Creating a Pre-Approved Expenditure Batch
To create a new batch:
1. Sort paper expenditure reports into batches containing the same Expenditure Ending date and Expenditure Type Class (Straight Time, Overtime, Expense Reports, Usages, Supplier Invoices, Miscellaneous Transactions, or Burden Transactions).
Note: If you integrate with Oracle Manufacturing or Oracle Inventory, use function security to prevent users from entering pre-approved batch items with an expenditure type class of Inventory or Work in Process.
2. Navigate to the Expenditure Batches window.
3. Enter a unique Batch name to identify this set of expenditures.
Suggestion: Choose a unique, identifiable, and memorable batch name. For example, a timecard batch name might include your organization code, the letter "T" to indicate Timecards, and the week ending date.
4. Enter the expenditure Ending date for the batch. If you enter a date that is not the last day of an expenditure week, the system automatically updates the date to the next valid weekending date.
5. Choose the expenditure type class for this batch.
6. Optionally enter a Description of the batch, or leave the field blank to use the name of the expenditure Class.
7. Optionally use the fields in the Amounts region to verify actual versus entered totals:
- To verify that the total hours, usages, expenses, or miscellaneous, burden, inventory, or work in process transaction amounts entered for this batch match the total recorded on the paper expenditure reports, calculate the total Units of Measure in the batch and enter the result as the Control Total. The total can be a mixture of different units (such as dollars and miles), although you will not typically mix different units of measure.
- To verify that the total number of expenditures entered matches the total number of expenditures in the batch, count the paper expenditure records and enter the result as the Control Count.
8. Choose Expenditures to enter the batch. The status of a new batch is always Working.
