How You Split Expenses

If you're working on different projects in company, you might want to split some common expenses across the projects.

For example, you might want to split your telephone expense across your different projects. Oracle 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 must provide split percentages or split amounts at the expense item level or itemization level.

Any allocation specified at the expense item level automatically applies to itemization lines created for that expense item. However, you can update individual itemization lines to change the allocation method or proportions as required.

When the split allocation is applied to the expense item or itemization line, the application displays a split icon next to the amount to indicate that the expense item or itemization line is split.

Note: You can’t split the Personal expense itemization lines.

To split the expenses at expense item level, you select a set of expense items in the report and provide either the split percentages or split amounts. All the selected expense items are split based on the split proportions that you specify.

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, select the expense item or itemized line you want to split. Click Split Allocation.

   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.

   The Split Allocation dialog box displays the allocation settings that you used in your previous expense report.

   Any split allocation specified at the expense item level automatically applies to itemization lines created for that expense item. However, you can update individual itemization lines to change the split allocation as required.

3. Click the Use Percentage or the Use Amount option to split the expense.

4. The different projects into which the expenses were split appear as separate lines along with their corresponding split percentages or amounts. The amount field displays the value based on the percentage and vice versa. You can modify the split allocation settings by:

   • Changing the split percentage for the projects
   • Changing the split amount 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.

5. If you select the Amount option, the amounts are split across projects by the same proportion. You can modify the split allocation settings by:

   • Adding an amount in the Amount field 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 or amount is displayed, which indicates the remaining split left to be allocated.

6. After the split allocation percentage or amount settings are complete, click Apply. When the split allocations are applied, the application displays a split icon next to the amount to indicate that the expense item or itemization line is split.

   Note: Unless the total amount of the item is split, you can’t click Apply.

7. To verify the split, click an expense item and navigate to the split allocations area.

8. If you want to modify the split allocation method or proportions, select the expense item and click Split Allocation. The Split Allocation dialog box is displayed and you can make the required changes.

   Note: All the existing splits are removed if you switch an existing split between percentage and amount options.

9. Refer to Split itemization lines, to add or modify the split allocation of itemization lines.

10. Save and submit the expense report.

Split Expenses Across Accounts

Just like splitting expenses across projects, you can split expenses across multiple accounts by providing the split percentage or split amount for each account. 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 in the expense report template for the expense type.

Split Itemization Lines

To split the itemization lines, follow the below steps.

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

2. On the Expense Report page, select the itemized expense item.

3. On the Expense Item page, select the itemization line and click the Split Allocation icon.

4. Update or make the required changes in the Split Allocation dialog box, and click Apply.

   Note:

   • You can’t Apply the changes unless you split the total amount of the itemization line.

   • Any split allocation specified at the expense item level automatically applies to itemization lines created for that expense item. However, you can update individual itemization lines to change the split allocation as required.

5. To delete the split allocation of the itemization lines, on the Expense Item page, select the itemization line and click the Remove Split icon.

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.