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Oracle Internet Expenses Implementation and Administration Guide
Release 12.1
Part Number E13454-03
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Setting Up Applications for Oracle Internet Expenses

This chapter covers the following topics:

Oracle Internet Expenses and Other Oracle Applications

This chapter describes all of the setup tasks for all of the applications that work together with Oracle Internet Expenses. Some of these setup tasks are required tasks, meaning that the particular task is essential to the functioning of Internet Expenses. Other setup tasks depend upon the features that you intend to use or the integration that you intend to have between Internet Expenses and other Oracle applications.

Base Application Requirements for Internet Expenses

This table lists the applications related to the implementation of Internet Expenses.

Application Required or Optional
Oracle Self-Service Web Applications (ICX) Required
Oracle Payables Required
Oracle Workflow Required
Oracle System Administration Required
Oracle Common Modules - AK Required
Oracle Application Object Library Required
Oracle Human Resources Optional
Oracle Projects Optional (Required if project and task information is required for expense reports)
Oracle Approvals Management Optional
Oracle Grants Accounting Optional
Oracle iSupport Optional
Oracle Payments Optional

Implementation Checklist for Oracle Internet Expenses

These tables provide a checklist of the required and optional implementation steps for Internet Expenses, with areas of integration and setup. Unless otherwise stated, each step includes a reference to more detailed sections within this chapter.

Note: After you perform the implementation steps in the base applications, you may need to restart the Apache Listener to reflect the setup in Internet Expenses.

Integrating with Oracle Application Object Library

This table describes the setup steps to integrate with the Oracle Application Object Library.

Step Number Step Description Required or Optional
1 Define Accounting Flexfield. See: Oracle Applications Flexfields Guide. Required
2 Update Oracle Internet Expenses messages. See: Updating Oracle Internet Expenses Messages. Optional
3 Define Global Policy information. See: Defining Global Policy Information Optional

Integrating with Oracle Human Resources

This table describes the setup steps to integrate with Oracle Human Resources.

Step Number Step Description Required or Optional
4 Define your employees. See: Defining Employees. Required
5 Set up security profiles. See: Setting Up Security Profiles. Optional
6 Set up for cost center reporting. See: Setting Up for Cost Center Reporting. Optional

Integrating with Oracle System Administration

This table describes the setup steps to integrate with Oracle System Administration.

Step Number Step Description Required or Optional
7 Specify profile option values. See: Specifying Values for Internet Expenses Profile Options. Required
8 Define and set up users. See: Defining and Setting Up Users. Required
9 Define the responsibility attributes. See: Defining Responsibility Attributes. Optional
10 Define function security. See: Defining Function Security. Optional
11 Assign sequences to document categories. See: Assigning Sequences to Document Categories. Required
12 Define your descriptive flexfields. See: Setting Up Descriptive Flexfields. Optional

Setting Up Oracle Payables

This table describes the setup steps to integrate with Oracle Payables.

Step Number Step Description Required or Optional
13 Define Payables Lookups for Oracle Internet Expenses. See: Defining Payables Lookups for Oracle Internet Expenses. Optional
14 Define default expense check address. See: Setting the Expense Check Reimbursement Address. Required
15 Define Expenses Clearing account. See: Defining an Expenses Clearing Account. Optional
16 Establish Multiple Currencies setup. See: Establishing Multiple Currencies Setup. Optional
17 Define Expense Report options. See: Defining Expense Report Options. Required
18 Set up tax. See: Setting Up Tax. Optional
19 Enable currencies. See: Enabling Currencies. Required
20 Define your expense report templates. See: Defining Expense Report Templates. Required
21 Define your employees as suppliers. See: Entering Employees as Suppliers. Required
22 Assign signing limits to your managers. See: Assigning Signing Limits. Required
23 Set up credit cards. See: Establishing Corporate Credit Cards. Optional

Integrating with Other Applications

This table describes the setup steps to integrate with other Oracle applications.

Step Number Step Description Required or Optional
24 Modify Oracle Common Modules - AK. See: Modifying Oracle Common Modules - AK. Optional
25 Integrate with Oracle Projects. See: Integrating with Oracle Projects. Optional
26 Integrate with Oracle Approvals Management. See: Integrating with Oracle Approvals Management. Optional
27 Integrate with Oracle Grants Accounting. See: Integrating with Oracle Grants Accounting. Optional
28 Integrate with Oracle iSupport. See: Integrating with Oracle iSupport. Optional
29 Integrate with Oracle Application Framework. See: Integrating with Oracle Application Framework. Optional

Setting Up Oracle Internet Expenses

This table describes the Oracle Internet Expenses setup steps.

Step Number Step Description Required or Optional
30 Complete the Oracle Internet Expenses Setup. See: Chapter 3, "Oracle Internet Expenses Setup and Administration". Optional
31 Complete the Audit Automation Setup. See: Chapter 4, "Setting Up Audit Automation". Optional
32 Configure the Expense Report Workflow process. See: Chapter 7, "Defining Workflow Processes". Required
33 Configure Expense Spreadsheet. See: Chapter 6, "Configuring the Expenses Spreadsheet". Optional
34 Define Client Extensions. See: Chapter 5, "Implementing Client Extensions". Optional

Integrating with Oracle Application Object Library

This section describes the implementation steps that require the use of the Oracle Application Object Library.

Defining the Accounting Flexfield

The first step in implementing Internet Expenses is to define the Accounting flexfield. If you have already implemented Oracle Payables, this step is done. For more information, refer to the Oracle Payables Implementation Guide and the Oracle Application Object Library online help.

Updating Oracle Internet Expenses Messages

Use the Messages window in the Oracle Application Object Library to edit Internet Expenses messages. You can update any of the Internet Expenses messages either to add content or to make the content more specific to your business. For example, you might change the instructions in a window to use terminology that is unique within your company or modify the content of an error message to provide additional information. All Internet Expenses messages use either the prefix AP_WEB or OIE in the message name.

Warning: Do not perform either of these actions when you edit Internet Expenses messages:

Adding Messages to the Internet Expenses Pages

You can add your own message text or modify existing messages in two ways:

Changing the Description Message for Credit Card Transactions

If you use credit card programs and set the Payment Due From field in the Card Programs window to Both or Company, invoices will be created in Payables that are due to the credit card issuer. For both remittance and reconciliation purposes, the invoices utilize this message to provide employee's name and card number.

If you use both pay, the invoice header's description field displays the content of this message. If you use company pay, the message information is displayed in the description field of the invoice distribution records.

By default the applicable description displays the credit card number and card holder name, followed by the expense report purpose. You can change the order of the description, or you can remove either the credit card number and card holder or the expense report purpose.

Note: If the total number of characters for credit card number, card holder, and description exceeds 240, Internet Expenses truncates the message.

  1. Log in to Oracle Applications using the Application Developer responsibility.

  2. Navigate to the Messages window.

  3. Query the message OIE_INVOICE_DESC.

    EMP_CARD_NUM represents the credit card number and card holder.

    EXP_RPT_PURPOSE represents the expense report purpose.

    EMP_FULL_NAME represents the card holder's full name.

  4. The default message is EMP_CARD_NUM - EXP_RPT_PURPOSE. You can choose which descriptions to show in the message and which order they are shown in. For example: Delete EMP_CARD_NUM to remove the credit card number and card holder from the message.

Defining Global Policy Information

Internet Expenses includes a Global Policy icon at the top of each page. By clicking on this icon, your employees can access a web page with text describing your company's expense report policies and procedures.

First create a static web page with the text that you want, then assign the page to the OIE_POL_VIEW_GUIDELINES function.

  1. Log in to Oracle Applications using the Application Developer responsibility.

  2. Navigate to the Form Functions window.

  3. Query the function OIE_POL_VIEW_GUIDELINES.

  4. Choose the Properties tabbed region.

  5. In the Type field, enter SSWA plsql function.

  6. Choose the Web HTML tabbed region.

  7. In the HTML Call field, enter the .htm file name of your static web page in this format:

    oiepolicy.htm

    Your .htm file then needs to reside in the $OA_HTML directory.

Related Topics

Menus and Function Security, Oracle Applications Developer's Guide

Integrating with Oracle Human Resources

This section describes the implementation steps to perform using Oracle Human Resources. For information about shared installations of Oracle Human Resources see: Oracle Human Resources Shared Install.

Defining Employees

Define employee information for all persons that will use Internet Expenses. You can enter employee information in Oracle HRMS, or, if you do not use Oracle HRMS, in the Enter Person window in Oracle Payables.

Note: Users do not need to define an employee's supervisor in Oracle Human Resources, if the supervisor is specified in the Approver field on an expense report.

This table lists the personal information to enter for each employee and how Internet Expenses uses that information.

Information How Information is Used in Oracle Internet Expenses
Employee Name Name that appears in the expense reports.
Mail To Address Indicates where expense report reimbursement check is sent (for example, home or work address).
Home Address Address information for reimbursement, if Home is selected in the Mail To field.
Supervisor Person to whom the employee reports; this may also be the person to whom the expense reports are routed for approval.
Accounting Defines default account for expense reports. The value you enter in the Department segment of the accounting flexfield appears as the default Cost Center in the General Expense Report Information page.

Terminating Employees

Use the Terminate window in Oracle Human Resources to terminate employees. There are two key termination dates: Actual and Final Process. The Actual date is used to terminate employees while the Final Process date is used to prevent further processing in Oracle Payroll.

