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This chapter contains the following:

Entering Cash Expense Items: Points to Consider

Itemizing a Hotel Bill: Worked Example

Classifying a Business Expense as Business - Employee Paid: Example

Manage Delegates: Explained

Submitting a Cash-Only Expense Report from a Mobile Device: Explained

Matching Mobile Device Expenses to Corporate Card Expenses: Explained

FAQs for Enter Expense Report

Entering Cash Expense Items: Points to Consider

Oracle Fusion Expenses offers you two methods for cash expense entry. To enter cash transactions, you can choose from the following options at any time:

  • Use the Expenses Work Area for expense entry online.

  • Use an expense spreadsheet for expense entry offline.

Using the Expenses Work Area for Expense Entry Online

You can use the Expenses Work Area to enter cash and corporate card transactions as expense items. Once entered, you can:

  • Save the expense items temporarily in the Expense Items region of the Overviewpage for inclusion in a future report.

  • Add the expense items to a new expense report.

  • Add the expense items to an existing expense report.

Using an Expense Spreadsheet for Expense Entry Offline

You can use an Excel spreadsheet offline to enter cash transactions as expense items for subsequent upload to the application. Entering cash expense items on an Excel spreadsheet while disconnected from the online application enables you to:

  • Easily and conveniently track cash expenses items offline.

  • Upload cash expense items to one of three locations: the Expenses Work Area as a group of pending expense items or to a new or existing expense report as additions.

  • Upload cash expense items to the application to receive immediate online validation or correction of expense entry.

Itemizing a Hotel Bill: Worked Example

This example demonstrates how an employee creates and itemizes business and personal expenses after returning from a business trip. One expense is shared between two cost centers.

Enterprises typically implement one of the following practices:

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as a single line. In this case, employees must itemize expenses manually.

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as hierarchical expense types. In this case, itemizations appear automatically in the Business tab or Personal Tab of the Expense Items region of the Overview page and employees do not have to itemize expenses manually.

  • Corporate cards are not implemented. Consequently, employees must create cash expense types and itemize expenses manually.

The following table summarizes key decisions for this scenario.


Decisions to Consider

In this Example

Do you want to classify expenses as business or personal?

Both business and personal expenses are available to itemize.

Should expenses be shared between or assigned to different cost centers, projects, or tasks?

Yes.

Prerequisites

During implementation, enterprises decide whether expense itemization should be setup as:

  • Enabled

  • Required

  • Disabled

Itemizing a Hotel Bill

Using receipts from your one-day strategy conference trip, create and itemize business and personal expenses.

  1. On the Overview page in the Expense Items region on the Business tab or the Personal tab, click Create Expense Item to open the initial view of the Create Expense Item dialog box.

    Note

    You can also start itemizing by clicking Create Expense Item from within a new or existing expense report in the Expense Reports region on the Overview page.

  2. On the Create Expense Item dialog box, complete the fields as shown in the following table. Use the default values except where indicated.

    Field

    Value

    Date

    Any

    Expense Template

    Travel

    Expense Type

    Hotel

    Expense Class

    Business

    Amount

    283.50

    Merchant Name

    Hilton Hotel

    Description

    One night's stay during the Strategy Conference

    Taxpayer ID

    95-07438241


  3. Click Itemize to open the refreshed view of the Create Expense Item dialog box.
  4. On the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field

    Value

    Date

    Any

    Expense Template

    Any

    Expense Type

    Room Charge

    Amount

    100

    Company

    01

    Department

    520

    Amount

    95

    Company

    02

    Department

    680


  5. Click Add Line.
  6. On the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field

    Value

    Expense Type

    Meals

    Amount

    70


  7. Click Add Line.
  8. On the Create Expense Item dialog box, complete the fields as shown in the following table.

    Note

    As you itemize each expense, the remaining itemization balance in the itemization summary region decreases as you itemize each additional expense.

    Field

    Value

    Expense Type

    Bar

    Expense Class

    Personal

    Amount

    10


  9. Click Save and Close if you want to automatically add the newly created expense items to the Overview page, Expense Items region, Business and Personal tabs.
  10. Click Save and Create Another if you want to create new expense items.
  11. Click Add to New Report if you want to add the newly itemized expenses to a new expense report.
  12. Click Add to Existing Report if you want to add the newly itemized expenses to an existing expense report.

