iExpense- Oracle (Payables)

iExpense Setup in Oracle

iExpense is basically an extension Oracle Payables. Employee and Contingent Worker expense reports become supplier invoices and get paid from Payables. You will need following responsibilities 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.

Setups for iExpenses :

1. Define MOAC
2. Define Job
3. Define Position
4. Define Employee
5. Define Financial Options
6. Define Expenses Template
7. Define Payable Options
8. Assign Cost Center Flexfied qualifier to Department segment or Cost center segment
9. Define Signing Limits.
10. Assign Profile Option to IExpense Responsibility.
11. 
    

iExpense Process:

How to use iexpense :

Employees can enter and submit expense reports using a standard Web browser or a Web-enabled mobile device.

Oracle Workflow automatically routes expense reports for approval and enforces reimbursement policies.

Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment.

Some Expenses-related Workflows: 

1.Expenses Workflow manages the notifications between managers, accounts payable, and users related to reviewing and approving expense reports

2.Credit Cards Workflow manages the notifications related to the processing and management of credit card transactions.

3.Expenses Analysis Workflow sends notifications when proxy reporting access is granted

Expense Receipts Workflow manages the notifications related to submitting receipts and missing and overdue receipts

Integration with Other Applications:

Internet Expenses works together with other applications to provide a full array of services devoted to managing and streamlining.

Oracle Payables.

Use Payables to create expense report invoices and to manage the processing of credit card and procurement card transactions.

Oracle Projects.

 Internet Expenses integrates with Oracle Projects to enable users to add project-related information on expense reports.

Oracle Grants Accounting.

Oracle Grants Accounting extends the functionality of Oracle Projects and integrates with Internet Expenses to enable users to enter award information on their expense reports and collect reimbursement from the award that sponsored the activity

Oracle Approvals Management.

 Use Oracle Approvals Management to build routing rules for expense report approvals

Oracle Application Framework.

Oracle Application Framework lets you personalize the display of Internet Expenses without modifying the underlying code.

Expense Report Process

Creating Expense Reports:

User can create Expense Reports Online using their computers and a standard Web browser.

User can create Expense Reports Online using Web-enabled mobile devices.

User can create Expense Reports Offline using Microsoft Excel spreadsheets from a configured template.

Sending Receipts to Accounts Payable

After an employee submits an expense report, Internet Expenses displays a confirmation page with instructions for the employee. 

For example, you may want to inform the employee that a notification will be sent when the report is approved by management and at that time all original receipts must be sent to the accounts payable department

Expense Report Workflow Process

When an employee submits an expense report for approval, the Expense Report  workflow process begins. The Expense Report workflow is used to obtain manager and Payables approvals on expense reports.

The Manager (Spending) Approval process routes expense reports to managers for approval. When an expense report receives approval,  the workflow transitions to the AP Approval process. If a manager rejects the report, the workflow transitions to the Rejection process.

The AP Approval process first determines whether an expense report requires the approval of the accounts payable department. If approval from the accounts payable department is not required, the process automatically approves the expense report.

If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing. Once the workflow process is complete, the expense report in the Payables Expense Reports window has a number of restrictions on user interaction.

Converting Expense Reports into Invoices

Oracle Payables pays invoices only, so before an approved expense report can be paid, it must be converted into an invoice. The Oracle Expense Report Export converts expense reports created in Internet Expenses into invoices in Oracle Payables. 

An expense report can be processed by the Expense Report Export program only if it receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process.

Reimbursing Expense Reports

After the Expense Report Export program creates invoices for expense reports, you can create payments for the invoices using the same method as for other invoices

Approve the expense report 

Once an employee submits the expense report the approver associated with the expense reports gets a notification for the same. The approver can approve, reject or request more information. Only approved expense requests are transferred in to oracle payable as invoices

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