contains expense items earlier than October 8. The audit selection rule calculation is submission date
minus maximum age of expenses.
You can select additional expense reports for audit based on your custom logic by using the Extend Audit Selection Rules
API. The Extend Audit Selection Rules API corresponds to the package EXM_AUDIT_EXT_PUB.
Audit List: Explained
The audit list on the Manage Audit List Membership page is the list of employees whose expense reports are automatically
selected for audit if an audit list rule is violated. You can also manually add employees to the audit list. The audit list is not
maintained by each business unit. Instead, one audit list is available across all business units.
With Oracle Fusion Expenses, you can:
• Automatically add and remove employees from the audit list.
• Manually add or remove employees from the audit list.
• Manually add or remove employees from the audit list during auditing.
Automatically Add and Remove Employees from the Audit List
During setup on the Create Audit List Rule page, you can select any of the following audit list rules:
• Maximum number of days to wait for original receipt package
• Allowable total monthly amount of all expense reports
• Allowable number of policy violations per month
• Allowable number of expense reports per month
Expenses automatically adds employees to the audit list if they violate any audit list rules you select.
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You can automatically add employees to the audit list by performing all of the following actions:
• On the Create Audit List Rule page, select audit list criteria to create an audit list rule.
Expenses uses audit list rules to automatically place employees on the audit list if they violate the audit list rules that
you select.
• For each audit list criterion that you select, specify the number of days that the application automatically monitors the
expense reports of the active employees on the audit list.
Note: If another audit list violation occurs for an employee during the time period he remains on the audit
list, the application resets the count for the same number of days to remain on the list.
• On the Create Expense Report Audit Selection Rule page, select the Audit expense report of individuals on the
audit list rule in the Additional Rules section.
Audit selection rules are the criteria that Expenses uses to automatically select expense reports for audit.
• On the Rule Assignments page, associate the audit list rule and the audit selection rule with a business unit.
You can automatically remove employees from the audit list by performing the following action:
• On the Create Audit List Rule page, enter a value for the number of days that the application automatically monitors
the expense reports of employees on the audit list. When the number of monitoring days is complete, the employee
is no longer automatically monitored by the application and he is inactivated on the Manage Audit List Membership
page.
Note: You can use the Manage Audit List API to automatically add or remove individuals from
the audit list based on your custom logic. The Manage Audit List API corresponds to the package
EXM_AUDIT_LIST_EXT_PUB.
Note: For both automatic and manual additions or deletions from the audit list, you can add reasons to the
Audit List Addition Reason choice list by extending the lookup EXM_AUDIT_REASON.
Manually Add or Remove Employees from the Audit List
On the Manage Audit List Membership page, you can select any of the following predefined reasons from the Audit List
Addition Reason choice list to manually add employees to the audit list:
• Expenses amounts near threshold
• High frequency of same expense types
• Disproportionate number of cash expenses
• Violates an undefined policy
You can manually remove employees from the audit list on the Manage Audit List Membership page by:
• Specifying an end date. If no end date is specified, an employee remains on the audit list indefinitely.
• Selecting a reason from the Audit List Addition Reason choice list:
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Manually Add or Remove Employees from the Audit List During Auditing
While auditing an expense report on the Audit Expense Report page, you can manually add employees to the audit list by:
• Selecting the Add to audit list check box if visible.
• Selecting a reason from the Reason choice list:
While auditing an expense report on the Audit Expense Report page, you can manually remove employees from the audit list
by:
• Selecting the Remove from audit list check box if visible.
• Selecting a reason from the Reason choice list:
Receipt Management: Points to Consider
Receipt management ensures that all required expense report receipts are submitted by employees. To do this, you can
create receipt and notification rules to determine:
• When to send notifications to employees
• When to place payment holds on expense reports due to missing or overdue receipts
You can assign receipt and notification rules to each business unit in your company to reflect your business policies. When
you set up receipt and notification rules according to your company's policies, employees aren't reimbursed for expenditures
until missing or overdue original or imaged receipts are submitted.
When you set up receipt management rules for your company, you can specify the following:
• Type of receipts
• Granularity of receipt requirements
• Receipt requirements
Type of Receipts
The first and most important receipt management decision is to specify the type of receipt your company requires for
expense report submission. You can require:
• Original receipts
• Imaged receipts
• Original and imaged receipts
You can specify your company's receipt requirement in the header of the Create Receipt and Notification Rule page. Original
receipts are paper receipts that employees receive after incurring an expense. Imaged receipts are expense receipts that have
been converted to a digital image by a camera, scanner, or fax so they can be attached to the online expense report.
Note: If you specify that imaged receipts are required, you must also specify the point in the expense report
process at which their attachment to the expense report is required.
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Granularity of Receipt Requirements
The second receipt management decision is to specify the level on which you want to define receipt rules. You can specify
receipt rules at all, any, or none of the following levels:
• Organization level: Create Receipt and Notification Rule page
Note: If you don't select a required type of receipt on the Create Receipt and Notification Rule page, then
Expenses selects Originals only as the default type of receipt required.
• Template level: Create Expense Template page, Receipt Requirement tab
• Expense type level: Edit Expense Type page, Receipt Requirement tab
The following table indicates the sequence in which Expenses processes receipt and notification rules. It starts with the
lowest level and moves to the highest level.
Sequence in Which Expenses
Processes Receipt and Notification
Rules
Level
Lowest level
Expense type
Middle level
Template
Highest level
Organization
Receipt Requirements
The third receipt management decision is to specify receipt requirements. You can define them on the Receipt Requirement
tabs of the Create Expense Template page or the Edit Expense Type page.
You can specify receipt requirements for:
• Cash expense lines
• Corporate card expense lines
• Negative expense lines
• Disallowance of missing receipts
• Display of missing receipt warning
Expense Report Payment Hold Rules: Explained
You can set up expense report payment hold rules for individuals and corporate card issuers in the Expense Report Payment
Hold section on the Create Receipt and Notification Rule page. You can then schedule and periodically run the Process
Expense Report Reimbursement process to check whether any payment hold rules are in effect.
An expense report payment hold rule is a component of the receipt and notification rule that is assigned to a specific business
unit. A payment hold rule places current or future expense reports on hold when receipts aren't received or when they're
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overdue. When expense report payment hold rules are implemented, reimbursement to the individual or payment to the
corporate card issuer can't occur until expense report holds are released.
The Process Expense Report Reimbursement process also checks whether expense report payment holds can be released.
Payment holds are released when:
• The expense auditor manually releases the payment hold on the Audit Expense Report page by selecting the
Release Hold option on the Actions menu.
• Based on receipt status, Expenses detects that receipts are received or waived and automatically releases the
payment hold.
Note: Expenses doesn't create payment requests for expense reports with missing or overdue receipts.
Holding expense report payments from individuals and corporate card issuers can include the following reasons:
• Hold payment if receipts are missing.
• Hold payment if receipts are overdue.
All submitted expense reports that require receipts are evaluated. If any reports have outstanding receipts, payments
for all subsequent reports are placed on hold.
Note: If an expense report is placed on payment hold due to overdue or missing corporate card transaction
receipts, neither the individual nor the corporate card issuer is reimbursed. This rule is applicable only when the
payment liability for the card issuer is Both Pay.
Your company schedules and periodically runs the Process Expense Report Reimbursement process, which checks whether
any payment hold rules are in effect. If they are, Expenses places payment holds on expense reports according to the
specified payment hold rules. Individuals who have expense report payments held receive a notification. When receipts are
received or waived, Expenses automatically releases holds. Alternatively, the expense auditor can manually release a payment
hold at his discretion.
Tip: By default, payments aren't held for project-only expense reports. However, you can specify inclusion
of project-only expense reports as eligible for payment holds by selecting the Apply hold rules to expense
reports check box. Every expense line contains a project-related information check box in the Expense Report
Payment Hold section on the Create Receipt and Notification Rules page.
FAQs for Expense Policies and Rules
Can expense types be used across expense templates?
No. You can't define an expense type in an expense template and reference that same expense type in another expense
template.
You can, however, create an expense type with the same name in another expense template. Expense types are templatespecific.
Related Topics
• What's an expense template?
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How can I enable users to select reimbursement currencies for each
expense report?
You must set the setup option, Allow Reimbursement Currency Selection, to Yes and enable multiple currencies in Oracle
Fusion Payables. If you don't want to allow users to select the reimbursement currency, set this option to No.
By default, this setup option is set to No, which means that the expense report is reimbursed in your ledger currency. You
can optionally set the option at the implementation level on the Manage Expenses System Options page, which applies to
all business units. Alternatively, you can specify exceptions for specific business units in the Create System Options: Specific
Business Unit dialog box.
How can I enable users to select payment methods in expense
reports?
You must set the system option, Enable Payment Method, to Yes. If you don't want to allow users to select the payment
method for reimbursement of each expense report, set the option to No.
By default, this option is set to No. The application uses the default payment method, such as check or EFT, that was set up
for the users' reimbursement. You can optionally set the option at the implementation level on the Manage Expenses System
Options page, which applies to all business units. Alternatively, you can specify exceptions for specific business units in the
Create System Options: Specific Business Unit dialog box.
How can I display the barcode?
Set the system option, Display Bar Code, to Yes. The barcode is displayed on the printed copies. This system option
enables you to fax receipts and the expense report cover sheet with the barcode on it to a server. The server attaches the
receipts to the expense reports. You can set this system option at the implementation level on the Manage Expenses System
Options page, which applies to all business units. You can also specify exceptions for specific business units in the Create
System Options: Specific Business Unit dialog box.
Related Topics
• Why do I have to configure the barcode font mapping?
How can I configure expense report number prefixes for different
business units?
If you select alphanumeric prefixes for expense report numbers, then you must enter the Expense Report Number Prefix
as a setup option. You can define prefixes at the implementation level on the Manage Expenses System Options page, which
applies to all business units. You can also specify exceptions for specific business units or define the prefix for each business
unit on the Create System Options: Specific Business Unit dialog box.
