Using PeopleSoft Fluid User Interface for Expenses

PeopleSoft Fluid User Interface is an alternative user interface to the PeopleSoft Classic User Interface. PeopleSoft Fluid pages are designed to be used on all types of devices such as smart phones, tables, laptops and desktops. When accessing a PeopleSoft fluid page, the system detects the device you are using and renders the appropriate page.

When you log into the system, the PeopleSoft Fluid Employee Self-Service homepage appears. Select the Expenses tile on the Employee Self Service homepage to view the Expenses homepage.

From this homepage, you can view notifications and navigate to various PeopleSoft Expenses processes by selecting the individual tiles.

Tiles

Description

Expense Tile

Alerts you with the total amount of expenses in your wallet that still needs to be included in the expense report. Select to navigate to Expenses homepage.

Expenses Homepage

View notifications and navigate to various PeopleSoft Expenses processes.

Notices Tile

Displays messages regarding expense policy notices, changes in travel security, and so on.

Add Quick Expense Tile

Select to add transactions directly to My Wallet.

My Wallet Tile

Select to review and edit My Wallet transactions.

Create Expense Report Tile

Select to add a new expense report.

My Expense Reports Tile

Select to view all the active expense reports (expense reports that have not been paid, closed or rejected by an approver).

Expense History Tile

Select to review past wallet items and expense reports.

Use the Employee Self-Service home page (HC_HR_SELF_SERVICE_GBL) to access a variety of employee self-service transactions.

Image: PeopleSoft Fluid Employee Self Service page

This example illustrates the fields and controls on the PeopleSoft Fluid Employee Self Service page.

Employee Self Service page

Expenses Tile

The Expense tile in the Employee Self-Service home page alerts you with the total amount of expenses in your wallet that still needs to be included in the expense report.

The amount displayed is for the employee ID that is linked to the login ID. If a user has access to multiple employees expenses, this amount will not include the amount from other employees.

Image: Expenses Tile

This example illustrates the fields and controls on the Expenses Tile as displayed on a smartphone.

Expense Tile

Common Elements Used with PeopleSoft Fluid User Interface

Field or Control

Definition

Actions List button (Actions List)

Select to see a list of available actions for the current window. Access pages to personalize window content or sign out.

Home button (Home)

Select to return to the main PeopleSoft Home page.

NavBar button (NavBar)

Select to expand the NavBar window, where you can select window content from options, such as Recent Places, My Favorites, Navigator, My Preferences, and Fluid Home. Select again to collapse the NavBar window.

Notifications button (Notifications)

Select to view actions and alerts in a notifications window.

Personalize NavBar icon (Personalize NavBar)

Select to access the personalization window, where you can add and remove selected tiles from the NavBar.

Global Search button

Select to enter a global search.

Use the Expenses Homepage (PT_LANDINGPAGE) to view notifications and navigate to various PeopleSoft Expenses processes.

Image: Expenses Homepage as displayed on a smartphone

This example illustrates the fields and controls on the Expenses Homepage as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Homepage

The Expenses homepage discusses how to:

  • View Notices

  • Add Quick Expense ( My Wallet)

  • Review and update My Wallet transactions

  • Create expense report

  • View and update active expense reports

  • Review expense history (Expense Reports and My Wallet)

Use the Notices tile to view notices on the Fluid Expenses homepage.

Image: Notices Tile

This example illustrates the fields and controls on the Notices Tile. You can find definitions for the fields and controls later on this page.

Notices Tile

The Notices tile displays the latest announcements from your travel and expenses department. Select the Notices tile to view the Notices page.

Use the Notices page (EX_MBL_NOTICE_FL) to review the complete list of the announcements.

Image: Notices page as displayed on a smartphone

This example illustrates the fields and controls on the Notices page as displayed on a tablet. You can find definitions for the fields and controls later on this page.

Notices page as displayed on a tablet

Image: Notices page as displayed on a tablet

This example illustrates the fields and controls on the Notices page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Notices Page

The data displays in a two-panel format. The summary of the notices are listed on the left panel, and the right panel displays the details based on the notice title you select on the left panel.

Note: You can add or modify notices using the PeopleSoft Classic User Interface. For more information, see Notices/Announcements Page

Use the Add Quick Expense tile from the Expenses homepage to create a new wallet transaction.

Image: Add Quick Expense Tile

This example illustrates the fields and controls on the Add Quick Expense Tile.

