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Br100 Oracle Internet Expenses

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Page 1: Br100 Oracle Internet Expenses

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APPLICATION SETUP DOCUMENT

Internet Expenses

 

Author:

Creation Date:

Last Updated:

Version: 1.

!e"ease: 11.#.1

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App"i$ation Setup

Document Control

Change Record

%

Date Author Version Change Reference

Reviewers

Name Position

 

Open and C"osed Issues &'%&1'

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App"i$ation Setup

Contents

Do$u(ent Contro".......................................................................................ii

Ena)"e Pro*e$t Expenditure T+pes ,or Expense !eport Entr+.......................1

AP: De-ne Expense !eport Te(p"ates.........................................................'

AP: De-ne inan$ia"s Options......................................................................&

AP: Set Expense Che$/ !ei()urse(ent Address...................................&

AP: De-ne Expenses C"earin0 A$$ount..................................................&

AP: De-ne Pa+a)"es Options........................................................................%

AP: Esta)"ish Mu"tip"e Curren$ies Setup.................................................%

AP: De-nin0 Expense !eport Options....................................................%

Assi0n Si0nin0 Li(its..................................................................................

De-ne iExpense Po"i$ies..............................................................................2

Set Up !e3uired Expense ie"ds.............................................................2

Ena)"e Expense A""o$ations...................................................................4

De-ne !e$eipt Noti-$ation !u"e Set......................................................5

Assi0n !e$eipt Noti-$ation !u"e Set....................................................1

De-ne Mi"ea0e !ate S$hedu"e.............................................................11

Co(p"ete Mi"ea0e Expense T+pe De-nition in Pa+a)"es.......................1'

SA: De-ne Pro-"e Options..........................................................................1&

S+ste( Ad(inistration Inte0ration............................................................14

Custo(i6e the Internet Expenses 7or/8o9...............................................15

De-ne a ne9 OIEADMIN !o"e...............................................................15

De-ne 7or/8o9 Noti-$ation Per,or(ers.............................................'

Chan0e the ind Approer Method.......................................................'1

Persona"i6e Expense !eport Su)(ission Instru$tions................................''

Inte0ratin0 9ith Ora$"e Pro*e$ts Su((ar+................................................'&

 

Open and C"osed Issues &&%&1&

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App"i$ation Setup

2. Ena)"e the Disp"a+ o, Pro*e$t and Tas/. Use the !e0ion Ite(s

9indo9 to ena)"e the disp"a+ o, pro*e$t and tas/ in,or(ation. ;ou need to

per,or( this step in order to ie9 pro*e$ts and tas/s in Vie9 Expense

!eport <istor+......................................................................................'%

Set Up O=ine Expense Spreadsheet Te(p"ate..........................................'#

Con-0ure the Expense !eport Sheet...................................................'#

 Testin0 a Ne9 Custo( Mi$roso,t Ex$e" Te(p"ate..................................'4

Sae the spreadsheet to the data)ase................................................'5

Other Con-0uration Considerations..........................................................&

Open and C"osed Issues............................................................................&1

 

Open and C"osed Issues &%%&1%

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App"i$ation Setup

Enable Project Expenditure !pes for Expense Report Entr!

Pro*e$t >i""in0 Super User: Setup ? Expenditures ? Expenditure T+pes

Des$ription: Ena)"e expenditure t+pes to )e used on pro*e$t@re"ated expense reports. Ena)"e se"e$ted expenditure t+pes 9ith an

Expenditure T+pe C"ass Expense !eportsB.

DO NOT SET UP MILEAE EPENDITU!E T;PE 7IT< UNIT O MEASU!E MILES Mi"ea0e expenses i(ported ,ro( iExpenses ? Pa+a)"es ?

Pro*e$ts 9i"" )e i(ported in do""arsF or 9hateer the $urren$+ (a+ )e. Ma/e sure +ou set up (i"ea0e expenditure t+pes used )+ iExpenses

9ith a unit o, (easure Curren$+B.

 

Open and C"osed Issues &1%&11

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App"i$ation Setup

AP" De#ne Expense Report emplates

Pa+a)"es Mana0er: Setup ? Inoi$e ? Expense !eport Te(p"ate

Des$ription: ;ou (ust de-ne at "east one expense report te(p"ate 9ith the Ena)"e ,or Internet Expenses Users $he$/ )ox se"e$ted. On"+

expense report te(p"ates 9ith this option ena)"ed $an )e used in Internet Expenses. Use the Ora$"e Pa+a)"es Expense !eport Te(p"ates

9indo9 to de-ne +our expense report te(p"ates.

$racle %ield Value Notes

emplate Name aGuantie Expenses

Description aGuantie Trae" H Entertain(ent Expenses

Enable for &nternet Expenses  ;es

Expense &tems

Expense &tem Expense

Categor!

'( Account PA Exp !pe Receipt Above )usti#cation

Re*uired

 

Open and C"osed Issues &'%&1'

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App"i$ation Setup

AP" De#ne %inancials $ptions

Pa+a)"es Mana0er: Setup ? Options ? inan$ia"s

AP" +et Expense Chec, Reimbursement AddressAP" +et Expense Chec, Reimbursement Address

Des$ription: Use the Pa+a)"es inan$ia"s Options 9indo9 to de-ne the expense report rei()urse(ent $he$/ setup. >+ de,au"tF Internet Expenses uses the

ho(e or o$e a"ue de-ned in the <!MS Mai" To setupF i, there is one. I, notF then Internet Expenses uses the a"ue +ou de-ne in the Pa+a)"es inan$ia"s

Options 9indo9. This settin0 a"so proides the a"ue to use to $reate the supp"ier site re$ordF i, +ou ena)"e the Auto(ati$a""+ Create E(p"o+ee as Supp"ier

option in the Pa+a)"es Options 9indo9.

 ;ou $an de-ne e(p"o+ee ho(e and o$e addresses either in the Peop"e 9indo9F i, +ou hae a ,u"" insta"" o, Ora$"e <u(an !esour$esF or in the Enter

Person 9indo9

in Ora$"e Pa+a)"es. To set the de,au"t expense $he$/ address:

AP" De#ne Expenses Clearing AccountAP" De#ne Expenses Clearing Account

Des$ription: ;ou de-ne the Expense C"earin0 A$$ount in the Ora$"e Pa+a)"es inan$ia"s Options 9indo9. Pa+a)"es uses this as a te(porar+ a$$ount to

re$ord in,or(ation a)out

$redit $ard transa$tions 9hen pro$essin0 expense reports $reated in Internet Expenses. This step is on"+ ne$essar+ i, +ou are i(p"e(entin0 the Co(pan+

Pa+ rei()urse(ent po"i$+.

Note: The Expense C"earin0 A$$ount -e"d is a"so aai"a)"e in the Card Pro0ra( 9indo9. I, +ou de-ne the Expense C"earin0 A$$ount -e"d in the Card

Pro0ra( 9indo9F the a"ue +ou de-ne there 9i"" ta/e pre$eden$e oer the a"ue in the Ora$"e Pa+a)"es inan$ia" Options 9indo9.

