Modifying and Reviewing Existing Expense Reports
You can review and modify expense reports in the Expense Reports window. If you have successfully imported an expense report using Payables Invoice Import but have not yet purged it, you can view it but you cannot modify it. This section includes the following topics:
Modifying and Reviewing Payables Expense Reports
Prerequisite
If you want to modify the expense report you have not submitted Payables Invoice Import for the expense report.
If you want to view the expense report you have not purged the expense report during Payables Invoice Import.
To review or modify a Payables expense report:
1. In the Expense Reports window, query the expense report you want to review or modify.
2. Make any modifications you want to the expense report, including applying a hold and applying advances.
Modifying and Reviewing Oracle Projects Expense Reports
In the Payables Expense Reports window, you can query and review Projects and Personal Time and Expense expense reports you have transferred from Projects to the Payables interface tables. You cannot view an expense report in this window that you have imported into Payables and tied back to the original expense report in Projects.
Attention: You must make all changes to Projects expense reports in the Projects Expense Reports window. If you were to make changes in the Payables Expense Reports window, Projects would have no record of the modification, and the GL Accounts for the invoice distributions would be null. However, you can apply advances and holds to these expense reports in the Payables Expense Reports window before you submit Payables Invoice Import.
Prerequisites
Enter expense reports in Oracle Projects, or enter expense reports in Oracle Personal Time and Expense and transfer them into Projects.
Run Oracle Projects Distribute Expense Report Costs Process to calculate the amount and generate accounts.
Submit the Oracle Projects Interface Expense Reports to Payables process to transfer expense reports to the Payables Invoice Interface Tables.
To review or modify an Oracle Projects expense report:
1. In the Expense Reports window, query the expense report you want to review or modify.
2. Apply a hold and/or apply advances to the expense report.
Reviewing, Auditing, and Approving Oracle Web Employees Expense Reports
If your employees submit their expense reports using Oracle Web Employees, you can use Payables to review, audit, and approve the expense reports submitted by your employees. You can view Web Employees expense reports in this window only after the Server Side Validation process in Oracle Workflow has completed. Use Oracle Workflow to manage the approval process for Web Employees expense reports. For more information, see: Oracle Web Employees Expense Reporting, Expense Reporting Workflow.
Attention: Oracle Workflow, in its standard configuration, requires accounting review for a Web-Employees-entered expense report that includes expense items that require receipt or justification. If accounting review is not performed, the Oracle Workflow process cannot complete. If the Oracle Workflow process does not complete for a Web Employees-entered expense report, it CANNOT be imported using Payables Invoice Import.
Attention: For a Web Employees-entered expense report that includes only expense items that do not require receipts, and do not require justification, accounting review is not required; the Payables Reviewed check box will automatically be checked. Once Management approves an expense report that only includes expense items that do not require receipts and do not require justification, the Oracle Workflow process completes automatically without accounting review. After the Oracle Workflow process completes, the expense report can be imported using Payables Invoice Import.
Prerequisite
Your employee has sent any receipts you require to your Accounts Payable department.
To review, audit, and approve expense reports entered using Oracle Web Employees:
1. In the Expense Reports window, query the expense report you want to review, audit, or approve.
2. Optionally apply advances to the expense report. If you have enabled the Apply Advances Payables option, the Apply Advances check box will be enabled if there are any outstanding and available advances for the employee. If you do not want to apply advances to the expense report, you must disable the Apply Advances check box. See: Applying Advances to Expense Reports.
4. For each expense item, use the Receipt Verified check box to indicate if your accounts payable department has received from the employee a valid receipt and all required information for the item. If the expense item requires a receipt and the receipt is not verified, the item is subject to shortpay.
Attention: If an expense item does not require receipt and the Receipt Required check box is not checked, it is not necessary to check the Receipt Verified check box.
We recommend that you do not adjust the Receipt Missing check box since this value is entered by the employee to indicate that an original receipt was not available for submission.
5. If an expense item is not reimbursable under your current policy guidelines, or you want to adjust the amount for another reason, adjust the amount of the expense item, include an Adjustment Reason, and if appropriate, use the Receipt Verified check box to indicate if your accounts payable department has received a valid receipt for this item from the employee. If the expense item requires a receipt and the receipt is not verified, the item is subject to shortpay. If you adjust an expense item, you must also adjust the expense report total. Oracle Workflow, in its standard configuration, will automatically notify the employee of an adjustment to the expense report when you save your changes.
Attention: If you want to adjust an expense item, do NOT delete it. Instead, reduce the expense item or change the amount to zero.
6. If an employee does not provide sufficient information for an expense item, you can shortpay the expense item. To shortpay an expense item due to insufficient information, include an Adjustment Reason indicating what information the employee needs to provide. Check the Policy Violation Shortpay check box. If appropriate, check the Receipt Verified check box for the expense item. Oracle Workflow, in its standard configuration, will automatically notify the employee of the item for which she needs to provide more information. The employee can then provide the missing information to the accounts payable department.
7. Once you have completed your review and audit of an expense report, including receipt verification and adjustment, check the Payables Reviewed check box.
Attention: Once accounting review has been performed, you must run the Workflow Background Process to restart the Workflow process from deferred status. If the Workflow Background Process determines that accounting review has been performed, the Workflow process can continue towards completion. If the Workflow process for an expense report does not complete, the expense report cannot be imported using Payables Invoice Import.
See Also
Expense Reports
Expense Report Templates
Oracle Web Employees Integration
Expense Reporting Workflow
