Managing Expenses in PeopleSoft Services Procurement

This chapter lists prerequisites and discusses how to:

Create expense reports.
Manage expenses.
Approve and deny expense reports.
Manage expense report worklists.

Understanding Expense in PeopleSoft Services Procurement

The expense feature enables you to capture travel and expense information relating to a project. A service provider can enter expenses incurred on a project and submit them to the project manager on a expense report for immediate approval.

Note. Expenses can only be entered if there is an expense amount specified on the work order.

Creating Expense Reports

This section discusses how to:

Enter general expense information.
Add expense lines.
Enter expense line information.

Pages Used to Create Expense Reports

Page Name	Object Name	Navigation	Usage
Manage Expenses	SPA_EXP_ROSTER	Services Procurement, Manage Expenses	Create new expenses, manage the expenses, and view the expense history.
General Information	SPA_SHEET_MAIN2	Click the Add Expense button on the Manage Expenses page.	Enter report description, business purpose, and other comments.
Services Expense Report Details	SPA_SHEET_LINES2	Click Continue on the General Information page.	Select the expense type for each expense line.
Add Expense	SPA_SHEET_EXPENSE2	Click Add on the Services Expense Report Details page.	Enter detailed expense lines and prepare the expense sheet for approval.
Exchange Rate Detail	EXCH_RT_DTL	Click the Rate Detail link on the Add Expense page.	View exchange rate information.

Entering General Expense Information

Access the General Information page.

Report Description

Enter a description of this report (30-character limit).

Business Purpose

Select the business purpose of this trip or activity.

Reference

Enter text (10-character limit.)

Comment

Enter general comments regarding the expense sheet.

Continue

Click to access the Services Expense Report Details page and add expense lines.

Adding Expense Lines

Access the Services Expense Report Details page.

Select an expense type and click Add to access the Add Expense page.

Entering Expense Line Information

Access the Add Expense page.

Depending on how the organization defines the expense type, you access the Add Expense page to enter more details such as merchant, mileage, or number of nights pertaining to the line item. When you complete the necessary information, the expense appears as a line item on the Services Expense Report Details page.

Here is one example of an Add Expense page that appears based on the air travel expense type.

Generic Fields Included on Several Add Expense Pages

Trans Date (transaction date)	Enter the transaction date for this expense.
Payment Type	Select the payment type for this expense.
Billing Code	Select Billable or Nonbillable.
Merchant: Preferred or Non-preferred	Depending on how the expense type is defined during setup, this field may be required.
Location	Enter where the transaction occurs.
Description	Depending on how expense type is defined during setup, this field may be required.
Amount	Enter the expense amount and the currency in which it was purchased. The currency code is only available for edit if the PeopleSoft Purchasing business unit allows multicurrency purchase orders.
Conversion Rate	Appears automatically and cannot be modified.
Reimbursement Amount	Appears in vendor location currency. The vendor location currency appears by default in the Work Order Vendor Location field. You can change this value by choosing a different currency in the Amount field if the PeopleSoft Purchasing business unit allows multicurrency purchase orders.
Rate Detail	Click to view or rate calculation information.
No Receipt	Select this check box if there is no receipt to substantiate an expense item that normally requires a receipt. If a receipt is required, you may need to provide an explanation for this expense.
Done	Click when you have completed the line item details. This returns you to the Services Expense Report Details page.

Specific Fields Included on Some Add Expense Pages

Ticket Number	Enter a reference number for the airline ticket.
Miles	Enter number of miles used to calculate automobile mileage reimbursement.
Add Additional Attendees	For meals, click to add a guest or business associate name, company, and title.
Number of Nights	Enter the number of nights included in the hotel stay.
Start Time and End Time	Enter the start and end of the business day.
Retrieve Per Diem Amounts	Click for the system to populate the amount field with the allowed per diem reimbursement.
Per Diem Information	Click this link to navigate to the Per Diem Information page to select meals that were provided by another party such as a lodging establishment. Depending on how the system is set up, the appropriate amount may be deducted from the per diem for that day.

Managing Expenses

This section discusses how to:

Manage expenses.
Submit expenses for approval.

Pages Used to Manage Expenses

Page Name	Object Name	Navigation	Usage
Manage Expenses	SPA_EXP_ROSTER	Services Procurement, Manage Expenses	Create new expenses, manage the expenses, and view the expense history.
Manage Expenses (as proxy)	SPA_EXP_SUP_ROST	Services Procurement, Manage Expenses as Proxy	Manage expenses on behalf of another user.
General Information	SPA_SHEET_MAIN2	Click the Add Expense button on the Manage Expenses page.	Enter report description, business purpose, and other comments.
Services Expense Report Details	SPA_SHEET_LINES2	Click Continue on the General Information page.	Select the expense type for each expense line.

Managing Expenses

Access the Manage Expenses page.

Create Expense Sheets

Use this section to add expenses to an existing work order.

Active Expense Sheets

Use this section to view active expenses for the user. This includes both pending and denied expenses.

Search Expenses

Enter the search criteria and click Search. The search results appear at the bottom of the page.

Expenses

Report ID

Click the link to access Service Expense Report Details page, where you can view the details of previously created expense reports.

Submitting Expense Reports for Approval

To submit expenses for approval:

Access the Services Expense Report Details page.
Click Submit for Approval.
Click OK on the Submit Confirmation page.

Warning! After you submit the expense report for approval, you cannot go back and add time or expenses for the same time period, project, and activity combination using the same work order.

Approving or Denying Expense Reports

This section discusses how to:

Approve or deny expense reports.
Mass approve expense reports.

Pages Used to Approve or Deny Expense Reports

Page Name	Object Name	Navigation	Usage
Manage Expense Approvals	SPA_EXP_APR_ROSTER	Services Procurement, Manage Expense Approvals	View and approve expense reports.
Expense Report Line Adjustment	SPA_SHT_LN_ADJ	Click the Add Expense button on the Time Report Detail Adjustment page.	View adjusted expense lines.
Expense Report Line Entry Adjustment	SPA_SHT_EXP_ADJ	Click the Expense Type link on the Expense Report Line Adjustment page.	View adjusted expense line detail information.

Approving or Denying Expense Reports

To approve expense reports:

Access the Services Expense Report Details page.

Click one of the following buttons to designate the approval status of this time and expense line:

Button	Approval Status
Approve	Changes status to Approved. The expense report is now available for invoicing.
Deny	Changes status to Denied by Approver. If you deny the expense report, enter a comment to indicate a reason. The expense report returns to the service provider or service provider contact for modifications and resubmission.

When all lines are approved, the expense report status changes to Approved.

Mass Approving Expense Reports

To approve multiple expense reports:

Access the Manage Expense Approvals page.
Select the expense report to be approved.

Note. This option appears for users with a role action of SP_EXP_APPROVER only.
Click the Submit button.

The system changes the status of the selected expense report to Approved.

Manage Expense Report Worklists

This section discusses how to trigger worklist and email notifications.

Triggering Worklist and Email Notifications

The following status changes trigger a worklist entry and an email notification:

The service provider receives a worklist entry and an email notification if the expense status changes to Approve or Deny.
The approver receives a worklist entry and an email notification when an expense report is submitted.

The email notification contains values from the Manage Expenses page and a URL that the recipient should use to access the expense report.

Report Description	Enter a description of this report (30-character limit).
Business Purpose	Select the business purpose of this trip or activity.
Reference	Enter text (10-character limit.)
Comment	Enter general comments regarding the expense sheet.
Continue	Click to access the Services Expense Report Details page and add expense lines.