11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes

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IEXPENSE

Oracle Internet Expenses/iExpense setup

POSTED BY ABHIJIT RAY ⋅ MARCH 18, 2012 ⋅ 13 COMMENTS

FILED UNDER APEXP, BR100, CREDIT CARD, EXPENSE REPORT, SIGNING LIMIT
Oracle Internet expenses is an iModule of Oracle. This module is used to allow employees of an
organization to enter their expenses which are to be claimed from the organization. The
iExpense module is very closely linked to Payables module, in fact you can think of this module as a
sub module to Payables. A good part of setup is done in AP module itself. If this module is not
implemented in Oracle then expense reports can be directly created in AP. This module gives the
flexibility of giving all employees to enter their own reports instead of a central desk creating expense
report invoices for all employees. The module is in Self Service and hence the pages are in OA
Framework, i.e. JSP pages that are light weight and can be easily accessed on a lower bandwidth
internet connection.

The flow within iExpense module is the following,

1. Employee enters expenses and creates an expense report.

2. Employee submits expense report.
3. Expenses workflow is kicked off.
4. A notification goes to the approver based on the cost center entered by the user and the employee’s
supervisor hierarchy
5. On approval the workflow sends a notification to the iExpense auditor
6. Auditor completes audit.
7. The workflow sends a notification to the Payables administrator
8. On approval from Payables administrator the workflow ends and the employee is notified that his
expense report is ready to be paid.

At this stage the role of iExpense is over and Payables module takes over. The expense report is
imported into Payables to create AP Invoices to be paid off to the employee. The seeded import
program, “Import Expense Reports” is used to import expense report and create the invoices.

The setup steps for iExpense is given below

Tax Code setup

Responsibility: Payables Administrator

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Navigation: Setup > Tax > Codes

Tax codes

Expense Report Template setup

Navigation: Setup > Invoice > Expense Report Templates

Template setup

Create the various templates here. The expense items for each template will correspond to which heads
the user can use when they select the template.

Scroll right

Template setup

Select the GL account that should correspond to the expense item. This will default on the expense
allocation page in the expense report

Scroll right to the end

Template setup

Select the Policy applicable to the expense report.

Select Define itemizations button

Itemization

This form shows which items should be itemized. Now we’ll setup the default template for this
operating unit.

Setup Pay Group

Navigation: Setup > Lookups >Purchasing

Query for Lookup Type, PAY GROUP.

Pay Group

Create the pay group which will be assigned to the AP invoices imported from iExpense into AP. We
have created PAY_ALONE_INT.

Payables Options

Navigate to Setup > Options > Payables

Select Tax Defaults and Rules tab

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Tax defaults and rules

Click on Currency tab

Currency

If Use Multiple Currencies is checked then the expense reports as well as the AP invoices, can be
entered in all the currencies other than the default currency of this set of books.

Select Expense Report tab

Expense Report

The default template is set here, as well as Payment Terms and other parameters. Note that we have
attached the Pay Group, we had created for Expense Reports, in this form.

Financials Options

Navigation: Setup > Options > Financials

Select Accounting tab

Accounting

Expense Clearing Account will be the default liability account for iExpense expense reports imported in
to Payables.

Click on Human Resources tab

Human Resources

Set the Expense Reimbursement Address to the supplier site. Check “Use Approval Hierarchies” box so
that workflow uses the employee hierarchy if you do not want to use AME.

Credit Card setup

To setup credit card expense report usage navigate to Setup > Credit Cards > Card Programs

Credit card setup for employees

Enter the details of the corporate credit card program, like the credit card issuing organization, the
currency, expense clearing account, etc.

Enter the individual cards attached to each employees here,

Navigate to Credit Cards > Credit Cards

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Employee credit card

Now employees will be setup to enter credit card expenses that will actually come from the credit card
issuing organization.

Signing Limit setup

Create the signing limits for managers who would be approving the expense reports

Navigation: Employees > Signing Limits

Signing limit setup

Enter the signing limits for all the employees who are designated approvers for Oracle Internet expense
reports.

Employees as Supplier setup

Navigation: Suppliers > Entry

Create the supplier entries associated with the employee so that the employee can be reimbursed for the
expenses incurred by him. Also the employee salaries can be paid to him once he is set up as a supplier.

Employee as Supplier

Note that the Type of supplier is Employee and the employee Number is entered in Classification tab.
Click on Sites.

Supplier site

The supplier site for the employee is displayed. Note that the Site Name is OFFICE as it is set in the
Human Resources tab in Financial Options setup (shown above).