Classifying a Business Expense as Business - Employee Paid: Example

Business - Employee Paid is a business expense classification where the employee pays the corporate card provider for corporate card expenses he or she incurred. This expense classification indicates that the deploying company will reimburse the employee, rather than the corporate card provider. The following scenario illustrates when you might classify business expenses as Business - Employee Paid rather than Business or Personal.

Note

The Business - Employee Paid option is only visible during expense entry if the Both Pay scenario has been set up in corporate cards setup and it has been enabled. In the Both Pay scenario, the employer reimburses the card issuer for corporate card expenses and the employee pays for personal expenses.

Classifying Expense Report Items as Business - Employee Paid

Jane Smith, a corporate trainer, was issued a corporate card so she can charge training expenses while teaching courses held at customer sites. Jane receives the corporate card statement at home and decides to pay the entire statement amount to the card provider before completing her expense report. When Jane completes her expense report, she classifies the expenses as Business - Employee Paid, rather than Business or Personal, because she, as the employee, has already paid the business expenses. This scenario is an exception, rather than the rule, because typically the employer reimburses the card provider, rather than the employee.

Manage Delegates: Explained

A delegate is a person you have authorized to perform expense entry and management of your expense reports.

The manage delegates functionality in Oracle Fusion Expenses enables you to perform two different actions:

  • Delegate another person to enter your expense reports.

  • Enter expense reports for another person.

Delegate Another Person to Enter Your Expense Reports

Expenses enables you to delegate expense entry to another person. For example, as an executive, you can delegate expense entry and management of your expense reports to your executive assistant.

You can delegate, or authorize, another person to perform expense entry for you by adding his or her name to the list in the Delegates region on the Manage Delegates page. This authorization terminates when you remove your delegate's name from the list.

Enter Expense Reports for Another Person

Expenses also enables you to enter expense reports for another person. For example, you can enter expense reports for your manager if your manager has authorized you to enter reports on his or her behalf. You can view the persons who have authorized you to enter reports on their behalf in the Permissions region on the Manage Delegates page.

To create an expense report for another person, you access Expenses by using your own user name and password and then, in the Expenses work area, you select the name of the person for whom you are performing expense entry or management.

If you perform expense entry for another person, you assume the same responsibility for expense report management as the person who has given you permission. For example, you can perform the following actions:

  • Enter an expense report.

  • View expenses, expense reports, and corporate card transactions from the Expenses work area.

  • Follow up, after you are notified, on expense reports that are detained in the approvals process, such as reports that are rejected or require more information.

  • Execute a search in the context of another person, which returns that person's expense data.

Submitting a Cash-Only Expense Report from a Mobile Device: Explained

Oracle Fusion Expenses enables you to create and submit cash-only expense reports using mobile devices, such as iPhone and iPad. Cash-only transactions include the use of cash, checks, or personal credit cards to pay business expenses. When you submit your eligible expense items from the mobile device, the expense report you created is passed to the Expenses web-based application. The Expenses web-based application then saves your expense report and invokes the expense report validations. If your expense report passes all validations, it is submitted to approvers in your approval hierarchy and the expense report is assigned a status of Pending Manager Approval. If your expense report fails validations due to missing information, it remains as a Saved report in the Expenses web-based application. You must then correct the errors and resubmit the expense report in the Expenses web-based application.

This topic covers the following situations related to mobile device expense reports:

  • Mobile expense lines that cannot be included in an expense report

  • Mobile expense report with a status of saved

  • Mobile expense report with a status of pending manager approval

Mobile Expense Lines That Cannot Be Included in an Expense Report

When you are ready to submit an expense report from your mobile device, click the Submit icon on the Springboard. Only eligible expense lines are displayed in the Submit Expenses screen. The following expense items are not eligible for inclusion in an expense report:

  • Expenses that are missing descriptions when a description is required by the applicable business unit

  • Expenses that are missing justifications

  • Expenses that are missing project and task information for a project user when project information is required.

To make ineligible expenses eligible, you must provide any missing information. You can, however, upload the ineligible expenses to the Expenses web-based application without providing the missing information.