Add Quick Expense Tile

Select the Add Quick Expense tile to view the My Wallet page.

Use the My Wallet page (EX_TRANS_LN_FL) to record a cash or incidental expenses to your wallet so that you can add them to an expense report at a later time.

Image: My Wallet page as displayed on a smartphone

This example illustrates the fields and controls on the My Wallet page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

My Wallet page as displayed on a smartphone

Note: Additional fields are dynamically displayed on this page based on required fields that are designated for the particular expense type on the Expense Types setup pages (EX_EXPENSE_TYPES1). For example, when you select Air Travel, the Ticket Number and Merchant fields appear (some exceptions apply). For more information, see Expense Types 1 Page

For more information on My Wallet transactions, see Understanding My Wallet Transactions.

Field or Control

Definition

Date

Displays the transaction date. The current date is the default value.

Expense Type

Select an expense type to add an expense item. The system displays the additional fields associated with the expense type after this field is selected. For more information, see the section Selecting Expense Types using PeopleSoft Fluid in Expense Entry Page

On selecting the expense type, the user default values will be populated based on the user profile set up for the employee in the Employee Profile - User Defaults page.

Originating Location and Destination Location

If you select Expense Type as Automobile Mileage, then you must enter the originating and destination locations.

In the Originating Location field, select the location (which you establish during system setup) from where you began your business travel. PeopleSoft Expenses prepopulates this field if you enter an originating location on the Employee Profile - User Defaults page.

When you import this wallet, these fields Originating Location and Destination Location will also be imported into the expense report.

Description

Enter free text in this field.

Payment Details

Select a payment method. If the payment is made using a card, enter the card details. If you submit expenses in foreign currency, the system automatically display the currency exchange rate and converts the currency to the employee’s base currency. You can override the system-supplied exchange rate. Use the Reset Exchange Rate icon to change the overridden exchange rate to the system-defined exchange rate.

Attach Receipt

Upload an existing file or capture a receipt image for the expense. For more information, see Attaching Receipts using PeopleSoft Fluid

Merchant

Indicates the transaction supplier.

This field displays only if Merchant is selected as required fields for the expense type selected. See Setting Up Expense Types

If a non-preferred merchant is selected, you must provide a justification for not using the company’s selected preferred merchant.

Expense Location or Originating Location

Select the location where you incurred the expense. This field is displayed if Location or Originating Location is selected as required fields for the expense type selected. See Setting Up Expense Types

Personal Expense

Select to indicate that the transaction is a non-reimbursable expense.

If the transaction is from a manually entered expense and the expense type is defined as non-reimbursable, then the Personal Expense option is set to yes and cannot be changed.

If the transaction was loaded into the system using a credit card feed process and the expense type is defined as a non-reimbursable expense, then the Personal Expense option is set to yes and cannot be changed.

Rules for the Personal Expense selection:

  • If the enhanced data creates expense lines, the personal expense option is disabled on the main transaction page. Only data in the Receipt Breakdown grid can then be marked as personal expense, if it was not automatically marked as such.

  • If there is enhanced data, any expense types that are defined as non-reimbursable in the load program are disabled; only those lines that were not automatically marked are selectable.

  • If there are no enhanced rows, the main transaction is enabled and can be marked as personal expense. If a main transaction row maps to a non-reimbursable/personal expense type, it cannot be changed.

  • Any changes made and saved in My Wallet will be the value for that option.

For example: A user selects an enhanced data row as personal expense. This row was not non-reimbursable from the credit card feed. If they add it to an expense report and delete it, upon return to My Wallet, the value will still be personal expense. It will not revert to the original credit card feed value.

Receipt Breakdown

Displays the detail or summary data that is imported from credit card suppliers for the Hotel/Lodging expense type. The level of data (detail or summary) is determined by the Credit Card Import Hierarchy option on the Credit Card –Supplier page and the agreement that the hotel supplier has with the credit card supplier. This section is hidden if there is no data.

Image: Receipt Breakdown section as displayed on a tablet

This example illustrates the fields and controls on the Receipt Breakdown section as displayed on a tablet. You can find definitions for the fields and controls later on this page.

Receipt Breakdown section as displayed on a tablet

Image: My Wallet page as displayed on a tablet

This example illustrates the fields and controls on the My Wallet page as displayed on a tablet.

My Wallet page as displayed on a tablet

On a tablet or a desktop, when you select the Add Quick Expense tile, a new expense line displays on the left panel. When you complete your entry and select Save, the left panel updates the new expense line with the entered expense type.