$ption Value Notes

Accounting

 

Open and C"osed Issues &&%&1&

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App"i$ation Setup

$ption Value Notes

Expense Clearing

-uman Resources

.usiness 'roup

Expense Reimbursement Address

/se Approval -ierarchies

Emplo!ee Numbering" 0ethod

Next Automatic Number

 

Open and C"osed Issues &%%&1%

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App"i$ation Setup

AP" De#ne Pa!ables $ptions

Pa+a)"es Mana0er: Setup ? Options ? Pa+a)"es

AP" Establish 0ultiple Currencies +etupAP" Establish 0ultiple Currencies +etup

Des$ription: The $urren$+ in 9hi$h an expense report is paid is /no9n as the rei()urse(ent $urren$+. Internet Expenses users $an spe$i,+ a

rei()urse(ent $urren$+ that is diJerent ,ro( +our $o(pan+ ,un$tiona" $urren$+ on"+ i,:

• Ora$"e Pa+a)"es is set up ,or (u"tip"e $urren$ies.

• !ei()urse(ent $urren$+ is ena)"ed in the Curren$ies 9indo9.

• OIE: A""o9 Non@>ase Pa+ pro-"e option is set to ;es.

AP: De-nin0 Expense !eport OptionsAP: De-nin0 Expense !eport Options

Des$ription: The Expense !eport ta))ed re0ion o, the Pa+a)"es Options 9indo9 $ontro"s $ertain aspe$ts o, the expense reportin0 pro$ess

in Pa+a)"es. !eie9 these settin0s to )e$o(e (ore ,a(i"iar 9ith the( and understand ho9 the+ aJe$t the expense reportin0 pro$ess.

Default emplate. The de,au"t expense report te(p"ate that +ou 9ant to use in the Pa+a)"es Expense !eports 9indo9. ;ou $an oerride

this a"ue in the Expense !eports 9indo9. A de,au"t expense report te(p"ate appears in the Expense !eports 9indo9 on"+ i, the expense

report te(p"ate is a$tie.

Pa!ment erms. Pa+(ent ter(s +ou 9ant to assi0n to an+ supp"iers that +ou $reate ,ro( e(p"o+ees durin0 Expense !eport I(port.

Su00estion: De-ne and assi0n i((ediate pa+(ent ter(s ,or +our e(p"o+ee supp"iers.

Pa! 'roup. Pa+ roup +ou 9ant to assi0n to an+ supp"iers that +ou $reate ,ro( e(p"o+ees durin0 Expense !eport I(port. ;ou $an de-ne

additiona" a"ues ,or Pa+ roup in the Pur$hasin0 Loo/ups 9indo9.

 

Open and C"osed Issues &#%&1#

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App"i$ation Setup

Pa!ment Priorit!. Pa+(ent priorit+ +ou 9ant to assi0n to an+ supp"iers that +ou $reate ,ro( e(p"o+ees durin0 Expense !eport I(port. A

nu()erF )et9een 1 Khi0h and 55 K"o9F 9hi$h represents the priorit+ o, pa+(ent ,or a supp"ier.

Appl! Advances. De,au"t a"ue ,or the App"+ Adan$es option in the Expense !eports 9indo9 in Pa+a)"es. I, +ou ena)"e this optionF

Pa+a)"es app"ies adan$es to e(p"o+ee expense reports i, the e(p"o+ee has an+ outstandin0F aai"a)"e adan$es. ;ou $an oerride this

de,au"t durin0 expense report entr+.

Automaticall! Create Emplo!ee as +upplier. I, +ou ena)"e this optionF 9hen +ou i(port Pa+a)"es expense reportsF Pa+a)"es

auto(ati$a""+ $reates a supp"ier ,or an+ expense report 9here an e(p"o+ee does not a"read+ exist as a supp"ier. I, the supp"ier site +ou are

pa+in0 K<OME or OICE does not +et existF Pa+a)"es adds the supp"ier site to an existin0 supp"ier. Pa+a)"es $reates a <OME or OICE

supp"ier site 9ith the appropriate addressF dependin0 on 9here +ou are pa+in0 the expense report. The <o(e address is ,ro( the

PE!ADD!ESSES ta)"eF and the O$e address is ,ro( the <!LOCATIONS ta)"e. Pa+a)"es $reates supp"iers )ased on the de,au"ts +ou

se"e$t in this re0ion and e(p"o+ee in,or(ation ,ro( the Enter Person 9indo9. ;ou $an reie9 supp"iers and ad*ust an+ de,au"ts in the

Supp"iers 9indo9.

I, +ou do not ena)"e this optionF enter an e(p"o+ee as a supp"ier in the Supp"iers 9indo9 and "in/ the E(p"o+ee Na(eNu()er to the

supp"ier )e,ore +ou use Expense !eport I(port. Pa+a)"es $annot i(port expense reports 9ithout $orrespondin0 supp"iersF and "ists the( on

the Ex$eptions se$tion o, the Expense !eport I(port !eport.

-old /nmatched Expense Reports. This option de,au"ts to the <o"d Un(at$hed Inoi$es option ,or the supp"ier and supp"ier site ,or an+

supp"iers Pa+a)"es $reates durin0 Expense !eport I(port.

7hen <o"d Un(at$hed Inoi$es ,or a supp"ier site is ena)"edF Pa+a)"es re3uires that +ou (at$h ea$h inoi$e ,or the supp"ier site to either a

pur$hase order or re$eipt. I, +ou ena)"e this option ,or a siteF then Pa+a)"es app"ies a Mat$hin0 !e3uired ho"d to an inoi$e i, it has Ite(

t+pe distri)utions that are not (at$hed to a pur$hase order or re$eipt. Pa+a)"es app"ies the ho"d to the inoi$e durin0 Inoi$e Va"idation.

 ;ou $annot pa+ the inoi$e unti" +ou re"ease the ho"d. ;ou $an re"ease this ho"d )+ (at$hin0 the inoi$e to a pur$hase order or re$eipt and

Open and C"osed Issues &%&1

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App"i$ation Setup

resu)(ittin0 Inoi$e Va"idationF or +ou $an (anua""+ re"ease the ho"d in the <o"ds 9indo9 o, the Inoi$e 7or/)en$h. Pa+a)"es 9i"" not

app"+ a ho"d i, the su( o, the inoi$e distri)utions )+ a$$ountin0 $ode $o()ination is 6ero.

$ption Value Notes

Currenc!

Use Mu"tip"e Curren$ies

!e3uire Ex$han0e !ate Entr+

Ca"$u"ate User Ex$han0e !ate

Expense Report

De,au"t Te(p"ate

Pa+(ent Ter(s IMMEDIATE

Pa+ roup EMPLO;EES

Pa+(ent Priorit+ #

App"+ Adan$es No

Auto(ati$a""+ Create E(p"o+ee as Supp"ier ;es

<o"d Un(at$hed Expense !eports No

 

Open and C"osed Issues &2%&12

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App"i$ation Setup

Assign +igning (imits

Pa+a)"es Mana0er: E(p"o+ees ? Si0nin0 Li(its

Des$ription: Mana0ers $an approe an expense report on"+ i, the tota" a(ount o, the report does not ex$eed their si0nin0 "i(it. The

Mana0er KSpendin0 Approa" Pro$ess in the Expense !eportin0 9or/8o9 uses the si0nin0 "i(its +ou de-ne to deter(ine 9hether

(ana0ers hae authorit+ to approe expense reports. See: 7hen +ou assi0n si0nin0 "i(its to a (ana0erF +ou spe$i,+ a $ost $enter to

9hi$h the si0nin0 "i(it app"ies. ;ou $an a"so 0ie (ana0ers si0nin0 "i(its ,or (u"tip"e $ost $enters.