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How can I enable a printable expense report format and assign it to a
business unit?
Your company can create printable expense report formats in BI Publisher Enterprise to meet legal or expense report
formatting requirements.
You can then assign the formats to any of the business units on the Manage System Options page. To assign a printable
expense report format to an existing business unit, click the applicable business unit link. On the Edit System Options page,
select a value from the Printable Expense Report Format choice list. If the business unit that you want to assign a printable
expense report format to doesn't exist in the Specific Business Units section, click Create. Then select a business unit from
the Business Unit choice list. Now select a value from the Printable Expense Report Format choice list.
How can I change a default expense template for a business unit?
Every business unit can have only one default expense template. If you enable an expense template as the default template,
you can select another template as the default. Only templates that have corporate card mapping enabled are eligible to
become the new default expense template. If the expense template is eligible, then the Set as default check box in the
header section is enabled for selection.
To set another expense template as the default, navigate to the Manage Expense Report Templates page. Find the template
you want to specify as the new default expense template and click its name. In the Edit Expense Report Template page,
select the Set as default check box in the header region and save the template. If the template doesn't meet the criteria for
a default expense template, then the Set as default check box is disabled. In that case, confirm that the Enable corporate
card mapping check box is selected.
How can I enable expense auditors to audit expense reports for
specific business units?
You can enable expense auditors to audit expense reports for specific business units by assigning them specific expense
auditor data roles for the business units. For example, to allow an expense auditor to audit reports for the Vision Operations
business unit, assign the Expense Auditor Vision Operations data role to the auditor.
How can I create customized expense report audit selection rules?
You can create your own audit selection rules by using the Extend Audit Selection Rules API, which corresponds to the
EXM_AUDIT_EXT_PUB package. Expenses first evaluates the audit selection rules listed on the Manage Expense Report
Audit Selection Rules page to determine if an expense report requires auditing. Expenses then evaluates the rules specified in
the Extend Audit Selection Rules API for customized audit rules that apply to your company's expense reports.
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Expense Policies and Rules
What's a rate determinant?
A rate determinant for an entertainment expense policy is a variable that determines the policy rate amount limit for which an
employee can be reimbursed for entertainment or gift expenses. An entertainment expense policy has one rate determinant,
which is attendee types. Since attendee types is a rate determinant, you can define different policy rate amounts for different
event attendee types, such as a public sector client or a private sector client.
How can the administrator enable the Oracle Fusion Expenses mobile
application on an iPhone or iPad?
Using the mobile device, users must download and install the Oracle Fusion Expenses mobile application from the Apple
Store at http://www.apple.com/iphone/from-the-app-store/. Users require the following information to use the mobile
application:
Host URL: If your company has a specific URL for the Oracle Fusion Financials domain, then the host URL is the URL for
the Financials domain. The following URL is an example: https://fusion-fin.mycompany.com:7002. If your company has a
single URL for the entire Oracle Fusion Applications, then the host URL is the one you use for Oracle Fusion Applications. The
following URL is an example: https://fusion.mycompany.com. The server must use an HTTPS connection.
User Name and Password: User's user name and password that is used to access the Expenses web-based application.
If your company doesn't enable Oracle Fusion applications outside its firewall, users must connect to your company's
network using a Virtual Private Network (VPN). The VPN is used for the initial connection and to upload expense items
to Expenses web-based application. For convenience, users can enter expenses on the mobile device when they aren't
connected to VPN.
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Chapter 4
Travel
Travel
Setting Up Prerequisites for Travel Partner Integration:
Explained
A travel partner is an online booking provider or a travel agency that provides travel services to your employees. Before
you can set up a travel partner and booking sites in Oracle Fusion Expenses, your company must perform the following
prerequisite steps:
• Select a travel partner.
• Configure booking sites.
• Configure travel policies and policy violations.
• Determine employee access methods.
• Set up employees.
Select a Travel Partner
Your company selects a travel partner based on the travel needs of your employees and the travel booking support provided
by the travel partner in countries where your employees are located. If you choose, you can also use the services of a travel
partner for specific countries only.
Note: Expenses currently supports travel partner integration with GetThere. GetThere may provide your travel
booking services directly or through a travel agency.
Configure Booking Sites
A booking site is an instance of your travel partner's booking tool that is configured for a group of employees. Your company
may require one or more booking sites, which are configured in the travel partner's system. Your company may require
multiple booking sites depending on your operations.
• Your company operates in multiple countries or regions.
• Your company's travel policies vary based on employee job roles.
For example, employees in the management level of executive vice president and over are eligible to stay in luxury
hotels, while employees in the management level of vice president and under are not eligible. Similarly, employees
in the management level of executive vice president and over are eligible to fly first class, while employees in the
management level of vice president and under are only eligible for business class.
• Your company wants booking sites displayed in the language of each country or region.
Your travel partner configures your booking site instances in its system and provides you with the site names that represent
those instances, as well as the sign in credentials for administrative access.
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Configure Travel Policies and Policy Violations
You create travel policies in the travel partner's system to enforce your company's travel policies. For each booking site that
you set up, you must configure travel policies and policy violations. When you set up your travel partner in Expenses, the
travel policy violations and justifications are downloaded to Expenses with the itineraries.
Determine Employee Access Methods
Your company must decide how your employees will access and sign in to the booking sites. Your company can enable sign
in access in one of the two following ways.
• Single sign-on (SSO)
• Authentication by travel partner
If your company already has a system that centrally manages all user accounts and passwords, known as Federated
authentication with an identity provider (IdP), and sign in to all systems are routed through this central system, you can use
the same capability for accessing your booking sites. When you enable SSO, employee passwords are not stored in your
travel partner's system. You can enable SSO for all or for specific booking sites.
Caution: When you set up employees in booking sites with SSO enabled, it is advisable for employee user
names in booking sites to match the corresponding user names in your IdP. For example, if employee user
names are their E-Mail identifiers, then it's advisable for the user names in the booking sites to also be E-Mail
identifiers.
An alternative way to enable sign in access is authentication by your travel partner. In this scenario, you associate your
employees with booking sites in your travel partner's system, along with their user names and passwords. When employees
access the booking sites, they enter their user names and passwords and the booking sites validate the sign in credentials.
For this access alternative, user names do not have to match that of any other system.
Set Up Employees
After your travel partner configures your booking site instances in its system, you can set up your employees and their sign in
credentials in your travel partner's system. If your travel policies vary by job roles or other criteria, you must set up the relevant
information for each employee in the travel partner's system. This information also determines your employees' access to
relevant booking sites.
Setting Up a Travel Partner and Booking Sites: Explained
A travel partner is an online booking provider or a travel agency that provides travel services to your employees. A booking
site is an instance of your travel partner's booking tool that is configured for a group of employees.
Before you can set up a travel partner and booking sites, your company must perform the following prerequisite steps in the
travel partner's system:
• Select a travel partner.
• Configure booking sites.
• Configure travel policies and policy violations.
• Determine employee access methods.
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• Set up employees.
The following table contains mandatory and optional setups that you complete at the travel partner or booking site levels to
integrate with a travel partner.
Mandatory
Setups
Level
Page
Yes
itinerary import
Travel partner
Manage Travel Partner
Integration
No
itinerary validation rules
Travel partner or booking site
Manage Travel Partner
Integration or Create or Edit
Booking Site
Yes
booking sites
Booking site
Create or Edit Booking Site
Yes
booking site links
Booking site or travel partner
Create or Edit Booking Site
or Manage Travel Partner
Integration
No
booking site assignments
Booking site
Create or Edit Booking Site
Itinerary Import
To import itineraries into Expenses from your travel partner, you must enter the following information at the travel partner level.
• Connection user name and password
Your travel partner provides the user name and password to your company.
• Super site name
The travel partner's system assigns a name to your company.
Itinerary Validation Rules
Your reliance on accurate travel data to make strategic, company-wide travel decisions is essential. To improve the accuracy
of travel data and to provide visibility of policy violations to approvers and auditors, you can enable validations on itineraries
when they are imported into Expenses. You manage itinerary validation rules on the Manage Travel Itinerary Validation Rules
page. You can optionally assign itinerary validation rules at the travel partner level or the booking site level, based on your
company's global and regional business requirements. You can also override an itinerary validation rule at the booking site
level.
Booking Sites
You must create booking sites to import itineraries and to permit your employees to navigate to booking sites from the
Expenses work area. Your travel partner provides you with a booking site identifier for each of your company booking sites.
Site identifiers identify your booking sites to your travel partner and are required for itinerary import.
Note: You must create at least one booking site for your travel partner.
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Booking Site Links
To allow employees to access travel booking sites from the Expenses work area, you can define a booking site link in the
following ways:
• Default booking site URL:
All your employees use this link if they are not assigned to a specific booking site.
To select this option, enter an URL at the partner level in the Default Booking Site Link field in the Booking Sites
section on the Manage Travel Partner Integration page. By default, all employees use this URL to access the travel
partner unless you specify a booking site-specific URL on the Create Booking Site page.
Note: An URL entered at the booking site level on the Create Booking Site page overrides the URL
entered at the partner level on the Manage Travel Partner Integration page.
• Booking site-specific URLs:
Each booking site has a specific link. Even if you have a single travel partner site, you can define an exception using
a site-specific link. You may have to use booking site-specific URLs when:
◦
◦
Your company uses a SSO for most, but not all, of its locations. You need specific booking sites due to local
or regional regulations. Your company uses a SSO for most, but not all, of its locations.
You need specific booking sites due to local or regional regulations.
To select this option, enter an URL at the booking site level in the Site Booking Link field on the Create Booking Site page.
Whether you select the default booking site URL or the booking site-specific URLs option, you can enter any of the following
access links:
• Single sign-on (SSO)
◦
From the Travel tab in the Expenses work area, employees navigate to their assigned booking site after the
application signs them in automatically.
• Authentication by travel partner or travel agency
◦
Employees navigate to the travel partner or travel agency's authentication page where they provide their user
name and password and then they are taken to their assigned booking sites.