Mobile Expense Report with a Status of Saved

If you submit an expense report from a mobile device with invalid or missing information, the Expenses web-based application saves the expense report with a status of Saved under the following conditions:

  • The expense report violates a policy that is above the allowed limit and company policy prevents submission of an expense report if a policy violation occurs.

  • The expense type requires itemization.

  • The expense type selected for the expense is not applicable for the date selected.

  • The company policy prevents submission of the expense report if required imaged receipts are not attached during submission.

  • The cost center for one or more expenses does not exist in the Expenses web-based application and the cost center account cannot be created automatically.

  • The project assigned to Expenses is invalid.

  • The descriptive flex field is required for expense items.

  • Tax fields are required for expense items.

  • Category-specific fields are required for expense items.

Mobile Expense Report with a Status of Pending Manager Approval

If your expense report that is submitted from a mobile device passes all validations, the Expenses web-based application submits the report to approvers in your approval hierarchy and the expense report is assigned a status of Pending Manager Approval.

Matching Mobile Device Expenses to Corporate Card Expenses: Explained

Oracle Fusion Expenses provides you with the convenience of using mobile devices to create expense items on the go. You can use the Expenses mobile application to track all of your business expenses, including corporate card transactions. Corporate card transactions are routinely uploaded by your company to the web-based application. When you upload expenses from your mobile device to the web-based application, the result is duplicate expenses that need to be reconciled.

To eliminate duplicate expense submissions, the Expenses web-based application automatically attempts to find potential matches between your mobile device expense items that you upload from your mobile device and your corporate card transactions. The web-based application handles matches in the Expense Items region of the work area in different ways, depending on whether there is a one-to-one match or a one-to-many match.

Matching mobile device expenses to corporate card expenses occurs in the following ways:

  • One-to-One Automatic Match for Expense Items Not Yet Added to an Expense Report

  • One-to-Many Manual Match for Expense Items Not Yet Added to an Expense Report

  • One-to-One or One-to-Many Manual Match for Expense Items Already Added to an Expense Report

One-to-One Automatic Match for Expense Items Not Yet Added to an Expense Report

When the Expenses web-based application identifies a one-to-one match between a mobile device expense item and a corporate card expense item, it automatically merges the two lines into one without any user intervention. The web-based application alerts you to a match by displaying a Match icon, which displays as double pages, on the merged line in the Expense Items region of the Expenses work area.

To review the automatic match identified by the web-based application, you click the Match icon for the expense item in the Expense Items region of the work area. The Matched Expense Items dialog box appears. If a match does exist, you take no further action. When you click the Done button, the Match icon disappears.

If you think the match identified by the web-based application is not a match, you click the Not a Match button and both the mobile device expense item and the corporate card expense item are returned to the Expense Items region of the Expenses work area as two separate expense items.

One-to-Many Manual Match for Expense Items Not Yet Added to an Expense Report

When the Expenses web-based application identifies a one-to-many potential match, whether it's a single corporate card expense item to multiple mobile device expense items or a single mobile device expense item to multiple corporate card expense items, Expenses displays a Potential Match icon. The Potential Match icon is a red exclamation point on the single expense item. For example, if there is a one-to-many match between a single corporate card expense item and two mobile device expense items, the Expenses web-based application displays the Potential Match icon on the single corporate card expense item that has the two potential matches.

For the one-to-many potential match, the Expenses web-based application does not automatically merge expense lines in the Expense Items region of the Expenses work area. Instead, you always need to manually identify the correct match.

To manually review potential matches, you click the Potential Match icon. To identify the correct match, you visually compare the following fields for the single expense item against the same fields for the multiple expense items:

  • Expense Type

  • Date

  • Amount

  • Merchant

  • Location

  • Description

If you think a potential match is a duplicate, select the applicable expense item, and click the Delete icon. You may select one or multiple expense items for deletion.

Note

You can only delete mobile cash expense items. You cannot delete corporate card expense items from the mobile device.

Once you determine the correct match, select the applicable expense item, and click the Match button. To commit the match you selected, click the Done button.

Note

You can select only one expense item of the multiple potential matches as a valid match. Remaining expense items return to the Expense Items region of the work area as separate expense items.

