How to Set Up Oracle IExpenses _ the Feature

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The FeatureUsing Oracle EBS Suite without losing your mind

How To Set Up Oracle iExpensesMarch 6, 2006 10:55 pm 104 Comments Marian Crkon

Here is a summary of steps to set up Oracle Internet Expenses. iExpenses is basically an extension

Oracle Payables. Employee and Contingent 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 I nternet Expenses Setup Steps:

Step 1: PA: Enable Pro ject 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 iExpenses

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: Estab lish Multip le 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: Defin ing 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

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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 S ign ing 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: OI E: Define iExpense Po licies

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 and policy schedules for your employees to use when they submit expense

reports.

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: OI E: 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 flexfield segments and online

validation as user-definable or automatic.

Step 10: OI E: 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.

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Step 11: OI E: 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: OI E: 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 Defin ition 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 iExpenses Responsib ilities

Navigation: System Administration: Security > Responsibility. Create a new iExpenses responsibility.

Step 15: SA: Define OI E Pro file 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 flexfields. You

must set up descriptive flexfields 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

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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 available

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 Pro ject Expense Report Account Generator.

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

Step 17: GL: Assign Your Customized Pro ject Expense Report Account Generator to your

chart o f accounts

Navigation: General Ledger Super User: Setup > Financials > Flexfields > 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 OI EADMI N Ro le

Navigation: System Administrator: Security > Users. Create a new Oracle OIEADMIN user. Run the

Synchronize Local WF tables 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.

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Step 20: Personalize Expense Report Submission I nstructions

As System Administrator: Set profile option Personalize Self-Service Defn to Yes.

Navigate to Expenses Home page in your iExpenses 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 Companys

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 flex field .

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 Disp lay o f Pro ject 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.



About Marian Crkon

Marian Crkon is a successful independent consultant offering consulting and

professional services to Oracle eBusiness Suite clients in the Pacific Northwest and

nationwide. Marian has been involved in Oracle consulting projects and IT

management for over 18 years now. He established himself an an expert in Oracle

Projects and Oracle Financials, and completed several successful implementations for

clients in the US and Europe. Marian lives in Seattle with his wife and two children.

When he does not work or travel, he spends time with his family.

View all posts by Marian Crkon

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

That should be it. Have fun!

Related Links:

BR100 iExpenses Application Setup Document

Posted in: How To Guides Tagged: iExpenses, Implementation

104 Thoughts on How To Set Up Oracle iExpenses

Hi

I am very much impressed with the way of explanation given in the setups.

Regards

krishna

Reply

its very good starting point to implement iExpenses. Thanks

Reply

krishna kumar

on March 20, 2006 at 2:13 am said:

Bharat

on May 4, 2006 at 10:05 am said:



Thank you very much for your comments! Feel free to come back and provide your feedback with

your experiences with setting up and using iExpenses.

Marian

Reply

I felt great the way of explanation given for the setups.

- Vijay Doddoju

Reply

The way presentation is really wonderful, it helps as a ready reconer. Will really appreciate your

great work.. keep it up..!!

Reply

The way of presentation is really wonderful, it helps as a ready reconer. I really appreciate your

great work.. keep it up..!!

Reply

Very well written and very organized. Keep doing the great work!hats off to your blog

Reply

Thank you this has really helped me implement I-expenses for a client keep up the good work.

Reply

This has been a great list of setup steps. Is there something out there for using iExpense with

Marian Crkon

on May 4, 2006 at 12:36 pm said:

Vijay Doddoju


Raju MVN

on August 24, 2006 at 2:58 am said:

Raju MVN


Muthu

on August 10, 2007 at 10:03 pm said:

Philip Smyth


Lisa




AME which list the steps necessary for setup, how AME impacts the workflow and timeouts,

examples of approval groups, etc.?

Reply

Hi This is Srinivas,

Could u plz provide the solution for this problem.

while creating expense report from employee self service i am getting this error.Please enter a

valid cost center eventhogh its automatically talking the default cost center.

