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iExpenses Overview 1
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Copyright © 2007, Oracle. All rights reserved.Copyright © 2004, Oracle. All rights reserved.
Internet Expenses Overview
Financial Applications Overview
Copyright © 2007, Oracle. All rights reserved.1 - 2
Objectives
After completing this module, you should be able to do the following:
• Define Oracle Internet Expenses and its advantages
• Describe the expense reporting process, methods, and features
• Describe the product features
• Identify the workflow processes
• Describe product integration (overview)
Copyright © 2007, Oracle. All rights reserved.1 - 3
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 4
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 5
Overview
Oracle Internet Expenses: A self-service application for employees to manage expense reports online
Home Logout Preferences Help
Applications
ExpensesCustomer Relationship
Mgmt
iExpenses, Standard
Preferences, SSWA
Procurement Cards
Workflow
Expenses Home
T&E Policy
Copyright 2000-2004 Oracle Corporation. All rights reserved.
Favorites
Edit Favorites
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Privacy StatementHome Logout Preferences Help
Copyright © 2007, Oracle. All rights reserved.1 - 6
Advantages of Using Oracle Internet Expenses
Oracle Internet Expenses is a tool that helps meet top management goals.
Streamlines expense reporting
Controls cost and
errors
Accessible anywhere
Enforces policies/ statutory regulations
compliance
Improves employee
productivity
Copyright © 2007, Oracle. All rights reserved.1 - 7
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 8
Expense Reporting Process
Employee creates
expense report
Manager approves
report online
AP approves
online
Approved: AP creates
payment; notifies
employee
Rejected: Workflow notifies
employee
Adjusted: AP creates
payment; notifies employee
Policy Setting
• Wireless
• Disconnected (Spreadsheet)
• Credit Card Feed
• Web browser
Copyright © 2007, Oracle. All rights reserved.1 - 9
Expense Report Import Program
The Expense Report Import Program converts expense reports created in the following applications into Payables invoices:
• Payables
• Internet Expenses
• Oracle Projects
Copyright © 2007, Oracle. All rights reserved.1 - 10
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 11
Expense Management
Expenses Home
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Expense Management
Expense Reports
Dispute Credit Card Transactions
Create New Expense Report
Import Spreadsheet Expenses
Export Save Search
Advanced Search
Credit Card Transactions
Credit Card Transaction History
Expenses Preferences
Field Default Preferences
Data Entry Preferences
Apply Cancel
Copyright © 2007, Oracle. All rights reserved.1 - 13
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 14
Expense Reporting Methods
Using a standard web browser
• Standard method of entering expense reports
• Access to corporate intranet and Internet Expenses
Using a wireless mobile device
• Web-enabled phone
• Pager
• PDA: Palm Pilot, Pocket PC, others
Copyright © 2007, Oracle. All rights reserved.1 - 15
Online Using Credit Card
Employee selects transactions during
expenses entry
Employees use corporate credit cards
for travel and other purchases
Your company and credit card provider create an agreement
Imports and loads credit card data to company database
Credit card provider
receives data
Copyright © 2007, Oracle. All rights reserved.1 - 16
Disconnected Expense Reporting
• Does not initially require access to your corporate intranet or Internet Expenses
• Ideal when traveling or away from the office
• Enter expenses in an Excel spreadsheet template and upload it to Internet Expenses later
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Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 18
Expense Reporting Features
Changing Cost Centers
Entering Expense Reports for Others Designating Approvers
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Entering Foreign Currency Expenses
Entering Foreign Currency Expenses
• Enter exchange rate
• Default exchange rate
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Expense Reporting Features
• Saving In-progress expense reports– Access, update, submit
• Reviewing expense reports– Display item detail and grouping
• Viewing expense report history – Check status, line
data, adjustment
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Expense Reporting Features
Itemizing receipts
Withdrawing expense reports
Duplicating expense reports
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Expense Reporting Features
• Ad Hoc Reporting – Use Oracle
Discoverer to develop ad hoc reports
• Expense Report Export– Run the Expense
Report Export concurrent program from the Internet Expenses Auditor and theInternet Expenses Audit Manager responsibilities
OracleDiscoverer
Copyright © 2007, Oracle. All rights reserved.1 - 23
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 24
Descriptive Flexfields
Descriptive Flexfields
• Fields used to collect required expense information
• Set up descriptive flexfields
• Map them to defined expense types
Copyright © 2007, Oracle. All rights reserved.1 - 25
Product Features
Multiple Reimbursement
CurrenciesEnd
Date to Expense
Types
Multiple Expense
Templates
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Product Features
• Missing Receipts– Receipt status remains required
• Flexible Requirements for Original Receipts– Original receipts required for an expense type– Original receipts required if expense exceeds certain
amount
Copyright © 2007, Oracle. All rights reserved.1 - 27
Product Features
Line Level Accounting
Refund Tracking
Split expense reports across cost centers
at line level
• Enter refunds• Report refund on
previous expense• Apply refund to
other expense
Copyright © 2007, Oracle. All rights reserved.1 - 28