Internet Expenses Setup

Responsibility: Internet Expenses Administrator

Navigation: Internet Expenses Setup

Accounting setup

Click on Accounting tab

Accounting setup

Click on Define button for any Chart of Accounts

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Chart of Account

We can define which accounting segment is updatable by the user.

Context or Operating Units setup

Click on Contexts tab

Context setup

Select the operating units which will be enabled for Oracle Internet expense

Policy setup

Click on Policy tab

Policy

Set the various policies as per business requirement.

We have set policy only for meals. Click on Meals

Meal policy setup

Click on Update General button for a selected policy

Policy details

Click Next

Meal policy

Select and add the location you want to add in the policy. Click Next

Meal policy location selection

Create period and press Activate button.

Click on Exchange Rates tab on the Policy submenu.

Exchange rates setup

The operating unit is defaulted here. We can set the tolerance for exchange rates of different currencies.
Click on Individual Currency Tolerances.

The currencies are displayed for selection

Currency tolerance

Scroll down to the bottom of this form

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Define tolerance for selected currency

We have defined a default tolerance of 10% for all currencies

We can have a different tolerance for 1 single currency. Select a currency and click on Add to Selections
button.

Define tolerance for single currency

We have added a special 20% tolerance for EGP currency

Define Tax rules

Click on the Tax tab

Define tax rules

Click on Define button

Tax rules

We can define taxes for merchants in different locations.

Audit Rules

Click on Audit tab

Audit rules

Click on Update icon

Audit rules

Scroll down on the form

More audit rules

As you can see above, different operating units can have different audit rules.

Credit Card setup

Click on Credit Cards tab on the top menu

Credit Card

Set the limit on the maximum number of days the credit card transactions will be allowed to wait
before submitting those expenses by the user.

Requests setup

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Click on Requests tab

Scheduling Upload requests

The rates can be uploaded from this screen for a schedule, i.e. between any two dates.

Create responsibilities

We need to create iExpense responsibilities to be given to the users so that they can enter the expenses.

Responsibility: System Administrator

Navigation: Security > Responsibility > Define

Create responsibility

The responsibility should be enabled for Self Service applications and the menu should be
IEXP_ENDUSER. In the example shown above we are using a customized IEXP_ENDUSER menu.

Set the profile options

We need to set the profile options for this responsibility.

Navigation: Profile > System

Query for profile option, MO: Operating Unit.

Profile options

We have to set another profile option, GL: Set of Books Name, for this responsibility. A list of iExpense
profile options are given below which need to be set as per business requirements.

iExpense
Profile
options
OIE:Allow
Credit Lines
OIE:Allow
Non-Base
Pay
OIE:Approver
Required
OIE:CC
Approver Req

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OIE:CC
Payment
Notify
OIE:Carry
Advances
Forward
OIE:Enable
Advances
Payables
OIE:Enable
Approver
OIE:Enable
Bar Code
OIE:Enable
Cost Center
OIE:Enable
Credit Card
OIE:Enable
DescFlex
Lines Only
OIE:Enable
Expense
Allocation
Splitting
OIE:Enable
Expense
Allocations
OIE:Enable
Policy
OIE:Enable
Project
Allocations
OIE:Enable
Project
Expenditure
Organization
OIE:Enable
Tax
OIE:Grace
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Period
OIE:Purpose
Required
OIE:Report
Number
Prefix
At this point iExpenses is ready to be used by the organization. We now need to provide the
responsibility to the users.

User setup

The Securring Attribute, ICX_HR_PERSON_ID, has to be set to the person id of the user, who is an
employee, to the person_id as set in PER_ALL_PEOPLE_F table.

Securring attribute for user

Note: If the securring attribute is set on an Apps user to which no employee is connected, then this user
will be able to enter expense reports for the employee whose person id is attached to this user in the
securring attribute.

Now the user is ready to enter expense reports. Similarly we have to set up other users so that they can
access iExpense responsibility to enter expense reports.
Setup a user as an expense report auditor

Create a new responsibility as a copy of the seeded responsibility, Internet Expenses Auditor.

We created a responsibility, DON iExpense Auditor

Attach the operating unit to the responsibility by giving a value to MO: Operating Unit profile option.

Now once this responsibility is attached to the user(s), any expense report that is in state, Pending
Payables Manager Approval, can be viewed through the responsibility.

E.g. An expense report on DON iExpense Auditor responsibility waiting to be audited.

The user is now all set up to audit expense reports, i.e. as approve the expense report as Payables
Manager within the expenses workflow.

A sample BR100 is given here for reference. BR100 Oracle Internet Expenses.This can be customized
according to document all configurations for different businesses for Oracle iExpense implementations.

