Managing Expenses in PeopleSoft Services Procurement

This chapter provides an overview of expenses in PeopleSoft Services Procurement and discusses how to:

• Create and maintain expense reports.

• Submit and approve expense reports.

• Manage expense report worklists.

Understanding Expenses

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 an expense report for immediate approval.

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

When an expense transaction is reported against an individual child service of a multi-resource parent work order, the system uses the tolerance percentage from the parent multi-resource work order and makes consumption updates to both the multi-resource parent work order and to the individual service child work order.

See Also

Common Elements Used In This PeopleBook

Setting Up Multi-Resource Services

Creating and Maintaining Expense Reports

This section discusses how to:

• Manage expenses.

• Enter general expense report information.

• Add expense lines.

• Enter expense line information.

• Maintain services expense report details.

Pages Used to Create Expense Reports

Managing Expenses

Access the Manage Expenses page (Services Procurement, Manage Expenses).

You use this page to manage expenses against work orders. This includes reviewing information about a work order and creating new expense reports for it. You can also limit the search results for existing expense reports that appear on the page and review active reports and their statuses.

Note. To add expense reports, you must be defined as the service provider or service provider contact for a work order. The available work orders appear on this page when you access it.

Create Expense Sheets

Use this section to add expenses to an existing work order. When work orders are associated with a multi-resource order, this page includes the lower-level individual child service resource-based work orders and displays the Job Title field so that you can select the work order to which you want to associate the expenses.

Click the Create button to access the General Information page where you can add a new expense report.

See Creating and Maintaining Expense Reports.

Search Expenses

The system displays all expenses if search criteria has not been specified. To limit the displayed results, enter search criteria and click Search.The search results appear in the Expenses grid.

Expenses

Entering General Expense Information

Access the General Information page (Services Procurement, Manage Expenses; click the Create button on the Manage Expenses 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 (click Continue on the General Information page).

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

Entering Expense Line Information

Access the Add Expense page (click the Add button on the Services Expense Report Details 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.

Generic Fields Included on Several Add Expense Pages

Specific Fields Included on Some Add Expense Pages

Maintaining Services Expense Report Details

Access the Service Expense Report Details page (click the Report ID link on the Manage Expenses page).

After you create an expense report, you can use this page to view and update the report. You can also create new expenses for the work order using the Add Expense grid. Select a type of expense and click the Add button.

Expense List

This grid box displays the current expenses for a service provider. Click the Expense Type link to update an expense. The total amount of the expenses appears in the Total Expenses field.

Expense Report History

This grid box displays the history of expense reports for a service provider along with the status of the expense report. Click the Expense Type link to update an expense. The total amount of the expenses appears in the Total Expenses field.

Submitting and Approving Expenses

This section discusses how to:

• Submit expense reports for approval.

• Approve, deny, or hold expense reports.

• Approve multiple expense reports.

• Adjust expense reports.

Pages Used to Submit and Approve Expenses

Submitting Expense Reports for Approval

Access the Service Expense Report Details page (click the Report ID link on the Manage Expenses page).

Service providers can complete and submit expenses for approval upon completing the expense report or save it and return later using the Manage Expenses page to access the report. You can use the Service Expense Report Details page to view information about the work order against which the expense is applied, add additional expenses, and review existing expenses and expense history.

Note. If you are submitting time against a child for a multi-resource work order, the header information also displays the parent work order ID and name.

Before you submit an expense report, you can add another expense type. Select an expense type in the Expense Type field and click the Add button. You can also update expense lines and add new lines to an expense report by clicking the Expense Type link in the Expenses grid box.

After creating a new expense report or reviewing expenses, you can view expense approvers and reviewers and submit the expense for approval. To preview and update expense approvers:

1. Click the Preview Expense Approver(s) link.

   This link is available if expenses have been enabled for workflow approval for the business unit. The system displays the Services Expense Approval Status page. This page provides a graphical map of the workflow. The next example illustrates how the page appears:

   The graphical map for the workflow displays expense approvers and reviewers and the status of their reviews. You can insert additional approvers or reviewers or create a new approval path for an expense. If you insert an ad hoc approver or reviewer, you can also remove the approver or reviewer.

   The title for the workflow represents the type of expense that is being processed. This is the expense thread description and consists of unique information for the expense. The graphic includes the expense status and overall status of the expense approval and provides information about individual approvers and the status of their approvals. The individual graphics vary in color depending on the approval status.

2. Click the Return to Expense link to return to the Manage Expenses page where you can submit the approval.

To submit an expense report:

1. Click the Submit button.

   The system displays the Submit Expense Sheet Confirmation page where you can confirm that you want to continue with the submission.

2. Click OK to submit the expense.

   The system displays the Save Confirmation page with the new expense approval status and an updated graphic for the workflow. You can also click Cancel to return to the Services Expense Report Details without submitting the expense.

3. Click OK to continue.

See Also

Setting Up Expense Workflow

Approving, Denying, or Holding Expense Reports

Access the Services Expense Report Details page (Worklist, Worklist, Filter By Approval Routing and select an expense report that requires your approval).

Expense report approvers use this page to review, approve, deny, or hold expense reports. You can select one or more lines to approve. A status appears for each line.

When approving, denying, or holding expense reports, you can also add comments.

Note. At least one line must be selected to perform an approval task.

To approve or deny expense reports:

1. Click the Approve button.

   The system changes the status to Approved. The expense report is now available for invoicing.

2. Click the Deny

   Changes the 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.

3. Click the Hold button.

   This places the expense report approval on hold and gives the approver time to research an issue and prevents the approval process from going to the next approval step until the previous approver takes action on the expense report. The approval hold is removed when either the approver chooses to approve the expense report or when the report is updated in such a way that the approval process is restarted. When the approval is placed on hold, the system provides a worklist entry for the previous expense report approver. A comment is required when you place an expense report on hold.

   When you click the Hold button, the system displays a confirmation page. When you click the OK button on that page, the system provides a worklist entry for the person who submitted the expense report or for the previous approver. Using the worklist, the person can address comments from approver.

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

Adjusting Expense Sheets

Access the Service Expense Report Details page (Worklist, Worklist, Filter By Approval Routing, select an expense report that requires your approval and click the Adjust Expense Sheet button on the Service Expense Report Details page).

To adjust an expense sheet approvers:

1. Click the Expense Type link in the Expenses grid.

   The system displays the Services Expense Report Details page where you can make changes to the expense.

2. Click the Done button.

   The system returns to the initial Service Expense Report Details page with your updates.

3. Click the Save Adjustment button.

   The system displays a confirmation page that the adjustment was saved.

Managing Expense Report Worklists

This section discusses how to trigger worklist and email notifications.

Triggering Worklist and Email Notifications

The following status changes can trigger a worklist entry or email notification:

• The service provider receives a notification if the expense status changes to Approve or Deny.

• The approver receives a notification when an expense report is submitted.

Whether users receive worklist or email notifications depends on the approval workflow definition for the transaction configuration. The email notification contains values from the Manage Expenses page and a URL that the recipient should use to access the expense report.