Entering Expense Reports
You can enter expense reports in the following products.
- Oracle Payables (see below).
- Oracle Personal Time and Expense.
Entering Basic Expense Reports in the Payables Expense Reports Window
Prerequisites
Enter employees, their locations, their supervisors, and their expense addresses in the Enter Person window. See: Enter Person.
If you want to be able to check the Includes Tax check box, you must use Line level automatic tax calculation (at the site level if one exists, at the supplier level if there is no supplier site, or the Payables Options level if no supplier exists) and you must enable at least one of the following two options: Distribution Amount Includes Tax check box on the Expense Report Template, or Allow Override (for Distribution Amount Includes Tax) Payables option. For more information, see: Automatic Tax Calculation Overview.
To enter a basic expense report:
1. In the Expense Reports window, either enter the employee name in the Employee field, or enter the employee number in the Number field.
2. Optionally change the GL Account, which defaults for the employee from the Enter Person window.
3. In the Send to field, optionally change the location to which you want to send payment for the expense report. You control the default expense address in the Financials Options window.
4. In the Date field, enter the period ending date for the expense report. Payables uses this date as the GL Date for invoice distributions created from the expense report. When you submit Payables Invoice Import you have the option to override this date.
5. Either enter an Invoice Number, or Payables will enter the invoice date as the Invoice Number. Enter a Description of the expense report. This will become the invoice description, and it will appear on reports.
6. Enter the total Amount of the expense report. Payables will confirm that the sum of the item amounts matches this amount.
7. Enter the expense report Template you want to use. The template determines which Items you can select. The template also may provide defaults for Type, Includes Tax, Tax Name, and GL Account. During Payables Invoice Import, Payables creates invoice distributions from the item lines.
For each item line on the expense report, select the Item and enter the item Amount. Optionally change the Tax Name associated with the item. The value for the Includes Tax check box defaults from the Expense Report Template for that item. If you use inclusive automatic tax calculation at the line level and you have the Allow Override (Distribution Amount Includes Tax) Payables option enabled and the item amount includes tax, you can adjust the Includes Tax check box.
Optionally update the GL Account. The default GL Account for each item line is the GL Account for the employee overlaid with any segments defined at the template for each expense item.
EXPENSE REPORT RESTRICTIONS:
UNIQUE INVOICE NUMBER. The same invoice number cannot be used twice for the same employee.
DATE. If the period ending Date is in a closed accounting period in the future, Payables will not import the expense report and will list it on the Invoice Import Exceptions report. If the period ending Date is in a closed period in the past, when Payables imports the expense report, it will use the first day of the current accounting period as the GL date.
See Also
Applying Advances Against Expense Reports
Applying Holds to Expense Reports
Automatic Withholding Tax Overview
Entering Expense Reports
Entering Foreign Currency Expense Reports
Expense Report Templates
Expense Reports
Expense Reports Window Reference
Modifying and Reviewing Existing Expense Reports
Payables Invoice Import Program
Paying Expense Reports
Purging Expense Reports or Invoices You Have Imported
