1Expense Report Entry

This chapter contains the following:

This worked example shows you how to use the Expenses work area, and create an expense report. The expense report is for business travel and contains itemized hotel expenses, including personal expenses.

It covers the following tasks:

  • Exploring the work area

  • Creating an expense report

  • Entering expense items

  • Itemizing expense items

  • Submitting the expense report

Exploring the Work Area

  1. On the Home page, click Me > Expenses.

    The Expenses work area opens.

  2. You can see up to five tabs depending on the features that are enabled for you. Each tab leads to a separate page in the work area. Here are the details of the pages:

    • The Travel and Expenses page opens by default and is available to all employees. You can use this page to create and manage your expense items and reports.

    • The Approvals page is used to approve expense reports and cash advance requests. This page is available only for managers.

    • The Cash Advances page is where you can request cash advances, and then manage any advances that haven't been applied to an expense report.

    • The Authorization page enables you to submit a request to approve estimated expenses for a future activity.

    • The Trips page can be used to automatically create an expense report from a trip and book travel.

  3. Click the Go to Task icon to perform these additional tasks:

    • Advanced Search

    • Manage Bank Accounts

    • Manage Delegates

    • View Cumulative Mileage

    • Create Expense Items in Spreadsheet

  4. Use the global search field to search items across expense reports, cash expense items, and corporate card items.

  5. The Travel and Expenses page displays a set of cards, each representing an expense report. You can use the first card, Create Report, to create expense reports.

  6. Review the other expense cards that appear in a carousal:

    • Cards are arranged based on their status. The actionable cards appear first, followed by other cards.

    • Each card displays information, such as expense report status, purpose, amount, and so on.

    • The cards contain a list of actions that you can perform on the expense report directly from the card. The actions in the list change based on the status of the expense report.

  7. Review the Available Expense Items section for expense items that are not added to an expense report.

Creating an Expense Report

To create an expense report, complete these steps:
  1. Click the Create Report card.

    Tip: If you want to add an existing expense item to the expense report, select the expense item in the Available Expense Items section and then click the Create Report card.

  2. On the Create Expense Report page, in the Purpose field, enter EXM Expense Report.

  3. Click Save.

    A confirmation message appears, which includes the automatically assigned report number.

  4. Click OK.

Entering Expense Items
To enter expense items, complete these steps:
  1. In the Expense Items section, click Create Item.

  2. Complete the fields as shown in this table.

    Based on Expenses setup of the Travel template, Hotel is an expense you can itemize. After you enter the total amount of the hotel bill, the Itemize button is enabled.

    Field Value

    Date

    Today's date

    Template

    Travel

    Type

    Hotel

    Amount

    877 USD

  3. Add the expense receipt as an attachment.

Itemizing Expense Items
To itemize expense items, complete these steps:
  1. Click Itemize.

  2. Click Add Line.

  3. Complete the fields as shown in this table.

    Field Value

    Type

    Room Charge

    Amount

    562 USD

    Number of Days

    4

  4. For each expense type you want to add, first click Add Line and then complete the applicable fields as shown in this table.

    Field Meals Phone Calls Internet Expenses

    Type

    Meals

    Telephone Calls

    Internet

    Amount

    280 USD

    20 USD

    15 USD

    Number of Days

    NA

    4

    4

    Each value you enter decreases the Remaining Balance shown on the page, which conveniently indicates how much you have left to itemize.

  5. For the Telephone Calls item, select the Personal check box.

    Itemizing an expense as personal reduces the running total for business expenses, which is also displayed on the page. When you select $20 of phone calls as a personal expense, the expense report total decreases from 877 USD to 857 USD.

  6. Click Save and Close to return to the expense report you're creating.

Submitting the Expense Report
To submit an expense report, complete these steps:
  1. Select the I have read and accept the corporate travel and expense policies check box.

