iExpense Setup in Oracle

iExpenses Setups In R12

Context Definition :
Navigation :Internet Expenses Setup and Administration à Internet Expenses Setup à Context

• Navigate to the web page by following the navigation given above.
• Select the operating units for which iExpenses setups need to be done.
• Click ‘Add to Selections’ for the policy and location setups to be applicable to the selected operating units.

Accounting :

Navigation: Internet Expenses Setup and Administration à Internet Expenses Setup à Accounting

• Navigate to the web page by following the navigation given above.
• Select enabled for Accounting segment (entity, Cost center, Account etc) you want to update default value. 

Exchange Rate Defaults :

Navigation : Internet Expenses Setup and Administration à Internet Expenses Setup à Policy à  Exchange Rates

For foreign currency transactions, the exchange rate defaults need to be set in order to covert the amounts into functional currency.   

Setup : Navigate to the web page by following the navigation given above.

Click ‘Define Defaults’.

Enable the defaults, default exchange rate, exchange rate types etc.

Click ‘Apply’.

Future Date Tolerance :

Navigation : Internet Expenses Setup and Administration à Internet Expenses Setup à General à  Options à Future Expenses

To set tolerance for expense claims where in employee enters a future date.

Navigate to the web page by following the navigation given above.

IExpense DFF:

Navigation : System Administrator à Application à Flexfield à Descriptive à Segments

Descriptive Flexfields can be used to capture additional information on various screens for iexpense.

• Select Application Name as 'Payables'
• Select Title as 'Expense Report'
• Click on segment Button
• Add value for DFF attribute.

Expense Template:

Navigation : Payables Manager  à Oracle Payables à Setup à Invoice à Expense Report Templates

The templates setup here will appear in iExpenses when employees want to raise expense claims. The ‘Expense Item’ fields will appear as a drop down once the templates are selected and the policies are enforced on each of these.  

• Follow the navigation to the Expense Report Template window as mentioned above.
• Enter the operating unit for which the template is being setup.
• Enter the template name, description and Enable these for iExpenses.
• Click ‘Save‘.

Define Audit Rule:

Navigation : Internet Expenses Setup and Administration à Internet Expenses Setup à Audit

 Navigate to the web page by following the navigation given above.

• Select value for drop down value " Assign audit queue auditor for an expense report" as " After Manager approval".
• Press Apply
• Now assign the rule to all operating units
• Press Update

Define Notification Rule :

Navigation :Internet Expenses Setup and Administration à Internet Expenses Setup à Audit à Notifications 

• Navigate to the web page by following the navigation given above.
• Enter Rule Name
• Select Value for "Notify Individuals" as " when receipt are received" 
• Select value for overdue Receipt notification 
• Press apply
• Now assign the rule to all operating units/ Particular Operating Unit. 
• Press Update

Define Holds :Define Holds and assign to each operating unit.   

Navigation : Internet Expenses Setup and Administration à Internet Expenses Setup à Audit à Holds

• Navigate to the web page by following the navigation given above.
• Select value for individual Payment Hold, choose one radio button from Until receipt received or when receipt are overdue.
• Press apply
• Now assign the rule to all operating units
• Press Update

Define MOAC

• Define Responsibilities 
• Define Business Group.
• Define Ledger.
• Define Operating Unit.
• Define Security Profile.
• Run Security List Maintenance Program.
• Assign Security Profile to Responsibilities.
• Run Replicate Seed Data Program. 

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Define Job :
Navigation: HRMS --> Work structures --> Job --> Description.

• Click on New button.
• Enter the Job Name and Code.
• Save.

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Define Position :

• Click on New button
• Enter mandatory field like Position number and name ,type, Organization,job etc
• Save.

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Define Employee :
Navigation: HRMS --> People --> Enter and Maintain.

• Click on New.
• Enter Mandatory fields like first name, last name etc
• Save and click on Assignments.
• Enter Mandatory fields like job name position name.
• Save.
• Click left lov button and select the purchase order information.
•  Enter the primary ledger name and default expenses account.
• Save.

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Define Financial Options:
Navigation: Payables --> Setup --> Options --> Financial.
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Define Expenses Template:
Navigation: Payables --> Setup --> Invoice --> Expenses Report Templates.
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Define Payable Options:  
Navigation: Payables --> Setup --> Options --> Payable Options.
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Assign Cost Center Flexfiedl qualifier 
Navigation: Payables --> Setup --> Flexfield --> Key --> Segments.
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Define Signing Limits.
Navigation: Payables --> Employees --> Signing Limits.
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Assign Profile Option to IExpenses Responsibility.
Navigation: System Administrator --> Profile --> Systems.