If your company permits SSO, you enter the SSO URL from the identity provider as the booking site link. When employees
click Book Travel in the Expenses work area, they are automatically signed in and they automatically navigate to their
assigned booking sites.
If your company doesn't permit SSO, employee credentials are authenticated by the travel partner or the travel agency. When
employees click Book Travel in the Expenses work area, they navigate to the booking site URL that you set up. However, they
must enter their credentials and sign in to the booking site.
The applicable URL can be your travel partner's site URL or a travel agency's booking site URL, depending on how you
access your travel sites.
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Booking Site Assignments
Assignment of employees to a booking site on the Create Booking Site page is required only if you select the booking sitespecific URLs option as described in the Booking Site Links section of this topic. When you assign employees to booking
sites, information you enter in Expenses and in GetThere results in automatic navigation of employees to the correct booking
site when they click Book Travel on the Trips page.
In your travel partner's system, you have set up employees and the travel sites to which they have access. In the Site
Assignments section on the Create Booking Site page, instead of individually assigning employees to sites, you specify the
association based on two parameters, country and employment. Within employment, site assignment of employees can be
set up by job role or job management level.
The following table contains examples of employee booking site assignments by country, by employment groups, and by type
of employment.
Scenario
Assignment by Country
Employment Groups to Which
Assignment is Applicable
Assignment by Employment
Type
Booking site is accessible to all
employees in the company.
All countries
All employment
Not applicable
Booking site is accessible to all
employees in the US.
Specific country
All employees
Not applicable
Booking site is accessible to
all senior vice presidents in the
company, except in Australia.
All countries with exceptions
Specific employment
Job management level
Note: Before you can select the Job role or Job management level option in the Site Assignments section on
the Create Booking Site page, you must set up job roles and job management levels in Oracle Human Capital
Management.
Setting Up Travel Integration: Explained
You integrate with your travel partner to improve employee travel booking experience, to provide visibility to travel actions and
patterns, and to facilitate reporting on noncompliant travel. In addition, the resulting travel data enables you to make costeffective decisions and help with travel supplier negotiations.
When you enable travel integration, the following actions can occur:
• Itinerary data is imported into Expenses from your travel partner and trips are automatically created for valid
itineraries.
• Updates to itineraries are imported into Expenses from your travel partner until the employee takes the trip.
• The travel administrator corrects itineraries with validation errors.
• Employees manage their trips.
• Expense reports are automatically created and appear in the Expenses work area.
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• Approvers and auditors can view the difference between booked and actual travel expenses, booking policy
violations, and justifications provided by users.
The following figure illustrates how a deploying company integrates with a travel partner.
Integrating with a Travel Partner
Oracle Fusion Expenses
Travel itinerary data
request and response
Secure Connection
Import and
Validate Itinerary
Manage trips
Manual creation
Create Trip
Expense Report
Create Trip
Invalid data
Corrected data
Review Travel
Itinerary Data
Travel Setup
Required
Travel Partner
Setup
Optional
Itinerary Import Validation Rules
Submit Expense
Report
Automatic
creation
upon
first trip
corporate
card
transaction
upload or
trip
completion
Employees
Travel Partner Booking Application
Book Travel
Merchant Codes
Travel Lookup Codes
Travel Administrator
Approvers
System flow
User interaction
Note: Expenses supports integration with GetThere.
To set up travel integration in Expenses, you must perform the following required setup tasks:
• Enable Travel Integration
• Configure Travel Partner and Travel Sites
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• Schedule Travel Itinerary Import Process
• Assign Travel Administrator
To improve the quality of travel data and to enhance employees' user experience, you can set up the following optional tasks:
• Define Itinerary Validation Rules
• Enable Automatic Creation of Trip-Based Expense Reports
Enable Travel Integration
To receive itinerary data from your travel partner, you must enable travel integration. To do this, select Yes for the Enable
Travel option on the Manage Expenses System Options page. You can set this option for all business units or for specific
business units that are enabling travel integration. Navigation: Setup and Maintenance work area > Manage Expenses
System Options task > Go to Task > Manage Expenses System Options page.
Configure Travel Partner and Travel Sites
Your travel partner and its booking sites store the following information about your company's setup:
• Connection information to your travel partner for itinerary import
• Travel sites defined by your company
• Booking site links
• Association of your employees with booking sites.
You can integrate with your travel partner and set up booking sites on the Manage Travel Partner Integration page.
Navigation: Setup and Maintenance work area > Manage Travel Partner Integrations task > Go to Task > Manage
Travel Partner Integration page.
Schedule Import Travel Itineraries Process
To automatically import itineraries into Expenses at predefined intervals, you must schedule the Import Travel Itineraries
process. The first run of the process imports itineraries according to the specified import process start date and time.
Subsequent runs import itineraries that are created or updated since the last import. You can schedule the process to import
itineraries for each booking site. The process imports itineraries in both active and ticketed statuses. A ticketed status means
that the travel partner or merchant has issued a ticket to the employee for the trip. Because the process runs in near realtime, it's advisable to schedule it frequently.
Note: The Import Travel Itineraries process also imports itineraries that have a status of Canceled. If itineraries
were canceled before importation, they won't have any details. If itineraries are canceled after importation, their
status is updated accordingly.
You can schedule the Import Travel Itineraries process from the Travel Administration work area Tasks pane by clicking
the Import Travel Itineraries link. Navigation: Travel Administration > Import Travel Itineraries > Advanced button >
Schedule tab. Alternately, you can schedule it from the Scheduled Processes work area. Navigation: Navigator > Tools >
Scheduled Processes > Schedule New Process > Job > Name: Import Travel Itineraries.
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Assign Travel Administrator
To monitor imported itineraries and resolve itinerary data errors, you must have a travel administrator. To provide the travel
administrator with access to the Travel Administration work area, you must assign him or her the job role of Travel Manager.
Navigation: Navigator > Setup and Maintenance work area > Manage Users task > Manage Users page.
Optionally, Enable Itinerary Validation Rules
Your reliance on accurate travel data to make strategic, company-wide travel decisions is essential. You can optionally enable
travel itinerary validation rules to be applied when travel itineraries are imported. An itinerary validation rule identifies data
errors so the travel administrator can correct them. Additionally, you can enable itinerary validation rules if you want expense
report approvers and auditors to view booking policy violations and the associated justifications provided by employees.
Additional setup is required if you choose to enable the following validations for use in creating validation rules:
• Airline class of ticket
• Location
• Merchant
• Policy violation
The following table describes the validations that require additional setup, their validation types, source names, and high-level
setup actions.
Validations
Validation Type
Source Name
Airline class of ticket
Lookup
EXM_ TICKET_CLASS
High-Level Set Up
1. Add lookup codes to the
EXM_TICKET_CLASS
lookup type on the
Manage Travel Policy
Lookup Types page.
2. Alternatively, you can
create a new class of
ticket lookup type that
starts with the prefix
EXM_TRAVEL
Navigation: Setup and
Maintenance work area >
Manage Travel Policy Lookup
Types task > Manage Travel
Policy Lookup Types page.
Location
Trading Community Architecture
(TCA)
Not applicable
1. Review geographies
on the TCA Manage
Geographies page.
2. Create a missing
geography hierarchy for
all possible city, state,
and country values for
itinerary reservations.
Navigation: Setup and
Maintenance work area >
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Validation Type
Source Name
High-Level Set Up
Manage Geographies task >
Manage Geographies page.
Merchant
Table
EXM_MERCHANT
1. Open the predefined
Merchant Codes
spreadsheet from the
Manage Merchant
Codes task in the Travel
Administration work area.
2. Ensure that all
merchants for itinerary
reservations appear in the
spreadsheet.
3. Add any needed
merchants to the
spreadsheet.
Policy Violation
Lookup
EXM_ POL_ VIOLATION_ TYPES
1. Add lookup codes to the
EXM_POL_VIOLATION
_TYPES lookup type on
the Manage Travel Policy
Lookup Types page.
2. Alternatively, you can
create a new booking
policy lookup type that
starts with the prefix
EXM_TRAVEL.
Navigation: Setup and
Maintenance work area >
Manage Travel Policy Lookup
Types task > Manage Travel
Policy Lookup Types page.
You can assign itinerary validation rules to your travel partner or to its booking sites. Creation and assignment of the validation
rules occurs on the Create Travel Itinerary Validation Rules page. Navigation: Navigator > My Information > Expenses
> Travel Administration > Manage Travel Itinerary Validation Rules task > Create icon > Create Travel Itinerary
Validation Rules page. Alternatively, you can access the Manage Travel Itinerary Validation Rules page from the Setup and
Maintenance work area.
Optionally, Enable Automatic Creation of Trip-Based Expense Reports
You can optionally enable automatic creation of expense reports based on trips. Automatic creation of reports simplifies and
expedites expense entry for employees. To do this, you can take the following steps:
1. Select Yes for the Enable Automatic Travel Expense Report Creation option on the Manage Expenses System
Options page. When travel is enabled, the default value for this option is Yes. You can set this option for all business
units or for specific business units. Navigation: Setup and Maintenance work area > Manage Expenses System
Options task > Manage Expenses System Options page.
2. Schedule the Create Trip Expense Report process to automatically create expense reports from trips. This process
creates expense reports from corporate card transactions that match those transacted over the trip's duration.
The timing of the expense report creation is based on each employee's preference as specified on the Expenses
Preferences page. Navigation: Navigator > Tools > Scheduled Processes > Schedule New Process > Job >
Name: Create Trip Expense Report.
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When automatic creation of expense reports is enabled, employees can choose to generate expense reports upon
completion of their trips or when they receive the first corporate card transaction. Employees can also choose to manually
initiate creation of expense reports.
Setting Up Travel Itinerary Validation Rules: Explained
Your reliance on accurate travel data to make strategic, company-wide travel decisions is essential. To improve the accuracy
of travel data and to provide visibility of policy violations to approvers and auditors, you can enable validations that act on
itineraries when you import them.