When an employee is terminated and the system date is past the Actual date, the employee can no longer access the system. However, others can still enter expense reports on their behalf, and their expense reports can still be processed through to invoice creation in Payables. In contrast, once the system date is past the Final Process date, no processing will occur for a terminated employee's expense report. For example, the Expense Report Export program does not export the expense reports of terminated employees.

Note: If you are using Oracle Human Resources through a shared install, the Final Process date is automatically set to the Actual date and cannot be updated. Therefore, before employees are terminated in a shared install environment, ensure that all expense reports are completely processed through to invoice creation.

Note: Make sure that the Actual Date you enter in the Terminate window is after the last date you made changes using the Assignments window.

Internet Expenses provides an automated solution for managing the credit card transactions of terminated employees. See: Inform Manager of Inactive Employee CC Expenses Process for more information.

Setting Up Contingent Workers

A contingent worker is a worker who does not have a direct employment relationship with your company and is typically a self–employed individual or an agency supplied worker. To use the contingent worker functionality in Internet Expenses, you must set up your contingent workers and enter their supplier names in Oracle HRMS. See: Contingent Workers, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.

Setting Up Security Profiles

Set up security profiles for use with the Internet Expenses Auditor responsibility.

You must set up and assign security profiles for each audit queue auditor responsible for paperless audit of expense reports. If an audit queue auditor does not have a security profile, then Internet Expenses does not know which operating units the audit queue auditor can access and therefore cannot assign expense reports.

Note: You must have access to the system administrator responsibility to perform these setup steps.

The security profile determines the operating units from which audit queue auditors receive expense reports for paperless audit. The security profile lists of values in the Auditors page show the security profiles that the audit manager can access.

To set up security profiles:

  1. Log in to Oracle Applications with the user name and password appropriate for the installation.

  2. Select the Human Resources responsibility.

Define an organization hierarchy:

Define an organization hierarchy with a list of operating units for Internet Expenses Audit.

  1. Navigate to the Organization Hierarchy window.

  2. In the Name field, enter a name that identifies this organization hierarchy for Internet Expenses Audit, for example, OIE Audit Hierarchy.

  3. Navigate to the Version Number field and accept the default value 1.

  4. Enter a value in the Version Date From field.

  5. In the Organization Name field, query the operating unit that you want to include in the organization.

  6. In the Subordinates region, enter the Names of the operating units that you want.

  7. Complete the remaining fields according to your requirements.

  8. Save your work.

Define security profiles:

Define security profiles for Internet Expenses Auditor.

  1. Navigate to the Security Profile window.

  2. In the Name field, enter a name that identifies the security profile, for example, OIE Audit.

  3. Enter a Business Group.

  4. In the Security Type field, enter Secure organizations by organization hierarchy and/or organization list.

  5. In the Organization Hierarchy field, enter the organization hierarchy you defined for audit.

  6. Check the Include Top Organization box and enter a Top Organization.

  7. Complete the remaining fields according to your requirements.

  8. Save your work.

Run the Security List Maintenance process:

Run or wait for the next run of the Security List Maintenance (PERSLM) process, according to your business practice.

Assign the security profiles:

Assign the security profiles that you defined to the appropriate responsibility:

  1. Navigate to the Find System Profile Values window.

  2. Check the Responsibility box and enter the Internet Expenses Auditor responsibility.

  3. In the Profile field, enter the MO: Security Profile profile option.

  4. Click Find to display the System Profile Values window.

  5. In the Responsibility field, enter the security profile that you defined for audit.

  6. Save your work.

Setting Up for Cost Center Reporting

Managers can use the Expense Analysis and Reporting pages to review employee expense reports by charges to cost center and by cost center owner. This includes expense reports by employees who do not belong to the cost center. To make use of these reports, you must perform the necessary setup for cost centers and cost center owners:

There are many different ways to enable and use cost centers. Please refer to the appropriate documentation for detailed information about setting up cost centers and cost center owners.

Oracle Human Resources Shared Install

The Oracle Human Resources Shared Install lets users who do not use Oracle Human Resources use Oracle Human Resources features and functions that are shared with other applications. The Oracle Human Resources Shared Install provides these features through a shared installation which you can access from the HR Foundation responsibility:

Please note that the following limitations exist for human resources shared installs.

You can, however, use the Ex-Employee (HR_EX_EMPLOYEE_API) API to set the final process date to a different date. See: APIs in Oracle HRMS, Oracle Human Resources Management Systems Implementation Guide and Oracle Integration Repository.

  1. Use the Actual Employee Termination (ACTUAL_TERMINATION_EMP) procedure, with the P_LAST_STANDARD_PROCESS_DATE parameter, to terminate an employee. This procedure converts a person of type Employee to a person of type Ex-Employee.

  2. Use the Final Process Employee (FINAL_PROCESS_EMP) procedure to set the final process date for a terminated employee.

  3. Use the Maintain Employees - HR Foundation or Maintain Contingent Workers - HR Foundation template to make additional updates for that person. See: Predefined People Management Templates, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide.

    Note: Do not use the People window in Oracle HRMS for any updates if you want to set the final process date to something other than the end date. Using this window to terminate an employee sets the final process date to the actual termination date, and you cannot change the final process date to a later date.

Related Topics

Creating Organization Hierarchies, Oracle HRMS Enterprise and Workforce Management Guide

Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System Administration Guide

Security Processes, Oracle HRMS Configuring, Reporting, and System Administration Guide

Oracle Human Resources Management Systems Supplement for Implementing Auto Orgs, My Oracle Support Note Number 261362.1

Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

Planning and Installation, Oracle General Ledger Implementation Guide

Integrating with Oracle System Administration

This section describes the implementation steps to perform using Oracle System Administration. For more information on each of these topics, refer to the Oracle Applications System Administrator's Guide documentation set.

Specifying Values for Internet Expenses Profile Options

Set values for Internet Expenses profile options to control how information appears, what values are required, and how the system processes data. Internet Expenses also uses profile options from other Oracle Financials applications to control features that affect more than one application (for example, Display Inverse Rate and Sequential Numbering).

The system administrator sets many of these profile options at one or more of these levels: Site, Application, Responsibility, and User. Use the System Profile Values window to define these profile options.

Refer to the Oracle Applications System Administrator's Guide - Maintenance for a list of profile options common to all Oracle Applications.

The profile options appendix contains the list of required and optional profile options in Oracle Internet Expenses.

Defining and Setting Up Users

You must define your employees as users in order for them to use Internet Expenses. As part of this definition process, you assign the self-service application responsibilities and a securing attribute to each user. You can perform all of these activities in the Users window in System Administration.

To define an employee as a user:

  1. Log in to Oracle Applications using the System Administrator responsibility.

  2. Navigate to the Users window.

  3. Enter the name that the employee will use to log in to self-service applications in the User Name field.

  4. Define a temporary password for the user in the Password field. When the user logs in for the first time, a prompt will appear to request a password change.

  5. Select the name of the employee from the list of values in the Person field.

  6. Enter the e-mail address of the employee in the E-Mail field, if you use an e-mail system to send workflow notifications to employees.

  7. Establish a password expiration.

  8. Save your work.

Assigning Responsibilities to Users

Your installation includes these seeded responsibilities:

To assign responsibilities to an employee:

  1. Log into Oracle Applications using the System Administrator responsibility.

  2. Navigate to the Users window.

  3. Query the user name of the employee.

  4. Assign the applicable seeded responsibilities described above in the Responsibilities tabbed region.

  5. Save your work.

Note: If you have installed multiple organization support, you must define the MO: Operating Unit profile option for the responsibilities. If you do not define the MO: Operating Unit, the system will use the Site setting. If the MO: Operating Unit profile option is not set, the user will not be able to view any data.

Assigning Securing Attributes

The ICX_HR_PERSON_ID attribute must be assigned to every user of Internet Expenses. Securing attributes determine who a user may enter expense reports for. At a minimum, users must have a securing attribute defined for themselves, which either system administrators or employees can make. Employees assign securing attributes in the Expenses Preferences page.

The seeded responsibilities in Internet Expenses by default contain the securing attribute ICX_HR_PERSON_ID which confines user access to the user ID value assigned to the securing attribute. The securing attribute can assign authorized delegates to a user. Authorized Delegates are users who can enter expense reports for another user. For example, managers and other executives may want to give their assistants the ability to enter expense reports for them.

When creating an expense report for someone else, authorized delegates use their own user name and password to access Internet Expenses, and then choose the name of the person that they are creating the expense report for from a choice list. Users can only see the names of the people who have identified them as an authorized delegate.

Prerequisite

Before you can assign securing attributes, you must define as application users the employees you want to make authorized delegates, and assign them the Internet Expenses and Workflow responsibilities. See: Assigning Responsibilities to Users.

To assign securing attributes to an Oracle Internet Expenses user:

  1. Log in to Oracle Applications using the System Administrator responsibility.

  2. Navigate to the Users window.

  3. Query the user name of an employee that will enter expense reports.

  4. In the Securing Attributes tabbed region, enter ICX_HR_PERSON_ID in the Attribute field.

  5. In the Value field, enter the Person ID of the employee. If you do not know the employee’s Person ID, select the name of the employee from the list of values. Oracle Applications automatically retrieves the Person ID.

  6. Repeat steps 3 and 4 for any persons for whom this employee can enter expense reports.

  7. Save your work.

Handling Multiple FND Entries

When a preparer enters an expense report for another employee using the authorized delegate functionality, the system refers to the profile options defined for the FND user of the employee, not the profile option settings of the preparer.

It is recommended for most installations to assign only one FND user per employee. When an employee is assigned to multiple FND users, Internet Expenses can send workflow notifications to any of these FND users at random.