Creating Wallet for Other Employees

Use the Employee Search page (EX_EMPL_SRCH_SCF) to wallet entries for other employees.

Image: Employee Search page

This example illustrates the fields and controls on the Employee Search page.

Employee Search page

The Employee Search grid displays the list of employees for whom the current user has the Edit or Edit/Submit access to create a wallet. For more information on setting up authorized users to process expense transactions for themselves and for others, see Setting Up Authorized Users

Select an employee for whom you want to create a wallet. You can also use the search box to enter employee name, stream line your search, and select an employee.

Use the My Wallet tile from the Expenses homepage to review and edit My Wallet transactions.

Image: My Wallet Tile

This example illustrates the fields and controls on the My Wallet Tile.

My Wallet Tile

The graphical information will shows the top 7 expense types in your wallet. If you are using larger device such as tablet or desktop, the tile will display the top 10 expense types. At the bottom of the tile will display the number of expenses stored in your wallet.

The data displayed is for the employee ID that is linked to the login id. If a user has access to multiple employees expenses, this amount will not include the amount from other employees. Only My Wallet entries that have not been assigned to expense report will be included.

The My Wallet Dashboard will display with the tile indicated ‘0 Wallet Transactions’. if you do not have unassigned wallet transactions. However, you will still be able to select the tile.

Select the My Wallet tile to view the My Wallet page.

Use the My Wallet page (EX_TRANS_LN_FL) to view a list of all outstanding wallet entries that have not yet been imported into an expense report for reimbursement. Transactions can come from credit card data feeds and the Add Quick Expense in Fluid Expenses. The amount is displayed in the base currency of the employee’s business unit.

You may save the Wallet even without entering any data. You can fill in the fields later, or fill in the fields when you import the wallet entry to the expense report.

Image: My Wallet page as displayed on a smartphone

This example illustrates the fields and controls on the My Wallet page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

My Wallet page

Field or Control

Definition

Add Expense

Add a new wallet entry manually. See Add Quick Expense Tile

Attach

Select to attach a receipt.

The Attach button turns green which indicates that you are in the attachment mode for uploading receipt file. Select the wallet entry on which you want to add the receipt image. To return to normal mode, select the Attach button again.

For more information, see the section Attaching Receipts using PeopleSoft Fluid in Expense Entry Page

Delete

Select the Delete button to delete a single wallet entry. Select a wallet entry from the list to delete.

On mobile device such as smartphone, the Attach button turns green that indicates that you are in the delete mode. Select a wallet entry from the list to delete. To return to normal mode, select the Delete button again.

On tablet or desktop, the Delete button will delete the wallet entry displayed on the left panel.

Filter

Filter the data to narrow down the wallet transactions you want to see.

This Filter button will be displayed in green to indicate there is filter criteria being entered.

More icon

Select the More button to open additional action buttons. To return to previous action options, select the More button again.

Select AllDeselect All icon

Use Select All or Deselect All button to select or deselect wallet entries that are displayed on the page. You can also use the check box next to wallet or click on the wallet row to select one wallet item at a time.

Report Icon

Export the selected wallet transactions into a new expense report. To export into an existing expense report, use the Wallet Import function in Expense Details page.

Delete

Delete multiple wallet entries at the same time. Select the wallet entries you want to delete, and then select the Delete button.

Days Overdue

Displays the number of days that the credit card transaction is overdue, based on the business unit definition for the Credit Card Data Overdue field.

Data Source

Indicates the source of the data such as manual entry, Visa or Amex.

Attach

Indicates that receipt image has been uploaded into the system.

Report breakdown

Indicates the wallet entry has Report breakdown or enhanced data.

Use the Create Expense Report tile to either create a new expense report , add expenses manually or import from wallet.

Image: Create Expense Report Tile

This example illustrates the fields and controls on the Create Expense Report Tile.

Create Expense Report Tile

For more information on creating a new expense report, see Creating and Modifying Expense Reports Using PeopleSoft Fluid

For information on importing from wallet, see Importing My Wallet data into Expense Report using PeopleSoft Fluid

Use the My Expense Reports tile from the Expenses homepage to view all the active expense reports.

Image: My Expense Reports Tile as displayed on a smartphone

This example illustrates the fields and controls on the My Expense Reports Tile as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

My Expense Reports Tile as displayed on a smartphone

Image: My Expense Reports Tile as displayed on a tablet

This example illustrates the fields and controls on the My Expense Reports Tile as displayed on a tablet. You can find definitions for the fields and controls later on this page.

