internet expenses oracle

7/27/2019 Internet Expenses Oracle

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Oracle Internet Expenses AnImplementation Case Study

Copyright 2008 KOMORI Corporation. All Rights reserved.

Rebecca Reeve

Accounting ManagerKomori America Corporation


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About Komori America Corporation

Komori is a premier manufacturer of sheetfed and web offset printingequipment, headquartered in Tokyo, Japan, and serves customers

around the globe. Komori America Corporation, the US subsidiary of Komori, is located

in Rolling Meadows, IL and provides sales and service throughout theUnited States

Komori is a premier manufacturer of sheetfed and web offset printingequipment, headquartered in Tokyo, Japan, and serves customers

around the globe. Komori America Corporation, the US subsidiary of Komori, is located

in Rolling Meadows, IL and provides sales and service throughout theUnited States

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Oracle Applications Implementation at Komori

Go-Live April 1, 2007

Modules include: Financials, Projects,Inventory, Order Management, Field Service,Installed Base, Bill of Materials

Each Press is in Installed Base and also

Go-Live April 1, 2007

Modules include: Financials, Projects,Inventory, Order Management, Field Service,Installed Base, Bill of Materials

Each Press is in Installed Base and also

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Exists as a Project Project Numbers Include: Model, Serial

Number and Extension (-01 for New PressSale and -02 and on for Used Press Sale)

Approximately 100 users

Exists as a Project Project Numbers Include: Model, Serial

Number and Extension (-01 for New PressSale and -02 and on for Used Press Sale)

Approximately 100 users


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Objectives of Internet Expenses Implementation

Automate the Travel Expense

Business Rules

Consistency of ExpenseSubmission and Reimbursement

Automate the Travel Expense

Business Rules

Consistency of ExpenseSubmission and Reimbursement

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Reduce Processing Time inAccounting Department

Reduce Processing Time inAccounting Department


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Obstacles of Internet Expense Implementation

Outdated Business Travel Expense Policy

Computer Abilities of Employees

Internet Connection Ability of Employees

Outdated Business Travel Expense Policy

Computer Abilities of Employees

Internet Connection Ability of Employees

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Projects/Presses

Change Management

Oracle Time and Labor Implementation

Project Running Parallel

Projects/Presses

Change Management

Oracle Time and Labor Implementation

Project Running Parallel


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Oracle Internet Expense Project Details

Project Team Consisted of: ServiceCoordinator, Human Resources Director,

Sales Coordinator, Payables Supervisor,Accounting Manager/Oracle Support,Project Manager, IT Manager

Project Team Consisted of: ServiceCoordinator, Human Resources Director,

Sales Coordinator, Payables Supervisor,Accounting Manager/Oracle Support,Project Manager, IT Manager

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provide OIE Expertise and ChangeManagement Support

Timeline: Started June, 2008 with Rolling

Go-Live Starting October, 2008 OIE.J was Implemented

provide OIE Expertise and ChangeManagement Support

Timeline: Started June, 2008 with Rolling

Go-Live Starting October, 2008 OIE.J was Implemented


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Oracle Internet Expense Setup Details

Two Templates one for Sales and Administrative

Personnel and one for Field Service Personnel

Service Template has Expense Types with Connections

to Project Expenditure Types to Enable Charging Projects/Presses

- Installation

Two Templates one for Sales and Administrative

Personnel and one for Field Service Personnel

Service Template has Expense Types with Connections

to Project Expenditure Types to Enable Charging Projects/Presses

- Installation

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- Warranty- Chargeable

- Non-Chargeable/Non-Warranty

Sales Template has Expense Types with GL Account Number

Definitions Defined Custom Extension to Restrict Entry of Expenses over 60 days

old

- Warranty- Chargeable

- Non-Chargeable/Non-Warranty

Sales Template has Expense Types with GL Account Number

Definitions Defined Custom Extension to Restrict Entry of Expenses over 60 days

old


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Oracle Internet Expense Setup Details (contd)

Defined Company Paid Airfare Expense Type that

Employee Enters as a Negative number

Justifications Required for Selected Expense Types

Such as Gifts and Entertainment

Use Justification field on Milea e Ex ense T e to State Where

Defined Company Paid Airfare Expense Type that

Employee Enters as a Negative number

Justifications Required for Selected Expense Types

Such as Gifts and Entertainment

Use Justification field on Milea e Ex ense T e to State Where

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Employee was Going Receipt Required Dollar Limits used Extensively on Expense Types

Tools Expense Type limit set to $0.00

Per Diem Rate Schedules Defined for Both National and International

Rates

Custom Extension used for Mileage Reimbursement Calculations

Employee was Going Receipt Required Dollar Limits used Extensively on Expense Types

Tools Expense Type limit set to $0.00

Per Diem Rate Schedules Defined for Both National and International

Rates

Custom Extension used for Mileage Reimbursement Calculations


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Project Issues and Complications

How to get Employees to Accept new Expense

Report System? Hired Change Management expert who interviewed Employees,

wrote Newsletters about the Project, created User Guides andtrained the Trainers

How to get Employees to Accept new Expense

Report System? Hired Change Management expert who interviewed Employees,

wrote Newsletters about the Project, created User Guides andtrained the Trainers

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Worked with Human Resources and Executive Management to

write an updated and more comprehensive Business TravelExpense Policy.