For non- Oracle Projects employees, if an employee is assigned to multiple FND users, Internet Expenses only verifies the profile option settings for the first FND user defined for that employee.

For Oracle Projects employees, if an employee is assigned to multiple FND users, Internet Expenses verifies that all FND users defined for the employee are Projects-enabled (OIE: Enable Project Allocations profile option is set to Yes or Required). If all users are Projects-enabled, then Internet Expenses treats the employee as Projects-enabled. Otherwise, Internet Expenses does not treat the employee as Projects-enabled.

Defining Responsibility Attributes

Use the Responsibilities window and the Users window in Oracle Applications System Administration to define responsibility attributes for Internet Expenses.

Excluding the Project and Tasks Functions

You can define an Internet Expenses responsibility that does not include the Search Projects and Tasks form function and Projects and Tasks submenu.

  1. Log in to Oracle Applications using the System Administrator responsibility.

  2. Navigate to the Responsibilities window.

  3. Query or enter the Internet Expenses responsibility that you want.

  4. Choose the Menu Exclusions tabbed region.

  5. In the Type field, enter Function.

  6. In the Name field, enter View Projects and Tasks (JSP).

  7. Save your work.

Defining Function Security

Use function security to modify the access to Internet Expenses functionality for selected users. Define a new responsibility based upon Internet Expenses Setup and Administration or Internet Expenses Audit Manager with the modified access that you want and assign this new responsibility to your internal users or to external customers or customer sites.

You can use function security in these situations:

To define function security for an Internet Expenses user:

  1. Log in to Oracle Applications with the user name and password appropriate for the installation.

  2. Select the System Administrator responsibility.

  3. Navigate to the Responsibilities window.

  4. In the Responsibility Name field, enter a new responsibility name.

  5. In the Application field, enter Payables.

  6. In the Responsibility Key field, enter the new responsibility name that you defined above.

  7. In the Available From region, choose the Oracle Self Service Web Applications radio button.

  8. In the Data Group Name field, enter Standard.

  9. In the Data Group Application field, enter Payables.

  10. In the Menu field, choose Expenses Policy Menu from the list of values for Internet Expenses Setup and Administration changes, Expenses Audit Menu for Internet Expenses Audit Manager changes, or Expense Reporting Menu for Internet Expenses Expense Analysis and Reporting changes.

  11. Open the Menu Exclusions tabbed region.

  12. In the Type field, enter Function.

  13. In the Name fields, enter:

  14. Save your work.

  15. Navigate to the Users window.

  16. Query or enter the first user that you want.

  17. Open the Responsibilities tabbed region.

  18. In the Responsibility field, enter the new responsibility that you defined above.

  19. In the From and To fields, enter the effective dates for this user.

  20. Save your work.

  21. Repeat steps 16 to 20 for each user that you want to assign this responsibility.

Assigning Sequences to Document Categories

Assign valid sequences to these document categories:

See: Assigning a Document Sequence, Oracle Applications System Administrator's Guide - Configuration.

Related Topics

Required Profile Options in Oracle Internet Expenses

Optional Profile Options in Oracle Internet Expenses

Profile Options in Oracle Application Object Library, Oracle Applications System Administrator's Guide - Maintenance

Setting Up a Multiple Organization Enterprise, Oracle Applications Multiple Organizations Implementation Guide

Responsibilities Window, Oracle Applications System Administrator's Guide - Security

Document Sequences, Oracle Applications System Administrator's Guide - Configuration

Reporting on Flexfields Data, Oracle Applications Flexfields Guide

Overview of Flexfield Concepts, Oracle Applications Flexfields Guide

Planning and Defining Descriptive Flexfields, Oracle Applications Flexfields Guide

Defining Value Sets, Oracle Applications Flexfields Guide

Defining Segment Values, Oracle Applications Flexfields Guide

Segment Values Window, Oracle Applications Flexfields Guide

Setup Steps in Oracle Payables

This section describes implementation steps for integrating with Oracle Payables.

Defining Payables Lookups for Oracle Internet Expenses

Use the Payables Lookups window to define values for Payables lookups used by Internet Expenses. Payables provides lookup types with seeded values for Expenses Setup, Expenses Entry, and Audit Automation. You can modify existing values and define new values using the Payables Lookups window.

Special considerations apply to these lookup types:

The tables below list the lookup types, with their seeded values, that you can modify for use with Internet Expenses.

CARD_EXPENSE_TYPE

The CARD_EXPENSE_TYPE lookup contains the card expense types used both on the define card expense mapping rules pages and on the expense report templates. See: Setting Up Credit Card Expense Mapping for more information. This table describes the seeded values:

Lookup Code Meaning
AIR Air
ATM Cash
BAR Bar
BUSINESS Business
CAR RENTAL Car Rental
CAR_RENTAL Car Rental Disabled
GIFT Gift Shop
HEALTH Health
HOTEL Hotel
LAUNDRY Laundry
MISCELLANEOUS Miscellaneous
MOVIE Movie
NONE None of the Above
PARKING Parking
RESTAURANT Restaurant
ROOM SERVICE Room Service
TELEPHONE Telephone
TIP Tip

OIE_FUEL_TYPE

The OIE_FUEL_TYPE lookup contains the mileage schedule rule values for the Fuel Type optional rule. This table describes the seeded values:

Lookup Code Meaning
BIFUEL Bi-Fuel
CONVERSION Conversion
DIESEL Diesel
ELECTRIC Electricity Only
HYBRID Hybrid Electric
OTHER All Other
PETROL Petrol
PETROLEUM Liquid Petroleum Gas

OIE_VEHICLE_CATEGORY

The OIE_VEHICLE_CATEGORY lookup contains the mileage schedule rule values for the Vehicle Category optional rule. This table describes the seeded values:

Lookup Code Meaning
COMPANY Company
OTHER All Other
PRIVATE Private
RENTAL Rental

OIE_VEHICLE_TYPE

The OIE_VEHICLE_TYPE lookup contains the mileage schedule rule values for the Vehicle Type optional rule. This table describes the seeded values:

Lookup Code Meaning
CAR Car
MOTORCYCLE Motorcycle
OTHER All Other
VAN Van

OIE_AUDIT_REASONS

The OIE_AUDIT_REASONS lookup works in conjunction with the Audit Reasons API to define additional audit selection criteria. This table describes the seeded values:

Lookup Code Meaning
AUDIT_LIST Audit List Member
CUSTOM Custom Audit Reason
OVERDUE_RECEIPTS Overdue Receipts
POLICY_VIOLATION Policy Violation
RANDOM Random Selection
AMOUNT Amount Over Threshold
RECEIPT_REQUIRED Receipt Required
REQUIRED_JUSTIFICATION Justification Required
INACTIVE_EMPLOYEE Employee Inactive

OIE_LINE_ADJUSTMENT_REASONS

The OIE_LINE_ADJUSTMENT_REASONS lookup contains the values available in the Audit Issue choice list on the Audit Expense Reports page.

You can restrict the audit issues that auditors see to the expense type they pertain to by entering the related expense categories into the Tag column. Valid expense categories for the Tag column are:

This table describes the seeded values:

Lookup Code Meaning Description
MISSING_RECEIPT Missing Receipts Please mail the missing receipts to your Accounts Payable department.
POLICY_VIOLATION Policy Violation Your expense does not comply with company policy. Please provide a justification for this expense.
MISSING_POLICY_INFO Missing Policy Information Please complete the required fields.

OIE_AUD_RETURN_REASONS

The OIE_AUD_RETURN_REASONS lookup contains the values available in the return reason choice list on the Audit Expense Reports page. The return reason meaning and description is sent to the preparer as part of a notification.

The values in this lookup are used when auditors select either Request More Information or Reject Report from the Expense Report Action poplist on the Audit Expense Report page.

This table describes the seeded values:

Lookup Code Meaning Description
QUESTIONABLE_EXPENSES Questionable Expenses Your expense report contains expenses that may not be in compliance with company policies. Please resolve the questionable expenses.
WRONG_TEMPLATE Policy Violation You have used the wrong template to record your expenses. Please resubmit your expense report using the correct template.
INCOMPLETE_RECEIPTS Missing Policy Information The receipts that you submitted with your expense report are not sufficient. Please resubmit your receipts.

OIE_AUD_HOLD_REASONS

The OIE_AUD_HOLD_REASONS lookup contains the reason codes for releasing the hold on an expense report. These codes appear in the Reason poplist on the Audit Expense Report page when the user selects Release Hold from the Expense Report Action poplist. This table describes the seeded values:

Lookup Code Meaning
LARGE_AMT Large Report Amount
MGR_APPR Manager Approved

OIE_AUD_WAIVE_REASONS

The OIE_AUD_WAIVE_REASONS lookup contains the reason codes for waiving the receipts on an expense report. These codes appear in the Reason poplist on the Audit Expense Report page when the user selects Waive Receipts or Waive Receipts and Complete Audit from the Expense Report Action poplist. This table describes the seeded values:

Lookup Code Meaning
LOST Receipts Lost
COPY_REC Copies Received

OIE_AUTO_AUDIT_REASONS

The OIE_AUTO_AUDIT_REASONS lookup contains the values available in the Audit List Reason choice list on the Add Employees to Audit List page. This table describes the seeded values:

Lookup Code Meaning
LEAVE_OF_ABSENCE Leave of Absence
POLICY_VIOLATION Allowable Number of Policy Violations Exceeded
TERMINATION Termination
RECEIPTS_LATE Late Receipt Submission
EXPENSE_TOTAL Allowable Expense Amount Exceeded
EXPENSE_COUNT Allowable Number of Expense Reports Exceeded
AUDITOR_ADDITION Auditor Addition

OIE_ASSIGN_AUDITOR_STAGE

The OIE_ASSIGN_AUDITOR_STAGE lookup contains the values in the “Assign audit queue auditor for an expense report” in the Paperless Audit section of the Create Audit Rule Set page. This table describes the seeded values:

Lookup Code Meaning
MANAGER_APPROVAL After manager approval
SUBMISSION On expense report submission

EXPENSE_REPORT_APPROVER

The EXPENSE_REPORT_APPROVER lookup contains the values displayed in the Current Approver column of the Track Submitted Expense Reports table on the Active Expense Reports page. AP is used when the status of an expense report is Pending Payables Approval, and EXPADMIN is used when the status of an expense report is Pending System Administrator Resolution. This table describes the seeded values:

Lookup Code Meaning
AP Accounts Payable
EXPADMIN Expenses Administrator

OIE_EMP_MATCH_RULE

The OIE_EMP_MATCH_RULE lookup contains the values in the Employee Matching Rule field of the Card Programs window. When creating a new matching rule, you must link the lookup value to a corresponding PL/SQL package that defines the employee matching rule; create this link by specifying the package name in the Code field. You must also specify a short and long description of the rule in the Meaning and Description fields. See: Card Programs Window, Oracle Payables Implementation Guide.