You can setup itinerary validation rules on the Manage Travel Itinerary Validation Rules page. You can enforce them by
assigning them to a travel partner or to a specific booking site.
The application executes two types of itinerary validation rules:
• Validations that always occur
• Validations that you can enable
Validations That Always Occur
The Import Travel Itineraries process has validations that identify:
• Invalid itineraries to reject
• Itineraries with critical validation errors
Itineraries that are rejected and didn't import are displayed in the Itinerary Import Failures dialog box by clicking on the
nonzero value of the Itinerary Import Failures count for a process shown in the Travel Itinerary Import Requests table in the
Travel Administration work area. They can have any of the following errors:
• The itinerary status is Null.
• The last modified time stamp on the itinerary is null or is an invalid format.
• The itinerary has an Invalid reservation, where the reservation confirmation number is null.
• An unexpected error occurs while attempting to import the details for an itinerary.
Note: Validations that always occur do not require any setup.
Trips aren't created for itineraries that failed import and you can't access their details for correction. The Import Travel
Itineraries process attempts to reimport failed itineraries for the number of days past the initial failed import specified by the
process parameter.
Itineraries with critical validation errors that require you to fix them before a trip can be created include those with:
• Missing or unmatched employee numbers
• Missing pricing information, such as amount and currency, for one or more reservations
• An unexpected error while validating an itinerary
You can fix itineraries with critical validation errors in the Review Travel Itinerary Import Results page. Clicking the nonzero
value of the Critical Validation Errors count for a process shown in the Travel Itinerary Import Requests table in the Travel
Administration work area, navigates you to the Review Travel Itinerary Import Results page displaying those errors.
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Trips are also not created for itineraries with critical validation errors. The Import Travel Itineraries process continues to
revalidate all itineraries with validation errors and create a trip for itineraries once critical validation errors are fixed.
Validations That You Can Enable
To enhance the quality of trip data, you can enable a set of itinerary validations. The following itinerary validations require
additional setup as described:
• Policy violation validations
• Merchant validation
• Location validation
• Ticket's air class validation
• Currency code and amount
• Date and time
• Flight or train number
The following table describes the validations that you can enable with their associated setup steps.
Validation
Policy violation validations
Steps to Enable Validations
The Import Travel Itineraries process validates policy violations provided by your travel partner
against the policy violations specified as the source lookup assigned to the policy violation validation
rules on the Manage Travel Itinerary Validation Rules page.
1. Navigate as follows: Setup and Maintenance > Manage Travel Policy Lookup Types
task > Go to Task icon > Manage Travel Policy Lookup Types page.
2. Extend the lookup codes in the EXM_POL_VIOLATION_TYPES lookup type to include the
violations provided by your travel partner or create a new EXM lookup type and codes for
booking violations.
3. Define the lookup code meaning to match the policy violation meaning provided by your
travel partner.
If you receive policy violations in languages other than your base language, you must set up
language-specific text for the lookup code meaning to support policy violations in different
languages.
For example, your company has two booking sites, US and France. Your travel partner provides
policy violations in the regional language, which is French. Both booking sites enforce a policy
violation if the lowest fare isn't selected. If an employee doesn't select the lowest fare, he must
justify the policy violation using the following reason: Needed a direct flight due to time constraints.
To enforce the lowest fare policy for itineraries from both sites during itinerary import, you must
define the policy violation message as the meaning in English, as well as in French.
Itineraries with policy violations that don't exist in the application are tagged as an Unmatched Value
validation error.
Merchant validation
1. To add missing merchant codes to merchant reference data, navigate to the Travel
Administration work area.
2. Click the Manage Merchants Codes link.
3. Download the spreadsheet, add new merchants, and upload.
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Steps to Enable Validations
Itineraries with merchants that don't exist in the application are tagged as an Unmatched Value
validation error.
Location validation
A location validation is performed against the geography data stored centrally in the Oracle Fusion
Applications Trading Community Architecture.
1. To add or change a missing location to reference data, first review the values in the Review
Travel Itinerary Import Results page.
2. Define missing locations in Oracle Fusion Trading Community Architecture. Navigation:
Setup and Maintenance work area > Manage Geographies task > Manage
Geographies page.
Itineraries with locations that don't exist in the application are tagged as an Unmatched Value
validation error.
Ticket's air class validation
Validation of a ticket's air class is performed against the EXM_TICKET_CLASS lookup type. You can
extend the lookup type to add new classes of air tickets.
1. To add a missing ticket's air class to reference data, first review the values in the Review
Travel Itinerary Import Results page.
2. Navigate as follows: Setup and Maintenance > Manage Travel Policy Lookup Types
task > Go to Task icon > Manage Travel Policy Lookup Types page.
3. To add a missing ticket's air class to reference data, create a new lookup code for the lookup
EXM_AIR_CLASS_OF_TICKETS and define the same meaning provided by your travel
partner.
4. If you use a custom lookup code for the ticket's air class validation, add the new code in this
lookup.
Itineraries with air ticket classes that don't exist in the application are tagged as an Unmatched
Value validation error.
Currency code and amount
Setup isn't required. The currencies from Oracle Fusion General Ledger are used for validation.
Date and time
Setup isn't required. This is a standard date and time validation.
Flight or train number
Setup isn't required. The application validates that the flight or train number is present.
Note: For itineraries that fail the validations that you can enable, the application creates trips. The travel
administrator can correct the validation errors and the itineraries as needed.
Resolving Travel Itinerary Import and Validation Issues:
Explained
You run the Import Travel Itineraries process to validate and import travel itineraries from your travel partner into Oracle Fusion
Expenses. When you run the process, the following results may occur:
• The Import Travel Itineraries process completes with an error.
• The Import Travel Itineraries process completes with a warning or success but doesn't import any itineraries.
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• The Import Travel Itineraries process completes with a warning.
Import Travel Itineraries Process Completes with an Error
The process completes with an error when:
• It can't establish a connection with your travel partner.
• It encounters an unexpected error.
• The travel partner's portal or booking site is unavailable.
To identify the error, review the log and output details of the Import Travel Itineraries process by performing the following
steps:
1.
2.
3.
4.
5.
Navigate to the Travel Administrator work area.
Select the applicable process.
From the Action menu, select View Process Details.
In the View Process Details dialog box, click the log .txt file.
In the View Output Parameters column, click the output file.
Verify that the travel partner integration values described in the following table are set up correctly. Navigation: Setup
and Maintenance work area > Manage Travel Partner Integrations task > Go to Task > Manage Travel Partner
Integrations page.
Invalid Value
Log File Error
Page
Connection User Name and Password
CreateSesssionWS failed with authentication
error.
Manage Travel Partner Integration page
Super Site Name
CreateSesssionWS failed with authentication
error.
Manage Travel Partner Integration page
Create Session Web Service Definition
Language (WSDL) location
CreateSessionWS failed with
InaccessibleWSDLException.
An error occurs only when the travel partner
asks you to change a WSDL location and you
enter it incorrectly.
Manage Travel Partner Integration page
Retrieve Itinerary Locator WSDL location
RetrieveItinLocatorWS failed with
InaccessibleWSDLException
An error occurs only when the travel partner
asks you to change a WSDL location and you
enter it incorrectly.
Manage Travel Partner Integration page
Retrieve Itinerary Details WSDL location
RetrieveItinDetailWS failed with
InaccessibleWSDLException
An error occurs only when the travel partner
asks you to change a WSDL location and you
enter it incorrectly.
Manage Travel Partner Integration page
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Note: If you see a log file that indicates that the EndSessionWS failed with InaccessibleWSDLException, the
Import Travel Itineraries process won't result in an error even if the End Session WSDL location was updated
incorrectly. These atypical sessions are removed by your travel partner eventually.
If you want to reset the entries in the WSDL fields to the original values, the following table describes the original WSDL
locations.
Web Service Name
Web Service URL
Create Session
http: //webservicessabre. com/ wsdl/sabreXML10. 00/ usg/ SessionCreateRQwsdl
Retrieve Itinerary Locator
http: //webservicessabre. com/ wsdl/sabreXML10. 00/GetThere/GTERP_
TravelItineraryLocatorRead1. 0.0RQ.wsdl
Retrieve Itinerary Details
http: //webservicessabre. com/ wsdl/sabreXML10. 00/GetThere/GTERP_ TravelItineraryRead1.
0.0RQ.wsdl
End Session
http: / / webservicessabre com/ wsdl/ sabreXML10 00/ usg/ SessionCloseRQwsdl
Tip: If web service connection issues persist after ruling out set up issues, contact your travel partner's
administrator or your support representative to validate WSDL locations or to determine whether the travel
partner's portal or booking site is down. For other unexpected errors, contact Oracle Support.
Import Travel Itineraries Process Completes with a Warning or Success But
Doesn't Import Itineraries
To review warnings, review the log and output details of the Import Travel Itineraries process by performing the steps
mentioned in the previous section of this topic.
The following table describes the results when the Import Travel Itineraries process completes with a warning or a success
but doesn't import any itineraries.
Invalid Value
Result
Site Identifier
•
•
•
Page
No errors in the log file.
The count for new itineraries imported
is zero in the output file.
The Import Travel Itineraries process
completes with a warning or success.
Create Booking Site page
Navigation: Setup and Maintenance
work area > Manage Travel Partner
Integrations task > Manage Travel
Partner Integrations page.
Import Travel Itineraries Process Completes with a Warning
The Import Travel Itineraries process completes with a warning when:
• Itineraries fail importation
• Itineraries have critical validation errors
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• Itineraries have invalid data
• Itineraries have unmatched values
To review warnings, review the log and output details of the Import Travel Itineraries process by performing the steps
mentioned in the previous section of this topic.
The following table describes the cause and resolution for itinerary import failures.
Log Error Message
The itinerary could not be imported because
it is missing a value in the Status attribute.
Cause
•
Resolution
The itinerary status is null.
1. Review the import failure message in
the Itinerary Import Failures dialog
box.
