Understanding Expense Management

This chapter discusses:

Click to jump to parent topicExpense Management System

The JD Edwards EnterpriseOne Expense Management system (09E) is designed to help companies effectively manage reimbursement requests. The system facilitates entering expense reports and provides immediate error notification if information is missing or inaccurate. It also provides control mechanisms to monitor and audit expense reports, and the flexibility to customize the system for evolving expense and travel policies.

With JD Edwards EnterpriseOne Expense Management, you create and customize your expense reimbursement policies according to the type of expenses incurred. For each type of expense, you establish expense categories that you can customize to track pertinent information. For example, you might set up an expense category for airfare, and then further customize it to require the employee to enter a ticket number, ticket status, subledger, and so on. As you set up the expense categories in a policy, you can further define daily allowances or per diem rules, policy limits to require an audit, and rules for when a receipt is required. You can also set up expense policies to differentiate between allowable and unallowable amounts for any expense category. Unallowable amounts are amounts that exceed the daily allowance for an expense category. This portion of an expense is allocated to a separate object and subsidiary account that you set up when you map expense accounts to expense categories.

You set up group profiles and employee profiles to specify the reimbursement method and currency, as well as designate whether management approval is required for expense reports that are submitted. While you can set up this information for a group of employees, the system also allows you to override the information as needed on an individual basis. Employees can be reimbursed from the JD Edwards EnterpriseOne Accounts Payable system or the JD Edwards EnterpriseOne Payroll system, or you can directly reimburse a credit card company.

After expense reports are submitted, they might require management or auditor approval. The system provides a checklist to assist in tracking receipts received and managing expense exceptions.

If you set up the expense report process to require management approval, you can set up a system for alternate and multiple approvals. Use distribution lists and workflow to set up alternate approving managers to manage the approval process without delays if managers change or are not available. You can also set up a hierarchy of managers that are authorized to approve expense reports with larger amounts.

After the approval and audit processes are completed, the system produces accounts payable vouchers or time card records that you use to process the payment.

Click to jump to parent topicExpense Management Process

The Expense Management process includes these tasks:

This flowchart illustrates the Expense Management process:

Expense Management process flow

Click to jump to parent topicExpense Management Tables

The JD Edwards EnterpriseOne Expense Management system uses these tables:

Table

Description

Employee Profile Definition (F20103)

Stores employee information, such as the approving manager.

Expense Report Group Profiles (F20104)

Stores employee group information, such as the reimbursement method and currency.

Account Mapping Definition (F20106)

Stores account information by expense category.

Business Purpose History (F20107)

Stores the last 10 business purposes that each employee entered on his or her expense report.

Expense Report Header (F20111)

Stores information about the expense report, such as the employee ID, expense report type, expense report ending date, and expense report description.

Expense Report Detail (F20112)

Stores information about the expense report details, such as the expense report categories, expense date, and expense amount.

Tax Mapping (F09E105)

Stores tax information for each expense category by expense location.

Policy Edit Rules (F09E108)

Stores the policy rules for each expense category by expense report type.

Expense Category Setup (F09E109)

Stores the expense categories by expense report type.

Audit Selection Rules (F09E110)

Stores the audit rules for each policy that you establish.

Exchange Rate Identifiers (F09E114)

Stores the cross-reference information that the system needs to retrieve the appropriate exchange rate to reimburse expenses incurred in a foreign currency.

Credit Card Information (F0075)

Stores the credit card numbers, expirations dates, and credit card address book numbers.

Expense Reimbursement Routing Rules (F09E119)

Stores the routing rules for each expense report type.

Expense Category/Report Type to Pay Type Mapping (F09E118)

Stores the payroll PDBA (pay type, deduction, benefit, accrual) codes by expense report type and expense category.

Expense Report Routing History Log (F09E120)

Stores information about the expense report statuses that the system assigns during the reimbursement process.

Credit Card Transaction Interface Table (F09E150)

Stores information about credit card transactions received from the credit card company.