This table describes the seeded values:

Lookup Code Meaning
AP_WEB_AMEX_PKG American Express
AP_WEB_MATCHING_RULE Default
AP_WEB_EMP_NUM_MATCH_PKG Employee Number

OIE_ATTENDEE_TYPE

The OIE_ATTENDEE_TYPE lookup contains the values in the Attendee or Recipient Type table on the Define Expense Type Data Rule page. You can define additional Attendee or Recipient Type lookup codes according to your requirements. This table describes the seeded values:

Lookup Code Meaning
PUBLIC_SECTOR Public sector
PRIVATE_SECTOR Private sector

OIE_NIGHT_RATES

The OIE_NIGHT_RATES lookup contains the night rate types for rate definition in the Free Accommodations region of the Per Diem schedule business rules page. The administrator can select the applicable night rate types for which the rate must be entered in the Schedule Details page. You can define additional night rate types according to your requirements. This table describes the seeded values:

Lookup Code Meaning
PRIVATE Private
PRIVATE_COOKING Private, Cooking
PRIVATE_NO_COOKING Private, No Cooking
HOTEL_MISSING_RCPT Hotel, Receipts Missing

OIE_ADDON_MILEAGE_RATES

The OIE_ADDON_MILEAGE_RATES lookup contains descriptions for user-defined criteria for which additional mileage rates can be defined. The lookup does not contain any seeded values. You can define additional mileage rate types according to your requirements.

Setting the Expense Check Reimbursement Address

Use the Payables Financials Options window to define the expense report reimbursement check setup. By default, Internet Expenses uses the home or office value defined in the Oracle HRMS Mail To setup, if there is one. If not, then Internet Expenses uses the value you define in the Payables Financials Options window.

This setting also provides the value to use to create the supplier site record, if you enable the Automatically Create Employee as Supplier option in the Payables Options window.

You can define employee home and office addresses either in the People window, if you have a full install of Oracle Human Resources, or in the Enter Person window in Oracle Payables.

To set the default expense check address:

  1. Navigate to the Payables Financials Options window.

  2. Choose the Human Resources tabbed region.

  3. Select an Expense Reimbursement Address of either Home or Office.

  4. Save your work.

Defining an Expenses Clearing Account

If you are implementing the Company Pay or Both Pay reimbursement policy, define your expenses clearing account for credit card transactions in Internet Expenses. Payables uses this as a temporary account to record debits and credits for credit card transactions on expense reports that are submitted using Internet Expenses.

If you use the Company Pay or Both Pay reimbursement policy, this is a mandatory step. See: Credit Card Process Flows for more information.

Define your default expenses clearing account for Internet Expenses in the Expenses Clearing field of the GL Accounts region of the Payables Financials Options window. You can also define an expenses clearing account for a specific card program in the Expenses Clearing Account field of the Card Programs window. The account specified in the Card Programs window takes precedence over the account specified in the Payables Financials Options window for that card program.

Establishing Multiple Currencies Setup

The currency in which an expense report is paid is known as the reimbursement currency. Internet Expenses users can specify a reimbursement currency that is different from your company functional currency only if:

To enable multiple currencies in Payables:

  1. Navigate to the Payables Options window.

  2. Enable the Use Multiple Currencies Payables option.

  3. In the Exchange Rate Type field, enter Corporate, Spot, or User-defined, according to your business practice.

    Note: You cannot enter an exchange rate type of User. Since end users cannot enter the exchange rate between the reimbursement and functional currency on expense reports, this exchange rate type will cause expense reports to fail in workflow.

  4. Save your work.

  5. Navigate to the Currencies window.

  6. Verify that all currencies your company uses to reimburse employees are enabled.

  7. Save your work.

Setting Other Payables Options

Defining Expense Report Options

The Expense Report tabbed region of the Payables Options window controls certain aspects of the expense reporting process in Payables. Review these settings to become more familiar with them and understand how they affect the expense reporting process.

Setting Up Tax

Set up tax in Oracle E-Business Tax to capture tax information on expense reports.

To set up tax, refer to these sections in the Oracle E-Business Tax User Guide:

Enabling Currencies

Before users can create expense reports, at a minimum you need to enable the currency that is used as your company's functional currency. If you allow users to select non-functional currencies as the reimbursement currency, or if users need to enter foreign currency receipts, you will need to enable these currencies as well.

Defining Expense Report Templates

Use the Expense Report Templates window to define expense report templates for Internet Expenses. A template contains a list of expense items, and the default information for each item, that self service users can enter on their expense reports. You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense report templates with this option enabled can be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expense report templates.

Expense items and their definitions, category and schedule assignments, and default values appear on choice lists in the Internet Expenses entry pages as expense types. The expense report template includes rate and policy schedule information for each expense type. The schedule default values that you can define for expense types are the expense category and the rate or policy schedule.

You choose an expense category and corresponding rate or policy schedule that you previously defined for each expense type. Once you choose an expense category, you can only choose a schedule related to this category from the list of values in the Policy Schedule field. The one exception to this is the use of the Employee Roles rule. If a schedule uses the Employee Roles rule and a business group is specified for the rule, Internet Expenses does not display a schedule if the business group is different from the business group to which the operating unit belongs.

If you choose the Mileage or Per Diem category, you can choose the Calculate Amount check box alone or in conjunction with a rate schedule in order for Internet Expenses to calculate reimbursement rates. If you choose any other category, the assignment of a policy schedule to an expense type is optional. If you do not choose a policy schedule for an expense type, Internet Expenses does not apply schedule policy validations to that item.

Defining Itemization

Use the Itemizations window to define itemization behavior for expense items. You can define itemizations for all policy schedule expense categories (Accommodations, Airfare, Car Rental, Meals, Miscellaneous). Itemization behavior includes:

Tip: Define itemization behavior as Required and create itemization lists that contain all project or all non-project expense types. This setup helps users to prevent loss of data, should they allocate expenses first, then subsequently perform an itemization. See: Expense Allocations.

Once you assign a category and schedule to an expense type and save your work, you cannot change the assignments. To change an assignment, you must instead apply an end date to the record and create a new record. When you apply an end date to an expense type, it is no longer available in the Expense Type choice list on expense reports. Internet Expenses will continue to process expense reports with end-dated expense types that had already been submitted, unless the expense report is rejected.

Note: When you apply an end date to an expense type that is part of an itemization setup, you must take into account this behavior:

Itemization in Expense Reports

During expenses entry, you can itemize a receipt to specify the individual charges incurred on the receipt by navigating to the Details page. If the expense type selected for the receipt requires itemization, then the Details page will automatically display itemization-specific regions.

You can enter the individual charges and related details in the itemization region. The expense types allowed for itemized lines will be restricted to the itemization list defined for the receipt expense type.

If the expense type for the receipt does not require itemization, then you can still itemize by clicking the page-level Itemize button; the page will refresh and display the itemization regions.

When itemized, justification entered for the receipt will be defaulted to the itemized lines which can be further modified.

For all itemized expenses, the receipt line will be marked as Receipt Required, if at least one of the itemized lines requires a receipt.

Seeded Expense Report Template

An expense report template called Seeded Personal Expense is a seeded template available with your implementation of Internet Expenses. The purpose of this seeded template is to provide the expense type for personal expenses when you use the Company Pay credit card payment option. Do not delete or modify this seeded expense report template. Any changes to this template will cause problems with expense reports in workflow.

Mapping Credit Card Expense Types

In Oracle Payables, you can assign expense items to card expense types. Card expense types map to the folio_type column of the AP_CREDIT_CARD_TRXNS_ALL table. To illustrate how this functionality works, if a credit card transaction has a folio_type of Hotel, when a user adds this credit card transaction to an expense report, the expense type with the Card Expense Type of Hotel is defaulted by the system. Users can also override the default expense type.

See: Setting up Credit Card Expense Mapping.

Project-Related Expense Report Templates

If your employees enter project-related expense reports in Internet Expenses, you must define a project-related expense report template in Oracle Payables. Employees entering project-related expense reports can only use a project-related expense report template.

To create project-related expense types, you associate an expense item with an Oracle Projects expenditure type in the Projects Expenditure Type field of the Expense Report Templates window. Employees can then associate a project number, task number, and award number (if applicable) with the project-related expense item when they enter expense reports in Internet Expenses.