  2. Click Submit.

  3. Click OK.

When your administrator selects the Actionable Cards for Expenses opt-in, the Expenses work area displays a carousel of expense report cards from which you can take related actions. Each card displays information, such as report card status, report purpose, report number, report amount, and so on.

Based on the status of a report, you can take related actions, such as Withdraw, Submit, Duplicate, Delete, and Print, directly from the card. The Show All link navigates you to the Manage Expense Reports page where you can search for additional reports. The Expenses work area also provides a global search that let's you perform a quick search across expense reports, cash advances, and corporate card expense items.

This table summarizes the different scenarios for an expense report. The corresponding statuses and actions that users can take directly from the actionable cards are also discussed:

Scenario Expense Report Status Actionable Report Card Status Applicable Actions

Expense report awaiting owner's approval after a delegate submits it on behalf of the owner.

Pending individual approval

Approval Requested

  • Open

  • Duplicate

  • Withdraw

  • Print

  • Approve

  • Reject

  • Request Information

Expense report is returned to the owner.

Returned

Returned

  • Open

  • Resubmit

  • Duplicate

  • Delete

  • Print

Expense report is rejected by owner when a delegate submits it on behalf of the owner.

Rejected by individual

Rejected

  • Open

  • Resubmit

  • Duplicate

  • Delete

  • Print

Expense report is rejected by manager or auditor.

Rejected by manager

Rejected

  • Open

  • Resubmit

  • Duplicate

  • Delete

  • Print

Expense report awaiting more information that's requested by the manager.

Manager requested more information

Information Requested

  • Open

  • Duplicate

  • Withdraw

  • Submit Information

  • Print

Expense report awaiting owner's response when it's short paid due to a policy or receipt issue.

Pending individual response

Information Requested

  • Open

  • Duplicate

  • Withdraw

  • Request Approval

  • Request Information

  • Print

Expense report awaiting imaged receipt to proceed for manager's approval.

Awaiting receipt

Missing Receipt

  • Open

  • Withdraw

  • Print

  • Duplicate

  • Add Attachment

Expense report can't be processed for reimbursement because user hasn't submitted the required receipts.

Hold pending receipt

Missing Receipt

  • Open

  • Print

  • Duplicate

  • Add Attachment

Expense report is saved and the delegate or owner is still working on the report.

Saved

Not Submitted

  • Open

  • Submit

  • Duplicate

  • Delete

  • Print

Expense report is withdrawn by the delegate or owner when the approvals workflow is still in process.

Withdrawn

Not Submitted

  • Open

  • Submit

  • Duplicate

  • Delete

  • Print

Expense report is submitted by the owner for approval and the application is retrieving the first approver.

Submitted

Submitted

  • Open

  • Duplicate

  • Withdraw

  • Print

Expense report is pending manager approval after being submitted by the user.

Pending manager approval

Pending Approval

  • Open

  • Duplicate

  • Withdraw

  • Print

Expense report is pending auditor approval after manage approval is over.

Pending expense auditor approval

Pending Approval

  • Open

  • Duplicate

  • Withdraw

  • Print

Expense report is successfully processed and a payment request is created.

Ready for payment

Ready for payment

  • Open

  • Duplicate

  • Print

Expense report is ready for payment processing after auditor and manager approval.

Ready for payment processing

Ready for payment

  • Open

  • Duplicate

  • Print

Expense report is paid.

Paid

Paid

  • Open

  • Duplicate

  • Print

Expense report is partially paid.

Partially paid

Partially Paid

  • Open

  • Duplicate

  • Print

You can enter cash expenses using either or both of the following methods:

  • Expenses work area for expense entry online.

  • Spreadsheet for expense entry offline.

Using the Expenses Work Area for Expense Entry Online

You can use the Expenses work area to enter cash or corporate card transactions as expense items. After entry, you can:

  • Save the expense items temporarily in the Expense Items section on the Overview page for inclusion in a future report.

  • Add the expense items to a new expense report.

  • Add the expense items to an existing expense report.

