FUSION EXPENSES USER MANUAL

User Manual for Fusion Expenses

Xanitos Inc.

TABLE OF CONTENTS

Create Expense Report .............................................................................................................................................. 3

Manager Approval for Expense Report Submitted ............................................................................................. 7

Auditor Approval for Expense Report Submitted .............................................................................................. 9

Creation of Invoice .................................................................................................................................................. 13

Expense Infotiles ...................................................................................................................................................... 17

Expense Items Infotile ............................................................................................................................................ 17

Expense Reports Infotile ....................................................................................................................................... 18

Approval Infotile .................................................................................................................................................... 19

Create Expense Report

Prerequisites

Employee Role is assigned to User

Employee has incurred expenses and the same is reimbursable from company

Process Summary

You can use the Expenses Work Area to enter cash and corporate card transactions as expense items. Once entered, you can:

Create a New Expense Report by creating Expense Items

Save the expense items temporarily in the Expense Items region of the Overview page for inclusion in a future report.

Add the expense items to a new expense report.

Add the expense items to an existing expense report.

1. After you login, the system will take you to the Home screen (below).

2. In about me tab select Expenses

3. Click on Create Report in order to submit a New Expenses Report

4. Add the Purpose of creating Expense Report and then navigate to Create Expense Item

5. Add the required details like date, amount, no. of days involved, name of merchant, attach

the receipts if any, and then click on Save and Close or save and create another if more than

one expense item.

6. After agreeing to the Terms and Conditions as per the company policy the expense report

would be further submitted for Approval

7. User would get a Notification once the Expense Report is submitted for Approval.

8. Once the report is submitted the status can be checked from the tab “ In Approval”

Manager Approval for Expense Report Submitted

Prerequisites

Expense Report is Submitted by Employee

Process Summary

Expense report approval is an activity flow that begins when an employee submits an expense report for approval. An approval notification is then sent by the application to the employee's approver, typically a manager or a supervisor, who reviews the request for approval and takes appropriate approval action.

Expense report approval is an activity flow that consists of the following actions: • The employee submits an expense report. • The approver receives an approval request. • The approver takes approval action.

1. After the expense report is submitted by the employee the Manager would get the

Notification requiring approval for the same.

2. After verifying the details manager would approve the report. The Manager can also reject,

reassign, request for more information and suspend the report.

Once the report is approved by Manager, the User will receive notification for the same.

Auditor Approval for Expense Report Submitted

Prerequisites

Expense Report is approved by applicable Manager

Employee has not withdrawn the expense report and the same has the status Pending Auditor’s Approval

Process Summary

After approval of an individual's expense report by the applicable managers, the Audit Expense Report activity enables an expense auditor to examine, verify, and if necessary, adjust or short pay any expense report amounts to be paid. Expense auditors can take various actions, which include completing audits, rejecting expense reports, requesting additional information from individuals, warning individuals, waiving receipts, releasing payment holds, and confirming managers' approval.

1. Once the expense report is approved from Manager, the same would now be forwarded for

Auditor’s Approval. Navigate to Navigator > Expenses > Auditing.

2. Navigate to Manage Expenses Report where the expenses report seeking auditor's report is

visible. Add the parameters in Search Criteria.

3. Select the expense report that needs to be audited and click on “Audit Expense Report”.

4. The auditor would verify the necessary details like receipts attached, account combination,

amount of reimbursement, date of audit etc. Once the expense report is verified the auditor

would click on “Complete Audit” in order to complete the audit process and initiate

approval

The auditor would get a Confirmation message, click on Ok and the report is Approved.

The employee/user would also receive a Notification for expense report approved. The expense

report is now ready for payment. Employee/user would navigate to Navigator > Expenses

search icon and to check the status of the expense report.

Creation of Invoice

Prerequisites

Expense Report is approved from all applicable Approvers

Process Summary

Oracle Fusion Expenses provides reimbursement functionality that ensures employees are reimbursed for business expenses. Expenses use Oracle Fusion Payables to process expense reports for reimbursement. To reimburse employees, the expense auditor runs the Process Expense reimbursement. After payment requests are created in Payables, employees are paid by Oracle Fusion Payments. This topic explains how payment requests (invoices) are generated in Expenses and how they are processed in Payables.

1. Once the expense report is approved by the Expense Auditor, the request for creating

Payable Invoices would be submitted. Navigate to Auditing > Process Expenses

Reimbursement and Cash Advances.

2. Once the request is processed successfully, navigate to Navigator > Payables > Invoices >

Manage Invoices. Search for the invoice, the invoice number is same the expense report

number.

3. Click on invoice number and edit invoice in action tab.

4. Select Detail icon to see the project number If any used in Expense report

5. In invoice Action Validate invoice and post to ledger to see the effect on accounting.

Click on view accounting to see the distribution account.

Expense Infotiles

The redesigned Expenses work area provides you with a clear overview of the status of your expense items, reports, cash advances, and items that require your action. This information is summarized into five infotiles. All items that require your action are highlighted in red for clarity. Each infotile has a corresponding detailed view, which is displayed below the tile.

Expense Items Infotile

When you navigate to the Expenses work area, the default view is the Expense Items infotile. The detailed view of the Expense Items infotile shows all expense items that are not included in any expense reports.

The Expense Items infotile highlights ‘Cash’ – Number of cash expenses that are not included in

any expense reports. Cash expenses include expenses that you paid in cash or with your personal credit cards.

You can click the links on these actionable items to view the corresponding expense items and take additional actions or drill down for a detailed view. The Expense Items infotile displays 0 if there are no expense items that require any action.

Click on select all in action tab to include all cash items in expense report.

Expense Reports Infotile

The Expense Reports infotile summarizes the status of your expense reports that are not paid or ready for payment. A quick overview allows you to easily identify the reports that need your attention.

The Expense Reports infotile highlights three actionable items.

Requires Action-Total number of reports that require additional information from you,

reports that are short paid, and reports that are awaiting receipt submission. Any reports that your delegates submit for you that require your review are also included in this count. As these reports require immediate attention, the count is highlighted in red.

In Progress-Number of expense reports that are in Rejected, Saved, Withdrawn, or Returned status.

In Approval-Number of expense reports that are awaiting approval by managers or auditors.

You can click the links on these actionable items to view the corresponding expense reports. The Expense Reports infotile displays 0 if there are no expense items that require any action.

Approval Infotile

The Approvals infotile summarizes the number of approval requests for expense reports and cash advances that await your action. You can click the links on the counts to view the corresponding approval requests and take additional actions or drill down for a detailed view. The Approvals infotile is displayed only if you have any approval requests that require your action.

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