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Oracle Internet Expenses Implementation and Administration Guide
Release 12.1
Part Number E13454-03
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Oracle Internet Expenses Programs and Reports

This appendix covers the following topics:

Oracle Payables Programs and Reports

Oracle Payables provides a number of programs and reports for use with Internet Expenses. This section provides a brief description of each program and report. For detailed information about using these programs and reports, please refer to the appropriate documentation in the Oracle Payables User Guide.

Oracle Internet Expenses

Expense Report Template Listing prints a listing of all the expense report templates that you have defined.

Expense Report Export program creates Payables invoices from expense reports. You can then use Oracle Payables to validate and pay your invoices, and create accounting entries.

Expenses Overdue Receipts Tracking program tracks overdue and missing receipts on expense reports.

Upload Accumulated Mileage program uploads the accumulated mileage details of each employee from legacy systems into Internet Expenses in case of mid-year implementations.

Procurement Cards

Procurement Card Transactions Validation program validates the procurement card transactions imported from your card issuer.

Procurement Card Transactions Validation report prints a listing of all transactions validated during the run of the Procurement Card Transactions Validation program, and all transactions that could not be validated.

Create Procurement Card Issuer Invoice creates invoices for your procurement card issuers in the Payables open interface tables.

Procurement Card Transactions Verification Process initiates the AP Procurement Card Employee Verification workflow. This workflow determines whether Oracle Workflow notifies a card holder of transactions created with the card holder’s card, and also determines if the card holder is required to verify transactions.

Procurement Card Transactions Approval Process initiates the AP Procurement Card Manager Approval Transaction workflow. This workflow determines whether Oracle Workflow notifies a manager of transactions created by a direct report’s procurement card, and also determines if the manager must approve the transactions.

Credit Cards

Credit Card Transactions Loader Preformat program converts US Bank Visa transaction data into the correct format for loading into the AP_CREDIT_CARD_TRXNS_ALL table. This program is a prerequisite for US Bank Visa data only.

US Bank Visa Transaction Loader program imports US Bank Visa transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. You must run the Credit Card Transactions Loader Preformat program on US Bank Visa data first before running this program.

Bank of America Visa Transaction Loader program imports Bank of America Visa TS2 format transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. You must run the Credit Card Transactions Loader Preformat program on Bank of America Visa data first before running this program.

Diner's Club Transaction Loader program imports Diner’s Club transaction data into the AP_CREDIT_CARD_TRXNS_ALL table.

American Express Transaction Loader program imports American Express transaction data into the AP_CREDIT_CARD_TRXNS_ALL table.

Create Credit Card Issuer Invoice creates invoices for your credit card issuers in Oracle Payables. You only use this program if your company uses the Company Pay reimbursement policy.

Credit Card Outstanding Transactions Management (Details) program and report generates detailed information about the outstanding transactions of a particular credit card program.

Credit Card Outstanding Transactions Summary Report prints summary transaction information of a particular credit card for one or more employees.

Credit Card Outstanding Transactions Management (Aging) program and report generates aging information on outstanding transactions of a particular credit card for one or more employees, and generates notifications to employees and managers.

MasterCard CDF Transaction Loader and Validation Program imports the MasterCard transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions. This program is for CDF version 2.0.

MasterCard CDF3 Transaction Loader and Validation Program imports the MasterCard transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions. The program also imports detail transaction data. This program is for CDF version 3.0.

Diner’s Club Transaction Loader and Validation Program imports the Diner’s Club transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions.

US Bank Visa Transaction Loader and Validation Program imports the US Bank Visa transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions.

Visa VCF4 Transaction Loader and Validation Program imports Visa transaction data directly from Visa into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions. The program also imports detail transaction data. This program is for Visa VCF3.0 and VCF4.0 formats.

American Express Transaction Loader and Validation Program imports the American Express transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validates the transactions.