Thanks and regards,

Srinivas

Reply

Srini,

Review employees default accounting information in his HR assignment (Purchasing

Information).

Marian

Reply

Hi Marian,

Thanks for your reply.I have checked in HR employees Assignment Purchase Order information.

The default expense account showing the cost center as M0752. when creating expense report in

self service The expense cost center field automatically coming as M0752. eventhogh i am getting

error.Is there any setup is there to enable this cost center.

Thanks,

Srini.

Reply

Absolutely Fantastic. Easy to say but I know it takes effort to put it in print. Great job.

Reply

srinivas

on September 12, 2007 at 6:52 am said:

Marian


srinivas


Ashish

on September 20, 2007 at 9:53 pm said:



Really a nice document,which is so much helpfull for a bigner like me.

Reply

This is really great document which is providing the knowledge in details. Great Job

Reply

Pingback: The Feature The Feature Is 10 Weeks Old

Hi

Im involved with implementing OIE and wondering how credit card details get into AP. We can

see them on the OIE card transactions but want to know if there is any additional set up to get

trans into AP. Thanks

Reply

Martin,

Check out the Metalink KnowledgeBase. There is a pretty good description in the iExpenses User

Guide and one good white Paper on the topic.

Reply

Hi Would like to know

1. What are the programs that are available for loading a P-Card transactions file into AP for

Payment for payment to bank ?

2. What is the use of Credit Card Validation 2. 3. What is the use of Credit Card Import Program. 4.

What are the parametes that are required.

Thanks in Advance

Chandra

Reply

sandeep singh

on December 11, 2007 at 3:46 am said:

balkrishna

on January 29, 2008 at 2:59 am said:

Martin Turnbull

on February 12, 2008 at 3:25 am said:

Marian

on February 12, 2008 at 1:32 pm said:

Chandra


Anton dominic




I have configured iExpenses. After my manager has approved the expense report, the report

status is set to Pending Payables Approval. Also, I cannot see the expense reports in Expense

Reports form in the AP responsibility.

Any idea why? Any help will be greatly appreciated.

Anton

Reply

can iexpenses be setup to pay through payables?

Reply

is it possible for somebody within this group can provide information about storing images of

reports in database?

about the storage option and if needed to add in existing instance howmuch extra diskspace will

be needed for these images in database per given number of images (i.e 1000)

Reply

Hi,

Thanks for providing such a qualitative info on iexpenses.

We have a requirement in iexpenses, that to send the notification to the each project manager at

line level. Upon the approval of PMs at line level the Header level approval with all project details

are to be sent to HR Supervisor for final approval.

How can we achieve this?

Kindly provide the steps.

Thanks

Rao

Reply

The seeded expense approval workflow does not provide such flexibility. You could probably do

line-level approvals by PMs that with Approval Management Engine (AME) but the tool is very

cumbersome in 11i. I am not sure what improvements we added to R12.

Reply

dan


Nikhil

on June 12, 2008 at 4:15 am said:

Rao


Marian

on June 13, 2008 at 7:27 pm said:

Burak Gner



Thank you very much, great job.

Reply

Hi

We are implementing oracel iexpenses. Our HRMS is in People soft and we do not have project

module

What care i should take while implementation ??

What is pain points?

Reply

Hi Mahesh,

You can use shared HRMS for iExpense and not implement Oracle HRMS again. However, you

have to build an interface from Peoplesoft to Oracle, so that any modification there would

automatically result in an update in Oracle.

If you are not using Oracle Project suite then, you dont need to enable the project related profile

options like OIE: Enable Project Allocations, OIE: Enable Project Expenditure Organization and

PA: Allow Project-Related Entry in Oracle Internet Expenses, PA: AutoApprove Expense

Reports.

Reply

Marian,

Nice work.

Right now i am supporting iExp.