About Abhijit Ray

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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes

I love sleeping, watching Hollywood blockbusters, my Wii, road trips and watching my 4 year old son
grow up. In between I try to squeeze in some time to go to work.
View all posts by Abhijit Ray »

Discussion

13 Responses to “Oracle Internet Expenses/iExpense setup”

1. Great details Abhijit. I have a questions on auditor. Currently, in our company auditor reject
expense, but email to user (whose expense got rejected) is going from his supervisor. What is the
configuration I need to do, so email goes from actual auditor rather than from his supervisor.

FYI.. We have employee/supervisor hierarchy built in for Oracle iExpense. No AME, NO position
hierarchy.

Please advise.

POSTED BY PIYUSH GUPTA | DECEMBER 5, 2012, 3:12 AM

REPLY TO THIS COMMENT
I think the workflow has been customized. This is clearly a case where the workflow attribute
#FROM_ROLE is not set to the auditor. It is set to the supervisor and hence the notification says
that it is coming from the supervisor. If the workflow is not customized you should open a SR so
that Oracle provides a patch to set the attribute correctly.

-Abhijit

POSTED BY ABHIJIT RAY | DECEMBER 7, 2012, 1:10 AM

REPLY TO THIS COMMENT
2. Customers would like to be able to assign expense reports for certain individuals to specific
Auditors. Is this possible?

POSTED BY MOHAN | JANUARY 2, 2013, 2:12 PM

REPLY TO THIS COMMENT
Yes, it is possible to do so. You need to customize the Expenses workflow so that the notification
to the auditor has a different performer in the workflow.

POSTED BY ABHIJIT RAY | JANUARY 2, 2013, 9:31 PM

REPLY TO THIS COMMENT
3. Hi Abhijit,

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11/13/13 Oracle Internet Expenses/iExpense setup | Oracle Maniacs' Notes

Thanks for the nice artical.

We have a requirement that any rejected expense claim must be audited always,
i.e. employee submits a claim, approver approves it, then it goes to auditor for audit (based on audit
rule setup, i.e. 10% and audit receipts required etc.), now auditor part pays the claim and rejects
some lines.
when employees re-submits the claim (with additional info), we want to go for Audit always (Not
based on audit rules)

is there any standard setup to achieve this? or only option is customizing the workflow?

also do you know when/what point the audit_code column is populated?

Rgds,
-Kamal

POSTED BY KAMAL | JANUARY 23, 2013, 2:30 PM

REPLY TO THIS COMMENT
Hi Kamal,

Yes, the APEXP workflow needs to be customized for this requirement. I’m not sure at which
point audit_code column is populated.

-Abhijit

POSTED BY ABHIJIT RAY | JANUARY 23, 2013, 11:13 PM

REPLY TO THIS COMMENT
4. Hi Abhijit,

Can i get the Updated setup Document for I expense and Invoice Approval workflow (Oracle R12)

POSTED BY SENTHILCMBA@GMAIL.COM | FEBRUARY 6, 2013, 11:59 AM

REPLY TO THIS COMMENT
I’m sorry I don’t have it for R12.

-Abhijit

POSTED BY ABHIJIT RAY | FEBRUARY 6, 2013, 10:43 PM

REPLY TO THIS COMMENT
5. Hey!! this tuto it´s so helpful, congratulations!! so could you help to create and setup an expense
audit responsibility!!

POSTED BY JORGE | FEBRUARY 19, 2013, 10:38 PM

REPLY TO THIS COMMENT
6. Hi Abhijit,

Nice one and helpful. can you please guide how to manage i-expenses. EX: setting expense to
“pending manager approval status” from “pending system administration status”.

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thanks,
Sailaja

POSTED BY SAILAJA | FEBRUARY 21, 2013, 9:30 AM

REPLY TO THIS COMMENT
7. Hi, What is the steps/configurations to add the instructions in the Review page ?

POSTED BY MAHA | MARCH 8, 2013, 1:20 AM

REPLY TO THIS COMMENT
Where in the Review page are you planning to add instructions?

POSTED BY ABHIJIT RAY | MARCH 8, 2013, 10:54 PM

REPLY TO THIS COMMENT
8. Do you know how the Audit manager picks which reports to audit when you have a percentage?
I’m making some changes to the Rules and want to test it. If I have 5% as the rule, do I need to enter
at least 20 reports to guarantee one being selected? If I enter 1, will it automatically be selected?

POSTED BY ROBB PETTIT | APRIL 25, 2013, 8:01 PM

REPLY TO THIS COMMENT

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