2. The Import Travel Itineraries process
automatically reattempts to import
failed itineraries for a specified number
of user-defined days
3. If itineraries continue to fail, contact
your travel partner's representative to
resolve issues.
The itinerary can't be imported because the
time stamp that indicates whether or not the
itinerary has been modified is invalid.
The last modified time stamp on the itinerary
is null.
1. Review the import failure message in
the Itinerary Import Failures dialog
box.
2. The Import Travel Itineraries process
automatically reattempts to import
failed itineraries for a specified number
of user-defined days.
3. If itineraries continue to fail, contact
your travel partner's representative to
resolve issues.
Missing message text.
The itinerary can't be imported because
it contains a reservation, which was not
reserved and is missing a confirmation
number.
Itinerary has a reservation confirmation
number that is null.
1. Review the import failure message
in the Itinerary Import Failures dialog
box. The Import Travel Itineraries
process automatically reattempts to
import failed itineraries for a specified
number of user-defined days.
2. If itineraries continue to fail, contact
your travel partner's representative to
resolve issues.
This itinerary can't be imported because the
following error was returned by the itinerary
details web service: {ERROR}.
An unexpected error occurs while attempting
to import the details for an itinerary.
The Import Travel Itineraries process
continues to import itineraries, even if it
encounters an unexpected error with a
specific itinerary.
1. Review the import failure message
on the Itinerary Import Failures dialog
box.
2. The Import Travel Itineraries process
Itinerary details can't be retrieved since the
itinerary has multiple travelers.
1. Review the import failure message
on the Itinerary Import Failures dialog
box.
2. The Import Travel Itineraries process
automatically reattempts to import
failed itineraries for a specified number
of user-defined days.
Your request cannot be completed at this
time. Verify your request and try again.
automatically reattempts to import
failed itineraries for a specified number
of user-defined days.
3. If itineraries continue to fail, contact
Oracle Support.
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Log Error Message
Travel
Cause
Resolution
3. Your travel partner does not support
itineraries booked for multiple
travelers.
Errors due to a validation failure are resolved by travel administrators. The following table contains the error, cause, and
resolution of critical validation errors.
Validation Error
Invalid employee number:
•
•
The employee number is null.
The employee number doesn't match
the employee number in Oracle Fusion
Human Capital Management.
Cause
•
•
•
Resolution
The employee's user profile in your
travel partner's site has a null or invalid
employee number.
The employee number is not sent from
your travel partner.
The traveler is an applicant and not an
employee.
1. Correct the user profile in your travel
partner's site.
2. From the Travel Administration work
area, navigate to the Resolve Travel
Itinerary Import Errors page.
3. Assign the correct employee to the
itinerary.
1. Contact your corporate travel
agency to update the missing pricing
information.
2. From the Travel Administration work
area, open the Review Travel Itinerary
Import Results page to update the
missing pricing information for that
itinerary.
3. To eliminate errors in the future,
consider a configuration change at the
travel booking site to prevent booking
without pricing information.
Missing reservation pricing information
•
Your travel partner booking site
allows employees to book a split flight
across two airlines in which pricing is
unavailable.
Unexpected error
•
The application encountered an
unexpected error while validating an
itinerary.
The Import Travel Itineraries process
continues to import itineraries, even if
it encounters an unexpected error with
a specific itinerary.
•
Review the Import Travel Itineraries process
log file by performing the following steps:
1. Navigate to the Travel Administrator
work area.
2. Select the applicable process.
3. From the Action menu, select View
Process Details.
4. In the View Process Details dialog
box, click the log .txt file.
5. If you can't diagnose the error,
contact Oracle Support.
Note: After itinerary import failures and critical validation errors are resolved, rerun the Import Travel Itineraries
process in the Validate only process mode to remove errors so a trip can be automatically created from itinerary
import.
The following table describes the validation error, cause, and resolution of invalid data validation errors.
Validation Error
Invalid data
Cause
•
•
Resolution
Missing data
Invalid data format
1. From the Travel Administration work
area, open the Review Travel Itinerary
Import Results page.
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Validation Error
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Cause
Resolution
2. Correct the errors and rerun the
Import Travel Itineraries process
to revalidate the errors or wait for
the next scheduled Import Travel
Itineraries process to revalidate.
3. Contact your travel partner and take
steps to prevent future errors.
The following table describes the validation error type, cause, and resolution of unmatched value validation errors.
Validation Error
Cause
Resolution
Unmatched values for policy violation.
Missing booking policy violation mapping
1. Review the values on the Review
Travel Itinerary Import Results page
and select the correct policy violation.
2. To add missing booking
policy violation mapping to
reference data, create a new
lookup code for the lookup
EXM_POL_VIOLATIONS_TYPES and
define the meaning with the booking
policy violation text.
3. To enforce booking policy violation
validation for booking sites set up in a
foreign language, define the booking
policy violation as the lookup code
meaning for the foreign language.
4. If you use a custom lookup type for
policy violation validation, add the new
policy violations as lookup codes for
this custom lookup type.
5. If a lookup code for the missing
booking policy violation already exists,
ensure that the lookup code meaning
is defined exactly as the booking
policy violation that is provided by your
travel partner.
Unmatched value for airline, hotel, rail, car
rental code, or name.
Missing merchant codes
1. Review the values in the Review Travel
Itinerary Import Results page and
select the correct merchant code.
2. To add missing merchant codes to
merchant reference data, navigate to
the Travel Administration work area.
3. Click the Manage Merchants link.
4. Download the spreadsheet, add new
merchants, and upload.
Unmatched value for class of ticket for air
reservation
Missing class of air ticket
1. Review the values in the Review Travel
Itinerary Import Results page and
select the correct air ticket class.
2. To add a missing class of air ticket
to reference data, create a new
lookup code for the lookup type
EXM_TICKET_CLASS and define the
meaning with the class of air ticket.
3. To enforce class of air ticket validation
for booking sites setup in a foreign
language, define the class of air ticket
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Cause
Resolution
as the lookup code meaning for the
foreign language.
4. If you use a custom lookup type
for class of air ticket validation, add
the new class of air ticket as lookup
codes for this custom lookup type.
5. If a lookup code for the missing class
of air ticket already exists, ensure
that the lookup code meaning is
defined exactly as the class of air
ticket provided by your travel partner.
Unmatched value for location.
Missing location
1. Review the values in the Review Travel
Itinerary Import Results page and
select the correct location.
2. To add a missing location to reference
data, define missing locations in
Oracle Fusion Trading Community
Architecture that map to the city,
state, and country values sent by your
travel partner.
Navigation: Setup and Maintenance
work area > Manage Geographies
task > Manage Geographies page.
Managing Trip Expense Reports
Watch: This video tutorial shows you how to manage trip expense reports if your company is integrated with GetThere, a
corporate travel service. The content of this video is also covered in text topics.
Automatic Trip Expense Reports: Explained
Your company can choose whether to automatically or manually create expense reports from business trips. A business trip
is a collection of items that make up an employee's business travel. For example, a trip may include a travel itinerary and a
cash advance. The contents of an automatic trip expense report is based on whether an employee was issued a corporate
card or uses cash only. The application automatically creates a trip expense report if the employee selects the application to
initiate report creation on the Expenses Preferences page.
If an employee was issued a corporate card, the automatic trip expense report contains corporate card transactions.
Expenses attempts to match the travel itinerary reservation with a corporate card transaction.
If an employee doesn't have a corporate card, the automatic trip expense report process creates a report with cash expense
items that correspond to each travel reservation item. Other nontravel cash expenses generated by the employee aren't
included in this trip expense report.
To automate expense reports based on trips, the following people perform these setup tasks:
• The system administrator chooses to automate trip expense reports.
• Each employee selects the timing of the automatic trip expense reports.
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Allow Automatic Trip Expense Reports
If your company chooses to automate expense reports from trips, your implementor selects Yes from the Enable Expense
Report Automatic Creation choice list in the Processing Options for Expense Report section on the Manage System Options
page. Navigation: Setup and Maintenance work area > Manage Expenses System Options task > Manage System
Options page.
Select Timing of Automatic Trip Expense Reports
Once your implementor chooses to automate expense reports from business trips, employees can then select whether they
want themselves or Expenses to initiate automatic trip expense reports. Employees specify their preference by selecting
an option in the Expense Report Automatically Created from Trip section. Navigation: User's name choice list > Set
Preferences > Expenses Preferences
The following table describes the timing of the initiation options.
Initiation Option
Description
Employee initiates
Employee selects a trip on the Trips page in the Expenses work area and clicks Create Report from
Trip or navigates to the Edit Travel Itinerary page.
Application initiates upon first
expenditure
This option is the default value. The process, Process Trip Expense Report, automatically creates an
expense report when the first corporate card transaction related to a trip is uploaded to Expenses.
When the process is subsequently run, the expense report is updated with any new corporate card
transactions that are related to the trip.
If a new expense report is needed, the application creates one. For example, the application
generated one expense report, which was submitted for approvals. Any remaining transactions are
added to a new trip expense report.
Application initiates upon trip completion
The process, Process Trip Expense Report, automatically creates an expense report when a trip is
completed that contains corporate card transactions that are related to the completed trip.
When the process is subsequently run, the expense report is updated with any new corporate card
transactions that are related to the trip.
If a new expense report is needed, the application creates one. For example, the application
generated one expense report, which was submitted for approvals. Any remaining transactions are
added to a new trip expense report.
Tip: Mobile device users who download corporate card transactions and submit them from their mobile devices
are advised to select the Employee initiates option.
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5
Image Processing
Image Processing
Receipt Images: How They're Processed
To ensure the validity of employee expenses, companies often require their employees to submit receipts for their expenses.
Organizations vary in their receipt submission requirements. Common methods of receipt submission include faxing or
e-mailing receipts to accounts payables. You can enable receipt of expense-related images by fax, e-mail, or from a file
location on a server. Oracle Expenses Cloud integrates with Oracle WebCenter Imaging and Oracle WebCenter Capture. This
integration enables automatic attachment of receipt images to their respective expense reports.