The problem is when the notification about the approval gets timed out due to the inaction of

approver and escalate to next level then if the next level manager tries to reassign it system is

throwing error.

When the auditor rejects one expense report and employee resubmit it again then when

approver tries to reassign it to his HOD its giving an error.

Waiting for your response.

Thanks in advance.

Prakash

Reply

Marian.. wonderful job and appreaciate your effort. Thanks for sharing such a nice document.


mahesh


Krishanu Bose

on July 8, 2008 at 12:09 am said:

Prakash

on November 22, 2008 at 3:12 am said:

Ram




Regards,

Ram

Reply

Marian,

One of our user facing below error when he try to save date field in the Expense Report.

Error: Stale Data

The requested page contains stale data. This error could have been caused throgh the use of

browser navigation buttons.

Though the error is explainin the possible reason, the user claiming that he is not using the

browser buttons and using the buttons in the application. Can you please expidite the other

possible reasons for this error?

Dont mind please, i need your help on urgent basis.

Regards,

Ram

Reply

Ram, I vaguely remember the stale data error. Try bouncing your apache server.

Reply

Marian,

One of my user facing below error:

When the user search for the all the expense reports he submitted in the past, all the details are

showing properly, except text Supplier Setup is displayed under Report Number field instead of

the Expense Report Number.

Please throw some inputs on what could be the reason for the issue.

Regards,

Ram

Reply

Ram


Marian


Ram


Ram




Hi Marian,

One of my user facing below error:

Error: Your security attribute has not been setup properly. Please notify your system

administrator.

Kindly post me the pointers to verify if any setups missing for the employee?

Thanks in advance.

Regards,

Ram

Reply

Hi This is Amith,

I have to update the mileage rate(as change has come in from IRS) in IExpense. Could you please

let me know where exactly i need to make this change to reflect in the Expense report.

This is very urgent requirement, please help.

Thanks,

Amith

Reply

Amit,

Go into Internet Expenses Setup and Administration resp and Internet Expenses Setup. You

will see Mileage policy thats where you will need to end the current mileage schedule and

create the new schedule with effective date and the rate. Hope this helps.

Thanks

Raj

Reply

Does any one know when the approver approves expense report with Notes where that

information is stored (Table/Column)

ThanksRaj

Reply

Amith


Raj Reddy

on January 15, 2009 at 1:04 pm said:

Raj Reddy


Debra




Weve just implemented iExpense and now we want to set up the iExp Proxy responsibility. How

should we address the issue of blocking Worklist Access to all Finance users (internal control

issue), when it needs to remain available for HR (currently being used for iRecruit)?

Thanks.

Debra.

Reply

Hi

Does anyone know if it is possible to route a I-Expense report to a project manager (in PA) instead

of using the signing limits in AP?

Reply

Hello Everyone

Does anyone let me know any new feature R12 I-Expense?

Thanks, Anil

Reply

Hi Marian,

Superb learning document. very helping kind you are. Iam also like you, i will share all the

necessary documents w.r.t Oracle Financials-Finance.

I was searching for I Expenses doc which i am previleged to have such a wonderful learning doc.

Keep doing good work.

Best wishes.

A.Manivannan

Reply

Thank you so much for this useful information! Im wondering if you could answer a question for

me. Im trying to determine if mileage can be calculated in the Disconnected Expense Reporting

Process.

I would appreciate any input.

Thanks,

Catherine

Maria Waagstein


Anil


Annamalai Manivannan


Catherine




Reply

Hi Catherine, The disconnected Expense reporting Process is simply an Excel spreadsheet. You

can upload mileage but it does utilizes the mileage policy rules set up in the iExpense Application.

Marian

Reply

Hi Marian,

Great job done.

One thing I need to ask there is there any table where the Auditing information of the expense

report is being stored ? Our client requirement is to provide the audited date on a report. We

have taken the last_update_date from ap_expense_headers_all but that can be changed even after

the expense reports being imported to payables if auditor do some modification on the report.

