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   To set up the Expense Reporting Workflow:

1. Install and set up Oracle Web Employees. See : Oracle Web Employees and Setting Up Web Employees Expense Reporting.

Attention: You must install and set up Oracle Web Employees before setting up the Expense Reporting workflow.

2. Install the Oracle Workflow Builder client component program. See: Oracle Workflow Installation Guide.

3. Open the Expense Reporting Workflow definition (.wft) file. 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.

4. Define System Administrator and AP Roles. See: Defining System Administrator and AP Roles.

5. Choose your Find Approver Method. See: Choosing Your Find Approver Method.

6. Set Workflow Timeouts. See: Set Workflow Timeouts.

7. Set Workflow Activity Attributes. See: Setting Workflow Activity Attributes.

8. Customize Workflow Messages (optional but recommended). See: Customizing Workflow Messages.

9. Load the AP_WEB_SIGNING_LIMITS table. See: Loading Signing Limits.

10. Submit the Workflow Background Process.

From the Oracle Applications System Administrator responsibility, submit the Workflow Background Process concurrent program. Set the Resubmission interval to indicate how often you would like to check for accounting review for expense reports that require this activity.

Attention: Oracle Workflow, in its standard configuration, sets itself in deferred status for all Web Employees-entered expense reports that require accounting review that have already been approved by management. 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. Perform accounting review in the Payables Expense Reports window. See: Reviewing, Auditing, and Approving Oracle Web Employees Expense Reports. 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.

Attention: If accounting review is not required, the Workflow process continues to completion. If accounting review is required, and it has already been completed, the Workflow process continues to completion without setting itself in deferred status.

See Also