My Expense Report tile

The My Expense Report tile displays the total number of expenses that have not been submitted, approved or paid. If you are using a larger device, the Expenses Application will display the graphical view of the expense amount and the number of expenses in each status.

The data displayed is for the employee ID that is linked to the login id. Select the My Expense Report tile to view the My Expense Reports page.

Use the My Expense Reports page (EX_EXP_LIST_FL) to review all of your expenses in various statuses including returned by approver or auditor, not submitted, submitted and waiting for approval or approved and pending for payment.

Image: My Expense Reports as displayed on a smartphone

This example illustrates the fields and controls on the My Expense Reports as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

My Expense Reports

The data displays in a two-panel format. The left panel displays the expense report categories and the report-count for each category.

The right panel displays the expense reports based on the expense category you select on the left panel. The number bubble next to each status indicates the number of expense report in that status. The status that is highlighted in green is the status that is currently being selected.

On the right panel, select an expense report and drill down to My Expense Reports page. From this page, you can easily find the status of your expense report and who is the next in line to approve your report.

Field or Control

Definition

Create Expense Report

Select to create a new expense report. For more information, see Expense Report Page

Filter

Narrow down the expense report list. This Filter button will be displayed in green to indicate there is filter criteria being entered.

SortSort order

Sort the data within My Expense Reports list. The Sort button is displayed in green to indicate specific sort criteria that is being used.

Select icon

Select an expense report to view or update the expense report. If the expense report selected is not submitted yet, the system will display the Expense Detail page. Otherwise, the system will display the Report Summary page.

Left Panel icon

Select the slider to show the left panel of My Expense Reports.

On devices such as a tablet or a desktop, you may view the pages in the two-panel layout. The list of the expense reports are displayed in the grid format.

Image: My Expense Reports page as displayed on a tablet

This example illustrates the fields and controls on the My Expense Reports page. You can find definitions for the fields and controls later on this page.

My Expense Report grid

Note: The data display on the left panel may different based on the Expense Report status. For example, the Approver Role and Approver Name are available on the expense report list in Awaiting Approval status. The type of device and the available screen space will also derive the information being displayed. For example, on smartphone, report Description and Business Purpose will not be displayed.

The following options are available to you when you view the My Expense Reports.

Field or Control

Definition

Copy To New Report

Copy the existing report to a new expense report.

Delete Report

Delete an Expense Report that is in pending status. This button is available only if the expense report status is Not Submitted or Returned by Approver.

Send Notification

Send an e-mail notification to the approver or other people. For more information, see Sending Notification.

Viewing Expense Reports of Other Employees

Use the Employee Search page (EX_EMPL_SRCH_SCF) to view expense reports created by other employees.

Image: Employee Search page

This example illustrates the fields and controls on the Employee Search page.

Employee Search page

The Employee Search grid displays the list of employees for whom the current user has the Edit or Edit/Submit access to view expense reports. For more information on setting up authorized users to process expense transactions for themselves and for others, see Setting Up Authorized Users

Select an employee for whom you want to view the expense report. You can also use the search box to enter employee name, stream line your search, and select an employee. The My Expense Report page displays all the data for the employee you have selected.

Note: When you create an expense report from the My Expense Reports page, the expense report will be created for the employee you have selected and not for the employee linked to the login ID.

Use the Expense History tile from the Expenses homepage to display the history data for expense reports and My Wallet transactions.

Image: Expense Report History Page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Report History Page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Report History Page

The data displays in a two-panel format. The left panel displays the expense history categories and the report-count for each category. The right panel displays the expense history based on the expense category you select on the left panel.

On the right panel, select an expense history or a wallet history.

Expense Report History Page

Use the Expense Report History page (EX_RPT_HIST_FL) to view the expense reports that are completed in the last 6 months. By default, the system will display the last 6 months of your data and you can adjusted it using My Preference page. For more information, see the section My Preferences Page in this document.

Image: Expense Report History page as displayed on a smartphone

This example illustrates the fields and controls on the Expense Report History page as displayed on a smartphone. You can find definitions for the fields and controls later on this page.

Expense Report History Page

Note: Expense History displays on larger device such as iPad, tablet or desktop will be displayed in grid format. It may contain additional data such as report description and business purpose that are not displayed on smartphone.