So its not full proof. If you can give us the information where the first date when the expense

report was audited can be fount then it would be of great help for us.

Thanks in advance.

Regards

Prakash

Reply

Hi Marian,

Can you please let me know if there is any different setups needed for iExpenses setup for public

sector organizations.

Many Thanks in advance,

Cheers,

Amit

Reply

Anyone know how to stop iexepnses timing out at 10 minutes? Its too short a time for our home

users?

Thanks

Louise

Reply

Marian


Prakash


Amit


Louise Dexter




Louise,

The timeout is actually controlled by the profile option ICX:Session Timeout. Review and set it to

whatever it needs to be.

Marian

Reply

Thank you so much for the info. Beginner to oracle. Have been tasked with configuring iExpense.

Currently have PeopleSoft HR. Oracle Financials Implementation project ongoing. GL scheduled

go-live 12/2009, AP go-live 12/2010 but business wants iExpense to go in now. Any tips for

implementing IExpense without AP/GL? Is it possible? Expenses will be paid through PeopleSoft

payroll.

Reply

No, iExpenses would not work without AP, GL and many HR setups. iExpenses is just an extension

of AP, not really a stand-alone application.

Reply

Marian,

Very good document. I was able to perform basic setup without any issue.

Daman

Reply

Hi Prakash

Your requirement of an audit trail can be met by setting up an audit trail at the table level.

Under the system administrator responsibility, go to Security > Audit Trail > Tables etc. You can set

up the columns for which you need auditing capability.

You can read up on audit trails in Metalink. They are a widely used functionality across modules

within E-Biz.

Marian


jas


Marian


Daman K


NP




Regards

NP

Reply

I have an issue where user says he received an email saying Credit card transactions are 0 15

days outstanding while he submitted them twice and also got approved by his manager !!

How\Where do I check ?

Reply

Hi Marian

I must appreciate you on the document you have posted.. its a splendid one.

Divya

Reply

Hi,

I very much enjoyed your article. Thank you.

We are currently trying to decide if we should use Oracle AP or iEpense for integration of our

Procurement Card into Oracle. Can you offer any advice as to which option is a better solution?

Thank you!

Reply

Hi Elena,

The question is really not AP or iExpenses. Look at iExpenses as a sel-service extention of AP for

employees to enter their own expenses. The procurement card functionality compliments both

AP and OIE.

Marian

Reply

Hi Marian,

I am setting approvals across set of books. The approval is going to next level of manager, even

the first manager has sufficient assigning limit. Any advice.

Kundaram V


Divya K


Elena A.


Marian


Daman K




Thanks, Daman

Reply

Hi,

Can you pls let me know the browser settings to access the OIE from IE 6 sp2 with XP pro sp2.

Coz i was not able to enter after providing my credentials its getting hanging up.

Thanks in Advance.

Kiran M

Reply

Hi Marian,

Is there a way to set default project and Task based on employees cost center?

Thanks, Daman

Reply

Hi Marian,

Is there a way to restrict the expenses to be claimed on holidays ?

Thanks

Prakash

Reply

Hi Marian,

We have a client requirement where the sales person needs to claim their conveyances on daily

basis for a month as a whole. The mileage rate is 2.5 but they also want to deduct initial 25 KMs

per day trip. I tried it with setup based on distance threshold (per trip) (25-0 , >25-2.5). But when

we calculate the mileage rate system take the full expense report as a single trip and deduct only

initial 25 KM from expense total irrespective of the entries for number of days. The other setup I

tried was to do it period wise which is working fine but I need to define periods for a single day in

the i-Expense policy schedule setup. And defining periods of single day is tedious job. Other thing

is how many periods we should define for that single policy that is also a constraint.

If you have any work around please help me. Waiting for your response.

Kiran


Daman K


Prakash


Prakash




Thanks and regards

Prakash

Reply

hello, how do you resolve the error Inform System Administrator No Approver please. thxs.

