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Expense Reports and

Credit Cards

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Objectives

After completing this module, you should be able to do


the following:
• Describe the expense report process
• Enter expense report templates
• Enter expense reports
• Apply advances
• Identify key expense related reports
• Set up credit card programs

Copyright © 2007, Oracle. All rights reserved.


Expense Reports

An Expense Report is an invoice representing an amount


due to an employee for business-related expenses.

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Internet Expenses Overview

Oracle Internet Expenses is a self-service application for


employees to manage expense reports online

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Internet Expenses Overview

Oracle Internet Expenses is a tool that helps meet top


management goals.

Controls
cost and
errors Improves
Streamlines employee
expense productivity
reporting
Enforces policies/
Accessible statutory regulations
anywhere compliance

Advantages of Using Oracle Internet Expenses

Copyright © 2007, Oracle. All rights reserved.


Expense Reporting Process
Accounts Approved:
Employee Payables Creates payment;
Manager notifies employee
creates department
approves report
expense approves report
report

Internet
Payables Expenses
Rejected: Adjusted:
Workflow notifies Creates payment;
employee notifies employee

Copyright © 2007, Oracle. All rights reserved.


Entering Expense Reports

You can enter expense reports in these products:

Oracle Oracle Internet


Payables Expenses

Web Spreadsheet
Expense Reports Invoices
Window Window

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Entering Project-Related Expense Reports

Enter Project-Related Expense Reports in the Invoices


Window

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Expense Report Export Program

Converts expense reports


created in the following
applications into Payables
invoices:

• Payables
• Internet Expenses

Expense Report Export Program

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Expense Report Templates

You use the Expense Report Template window to


define templates based on the expense report forms
you regularly use in your enterprise.
You can define default values for expense items, and
you can then choose those items from a list of values
when you enter expense reports.

Copyright © 2007, Oracle. All rights reserved.


Expense Report Templates
for Internet Expenses

If Internet Expenses is implemented, employees can enter


expense reports using a standard Web browser. Only
templates that have the Enable for Internet Expenses
option enabled are available for use with Internet
Expenses.

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Taxes on Expense Reports

Expense reports use E-Business Tax to automatically


calculate the applicable taxes during Expense Report
Export.

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Entering Foreign Currency
Expense Reports

Foreign currency expense reports are subject to the


same system requirements as foreign currency
invoices.
You can only apply advances (prepayments) that have
the same currency as the expense report.

Copyright © 2007, Oracle. All rights reserved.


Applying Holds to Expense Reports

At any time before you submit Expense Report Export


for an expense report, you can apply a single User–
defined hold to an expense report.
This prevents payment of the invoice Payables creates
from the expense report.
Subledger accounting entries are not created if you
select a hold that prevents accounting.

Copyright © 2007, Oracle. All rights reserved.


Applying Advances Against
Expense Reports

You can pay an employee an advance (prepayment) and


later apply the advance against an expense report to
reduce the amount you pay for an expense report.

Expense Report
$1500
$500 Travel $1000
Advance Unpaid Balance

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Modifying and Reviewing
Existing Expense Reports

You can review and modify Payables expense reports


in the Expense Reports window or the Invoices
window.
If you have successfully exported an expense report
using Expense Report Export, then you can view it but
you cannot modify it.
Use the Audit module in Internet Expenses to review
Internet Expenses expense reports

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Paying Expense Reports

Payables will pay invoices only. Submit the Expense


Report Export program to have Payables create invoices
from expense reports. You can then create payments for
the invoices.

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Procurement Cards

Procurement cards allow qualified employees to purchase


items directly from suppliers.
You can use procurement cards to streamline your
Procure-to-Pay process, reduce transaction costs, and
eliminate low-amount invoices.

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Procurement Card Process

Approved:
Validate and Verify Send for Create invoices;
Procurement Card Management ready for validation
Transactions Approval and payment

Load
AP_EXPENSE_FEED
_LINES_ALL
Adjusted:
Rejected: Create invoices;
Workflow notifies ready for validation
employee and payment

Copyright © 2007, Oracle. All rights reserved.


Setting Up Procurement Cards
and Credit Cards

Set up credit card programs to manage your


enterprise’s credit card and procurement card
requirements.
• Travel = Employees who enter credit card
transactions on expense reports.
• Procurement = Employees who use procurement
cards to purchase items directly from suppliers.

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Code Sets Window

You use the Code Sets window to define sets of credit card
codes for your procurement cards. Payables uses these
codes to create default accounting distributions for
transactions that you import from your credit card issuer.

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Card Programs Window

You use this window to define your credit card


programs for each card issuer. You define the supplier
and supplier site for your card program. You also
specify which transaction statuses to exclude when
you automatically create an invoice for your card
issuer.

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GL Account Sets Window

You use the GL Account Sets window to create a list of


values of GL accounts that your employees can use to
correct account information for their procurement card
transactions, if you allow your procurement card holders
to update transaction accounts.

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Profiles Window

You use this window to define profiles for the various


types and levels of spending you allow for procurement
card holders. You assign a credit card profile to each card
that you assign to a card holder.

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Credit Cards Window

You use the Credit Cards window to define the credit cards
distributed to your employees. Enter an employee name
and credit card number, and assign a card profile.

Copyright © 2007, Oracle. All rights reserved.


Summary

In this module, you should have learned how to:


• Describe the expense report process
• Enter expense report templates
• Enter expense reports
• Apply advances
• Identify key expense related reports
• Set up credit card programs

Copyright © 2007, Oracle. All rights reserved.