Note: When you configure the application to require receipt images before manager approval, the expense
reports aren't routed for approval until receipts are received. That is, Oracle WebCenter Imaging calls the
approval process after the receipt images are received.
Before you can properly configure the application with Oracle WebCenter Imaging and Oracle WebCenter Capture to process
receipt images, you must first understand the receipt image process.
Note: Expenses Cloud accepts images only through e-mail. Fax isn't supported with Expenses Cloud.
The following figure illustrates the receipt image process.
E-Mail
Fax
FTP
Universal Content
Server (UCM)
Attach Image
Process Expense
Reimbursement
Manual
Upload
Expense Report
Oracle WebCenter
Capture
Oracle WebCenter
Imaging
Add
Attachment
Service
Approval Expense
Report
How Receipt Images Are Processed
Receipt images are processed in the following stages:
• Oracle WebCenter Capture receives receipt images.
• Oracle WebCenter Capture processes the receipt image file to identify the expense report identifier.
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• Oracle WebCenter Imaging retrieves images for further processing and calls the Add Attachment to Expense Report
service.
You can send receipt images to Oracle WebCenter Capture by fax, e-mail, or by uploading receipt image files to a folder
location that is accessible by Oracle WebCenter Capture. You can upload receipt image files to a specific location manually or
by using a File Transfer Protocol (FTP) process.
Oracle WebCenter Capture checks for receipt image files in predefined folders for each method of delivery. It scans the
receipt image file for a barcode, derives the expense report identifier, and creates a text file for each receipt image file. The
receipt image files and corresponding text files are transferred by Oracle WebCenter Capture to a predefined folder that is
accessible by Oracle WebCenter Imaging.
Note: You must print the printable expense report page and fax or e-mail it as the first page of your receipt
images. The first page of the receipt image file must be the printable expense report page with the barcode.
Otherwise Oracle WebCenter Capture can't accurately process the receipt image file.
Oracle WebCenter Imaging scans the predefined folder for receipt image files and the corresponding text files with expense
report identifiers for attachment to expense reports. Oracle WebCenter Imaging then stores the receipt image file in the
Universal Content Management (UCM) server. It then passes the location address of the receipt image file in UCM to the
Add Attachment to Expense Report service. The Add Attachment to Expense Report service creates the attachments for the
expense report in the attachments tables in Oracle Applications Cloud.
Receipt Image-Processing Components: How They Work
Together
Oracle Expenses Cloud uses Oracle WebCenter Capture and Oracle WebCenter Imaging to receive and process receipt
image files. Using these services, the application can automatically attach receipts to expense reports and users can navigate
to the Expenses work area to view expense report attachments. To store the receipt images, Oracle WebCenter Imaging
uses Universal Content Management (UCM).
Note: Setup is applicable only for Expenses On-Premises implementations. For Expenses Cloud, setup is
predefined.
The following figure illustrates the Oracle WebCenter Capture components that affect receipt image processing.
Note: Expenses Cloud accepts images only through e-mail. Fax isn't supported with Expenses Cloud.
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Oracle
WebCenter
Capture
Up
lo a
d
Folder
Provider
Scheduled
process to pick
up images
Import Server
nu
al
Scheduled
process for
parsing
Ma
FaxPress
ipt
ce
Re ages
Im
Fax
E-M
Fax Provider
Recognition
Server
Scheduled
process to
commit files
ail
FT
E-Mail
Provider
P
FTP Provider
Commit Server
Meta data file
and image for
commit
Commit Folder/Oracle WebCenter
Imaging Input Agent Directory (Shared by
Oracle WebCenter Capture and Oracle
WebCenter Imaging)
To Oracle WebCenter Imaging
The following figure illustrates the Oracle WebCenter Imaging components that affect receipt image processing.
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From Oracle
WebCenter Capture
Oracle WebCenter Imaging
Invokes Add
Attachments
service
Invokes
Approval
process
SOA Server
Stores the
URL to the
image
Saves image in UCM
View Images
Expenses
Work Area
ADF Server
Fusion
Database/
Attachments
Table
Universal
Content
Server (UCM)
Oracle WebCenter Capture
The receipt images sent to Oracle WebCenter Capture by fax, e-mail, or uploaded to a folder location, whether manually or
automatically, are received by components called providers. For each method of receipt image delivery, a corresponding
provider receives the image. The following types of providers support the methods of receipt image delivery:
• The fax provider receives images sent to Oracle WebCenter Capture by fax.
• The e-mail provider receives images sent to Oracle WebCenter Capture by e-mail.
• The FTP provider receives images sent to a file location that is accessible by Oracle WebCenter Capture.
• The folder provider receives images manually uploaded to a file location that is accessible by Oracle WebCenter
Capture.
Your company must configure the necessary providers to support the delivery methods that are applicable to its business.
For detailed information about configuring providers, see the Oracle WebCenter Capture User's Guide.
Oracle WebCenter Capture is composed of the following components that receive and process image files:
• Providers
• Import server:
◦
◦
◦
Imports documents from providers
Looks for images on a scheduled frequency
Retrieves and stores receipt images in a folder
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• Recognition server:
◦
◦
Checks for images
Parses the barcode in the receipt image file to derive the expense report identifier
Note: If there are multiple receipt image files with the same barcode number, Oracle WebCenter Capture
creates a single metadata file. This single receipt image file can contain multiple pages of receipt images.
• Commit server:
◦
◦
Creates the metadata file with the extension .exmdat, which contains the expense report identifier and the
image location
Transfers receipt image and metadata files to the commit folder that Oracle WebCenter Imaging accesses to
look for receipt image files that are waiting to be processed
Oracle Image Processing and Management
Oracle WebCenter Imaging uses one component, the input agent directory, to process receipt image files. The input agent
directory is the location where Oracle WebCenter Imaging scans for receipt images and the metadata files to process. This
directory and the Oracle WebCenter Capture commit folder point to the same storage host, which is configured at the time of
deployment.
Oracle WebCenter Imaging is configured to retrieve files from the input agent directory and checks the directory periodically
for new files. Based on the configuration in the input definition Expense Reports Input, Oracle WebCenter Imaging recognizes
the files by the file name mask *.exmdat. The metadata file contains two fields: Full File Path and Expense Report
Identifier separated by a delimiter. Oracle WebCenter Imaging uses the "|" delimiter to derive the two fields from the
metadata file.
Oracle WebCenter Imaging retrieves the receipt image files from the input agent directory and stores it in UCM. Oracle
WebCenter Imaging then initiates the Add Attachment to Expense Report service defined in the workflow configuration to
attach the receipt image to the expense report. It does this by by creating an entry in the FND_ATTACHMENTS table. The
attachment record stores the URL to the UCM location of the attachment. If the expense report hasn't been submitted for
approval, the Add Attachment to Expense Report service initiates the expense report approval process.
Add Attachment to Expense Report Service
The application provides the Add Attachment to Expense Report service to attach receipt images to expense reports and
optionally initiate approval processing. This service is defined in the Workflow Configuration region of Oracle WebCenter
Imaging. The Add Attachment to Expense Report service creates an entry in the FND_ATTACHMENTS table to the UCM
location where the image is stored. This service also initiates the approval process for expense reports that require approval.
Expenses Work Area
When receipt images are attached to an expense report, you can view and annotate the receipt images in the Expenses work
area.
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Setup Components That Affect Receipt Image Processing:
How They Work Together
Setups in Oracle Expenses Cloud, Oracle WebCenter Imaging, and Oracle WebCenter Capture affect receipt image
processing.
Note: Setup is applicable only for Expenses On-Premises implementations. For Expenses Cloud, setup is
predefined.
The following figure shows the Oracle WebCenter Capture components that affect receipt image processing.
Oracle
WebCenter
Capture
plo
ad
Folder
Provider
Scheduled
process to pick
up images
Import Server
ua
lU
Scheduled
process for
parsing
Ma
n
FaxPress
ipt
ce
Re ages
Im
Fax
E-M
Fax Provider
Recognition
Server
Scheduled
process to
commit files
ail
FT
E-Mail
Provider
P
FTP Provider
Commit Server
Meta data file
and image for
commit
Commit Folder/Oracle WebCenter
Imaging Input Agent Directory (Shared by
Oracle WebCenter Capture and Oracle
WebCenter Imaging)
To Oracle WebCenter Imaging
The following figure shows the Oracle WebCenter Imaging components that affect receipt image processing.
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From Oracle
WebCenter Capture
Oracle WebCenter Imaging
Invokes Add
Attachments
service
Invokes
Approval
process
SOA Server
Stores the
URL to the
image
Saves image in UCM
View Images
Expenses
Work Area
ADF Server
Fusion
Database/
Attachments
Table
Universal
Content
Server (UCM)
Setting Up the Application to Wait for Receipts
If your company requires receipts to be submitted before managerial approval of expense reports, you can set up the
application to do so. Set Receipts Required Before Approval to Yes on the Manage Expenses System Options page.
Then, expense reports are not submitted for approval until receipts are received.
To enable barcode printing on the report's printable page, set the Display Bar Code to Yes on the Manage Expenses System
Options page.
Setting Up Oracle WebCenter Imaging for Integration with the Application
During the deployment of Oracle Applications Cloud, Oracle WebCenter Imaging is automatically installed at your company
with the configuration required for integrating with the application. You can access the configuration details for the application
by signing in Oracle WebCenter Imaging as a user with the FUN_FINANCIAL_APPLICATION_ADMINISTRATOR role.
The Oracle WebCenter Imaging configuration that is pertinent for the application includes the following:
• Application definition
• Input definition
• Search definition
The application definition captures application security, document security, field definition of the parameters required
for Oracle WebCenter Imaging to process the images, and the workflow configuration. The application definition for the
application is called Expense Reports Application. This application definition contains the packaged configuration for Oracle
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WebCenter Imaging to integrate with the application. The following table describes the application details predefined for the
Expense Reports Application.