One-to-One or One-to-Many Manual Match for Expense Items Already Added to an Expense Report

After you add expense items to an expense report, the web-based application may identify one or more as a one-to-one match or as a one-to-many potential match. For either scenario, you must manually match the expense items, since the web-based application does not automatically match expense items that are already in an expense report.

FAQs for Enter Expense Report

What's an expense template?

An expense template is an administrator-defined list of related expense types. When you enter expenses on your expense report, you must select a specific expense template. The template you select enables you to see a list of related expense types from which you select one.

What's the difference between an expense type and an expense item?

An expense type is a potential expense that you can incur that has been defined by the administrator during setup.

An expense item is the actual expense that was incurred and is always associated with an expense type during expense entry on an expense report.

Based on the expense type setup, you can itemize an expense item and allocate your expenses, for example, by specifying a company, cost center, or project. Also depending on setups, you can add fields to capture supporting information, such as Travel Itinerary Number or Checkout Date.

What's the difference between Business and Business - Employee Paid?

Business is a business expense classification. When completing an expense report for corporate card expenses incurred, an employee specifies expense types and expense items as Business, Personal, or Business - Employee Paid expenses. Typically, the employer reimburses the corporate card provider for business expenses claimed by an employee on an expense report.

Business - Employee Paid is a business expense classification where an employee pays the corporate card provider for corporate card expenses incurred. This expense classification indicates that the deploying company will reimburse the employee, rather than the corporate card provider.

Note

The Business - Employee Paid option is only visible during expense entry if the Both Pay scenario has been set up in corporate cards setup and it has been enabled. In the Both Pay scenario, the employer reimburses the card issuer for corporate card expenses and the employee pays for personal expenses.

Can I charge an expense item to a project and task?

To enter project and task information on an expense report, you must have the duty role, Project Expense Allocation Duty, assigned to you and the expense type must be project-enabled.

Can I charge an expense item to a different account or cost center?

To enter expense items on an expense report for a different account or cost center, you must have the duty role, Expense Account Allocation Duty, assigned to you.

How can I resolve a corporate card dispute?

If you have a dispute with a card issuer, you must actually contact the card provider to resolve the corporate card dispute. Recording the dispute in the application does not resolve the dispute.

When do I download the expense spreadsheet?

It is desirable to periodically connect to the application when using the ADFdi-enabled expense spreadsheet offline to enter cash expenses, so you can view the most recent expense template values in the spreadsheet after they are downloaded from the application.

By connecting periodically to the application, you can export data from the application to the expense spreadsheet to capture the most current information. Spreadsheet values that will be populated and stored are the following:

  • Values in choice lists

  • Values for dependent fields

  • Context sensitive descriptive flexfields

Can I enter corporate card transactions in the expense spreadsheet?

No, only cash transactions, rather than corporate card transactions, can be entered in the expense spreadsheet. The spreadsheet enables you to conveniently record cash transactions that are incurred when you are disconnected from the application. Corporate card transactions are automatically tracked by the application when the corporate card feed file is imported.

How can I activate a primary bank account?

A primary bank account is one in which cash advances and expense reimbursements are deposited. To activate a primary bank account, access the Manage Bank Accounts page by clicking the Manage Bank Accounts link in the Tasks pane of the Expenses work area. Select the bank account line that you want to specify as primary and then click the green check mark icon. The green check mark appears in the Primary column on the bank account line you selected.

Although you can have multiple bank accounts, cash advances and reimbursement of your business expenses are always deposited into your primary bank account.

Note

You can only have one primary bank account.

How can I enable the Oracle Fusion Expenses mobile application on an iPhone or iPad?

Using your mobile device, download and install the Oracle Fusion Expenses mobile application from the Apple Store at http://www.apple.com/iphone/from-the-app-store/. Enter information for the fields in the Settings screen as follows:

In the Host URL field, enter the URL provided by your administrator.

In the User Name and Password fields, enter the same user name and password that you use for accessing the Expenses web-based application. On connection, you are asked to accept an agreement. After accepting the agreement, you are presented with the Oracle Fusion Expenses mobile application springboard.

If your company does not enable Fusion applications outside its firewall, you must connect to your company's network by using a Virtual Private Network (VPN) for the initial connection and to upload expense items to Expenses web-based application. For convenience, you can enter expenses on the mobile device when you are not connected to VPN.


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