Cancellation of Payment Requests for Cash Advances and Expense Reports
When an employee notifies the auditor that an approved cash advance is no longer required due to a trip or event cancellation, or due to incorrect entries, the auditor requests the Payables supervisor to cancel the cash advance. Only the payment requests that are invoiced or validated are eligible for cancellation. When a cash advance request is canceled in Oracle Payables, it triggers a cancellation event and the Expenses application sets the status of the cash advance to Invoice Canceled. No further actions are allowed on a canceled cash advance.
Employees can see the expense report status in the Expenses work area thus reducing inquiries to the accounts payable department.
The ability to cancel payment requests for expense reports allows companies to stop the reimbursement processing and communicate real-time status to the employees.
When the Payables supervisor cancels the payment request for an expense report, the Expense application:
- Updates the expense report status
- Deletes both pay expense reports created to pay corporate card issuers
- Reverses the cash advance applications.
Only the payment requests that are invoiced or validated are eligible for cancellation. When a payment request is canceled, the associated expense report status is changed to Invoice Canceled and a suffix (+1) is added to the expense report number. All references to the original payment request are removed. The Expenses work area reflects the status change and the new expense report number. Employees cannot take any action on an expense report in the Invoice Canceled status. On the Audit Expense Report page, an auditor can update a canceled expense report and process it again for expense reimbursement or return a canceled expense report to the employee. Employees can see the expense report status in the Expenses work area thus reducing inquiries to the accounts payable department. The employee can rework a returned report and resubmit it.
A payables supervisor can cancel the following types of payment requests for expense reports.
- Expense reports containing cash expenses
When reprocessed for reimbursement, a new payment request to an employee is created.
- Expense reports containing individual pay corporate card transactions
When reprocessed for reimbursement, a new payment request to an employee is created.
- Expense report containing both pay corporate card transactions
When the payment requests are in invoiced or validated statuses, the application alerts the supervisor that payment requests for both the employee and the card issuer will be canceled. When the expense report is reprocessed for reimbursement, the application creates two new payment requests, one for the employee and the second for the card issuer.
- Expense report containing company pay card transactions
When a payment request for the card issuer is canceled, the invoice number is removed from the card transactions and these transactions are available for reprocessing. When a payment request for the employee is canceled, the expense report status is changed to Invoice Canceled.