Region
Component
Details
Application Security
Not applicable
Application security captures the roles, also
called security groups, that can access
the application definition and modify the
details. By default, the FUN_ FINANCIAL_
APPLICATION_ ADMINISTRATOR role
is given access to the Expense Reports
Application definition.
Document Security
Roles
By default, the following two roles are given
access to view receipt images.
•
•
EXM_AUDITOR job role. During
expense report auditing, auditors are
required to verify receipt images to
ensure the validity of the expenses.
PER_EMPLOYEE_ABSTRACT
abstract role. This role is given
document access to enable all
employees to access receipt images
from their expense reports in the
application. When the receipt image is
called from the application, Universal
Content Management checks whether
the role accessing the document has
the necessary privileges in Oracle
WebCenter Imaging. The document
is displayed in the application only if
the user has sufficient privileges. At
a minimum, an employee must have
view, write, and delete access.
Document Security
Document Access
In addition to view, write, and delete, Oracle
WebCenter Imaging allows users to annotate
the image. To annotate, users must have
one of the following for document access:
Annotate Standard or Annotate Restricted.
Users with Annotate Restricted access can
create annotations that can be hidden from
users without Annotate Restricted access.
Workflow Configuration
Not applicable
Workflow configuration stores the details of
the service initiated by Oracle WebCenter
Imaging that attaches the receipt images to
expense reports using the expense report
identifier. This service also initiates the
expense report approval flow if the expense
report must be approved after the receipt of
images.
The input definition captures the folder location where Oracle WebCenter Imaging scans for receipt images and the format of
the metadata file accompanying the receipt image. The input definition for the application, called Expense Reports Input, is
created during deployment and contains the details described in the following table.
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Region
Description
File Parameters
The File Parameters region stores the metadata file extension, delimiter used in the metadata
file, and the sample file. Sample values are provided for the input mask and delimiter. In Oracle
WebCenter Imaging, this step is called Review Sample File.
You can change the mask and the delimiter to suit your business needs. If you change the data in
this step, you must change the mask and the delimiter in Oracle WebCenter Imaging.
Field Mapping
The Field Mapping section maps the fields that are defined in the Field Definition section under the
Application Summary page to the metadata file contents. The mapped fields include the Full File
Path and the Expense Report ID.
Input Security
The Input Security region defines who can modify the input definition. By default, the FUN_
FINANCIAL_ APPLICATIONS_ ADMINISTRATOR role is given access to modify the input definition.
The search definition stores the roles that are given access to search for documents by logging directly into Oracle
WebCenter Imaging.
Note: No manual configuration is required for Oracle WebCenter Imaging. Oracle WebCenter Imaging's input
folder points to a storage host, which is configured during Oracle WebCenter Imaging deployment.
Setting Up Oracle WebCenter Capture for Integration with the Application
Your company must manually install Oracle WebCenter Capture on a Windows computer. Oracle WebCenter Capture
provides the packaged configuration for uploading receipt images to a folder for processing. Manual changes to the
packaged configuration are required, however, to tailor Oracle WebCenter Capture to meet your company's specific needs.
To facilitate receipt image processing, you must set up an Oracle WebCenter Capture file cabinet. The packaged file cabinet
for the application is called Expense Reports. The configuration for the commit server, which it uses to create and save the
metadata file, is called Expense Reports Commit Text. During the Oracle WebCenter Capture file cabinet setup, you define
the following:
• Mapping of relevant information in Oracle WebCenter Capture to Oracle WebCenter Imaging
• Location of the folder where processed receipt images and corresponding metadata files are stored
The following table contains the information you must capture during Oracle WebCenter Capture setup.
File Cabinet Setup
File Cabinet Index Fields
Field
Predefined Value
Additional Information
Expense Report ID
The field in the metadata file that
stores the value of the parsed
barcode.
Delimiter
The delimiter character that
separates the data in the
metadata file. The delimiter is "|".
Oracle WebCenter Imaging
Dest1
Oracle WebCenter Imaging
Dest1 to Oracle WebCenter
Imaging Dest4 store the absolute
path to the location of the folder
where image files and metadata
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Image Processing
Field
Predefined Value
Additional Information
files are stored for processing
by Oracle WebCenter Imaging.
These four fields are defined to
accommodate folder locations
that exceed the length limit. The
location of the folder is derived
as Oracle WebCenter Imaging
Dest1|| Oracle WebCenter
Imaging Dest2 || Oracle
WebCenter Imaging Dest3 ||
Oracle WebCenter Imaging
Dest4.
Deploying company must
change the value to reflect the
destination folder in its system.
Commit Profile/ Commit Driver
Configuration/ General/ Text File
Folder
Commit Profile/ Commit
Driver Configuration/ General/
Document Folder
Formatting
Oracle WebCenter Imaging
Dest2
Deploying company must
change the value to reflect the
destination folder in its system.
Oracle WebCenter Imaging
Dest3
Deploying company must
change the value to reflect the
destination folder in its system.
Oracle WebCenter Imaging
Dest4
Deploying company must
change the value to reflect the
destination folder in its system.
Do Not Create Commit Text File
Unchecked
Export Folder
Example: C:\Oracle WebCenter
Capture Projects\Expenses
\Export
File Extension
exmdat
Export Folder
Example: C:\Oracle WebCenter
Capture Projects\Expenses
\Export
Create a Folder per Committed
Batch
Unchecked
Field Delimiter
None
The folder where metadata files
are stored by Oracle WebCenter
Capture after processing.
Deploying company must
change the value to reflect the
export folder in its system.
The folder where images are
stored by Oracle WebCenter
Capture after processing.
Deploying company must
change the value to reflect the
export folder in its system.
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File Cabinet Setup
Document File Naming
Image Processing
Field
Predefined Value
Additional Information
Fields to Include
Oracle WebCenter Imaging
Dest1
Oracle WebCenter Imaging
Dest2
Oracle WebCenter Imaging
Dest3
Oracle WebCenter Imaging
Dest4
File Name Relative Path
Delimiter
Expense Report ID
The details written into the
metadata file and the format.
This includes the full file path of
the processed image file and
the expense report identifier
separated by the delimiter.
For example, the resulting entry
in the image file looks like: / slot/
ems7795/ appmgr/ provisioning/
mwhome/ instance/ domains/
machine/ company/ com/
CommonDomain/ Oracle
WebCenter Imaging/ InputAgent/
Input/ 100000012512081TIF|
100000012512081
Name Document Based on
Index Values
Checked
Selected Fields
Expense Report ID
These two fields rename the
receipt image file.
Batch ID
Batch ID of the process. The
image file when received by
Oracle WebCenter Capture is
renamed to Expense Report ID
- Batch ID to ensure uniqueness
of receipt image file name.
Document Output Format
TIFF - Multiple Page
The import server setup defines the details required for the different providers, such as the e-mail provider and the folder
provider that deliver receipt images. The e-mail provider does not support SSL connections.
E-mail provider and folder provider sample configurations are included with Oracle WebCenter Capture. If you plan to receive
images through fax or FTP, you must configure the settings for the fax provider or the FTP provider respectively.
The following table contains the information you must capture during the import server setup.
Import Server Setup
Field
Predefined Value
Additional Information
File Cabinet
Expense Reports
Name of the file cabinet setup.
Batch Prefix
EXM-EM
e-mail Provider
Batch Job Settings/Job for email Provider/ General
Log File Path
Enter the local directory path for
the log file.
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Import Server Setup
Image Processing
Field
Predefined Value
Additional Information
Example: C:\Program Files
\Oracle\Document Capture
\Logs.
Processing
If Invalid Page Found or Time
Out Occurs
Abort batch
Import Output
Retain Native Image Format
Yes
e-mail Provider Settings
e-mail Accounts
e-mail Provider Settings/ e-mail
Filters/ Attachment Processing
Include Attachments Matching
the Following Mask(s)
*.TIF
*.DOC
*.PDF
e-mail Provider Settings/ e-mail
Filters/Post Processing
Upon Successful Import
Delete Messages
Upon Failed Import
Don't Delete Message
File Cabinet
Expense Reports
Batch Prefix
EXM-FD
Example: expense_
[email protected] com.
Example: expense_ receipts at
company.com.
Deploying company must
change the value to reflect the email accounts in its system.
Folder Provider
Batch Job Settings/Job for
Folder Provider/ General
Log File Path
Name of the file cabinet setup.
Enter the local directory path for
the log file.
Example: C:\Program Files
\Oracle\Document Capture
\Logs.
Processing
If Invalid Page Found or Time
Out Occurs
Abort batch
Import Output
Retain Native Image Format
Yes
Folder Provider Settings
Import Folder
Enter the local directory path for
the import folder.
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Import Server Setup
Image Processing
Field
Predefined Value
Additional Information
This is the location where the
folder provider receives receipt
images.
Server/ Scheduler
File Mask
Expenses*
Create a New Batch
For Each File
After Import/ Add Prefix to Image
File Name
Checked
Prefix
Processed
Schedule Event
Folder/List File Provider Expense Reports
Deploying company must
change the value to reflect the
scheduled event in its system.
Frequency
Every 30 seconds
Deploying company must
change the value to reflect the
frequency in its system.
The recognition server setup defines the details required for the recognition server component of Oracle WebCenter Capture
to derive relevant details from receipt image files.
The following table contains the information you must capture during the recognition server setup.
Recognition Server Setup
Field
Predefined Value
Batch Job Settings/ General
Batch Job Name
Expense Reports
File Cabinet
Expense Reports
Batch Prefix
EXM
Log File Path
Use Commit Server
Document Separation
Name of the file cabinet setup.
Enter the local directory path for
the log file.
Checked
If Pages Remain After
Processing, Notify by e-mail
Batch Job Settings/ Processing
Additional Information
Enter the e-mail ID to be
notified if an error occurs while
processing a batch.
