This chapter discusses how to:
Set up business purposes.
Set up credit card vendors.
Set up employee notifications.
Set up payment types.
Set up preferred merchants.
Set up templates.
Set up time reporting codes.
To define business purposes, use the Business Purpose (EX_PURPOSE.GBL) component.
This section provides an overview of business purposes and discusses how to define a business purpose.
With PeopleSoft Expenses, you can create business purposes that justify business expenses. For consistency in reporting and analysis, you can also use business purposes to sort and total expenses, which lets you see how much your company spends on meetings, trade shows, customer visits, and other items.
Page Name |
Definition Name |
Navigation |
Usage |
EX_PURPOSE |
|
Define business purposes that justify a business expense as a corporate tax deduction. |
Access the Business Purpose page (Set Up Financials/Supply Chain, Product Related, Expenses, Purchase, Business Purpose).
Assign this unique identifier for the type of business expense that you want to track. Because the business purpose is effective-dated, you can create more than one set of descriptions to use at predetermined times. |
To define credit card vendors, use the Corporate Card Vendor (CC_CARD_TBL.GBL) component.
This section provides an overview of how to set up credit card vendors and discusses how to define a corporate credit card vendor.
Link vendor IDs with your organization's corporate ID number to ensure that the transactions you receive from the vendors are legitimate charges from your employees.
Page Name |
Definition Name |
Navigation |
Usage |
CC_CARD_TBL |
|
Define credit card vendors to enable your expense system to process credit card transactions. |
Access the Corporate Card Vendor page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Corporate Card Vendor).
Warning! You must set up corporate card vendors using these card issuer names: AMEX for American Express, VISA for Visa International, DINER for Diners Club, MC for MasterCard, and USB for US Bank. If you do not use these specific card issuer names, the EX_LOAD_[vendor] Application Engine process does not load credit card data.
Note. Fields not defined here are defined in the PeopleSoft Purchasing PeopleBook.
Credit Card Provider Record
Corporate Number |
Enter your company's identifier for the selected vendor. |
Bill Includes Tax (if applied) and Notify Pending Reconciliations |
Not applicable for PeopleSoft Expenses but used by PeopleSoft Purchasing. |
Bill Includes VAT (if applied) (bill includes value-added tax if applied) |
Not applicable for PeopleSoft Expenses but used by PeopleSoft Purchasing. |
VAT Default (value-added tax default) |
Click to access the VAT Defaults Setup page. The VAT Defaults Setup page is a common page used to set up VAT defaulting for all PeopleSoft applications that process VAT transactions. On this page, you can define corporate credit card vendor defaults as applicable. See Working with VAT. |
PeopleSoft Expenses supports loading credit card level 3 data from Visa International.
Load Level 3 Data (Expenses) |
Select to indicate that your system imports level 3 data from credit card vendors. Deselect to indicate that your system does not import level 3 data from credit card vendors. |
Delay Days |
Enter the number of days that the system waits to load level 3 data into My Wallet transactions. This field is used during the Load External Data process to determine the number of days to wait to load hotel information into My Wallet. This allows time for the summary data, detail data, or both to be imported if it is sent in a separate file from the main transaction. All other transactions flow through, but the hotel transactions are moved into staging tables (EX_LVL3_VSTG, EX_LVL3_VSTG2, and EX_LVL3_VSTG3) and are not available in My Wallet until the appropriate number of days has passed. |
Credit Card Import Hierarchy |
Select the type of data to import when level 3 data from credit card vendors is loaded:
|
For more information about loading level 3 data for PeopleSoft Expenses:
Amount Limits
This section is not applicable to PeopleSoft Expenses.
This section provides an overview of employee notifications and discusses how to:
Define system workflow rules.
Define employee notifications.
Define notifications for the approval process
If you use PeopleSoft Workflow, your expense system can send email notifications about expense-related events. A message can inform an employee that he or she has an outstanding cash advance or that the system has processed a payment for a cash advance or expense report. To implement a notification system, you define system workflow rules and run a process to send notifications about things such as expense payments or overdue items.
You define email notifications for the PeopleSoft Expenses approval processes on the Generic Template Definition page.
Page Name |
Definition Name |
Navigation |
Usage |
EX_SYS_WF_RULES |
Set Up Financials/Supply Chain, Common Definitions, Workflow, System Rules |
Define system workflow rules. Use this page to define email or worklist notifications for various transactions. |
|
RUN_EX_EMPNOTIFY |
Travel and Expenses, Manage Employee Information, Process Employee Notifications |
Notify employees about expense-related events. The PeopleSoft Process Scheduler runs the EX_EMPNOTIFY process at user-defined intervals and sends out notifications based on the parameters that you select. |
|
Generic Template Definition |
WL_TEMPLATE_GEN |
PeopleTools, Workflow, Notifications, Generic Templates |
Set up or modify notifications for the approval process under the Approval Framework. |
Access the System Workflow Rules page (Set Up Financials/Supply Chain, Common Definitions, Workflow, System Rules).
To set up workflow rules for PeopleSoft Expenses:
Select Expenses in the Transaction Category field.
In the Workflow Rule field, select one of the following values:
Email to send notifications to users using electronic mail.
Worklist to place an entry on the user's worklist.
Both to notify by email and worklist.
Select notify options: Notify User - Entry, Notify - All, or Notify - Final Disposition.
See Also
PeopleTools PeopleBook: Workflow Technology
Access the Process Employee Notifications page (Travel and Expenses, Manage Employee Information, Process Employee Notifications).
