The Predefined Expense Reporting Workflow Definition
The Expense Reporting Workflow definition (.wft) file is automatically loaded into the database under the APPS account when you install Oracle Web Employees. From the Oracle Workflow Builder program, you can open the definition file by providing the username, password, and database. Show the AP Expense Report item type and choose OK.
The Expense Reporting Workflow definition file contains the following nine Oracle Workflow Process-type activities:
AP Standard Expense Report Process (Parent)
Server Side Validation Process
Populates for each expense report record all remaining required columns in AP_EXPENSE_REPORT_HEADERS and AP_EXPENSE_REPORT_LINES.
AP_EXPENSE_REPORT_HEADERS:
- Sets SOURCE to "WebExpense" from "NonValidatedWebExpense" after the columns have been populated by this activity. The Expense Reports window in Payables can query records with the source of "WebExpense", but not "NonValidatedWebExpense."
- Determines and sets EXPENSE_CHECK_ADDRESS_FLAG based on values defined in HR_EMPLOYEES_CURRENT_V and then FINANCIALS_SYSTEM_PARAMETERS.
- Determines and sets APPLY_ADVANCES_DEFAULT based on values defined in AP_SYSTEM_PARAMETERS and on whether there are any available advances for the employee.
- Determines and sets AWT_GROUP_ID.
- Determines and sets DEFAULT_EXCHANGE_RATE_TYPE, DEFAULT_EXCHANGE_DATE, and DEFAULT_EXCHANGE_RATE.
- Builds CODE_COMBINATION_ID.
- Sets AWT_GROUP_ID to the value for AWT_GROUP_ID in AP_EXPENSE_REPORT_HEADERS.
- Determines and sets RECEIPT_REQUIRED_FLAG.
- Determines and sets JUSTIFICATION_REQUIRED_FLAG.
Attention: The Server Side Validation process also calls the DoCustomValidation function. You may want to customize this process to include any custom validation in your Expense Reporting workflow. For example, if you do not want to use AP Approval, then in the AP_EXPENSE_REPORT_LINES table, set both the JUSTIFICATION_REQUIRED_FLAG and the RECEIPT_REQUIRED_FLAG to N for all lines. Or, if you want AP Approval to be required for expense reports above a certain amount, then set both the JUSTIFICATION_REQUIRED_FLAG and the RECEIPT_REQUIRED_FLAG to N on expense reports below the amount.
The DoCustomValidation function is located in the following directory:
$AP_TOP/patch/110/sql/apwxwfcb.pls
The DoCustomValidation function is named:
AP_WEB_EXPENSE_CUST_WF.DoCustomValidation
Attention: If you use the DoCustomValidation function to perform custom processing for your expense reports, place any custom code in a directory protected from an upgrade prior to the upgrade. After the upgrade, if appropriate, reapply any custom code.
Warning: If you customize the predefined Workflow definition, do not modify the Payables Validation activity of the Server Side Validation process. This activity populates all missing required columns in AP_EXPENSE_REPORT_HEADERS and AP_EXPENSE_REPORT_LINES. If this activity does not complete successfully, you may encounter data corruption errors.
Manager (Spending) Approval Process
- Finds the appropriate Approver(s) for each expense report. The Approver(s) for an expense report is based on the Find Approver Method.
- Processes the Approver's response (request for approval sent by Request Approval Process) to request for approval.
- Verifies the authority of the Approver once approval is obtained.
- If sum of missing receipt items is greater than user-defined limit, requests approval confirmation from Approver.
- Processes Approver response to approval confirmation.
- Determines if proof of payment is required regardless of whether the employee indicates that original receipts are missing. If proof of payment is not required for items where the employee indicates that receipts are missing, then it sets the RECEIPT_REQUIRED_FLAG column value to N for all items where receipts are required but the employee indicated that receipts are missing. If proof of payment is required, then the RECEIPT_REQUIRED_FLAG column value is not updated for those items where receipts are required and the flag is set to Y.
Attention: The Manager (Spending) Approval Process checks the SUPERVISOR_ID column in HR_EMPLOYEES_CURRENT_V and the AP_WEB_SIGNING_LIMITS table to obtain the approver(s) for an expense report, and to verify the spending authority of an approver(s). If you want to store spending authority in other (custom) tables, you need to customize the Find Approver activity and the Verify Authority activity of this process.
Request Approval Process
- Notifies Approver(s) for whom approval is required.
- Copies direct manager on notification requesting approval (if direct manager is not an Approver).
- Calls the No Manager Response Process if manager does not respond to request for approval within specified Timeout period.
Third Party Expense Report Process
- If an employee submits an expense report on behalf of another employee, this process determines if approval is required by the employee for whom the expense report was submitted. If approval is required, the employee for whom the expense report was entered receives a notification requesting approval. If approval is not required, the employee receives only a notification indicating that an expense report has been submitted on her behalf.
Rejection Process
- If an expense report is rejected by management after accounts payable (AP) has reviewed it, AP receives a notification. If AP has received receipts for an expense report that has been rejected by management, AP can determine what to do with those receipts.
