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Saturday, August 18, 2012 Posted by M Jagadeesan
Oracle Internet Expenses/iExpense setup
Oracle Internet expenses is an iModule of Oracle. This module is used to allow employees of an
organization to enter their expenses which are to be claimed from the organization. The
iExpense module is very closely linked to Payables module, in fact you can think of this module as
a sub module to Payables. A good part of setup is done in AP module itself. If this module is not
implemented in Oracle then expense reports can be directly created in AP. This module gives the
flexibility of giving all employees to enter their own reports instead of a central desk creating
expense report invoices for all employees. The module is in Self Service and hence the pages are
in OA Framework, i.e. JSP pages that are light weight and can be easily accessed on a lower
bandwidth internet connection.
The flow within iExpense module is the following,
Employee enters expenses and creates an expense report.
Employee submits expense report.
Expenses workflow is kicked off.
A notification goes to the approver based on the cost center entered by the user and the
employee’s supervisor hierarchy
On approval the workflow sends a notification to the iExpense auditor
Auditor completes audit.
The workflow sends a notification to the Payables administrator
On approval from Payables administrator the workflow ends and the employee is notified that
his expense report is ready to be paid.
At this stage the role of iExpense is over and Payables module takes over. The expense report is
imported into Payables to create AP Invoices to be paid off to the employee. The seeded import
program, “Import Expense Reports” is used to import expense report and create the invoices.
The setup steps for iExpense is given below
Tax Code setup
Responsibility: Payables Administrator
Navigation: Setup > Tax > Codes
Tax codes
Expense Report Template setup
Navigation: Setup > Invoice > Expense Report Templates
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Template setup
Create the various templates here. The expense items for each template will correspond to which
heads the user can use when they select the template.
Scroll right
Template setup
Select the GL account that should correspond to the expense item. This will default on the
expense allocation page in the expense report
Scroll right to the end
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Template setup
Select the Policy applicable to the expense report.
Select Define itemizations button
Itemization
This form shows which items should be itemized. Now we’ll setup the default template for this
operating unit.
Setup Pay Group
Navigation: Setup > Lookups >Purchasing
Query for Lookup Type, PAY GROUP.
Inventory Flexfield Structure Definition
for a Foo...
Purchasing and Inventory Accounts
commonly defined...
How to create Custom Address Styles
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Revenue Recognition and Invoicing
Rules explained
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R12 Multi-Org Access Control - Setups
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Oracle R12 AP New Features
How to Assure a Successful ERP
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AP Suppliers in R12-Oracle R12
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Oracle R12
Intercompany Setups -Oracle R12
Invoice Grouping Rules in Receivables
R12
Transaction Dates for Auto Invoices in
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Types of Invoices in Oracle Payables-
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Collection Element 'REV' has no LOV in
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Bank model in Cash Management -
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Accounting setup in Oracle General
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Form Personalization in Oracle
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Oracle EBS: Banks
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Pay Group
Create the pay group which will be assigned to the AP invoices imported from iExpense into AP.
We have created PAY_ALONE_INT.
Payables Options
Navigate to Setup > Options > Payables
Select Tax Defaults and Rules tab
Tax defaults and rules
Click on Currency tab
ACCRUAL v/s CASH Basis Accounting
JOURNAL IMPORT
GL TERMINOLOGY
TRANSLATION in General Ledger
SUMMARY ACCOUNTS IN General
ledger
ROLL UP GROUPS IN General Ledger
AUTO POST in General Ledger
JOURNAL APPROVAL
Accounts Payables Close Process
Order to Cash Cycle
RECURRING JOURNALS – 3 TYPES OF
JOURNAL ENTRIES
PROFILE OPTIONS IN ORACLE APPS
R12 - OVERVIEW (FND...
Quick access to
documents/transactions from
Naviga...
How to change priority for a concurrent
request
Open multiple forms in an Oracle apps
session
Oracle password recovery method
Create a purchase order from a
requisition
SQL queries to get Requisition, PO and
PO Receipt ...
How to reassign an approval
notification to an app...
Enable PO buyers to view PO workflow
status
Profile Option at Responsibility level
using SQL
Defining Sets of Books -Oracle
Problem in deleting GL Batch
(UNPOSTED)
New Profile Option "SLA: Disable
Journal Import"
AP Invoice Approval workflow setup
and usage
Configuring custom
Build/Format/Remittance program...
Oracle Single Payment process
Oracle Batch Payment process
Delete expense reports for resigned
employees from...
Using Pay groups with suppliers
Oracle Internet Expenses/iExpense
setup
Oracle Approvals Management (AME)
setup and testin...
