Expense Reports
Use the Expense Reports window in Payables to enter Payables expense reports for your employees. You can also use this window to review and modify any of the following expense reports:
- expense reports entered in the Payables Expense Reports window
- expense reports submitted by your organization's employees using Oracle Web Employees
- expense reports entered in Oracle Projects and then transferred from Projects to Payables
- expense reports entered in Oracle Personal Time and Expense and then transferred to Projects, and transferred from Projects to Payables
If you have paid advances to an employee you can use this window to apply advances to expense reports to reduce the amount you pay. You can also apply a hold to an expense report to prevent payment. You can apply advances and holds to expense reports that are from any source.
Before you can pay expense reports you must submit the Payables Invoice Import program to have Payables automatically create invoices from the expense reports. You can then use Payables to pay the invoices and create journal entries for posting to your general ledger. You cannot view expense reports in this window if they have been purged during Payables Invoice Import. If you do not purge expense reports during Payables Invoice Import, you can still view successfully imported expense reports in this window, but you cannot modify them.
The following are the steps you follow to process an expense report:
1. Enter employees and their locations, expense addresses, Supervisors, and default expense accounts in the Enter Person window. See: Enter Person.
3. Define the employee as a supplier using either of the following methods:
- Enable the Create Employee As Supplier Payables option to automatically create suppliers from employees when you submit Payables Invoice Import. See: Expense Report Payables Options.
- Enter the employee as a supplier in the Suppliers window before submitting Payables Invoice Import for expense reports. See: Entering Employees as Suppliers.
4. For Payables and Web Employees expense reports, define expense report templates that model the different expense report formats your employees use. See: Expense Report Templates.
5. Enter expense reports in any of the following products.
- Oracle Web Employees. See: Web Employees Online Help
- Oracle Personal Time and Expense.
If you enter invoices in Projects or Personal Time and Expense you must also transfer them from Projects to Payables.
Optionally modify or review Payables or Projects expense reports. Review, audit and approve Web Employees Expense Reports. See the following:
7. Submit Payables Invoice Import to create invoices and invoice distributions for the expense reports. See: Payables Invoice Import Program. Review the Invoice Import reports. If there are exceptions, correct any expense reports that caused exceptions and resubmit Payables Invoice Import.