Field or Control

Definition

Filter

Select to change the date range if no reports are displayed based on the search criteria entered in My Preferences page. For information, see the section My Preferences page in this document.

This Update Filter button displays if you tried to filter the data and there is no data returned.

This filter button will be displayed in green to indicate there is filter criteria being entered.

Create Expense Report

Select Create Expense Report to create a new expense report. For more information, see Expense Report Page

SortSort order

Sort the data within the expense history list. The Sort button is displayed in green to indicate specific sort criteria that is being used.

Details button

Select an expense report or view the expense report. If the expense report selected is not submitted yet, the system will display the Expense Detail page. Otherwise, the system will display the Report Summary page.

Left Panel icon

Select the slider to show the left panel of expense history.

Viewing Expense History of Other Employees

Use the Employee Search page (EX_EMPL_SRCH_SCF) to view Expense History of other employees.

Image: Employee Search page

This example illustrates the fields and controls on the Employee Search page.

Employee Search page

The Employee Search grid displays the list of employees for whom the current user has the Edit or Edit/Submit access to view expense history. For more information on setting up authorized users to process expense transactions for themselves and for others, see Setting Up Authorized Users

Select an employee for whom you want to view the expense history . You can also use the search box to enter employee name, stream line your search, and select an employee. The Expense Report History page displays all the data for the employee you have selected.

Note: When you create an expense report from the Expense Report History page, the expense report will be created for the employee you have selected and not for the employee linked to the login ID.

Related Actions in Expense Report History

Within the Expense Report History, you can perform the following actions:

Field or Control

Definition

Copy Expense Report

Copy the existing report to a new expense report.

Send Notification

Send an e-mail notification. For more information, see Sending Notification

My Wallet History Page

Use My Wallet History page (EX_WALLET_HIST_FL) to the view list of expenses in your wallet that have been applied to expense report in the last 6 months. By default, the system will display the last 6 months of your data and you can adjusted it using My Preference page. For more information, see the section My Preferences Page in this document.

Image: My Wallet History page as displayed on a smartphone

This example illustrates the fields and controls on the My Wallet History page. You can find definitions for the fields and controls later on this page.

My Wallet History

Field or Control

Definition

Filter

Select to change the date range if no reports are displayed based on the search criteria entered in My Preferences page. For information, see the section My Preferences page in this document.

This Update Filter button displays if you tried to filter the data and there is no data returned.

This filter button will be displayed in green to indicate there is filter criteria being entered.

Add Expense

Select Add Expense to create a new wallet transaction. For more information, see Add Quick Expense Tile

SortSort order

Sort the data within the expense history list. The Sort button will be displayed in green to indicate specific sort criteria that is being used.

Details button

Select a wallet row or view My Wallet data.

Left Panel icon

Select the slider to show the left panel of expense history.

Related Actions in My Wallet History

Within the My Wallet History, you can perform the following actions:

Field or Control

Definition

View Expense Report

View the expense report. This option is available only if the wallet entry is assigned to an expense report.

Send Notification

Send an e-mail notification. For more information, see Sending Notification

Restore My Wallet

Restore My Wallet receipts that were previously deleted.

My Preferences Page

Use the My Preferences page (EX_MY_PREF_FL) to update the search criteria for the expense history. You have search options that you can set for My Wallet and Expense Reports.

Image: My Preferences page as displayed on a smartphone

This example illustrates the fields and controls on the My Preferences page as displayed on a smartphone.

My Preferences page

Image: My Wallet Search Options

This example illustrates the fields and controls on the My Wallet Search Options. You can find definitions for the fields and controls later on this page.

My Wallet Search Options

Enter the number of months you want to display the history data in the History Data to display field. By default, the system displays the last 6 months of your data.

Use the Status Selection switches to further refine your search criteria for the expense history.

Based on the preferences you set in the My Preferences page, the history data displays in the Expense History page.

Use the Send Email page (EX_EML_NOTIFY_SCF) to send e-mail notification to approvers or other user.

Select the Send Notification action button.

Image: Send Email page

This example illustrates the fields and controls on the Send Email page. You can find definitions for the fields and controls later on this page.

Send Notification

The system automatically populates the subject field with the Expense Report ID and the report description. If the Expense Report is in pending approval, the To field is populated with the next approver email address (if available). For Pooled approver, all approver emails will be included. The user email is populated in the CC field.

If the Send Notification is related to Wallet entry, the Subject field is populated with the Wallet date and Expense Type.