Note: Users cannot enter or view project-related information in the Payables Expense Reports window.

Defining an Expense Report Template

Prerequisites

Before you can define expense report templates for Internet Expenses, you must:

To define an expense report template:

  1. Log in to Oracle Applications with the user name and password appropriate for the installation.

  2. Navigate to the Expense Report Templates window.

  3. Enter a Template Name and Description.

  4. Check the Enable for Internet Expenses box.

  5. Enter the first Expense Item.

  6. Select an Expense Category and Type for this expense item.

  7. Select a corresponding rate or policy schedule in the Policy Schedule field. If this is a Mileage or Per Diem expense category, you can either enter a rate schedule and check the Calculate Amount box or check the Calculate Amount box without entering a rate schedule.

  8. If you intend to capture additional information for this expense item on expense reports, select the Expense Data Rule to use.

  9. Check the Viewable From All Templates box, if you want this expense item to appear as an expense type on every Internet Expenses-enabled template. The expense item also appears in the Itemizations window.

    Note: If the expense item has an itemization setup associated with it, this itemization setup is only applicable to the expense report template it is created under.

  10. Use the Require Receipt For and Require Receipt Above fields to determine the required receipt behavior for the expense item.

    If you assign a Mileage or Per Diem category to this expense item, then these fields are disabled.

  11. In the Justification Required field:

    If you assign a Mileage or Per Diem category to this expense item, then the Justification Required field is disabled.

  12. If you want to define itemizations for this expense item, choose the Define Itemizations button to navigate to the Itemizations window.

  13. Check the Itemization Required box if you want mandatory itemization for this expense item.

  14. Check the Allowed in Itemization box for each expense item to include in this itemization, or check the Include All box to include all expense items.

  15. Complete the remaining fields for this expense item.

  16. Save your work.

  17. Repeat steps 5 to 16 for each expense item that you want to define for this expense report template.

Entering Employees as Suppliers

Before an expense report can be paid, an invoice must be created for it in Oracle Payables. The Expense Report Export program automatically generates invoices for expense reports created in Internet Expenses, but employees who submit them must be defined as suppliers in Payables.

To ensure that employees are defined as suppliers, enable the Create Employee as Supplier option in the Payables Options window. If you enable this option, Payables automatically enters employees as suppliers during the Expense Report Export program.

Note: If you do not enable this option in Payables, you must manually enter employees as suppliers in the Payables Suppliers window before submitting Expense Report Export.

To automatically create employees as suppliers:

  1. Navigate to the Payables Options window.

  2. Choose the Expense Report tabbed region.

  3. Check the Automatically Create Employee as Supplier box.

  4. Save your work.

Default Reimbursement Currency Behavior

During expenses entry, Internet Expenses determines the default reimbursement currency to use for an employee in this way:

Assigning Signing Limits

Managers can approve an expense report only if the total amount of the report does not exceed their signing limit. The Manager (Spending) Approval Process in the Expense Reporting workflow uses the signing limits you define to determine whether managers have authority to approve expense reports. See: Chapter 7, "Defining Workflow Processes".

When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You can also give managers signing limits for multiple cost centers.

Note: If you are using Oracle Approvals Management, assigning signing limits is not required. See: Integrating with Oracle Approvals Management for more information.

Multiple Reimbursement Currencies and Signing Limits

If you set up Internet Expenses to allow multiple reimbursement currencies, employees can request reimbursement in a currency other than your functional (operating) currency. The signing limits that you define for approvers apply to your functional currency. When an employee specifies a different reimbursement currency, the system converts the report total into your functional currency, and then compares this amount to the manager's signing limits.

For example, Manager A has a signing limit of US $500.00 (the functional currency). An employee enters an expense report with a reimbursable amount of 700 British pounds (GBP). If the current exchange rate between GBP and USD is 1 GBP = 1.9 USD, Internet Expenses determines that the total reimbursable amount is US $950, which exceeds Manager A's signing limit. The Expense Report workflow then forwards the approval request to a manager whose signing limits allow approval of an expense report for US $950.

See also: Establishing Multiple Currencies Setup.

To assign signing limits:

  1. Navigate to the Employee Signing Limits window.

  2. Select AP Expense Report as the document type.

  3. Enter the name of the manager to whom you want to assign a signing limit in the Employee Name field, or choose from the list of values.

  4. Enter the cost center for which you want this manager to approve expense reports, or choose from the list of values.

  5. Enter a signing limit for this manager.

  6. Repeat steps 3 - 5 if you want this manager to be able to approve expense reports for more than one cost center.

  7. Save your work.

Setting Up Descriptive Flexfields

Descriptive flexfields are an Oracle Applications feature that you can use to collect additional information on your expense reports. Descriptive flexfields have two kinds of segments, or fields: global and context-sensitive. You can assign descriptive flexfields to the header level and/or the line level of your expense reports. Descriptive flexfields also appear in the Payables Expense Reports window. In this way you can capture information related to an entire expense report or to specific expense lines.

Header-level descriptive flexfields are context sensitive based on the expense template, while line-level descriptive flexfields are context sensitive to the expense type.

The Expense Spreadsheet lets employees create expense reports when access to your company intranet is unavailable. If you define descriptive flexfields to use in Internet Expenses, you should set up these flexfields in your Expense Spreadsheet at the same time. See also: Defining Descriptive Flexfields in the Expense Spreadsheet.

Note: The Expenses Spreadsheet only supports line-level descriptive flexfields.

Planning and Defining Descriptive Flexfields

The Oracle Applications Flexfields Guide describes in detail how to plan and implement descriptive flexfields in Oracle Applications. This section provides additional information specific to Internet Expenses.

You can define up to fifteen context-sensitive segments for each available expense report template or expense type, less the number of global segments that you define. For example, if you define two global segments, you can define up to thirteen context-sensitive segments for each expense report template or expense type.

To plan context-sensitive and global descriptive flexfields for use in Internet Expenses, you must:

This table provides an example of how to outline line-level descriptive flexfield segments:

Expense Type Additional Information How Users are Prompted
Airfare Airline Select an airline from a choice list.
Airfare Class Select a class from a list of values (for example, First, Business, or Economy).
Airfare Ticket Number Type in text box.
Entertainment Names of Attendees Type in text box.
Car Rental Agency Select a car rental agency from a list of values.

There are two tasks to complete for descriptive flexfields in Internet Expenses:

Prerequisite

Before you can set up descriptive flexfield segments, you must:

To set up descriptive flexfield segments for Oracle Internet Expenses:

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Application as Oracle Payables and the Title as Expense Report for a header-level descriptive flexfield or Expense Report Line for a line-level descriptive flexfield.

  3. Deselect the Freeze Flexfield Definition check box.

  4. Review the information in the Context Field region. The Displayed check box is checked by default to enable the display of the necessary fields for expenses entry. Do not uncheck this check box.

    Note: If you have previously defined another value for the Value Set field, then enter the applicable mandatory values described above according to your requirements.

  5. If you are creating context-sensitive segments:

    Enter the same value in the Name field.

    Important: Expense type and expense report template names must match exactly with the names as they appear in Expenses Entry. If the values you enter do not match exactly, the context-sensitive segments you define do not appear in Internet Expenses.

  6. For global segments for either header-level or line-level descriptive flexfields, select the Global Data Elements line then choose the Segments button. For context-sensitive segments, select the appropriate context field value record, then choose the Segments button.

  7. In the Segments window, enter these values for each global or context-sensitive segment:

    Internet Expenses stores flexfield information in columns ATTRIBUTE 1-15 of the AP_EXPENSE_REPORT_HEADERS_ALL table for header-level descriptive flexfields and the AP_EXPENSE_REPORT_LINES_ALL table for line-level descriptive flexfields. You export flexfield information into the AP_INVOICES_ALL table for header-level descriptive flexfields and the AP_INVOICE_DISTRIBUTIONS_ALL table for line-level descriptive flexfields by running the Expense Report Export program with the Transfer Descriptive Flexfield option set to Yes. You can use this information for your custom reports and programs.

  8. Choose the Value Set button to display the Value Sets window.

  9. Update the value set according to your requirements and save your work.

    Note: It is recommended that you enter a Maximum Size no greater than 15.

  10. Select the Enabled and Displayed check boxes. Checking the Enabled box indicates that the segment is available for use. Checking the Displayed box indicates that the new segment appears in Internet Expenses.

  11. Save your work.

  12. Return to the Descriptive Flexfield Segments window and check the Freeze Flexfield Definition box.

  13. Save your work.

    The system compiles the descriptive flexfield definition.

Defining Sets of Values

You can define a corresponding set of values for descriptive flexfield segments. For example, you can set up the segment Airline to have a set of values containing specific airline companies. The choice list or list of values appears in the Expense Line Details page next to the segments you define.

To define a list of values you must:

Defining a Value Set. You define value sets in the Payables Value Sets window. When selecting a validation type for Internet Expenses flexfields, you can only use one of these three validation types:

Defining a List of Segment Values. Define a list of segment values to specify the values from which users can select in Internet Expenses. For example, if you are entering segment values for the Airline value set, enter specific airline companies.

Note: If you define your segment as a choice list, the maximum number of defined values for the segment is 50. The recommended number is 20 or less.

Testing Your Flexfields. After defining your flexfield segments, verify that the segments appear in Internet Expenses as you intended. The flexfield segments you define appear in both Oracle Payables and Internet Expenses. First navigate to the Payables Expense Reports window to review the segments. If you are not satisfied with how they appear, resolve the problems as described in the previous sections, then review the segments again in Payables.

