Expense Reports Window Reference (Oracle Payables Help)


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Expense Reports Window Reference

You can enter employee expense reports in the Expense Reports window. Use this window to view expense reports you have entered in Payables or Oracle Web Employees, or view expense reports you have transferred from Projects. In addition, you can apply advances or prepayments to expense reports in this window.

You submit the Payables Invoice Import program to convert the expense reports into invoices that you can pay. If you do not purge invoices during Payables Invoice Import you can still view them in the Expense Reports window, but you cannot modify them.

Employee/Number. Name and number of the employee. This employee will become the supplier on the invoice Payables Invoice Import creates. Before submitting Payables Invoice Import for expense reports you should either enable the Create Employee As Supplier Payables option, or enter the employee as a supplier in the Suppliers window.

GL Account. GL Account for the employee. This value defaults from the Enter Person window. You cannot enter an account you have defined as a summary account.

Payables overlays the employee's GL Account with the segment values defined for an Item's GL Account.

For example, an employee's default GL Account is 01-450-5800. The expense report template you use has two expense item lines:

Meals: XX-XXX-5900 (Meals Expense)

Airfare: XX-XXX-5920 (Airfare Expense)

During Payables Invoice Import for the expense report, Payables creates invoice distributions for the expense items in the following manner:

Meals: 01-450-5900 (Meals Expense)

Airfare: 01-450-5920 (Airfare Expense)

Send To. Location to which the payment will be sent. Defaults from the Enter Person window.

Date. Period ending date for the expense report. Payables uses this date as the invoice date and the GL Date for the invoice created from the expense report. When you submit Payables Invoice Import you have the option to override this date.

If the date you enter is in a future closed accounting period, Payables will not import the expense report and will list it on the Invoice Import Exceptions report. If the date you enter is a date in a closed accounting period in the past, when Payables imports the expense report, it will use the first day of the current accounting period as the GL Date.

Invoice Num. Number Payables uses as the invoice number when it creates the invoice. The number must be unique for the employee. If you do not enter a value, the invoice number will be the Date you enter.

Description. Description of the expense report. This will become the invoice description and it will appear on reports.

Hold. If you enter a user-defined hold name in this field, Payables automatically applies this hold to the invoice that Payables Invoice Import creates from the expense report. You cannot pay or post the invoice until you release the hold by using the Invoice Holds window.

Invoice Currency Currency that will be the invoice currency and the currency in which the invoice will be paid.

Amount. Total amount of the expense report.

Lines Total. Payables displays the cumulative sum of the expense report item line Amounts. You cannot save the expense report unless the Lines Total equals the Amount you enter in the previous field.

Withholding Tax Group. If you want to default a withholding tax group to each item you enter, enter a withholding tax group for the expense report. Alternatively, you can leave this field empty and enter a withholding tax group for individual items.

Function Region

This region displays functional currency information.

Curr. Payables displays your functional currency.

Type. Type of exchange rate between the expense report currency and your functional currency (Spot, Corporate, User, or User-defined). If the expense report currency and your functional currency are different currencies and have a predefined fixed rate, you can also select EMU Fixed as the Type.

Date. The date used to determine functional rate. You can override the Payables default of the system date.

Rate. If you selected the User rate type, enter the Rate. Otherwise, the Rate will default from the GL Daily Rates Table if you have defined a rate for the Type and Date you selected. If a rate is not defined in the GL Daily Rates Table, you can define it later and then submit the AutoRate program. If the Invoice Currency is different from your functional currency, and both currencies are associated fixed-rate currencies, Payables will enter the fixed rate.

Payment Region

Curr. The currency in which the expense report will be paid. The default is from the Send To supplier site, if a supplier site exists for the employee. Otherwise the default is from the default currency in the expense report currency. If the expense report invoice currency is a fixed-rate currency such as Euro or another EMU currency, you can change the value to an associated fixed-rate currency.

Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays EMU Fixed. If the invoice and payment currencies are the same, you cannot enter a value in this field.

Date. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, enter the date the Payment Cross Rate is effective. Payables displays the value you entered for Date as the default. If the Date is null, Payables displays the first date of the first period. If the invoice and payment currencies are the same, you cannot enter a value in this field.

Rate. If you are making a payment in a different currency than the expense report, and both currencies are associated fixed-rate currencies, Payables displays the fixed cross rate. You cannot update this value in this window. If the invoice and payment currencies are the same, you cannot enter a value in this field.

Apply Advances Region

Apply Advances. Enable this check box if you want to apply employee advances (prepayments) to an expense report. Payables performs the applications during Payables Invoice Import. After you enter the employee name in this window, Payables notifies you if there are prepayments available to apply. You can apply an advance only if it has a settlement date on or before today's date, it has been fully paid, it is not fully applied, and it has the same currency and supplier/employee as the expense report.