 To assi0n si0nin0 "i(its:

1. Nai0ate to the E(p"o+ee Si0nin0 Li(its 9indo9.

'. Se"e$t AP Expense !eport as the do$u(ent t+pe.

&. Enter the na(e o, the (ana0er to 9ho( +ou 9ant to assi0n a si0nin0 "i(it in the E(p"o+ee Na(e -e"dF or $hoose ,ro( the "ist o,

a"ues.

%. Enter the $ost $enter ,or 9hi$h +ou 9ant this (ana0er to approe expense reportsF or $hoose ,ro( the "ist o, a"ues.

#. Enter a si0nin0 "i(it ,or this (ana0er.

. !epeat steps & @ # i, +ou 9ant this (ana0er to )e a)"e to approe expense reports ,or (ore than one $ost $enter.

2. Sae +our 9or/.

 

Open and C"osed Issues &4%&14

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App"i$ation Setup

De#ne iExpense Policies

&nternet Expenses +etup and Administration" &nternet Expenses +etup 1 Polic! 1 Expense %ields

Set Up !e3uired Expense ie"dsSet Up !e3uired Expense ie"ds

Accommodations

End Date Ena)"ed

Mer$hant !e3uired

Airfare

Mer$hant !e3uired

C"ass o, Ti$/et Ena)"ed

 Ti$/et Nu()er Ena)"ed

ro( Lo$ation !e3uired

 To Lo$ation !e3uired

Car Rental

Mer$hant !e3uired

0eals

Nu()er o, Attendees Ena)"ed

Attendees !e3uired

0ileage

 

Open and C"osed Issues &5%&15

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App"i$ation Setup

Leave defaults

Ena)"e Expense A""o$ationsEna)"e Expense A""o$ations

&nternet Expenses +etup and Administration" &nternet Expenses +etup 1 Accounting 1 De#ne

Select Enabled to let users update the default segment value. Select Read-only to display the current segment value but prevent update. Select Disabled to

omit this segment from expenses entry pages. Set status as follows:

+egment +tatus

Co(pan+ Ena)"ed

Depart(ent Ena)"ed

A$$ount !ead@On"+

uture Disa)"ed

Inter$o(pan+ Disa)"ed

 

Open and C"osed Issues &1%&11

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App"i$ation Setup

De-ne !e$eipt Noti-$ation !u"e SetDe-ne !e$eipt Noti-$ation !u"e Set

&nternet Expenses +etup and Administration" &nternet Expenses +etup 1 Audit 1 Noti#cation Rules

Create a ne9 Noti-$ation !u"e Set as ,o""o9s:

%ield name Value

Rule Set Name !e$eipts Noti-$ations

Des$ription !e$eipts Noti-$ations

Noti,+ Indiidua" 7hen !e$eipts are

re$eied

$verdue Receipts Noti#cations

Receipts overdue or missing after expense report

submitted

1%

Subseuent notifications if receipts still overdue 2

Receipts considered overdue or missing after user

response

2

Receipt document reuired if user indicates

receipts are missing

 ;es

 

Open and C"osed Issues &11%&111

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App"i$ation Setup

Assi0n !e$eipt Noti-$ation !u"e SetAssi0n !e$eipt Noti-$ation !u"e Set

&nternet Expenses +etup and Administration" &nternet Expenses +etup 1 Audit 1 Noti#cation Rule

Assignments

C"i$/ UpdateB ,or Operation Unit aGuantie OU.

%ield name Value

!u"e Set Na(e !e$eipts Noti-$ations

EJe$tie Start Date 11'#

 

Open and C"osed Issues &1'%&11'

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App"i$ation Setup

De-ne Mi"ea0e !ate S$hedu"eDe-ne Mi"ea0e !ate S$hedu"e

&nternet Expenses +etup and Administration" &nternet Expenses +etup 1 Polic! 1 +chedules 1 0ileage

• C"i$/ Create New +cheduleB. Popu"ate re3uired -e"ds as ,o""o9s:

%ield Name Value

S$hedu"e Na(e

Des$ription

Distance !nit of "easure Mi"es

Start Date

#urrency Rules

• Leae a"" Optiona" !u"es )"an/. C"i$/ NextB.

• Curren$+ USDB. A""o9 rate Conersion.

• In the Update Mi"ea0e !ate S$hedu"e: Periods and !atesF $"i$/ Details23

• Enter Mi"ea0e !ate .%4#

• C"i$/ Appl!3

• C"i$/ Activate3

 

Open and C"osed Issues &1&%&11&

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App"i$ation Setup

Co(p"ete Mi"ea0e Expense T+pe De-nition in Pa+a)"esCo(p"ete Mi"ea0e Expense T+pe De-nition in Pa+a)"es

Pa!ables 0anager 1 +etup 1 &nvoice 1 Expense Report emplates

• ind the expenses te(p"ate

• ind the (i"ea0e expense t+pe.

• Assi0n the Mi"ea0e S$hedu"e.

 

Open and C"osed Issues &1%%&11%

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App"i$ation Setup

+A" De#ne Pro#le $ptions

+!stem Administration" Pro#le 1 +!stem

Description" Use this ,or( to de-ne pro-"e options.

OIE: A""o9 Credit Lines

Set the OIE: A""o9 Credit Lines pro-"e option to ;es to ena)"e users to enter ne0atie re$eipts K$redit "ines. Users enter ne0atie re$eipts to report the

re,und o, a preious"+ rei()ursed expenseF ,or exa(p"eF an unused air"ine ti$/et. Settin0 this pro-"e option to No preents users ,ro( enterin0 ne0atieexpense "ines ,or $ash and other expenses. Users $an sti"" enter ne0atie $orporate $redit $ard expense "ines. The de,au"t a"ue is ;es.

OIE: Ena)"e Credit Card

Set the OIE: Ena)"e Credit Card pro-"e option to ;es to ena)"e the $redit $ard ,un$tiona"it+ to a""o9 users 9ith $orporate $redit $ards to se"e$t and add

$redit $ard transa$tions to their expense reports.

OIE: A""o9 Non@>ase Pa+

Set the OIE: A""o9 Non@>ase Pa+ pro-"e option to ;es to ena)"e users to $hoose the rei()urse(ent $urren$+ ,or their expense reports. ;ou (ust set up

Pa+a)"es to use (u"tip"e $urren$ies )e,ore +ou $an ena)"e this pro-"e option.

OIE: CC Approer !e3

 The OIE: CC Approer !e3 pro-"e option indi$ates 9hether users (ust enter an a"ternate approer 9hen the+ $har0e their expense reports to a $ost $enter

diJerent ,ro( their o9n. Set the OIE: CC Approer !e3 pro-"e option to ;es to re3uire e(p"o+ees to enter the A"ternate Approer -e"d 9hen e(p"o+ees

enter a $ost $enter other than their de,au"t $ost $enter. I, +ou set this pro-"e option to ;esF +ou (ust a"so set the OIE: Ena)"e Approer pro-"e option to

 ;es.

OIE: CC Pa+(ent Noti,+

Use the OIE: CC Pa+(ent Noti,+ pro-"e option to spe$i,+ 9hether a noti-$ation is sent to e(p"o+ees 9hen pa+(ent is $reated in Ora$"e Pa+a)"es ,or$orporate $redit $ard transa$tions. The de,au"t a"ue is No.