Using a Spreadsheet for Expense Entry Offline

You can use an Excel spreadsheet offline to enter cash transactions as expense items for subsequent upload to the application. Entering cash expense items on an Excel spreadsheet while disconnected from the application enables you to:

  • Track cash expenses offline.

  • Upload cash expenses to any of the following locations:

    • Expenses work area as a group of pending expense items

    • New expense report

    • Existing expense report

  • Upload cash expenses to the application to receive immediate online validation or correction of expense entry.

This example demonstrates how an employee creates and itemizes business and personal expenses after returning from a business trip. One expense is shared between two cost centers.

Enterprises typically implement one of the following practices:

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as a single line. In this case, employees must itemize expenses manually.

  • Corporate cards are implemented and the corporate card charge feed is imported into the application. Based on setup, card charges come in as individual items. In this case, an indicator of the itemizations appears in the Expense Items infotile and employees don't have to itemize expenses manually.

  • Corporate cards aren't implemented. Consequently, employees must create cash expense types and itemize expenses manually.

The following table lists key questions to ask and answer for this scenario.

Decisions to Consider In this Example

Do you want to classify expenses as business or personal?

Both business and personal expenses are available to itemize.

Should expenses be shared between or assigned to different cost centers, projects, or tasks?

Yes.

Prerequisites

During implementation, enterprises decide whether expense itemization should be set up as:

  • Enabled

  • Required

  • Disabled

Itemizing a Hotel Bill

Using receipts from your one-day strategy conference trip, create and itemize business and personal expenses.

  1. From the Expense Items infotile, click Create to open the initial view of the Create Expense Item page.

    Note: You can also itemize by clicking Create Expense Item from within a new or existing expense report available in the Expense Reports infotile.

  2. In the Create Expense Item dialog box, complete the fields as shown in the following table. Use the default values except where indicated.

    Field Value

    Date

    Any

    Expense Template

    Travel

    Expense Type

    Hotel

    Expense Class

    Business

    Amount

    275.00

    Merchant Name

    Hilton Hotel

    Description

    One night's stay during the Strategy Conference

    Taxpayer ID

    95-07438241

  3. Click Itemize to open the Itemizations tab on the Create Expense Item page.

  4. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field Value

    Date

    Any

    Expense Template

    Any

    Expense Type

    Room Charge

    Amount

    100

    Company

    01

    Department

    520

  5. Click Create to create an itemization line.

  6. On the Create Expense Items page, complete the fields as shown in the following table.

    Field Value

    Date

    Any

    Expense Template

    Any

    Expense Type

    Room Charge

    Amount

    95

    Company

    02

    Department

    680

  7. Click Create.

  8. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Field Value

    Expense Type

    Meals

    Amount

    70

  9. Click Add Line.

  10. In the Create Expense Item dialog box, complete the fields as shown in the following table.

    Note: As you itemize each expense, the remaining itemization balance in the itemization summary section decreases as you itemize each additional expense.

    Field Value

    Expense Type

    Bar

    Expense Class

    Personal

    Amount

    10

  11. Click Save and Close to automatically add the newly created expense items to the Expense Items infotile.

  12. Click Save and Create Another to create expense items.

  13. Click Add Report to add the newly itemized expenses to a new or existing expense report.

How Visibility is Determined for the Number of Expense Days Field

You can enter the number of days you stayed at a hotel or the number of days you rented a car on the Create Expense Item page. The Number of Days field is visible under certain conditions. These conditions differ depending on the expense category of an expense type.

Factors That Affect the Number of Expense Days Field

Visibility of the Number of Days field is dependent on the following factors:

  • Expense category of an expense type

    • The Number of Days field is visible only if the expense category is Accommodations, Car Rental, or Miscellaneous.

  • Itemization status of an expense type

    • Itemization can be set to Enabled, Disabled, or Required

  • Miscellaneous expense policy assigned to a child expense type

How Visibility for the Number of Expense Days Field is Determined

The following table summarizes when the Number of Days field is visible for a parent expense item or an itemized expense item based on itemization status.

