How You Create Cash Advance Descriptive Flexfields

You can configure Oracle Expenses to capture company-specific information for cash advances by enabling the Cash Advance descriptive flexfield. A descriptive flexfield is a configurable field that captures additional information.

The types of descriptive flexfields that you can create include:

• Global

• Business unit-specific

• Cash advance type-specific

• User-defined, context-sensitive

For each type of descriptive flexfield you create, you determine how you want the fields to render. To begin, in Setup and Maintenance on the Manage Descriptive Flexfields for Expense Reports page, search and select the predefined descriptive flexfield named Cash Advance and click the Edit icon. This predefined descriptive flexfield enables you to create and place descriptive flexfields of your choice in cash advance requests.

Creating Global Descriptive Flexfields

Global descriptive flexfields identify the common information that you want to capture across all cash advances. On the Edit Descriptive Flexfield: Cash Advance page in the Global Segments section, you can create global descriptive flexfields according to your business requirements.

Creating Business Unit-Specific Descriptive Flexfields

Business unit-specific descriptive flexfields identify the common information that you want to capture across a specific business unit. On the Edit Descriptive Flexfield: Cash Advance page in the Context Segment section, do the following:

1. In the Prompt field, enter a display name.

   Note: The display name must match the business unit name from the value set that you select in the next step. Otherwise, the business unit-specific descriptive flexfield that you create won't work. For example, if you're creating descriptive flexfields for the business unit, Vision Operations, then you must create a context named Vision Operations.

2. From the Value Set choice list, select the predefined value set named ORA_EXM_BUSINESS_UNITS.

   This value set contains the names of all business units in your organization.

Then, click Manage Contexts to create a context for each business unit that requires specific descriptive flexfields.

Creating Cash Advance Type-Specific Descriptive Flexfields

Descriptive flexfields that are specific for cash advance type identify the common information that you want to capture across a specific cash advance type. On the Edit Descriptive Flexfield: Cash Advance page in the Context Segment section, do the following:

1. In the Prompt field, enter a display name.

   Note: The display name must match a cash advance type name from the value set that you select in the next step. Otherwise, the cash advance type-specific descriptive flexfield that you create won't work. For example, if you're creating descriptive flexfields for the type, Travel, then you must create a context named Travel.

2. From the Value Set choice list, select the predefined value set named ORA_EXM_CASH_ADVANCE_TYPE.

   This value set contains the cash advance types in your organization.

Then, click Manage Contexts to create a context for each cash advance type that requires specific descriptive flexfields.

Creating User-Defined Descriptive Flexfields

User-defined descriptive flexfields identify context sensitive information you want to capture for each cash advance. For example, a user-defined context is Cash Advance Purpose, which captures additional descriptive information related to Sales, Training, Relocation, or Miscellaneous. On the Edit Descriptive Flexfield: Cash Advance page in the Context Segment section, do the following:

1. In the Prompt field, enter a display name, such as Cash Advance Purpose.

   Note: The display name must match a user-defined field name from the value set that you select in the next step. Otherwise, the user-defined descriptive flexfield that you create won't work. For example, if you're creating descriptive flexfields for Cash Advance Purpose, then you must create a context named Cash Advance Purpose.

2. From the Value Set choice list, select the value set that contains the values for the user-defined descriptive flexfields.

   Note: You have to create a value set if one doesn't already exist. The value set contains the names of various contexts of interest.

Then, click Manage Contexts to create a context for each user-defined field that requires specific descriptive flexfields.

You can define both global segments and context segments for the Cash Advance flexfield. You can configure only one context value set for the descriptive flexfield. For example, you can't simultaneously configure Business Unit and user-defined context for the Cash Advance descriptive flexfield.