OIE: Ena)"e Des$"ex

 The OIE: Ena)"e Des$"ex pro-"e option ena)"es Internet Expenses to disp"a+ des$riptie 8ex-e"ds. ;ou (ust set up des$riptie 8ex-e"ds spe$i-$a""+ ,or

use in Internet Expenses )e,ore +ou $an ena)"e this option.

OIE: Ena)"e Pro*e$ts

 The OIE: Ena)"e Pro*e$ts pro-"e option ena)"es users to enter pro*e$t@re"ated in,or(ation on expense reports. ;ou (ust set up Internet Expenses to

inte0rate 9ith Ora$"e Pro*e$ts )e,ore +ou $an ena)"e this option.

 The a"ues ,or this pro-"e option are:

;es @ Ena)"es the entr+ o, pro*e$t in,or(ation.

No @ Disa)"es the entr+ o, pro*e$t in,or(ation.

 

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App"i$ation Setup

!e3uired @ !e3uires the entr+ o, pro*e$t in,or(ation.

OIE: Ena)"e Tax

 The OIE: Ena)"e Tax pro-"e option ena)"es the aai"a)i"it+ o, tax@re"ated e"e(ents on expense reports. Set this pro-"e option to ;es to disp"a+ the Tax Code

-e"d and A(ount In$"udes Tax $he$/ )ox on expense reports. Set this pro-"e option to No to $on$ea" the disp"a+. I, +ou set this pro-"e option to No and +ou

set up tax $a"$u"ation on expense reportsF Internet Expenses uses the de,au"t a"ues +ou proide 9ithout user interention.

Open and C"osed Issues &1%&11

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App"i$ation Setup

OIE: Ena)"e Approer

 The OIE: Ena)"e Approer pro-"e option ena)"es the A"ternate Approer -e"d in Internet Expenses. 7hen this pro-"e option is set to ;esF the A"ternate

Approer -e"d is aai"a)"e ,or users to spe$i,+ a diJerent e(p"o+ee to approe their expense report. 7hen this pro-"e option is set to NoF the A"ternate

Approer -e"d is hidden.

OIE: Approer !e3uired

 The OIE: Approer !e3uired pro-"e option indi$ates 9hether users (ust desi0nate an approer ,or their expense reports. I, +ou set the OIE: Approer

!e3uired pro-"e option to ;esF Internet Expenses re3uires that users a"9a+s enter an a"ternate approer. I, +ou set this pro-"e option to ;es 9ith De,au"tF

the e(p"o+eeBs superisorF as de-ned in Ora$"e <!MSF 9i"" )e proided ,or the user.

Attention: ;ou (ust set the OIE: Ena)"e Approer pro-"e option to ;es i, +ou 9ant to use one o, the three seeded ind Approer (ethods.

OIE: Purpose !e3uired

 The OIE: Purpose !e3uired pro-"e option $ontro"s 9hether users (ust enter a purpose 9hen $reatin0 an expense report. A purpose is a )rie, des$ription o,the )usiness a$tiities that *usti,+ the expenses in a report.

OIE: !eport Nu()er Pre-x

 The OIE: !eport Nu()er Pre-x pro-"e option spe$i-es a pre-x a"ue ,or expense report nu()ers. The expense report nu()er )e$o(es the $orrespondin0

inoi$e nu()er 9hen the expense report is $onerted into an inoi$e ia the Expense !eport I(port pro0ra(. Enterin0 a pre-x a"ue ena)"es +ou to easi"+

identi,+ inoi$es in Pa+a)"es that 9ere expense reports $reated in Internet Expenses. Leae this option )"an/ i, +ou do not 9ant to spe$i,+ a pre-x a"ue

,or expense report nu()ers. or exa(p"eF i, +ou set the OIE: !eport Nu()er Pre-x pro-"e option to use the pre-x 7e)F +our expense report nu()erin0

appears as 7e)#45F 7e)#F 7e)#1F and so on.

OIE: ra$e Period

 The OIE: ra$e Period pro-"e option spe$i-es the nu()er o, 0ra$e period da+s )e+ond an end date that $ertain OIE setup ite(s re(ain aai"a)"e ,or use.

 The OIE setup ite(s are:

• !ate s$hedu"es

• !ate s$hedu"e ru"e a"ues that hae end dates

• Lo$ation re$ords

• Expense report te(p"ate Ina$tie On -e"d

• Expense t+pes

 These ite(s re(ain aai"a)"e ,or se"e$tion and use as "on0 as the s+ste( date is )e,ore the end date p"us the nu()er o, 0ra$e period da+s. The de,au"t

a"ue is &.

OIE: Ena)"e Po"i$+

 The OIE: Ena)"e Po"i$+ pro-"e option $ontro"s the )ehaior o, Internet Expenses in re"ation to reports that $ontain po"i$+ io"ations. I, an expense report is

su)(itted 9ith io"ationsF Internet Expenses $aptures po"i$+ io"ations ,or reportin0 purposes. The a"ues are:

Prevent +ubmission @ The end user $annot su)(it the expense report. A"" (onetar+ io"ations that ex$eed to"eran$es resu"t in preentin0 report

su)(issionF in$"udin0 the ex$han0e rate po"i$+ Kthe ex$han0e rate to"eran$e is the ex$han0e rate "i(it. An error (essa0e in,or(s the user o, the

Open and C"osed Issues &12%&112

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App"i$ation Setup

po"i$+ io"ation. or (ore in,or(ationF see To"eran$e Li(its. or a"" non@(onetar+ po"i$+ io"ationsF and ,or (onetar+ io"ations that do not ex$eed

to"eran$esF the )ehaior is the sa(e as the 7arn Users option Kusers re$eie a 9arnin0 )ut $an su)(it the expense report.

4arn /sers @ The end user $an su)(it the expense report. A 9arnin0 (essa0e in,or(s the user that the report $ontains po"i$+ io"ations. This

in$"udes non@(onetar+ po"i$+ io"ationsF and (onetar+ po"i$+ io"ations 9here the io"ation is )e"o9 the "i(it Q thresho"d.

&nform Approvers @ The end user $an su)(it the expense report. I, there are po"i$+ io"ationsF the+ are transparent to the end userF )ut Internet

Expenses do$u(ents the io"ations ,or approers. The de,au"t a"ue is In,or( Approers.

OIE: Ena)"e Expense A""o$ations

 The OIE: Ena)"e Expense A""o$ations pro-"e option deter(ines 9hether an end user $an update the $ost $enter se0(ent a"ue on an expense "ine. I, set to

 ;esF an e(p"o+ee $an sp"it expense reports a$ross $ost $entersF ,or )oth $redit $ard expenses and $ash and other expenses. The de,au"t a"ue is No.

PA: A""o9 Pro*e$t Ti(e and Expense Entr+

 The PA: A""o9 Pro*e$t Ti(e and Expense Entr+ pro-"e option ena)"es users to enter pro*e$t@re"ated in,or(ation on expense reports. I, +ou set this option to ;esF then +ou (ust set the OIE: Ena)"e Pro*e$ts pro-"e option to ;es as 9e"". ;ou (ust set up Internet Expenses to inte0rate 9ith Ora$"e Pro*e$ts )e,ore +ou

$an ena)"e this option.

PA: AutoApproe Expense !eports

 The PA: AutoApproe Expense !eports pro-"e option per(its auto(ati$ approa" o, pro*e$t@re"ated expense reports.