Itemization Setting Number of Days Field is Visible for a Parent Expense Item Number of Days Field is Visible for an Itemized Expense Item

Enabled

  • You don't itemize.

  • The parent expense item has an expense policy with a daily limit.

  • The child expense item with an expense category of Miscellaneous has an expense policy based on the number of days of the parent expense item.

The itemized expense type belongs to an expense category of Accommodations, Car Rental, or Miscellaneous.

Disabled

Expense category is Accommodations, Car Rental, or Miscellaneous

Not Applicable.

Required

  • The parent expense item has an expense policy with a daily limit.

  • The child expense item with an expense category of Miscellaneous has an expense policy based on the number of days of the parent expense item.

The itemized expense type belongs to an expense category of Accommodations, Car Rental, or Miscellaneous.

For a Miscellaneous expense policy only, you can select the check box named Based on Number of Days in Parent Line During Itemization. Selecting the check box requires the child miscellaneous expense to incur the specified minimum number of expense days before it's eligible for reimbursement. For example, suppose you selected the check box named Based on Number of Days in Parent Line During Itemization and specified the minimum number of expense days as five. Then you take a business trip and stay in a hotel. In this scenario, Hotel is the parent expense. If you expense Laundry as a miscellaneous child expense, the laundry expense must exceed five days before it's eligible for reimbursement.

Business - Employee Paid is a business expense classification where you pay the corporate card provider for corporate card expenses incurred. This expense classification indicates that your company reimburses you, rather than the corporate card provider. The following scenario illustrates when you might classify business expenses as Business - Employee Paid rather than Business or Personal.

Note: The Business - Employee Paid option is only visible during expense entry if the Both Pay scenario has been set up in corporate cards setup. In the Both Pay scenario, your employer reimburses the card issuer for corporate card expenses and you pay for personal expenses.

Classifying Expense Report Items as Business - Employee Paid

Jane Smith, a corporate trainer, was issued a corporate card so she can charge training expenses while teaching courses at customer sites. Jane receives the corporate card statement at home and decides to pay the entire statement amount to the card provider before completing her expense report. When Jane completes her report, she classifies the expenses as Business - Employee Paid, rather than Business or Personal, because she has paid the business expenses.

Note: This scenario is the exception, rather than the rule, because typically the employer reimburses the card provider, rather than the employee.

How You Split Expenses

If you're working on different projects in company, you may want to split some common expenses across the projects. For example, you may want to split your telephone expense across your different projects. Oracle Fusion Expenses provides you with the convenience of splitting your expenses across projects or accounts based on the privileges that are assigned to you. To split the expenses, you provide split percentages at the expense report level. All expense items in the expense report that are configured for splitting are split based on the split percentage you specified.

Split Expenses Across Projects

Here are the steps to split expenses across projects:

  1. In the Expenses work area, open the expense report you want to split.

  2. On the Expense Report page, click the Split Allocation button.

    Note: If you have the privileges to split your expenses across projects as well as accounts, the Split Allocation list provides you the By account and By project options.
  3. In the Split Allocation dialog box, the split allocation settings you used in your previous expense report are displayed by default. The different projects into which the expenses were split appear as separate lines along with their corresponding split percentages. You can modify the split allocation settings by:

    • Changing the split percentage for the projects.

    • Changing the project details, such as project number, task number, and so on.

    • Adding a new project by clicking Add and then entering the project details.

    • Removing a project by clicking Delete.

    As you keep modifying the split allocation details, the remaining percentage is displayed, which indicates the split percentage left to be allocated.

  4. After the split allocation percentage settings are complete, click Apply. The Expense Report page displays the label Expense lines have been split.

  5. To verify the split, click an expense line. You can view the split allocation of the expense.

    Note: Only project-enabled expenses in the expense report are split.
  6. You can add more expense lines to the expense report or create an itemization. The expenses are split across the projects based on the split allocation settings.

