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Payables_Expence Report

The document provides a detailed guide on creating and managing an Expense Report Template within the Payables Manager window. It outlines steps for setting up the template, including defining expense items, enabling internet and mobile submissions, and specifying requirements for receipts and justifications. Additionally, it explains the process for creating an expense report, verifying receipts, and generating payable invoices from the expense report data.

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Ali
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4 views25 pages

Payables_Expence Report

The document provides a detailed guide on creating and managing an Expense Report Template within the Payables Manager window. It outlines steps for setting up the template, including defining expense items, enabling internet and mobile submissions, and specifying requirements for receipts and justifications. Additionally, it explains the process for creating an expense report, verifying receipts, and generating payable invoices from the expense report data.

Uploaded by

Ali
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Expense Report Template

Navigate to Payables Manger Window


Payables Manger Responsibility
Setup → Invoices → Expense Report Template
❖ Enter the “Operating Unit”, the required “Template Name” & the
“Description”.
❖ Enter if it required the “Inactive On”: this field indicates the date when the
expense report template becomes inactive. If left blank, the template remains
active indefinitely.
❖ There are two other options:
▪ Enable for Internet Expense: This option enables the expense report
template to be used for internet-based expense submissions. When
enabled, employees can submit expenses using web-based applications or
portals.
▪ Enable for Mobile Expense: This option enables the expense report
template to be used for mobile-based expense submissions. When
enabled, employees can submit expenses using mobile apps or devices
❖ Assign Card Expense Card is likely a feature within Oracle EBS's Expense
Management module that allows you to associate a specific corporate credit card
with an employee's expense report template.

Note: When an employee submits an expense report using a template associated with their card, the
system can potentially automate the reimbursement process by fetching transaction data directly from the
card issuer based on the date range specified in the report. The system can then potentially reducing
manual data entry and speed up the reimbursement process.
❖ This section is where you define the specific expense items that can be included
in the template
The "Internet Expenses Attributes" section of an expense report template allows you to
define various rules and requirements for expenses submitted through the internet.

Prompt:

• This field allows you to define a custom prompt or message that will be
displayed to employees when they submit expenses using this template.

Viewable from All Templates:

• If checked, this option allows employees to view and use this template regardless
of their assigned expense report templates.

Justification Required:

• This option determines whether employees are required to provide a justification


for expenses submitted using this template. You can choose between "Only with
Violation" (justification is required only if the expense violates company policies)
or "Always."

Calculate Amount:

• If checked, the system will automatically calculate the expense amount based on
the provided details (e.g., quantity, rate).

Require Receipt For:

• This dropdown allows you to specify whether a receipt is required for cash or
credit card expenses.

Cash Require Receipt Above:

• If you require receipts for cash expenses, you can specify a minimum amount
above which a receipt is mandatory.

Credit Card Require Receipt Above:

• If you require receipts for credit card expenses, you can specify a minimum
amount above which a receipt is mandatory.
Number of Duplicates Allowed:

• This field allows you to specify the maximum number of duplicate expense
entries that are allowed within a single expense report.

Define Itemizations:

• This button allows you to define specific itemizations or categories that can be
used within this expense report template.

❖ Then click on “Save”


Create Expense Report

Navigate to Payables Manger Window


Payables Manger Responsibility
Invoices → Entry → Expense Reports
Fill in the Header Information:

❖ Select (Name of the employee - GL Account – Date – Currency - Template)

❖ Enter (Invoice Num – Amount)


Fill in the Lines Information:

From “Accounting Tab”

Enter (Expense Item – Amount – GL Account)


❖ You can add Item Name, Document Number, Tax Reg Number, Taxpayer ID

from “Merchant Tab”


You can see The Receipt Date and Country of supply from “Receipt Tab”
You can see Receipt Currency, Receipt Amount and Exchange Rate From
“Currency Tab”
From “Expense Audit Tab” You can Verify the Receipts by clicking on
“All Verified” Button.

Once you click on the button, the correct sign will appear in the checkbox.
Make sure that it’s reviewed By Payables and Management

Click “Save”
Run Request “Expense Report Export”

❖ View → Request

❖ Click on “Submit New Request”


Enter The Report Name
Select the Parameters:
❖ Select the Source “Payables Expense Report”, So it will generate payable invoice
❖ Enter GL Date
❖ Enter Organization Name

Click OK
Then Click Submit
❖ A concurrent request will appear, go to request to see its status, click No

Click Find
This is the Request we Run, and its phase is Completed
Generated Payables Invoice
Navigate to Payables Manger Window
Payables Manger Responsibility
Invoices → Entry → Invoices
❖ Click Find to Search for the Invoice
❖ Select the Date Criteria (The invoice Date you select on the Expense Report)
❖ Click Find
❖ You will see the invoice generated from the “Expense Report”

❖ Invoice type is “Expense Report”

❖ Make sure that the invoice num and invoice amount is the same as existed on
Expense Report

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