 Rourna"s: Disp"a+ Inerse !ate

 The Rourna"s: Disp"a+ Inerse !ate pro-"e option deter(ines ho9 the rei()ursa)"e a(ount is $a"$u"ated 9hen users enter ,orei0n $urren$+ re$eipts. 7hen

this pro-"e option is set to NoF the re$eipt a(ount is (u"tip"ied )+ the ex$han0e rate to deter(ine the rei()ursa)"e a(ount. 7hen it is set to ;esF the

re$eipt a(ount is diided )+ the ex$han0e rate. The de,au"t a"ue is No.

AME: Insta""ed

 The AME: Insta""ed pro-"e option ena)"es the inte0ration )et9een Internet Expenses and Ora$"e Approa"s Mana0e(ent.

7: Noti-$ation !eassi0n Mode

 The 7: Noti-$ation !eassi0n Mode pro-"e option deter(ines the ,or9ardin0 ,un$tiona"it+ that is aai"a)"e to e(p"o+ees. I, +ou set the 7: Noti-$ation

!eassi0n Mode pro-"e option to !eassi0nBF e(p"o+ees see the !eassi0n )utton on the noti-$ation. C"i$/in0 the !eassi0n )utton "ets e(p"o+ees $hoose

)et9een trans,errin0 or de"e0atin0 that noti-$ation.I, +ou set the ND: Noti-$ation !eassi0n Mode pro-"e option to De"e0ateF e(p"o+ees 9i"" see the De"e0ate )utton. 7hen e(p"o+ees $"i$/ the De"e0ate

)utton and enter an e(p"o+ee na(eF the noti-$ation is de"e0ated to that e(p"o+ee that is entered. 7hen a noti-$ation is de"e0ated to e(p"o+ees the

noti-$ation is ,or9arded to the de"e0ated e(p"o+eeF )ut the ori0ina" re$ipient o, the noti-$ation re(ains the o9ner.

I, +ou set this option to Trans,erF e(p"o+ees 9i"" see the Trans,er )utton. 7hen e(p"o+ees $"i$/ the Trans,er )utton and enter an e(p"o+ee na(e the

noti-$ation is trans,erred to that e(p"o+ee that is entered. 7hen a noti-$ation is trans,erredF the noti-$ation is ,or9arded and the ne9 re$ipient )e$o(es

the o9ner o, the noti-$ation.

7: Mai"er Can$e""ation E(ai"

 The 7: Mai"er Can$e""ation E(ai" pro-"e option ena)"es the ,un$tiona"it+ that sends the $an$e""ation noti-$ations 9hen ti(e outs are rea$hed ,or a

noti-$ation and a ne9 noti-$ation is sent )e$ause o, resend setup. I, +ou set this pro-"e option to Ena)"edF $an$e""ation noti-$ations are sent. I, +ou set

this pro-"e option to Disa)"edF $an$e""ation noti-$ations are not sent.

Open and C"osed Issues &14%&114

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App"i$ation Setup

Persona"i6e Se",@Seri$e De,n

 The Persona"i6e Se",@Seri$e De,n pro-"e option ena)"es the Ora$"e App"i$ations Persona"i6ation ra(e9or/ in Internet Expenses. I, +ou set this pro-"e

option to ;esF then the OA Persona"i6ation ra(e9or/ is aai"a)"e to expenses ad(inistrators to $on-0ure the Internet Expenses user inter,a$e.

A$$ount enerator: !un in De)u0 Mode

 

Open and C"osed Issues &15%&115

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App"i$ation Setup

Pro#le +ite Application iExpenses Responsibilit!

OIE:A""o9 Credit Lines ;es

OIE:A""o9 Non@>ase Pa+

OIE:Approer !e3uired ;es ;es

OIE:CC Approer !e3

OIE:CC Pa+(ent Noti,+

OIE:Ena)"e Approer ;es

OIE:Ena)"e Credit Card

OIE:Ena)"e Des$"ex

OIE:Ena)"e Expense A""o$ations User@ena)"edF 9ith

On"ine Va"idation

OIE:Ena)"e Po"i$+

OIE:Ena)"e Pro*e$ts ;es

OIE:Ena)"e Tax No

OIE:ra$e Period &

OIE:Purpose !e3uired ;es

OIE:!eport Nu()er Pre-x EP@

PA: A""o9 Pro*e$t Ti(e and Expense

Entr+

 ;es

PA: AutoApproe Expense !eports

AME:Insta""ed Enabling this option

disables Workow

approvals!

Auto(ated Es$a"ation Noti-$ation Tas/

Assi0nee !o"e

Unassi0ned Do$u(ent O9ner

7: Noti-$ation !eassi0n Mode De"e0ate

 

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App"i$ation Setup

7: Mai"er Can$e""ation E(ai" Ena)"ed

Persona"i6e Se",@Seri$e De,n Enable temporarily to

customize iExpense

instructions and

 prompts

 

Open and C"osed Issues &'1%&1'1

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App"i$ation Setup

+!stem Administration &ntegration

1. A"" peop"e to re$eie 9or/8o9 noti-$ation (ust )e a"id Ora$"e users 9ith an e(ai" address

'. !un the S+n$hroni6e Lo$a" 7 ta)"es pro$ess eer+ ti(e +ou (a/e $han0es to user setup.

Open and C"osed Issues &''%&1''

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App"i$ation Setup

Customi5e the &nternet Expenses 4or,6ow

De-ne a ne9 OIEADMIN !o"eDe-ne a ne9 OIEADMIN !o"e

As S+ste( Ad(inistrator: $o(p"ete these steps:

• Create a ne9 Ora$"e user

%ield Name Value

Na(e OIEADMIN

Des$ription Ora$"e iExpenses Ad(inistrator

E(ai" OIEADMIN;ourDo(ain.$o(

Assi0ned

!esponsi)i"ities

• 7or/8o9 User 7e) App"i$ations

• Internet Expenses Setup and

Ad(inistration

• Internet Expenses Auditor

• !un the S+n$hroni6e Lo$a" 7 ta)"es pro$ess eer+ ti(e +ou (a/e $han0es to user setup.

N$E" At this point7 !ou can save a customi5ed wor,6ow 89: iExpenses 4or,6ows to the database3 &f

!ou need to recreate or update the wor,6ows7 follow the steps below3

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App"i$ation Setup

De-ne 7or/8o9 Noti-$ation Per,or(ersDe-ne 7or/8o9 Noti-$ation Per,or(ers

Per,or( these steps in Ora$"e 7or/8o9 >ui"der to set up expense report per,or(ers. These steps in$"ude re$o((endations ,or 9hi$h ite( attri)ute to use

,or

ea$h noti-$ation.

1. Load OIEADMIN !o"e.

'. ro( the i"es (enuF se"e$t Load !o"es ,ro( Data)ase.

&. In the !o"e Se"e$tion 9indo9F 3uer+ the OIEADMIN ro"eF

%. ro( the Guer+ !esu"ts re0ionF se"e$t the re3uired ro"es and $"i$/ the Add )utton to add the ro"e to the Loaded !o"es re0ion.

#. C"i$/ O to sae the "oaded ro"e to the data)ase.

. Sae +our 9or/.