  7. If you want to modify the split allocation settings, click Update Allocations. The Split Allocation dialog box is displayed and you can make the required changes.

  8. Save and submit the expense report.

Split Expenses Across Accounts

Just like splitting expense across projects, you can split expense across multiple accounts by providing the split percentage for each project. The process of splitting an expense across accounts is similar to splitting across projects. However, in the Split Allocation dialog box you provide the account information. Here are the different ways in which you can provide the accounting information:

  • In two segments: company and cost center

  • Only cost center

  • Full account

    Note: If a user updates the natural account when full accounting is enabled, the generated account combination defaults to the natural account that was set up for the expense template or the expense type.

Approve and Audit Split Expenses

After a user submits a split expense report for approval, the approval notification that managers receive summarizes the split allocation. Managers can review the split details in the expense approval notification. Similarly, an auditor can review the details of an expense split on the Audit Expense Report page.

How You Manage Delegates

A delegate is a person you have authorized to perform manage expense tasks for you.

The manage delegates functionality in Oracle Fusion Expenses enables you to perform two different actions:

  • Delegate another person to manage your expense reports, authorizations, and cash advances.

  • Enter expense reports, authorizations, and cash advances for another person.

Delegate Another Person

You can delegate another person to manage expense reports, authorizations, and cash advances on your behalf. For example, as an executive, you can delegate the expenses permissions to your executive assistant.

You can delegate another person to perform your expense tasks by adding their name to the Delegates section on the Manage Delegates page. This authorization ends when you inactivate your delegate.

Perform Expense Tasks for Another Person

You can enter expense reports for another person. For example, you can enter expense reports for your manager if your manager has authorized you to do expenses on his or her behalf. You can view the persons who have authorized you to perform expense tasks on their behalf in the Permissions section on the Manage Delegates page.

To create an expense report for another person, first access Expenses by using your own user name and password. Then, in the Expenses work area, select the name of the person for whom you're performing expenses tasks.

If you perform expenses tasks for another person, you assume the same responsibility for expense report management as the person who has given you permission. For example, you can perform these actions:

  • View and manage expense items and expense reports.

  • View and manage authorizations.

  • View and manage cash advances.

Using mobile devices, such as iPhone and iPad, you can create and submit expense reports with both cash and corporate card transactions. Cash transactions include cash, checks, or personal credit cards that are used to pay for business expenses. When you submit your eligible expenses from your mobile device, the expense report passes to Expenses web-based application. The web-based application saves your report and prompts the validations. If your report passes all validations, it's submitted to your approval hierarchy and assigned a status of Pending Manager Approval.

If your expense report fails validations due to missing information, it remains as a Saved report in the web-based application. You must correct the errors and resubmit the report from the Expenses web-based application.

When you attempt to submit an expense report from a mobile device, the following results can occur:

  • Ineligible expenses are unavailable for submission in the report.

  • Expense report passes to the application with a status of Saved due to missing information.

Ineligible Mobile Expenses Prevent Report from Passing

When you are ready to submit an expense report from your mobile device, click the Submit icon on the Springboard. Only eligible expenses are displayed on the Submit Expenses screen. The following expenses are ineligible for inclusion in an expense report:

  • Expenses without descriptions as required by the applicable business unit

  • Expenses without justifications

  • Expenses without project and task information as required for a project user.

To make ineligible expenses eligible, you must provide the missing information.

Tip: You can upload the ineligible expenses to Expenses without providing the missing information.

Expense Report with a Status of Saved

If you submit an expense report from a mobile device with invalid or missing information, the Expenses web-based application saves the report with a status of Saved under the following conditions:

  • The expense report violates a policy that is over the allowed limit and company policy prevents submission of a report if a policy violation occurs.

  • The expense type requires itemization.

  • The expense type selected for the expense is not applicable for the date selected.

  • Company policy prevents submission of the expense report if required imaged receipts aren't attached.

  • The cost center for one or more expenses doesn't exist in the Expenses web-based application and the cost center account can't be created automatically.

