How To Set Up Oracle IExpenses - The Feature

28/10/2014 How To Set Up Oracle iExpenses | The Feature
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The Feature
Using Oracle EBS Suite without losing your mind
How To Set Up Oracle iExpenses
March 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 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 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: 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
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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 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: OI E: 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 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 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 iExpenses Responsibilities
Navigation: System Administration: Security > Responsibility. Create a new iExpenses responsibility.
Step 15: SA: Define OI E 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 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 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 > 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 Role
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 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.
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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