Importing Expense Reports from Oracle Projects
Payables integrates with Oracle Projects so that you can create Payables invoices based on expense reports entered in Oracle Projects and Oracle Personal Time and Expense. We recommend that you submit a streamlined process from the Submit Processes window in Oracle Projects to combine the following processes in one step: 1) transfer expense reports to Oracle Payables, 2) submit Payables Invoice Import, and 3) Tieback Invoices from Oracle Payables. However, you can submit these processes individually.
When you enter expense reports in Oracle Projects, you enter the same types of information as you enter for Payables expense reports, such as employee name, week ending date, project, task expenditure type, and amounts. Oracle Projects generates the GL account for each expense report expense item using the accounting rules you have defined. After you transfer the expense report to the Payables Invoice Import Interface Tables, you can submit Payables Invoice Import to create an invoice from the expense report.
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 employees as a suppliers before submitting Payables Invoice Import.
Prerequisites
Enter expense reports in Oracle Projects.
Run Oracle Projects Distribute Expense Report Costs Process to calculate the amount and generate accounts.
Submit Oracle Projects Interface Expense Reports to Payables process to transfer expense reports to the Payables Invoice Interface Tables.
If the Create Employee As Supplier Payables option is not enabled, manually enter the employee as a supplier in the Suppliers window. See: Entering Suppliers.
To submit Payables Invoice Import for expense reports entered in Oracle Projects:
1. In the Submit Request window, choose 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. Do not enter a batch name. Select Oracle Projects for the Source. Leave the GL Date field empty.
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 Oracle Projects expense reports that were entered before this date and have already been imported and tied back to the original expense report in Oracle Projects.
3. Choose OK to submit Payables Invoice Import for all Oracle Projects expense reports in the system that have not yet been imported. Payables creates invoices with the following attributes:
- Supplier name is Employee Name.
- Invoice Date is Week Ending Date.
- Invoice Number is the expenditure batch name from Oracle Projects appended to a unique identifier for the expense report.
- Invoice distributions are based on cost distribution of expense report items. Also, each invoice distribution in Payables includes,expenditure item information, such as project information, amount, and account coding.
- Invoice Liability account is based on accounting rules in Oracle Projects.
- Scheduled payments are based on payment terms defined in the Payables Options window.
- Payment Method is from the Financials Options window.
- If the supplier is a US federally reportable 1099 supplier, Payables enters the Income Tax type for each invoice distribution.
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:
4. You then submit the Oracle Projects Tieback Expense Reports from Payables process to tieback expense report costs to ensure that your Oracle Projects data loaded successfully.
IMPORTING EXPENSE REPORTS FROM ORACLE PROJECTS RESTRICTIONS:
PURGING: You cannot purge an Oracle Projects expense report in Payables until you submit the Oracle Projects Tieback Expense Reports process to link the invoice created for the expense report to the original expense report, and automatically update the purge flag on the expense report record in Payables to Yes.
See Also
Payables Options
Defining Financials Options
Integrating Expense Reports with Oracle Payables
Distribute Expense Report Costs
Interfacing Expense Reports with Oracle Payables
Tieback Invoices from Oracle Payables