  • The project assigned to Expenses is invalid.

  • A required descriptive flexfield for expense items is missing.

  • Required tax fields for expense items are missing.

  • Required category-specific fields for expense items are missing.

How You Match Mobile Device Expenses to Online Corporate Card Expenses

Oracle Fusion Expenses provides you with the convenience of using mobile devices to create expense items on the fly. You can use the Expenses mobile application to track all your business expenses, including corporate card transactions. You can download corporate card transactions to your mobile device, review and edit the expense details, and tag corporate card transactions as personal. When you upload expenses in an expense report to the web-based application, any resulting duplicate expenses must be reconciled.

To eliminate duplicate expenses, the web-based application automatically finds potential matches between your uploaded expenses and your corporate card transactions. The web-based application handles matches in the Expense Items section of the work area in different ways, depending on whether the match is a:

  • One-to-one automatic match

  • One-to-many manual match

  • One-to-one or one-to-many manual match

One-to-One Automatic Match

When the web-based application identifies a one-to-one match between a mobile device expense and a card expense, it automatically merges the two lines into one. The web-based application alerts you to a match by displaying a Match icon, which displays as double pages, on the merged line.

To review the automatic match identified by the web-based application, click the Match icon in the Expense Items section of the work area. The Matched Expense Items dialog box appears. If a match exists, you take no further action.

If you think the potential match identified by the web-based application isn't a match, click the Delete icon. Both the mobile device expense and the corporate card expense return to the Expense Items section of the Expenses work area as two separate expenses.

One-to-Many Manual Match

When the web-based application identifies a one-to-many potential match, a Potential Match icon appears. This occurs, whether it's a single corporate card expense versus multiple mobile device expenses or a single mobile device expense versus multiple corporate card expenses. The icon displays as an exclamation point on the single expense. For example, if a one-to-many match exists between one card expense and two mobile expenses, the web-based application displays the Potential Match on the card expense.

For the one-to-many potential match, the web-based application doesn't automatically merge expense lines. Instead, you must manually identify the correct match.

To manually review potential matches, click the Potential Match icon. To identify the correct match, visually compare the following fields for the single expense against the same fields for the multiple expenses:

  • Expense Type

  • Date

  • Amount

  • Merchant

  • Location

  • Description

If you think a potential match is a duplicate, select the applicable expense, and delete it. You may select one or multiple expenses to delete.

Note: You can delete only mobile cash expenses. You can't delete corporate card expenses.

After you determine the correct match, select the applicable expense, and click the Match button.

Note: You can select only one expense from multiple potential matches as a valid match. Remaining expenses return to the Expense Items section of the work area as separate expenses.

One-to-One or One-to-Many Manual Match

After adding expenses to a report, the web-based application may identify one or more expenses as a one-to-one match or as a one-to-many potential match. For either case, you must manually match the expenses.

The web-based application doesn't automatically match expenses that already exist in an expense report.

Tip: If you download corporate card transactions to a mobile device, similar matching capability exists on the device.

How You Create Expense from Email Receipts

When you're on a business trip, you may want to keep filing your expenses as you incur them. Oracle Fusion Expenses provides you with the convenience of creating expenses on the go without accessing the Expenses web application.

If your company chooses to provide you this flexibility, your administrator gives you an email address to which you can forward the receipts of your expenses. You can mail the receipts as an attachment or as an inline content of your email. For example, if you take a taxi to visit your business client, you may get the receipt for the travel as an email. To create this expense, you forward the email to the email address provided by your administrator.

After the application receives your email, it authenticates if the email is sent by an authorized user. The application verifies if the email address from which the receipt is received exists as a valid work email address in Oracle HCM Cloud. For example, you may have separate work and personal email addresses. If you forward an email receipt using your personal email, the application doesn't verify you as an authentic user. This is because it can verify you using only your work email address that's in the application.

Here are some other details that the application verifies before it processes the email receipts:

  • The user is an active employee.

  • The user has the required privileges.

