\\Here is a summary of steps to set up Oracle Internet Expenses.

iExpenses is basically an
extension Oracle Payables. Employee and Continget Worker expense reports become
supplier invoices and get paid from Payables. You will need following responsibilties to
set up Internet Expenses: Payables Manager, Internet Expenses Setup and
Administration, System Administration, Application Developer, and AX Developer. If
you are also planning on charging expense reports to projects, you will also need Project
Billing Super User and General Ledger Super User responsibilities. You will also need
access to Oracle Workflow Builder to customize the Expenses workflow and Project
Expense Reports Account Generator.

Oracle Internet Expenses Setup Steps:

Step 1: PA: Enable Project Expenditure Types for Expense Report Entry.
Navigation: Project Billing Super User: Setup > Expenditures > Expenditure Types.
Enable expenditure types to be used on project-related expense reports. Enable selected
expenditure types with an Expenditure Type Class ‘Expense Reports’. You need to
associate these expenditure types with Expense Type you define in the Expesen Report
Template (next step).

Step 2: AP: Define Expense Report Templates

Navigation: Payables Manager: Setup > Invoice > Expense Report Template. You must
define at least one expense report template with the Enable for Internet Expenses Users
check box selected. Only expense report templates with this option enabled can be used
in Internet Expenses. Use the Oracle Payables Expense Report Templates window to
define your expense report templates. Default default natural account for non-project
expenses. For project-related expenses, associate your expense types with project
expenditure types.

Step 3: AP: Define Financials Options > Accounting

Navigation: Payables Manager: Setup > Options > Financials. You define the Expense
Clearing Account in the Oracle Payables Financials Options window. This will be a
default liability account for iExpense expenses reports imported into Oracle Payables.
`The Expense Clearing Account field is also available in the Card Program window. If
you define the Expense Clearing Account field in the Card Program window, the value
you define there will take precedence over the value in the Oracle Payables Financial
Options window.

Step 4: AP: Define Financials Options > Human Resources

Navigation: Payables Manager: Setup > Options > Financials. Use the Payables
Financials Options window to define the Expense Report Reimbursement Address and
Employee Numbering Method.

Step 5: AP: Establish Multiple Currencies Setup

Navigation: Payables Manager: Setup > Options > Payables > Currency. The currency in
which an expense report is paid is known as the reimbursement currency. Internet
Expenses users can specify a reimbursement currency that is different from your
company functional currency only if Oracle Payables is set up for multiple currencies.
Step 6: AP: Defining Expense Report Options
Navigation: Payables Manager: Setup > Options > Payables > Expense Reports. Define
the fields below

 Default Template. The default expense report template that you want to use in the
Payables Expense Reports window. You can override this value in the Expense
Reports window. A default expense report template appears in the Expense
Reports window only if the expense report template is active.

 Payment Terms. Payment terms you want to assign to any suppliers that you
create from employees during Expense Report Import. Define and assign
immediate payment terms for your employee suppliers.

 Pay Group. Pay Group you want to assign to employee expense reports, e.g.
EMPLOYEES. You must define this pay group in the Purchasing Lookups
window.

 Payment Priority. Payment priority for employee expense reports. Choose a

number between 1 (high) and 99 (low) to be the priority of employee payments.

 Apply Advances. If you enable this option, Payables applies advances to

employee expense reports if the employee has any outstanding, available
advances. You can override this default during expense report entry.

 Automatically Create Employee as Supplier. You must enable this option, if you
want to import employee expense reports and automatically create a supplier for
any expense report where an employee does not already exist as a supplier.

 Hold Unmatched Expense Reports. This option defaults to the Hold Unmatched
Invoices option for the supplier and supplier site for any suppliers Payables
creates during Expense Report Import.

Step 7: AP: Assign Signing Limits

Navigation: Payables Manager: Employees > Signing Limits. Managers can approve an
expense report only if the total amount of the report does not exceed their signing limit
defined in Accounts Payable. When you assign signing limits to a manager, you specify a
cost center to which the signing limit applies. You have to give managers signing limits
for multiple cost centers, if employees from multiple cost centers submit expense reports
to him/her.

Step 8: OIE: Define iExpense Policies

Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup >
Policy > Expense Fields. Use the pages in the Policy region to set up online policy
compliance and perdiem and mileage rates.
  Schedules. Create rate a12z sdsssdddassasdfgggghjjklll/”
; nd policy schedules for your employees to use when they submit expense
reports. Bbm.

