Before You Start

Before configuring Expenses Agent, ensure that all prerequisites, global profile options, administrative permissions, and planning decisions are in place. Completing these prerequisites helps prevent configuration issues and supports a smooth rollout.

Complete Foundational Expenses Setup

If you’re implementing Oracle Expenses for the first time, complete the core Oracle Expenses implementation before enabling Expenses Agent. Expenses Agent builds on your existing Oracle Expenses configuration and requires the following components:

• Expense business units: Active business units configured for expense management.
• Expense types and categories: Expense classifications available for users.
• Expense policies: Active policy rules, such as daily spending limits and receipt requirements.
• Expense report templates: Templates that associate expense types with business units.

See Implement Expenses.

Confirm Environment and Access Readiness

Verify that your environment is running the required release and that your administrative account has access to:

• Functional Setup Manager (FSM) (Setup and Maintenance)
• Security Console
• Scheduled Processes

Select a Rollout Strategy

Determine your rollout approach before you begin configuration. Both rollout strategies follow the same configuration process. A pilot rollout applies additional controls, such as limiting user access and redirecting Expenses Agent notifications to a designated test mailbox, during each phase of the deployment.

See Rollout Strategy.

Gather Required Information

Collect the following information before you begin configuration.

• Scope and master data:
  • Expense business units included in the deployment
  • Corporate card program integration details and card provider information.
  • User accounts designated for pilot testing.
  • Project, organization, expenditure type, and task (POET) data, if expenses require project allocations.
  • Nonemployee attendee and customer master data records.
• Email and ingestion channels:
  • Electronic receipt processing configuration for each target business unit (required).
  • Primary forwarding email address or internal customer domain alias.
  • Test administrator email addresses for notification rerouting.
  • List of initial end users participating in email-based completion.
• Policy documents:
  • Active corporate expense policy documents for upload to AI Agent Studio.
  • Policy documents written in clear, plain language that include spending limits and location or country-specific policies, when applicable.

Verify Administrative and End-User Roles

Ensure that administrators have the required privileges to configure Expenses Agent and determine how end-user access will be provisioned.

Administrative setup roles

The implementation lead must hold custom roles derived from the following standard job roles:

• Application Implementation Consultant: Required to manage feature opt-in, business unit enablement, system profile options, lookup tables, DFF deployments, search index jobs, and optional features.
• Security Manager: Required to manage security roles, toggle permission groups, assign duty roles, and provision end users.

End-User security model

To grant employees access to Expenses Agent, evaluate two supported architecture models and choose the option that aligns with your organization's security policy:

• Option A – Dedicated custom role (recommended): Assign a dedicated Expenses Agent role that contains the required duty roles. This option provides controlled access.
• Option B – Update the ERP Self Service User abstract role: Enable the required permission groups directly on the standard ERP Self Service User abstract role. This option is appropriate when broad access is required.

See Provision Users for details.