  • The associated business unit is enabled for electronic receipt processing.

After authenticating the user, the application extracts details, such as merchant, date, amount, currency, location, and so on from the email receipt. Then, it creates an expense item using these details. Based on the details in your receipt, the application is also able to assign an expense type to the expense item.

Next, the application matches the expense to the appropriate corporate card charges. Your application administrator can also configure tolerance values for matching different kinds of expenses. In such a case, the application considers these configurations while matching the expenses to the corporate card charges. Here are the different field that can be matched in this process:

  • Expense date

  • Amount

  • Currency

  • Merchant

  • Expense type

  • Expense category

If the email receipt expense exactly matches a corporate card charge, the expense is automatically submitted in an expense report, including other expense items that are queued for auto submission. If there's a potential match, you need to confirm the match in the Expenses web application to proceed.

After the matching process, the information in the email receipt and the corporate card charge are merged and updated in the expense. This involves identifying whether to use the information in the email receipt or the corporate card charge for the expense. Here's the criteria for merging of the information

  • Expense amount from the corporate card charge is used for the expense.

  • Merchant name from the corporate card charge is used for the expense unless it's null.

  • Expense type from the email receipt is used for the expense unless it's the default type.

  • Expense justification and attachment from the email receipt is used for the expense.

The application also checks if an expense is created more than once from different sources. It matches these fields to identify a duplicate expense:

  • Amount

  • Date

  • Currency

  • Merchant

If all these fields in the expenses from different sources match, the application marks them as duplicate expenses.

Notifications

When the Expenses application processes your email receipts, it sends you different types of notifications. The original email you sent for creating the expense is attached to the notification. This helps you map the notification to the different email receipts you sent.

Here are the different notifications that you can receive:

Type of notification When you receive the notification When you do next

Can't process receipt

The application couldn't process the emailed receipt.

Contact the administrator for your application privileges.

The business unit isn't setup to create expenses from electronic receipts.

Use the Expenses application to create the expense.

Can't create your expense

The expenses couldn't be created because of an unexpected validation error.

Use the Expenses application to create the expenses.

Your expense was created

The application created the expense using the details in the emailed receipt.

Review the expense details in the notification and use the Expenses web application to make changes if required.

Matched expense

The application matched a corporate card charge to the expense.

Review the expense details in the notification. If needed, you can break the suggested match using the Expenses web application.

Possible matched expense

The application found a potential matching corporate card charge for the expense.

Use the Expenses web application to review the details. You can confirm the suggested match.

Duplicate expense

The application finds that a similar expense was already created. Therefore, it doesn't create the expense.

Use the Expenses application to create the expense if needed.

Incomplete expense

The application couldn't fine the required information to create an expense.

Check whether you sent a receipt with your email. Then, use the Expenses web application to complete your expense.

FAQs for Expense Report Entry

A group of expense types defined for a specific purpose. When you enter expenses on your expense report, you must select a specific expense template. The template you select supplies a list of related expense types.

An expense type is a potential expense that you can incur that has been defined during setup.

An expense item is the actual expense that was incurred. An expense item is always associated with an expense type during expense entry on an expense report.

Based on the expense type setup, you can itemize an expense item and allocate your expenses, for example, by specifying a company, cost center, or project. Depending on setups, you can also add fields to capture supporting information, such as Travel Itinerary Number or Checkout Date.

Business is a business expense classification. When you complete an expense report for corporate card expenses incurred, you specify expense types and expense items as Business, Personal, or Business - Employee Paid. Typically, your company reimburses the corporate card issuer for business expenses you claim on your expense report.

Business - Employee Paid is a business expense classification where you pay the corporate card issuer for corporate card expenses incurred. For this expense classification, your company reimburses you, rather than the corporate card issuer.

Note: The Business - Employee Paid business expense classification is only visible during expense entry if the Both Pay payment option has been enabled in corporate cards setup. In the Both Pay scenario, your company reimburses the card issuer for corporate card expenses and you pay for personal expenses.