2. Assi0n !o"e to the attri)ute: ro( the Nai0ator 9indo9F open the attri)ute. In the Nai0ator Contro" PropertiesF under the Attri)ute ta) the T+pe in

the (ain re0ion shou"d )e set to !o"e. In the De,au"t re0ionF se"e$t the proper Va"ue Kro"e and $"i$/ App"+. Sae +our 9or/. Assi0n a ro"e ,or ea$h o, 

the attri)utes "isted in the Per,or(er De-nitions ta)"e )e"o9.

4. De-ne Noti-$ation Per,or(ers. or ea$h noti-$ation out"ined in the Per,or(er De-nitions ta)"e )e"o9:

a. Open the appropriate 9or/8o9 pro$ess.

). In the 9or/8o9 pro$essF open the noti-$ation.

$. In the Nai0ator Contro" Properties 9indo9F $"i$/ the Node ta).

d. Set Per,or(er T+pe as Constant instead o, Attri)ute.

e. Choose OIEADMIN as Va"ue.

,. C"i$/ App"+ and sae +our 9or/.

Note" To dire$t"+ "in/ a ro"e to a noti-$ationF Set Per,or(er T+pe as Constant instead o, Attri)ute. ThenF se"e$t the ro"e OIEADMIN. >+ usin0 the Constant

t+peF +ou hae (ore 8exi)i"it+. The ta)"e )e"o9 "ists the noti-$ationsF the seeded per,or(er ,or ea$h 9or/8o9 pro$essF and ne9 per,or(er

 

Open and C"osed Issues &'%%&1'%

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App"i$ation Setup

Process Noti#cation +eeded Performer New Performer

Serer Side Va"idation Pro$ess In,or( S+s Ad(in o, Pa+a)"es Va"idation

ai"ure

AP Expense !eport 7or/8o9

Ad(inistrator

OIEADMIN

Mana0er KSpendin0 Approa"

Pro$ess

In,or( S+ste( Ad(inistrator @ No Approer AP Expense !eport 7or/8o9

Ad(inistrator

OIEADMIN

Mana0er KSpendin0 Approa"

Pro$ess

In,or( AP M0r Approed ShortPa+ 7ith

Missin0 !e$eipts

AP OIEADMIN

AP Approa" Pro$ess !e3uest AP To !eie9 or Spendin0 Po"i$+

Co(p"ian$e

AP OIEADMIN

!e*e$tion Pro$ess In,or( AP Exp !eport The+ !eie9ed Is M0r

!e*e$ted

AP OIEADMIN

Po"i$+ Vio"ation Shortpa+ Pro$ess Proide AP 7ith Missin0 In,o To !e$ti,+ Po"i$+

Shortpa+

AP OIEADMIN

Chan0e the ind Approer MethodChan0e the ind Approer Method

Per,or( these steps in Ora$"e 7or/8o9 >ui"der to $han0e the ind Approer (ethod.

1 Open the ExpensesB ite( t+pe ,ro( the data)ase

' In the Nai0ator 9indo9F expend Expenses and Pro$esses ,o"ders.

& Open Kdou)"e@$"i$/ the (ana0er KSpendin0 Approa" Pro$ess

% Open the ind Approer ,un$tion

# In the Nai0ator Contro" Properties 9indo9F $"i$/ the Node Attri)utes ta).

In the Va"ue -e"dF se"e$t One Stop Then o Dire$t"+B

2 C"i$/ App"+ and sae +our 9or/.

 

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App"i$ation Setup

4 C"i$/ O to sae the 9or/8o9 -"e to the data)ase.

 

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App"i$ation Setup

Personali5e Expense Report +ubmission &nstructions

• As S+ste( Ad(inistrator: Set Persona"i6e Se",@Seri$e De,nB to ;es.

• Lo0 out o, the s+ste(.

• Nai0ate to Expenses <o(e pa0e Ke.0. ; Ti(e and Expense Entr+ responsi)i"it+

• Create and su)(it an expense report

• In the Con-r(ation pa0eF $"i$/ the Persona"i6e Su)(ission Instru$tions <eader "in/ in the Su)(ission Instru$tions re0ion.

• In the Choose Persona"i6ation Context pa0eF enter aGuantie >usiness roup in the Or0ani6ation -e"d and $"i$/ App"+.

• In the Persona"i6e !e0ion pa0eF $"i$/ Persona"i6e ,or the !a9 Text ite(.

• In the Persona"i6e !a9 Text pa0eF se"e$t a"se ,or the !endered ro9 at the Site "ee"F then $"i$/ App"+.

• In the Persona"i6e !e0ion pa0eF $"i$/ Create Ite( ,or the <eader: Su)(ission Instru$tions ite(.

• In the Create Ite( pa0eF se"e$t the !a9 Text a"ue ,ro( the Ite( St+"e "ist.

• Co(p"ete the pa0e a$$ordin0 to +our )usiness re3uire(ents:

o ID ;SU>MISSIONINST!UCTIONS

o  Text: Include following text message: dd ou "ompany#s $ubmission %nstructions &ere'

o C"i$/ App"+

• In the Persona"i6e !e0ion pa0eF $"i$/ Persona"i6e ,or the (essa0e +ou $reated.

• In the Persona"i6e !a9 Text pa0eF enter a (essa0e in the Text -e"d ,or the appropriate "ee"F then $"i$/ App"+.

In the Persona"i6e !e0ion pa0eF $"i$/ !eturn to App"i$ation.

 

Open and C"osed Issues &'2%&1'2

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App"i$ation Setup

&ntegrating with $racle Projects +ummar!

1. Ena)"e e(p"o+ees to enter pro*e$t@re"ated expense reports usin0 Internet Expenses. To ena)"e an e(p"o+ee to enter pro*e$t@re"ated

expense reports usin0 Internet ExpensesF set these pro-"e options in Ora$"e S+ste( Ad(inistration:

a. Set PA: A""o9 Pro*e$t Ti(e and Expense Entr+ to ;esB

). Set OIE: Ena)"e Pro*e$ts to ;esB.

'. De-ne the Pro*e$t Expense !eport A$$ount enerator. The Pro*e$t Expense !eport A$$ount enerator is an Ora$"e Pro*e$ts 9or/8o9

pro$ess that deter(ines the a$$ount ,or ea$h pro*e$t@re"ated expense "ine $reated in Internet Expenses. The de,au"t "o0i$ o, this

pro$ess returns the CCID KCode Co()ination ID o, the e(p"o+ee 9ho in$urred the pro*e$t@re"ated expenses. ;ou $an de-ne thePro*e$t Expense !eport A$$ount enerator to (eet +our re3uire(ents

&. To approe pro*e$t@re"ated expense reports auto(ati$a""+ Koptional

a. Set the PA: AutoApproe Expense !eports pro-"e option in Ora$"e Pro*e$ts.

%. Set up Transa$tion Contro"s in Ora$"e Pro*e$ts Koptional.

#. In the Pa+a)"es Expense !eport Te(p"ates 9indo9F de-ne a pro*e$t@re"ated expense report te(p"ate and asso$iate a "ist o, Pro*e$ts

expenditure t+pes 9ith expense ite(s. ("ompleted during ): *e+ne Expense ,eport -emplate step below.

;3 Compile the Expense !pes Descriptive 6ex#eld<

a. Lo0in to the App"i$ation Dee"oper responsi)i"it+.