Payables automatically enables this check box if you enable the Apply Advances Payables option and there are available advances.

Attention: If you do not want to apply advances to an expense report you must disable the Apply Advances check box. If the check box is enabled, Payables will apply all available advances to the invoice even if the Number and Amount fields are empty.

Payables prevents you from enabling this check box if there are no outstanding advances to apply. Payables applies the advances you specify when you submit Payables Invoice Import for an expense report. See also: Applying Advances Against Expense Reports.

Number. Invoice number of a specific prepayment you want to apply. Leave this field blank to apply all available advances in chronological order, starting with the oldest prepayment first, up to the amount of an expense report.

Amount. If you are applying prepayments, the maximum currency amount of the prepayments you want to apply to an expense report. If you leave this field and the Number field blank, Payables applies available prepayments up to the amount of an expense report. If you specify a prepayment number in the previous field, Payables enters the unapplied prepayment amount up to the amount of the expense report. You can decrease the amount Payables enters. Payables ensures that the prepayment amount does not exceed the expense report amount.

Reviewed Region

The Reviewed region is used by Payables only if you install Oracle Web Employees.

Payables. Enable this check box if the Accounts Payable department has completed a review of Oracle Web Employees-submitted expense reports, including a verification of receipts.

Management. Oracle Workflow checks this check box after all appropriate managers have approved this expense report.

Template

Template. Expense report template you are using to enter the expense report. Expense report templates determine the expense report items you can select. You define expense report templates in the Expense Report Templates window.

Items Region

Item. Name of an expense item. The items you can enter depend on the template you enter for the expense report. You define expense items for an expense report template in the Expense Report Templates window.

Amount. The amount for an expense item. If the sum of the expense item amounts does not equal the Amount you entered for the expense report, you cannot save the expense report.

Attention: Do not delete expense items entered in Oracle Web Employees. Instead, adjust the expense item amount to zero.

Accounting Region

GL Account. Payables displays the default account for the expense item you enter. When you define a default account for an expense item, you do not have to enter a value for every segment of the account because it gets combined with the employee's GL Account during Payables Invoice Import. You cannot enter an account that you have defined as a summary account.

Tax Name. Tax name for this expense item line. Payables does not allow you to enter a tax name with an Offset tax type in this field. The default for this field is from your Tax Name Defaults Hierarchy. See: Defaulting Tax in Payables.

If you enter an expense line with a tax name, then enter a Tax type expese item line with the same tax name and in the appropriate amount. During Approval, Payables verifies that you have entered your tax distribution(s) correctly. For example, you entered a $108.00 invoice for a $100.00 telephone which was taxed with an 8% state sales tax. The invoice should have one tax distribution for $8, and one item distribution for $100. Both distributions should have the same tax name, and the tax name should have an 8% tax rate. During Approval, Payables verifies that each tax distribution amount equals the sum of the non-tax distributions with the same tax name multiplied by the tax rate assigned to the tax name.

Payables will perform inclusive automatic tax calculation if you use Line level automatic tax calculation, you enter a Tax Name, and you enable the Includes Tax check box. Payables performs inclusive automatic tax calculations during Payables Invoice Import. For more information see: Entering Taxes on Expense Reports.

Includes Tax. If you use Automatic Tax Calculation at the Line calculation level and the expense item amount includes tax, enable this check box and enter a Tax Name. During Invoice Import, when Payables creates a corresponding expense distribution, it decreases the distribution amount by the calculated sales tax. Payables will also create a Tax type distribution for the appropriate sales tax amount. For more information, see: Entering Taxes on Expense Reports.

Withholding Tax Group. The withholding tax group for the current expense report item. The default for this field is the withholding tax group you entered for the expense report.

Expense Audit Region

The Expense Audit region is used by Payables only if you install Oracle Web Employees.

Justification. The justification for the expense item. Entered by the employee in Oracle Web Employees.

Receipt

Verified. Check this box if the employee has sent a receipt to Accounts Payable for this item.

Required. This check box is enabled if you indicated in the Expense Report Templates window that a receipt is required for this expense item.

Missing. This box is checked by the employee if the original receipt is not available for an expense item. After the employee submits the expense report with a receipt missing check box enabled, Oracle Workflow, in its standard configuration, will indicate to management in the approval notification whether an original receipt is missing for an expense item.

Adjustments Region

Adjustment or Short Payment Reason. The adjustment reason is used by Payables only if you install Oracle Web Employees. If you adjust or shortpay the expense report item that the employee entered, enter an adjustment reason.

Policy Violation Short Payment. Check this check box to perform a policy violation shortpay for an expense item for which the employee has not provided sufficient information.