How to add funds to an account after
Budget has be...
GL Funds check functionality
Bank Statement Load & Import process
in Cash Manag...
Bank Statement Reconciliation process
in Cash Mana...
Use custom Profile Options/Lookups
Descriptive FlexField
Oracle Application 11i - Responsibility
and User C...
Set Default Printer and Report Copies
for an user ...
Oracle apps Forms Personalization
Purchasing Setup: Min-Max Planning
Profile Options In INV,PO,OM,MS/MRP
Auto Invoice
Creating an Event Alert-Alerts in Oracle
Creating a Periodic Alert-Alerts in
Oracle,
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Currency
If Use Multiple Currencies is checked then the expense reports as well as the AP invoices, can be
entered in all the currencies other than the default currency of this set of books.
Select Expense Report tab
Expense Report
The default template is set here, as well as Payment Terms and other parameters. Note that we
have attached the Pay Group, we had created for Expense Reports, in this form.
Financials Options
Navigation: Setup > Options > Financials
Select Accounting tab
Application Implementation
Methodology
Oracle Aim Methodology
Download Oracle AIM (Applications
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Application Implementation
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Defining Alerts-Oracle
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Warehouse Management Setup
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Basic Journal Entries -General Ledger
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Creating Journal Batches
Entering Journals -General Ledger
Entering Journal Lines
Entering Taxable Journal Entries
Entering Foreign Currency Journals
Entering Statistical Journals
Changing a Batch Period
Changing the Journal Entry Currency
The GL Journal Approval Process
obtains the necess...
Allocation Entries-General Ledger
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Accounting
Expense Clearing Account will be the default liability account for iExpense expense reports
imported in to Payables.
Click on Human Resources tab
Human Resources
Set the Expense Reimbursement Address to the supplier site. Check “Use Approval Hierarchies”
box so that workflow uses the employee hierarchy if you do not want to use AME.
Credit Card setup
To setup credit card expense report usage navigate to Setup > Credit Cards > Card Programs
Credit card setup for employees
Skeleton Journal Entries -General
Ledger
MassAllocations -Creating
MassAllocation Batches-C...
AutoAllocations-General Ledger
Recurring Journals -General ledger
Creating Recurring Invoices
How to Set Printer in Pl/SQL Program
Journals - Creating Skeleton Entries
APPROVAL ON 3WAY MATCH INVOICE
THRU APXINWKB DOES ...
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RECURRING FAQ
R12 Subledger Accounting (SLA)
P2P and O2C: Procure to Pay and
Order to Cash Cycl...
Data flow for Order-to-Cash cycle
Oracle Apps – iProcurement –
Extracting Items to C...
iProcurement – Enabling DFFs on
iProcurement
Setup
Shopping
Data flows in iProcurement
Overview of iProc
Oracle iProcurement
Accounting For Oracle Receivables
AP Invoice Technical Details with
Functional Input...
Basic Steps to Enable Multi-Org
Purchase Orders - Controlling
(Canceling, Closing,...
General Ledger Setup Steps In Oracle
Applications
Drop Shipment Functional Process and
Technical Inf...
Back to Back Order Functional and
Technical Flow
Disable Password Prompt for Examine,
Trace, Debug,...
List of Profile Options in Oracle HRMS
R12
Disable all Personalizations done on a
Instance
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CRM and Order Management
Integration
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Purchase Order Types
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Payables Setup
Accounts Payable
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Parent
Preparing Subsidiary Data
Mapping Subsidiaries to Your Parent
State Controller
Consolidation Workbench
Consolidation Process
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Enter the details of the corporate credit card program, like the credit card issuing organization, the
currency, expense clearing account, etc.
Enter the individual cards attached to each employees here,
Navigate to Credit Cards > Credit Cards
Employee credit card
Now employees will be setup to enter credit card expenses that will actually come from the credit
card issuing organization.
Signing Limit setup
Create the signing limits for managers who would be approving the expense reports
Navigation: Employees > Signing Limits
Signing limit setup
Enter the signing limits for all the employees who are designated approvers for Oracle Internet
expense reports.
Employees as Supplier setup
Navigation: Suppliers > Entry
Create the supplier entries associated with the employee so that the employee can be reimbursed
for the expenses incurred by him. Also the employee salaries can be paid to him once he is set up
as a supplier.
Financial Reports & Report Sets
Display Group and Set
Content Sets
Column Sets
Row Orders
Row Sets
FSG Basics
Oracle Pricing Module – A Note
Oracle Pricing API
Know the Changes because of R12
Oracle Payment Mod...