Each Batch Consists of
One Document Only
Pages to Read Barcodes
1
Bar Code
Expense Report ID
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Recognition Server Setup
Field
Predefined Value
Clear All Index Values
Checked
Keep Document Separator
Checked
Auto Detect
Code 128
Number of Bar Code to Detect
Limit to 1
Bar Code
Bar Code Definition
Expense Report ID
Fields/ Delimiter
Auto Populate with
Default of "/"
Fields
Expense Report ID
Required
Auto Populate With
Bar Code
Description
Expense Report ID
Fields/Oracle WebCenter
Imaging Dest1
Auto Populate with
Oracle WebCenter Imaging
Dest1
Oracle WebCenter Imaging
Dest2
Oracle WebCenter Imaging
Dest3
Oracle WebCenter Imaging
Dest4
This is the folder where Oracle
WebCenter Capture posts
images and metadata files
for processing by Oracle
WebCenter Imaging. Due to
length limitation, four fields are
available to enter the partial
absolute path information that,
when concatenated, gives the
complete absolute path.
If the file path is long, enter
partial paths in all four fields.
If you don't need four fields to
enter the complete path, you
can leave the remaining fields
in Oracle WebCenter Imaging
Dest<n>blank.
Deploying company must
change the value to reflect the
destination folder in its system.
Server/ Scheduler
Schedule Event
Expense Reports
Deploying company must select
the applicable file cabinet.
Frequency
Every 30 seconds
Deploying company must
change the value to reflect the
frequency in its system.
Bar Code Recognition
Additional Information
Deploying company must
change the value to reflect the
auto detect in its system if the
barcode is generated using
another code.
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Image Processing
The commit server setup defines the details to transfer the receipt image files and the metadata files to a location accessible
to Oracle WebCenter Imaging for processing.
The following table contains the information you must capture during the commit server setup.
Commit Server Setup
Field
Predefined Value
Batch Job Settings/ General
File Cabinet
Expense Reports
Batch Criteria
Process Specific Batches with
Prefix
EXM
Batch Status
All
Processing Order
Sort Before Commit
Order by Batch Name Ascending
Schedule Event
Expense Reports
Deploying company must select
the applicable file cabinet.
Frequency
Every 30 seconds
Deploying company must
change the value to reflect the
frequency in its system.
Server
Activate
Server/ Scheduler
Additional Information
Related Topics
• Why do I have to configure the barcode font mapping?
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6
Chapter 6
Expense Reimbursements
Expense Reimbursements
Third-Party Expense Reimbursements: How They Are
Processed
Expense reports can be reimbursed through Oracle Fusion Payables or any legacy or third-party application. If you
want to issue expense reimbursements through a legacy or third-party application, you can use the third-party expense
reimbursement process.
Settings That Affect Third-Party Expense Reimbursements
On the Manage Expenses System Options page, you can use the Pay Expense Reports Through option to choose one of
the following for expense reimbursement:
• Payables
• Third-party application
A third-party application may be a legacy application within your company or an outside supplier.
How Third-Party Expense Reimbursements Are Processed
The following diagram illustrates the export of expense report data from Oracle Fusion Expenses to a legacy or thirdparty application, the issuance of reimbursement payments by the legacy or third-party application, and the import of
reimbursement payment data back to Expenses.
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Expense Reimbursements
The following figure illustrates the export of expense report data from Oracle Fusion Expenses to a legacy or thirdparty application, the issuance of reimbursement payments by the legacy or third-party application, and the import of
reimbursement payment data back to Expenses.
Expense Report Data
Approved, Audited, and
Exported to UCM
Expense Report Data
Downloaded from UCM
and Transferred to
Legacy or Third-Party
Application
Expense Report
Updated as Paid
Legacy or Third-Party
Application Issues
Reimbursement
Payments
Reimbursement
Payment Data
Uploaded to
UCM and
Imported into
Expenses
The following table describes the flow of expense report data when you use a legacy or third-party expense report
reimbursement application.
Sequence
Action
Result
1.
In Expenses, employees create expense
reports, which are approved, and audited.
Expense reports are eligible for
reimbursement.
In Expenses, you can schedule the following
processes to automatically export the
expense report data from Expenses to your
legacy or third-party application in .xml
format:
The exported expense report data files
contain all the information necessary to issue
payments and record accounting entries in
your legacy or third-party application. The
Expenses processes automatically export
expense report data from Expenses to the
following locations:
2.
•
•
Process Expense Reimbursements
and Cash Advances
Create Card Issuer Invoices
•
•
Universal Content Manager (UCM)
under the Export directory: Navigator
> Tools > File Import and Export
link.
Search Results section on the
Scheduled Processes page:
Navigator > Tools > Scheduled
Processes.
UCM facilitates easy tracking and download
of expense report data files.
3.
From UCM under fin/expenses/export
directory, you can download the expense
report data files in .xml format and transfer
them to your legacy or third-party application.
Your legacy or third-party application
processes the expense report data files.
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Sequence
4.
Expense Reimbursements
Action
Result
Your legacy or third-party application issues
expense report reimbursement payments to:
Employees and credit card issuers receive
payments.
•
•
5
6
Employees
Credit card issuers
To transfer reimbursement payment
data from your legacy or third-party
application, you upload your expense report
reimbursement data to UCM under fin/
expenses/import directory.
From Expenses, you schedule the Update
Expense Report Status process.
Expense report reimbursement information
transfers from the legacy or third-party
application back to Expenses in a
specific .xml format with a .txt or .xml
extension.
The specific .xml format depends on the
expense report payment option selected
by your company for corporate card
transactions and whether the data file is for
cash advances.
The Update Expense Report Status process
automatically:
•
•
Updates the expense reports in
Expenses as paid
Provides legacy or third-party
reimbursement references in the paid
expense reports
Expense Report Data Flow Using a Third-Party Application
If you use a legacy or third-party application to process expense report reimbursements, you can export expense report XML
data files from Oracle Fusion Expenses and use them to process data in your legacy or third-party application. After your
legacy or third-party application processes reimbursement payments, you can import the reimbursement payment XML data
files back to Expenses.
Expense Report XML Data Exported to Universal Content Manager
To create expense report XML data files for export to a legacy or third-party application, schedule the following automatic
processes in Expenses using Navigator > Tools > Scheduled Processes:
• Process Expense Reimbursements and Cash Advances
• Create Card Issuer Invoices
The resulting XML expense report data files are available from the Search Results section on the Scheduled Processes page
or you can download them from Universal Content Manager (UCM) under fin/expenses/export directory using Navigator
> Tools > File Import and Export link.
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The following figure shows an example of an expense report XML data file format that is automatically created when an
expense report containing cash expense items is processed by the Process Expense Reimbursements and Cash Advances
process.
Note: Expense report data files that contain corporate card expenses for Company Pay or Both Pay payment
options have a different XML format structure than the preceding example. Similarly, expense report data files for
cash advances also contain a different XML format structure.
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Expense Report Reimbursement XML Data Imported Into Universal
Content Manager
To transfer expense report reimbursement data from a legacy or third-party application back to Expenses, the data must
appear in XML format. Upload the correctly formatted XML reimbursement payment data files to UCM under fin/expenses/
import directory.
Tip: For optimal file handling, the best practice is to use the following naming convention for reimbursement
payment data files: MM-DD-YYYY HH-MM ExmPaymentExtract.
Caution: The XML files you upload to UCM must be in precisely the same structure as shown in the following
figure.
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Glossary
Glossary
barcode
A printable barcode that uniquely identifies each employee's expense report.
both pay
The deploying company pays the corporate card issuer for business expenses and the employee pays the corporate card
issuer for personal expenses.
card feed file
A file containing corporate card transactions that originated from the card issuer's server.
company pay
The deploying company pays the corporate card issuer for all transactions.
corporate card issuer
A bank that issues corporate cards.
corporate card program
An agreement between the corporate card issuer and the deploying company that governs the issuance of corporate cards
to the deploying company's employees and the payments to the card issuer.
eFolio
Summary corporate card transactions. Also known as Level 2 transactions.
error amount
When setting up corporate card usage policies to enforce the use of corporate cards, an amount that exceeds the cash limit
and for which an error displays during expense entry in the expense report, which prevents submission of the report.
error tolerance
When setting up corporate card usage policies to enforce the use of corporate cards, a range that is from the cash limit up to
the error tolerance amount. Over that amount, the expense report is not submitted.
error tolerance percentage
When setting up corporate card usage policies to enforce the use of corporate cards, a percentage that, when added to the
cash limit, defines the error amount. If you spend more than the error amount, the expense report is not submitted.
expense template
An administrator-defined list of related expense types. When you enter expenses on your expense report, you must select a
specific expense template.
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Glossary
expense type
A potential expense that you can incur that has been defined by the administrator during setup.
FTP
Acronym for File Transfer Protocol. A system for transferring computer files, generally by the Internet.
individual pay
The employee pays the corporate card issuer for all corporate card transactions.
Level 2
Summary corporate card transactions. Also known as eFolio.
Level 3
Detailed corporate card transactions.
merchant category code
A four-digit code that identifies the industry in which the deploying company operates.
MIS industry code
A code provided by the card issuer that identifies the type of transaction.
payment method
Indicates the method of payment, such as check, cash, or credit.
payment request
A grouping of documents payable for which payment is requested. A payment request specifies the template to use in Oracle
Fusion Payables, selects invoices for a pay run, and groups the invoices into payments based on setup rules.
SIC code
A Standard Industrial Classification code, which represents a United States government system for classifying industries by a
four-digit code.
transaction codes
Codes that the card issuer assigns to corporate card transactions in the corporate card feed file.
warning amount
When setting up corporate card usage policies to enforce the use of corporate cards, an amount that exceeds the cash limit
and for which a warning displays during expense entry in the expense report.
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Glossary
warning tolerance
When setting up corporate card usage policies to enforce the use of corporate cards, a range that is from the cash limit up to
the warning tolerance amount. Over that amount, a warning displays.
warning tolerance percentage
When setting up corporate card usage policies to enforce the use of corporate cards, a percentage that, when added to the
cash limit, defines the warning amount. If you spend more than the warning amount, a warning displays.
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148
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