 Expense Fields. Set up expense fields to capture additional information on

expense reports.

 Exchange Rates. Set up exchange rate definitions to validate the exchange rates
that employees enter on their expense reports for foreign currency receipts.

Step 9: OIE: Enable Expense Allocations

Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup >
Accounting > Define. There are two tasks to complete for setting up expense allocations:

 Use the Internet Expenses Setup responsibility to define which segments of the
accounting Flexfield segments are visible and updatable by the user.

 Use the OIE: Enable Expense Allocations profile option to enable expense
allocations according to your requirements. You can set the display of accounting
flexfieldsegments and online validation as user-defineable or automatic.

Step 10: OIE: Define Receipt Notification Rule Set

Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup >
Audit > Notification Rules. Create one or more notification rule sets to determine when
to send notifications to users for overdue or missing receipts.

Step 11: OIE: Assign Receipt Notification Rule Set

Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup >
Audit > Notification Rule Assignments. Use the Notification rule set assignments pages
to assign the notification rule sets that you created to the operating units that you want.

Step 12: OIE: Define Mileage Rate Schedule.

Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup >
Policy > Schedules > Mileage. A mileage rate schedule can take into account distance
traveled, type and category of vehicle, type of fuel, and the number of passengers. Set up
one or more mileage rate schedules and schedule periods that you require for employee
expense reporting.

Step 13: AP: Complete Mileage Expense Type Definition in Payables

Navigation: Payables Manager > Setup > Invoice > Expense Report Templates. Find the
expenses template, find the mileage expense type, and assign the Mileage Schedule.

Step 14: SA: Define New iExpense Responsibilities

Navigation: System Administration: Security > Responsibility. Create a new iExpense
responsibility.
Step 15: SA: Define OIE Profile Options
Navigation: System Administration: Profile > System. Set Internet Expenses related
profile options according to your business requirements. Below is a brief description of
each profile.

OIE: Allow Credit Lines. Set the profile option to Yes to enable users to enter negative
receipts (credit lines). Users enter negative receipts to report the refund of a previously
reimbursed expense, for example, an unused airline ticket. The default value is yes.

OIE: Enable Credit Card. Set the profile option to Yes to enable the credit card
functionality to allow users with corporate credit cards to select and add credit card
transactions to their expense reports.

OIE: Allow Non-Base Pay. Set the profile option to Yes to enable users to choose the
reimbursement currency for their expense reports. You must set up Payables to use
multiple currencies before you can enable this profile option.

OIE: CC Approver Req profile option indicates whether users must enter an alternate
approver when they charge their expense reports to a cost center different from their own.
Set the profile option to Yes to require employees to enter the Alternate Approver field
when employees enter a cost center other than their default cost center. If you set this
profile option to Yes, you must also set the OIE: Enable Approver profile option to Yes.

OIE: CC Payment Notify. Use the profile option to specify whether a notification is sent
to employees when payment is created in Oracle Payables for corporate credit card
transactions. The default value is No.

OIE: Enable DescFlex profile option enables Internet Expenses to display descriptive
Flexfield. You must set up descriptive flex fields specifically for use in Internet Expenses
before you can enable this option.

OIE: Enable Projects profile option enables users to enter project-related information on
expense reports. You must set up Internet Expenses to integrate with Oracle Projects
before you can enable this option.

OIE: Enable Tax profile option enables the availability of tax-related elements on
expense reports.

OIE: Enable Approver profile option enables the Alternate Approver field in Internet
Expenses. When this profile option is set to Yes, the Alternate Approver field is available
for users to specify a different employee to approve their expense report. When this
profile option is set to No, the Alternate Approver field is hidden.
OIE: Approver Required profile option indicates whether users must designate an
approver for their expense reports. If you set it to Yes, Internet Expenses requires that
users always enter an alternate approver as defined in Oracle HRMS.

OIE: Purpose Required profile option controls whether users must enter a purpose when
creating an expense report. A purpose is a brief description of the business activities that
justify the expenses in a report

OIE: Report Number Prefix profile option specifies a prefix value for expense report
numbers, e.g. EXP-. The expense report number becomes the corresponding invoice
number when the expense report is converted into an invoice via the Expense Report
Import program.

OIE: Grace Period profile option specifies the number of grace period days beyond an
end date that certain OIE setup items remain available for use. The default value is 30.

OIE: Enable Policy profile option controls the behavior of Internet Expenses in relation
to reports that contain policy violations.