Reply

Jennifer, if you get the error message no approver is could be that there is no hierachy

relationship for the person that submitted the expense report to any approver. Check with HR to

see who the person reports to and make sure the person that entered the expense report

selected that person from the drop down. Hope this helps.

Ron

Reply

Marian, I wish I knew this documentation and information was available when we setup iExpense

it would have made our implementation much smoother and understandable from my

perspective. Ron

Reply

Hi Marian,

How and where to setup approval workflow?

Is there anyway to attached scanned receipts / bills in the exp template?

Thanks in advance

Regards

Manish

Reply

Hi Marian. We use iExpense and attach the receipts in iExpense (11.5.10). Is there a way to bring

the attachments into the AP module when we do the import? Or is there any other way for our

auditors to be able to have view only access to these receipt attachments? Thank you.

Reply

jennifer


Ron


Ron


Manish

on March 2, 2010 at 10:48 pm said:

JG




Hi Marian,

How can we get rid of errors JBO -26040, JBO 25013 at time of submitting expense reports. Right

now the workaround we have is delete cookies and cache, once user do so expense report gets

submitted successfully. But we are unable to undestand why these JBO errors appears.

Also I have same query as of Manihs, is there any way to attach scanned receipts and bills in the

expense template?

Thanks in advance

Regards

Gagandeep

Reply

JG,

Users can add attachments ((e.g. receipts) to expense reports at the header level or line level.

Managers and auditors can review the attachments on expense reports. Plus, auditors can add

new attachments as part of the audit process.

Marian

Reply

Gagandeep,

It sounds like your java environment is not properly set up. Please work with Oracle Support on

resolving the issue. There are several notes on Metalink providing explaination and patches to

resolve the JBO errors. It really depends on your specific error and configuration.

Marian

Reply

Hi Marian,

It is a wounderful information you shared on the blog .Thank for that first.

My problem is , we have 3 OUs for India ,US ,UK

For india the I expenses is working fine for US and UK I am facing a problem while viewing the

Expense report Line information in the screen . Is there any profile option or that kind of thing

which is prventing the access for line information. I am working on hte Technical side and am a

biggnner to I expenses. Please help if possble.

Gagandeep Dhillon


Marian


Marian


Navin

on April 1, 2010 at 2:53 am said:



Regards NAvin

Reply

Hi,

Can you also explain the required setups to be able enable Project field in Purchase order ??

with kind regards,

Tanmay

Reply

Good article. I need to check if we have iExpenses is installed and if so, how to remove or

deactivate it. Can anybody help me with this?

Thanks,

Scott

Reply

Hi Marian, excellent site for reference. Beats Oracles setup document. Is there anyway of

automating process/API for getting bank details from Payroll module into IExpenses without a

customisation? thank you.

Reply

Wendy, I do not believe so. The employee bank account information in HR and the employee

supplier information in AP are (still) two separate things in Oracle 11i and R12. There is no

standard coordination between the two that I am aware of. There are APIs to populate the tables

but you would need to develop a custom solution.

Reply

Hi Marian, great document. When interfacing Visa transaction files in VCF format we are finding

errors, the Visa specification states the card number is 19 digits, right justified zero filled but

iExpenses is not happy with those leading zeros. Any thoughts?

Reply

Tanmay Ambre


Scott


Wendy


Marian


Peter




Sorry Peter, I havent had a chance to interface Visa transactions yet. Did you open an Oracle SR?

What did they say?

Marian

Reply

Hello Marian,

Great documentation as well as informative comments and discussions. We use iExpense but not

the attachments feature. We would like to use attachments and do away with hard copy receipts,

however we have a concern with storage and archiving, and possible performance impacts. Do

you have any experience or are you aware of any white papers/documentation that speaks to this

issue?

Thanks, Angela

Reply

Angela,

The attachment feature is pretty basic. You can add attachments to expense reports at the header

level or line level. Few drawbacks:

- You can only add attachments until you submit the report.