). Nai0ate: App"i$ation ? Va"idation ? Set

$. Guer+ a"ue set na(e OIEEPENSET;PES

d. C"i$/ Edit In,or(ation

e. In the Ta)"e Co"u(ns se$tionF ,or the ID $o"u(nF $han0e the Si6e to & and Sae.

,. Nai0ate: "ex-e"d ? Des$riptie ? Se0(ents

0. Guer+ the Tit"e: Expense !eport Line

h. ree6e and $o(pi"e the Expense !eport Line "ex-e"d. Veri,+ su$$ess,u" $o(pi"ation. Nai0ate: App"i$ation @? Va"idation @?

Set

i. Guer+ a"ue set na(e OIEEPENSET;PES. C"i$/ Edit In,or(ation.

 

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App"i$ation Setup

 *. In the Ta)"e Co"u(ns se$tionF ,or the ID $o"u(nF $han0e the Si6e )a$/ to 4 and Sae.

2.2. Ena)"e the Disp"a+ o, Pro*e$t and Tas/. Use the !e0ion Ite(s 9indo9 to ena)"e the disp"a+ o, pro*e$t and tas/ in,or(ation. ;ou needEna)"e the Disp"a+ o, Pro*e$t and Tas/. Use the !e0ion Ite(s 9indo9 to ena)"e the disp"a+ o, pro*e$t and tas/ in,or(ation. ;ou need

to per,or( this step in order to ie9 pro*e$ts and tas/s in Vie9 Expense !eport <istor+.to per,or( this step in order to ie9 pro*e$ts and tas/s in Vie9 Expense !eport <istor+.

a. Choose the A Dee"oper responsi)i"it+.

). Nai0ate to the De-ne !e0ions 9indo9.

$. Guer+ the re0ion ICAPEPLINESD.

d. Choose !e0ion Ite(s to nai0ate to the !e0ion Ite(s 9indo9.

e. Guer+ the re0ion ite(s ICP!ORECTNUM>E! ite( KATT!I>UTENAME.

,. Che$/ the Node Disp"a+ )ox ,or these re0ion ite(s.

0. Guer+ the re0ion ite(s ICTASNUM>E! ite( KATT!I>UTENAME.

h. Che$/ the Node Disp"a+ )ox ,or these re0ion ite(s.

i. Sae +our 9or/.

 

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App"i$ation Setup

+et /p $=ine Expense +preadsheet emplate

 The Mi$roso,t Ex$e" te(p"ate is a spreadsheet that e(p"o+ees use to $reate dis$onne$ted expense reports. ;ou (ust $on-0ure the

Mi$roso,t Ex$e" te(p"ate so that it (at$hes +our $urrent Internet Expenses i(p"e(entation. or exa(p"eF a"" -e"ds in Internet Expenses

(ust exist in +our te(p"ateF and -e"ds that are set ,e/uiredB in Internet Expenses (ust a"so )e re3uired in the te(p"ate. I, the te(p"ate

does not (at$h +our i(p"e(entationF e(p"o+ees $annot $reate and i(port expense reports usin0 the dis$onne$ted pro$ess.

 To $on-0ure the Mi$roso,t Ex$e" te(p"ateF +ou (ust enter spe$i-$ a"ues ,ro( arious Ora$"e Pa+a)"es 9indo9s into the te(p"ate. On$e

+ou hae $on-0ured the Mi$roso,t Ex$e" Te(p"ateF re(oe the seeded ,un$tion ,ro( the (enu ,or exportin0 the spreadsheet. The seeded

OIE I(port Pa0e ,un$tion is assi0ned to the Expenses Short$uts (enu.

Con-0ure the Expense !eport SheetCon-0ure the Expense !eport Sheet

 This se$tion des$ri)es ho9 to $on-0ure the Expense !eport sheet. Export the seeded O=ine Spreadsheet ,ro( Expenses <o(e. Open the

Ex$e" -"e.

Displa!ing the +preadsheet abs

A,ter o)tainin0 the expense spreadsheet te(p"ate ,ro( the operatin0 s+ste( dire$tor+F disp"a+ the $usto( sheet ta)s to (a/e an+ (odi-$ations to

expense t+pesF headin0sF $e"" "in/sF et$. ;ou $an (odi,+ these sheets in the Mi$roso,t Ex$e" te(p"ate:

• Expense !eport

• Curren$+ Codes and Des$riptions

• Expense T+pes

• Ce"" Lin/s

• Pro(pts Kto $han0e $o"u(n and $e"" headin0s

 To disp"a+ the $usto( sheet ta)s in the expense spreadsheet te(p"ate:

1. Open the spreadsheet -"e ap9exp($.x"s.

'. Choose Too"s ? Prote$tion ? Unprote$t Sheet.

&. Choose Options ,ro( the Too"s (enu.

%. Open the Vie9 ta).

#. Che$/ the Sheet Ta)s )oxF then $"i$/ O.

 

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App"i$ation Setup

De#ne the Date %ormat

Users enter a re$eipt date in the spreadsheet Date ro( $o"u(n. or (u"tip"eda+ re$eiptsF users $an de-ne a ran0e o, da+s )+ enterin0 dates in )oth the

Date ro( and the Date To $o"u(ns. 7hen an e(p"o+ee i(ports a $o(p"eted expense reportF Internet Expenses $o(pares the date ,or(at o, the Date

ro( and Date To $o"u(ns to the date ,or(at set usin0 the se",@seri$e app"i$ations enera" Pre,eren$es ,un$tion. I, the date ,or(ats in these $o"u(ns do

not (at$h the date ,or(at spe$i-ed )+ the enera" Pre,eren$es ,un$tionF users (ust reenter re$eipt dates in Internet Expenses. An exa(p"e o, a a"id

date ,or(at is DDMON;;;;. 7hen a user (a/es $han0es to the enera" Pre,eren$esF the $han0es on"+ aJe$t that userBs "o0in session.

Prere3uisites

Deter(ine a date ,or(at to use in the Expense Spreadsheet.

 To de-ne the date ,or(at:

1. Open the Expense !eport sheet ta) at the )otto( o, the spreadsheet.

'. Se"e$t the Date ro( and the Date To $o"u(nF then $hoose or(at ? Ce""s.

&. Open the Nu()er ta)F then $hoose Date as the Cate0or+.

%. Choose a date ,or(at ,ro( the "ist in the T+pe re0ionF then $"i$/ O.

 

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App"i$ation Setup

Enter an Expense emplate Name

 ;ou (ust assi0n a te(p"ate na(e to the Mi$roso,t Ex$e" te(p"ate to de-ne the "ist o, expense t+pes that are aai"a)"e in Internet Expenses K,or exa(p"eF

air,areF (ea"sF "od0in0F and so on. This te(p"ate a"so deter(ines the expense t+pes +ou $an in$"ude in the Expense T+pes sheet in the Mi$roso,t Ex$e"

te(p"ate.

 ;ou $reate expense report te(p"ates in the Pa+a)"es Expense !eport Te(p"ates 9indo9. The te(p"ate +ou $hoose (ust hae the Ena)"e ,or Internet

Expenses option $he$/ed Kset to ;es. 7hen an e(p"o+ee i(ports a Mi$roso,t Ex$e" expense reportF Internet Expenses $o(pares the te(p"ate na(e to the

na(es o, a"" a$tieF Internet Expenses@ena)"ed te(p"ates. I, the te(p"ate na(e o, a Mi$roso,t Ex$e" expense report does not (at$h the na(e o, a Internet

Expenses@ena)"ed te(p"ateF Internet Expenses re*e$ts the report.