Cross Validation Rules in Oracle Apps
AR TO GL Transfer
SIMPLE PLANNING CYCLE WITHIN AN
ORGANIZATION
Supply Chain Management
(SCM) :Techno-functional G...
Oracle Open Interfaces Lession 5
Submitting Requests Through SRS
Tax Reporting Entities
Trial Balance Reports in General Ledger
Intercompany Transactions for Multiple
Companies U...
Consolidating Multiple Companies using
a Single Se...
Intercompany Accounting for Multiple
Companies wit...
Budget Formula
Entering Budget Journals
Entering Budget Amounts
Budget Organizations
Defining Budgets
Recurring Journals
Mass Allocation
Allocating Amounts with Recurring
Journals and Mas...
Journal Approval Overview
Entering Journals
Opening and Closing Accounting
Periods
Budgetary Controls
System Controls
Document Sequences
Release R12
Statistical Units of Measure
Summary Accounts
Shorthand Aliases Window
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Suspense Accounts
Automatic Journal Reversal
AutoPost - Posting Journal Batches
Automatically
Journal Approval
Encumbrance Types
Journal Categories
Journal Sources
Sets of Books
Currencies
Transaction Calendars
Accounting Calendars
Period Types
Account Combinations
Chart of Accounts
Accounting Setups
Letter Of Credit
Fixed Assets
Consolidated Statements and
Eliminating Entries
COGS Cost of Goods Sold
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Employee as Supplier
Note that the Type of supplier is Employee and the employee Number is entered in Classification
tab. Click on Sites.
Supplier site
The supplier site for the employee is displayed. Note that the Site Name is OFFICE as it is set in
the Human Resources tab in Financial Options setup (shown above).
Internet Expenses Setup
Responsibility: Internet Expenses Administrator
Navigation: Internet Expenses Setup
Accounting setup
Click on Accounting tab
Accounting setup
Bills of Receviables, Bills of Exchange &
Promisso...
Account Classification
Revenues and Gains
Expenses and Losses
Cash Account
Permanent and Temporary Accounts
What Is An Account?
Multi–Currency(MRC)
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Financial Reporting
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Encumbrance Accounting
Budgeting
Journal Processing
GL Setup
Basics of Accoutning
General Ledger
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Rules
Units of Measure
Closing a Period
Inventory Pending Transaction
Transfer Transactions to General
Ledger
Inventory Period Close
Oracle Inventory Flexfields
Physical Inventory
ABC Analysis and Cycle Count
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Transactions
Transaction Setup
Inventory Controls
Item Master
Introduction to Items
Implemenation of Inventory
Enterprise Structure
Oracle Inventory
Credit and Debit Memos
Maintaining Invoice and Credit Memo
Transactions
Receivables Application Rule Sets
Oracle Payable Accounting Events
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Types/ Kinds of Accounts
Invoice Reports In Oracle Payables
Oracle Advanced Collections
Oracle Apps Modules List
How To Set Flexible PO Approval Limits
The Importance of Being 12
New Features in Oracle HRMS Release
12
Oracle Published Release Content
Documents for eBu...
Changes to Web ADI Documents in
R12
Confused About Setting Up MOAC in
R12?
Modules in Oracle Apps CRM
Oracle Fusion CRM : Features &
Benefits
Oracle Fusion CRM Reporting
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and User Cre...
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Oracle Payroll R12 - Create Element
Link
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Click on Define button for any Chart of Accounts
Chart of Account
We can define which accounting segment is updatable by the user.
Context or Operating Units setup
Click on Contexts tab
Context setup
Select the operating units which will be enabled for Oracle Internet expense
Policy setup
Click on Policy tab
Policy
Set the various policies as per business requirement.
We have set policy only for meals. Click on Meals
Multiple Payroll and Currencies Setup
Oracle Payroll Costing Concept
New Profile Option "SLA: Disable
Journal Import"
FSG report issue
R12 TCA Bank Model
oracle ERP Integration ( API in R12 )
XML Publisher Concurrent Program -
XMLP
Hierarchy Profile Options
Value Sets
General Ledger Navigation
Oracle Apps Tutorial: How Cost Groups
are used in ...
Oracle Apps Tutorial: Using Date-
Effective Funds C...
After Oracle R12 Upgrade, where did
my Descriptive...
Oracle Personalizations – How to set a
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How to find what’s behind that web
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Procure to Pay - Order to Cash - End to
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Meal policy setup
Click on Update General button for a selected policy
Policy details
Click Next
Meal policy
Select and add the location you want to add in the policy. Click Next
Meal policy location selection
Create period and press Activate button.
Click on Exchange Rates tab on the Policy submenu.
KNOW WHAT IS SUPPLY CHAIN
MANAGEMENT (SCM)? : An O...
