Importing Expense Reports from Payables or Oracle Web Employees
When you enter expense reports using the Expense Reports window in Payables, or enter expense reports using Oracle Web Employees, Payables automatically saves the expense information in the Payables Invoice Import Interface Tables to allow for immediate submission of Payables Invoice Import. When you submit Payables Invoice Import, Payables creates invoices from the expense reports. Payables processes all expense reports entered since the last time you submitted Payables Invoice Import.
If you enable the Automatically Create Employee As Supplier Payables option, Payables automatically creates suppliers and supplier sites for employees who are not already suppliers. If you do not enable this option, you must manually enter the employee as a supplier before submitting Payables Invoice Import.
Prerequisites
Enter expense reports in Payables or Web Employees. See: Entering Expense Reports, or see the Web Employees online help.
If the Create Employee As Supplier Payables option is not enabled, manually enter the employee as a supplier in the Supplier window. See: Entering Suppliers.
To submit Payables Invoice Import for expense reports entered in Payables or Web Employees:
1. In the Submit Request window, select the Request as the Type, and select Payables Invoice Import as the Name.
2. Enter the report parameters. For more information on report parameters, see: Payables Invoice Import Parameters. If you use batch control, enter a Batch Name. Select Payables Expense Reports for the Source. Optionally enter or modify the GL Date to override all expense report GL Dates.
If you want to purge expense reports from the Payables Invoice Import Interface Tables, enter the date criteria you want Payables to use. Payables will delete all records for expense reports that were entered before this date and have already been imported.
3. Choose OK to save the parameters. In the Submit Request window, choose Submit to submit Payables Invoice Import for all Payables expense reports in the system that have not yet been imported. Payables creates invoices with the following attributes:
- Invoice Number is from the Expense Report Invoice Number.
- Invoice distributions are based on the expense Items.
- Scheduled payments are based on payment terms defined in the Payables Options window.
- Payment Method is defined in the Financials Options window.
When the program is complete, you can query the new invoices in the Invoice workbench. The new invoices are ready for the normal process of approval and payment.
Payables automatically produces the following reports so you can review the invoices that Payables Invoice Import successfully created, and the invoices that Payables Invoice Import was unable to import:
IMPORTING PAYABLES EXPENSE REPORT RESTRICTIONS:
NO AUTOMATIC SUPPLIERS IF PAYMENT METHOD IS ELECTRONIC. If your Financials option for payment method is Electronic, Payables does not automatically create suppliers because you must manually enter bank information for them.
See Also
Entering Expense Reports
Financials Options
Entering Employees as Suppliers
Payables Options
