1. Expense Management Implementation Guide
  2. Understanding the Workflow Process for Expense Management

Understanding the Workflow Process for Expense Management

Workflow is an electronic messaging system that automates tasks by using an email-based process flow across a network. Participants in this process either receive messages in the employee work center or email messages, depending on the system setup. Information passes from one participant to another based on a set of procedural rules. These rules define the conditions that must be met for workflow to send the information from one step in the process to the next.

Workflow is an integral part of these JD Edwards EnterpriseOne Expense Management system processes:

  • Submitting expense reports for approval or audit.

  • Approving expense reports.

  • Auditing expense reports.

  • Submitting expense reports for reimbursement.

  • Reimbursing employee expenses.

When an employee submits an expense report, the workflow system accesses the group profile to which the employee is assigned, the employee profile, and the expense report routing rules to determine whether that employee's expense reports require manager approval. If they do, the system automatically sends a notification message to the manager specified in the employee's profile or to an associated distribution list. If they do not require approval, the system sends a notification message to the manager only if the Send Message to Manager processing option for the Determine Next Activity Processing Option program (P09E0007) is set to 1.

The manager can approve or reject the report. If the manager approves the report, the expense report status changes from an Approval Required status to the next status that is defined in the expense routing rules. If the reviewer rejects the report, the employee receives notification that the report was rejected and must be modified and resubmitted. The expense report status changes from an Approval Required status to an Employee Review From Manager status.

Depending on the expense routing rules, an expense report might require an audit after it is approved by a manager. The auditor can accept or reject the expense report. If the auditor accepts the report, the expense report status changes to a status that indicates that the report is ready for reimbursement processing. If the auditor rejects the report, the status changes to Employee Review From Auditor, and the employee receives notification that the report was rejected and must be modified and resubmitted.