 To enter a te(p"ate na(e:

1. Open the Expense !eport sheet ta) at the )otto( o, the spreadsheet.

'. Enter the na(e o, an expense report te(p"ate that is ena)"ed ,or Internet Expenses into the Expense Te(p"ate $e"". The na(e (ust

exa$t"+ (at$h the na(e o, an Internet Expenses@ena)"ed te(p"ate that appears in the Pa+a)"es Expense !eport Te(p"ates 9indo9.

&. Sae +our 9or/.

De#ne a>uantive Expense !pes

 To enter expense t+pes in the Expense !eport sheetF users se"e$t a"ues ,ro( a $hoi$e "ist. The Expense T+pes sheet $ontains the a"ues that appear in

this $hoi$e "ist. ;ou (ust $on-0ure the Expense T+pes sheet so it $ontains on"+ a"id expense t+pes. Va"id expense t+pes in$"ude:

• Expense t+pes de-ned in the Pa+a)"es te(p"ate that +ou identi-ed in the Expense !eport sheet.

• Expense t+pes 9ith the Vie9a)"e ro( A"" Te(p"ates option $he$/ed in the Pa+a)"es Expense !eport Te(p"ates 9indo9.

 The 0eneri$ Expense T+pes sheet 9ithin the Mi$roso,t Ex$e" te(p"ate in$"udes seera" sa(p"e expense t+pes. ;ou (ust $han0e the sa(p"e expense t+pesto a"id expense t+pes and de"ete an+ ro9s that +ou do not $han0e. o add expense t!pes7 insert new rows into the Expense !pes sheet3 ;ou

(ust insert a ne9 ro9 a)oe an existin0 ro9 ,or the expense t+pe to appear in the $hoi$e "ist. A,ter +ou update the Expense T+pes sheetF +ou (a+ need to

update the expense t+pes that appear in the expense report te(p"ate. K>+ de,au"tF the te(p"ate does not disp"a+ expense t+pes. See: Modi,+in0 Ce""

Lin/sF pa0e @11 ,or (ore in,or(ation. 7hen +ou (a/e $han0es to the Expense T+pes sheetF +ou $an use the Expense !eport sheet to $on-r( +our

$han0es.

 

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App"i$ation Setup

 To set up expense t+pes:

1. Open the Expense T+pes sheet ta) at the )otto( o, the spreadsheet.

'. Chan0e the sa(p"e expense t+pes to a"id expense t+pes Kthose de-ned in the te(p"ate +ou entered in the Expense !eport sheet. ;ou

(ust spe"" ea$h expense t+pe exa$t"+ as it appears in the Pa+a)"es Expense !eport Te(p"ates 9indo9.

&. To add an expense t+peF insert a ne9 ro9 and enter the na(e o, the expense t+pe exa$t"+ as it appears in the Pa+a)"es Expense !eport

 Te(p"ates 9indo9. To insert a ne9 ro9F se"e$t a $e"" that $ontains a a"ueF then $hoose Insert ? !o9s. I, +ou se"e$t a $e"" that does not

$ontain a a"ue and use Insert ? !o9s to add an expense t+pe to this ne9 ro9F the expense t+pe does not appear in the $hoi$e "ist.

Note: Do not edit the header re0ion K$e""s A1 and A' o, the Expense T+pes sheet.

Note: Sort the "ist o, expense t+pes a"pha)eti$a""+. To do thisF se"e$t the ro9s to sortF then $"i$/ on the Sort As$endin0 )utton Kor $hooseData ? SortF $"i$/ on As$endin0F then $"i$/ O.

%. Open the Expense !eport sheet ta) at the )otto( o, the spreadsheet to reie9 the expense report and eri,+ +our $han0es.

#. Sae +our 9or/.

 Testin0 a Ne9 Custo( Mi$roso,t Ex$e" Te(p"ate Testin0 a Ne9 Custo( Mi$roso,t Ex$e" Te(p"ate

>e,ore re"easin0 +our $usto( te(p"ate ,or 0enera" useF i(port and a"idate the spreadsheet in Internet Expenses. Per,or( these steps to dis$oer and

reso"e an+ re(ainin0 setup pro)"e(s that (a+ exist in +our te(p"ate.

 To test the Custo( Mi$roso,t Ex$e" Te(p"ate:

1. Co(pare the $usto( Mi$roso,t Ex$e" te(p"ate and expense t+pes to the Corporate Credit Card and Cash and Other Expenses

pa0es. Ensure a"" -e"ds in the te(p"ate appear in these pa0esF and a"" the -e"ds on these pa0es appear in the te(p"ate. K>e sure

that +ou a"so "oo/ at the Expense Detai"s pa0e.

'. Create an expense report 9ith the $usto( Mi$roso,t Ex$e" te(p"ate. Assi0n ea$h expense t+pe to at "east one re$eipt.

&. Up"oad the expense report. Ma/e sure the (essa0e +ou entered at the )otto( o, the spreadsheet te(p"ate appear in the

Spreadsheet Up"oad Area.

%. C"i$/ Next to a"idate the spreadsheet. ;ou (ust -x errors that exist in the spreadsheet te(p"ate itse", )e,ore re"easin0 it to

e(p"o+ees ,or 0enera" use. Errors that o$$ur )e$ause the spreadsheet 9as in$orre$t"+ de-ned $an )e -xed on"+ )+ the s+ste(

ad(inistrator. Errors that o$$ur due to (issin0 or ina"id data in the spreadsheet do not indi$ate a serious pro)"e( and the

report $an sti"" )e i(ported into Internet Expenses. 7hen expense report in,or(ation is (issin0 or ina"idF +ou $an per,or(

either o, these a$tions:

• C"i$/ C"ear or Can$e" to -x the errors in Mi$roso,t Ex$e"F then i(port it a0ain "ater.

 

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App"i$ation Setup

Sae the spreadsheet to the data)aseSae the spreadsheet to the data)ase

 To sae the $usto(i6ed spreadsheet to the data)ase:

1. Con-0ure the spreadsheet a$$ordin0 the instru$tions a)oe.

'. Sae the spreadsheet $%&'()*E$)"#.xls to the WOA<TMLUS dire$tor+.

&. Lo0 into the S+ste( Ad(inistration responsi)i"it+.

%. Nai0ate to the or( un$tions 9indo9.

#. Guer+ up ,un$tion AP7E>DO7NLOAD.

. C"i$/ on 7e) <TML ta).2. !ep"a$e a"ue in the <TML Ca"" to US$%&'()*E$)"#.xls+

4. Save.

,o verify if the customied spreadsheet is saved:

• Navigate to iExpenses Expenses /ome

• #lic0 on Export Spreadsheet

•  The i"e Do9n"oad 9indo9 shou"d pop@upF and na(e shou"d )e $%&'()*E$)"#.xls

 

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App"i$ation Setup

$ther Con#guration Considerations

• Ma/e sure a"" expense approin0 (ana0ers are set up as Ora$"e users.

• Ma/e sure eer+ e(p"o+ee is assi0ned to one Ora$"e user on"+.

• Su)(it the S+n$hroni6e 7 LOCAL ta)"esB pro$ess to run dai"+ to update the 7or/8o9 resour$e

in,or(ation

 

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App"i$ation Setup

$pen and Closed &ssues