Once you are satisfied with the way the segments appear in Payables, log in to Oracle Self-Service Applications and ensure that the segments appear as intended in Internet Expenses.

Enabling Bar Codes

You can print bar codes in the confirmation page by using the OIE: Enable Bar Code profile option.

See: Optional Profile Options in Oracle Internet Expenses.

Establishing Corporate Credit Cards

Employees can add corporate credit card transactions to an expense report. Typically, an organization creates an agreement with a major credit card company to import an electronic data file that summarizes all employee transactions for a period.

After the credit card transactions are imported and validated, an employee can view a list of corporate credit card transactions and quickly add these transactions to an expense report. An employee can also classify each item as either Business or Personal.

Oracle fully supports companies that use these credit card transactions data file formats:

If you want to use another credit card data file format, you must define a method to load the transactions into the database. For example: SQL*Loader. For other data file formats, Oracle does not provide any support for the loader portion of the credit card processing. Oracle does, however, fully support the remainder of the credit card processing, such as the validation process, assuming no other customizations were made.

To receive support for other credit card data file formats, you should take into account these considerations:

Overview of Implementing a Corporate Credit Card Program

This section provides an overview of how to establish a corporate credit card program in Internet Expenses.

Make the necessary arrangements with your corporate credit card provider to periodically send data files with the data from your employee's corporate cards. Receive data file from credit card provider, and transfer the data file to your network.

  1. Set up your credit card programs, including choosing your payment scenario for determining whether your employer or employees pay the credit card issuer for business and personal charges to the credit cards. See: Defining Credit Card Programs.

  2. Set up your credit cards. See: Defining Credit Card Accounts.

  3. Choose your loading and validation method as described in Loading and Validating Credit Card Transactions. You can import by using one of the combined load and validate concurrent programs or by using the separate load and validate programs. If necessary:

    1. Modify the credit card import control file that imports your corporate credit card data. See: Modifying the Import Control File.

    2. If your corporate credit card is US Bank Visa or Bank of America Visa, modify your init.ora file. See: Modifying the init.ora File.

  4. Enable expense type defaulting. This step is optional. Assign credit card expense types to expense items when you define your expense report templates. See: Setting up Credit Card Expense Mapping for more information. If you perform this step, Internet Expenses automatically populates the expense type for credit card transactions when users add the transactions to an expense report. See: Defining Expense Report Templates.

  5. Set these credit card profile options:

  6. Set up Workflow Builder. See: Setting Up Workflow Builder for the Credit Card Processes.

  7. If necessary, set up your credit card usage policies. See: Setting Up Credit Card Policies for more information.

  8. If necessary, define data file parameters for downloading credit card transaction data files from your credit card providers. See: Setting Up Credit Card Data File Download for more information.

Defining Credit Card Programs

Use the Credit Card Programs window to record the credit card programs that your company participates in. See: Setting Up Credit Card Programs, Oracle Payables Implementation Guide.

The following card program fields require separate setup from the card program:

Defining Credit Card Accounts

Use the Credit Cards window to record the names of employees who hold corporate credit cards, and the credit card numbers that these employees hold. When recording credit cards, you designate the credit card program to which the credit card belongs.

Automatically Creating Credit Card Accounts

The American Express, Visa, and MasterCard combined loader and validation concurrent programs automatically create credit card accounts in your system. You can define matching rules to automatically assign accounts to your employees. The matching rules refer to information provided in the card transaction files and attempt to match the data to a unique employee. If a unique match is found, the application assigns the card account to this employee. If enabled, the application also automatically activates the card account.

Note: You can only create credit card accounts automatically for American Express, Visa, and MasterCard card programs, and only when you use the combined loader and validation concurrent programs. While MasterCard and American Express provide information about new credit cards in the transaction data files, Visa provides this information in a separate file. Therefore, you need to import this separate file to create the credit card accounts for Visa card programs. See: Loading and Validating Credit Card Transactions for more information.

Note: You cannot query new American Express, Visa, and MasterCard credit card accounts created automatically in the Credit Cards window until they are both matched to a unique employee and activated. See: New Credit Card Account Administration for more information.

To automatically create credit card accounts:

  1. Create a new matching rule. This step is optional. See: Employee Matching Rules.

  2. Create a new lookup value for the Expenses Individual's Matching Rule (OIE_EMP_MATCH_RULE) lookup for the new matching rule. This step is optional. See: Defining Payables Lookups for Oracle Internet Expenses for more information.

  3. Select an Employee Matching Rule in the Card Programs window: See Setting Up Credit Card Programs, Oracle Payables Implementation Guide for more information.

  4. Define whether to automatically activate matched card accounts in workflow. The default value is No. See: Process Unassigned Credit Cards Process for more information.

Process Flow

To initiate the process, run the appropriate combined load and validate concurrent program. If the program detects any new credit cards, the Process Unassigned Credit Cards Process workflow process will run automatically. If a unique employee match is found, and you defined the system to automatically activate the card account as described in step 4, then the card becomes active immediately. Otherwise, you will need to manually assign and activate the unmatched or inactivated credit card accounts.

Note: For Visa credit card programs, you must first download, and then import and validate the transaction files that contain employee and card account information.

See: New Credit Card Account Administration for more information.

Modifying the Import Control File

Before you can import credit card data, you must modify the control file that determines how the card issuer's transaction file maps to the credit card transaction database table. To modify the control file, identify the CARD_PROGRAM_ID of your credit card program and add this number as a constant to a predefined control file. You do not need to perform this step if you use the combined loader and validation concurrent programs to import your credit card transactions.

Note: Set up the import control file only once. You do not have to repeat this procedure every time you load credit card data files.

To identify the CARD_PROGRAM_ID of your credit card program:

  1. Navigate to the Credit Card Programs window.

  2. Query the desired card program.

  3. Choose Diagnostics > Examine from the Help menu to open the Examine Field and Variable Values window.

  4. Select the list of values button for Field to open the Choose a Field window.

  5. Select the field CARD_PROGRAM_ID, then choose OK.

  6. Note the number that appears in the Value field. You will use this number in the next procedure, Modifying the Control File.

  7. Choose OK.

Modifying the Control File. The control files for the credit card import process are located in the directory:

$AP_TOP/bin

The control file that you need to modify depends on the credit card program that you define. This table provides a list of the credit card issuers and the associated control file that Internet Expenses currently integrates with.

Credit Card Program Control File
American Express apxamex.ctl
Diner's Club apxdiner.ctl
US Bank Visa apxusbv.ctl
Bank of America Visa apxboav.ctl

To modify a control file:

  1. Open the control file that you want to edit in a text editor.

  2. Replace the number for the credit_card_id constant with the CREDIT_CARD_ID number you noted in the previous section.

  3. Save your work and close the control file.

Modifying the init.ora File

When you receive data files from the credit card provider, your US Bank Visa or Bank of America Visa data file requires preformatting before the file is loaded into the AP_CREDIT_CARD_TRXNS_ALL table. You do not need to perform this step if you use the concurrent programs to import your credit card transactions.

Note: This step should only be performed by the Oracle DBA assigned to the Oracle Applications database.

If your credit card provider is US Bank Visa or Bank of America Visa, you must:

  1. Save your credit card data files in a directory path listed by the UTL_FILE_DIR parameter in your init.ora file.

  2. Include the directory path specified by the APPLPTMP variable (in the $APPLTOP/APPLSYS.env file) as a directory path in the UTL_FILE_DIR parameter. This parameter is located in your init.ora file.

If your credit card provider is American Express, MasterCard, or Diner's Club, you do not have to save your credit card data files in a directory path listed by the UTL_FILE_DIR parameter in your init.ora file.

Note: You need to modify the init.ora file only once (you do not have to repeat this procedure every time you load credit card data files).

Note: Make note of the directory path specified by the APPLTMP variable in the $APPLTOP/APPLSYS.env file. You must add this directory path to the UTL_FILE_DIR parameter in your init.ora file.

To modify the init.ora file:

  1. Locate the init.ora file for the applications database. The init.ora file should be located in the $ORACLE_HOME/dbs directory, but may have a different name if the administrator copied and created a special file for the applications database.

  2. Using a text editor, open the init.ora file.

  3. Search for the UTL_FILE_DIR parameter.

  4. Add a new directory path to the UTL_FILE_DIR parameter and copy your credit card data file to this directory. (You can also copy your credit card data file to an existing directory listed by the UTL_FILE_DIR parameter.)

  5. Add the directory path specified by the APPLPTMP variable in the $APPLTOP/APPLSYS.env file to the UTL_FILE_DIR parameter.

  6. Save your work.

Note: The Oracle DBA must stop and restart the database before the database will recognize the changes. To verify that these values are present in the database, query V$PARAMETERS.

Related Topics

Foreign Currency Transactions, Oracle Payables User Guide

Foreign Currency Transactions, Oracle Payables Implementation Guide

Currency Payables Options, Oracle Payables Implementation Guide

Expense Report Payables Options, Oracle Payables Implementation Guide

Defining Person Types, Oracle Human Resources Management Systems Enterprise and Workforce Management Guide

Entering Employees as Suppliers, Oracle Payables User Guide

Human Resources Financials Options, Oracle Payables Implementation Guide

Financials Options, Oracle Payables Implementation Guide

Card Programs Window, Oracle Payables Implementation Guide

Integrating with Other Applications

The implementation steps discussed in this section require the interaction with various Oracle applications. You must have the corresponding applications installed in order to integrate with Internet Expenses.