- No way to seamlessly scan and upload the receipts

- Managers or auditors can only view attachments in a single report, there is no way to manage

(print, reject, comment on etc.) multiple attachments from a consolidated view.

And as for performance, I would also be careful there about storing pictures (of receipts) and

other large documents. We are talking about HTML pages running on an application server, and

in my experience, they tend to get slow even out of the box But youd need to ask for someone

elses expert opinion.

Id hope Oracle product directors would join in and provide some explanation about the

intended functionality

Marian

Reply

hi,

I am implementing Oracle iExpense module. Is there any API available to define Expense Report

Template?

If anybody know, please could you help me?

Regards

Ramesh Padhiyar

Reply

Marian


Angela


Marian


Ramesh Padhiyar

on October 7, 2010 at 10:22 pm said:



Ramesh Bhai,

I think there is no API to Define the Template.

I hope you have remember me

Roshan Gupta

Reply

Hi,

We are implementing iExpenses for Credit Card Transactions with US Bank. Could anyone please

answer/share what data file do we need to request from US Bank ? Apparently they sent us so

many samples which are quite confusing. If some one would share the information, really

appreciate.

Reply

############# HELP ################

Hi Marian,

One of our user is facing the below issue please let us know how to solve it

Error: Your security attribute has not been setup properly. Please notify your system

administrator.

Regards,

Sunny

Reply

Hi Marian,

we have created a expense report and attached the receipt in the iexpense. when i query the

expense report in the AP i cannot see the attachment. do we have to do any setups for this. we

are using 11.5.10.2 version. thanks in advance

Regards

Rahul

Reply

Roshan Gupta

on October 13, 2010 at 6:31 am said:

KP


Sunny

on November 17, 2010 at 11:22 pm said:

rahul


arun



Hi,

Client is not using HR module in EBS. They are getting HR data from 3rd Party. How can i setup

iExpenses without HR in EBS?? Also, can we do some minor setups in EBS for HR, just to make the

iExpense work??

Reply

Hi,

We have implemented iExpense Module. Please can any1 provide the solution for below issue.

Expense Report for negative value should ask for Receipt Required when submited(Not going to

Auditor).

Reports are getting auto approved.

Reply

Hi

An iexpense claim is going into a AME Block in workflow.What is the cause of this?we are making

use of AME.Does info in Peoplesoft HR have a effect on this?

Regards

Fran

Reply

I have configured iExpenses. After my manager has approved the expense report, the report

status is set to Pending Payables Approval. Also, I cannot see the expense reports in Expense

Reports form in the AP responsibility.

Any idea why? Any help will be greatly appreciated.

Tom

Reply

If you are using 11.5.10.2, the expense reports submitted from web (iExpenses web pages)

cannot be seen from the form. That form is kind of obsolete now. It is says Pending Payable

Approval means, you have to go to Audit Manager responsibility and somebody from the

payables team has to approve it.

Reply


Praveen


Fran


Tom


RK




Hello Marian,

Great document and a very informative discussion. We are implementing iExpense in R12.

i would like to know is there any feature available in oracle iexpense, if the default approver has

setup any vacation rule, the submittor will be able to see that at the time of submitting the same.

Thanks, Angela

Reply

Hello Marian,

Great document and a very informative discussion. We are implementing iExpense in R12.

i would like to know is there any feature available in oracle iexpense, if the default approver has

setup any vacation rule, the submittor will be able to see that at the time of submitting the same.

Rima

Reply

Hi Marian

Its a nice document.I could not able to see the BR100 setup document.Could you please check it.

Thanks,Noel

Reply

Great document and a very informative discussion.

I have a basic question about expense template.

How an employee select an expense template while entering expense reports in iexpenses?

I know we define templates in AP and we enable the check box to make it available for iexp users

but when we have multiple templates and for different employees like manager employee

Thanks in Advance for your help on this

Reply

Rima


Rima


Noel

on May 15, 2011 at 10:10 pm said:

raj


Sreenivasan KN




Hi Marian Crkon

Great document and a very informative discussion,am very much impressed with the way of

explanation given in the setups.