How can I automatically calculate the trip distance?

By enabling and using Oracle Maps. When your company enables Oracle Maps for your business unit, you can enter trip start location, subsequent stops, and your destination location to determine trip distance. Trip distance is the distance you travel, which is used to calculate mileage reimbursement. If your company mileage policy requires you to deduct commute mileage between home and office, then the basic formula is: Trip distance = (Total Distance) - (Commute Distance).

Can I classify cash expenses as personal?

No. You can't classify cash expenses as Personal. You can, however, classify a corporate card expense as Personal. The default for all expenses is Business.

Yes. You must have the duty role, Project Expense Allocation Duty, assigned to you. The expense type must be project-enabled.

Yes. You must have the expense accounting privilege named Override Expense Account Allocation assigned to you.

You must contact the card provider to resolve the corporate card dispute. Recording the dispute in the application doesn't resolve it.

It's desirable to periodically connect to the application when using the ADFdi-enabled expense spreadsheet offline to enter cash expenses. Doing so lets you view the most recent expense template values in the spreadsheet after they're downloaded from the application.

By connecting periodically to the application, you can export data from the application to the expense spreadsheet to capture the most current data. Spreadsheet values that are populated and stored are the following:

  • Values in choice lists

  • Values for dependent fields

  • Context sensitive descriptive flexfields

No. You can only enter cash transactions in the expense spreadsheet. When you're disconnected from the application, you can record cash transactions that you incur.

How can I activate a primary bank account?

Cash advances and expense reimbursements are deposited to a primary bank account. To activate a primary bank account, access the Manage Bank Accounts page. You can click the Manage Bank Accounts link in the Tasks panel drawer of the Expenses work area. Select the bank account line that you want to specify as primary and then click the green check mark icon. The check mark appears in the Primary column on the line you selected.

Although you can have multiple bank accounts, cash advances and reimbursement of business expenses are always deposited into your primary bank account.

Note: You can only have one primary bank account.

How can I enable the Oracle Fusion Expenses mobile application on a mobile device?

Using your mobile device, download and install the Oracle Fusion Expenses mobile application from Apple's App Store at http://www.apple.com/iphone/from-the-app-store/ or from Google Play at http://play.google.com. Enter information for the fields in the Settings screen as follows:

In the Host URL field, enter the URL provided by your administrator.

In the User Name and Password fields, enter the same user name and password that you use to access the Expenses web-based application. When you connect, you are asked to accept an agreement. Then, you are presented with the Expenses mobile application springboard.

If your company doesn't enable Oracle Fusion applications outside its firewall, you must connect to your company's network by using a Virtual Private Network (VPN). You can use the VPN for the initial connection and to upload expenses to the Expenses web-based application. For convenience, you can enter expenses on the mobile device when you aren't connected to VPN.

Can I avoid duplicating expenses when using a mobile device?

Yes. When you download corporate card transactions to your mobile device, the mobile application automatically matches the downloaded transactions to expenses on your device. A downloaded transaction is matched with its associated expense and merged into a single expense on your device. Automatic matching eliminates duplication of expenses and lets you track your receipts while waiting for the corporate card transactions.

What happens if I duplicate a recurring expense?

When you duplicate an expense item that has been set up as a recurring expense, the duplicated expense will no longer be a recurring expense. All fields for the expense item are copied, such as Date, Amount, and Template, but the recurring schedule is not duplicated.

Can I edit the recurring frequency of a recurring expense?

When you set up an expense item as a recurring expense, you can't edit the recurring frequency. You must delete the recurring expense item and set up a new one with the needed recurring frequency.

How can I be reimbursed for expenses that were incurred during a previous work assignment?

On the Manage Expense Reports page, search for outstanding corporate card transactions. Transactions that were incurred in a previous work assignment are noted by a check mark in the Previous Assignment column. You can add the card transactions that were incurred in a previous work assignment to a new or existing expense report for reimbursement.