Modifying Oracle Common Modules - AK

Oracle Common Modules - AK (also known as the Web Application Dictionary) is the data dictionary that generates many of the characteristics of Internet Expenses.

Note: Oracle Common Modules - AK is only used for Microsoft Excel spreadsheet prompts.

To modify a region using the Web Applications Dictionary:

  1. Using the AK Developer responsibility, open the Regions window.

  2. Query the region to modify. To view all Internet Expenses regions, query OIE%.

  3. Select the region to modify, then choose Region Items.

  4. Select the item to modify, then make your changes.

  5. For example, depending on the item, you may be able to change the Sequence in which it appears in a page, the Item Style (text, check box, list of values, and so on), and whether it appears in a window (Node Display). To modify prompt names, modify the value in the Long Label field.

  6. Save your work.

Integrating with Oracle Projects

Internet Expenses integrates with Oracle Projects to enable users to add project-related information to expense reports. To integrate Internet Expenses with Oracle Projects, read the information below and complete the related setup steps.

Note: You must have Oracle Projects implemented before you can complete these integration setup steps.

Entering Project-Related Expense Reports

Users who are enabled as Oracle Projects users can enter the Project Number and Task Number in their expense reports. You can enter this data in these ways:

Users can enter data or select data from the lists of values. The lists of values are based on internal views maintained by Oracle Projects.

Tip: Define projects entry as required to enforce consistency and eliminate complexity when creating expense reports containing both project and non-project expense lines. See Project Expense Allocations.

Deriving Projects Data from Expense Reports

When users enter project-related expense reports, certain projects data is derived from attributes in this way:

See also: Project Expense Report Account Generator for more information.

Understanding Workflow Issues

When a project-related expense report is submitted, the Expense Report workflow process uses the Project Expense Report Account Generator to assign the proper accounting to each project-related expense line on the expense report. Project Expense Report Account Generator is an Oracle Projects workflow process that uses the Project Web Employees Account Generator workflow.

After the Projects accounting is properly derived, the workflow process checks the PA: AutoApprove Expense Reports profile option. If this profile option is set to Yes, then the workflow process can automatically approve the expense report, depending upon how Oracle Projects is implemented.

Enable the Display of Project and Task

Use the Region Items window to enable the display of project and task information. You need to perform this step in order to view projects and tasks in View Expense Report History.

  1. Choose the AK Developer responsibility.

  2. Navigate to the Regions window.

  3. Query the region ICX_AP_EXP_LINES_D.

  4. Choose Region Items to navigate to the Region Items window.

  5. Query the region items ICX_PROJECT_NUMBER and ICX_TASK_NUMBER.

  6. Check the Node Display box for these region items.

  7. Save your work.

Setup Steps for Integrating with Oracle Projects

  1. Enable employees to enter project-related expense reports using Internet Expenses.

    To enable an employee to enter project-related expense reports using Internet Expenses, set these profile options in Oracle System Administration:

  2. Define the Project Expense Report Account Generator.

    The Project Expense Report Account Generator is an Oracle Projects workflow process that determines the account for each project-related expense line created in Internet Expenses. The default logic of this process returns the CCID (Code Combination ID) of the employee who incurred the project-related expenses. You can define the Project Expense Report Account Generator to meet your requirements.

    See: Project Expense Report Account Generator for a description of the parameters passed to the account generator by Internet Expenses.

  3. To approve project-related expense reports automatically, set the PA: AutoApprove Expense Reports profile option in Oracle Projects (optional).

  4. Set up Transaction Controls in Oracle Projects (optional).

  5. In the Payables Expense Report Templates window, define a project-related expense report template and associate a list of Projects expenditure types with expense items.

Project Expense Report Account Generator

The Project Expense Report Account Generator, which uses the Project Web Employees Account Generator workflow, is called when a user submits an expense report and builds the user's CCIDs for project-related expenses. This table describes the parameters passed to the account generator by Internet Expenses, and where the values are derived from:

Parameter Value Derived From
p_project_id Project field
p_task_id Task field
p_expenditure_type Projects expenditure type assigned to the expense type
p_vendor_id Employee's supplier record
p_expenditure_organization_id Expenditure organization assigned to the employee in HR
expenditure_item_date Expense Date field
billable_flag Oracle Projects
chart_of_accounts_id Chart of accounts used by the operating unit set of books. Operating unit is derived from the Expenses Entry responsibility.
employee_id Employee ID from the HR record
employee_ccid The CCID from the employee's HR default expense setup
expense_type The ID for the applicable expense type
expense_cc The cost center value from the expense lines. This is either defaulted from the header, defaulted from the template, or entered by the user.
descriptive flexfields Values of the line-level descriptive flexfields

Integrating with Oracle Approvals Management

Oracle Approvals Management (AME) lets you build routing rules for document approvals expense reports. The integration between Internet Expenses and Oracle Approvals Management lets you establish expense report approval rules based on header or lines information. Approval rules let you automatically route expense approvals to cost center owners, cost center business managers, project managers or award managers. You can also set approval rules to control the escalation of expense reports for policy violations.

When Oracle Approvals Management is enabled, the expense report workflow process uses the Oracle Approvals Management definition in place of the Find Approver Method of the Find Approver function in the Internet Expenses application. In addition, the signing limits of the Verify Authority function are ignored. See also: Chapter 7, Defining Workflow Processes.

Note: When AME is enabled, the system does not check if the approver specified in an expense report is the same as the person submitting the report. CEOs, for example, can approve their own expense reports.

The OIE Expense Reports transaction type is seeded with attributes beyond those provided by Oracle Approvals Management, to support the approval rules. In addition, all mandatory and optional attributes provided by Oracle Approvals Management, as well as the attributes provided by Internet Expenses, are seeded with default behaviors based on typical customer requirements.

For more information about Oracle Approvals Management, refer to Oracle Approvals Management Implementation Guide.

Overview of the Routing Process

When an expense report is submitted, Approvals Management creates an approval chain based on the approval rules. This approval chain is followed until the expense report has been approved by all managers in the approvals chain. This approval authority is determined by the routing rules and conditions that you have defined. If Internet Expenses cannot find an approver, the expense report is routed to the workflow administrator.

If an approver transfers ownership of the expense report to another approver, the new approver is qualified by the same routing rules. The approval chain again is followed for this approver escalating the expense report as necessary until an approver with the appropriate authority approves it. If an expense report is rejected, when it is submitted again, the expense report is routed directly to the approver who rejected it.

If you have set the Level of Manager Involvement client extension to either Bypass Approval or Notification Only, the expense report is automatically approved and issues notifications of the approval as appropriate. See also: Management Involvement Procedure (DetermineMgrInvolvement).

When expenses are split into multiple distributions, different approvals might be required from different approval authorities. For example, an expense report could be split between two cost centers. In this case, two approval chains can be followed for each cost center approver. See: Reviewing and Approving Expense Allocations With AME.

Parallel Approvals. You can have approvals take place in parallel to shorten the approvals process time. For example, if an expense report requires approval from 2 different project managers, then the requests for approval can be sent simultaneously and the approvals can be performed in parallel. The approval process is complete when all the approvers have approved the expense report.

Note: Parallel approvals are dependent on the order number. Header level approvals with the order number 1 must be complete before other approvals commence.

For chain of authority action types, the voting method needs to be Consensus for notifications to run in parallel. See: Chain of Authority (List Creation and List-Creation Exception) Action Types, Oracle Approvals Management Implementation Guide and Action Type Properties, Oracle Approvals Management Implementation Guide.

FYI Notifications. You can specify FYI approvers who will receive a notification describing the transaction. Their approval is not required for the approval process to be completed.

Aggregation of Amounts. When expenses are split into multiple distributions, separate approvals might be required from different approval authorities. For example, an expense report could be split between two cost centers. In this case, two approval chains can be followed for each cost center approver. Additionally, approvals can occur based on an aggregate amount per cost center. See: Reviewing and Approving Expense Allocations With Oracle Approvals Management.

Setting Up Approval Rules

To set up approval rules for your company:

  1. Set the AME: Installed profile option to Yes at the application level for Oracle Payables.

    Warning: If the AME: Installed profile option is set to Yes and Oracle Approvals Management is not installed, the expense report processing will fail during the Find Approver function of the Expense Report workflow process.

  2. Create your company cost center organizations and set the default approval managers. You can define cost center owners, cost center business managers, grants managers or project managers as default approvers. You can define default approval managers for routing according to line level or header information. See: Oracle HRMS Supplement for Implementing Auto Orgs, My Oracle Support Note 261362.1, for more information.

    Cost Center Owners - Define cost center owners in Oracle Human Resources. See: Oracle HRMS Supplement for Implementing Auto Orgs, My Oracle Support Note 261362.1, for more information.

    Cost Center Business Managers - Define cost center business managers in Oracle Human Resources.

    1. Navigate to the Oracle HRMS Descriptive Flexfields Segments window.

    2. Query the Additional Organization Information Segment Title.

    3. Define the Code value. For consistency with the cost center owners flexfield, it is recommended to define the code value as Organization Name Alias.

    4. In the Segments window, define at least one segment for the business manager's name. To validate the manager names, select HR_COST_CENTER_MANAGER as the value set for the segment.

    5. Complete the flexfield setup and click Compile.

    6. In the Organization window, query the organization that you want.

    7. For the Company Cost Center classification, click Others and select Reporting Information.

    8. In the Additional Organization Information window, enter the business manager information in the flexfield.

      Project Managers - Define Project managers in Oracle Projects. See: Project Teams and Team Roles, Oracle Projects Fundamentals User Guide.