SCM Subsystem
ERP Options for “Process Related
Industries” -Aber...
Supply Chain Management
(SCM) :Techno-functional G...
High Level Setup for Inventory (INV)
on R12
Define Inventory Calendar
Inventory Organization – Receiving
Options
Oracle Inventory
Fixed Assets Tables
Oracle 10g RAC Installation on Linux
guests of Ora...
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E-Business Tax Setup: Create First
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E-Business Tax setup: Create Tax
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R12 SLA: Accounting Methods Builder
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A note on sub ledger reconciliation
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Exchange rates setup
The operating unit is defaulted here. We can set the tolerance for exchange rates of different
currencies. Click on Individual Currency Tolerances.
The currencies are displayed for selection
Currency tolerance
Scroll down to the bottom of this form
Define tolerance for selected currency
Procure To Pay Cycle in
Oracle Apps R12 (P2P
Cycle) Here in this post, I
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SQL queries to get Requisition, PO and
PO Receipt details
I had to provide data to auditors on the
Internal & Purchase Requisitions created
by users Purchase Orders created for
the requisitions (i...
AP Invoice Approval workflow setup and
usage
Organizations might prefer to set AP
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approval process before the invoice is
paid off. This is useful fr...
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We have defined a default tolerance of 10% for all currencies
We can have a different tolerance for 1 single currency. Select a currency and click on Add to
Selections button.
Define tolerance for single currency
We have added a special 20% tolerance for EGP currency
Define Tax rules
Click on the Tax tab
Define tax rules
Click on Define button
Tax rules
We can define taxes for merchants in different locations.
Audit Rules
Click on Audit tab
Audit rules
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Audit rules
Scroll down on the form
More audit rules
As you can see above, different operating units can have different audit rules.
Credit Card setup
Click on Credit Cards tab on the top menu
Credit Card
Set the limit on the maximum number of days the credit card transactions will be allowed to wait
before submitting those expenses by the user.
Requests setup
Click on Requests tab
Scheduling Upload requests
The rates can be uploaded from this screen for a schedule, i.e. between any two dates.
Create responsibilities
We need to create iExpense responsibilities to be given to the users so that they can enter the
expenses.
Responsibility: System Administrator
Navigation: Security > Responsibility > Define
Page 13 of 16Oracle ERP 11i/R12 Functional Materials: Oracle Internet Expenses/iExpense setup
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Create responsibility
The responsibility should be enabled for Self Service applications and the menu should be
IEXP_ENDUSER. In the example shown above we are using a customized IEXP_ENDUSER menu.
Set the profile options
We need to set the profile options for this responsibility.
Navigation: Profile > System
Query for profile option, MO: Operating Unit.
Profile options
We have to set another profile option, GL: Set of Books Name, for this responsibility. A list of
iExpense profile options are given below which need to be set as per business requirements.
iExpense
Profile
options
OIE:Allow
Credit Lines
OIE:Allow Non-
Base Pay
OIE:Approver
Required
OIE:CC
Approver Req
OIE:CC
Payment Notify
OIE:Carry
Advances
Forward
OIE:Enable
Advances
Payables
OIE:Enable
Approver
OIE:Enable Bar
Code
OIE:Enable
Cost Center
OIE:Enable
Credit Card
Page 14 of 16Oracle ERP 11i/R12 Functional Materials: Oracle Internet Expenses/iExpense setup
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OIE:Enable
DescFlex Lines
Only
OIE:Enable
Expense
Allocation
Splitting
OIE:Enable
Expense
Allocations
OIE:Enable
Policy
OIE:Enable
Project
Allocations
OIE:Enable
Project
Expenditure
Organization
OIE:Enable Tax
OIE:Grace
Period
OIE:Purpose
Required
OIE:Report
Number Prefix
At this point iExpenses is ready to be used by the organization. We now need to provide the
responsibility to the users.
User setup
The Securring Attribute, ICX_HR_PERSON_ID, has to be set to the person id of the user, who is
an employee, to the person_id as set in PER_ALL_PEOPLE_F table.
Securring attribute for user
Note: If the securring attribute is set on an Apps user to which no employee is connected, then
this user will be able to enter expense reports for the employee whose person id is attached to this
user in the securring attribute.
Now the user is ready to enter expense reports. Similarly we have to set up other users so that
they can access iExpense responsibility to enter expense reports.
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Page 16 of 16Oracle ERP 11i/R12 Functional Materials: Oracle Internet Expenses/iExpense setup
2/18/2013http://oracleerpfunctional.blogspot.com/2012/08/oracle-internet-expensesiexpense-setup.ht...