Employee Notification |
Select an employee notification event. Options are: Employee Payments: Payment has been processed from a cash advance or expense report. New Credit Card Transaction: If your organization receives corporate credit card feeds, employees are notified when they need to process new transactions linked to their employee profiles. Overdue Advances: Employees are notified when they have outstanding cash advances that have not been reconciled to an expense report within a defined time period. Overdue Credit Card Txn (overdue credit card transaction): Employees are notified of outstanding credit card transactions that are not selected for processing in an expense report because too much time has passed. Your organization defines the overdue period. |
Access the Generic Template Definition page (PeopleTools, Workflow, Notifications, Generic Templates).
Use generic templates to establish common formats for ad hoc notifications.
See Also
PeopleTools PeopleBook: Workflow Technology, "Using Notification Templates"
To set up payment types, use the Payment Type (EX_EXPEND_MTHD.GBL) component.
This section discusses how to define payment types.
Page Name |
Definition Name |
Navigation |
Usage |
EX_EXPEND_MTHD |
|
Create payment types that show how an expense item was paid on an expense report. |
Access the Payment Type page (Set Up Financials/Supply Chain, Product Related, Expenses, Payment Information, Payment Type).
Select a reimbursement recipient from the following options:
Employee |
Select to generate a payment to the employee. |
Prepaid |
Select to designate expenses already paid, for example, through your payables system. This credits the prepaid expense account that you designate in your accounting entry template and does not generate a payment. |
Prepaid Hotel |
Select to designate hotel expenses already paid, for example, through your payables system. This credits the prepaid hotel expense account that you designate in your accounting entry template and does not generate a payment. |
Vendor |
Select to generate a payment to the vendor. You must also select a vendor setID, vendor ID, vendor location, or address to indicate which vendor to reimburse. |
Prepaid Airfare |
Select to designate airfare expenses already paid, for example, through your payables system. This credits the prepaid airfare expense account that you designate in your accounting entry template and does not generate a payment. |
Populate from TA to Exp Report (populate from travel authorization to expense report) |
When you select any of the prepaid options as a reimbursement recipient, this option becomes active. If you select this option, the system includes the payment type when populating expense report lines from travel authorizations. |
To set up preferred merchants, use the Preferred Merchant (EX_MERCHANT.GBL) component. Use the EX_MERCHANT_SETUP component interface to load data into the table for this component.
This section provides an overview of preferred merchants and lists the page used to set up preferred merchants.
Defined merchants are available for selection in an expense report if they are associated with an expense type. For example, when you set up an expense type called Airfare, you can create a list that includes one or more airlines as your preferred merchants.
Page Name |
Definition Name |
Navigation |
Usage |
EX_MERCHANT |
|
Define preferred merchants to select during expense report preparation. |
To set up templates, use the Template (EX_TEMPLATE.GBL) component.
This section provides an overview of templates, lists common elements use in this section, and lists the pages used to set up public templates and user templates.
To reduce time and errors in preparing travel authorizations and expense reports, you can create templates that reflect their typical items. The system administrator sets up public templates for all employees to use. Employees set up user templates for their own personal use.
Note. Before creating templates, you must define expense types.
Expense Type |
Select types to include in the template. Add more rows until you complete the expense type list. When you use the template to prepare a travel authorization or expense report, lines in the document are automatically populated with the list of expense types. |
Template Type |
Designate whether the template is for an expense report or travel authorization. |
Page Name |
Definition Name |
Navigation |
Usage |
EX_TEMPLATE |
Set Up Financials/Supply Chain, Product Related, Expenses, Management, Template |
Create or modify travel authorization or expense report templates that reflect the items that typically appear in these documents. |
|
TE_OPR_TEMPLATE |
Employee Self-Service, Travel and Expenses, User Preferences, Create/Update User Template |
Create a template to prepopulate travel authorizations or expense reports for a user ID. |
To define personal time codes and descriptions for time reports for use with PeopleSoft Time and Labor, use the Time Reporting Codes (EX_TRC_EX.GBL) component. To map third-party time reporting codes, use the Time Reporting Code (EX_TRC_MAP_TBL.GBL) component.
This section discusses how to define time reporting codes.
Warning! If you use PeopleSoft Time and Labor, you must set up and validate time reporting codes on the EX_TRC_MAP_TBL page.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
EX_TRC_EX |
|
Define personal time codes and descriptions for time reports. Use this page to manage PeopleSoft Time and Labor reporting codes. |
|
EX_TRC_MAP_TBL |
|
Map time reporting codes to time reporting descriptions. Use this page to map third-party time reporting codes. |
Access the Time Reporting Code (EX_TRC_EX) page (Set Up Financials/Supply Chain, Product Related, Expenses, Management, Time Reporting Codes).
Time Reporting Code and Description |
The time reporting code appears on time reports for items such as vacation or sick leave and determines what time reporting codes are available to the user for charging personal time to projects. |
Used for Business Holidays |
Select the time reporting code to use as a default for days that fall on a holiday. You can select only one code. |
Disable Future Entry |
Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, PeopleSoft Expenses does not select this check box. |
Access the Time Reporting Code (EX_TRC_MAP_TBL) page (Set Up Financials/Supply Chain, Product Related, Expenses, Mapping, Time Reporting Code).
Description |
Appears on time reports for items such as vacation or sick leave and determines what time reporting codes are available to the user for charging personal time to projects. |
Used for Business Holidays |
Select the time reporting code to use as a default for days that fall on holidays. |
Disable Future Entry |
Select to prohibit employees from entering personal hours on a time report if the date entered on the report is after the current date. By default, PeopleSoft Expenses does not select this check box. |
This table maps time reporting codes to a description that your organization defines.
Mapping Table |
Mapping From |
Mapping To |
EX_TRC_MAP_TBL |
TL_TRC_TBL |
Time report user interface |