  3. Define job levels. If you are not using approval rules that use a job-level based approval type you can skip this step. See: Defining a Job, Using Oracle HRMS - The Fundamentals for more information.

  4. Define conditions. Conditions are used by Oracle Approvals Management to determine which rules apply to a transaction. See the Oracle Approvals Management Implementation Guide for more information.

  5. Define one or more approval routing rules in Oracle Approvals Management.

    For approvals of expense allocations, you can define approval rules in two ways:

  6. Define parallel approvals. If you require approvals to occur in parallel, use the AME Administrator responsibility to set up the parallelization mode.

    See the Oracle Approvals Management Implementation Guide to set up and enable parallelization at the levels in which parallelization is required.

    Note: Before enabling parallel approvals, see: Determining "In-Process" Expense Reports Before Enabling Parallel Approvals, My Oracle Support Note 391996.1.

  7. Create FYI notifications.

    Note: You must run the Workflow Background Process whenever you use the FYI Notifications.

    See the Oracle Approvals Management Implementation Guide.

  8. Optionally, you can modify the approver client extensions. See: AME Client Extensions.

Integrating with Oracle Grants Accounting

Oracle Grants Accounting extends the functionality of Oracle Projects to deliver a grants management solution for organizations that rely heavily on grants funding. Oracle Grants Accounting integrates with Internet Expenses to enable users to enter award information on their expense reports and collect reimbursement from the award that sponsored the activity.

Oracle Grants Accounting introduces an Award field in Internet Expenses. Users must associate an expense with the appropriate project, task, and award(s) to collect and bill costs by award. Internet Expenses and Oracle Grants Accounting provide these features for entering and managing award-related expenses:

To enable the Award field in Oracle Internet Expenses:

  1. Assign the OIE responsibility (MO: Operating Unit profile option) to an operating unit that has Oracle Grants Accounting implemented. OIE will call an API provided by Grants Accounting to verify if Grants is implemented for an operating unit.

  2. Set the PA: Allow Project Time and Expenses Entry profile option to Yes.

  3. Set the OIE: Enable Project Allocations profile option to Yes.

Note: To define award managers, see: Award Management Window Description, Personnel Tab, Oracle Grants Accounting User's Guide.

Integrating with Oracle iSupport

If you have Oracle iSupport, you can set up Internet Expenses to open the create service request flow when users click the Contact Us global link. See: Setting Up Contact Us. To enable this integration, you must configure Oracle iSupport and Oracle TeleService.

To integrate Contact Us with service request creation:

  1. In the Service responsibility, create or update responsibility mappings so that the responsibilities used to invoke Contact Us have access to all or some service request types.

    This table describes what to enter at a minimum for each responsibility that you map.

    Field Value
    Classification Self Service User
    Access Select Service Request Type
    Service Request Type Request types that are relevant to your organization

    See: Where You Create and Update Responsibility Mappings, Oracle TeleService Implementation and User Guide.

  2. In the CRM HTML Administration responsibility, assign appropriate iSupport roles, such as IBU_EMPLOYEE, to users with access to Contact Us so that they can submit service requests. See: Defining a User's Roles, Oracle CRM User Management and Spreadtable online help and Roles and Permissions, Oracle iSupport Implementation and Administration Guide.

  3. Unhide the Return button in the create service request confirmation page, using Oracle Common Modules (AK).

    1. In the Define Regions window of Oracle Common Modules, copy the IBU_CF_SR_CR_CONFIRMATION_BTN and IBU_CF_SR_CR_CONFIRMATION regions. Enter Oracle iSupport as the product and replace IBU with OIE when you rename the region ID.

    2. Query these two new region IDs and similarly replace IBU with OIE in the region names.

    3. Click Region Items for the OIE_CF_SR_CR_CONFIRMATION_BTN region, and check Node Display for the IBU_CF_RETURN region item.

    4. Click Region Items for the OIE_CF_SR_CR_CONFIRMATION region. For the IBU_CF_PAGE_BUTTON_RG region item, set the nested region name to OIE_CF_SR_CR_CONFIRMATION_BTN.

    5. With the iSupport Administrator responsibility, in the Page Region Mappings page, enter the values listed in this table.

      Field Value
      Page Create Service Request: Confirmation
      Context Responsibility
      Responsibility The responsibilities, such as Internet Expenses, used to create service requests via the Contact Us global link
      Region Code OIE_CF_SR_CONFIRMATION

      See: Mapping Page Regions, Oracle iSupport Implementation and Administration Guide.

    Note: Optionally hide or display fields in other service request pages. See: Configuring Oracle iSupport Service Request Pages, Oracle iSupport Implementation and Administration Guideand Service Request, Oracle iSupport Implementation and Administration Guide.

Integrating with Oracle Application Framework

You can use the Oracle Application Framework to personalize the display of Oracle Internet Expenses pages. The updates available using the Oracle Application Framework allow you to change the application display without affecting your ability to upgrade to future versions of the application.

There are restrictions to the updates you can make to Internet Expenses pages and page regions. For an explanation of how to use personalizations and a discussion of personalization restrictions, see: Configuring the User Interface.

This section describes setup tasks that require the use of personalizations to enable an Internet Expenses feature or function.

Setting Up Region-Based Messaging

You can set up Internet Expenses to display a user-defined message on the Expenses Entry Confirmation page based on the country or region that expense reports are submitted from. This is helpful, for example, to convey information such as country-specific reimbursement policies or the company process center contact information.

To set up region-based messaging:

  1. In the Confirmation page, click the Personalize Submission Instructions Header link in the Submission Instructions region.

  2. In the Choose Personalization Context page, click Apply.

  3. In the Personalize Region page, click Personalize for the Raw Text item.

  4. In the Personalize Raw Text page, select False for the Rendered row at the Site level, then click Apply

  5. In the Personalize Region page, click Create Item for the Header: Submission Instructions item.

  6. In the Create Item page, select the appropriate value from the Item Style poplist.

  7. Complete the page according to your business requirements, then click Apply.

  8. In the Personalize Region page, click Personalize for the message you created.

  9. In the Personalize Raw Text page, enter a message in the Text field for the appropriate level, then click Apply.

  10. In the Personalize Region page, click Return to Application.

Enabling Company Terms and Agreements

You can require users to acknowledge their understanding of company travel and expenses policy before submitting their expense reports. Use Oracle Applications Framework to enable a check box and link to company policies on the Expenses Entry Review page. When enabled, users must check the available box indicating that they have read and will comply with company policy as described on the linked page.

To enable the company terms and agreements check box and link:

  1. In the Expenses Entry Review page, click the Personalize Review Page link.

  2. In the Choose Personalization Context page, set the appropriate organization and responsibility level, then click Apply.

  3. In the Personalize Region page, click Personalize for the Flow Layout: Terms and Agreement Region item.

  4. In the Personalize Flow Layout page, set Rendered to True for the applicable level, then click Apply.

  5. In the Personalize Region page, find the term Raw Text, under the Flow Layout: Terms and Agreement Region item, and click Personalize.

  6. For the appropriate level, type in the URL for your company travel and expenses policy, then click Apply.

    Note: You must ensure that you follow the conventions in the seeded URL.

  7. Click Return to Application.

  8. Click Personalize for the Message Check Box item.

  9. On the Personalize page, enter the text that you want for the Prompt property.

  10. Click Apply.

Using Attachments

Users can add attachments to expense reports at the header level or line level. Examples of expense report attachments include receipt documents, transportation documents, travel itineraries, and hotel folios. The user can update and delete attachments as often as necessary until submitting the expense report. Managers and auditors can review the attachments on an expense report. In addition, auditors can add new attachments as part of the audit process.

Internet Expenses provides these seeded attachment categories: Receipts, Missing Receipts Declaration, Travel Itinerary, and Miscellaneous. You can also define new attachment categories and enable the attachment categories that you want using Oracle Application Framework.

There are two tasks to enable attachment categories:

To disable attachments, use personalization and set the Rendered property to False for the corresponding attachment item. See: Oracle Application Framework Personalization Guide.

Note: Attachments from Internet Expenses cannot be accessed from Oracle Payables nor, specifically, the Expense Reports window.

Defining Attachment Categories

Use the Document Categories window to define categories for Internet Expenses attachments.

To define document categories for attachments:

  1. Log in to Oracle Applications with the user name and password appropriate for the installation.

  2. Select the Application Developer responsibility.

  3. Navigate to the Document Categories window.

  4. Enter a Category name.

  5. From the Help > Examine menu, select DOCUMENT_CATEGORIES from the Block field, then select Name for the Field field. Then specify a Value. This value represents the attachment category.

Enabling Attachment Categories

Use Oracle Application Framework to enable the attachment categories that you previously defined on the Internet Expenses pages that you want.

Before you can enable attachment categories, you must, set the Personalize Self-Service Definition profile option to Yes.

To enable attachment categories using Oracle Applications Framework:

  1. Navigate to the first page for which you want to enable an attachment category.

  2. Select the personalization link for the appropriate table or region.

  3. In the Choose Personalization Context, enter the configurations you want and click Apply.

  4. In the Personalize Region page, find the Attachments bean in the Name field and click Personalize.

  5. In the Personalize Attachment Image page, click the Categories button.

  6. In the Personalize Attachment Categories page, click Add Another Row.

  7. In the Category Name field, enter the category name defined in the Examine window from the Document Categories window.

  8. Enter an appropriate value for the Component ID then click Apply.

  9. Repeat these steps for each page that you want to enable an attachment category.

Related Topics

Workflow: Project Expense Report Account Generator, Oracle Projects Implementation Guide

Transaction Controls, Oracle Projects Fundamentals