- Informs the preparer that the expense report has been rejected by management. The preparer can then use the Modify Expense Reports function in Web Employees to restore the rejected expense report. When an employee restores a rejected expense report, the employee can review and edit, then either save, cancel, or resubmit the expense report.
- Deletes the rejected expense report if no action is taken by the preparer within a specified period of time.
No Manager Response Process
- After a user-defined number of notifications to Approver without response, notifies expense report preparer of other approval options. Options include: resend to approver, or request approval from the original approver's manager.
- Processes response to provided approval options chosen by preparer.
AP Approval Process
- Approves as ready for Payables Invoice Import all expense reports where all receipt items do not require justification or original receipts. At this point, the Oracle Workflow process, in its standard configuration, is complete for those expense reports that: 1) do not require accounting review, and 2) have been approved by management during the Manager (Spending) Approval Process.
- To approve an expense report as ready for Payables Invoice Import, the Oracle Workflow process sets the AP_EXPENSE_REPORT_HEADERS.SOURCE column to XpenseXpress.
Attention: Once management approves an expense report during the Manager (Spending) Approval Process, the Workflow process determines if accounting review is required, and, if so, it checks if accounting review has occurred. If accounting review is required, and it has not been completed, the Workflow process sets itself in deferred status and waits for accounting review to be performed. You can perform accounting review in the Payables Expense Reports window. Once accounting review has been performed, you must run the Workflow Background Process to restart the Workflow process from deferred status. If the Workflow Background Process determines that accounting review has been performed, the Workflow process can continue towards completion. If the Workflow process for an expense report does not complete, the expense report cannot be imported using Payables Invoice Import.
Suggestion: You should set the Workflow Background Process to run periodically to check for accounting review. See: Setting Up Background Workflow Engines.
- Approves as ready for Payables Invoice Import all expense reports where all receipts have been verified by accounting, these have been no adjustments or shortpays, and the expense report has been approved by management during Manager (Spending) Approval Process.
- To approve an expense report as ready for Payables Invoice Import, the Oracle Workflow process sets the AP_EXPENSE_REPORT_HEADERS.SOURCE column value to XpenseXpress.
- Determines if AP performed an adjustment to an expense report item, and if so, notifies preparer of AP adjustment based on receipt item where expense is not reimbursable under organization spending policy.
- Determines if any unverified receipts exist where receipt is required for an Expense Item, and if so, calls the Shortpay Unverified Receipt Items Process.
Suggestion: If you do not require accounting review, you can use the DoCustomValidation function in the Server Side Validation process to set the RECEIPT_REQUIRED_FLAG column value to N and the JUSTIFICATION_REQUIRED_FLAG column value to N for an expense report. You can set these flags to N for all expense reports, or for only those expense reports below a certain amount threshold.
Attention: If you use the DoCustomValidation function to perform custom processing for your expense reports, place any custom code in a directory protected from upgrade prior to the upgrade. After the upgrade, if appropriate, reapply any custom code.
Shortpay Unverified Receipt Items Process
- Creates new expense reports for items subject to shortpay. An expense report can be shortpaid for missing required receipts and for policy violation. If all required receipts are not verified by AP, then a new expense report is created that consists of the sum of all receipt-required items where receipt has not been verified by AP. If AP indicates that an item is subject to shortpay due to a lack of information provided by the employee (policy violation), then a new expense report is created for the sum of all expense items with a policy violation. The expense report number for each new expense report created by the shortpay process is the original expense report number appended with -n (n is the number of instances where a new expense report is created due to short pay). See also: Reviewing, Auditing, and Approving Oracle Web Employees Expense Reports, and Modifying and Reviewing Existing Expense Reports.
- If the shortpay is due to unverified required receipts, this process calls the Missing Receipts Shortpay Process.
- If the shortpay is due to policy violation, calls the Policy Violation Shortpay Process.
- Approves as ready for Payables Invoice Import the original expense report that consists of the remaining items that are not subject to shortpay. At this point, the Oracle Workflow process, in its standard configuration, is complete for the original expense report.
- To approve an expense report as ready for Payables Invoice Import, the Oracle Workflow process sets the AP_EXPENSE_REPORT_HEADERS.SOURCE column to XpenseXpress.
Policy Violation Shortpay Process
- Informs preparer of policy violation shortpay and provides response options to shortpay. The preparer has two options: 1) delete the new expense report; or 2) provide AP with the additional information required by the reimbursement policy.
- If the employee submits additional information (option 2) for the policy violation, AP is notified of the information and the AP Standard Expense Report Process is called to start at the AP Approval Process.
Missing Receipts Shortpay Process
- Informs preparer of unverified required receipt shortpay, and provides response options to the shortpay. The preparer has three options: 1) delete the new expense report; 2) submit the original receipts to accounting; or 3) forward the new expense report to management for approval indicating that original receipts are not available.
See Also
Oracle Workflow Guide