Product Features
• Required Justification and Purpose– Enter justifications for specific expenses– Enter a purpose for all expenses
• Expense Report Number Prefixes– Define a prefix for every expense
report to identify invoices in AP
• Collecting tax information– Indicate that an expense line
includes tax– Choose a tax code
Copyright © 2007, Oracle. All rights reserved.1 - 29
Product Features
• Multi-Row Display Configuration– Modify page appearance and behavior
• Client Extensions– Provided to extend functionalities
• Expense Itemization Rules– Identify expense types for itemization
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Product Features
• Credit Card Transactions– Expense reports automatically
populated with credit card transactions
• Home Currency in Workflow Notifications– Display expense report amounts in
home country currency
Copyright © 2007, Oracle. All rights reserved.1 - 31
Product Features
Expenses Workflow Process
• Defines business processes for expense-related tasks
• Handles manager and AP approval process
• Customized process definitions
Contact Us
• Enables end users to contact your help desk
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Product Features
Predefined Methods for Routing Expense Reports for Manager Approval
Expense Line Drill Down in Workflow Notifications
• Go Up Management Chain• One Stop Then Go Directly• Go Directly to Person with Signing Authority
• Drill down to expense details
• Provides additional information to managers for effective decision-making
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Online Policy Compliance
Online Policy Compliance
Set up policy schedules based on location to enforce expense
policies
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Per Diem and Mileage
• Per Diem and Mileage Calculation– Time-based per diems– Free meals and accommodations for
per diems – Distance mileage thresholds
• Simple Setup for Per Diem and Mileage Policy Compliance– Set up operating unit options/rules– Share, copy, end date, and/or mass
update rate/policy schedules
Copyright © 2007, Oracle. All rights reserved.1 - 35
Location and VAT Setup
• Locations Setup– Set up locations in rate and policy schedules
• VAT Merchants Field Setup– Recapture data for VAT reclamation
Copyright © 2007, Oracle. All rights reserved.1 - 36
Short Paying and Adjusting Expense Reports
• Short Paying Expense Reports– Create new expense reports from lines with missing
receipts or inadequate justification– Eliminate the lines short paid– Reduce expense line total by the adjustment
• Adjusting Expense Reports
Copyright © 2007, Oracle. All rights reserved.1 - 37
Audit Management and Automation
Audit Management
Audit Automation
Automate expense report processes
related to audit
• Expense report listings
• Currency/exchange rate
• All Verified shortcut
• Quick and advanced search
• Shared service center support
Copyright © 2007, Oracle. All rights reserved.1 - 38
Product Features
Audit Queue Balancing
Expense and Violation Reporting
Paperless audit workload among auditors
• Management hierarchy
• Expense category
• Time period
• Policy violation types
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Product Features
• Management Reporting by:– Employee name– Cost center– Period– Expense report details– Expense lines
• Credit Card Outstanding Transactions Management Processes– Credit card transaction aging– New options and parameters– Escalated notifications
Copyright © 2007, Oracle. All rights reserved.1 - 40
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 41
Workflow Processes
• Expenses Workflow– Defines the expense report review and approval process– Initiated by expense report submission in OIE– May split expense reports to multiple reports
• Credit Cards Workflow— Aging Credit Card Transactions— Inactive Employee Transactions— Payment to Card Issuer— Payment to Employee— Process Invalid Credit Card Transactions— Process Unassigned Credit Cards— Unapproved Expense Report— Unused Credit Card Transactions
Copyright © 2007, Oracle. All rights reserved.1 - 42
Expenses Workflow Process
Expenses Workflow
• Server Side Validation process
• Manager (Spending) Approval process
• Accounts Payable Approval process
• Short Pay Unverified Receipt Items Process
• Bothpay Process
• Rejection Process
Copyright © 2007, Oracle. All rights reserved.1 - 43
Agenda
• Overview
• Expense Reporting Process
• Expense Management
• Expense Reporting Methods
• Expense Reporting Features
• Product Features
• Workflow Processes
• Product Integration Overview
Copyright © 2007, Oracle. All rights reserved.1 - 44
Oracle Projects Integration
Oracle Internet
ExpensesOracle
Projects
Oracle Projects integration helps employees enter project-related information when creating expense reports
Copyright © 2007, Oracle. All rights reserved.1 - 45
Oracle Grants Accounting integration
helps employees enter award
information and collect award
reimbursement
Oracle Grants Accounting Integration
Oracle Internet
Expenses
Oracle Grants
Accounting
Copyright © 2007, Oracle. All rights reserved.1 - 46
Oracle Approvals Management
integration helps build expense
report approval rules based on
header or line data
Oracle Approvals Management (AME) Integration
Oracle Internet
Expenses
Oracle Approvals
Management
Copyright © 2007, Oracle. All rights reserved.1 - 47
Other Product Integration
Oracle Internet ExpensesOracle
Human Resources
Oracle Systems
Administration
Oracle Application Object Library
Oracle Payables
Copyright © 2007, Oracle. All rights reserved.1 - 48
Summary
In this module, you should have learned how to:
• Define Oracle Internet Expenses and its advantages
• Describe the expense reporting process, methods, and features
• Describe the product features
• Identify the workflow processes
• Describe the Payables Invoice Import Program
• Describe product integration (overview)