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16 Define Expenses Configuration

This chapter contains the following:

Modifying the Printable Expense Report Template: Explained

The Printable Expense Report Template is an editable Oracle Business Intelligence Publisher Enterprise (Oracle BI Publisher Enterprise) RTF template that stores the format for the expense report printable page. You can modify the Printable Expense Report Template to meet your company's needs by adding, modifying, or deleting fields or columns. After you modify the template, it must be published to the Oracle BI Publisher Enterprise server so the changes can take effect.

You can modify the Printable Expense Report Template by performing the following actions:

Downloading and renaming the template
Modifying the template
Uploading the template

Downloading and Renaming the Template

To download the Printable Expense Report Template, perform the following steps:

In Oracle BI Publisher Enterprise, login as a user with Administrator access.
In the toolbar, click the Catalog menu.
In the Catalog pane, open Shared Folders and then open the Financials folder.
Select the Expenses folder and then select the Printable Expense Report Template icon and click the Edit link. The Printable Expense Report Template tab appears.
In the Printable Expense Report Template tab, click the Edit link, and save the Printable Expense Report Template locally.
To create a copy of the Printable Expense Report Template by renaming it, click the View a list link in the upper right corner of the page. The Layout region appears.
In the Layout region, change the template name in the Name field.
To save the name change, click the Save icon in the tool bar.

Modifying the Template

To modify the Printable Expense Report Template, perform the following steps:

To modify the contents of a specific field in the locally saved Printable Expense Report Template, place the cursor in the field you want to modify, navigate to the Tools menu and select Field Browser. The Field Property Browser dialog box appears.
In the Field Property Browser dialog box, select the specified field, enter the changes in the Edit field, and click the Update button.
Alternatively, to bring up the list of all fields in the locally saved Printable Expense Report Template, navigate to the Tools menu and select Field Browser. The Field Property Browser dialog box appears.
In the Field Property Browser dialog box, select the field you want to modify, enter the changes in the Edit field, and click the Update button.

Uploading the Template

To upload the Printable Expense Report Template, perform the following steps:

Repeat steps 1 to 4 in the Downloading and Renaming the Template section to navigate to the Printable Expense Report Template.
In the Printable Expense Report Template tab, click the View Thumbnails link in the upper right corner of the page and then click the Add New Layout icon. The Printable Expense Report Template tab appears.
In the Upload or Generate Layout region, click the Upload icon. The Upload Template File dialog box appears.
In the Layout Name field, enter FinExmExpenseTemplate.
In the Template File field, browse to and select the locally saved template to which you made changes.
In the Type field, select RTF Template.
In the Locale field, select English (United States).
To upload the modified Printable Expense Report Template to the Oracle BI Publisher Enterprise server, click the Upload button.
To save the changes to the Printable Expense Report Template, click the Save icon in the tool bar.

Important

The font for the Barcode field in the Printable Expense Report Template must be the same font that is used for the bar code font mapping symbology. The font for the remainder of the Printable Expense Report Template cannot be the same font that is used for the Barcode field.

FAQs for Define Expenses Configuration

How can I implement Expenses in another country if I've already implemented Expenses in one country?

Yes. To enable users of another country for expense entry, you must set up applicable expense policies and rules, expense templates, and corporate card programs for the new country's business units. New users can start entering expenses as soon as setup is complete.

Why do I need to configure the bar code font mapping?

To display and print the bar code properly on expense reports, you must map the bar code font to the correct font in Oracle Business Intelligence Publisher Enterprise (Oracle BI Publisher Enterprise).

To do this, perform the following steps:

In Oracle BI Publisher Enterprise, login as a user with Administrator access.
In the toolbar, click the Catalog menu.
In the Catalog pane, open Shared Folders and then open the Financials folder.
Select the Expenses folder and then select the Printable Expense Report Template icon.
Click the Edit link. The Printable Expense Report Template tab appears.
In the toolbar, click the Properties icon. The Report Properties dialog box appears.
In the Report Properties dialog box, select the Font Mapping tab.
In the RTF Templates region, add a new row.
In the Font Family field, enter Bookman.
From the Target Font choice list, select 128R00.TTF.
Note

Code 128 is the bar code symbology provided with Oracle Fusion Applications.
Click the OK button.
To save the bar code font mapping, click the Save icon in the toolbar.

If you need to use another bar code symbology, you must load the bar code font to the Oracle BI Publisher Enterprise Server and then perform steps 1 to 12.

Restriction

At any point in time, you can have only one active bar code font mapping for the Printable Expense Report Template. That is, only one active mapping can be used for the bar code font in the Printable Expense Report Template.

Can I implement a country-specific version of Oracle Fusion Expenses?

No. There is no country-specific version of Oracle Fusion Expenses. Expenses supports both global and local requirements.

How can I enable employees to enter expense reports?

To enable employees to access the Expenses work area and to enter expense reports, you must login to in Oracle Fusion Global Human Resources as a human resources specialist, create employee records, and perform two actions. Whether you create an employee record for an existing or new employee, the mandatory Expense Entry Duty is automatically assigned.

For an existing employee, navigate to the Manage Employment page, select the employee's business unit in the Assignment Details tab of the Assignment region and then select the default expense account in the Expenses Information region.

For a new employee, navigate to the Hire an Employee page, select the employee's business unit in the Assignment Details tab of the Assignment region and then select the default expense account in the Expenses Information region.

Can I deploy Oracle Fusion Expenses as a stand-alone application?

Yes. You can deploy Expenses as a stand-alone application if you perform the minimum required setup to enable Expenses in Oracle Fusion General Ledger, Oracle Fusion Payables, and Oracle Fusion Payments. If you need to capture tax, minimum setup is required in Oracle Fusion Tax. Additionally, you must also set up your employees and their assignments in the application.

If you choose to, you can also deploy Expenses as a stand-alone application that uses other general ledger and payables applications.

Most customers, however, typically deploy Expenses on top of Oracle Fusion General Ledger and Oracle Fusion Payables to take advantage of the existing setup and integration.

How can I enable only a set of users to charge expenses against projects?

The Project Expense Allocation Duty allows employees to charge expenses against projects and tasks. Manually grant this duty role to the user when he or she is identified as a project user. To grant the duty role to the user, you must create a custom role that contains the Project Expense Allocation Duty. Then assign the new custom role to the user.

Alternately, you can also assign the abstract role, Project Team Member, or the job role, Project Manager, to the user so the user can charge expenses to projects and tasks.

How can I enable only a set of users to charge against another account or cost center?

The Expense Account Allocation Duty allows employees to charge expenses against companies and cost centers that are not their default company or cost center. The Expense Account Allocation Duty role is not allocated to any job roles. If a user needs to cross charge expenses to other companies or cost centers, you can manually grant this duty role to the applicable user by assigning a custom role that contains the Expense Account Allocation Duty role.

What's an expense location?

An expense location is the location where the expense was incurred. Oracle Fusion Expenses captures expense location to enforce corporate policies and to identify applicable tax rates. Expenses uses the location information, which is centrally stored in the Fusion applications.