OIE: Enable Expense Allocations profile option determines whether an end user can
update the cost center segment value on an expense line.

PA: Allow Project Time and Expense Entry profile option enables users to enter project-
related information on expense reports. If you set this option to Yes, then you must set
the OIE: Enable Projects profile option to Yes as well.

PA: AutoApprove Expense Reports profile option permits automatic approval of project-
related expense reports.

Journals: Display Inverse Rate profile option determines how the reimbursable amount is
calculated when users enter foreign currency receipts. When this profile option is set to
No, the receipt amount is multiplied by the exchange rate to determine the reimbursable
amount. When it is set to Yes, the receipt amount is divided by the exchange rate. The
default value is No.

AME: Installed profile option enables the integration between Internet Expenses and
Oracle Approvals Management. Enabling this profile disables Oracle Workflow expense
report approvals!

WF: Notification Reassign Mode profile option determines the forwarding functionality
that is a
vailable to employees. See Do You Want to Delegate or Transfer That Oracle
Notification? article.

WF: Mailer Cancellation Email profile option enables the functionality that sends the
cancellation notifications when time outs are reached for a notification and a new
notification is sent because of resend setup.

Step 16: WF: Customize Project Expense Report Account Generator.

This step will be described in detail in a separate IAF article.

Step 17: GL: Assign Your Customized Project Expense Report Account Generator
to your chart of accounts
Navigation: General Ledger Super User: Setup > Financials > Flex fields > Key >
Accounts. Select your accounting structure to which you want to assign the process. Find
the Project Expense Report Account Generator Item Type. Select a Process Name you
define in the previous step. Save your changes.

Step 18: SA: Define a new OIEADMIN Role

Navigation: System Administrator: Security > Users. Create a new Oracle OIEADMIN
user. Run the Synchronize Local WF table’s process every time you make changes to
user setup.
Step 19: WF: Define Workflow Notification Performers.
Perform the steps in Oracle Workflow Builder to set up expense report performers. This
step will be documented in detail later on.

Step 20: Personalize Expense Report Submission Instructions

 As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to

Yes.

 Navigate to Expenses Home page in your iExpense responsibility

 Create and submit an expense report

 In the Confirmation page, click the Personalize Submission Instructions Header

link in the Submission Instructions region.

 In the Choose Personalization Context page, enter Your Business Group in the
Organization field and click Apply.

 In the Personalize Region page, click Personalize for the Raw Text item.

 In the Personalize Raw Text page, select False for the Rendered row at the Site
level, then click Apply.

 In the Personalize Region page, click Create Item for the Header: Submission
Instructions item.

 In the Create Item page, select the “Raw Text” value from the Item Style list.

 Complete the page according to your business requirements: ID =

XYZ_SUBMISSION_INSTRUCTIONS Text: Include the text message. Add
Your Company’s Submission Instructions Here. Click Apply.

 In the Personalize Region page, click Personalize for the message you created.

 In the Personalize Raw Text page, enter a message in the Text field for the
appropriate level, then click Apply.

 In the Personalize Region page, click Return to Application.

 As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to

No.

Step 21: AD: Compile the Expense Types Descriptive flexfield.

Navigation: Application Developer: Application > Validation > Set
  Query value set name ‘OIE_EXPENSE_TYPES’.

 Click Edit Information. In the Table Columns section, for the ID column, change
the Size to 30 and Save.

 Navigate: Flexfield > Descriptive > Segments

 Query the Title ‘Expense Report Line’

 Freeze and compile the Expense Report Line Flexfield.

Step 22: Enable the Display of Project and Task

Navigation: AK Developer responsibility. Navigate to the Define Regions window. Use
the Region Items window to enable the display of project and task information. You need
to perform this step in order to view projects and tasks in View Expense Report History:

 Query the region ICX_AP_EXP_LINES_D.

 Choose Region Items to navigate to the Region Items window.

 Query the region items ICX_PROJECT_NUMBER item (ATTRIBUTE_NAME).

 Check the Node Display box for these region items.

 Query the region items ICX_TASK_NUMBER item (ATTRIBUTE_NAME).

 Check the Node Display box for these region items.

 Save your work.

Other Configuration Considerations

 Make sure all expense approving managers are set up as Oracle users.

 Make sure every employee is assigned to one Oracle user only!

 Submit the Synchronize WF LOCAL tables process regurarly to update the

Workflow resource information