How do Employees Charge Expenses to Projects?

Created a Custom Program to create Allocations for each employeebased upon open Service Requests and the Installed BaseInstances

Worked with Human Resources and Executive Management to

write an updated and more comprehensive Business TravelExpense Policy.

How do Employees Charge Expenses to Projects?

Created a Custom Program to create Allocations for each employeebased upon open Service Requests and the Installed BaseInstances


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Project Issues and Complications (contd)

Per Diem Calculations Had to adjust Per Diem Rate Schedules several times to get the correct

calculations for Same Day and Last Day rates. Needed several patchesto get it working.

Mileage Reimbursement Calculations Different Mileage Reimbursement rates based on whether Employee

Per Diem Calculations Had to adjust Per Diem Rate Schedules several times to get the correct

calculations for Same Day and Last Day rates. Needed several patchesto get it working.

Mileage Reimbursement Calculations Different Mileage Reimbursement rates based on whether Employee

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receives Auto Allowance or not. Implemented DFF on Employee recordand had Custom Extension look at that field. Rates defined in Mileage RateSchedule.

Validation of Project, Task and Expenditure Type

Frequent errors in choosing Expense Type and Allocation combination sentExpense Reports to SysAdmin. Created custom message to notify employeewhen combination was not valid. Subsequently found Roll-up Patch for OIE thatgives this validation.

receives Auto Allowance or not. Implemented DFF on Employee recordand had Custom Extension look at that field. Rates defined in Mileage RateSchedule.

Validation of Project, Task and Expenditure Type

Frequent errors in choosing Expense Type and Allocation combination sentExpense Reports to SysAdmin. Created custom message to notify employeewhen combination was not valid. Subsequently found Roll-up Patch for OIE thatgives this validation.


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Project Issues and Complications (contd)

How does Service Department Bill Expenses to Customers? Created a Custom Report to Summarize Employee Expenses by Service

Request and Week. Service Department Runs Report and Enters Charges toService Requests from the Report.

How to Impose Dollar Limits on Expense Reimbursement? $30 Internet Connection Reimbursement used Rate Schedules

How does Service Department Bill Expenses to Customers? Created a Custom Report to Summarize Employee Expenses by Service

Request and Week. Service Department Runs Report and Enters Charges toService Requests from the Report.

How to Impose Dollar Limits on Expense Reimbursement? $30 Internet Connection Reimbursement used Rate Schedules

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Annual Office Supply Limitation had to define a custom extension How to Process Expense Reimbursements that Fall Outside of

Policy or the Date Restriction? Defined a manual Expense Reimbursement form and

process that requires Executive VP approval

Annual Office Supply Limitation had to define a custom extension How to Process Expense Reimbursements that Fall Outside of

Policy or the Date Restriction? Defined a manual Expense Reimbursement form and

process that requires Executive VP approval


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Results of Internet Expense Implementation

Started Roll-out in Early October, 2008

Rolled Out Between 8 10 Employees each Week

Finished Roll-Out by Late December, 2008

Team Members were Assigned to Train Employees in Their Area and

Started Roll-out in Early October, 2008

Rolled Out Between 8 10 Employees each Week

Finished Roll-Out by Late December, 2008

Team Members were Assigned to Train Employees in Their Area and

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Change Management Communications Started in September, 2008 andContinued During the Roll-Out

Processing Time in Accounting Department has been Reduced by at leasthalf

Customer Billing Processing Time in Service Department has beenDrastically Reduced and Simplified

Able to Apply Business Travel Policy Consistently Across the Company

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Change Management Communications Started in September, 2008 andContinued During the Roll-Out

Processing Time in Accounting Department has been Reduced by at leasthalf

Customer Billing Processing Time in Service Department has beenDrastically Reduced and Simplified

Able to Apply Business Travel Policy Consistently Across the Company


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Lessons Learned

Hiring Outside Resource to doChange Management was Worth the

Money Having Team Members Train and

Support their Areas Made them

Hiring Outside Resource to doChange Management was Worth the

Money Having Team Members Train and

Support their Areas Made them

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the Project

Rolling Go-Live was very Effectiveand Relatively Easy to do

the Project

Rolling Go-Live was very Effectiveand Relatively Easy to do


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Questions ?

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Contact Information

Rebecca ReeveRebecca Reeve

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[email protected]


[email protected]

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