Credit Card Transactions Validation Program validates a card issuer’s credit card transaction data that is loaded into the AP_CREDIT_CARD_TRXNS_ALL table.

Credit Card Transactions Inactive Employees Process generates the Inform Manager of Inactive Employee Transactions workflow process.

When employees are terminated and the system date is past the Final Process date, Internet Expenses will not process terminated employee credit card transactions. Specifically, the Credit Card Transactions Inactive Employees Process program, and the Credit Card Outstanding Transactions programs will not process transactions of terminated employees. See: Terminating Employees. For Human Resources shared installs, this check is not applicable.

Credit Card Historical Transactions Management Program program deactivates unused credit card transactions and categorizes them as Historical. Once deactivated, the transactions are only viewable by users from the credit card transactions history page.

Credit Card Transactions Deactivation Report provides details of credit transactions that were affected by the Credit Card Historical Transactions Management program.

Audit

Reassign Inaccessible Expense Reports Program reassigns expense reports to auditors to ensure that each audit queue auditor can access their own expense reports. You should run this program whenever you change the MO: Security Profile profile option for the Internet Expenses Audit responsibilities.

Related Topics

Expense Reports, Oracle Payables User Guide

Procurement Card Management, Oracle Payables User Guide

Credit Card Management, Oracle Payables User Guide

Expense Report Export Program, Oracle Payables User Guide

Oracle Internet Expenses Programs and Reports

Oracle Internet Expenses provides programs and reports that let you manage expense reporting. The Expense Analysis and Reporting feature and Top 10 Spenders Report helps managers review policy violations and spending patterns in their departments.

You can build an ad hoc reports using Oracle Discoverer. See Ad Hoc Reporting.

Expense Analysis and Reporting

Use the Expense Analysis and Reporting responsibility to manage the expense report information available in Internet Expenses. The Expense Analysis and Reporting responsibility provides managers and other users with a dedicated tool for reviewing expense reports and company policy violations across business groups and operating units. For more information, see: Expense Analysis and Reporting responsibility.

The Expense Analysis and Reporting link takes you to the Expenses And Violations Reporting page to run expense analysis reports.

Use the Expenses and Violations Reporting page to review company expenses and trends in policy violations. The page provides a Search function for displaying expense report and policy violation data, and displays data according to the view you select.

An expense report is available for viewing using the Expense Analysis and Reporting tool once workflow has completed.

Expenses Analysis uses the MO: Operating Unit profile option to determine the accounting periods to be used, and to determine the currency to use to display the Approver Currency Amounts. In other words, Expenses derives these values from the set of books for the applicable operating unit.

Expense Analysis and Reporting provides these views of expense report and policy violation data:

Assigning Management Reporting Access

Managers with access to the Expense Analysis and Reporting tool can grant reporting privileges to designated personnel. For example, you can grant an administrative assistant or financial analyst access to expense report data and the associated reports for special management or analysis purposes.

Use the Assign Management Reporting Access page to grant designated personnel access to the Expense Analysis and Reporting tool. Each line assigns one individual access to one responsibility for the period of time you indicate. If you do not enter an end date, then the individual has access to the designated responsibility indefinitely. Use a separate line to assign the same individual to more than one responsibility, or to assign different individuals to the same responsibility.

Important: When you assign a responsibility to a user, the user has access to all of the functionality that is tied to the responsibility. For example, if you assign a Human Resources responsibility that also has access to payslip and related information, access to these functions is also granted. It is therefore recommended to keep the manager reporting responsibility dedicated to manager reporting and analysis functionality only.

By default the Expense Analysis and Reporting responsibility only provides access to a manager's reporting hierarchy. If you want to grant a user unrestricted access to the Expense Analysis and Reporting responsibility, you must modify the responsibility. See: Defining Responsibility Attributes for more information.

Other Reports

Top 10 Spenders Report displays expenses reported using Oracle Internet Expenses by up to ten employees, ranked by total expenses per employee for the department specified. This report is available from the Expense Management page.