Can you please share any AP_AR_GL and implementation doc.

Thanks in advance!!

Sreeni_OPI

Reply

Hi, this is a great document, but I have a question which relates to airline enhanced data in Visas

VCF4.0 file (record types 14 and 15) and car rental information (record type 2)and there doesnt

appear to be any coverage. How can iExpenses display the enhanced data received to the

employees in their expense reports? It loads OK and it can be seen in reports but the employees

cant see it!

Thank you

Reply

We implemented iExpense a bit more than a year ago. Overwhelming complaint from users is

system is slow we have spent $$ on upgrading hardware speeds, but still have problem.

We have credit card feed implemented, and a particular problem is entering project/task

information in the credit card transactions screen screen requires entering this information

manually for each entry, and saves the values to the server for each entry and line (each card

transaction must be assigned to and project and task number, so there are two entries per line).

Each time iExpense accepts an entry, it freezes for up to 10 seconds doesnt sound like much,

but it adds up and is causing a lot of user frustraton.

Does eExpense provide a means of batch loading this information? Im thinking of something that

would dump card transactions to a local screen (HTML or Excel), allow users to enter project/task

numbers, categorize expenses, etc., then upload the whole set of transactions back into Oracle.

Many thanks for any suggestions.

Chris

Reply

Hi,

We are using iExpense and user are attaching documents in iExpense. However, after the

expense report is imported into AP, the attachment is not imported.

Peter


Chris


SiewLay




May I know is there any functionality to import the attachment into AP?

Thanks.

Reply

Hi.

Can anyone tell me the solution for this problem.

Please enter a valid cost center

and please specify the navigation for this solution.

Reply

and i am getting this issue while uploading a spread sheet of expense report.

Reply

Please tell me the solution for this error.

Please enter a valid cost center

Reply

Wasif- Not sure if your issue is resolved..I just saw your comments Is Cost Center one of your

segments, please check if there is any typo.

Reply

Hi

Using Oracle EBS12 to enter an expense claim the Default Expense Account needs to be set on

the Assigment Purchace Order Tab. I was wondering if there was a way to set up a Global Default

Expense Account that would apply to any assignments with no Default Expense Account set.

Thanks

Mark

Reply

Wasif


Wasif


wasif


Tanvir


Mark




Hi,

would higly appreciate if you please put the set for AUDIT AUTOMATION in iExpense.

Your documentation is just perfect.

Cheers

Housna

Reply

Hi,

would higly appreciate if you please put the set up for AUDIT AUTOMATION in iExpense.

Your documentation is just perfect.

Cheers

Housna

Reply

This is one of the best written guides Ive ever seen for Oracle. As someone new to iExpense

support for my company, this was invaluable to me. Thanks!

Reply

Hi All,

Is their any way can we make the costcenter LOV option to be read only instead of selecting it

while choosing only from iexpense responsibility.

I mean i want to personalize as read only one segment value i.e. costcenter column only.

Regards,

VJ

Reply

Housna


Housna


Jason


kumar


Ritwik




Previous Post Next Post

Hi All,

Business Scenario :

Expense reports for credit card transactions are created in iexpenses responsiblity. During this

process the accounting code combination which is generated is as per the auto-accounting

setups as done. For one of the expense report this code combination has been disabled in GL as

a result the expense report is hanging in SYSADMIN.

This notification in SYSADMIN has a column by the name Reason for error storing information

about the reason for the error.

There are various transaction which are of these type in the applications for identifying which a

custom report is being created. In this report we want to captured a column of the name Reason

for Error for which we need to know the table and column where this information is being stored

in backend so that the same can be mapped during preparation of custom reprt.

This information inspite of lot of analysis we are not able to find and need help in this regards.

Please suggest us a breakthrough.

Reply

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