How Overdue and Missing Receipts Are Processed

You can set up Expenses to automatically track expense reports for overdue and missing receipts after expense report submission.

Overdue and missing receipts are company-required receipts that weren't sent by the individual. Overdue receipt types can be any of the following:

• Original

• Imaged

• Both

To check for overdue and missing expense report receipts, Expenses runs a process. Based on receipt tracking setup, it generates the appropriate overdue receipt notification or missing receipt declaration notification.

Expense reports that were submitted and that end up in any of the following statuses are evaluated for overdue and missing receipts if the settings that affect overdue and missing receipts are set up.

• Ready for payment processing

• Ready for payment

• Paid

• Partially paid

• Pending expense auditor approval

• Pending individual response

• Pending manager approval

• Manager requested more information

• Submitted

• Hold pending receipts

Settings That Affect Overdue and Missing Receipts

The settings that affect overdue and missing receipts are the following:

• Enable overdue process check box: Tracking section on the Create Expense Report Receipt and Notification Rule page

  This check box is selected by the implementor during setup of a receipt and notification rule.

• Receipts are overdue after number of days field: Receipt Tracking section on the Create Expense Report Receipt and Notification Rule page

  A value is entered by the implementor during setup of a receipt and notification rule.

• Notify individual when receipts are overdue choice list: Receipt Tracking section on the Create Expense Report Receipt and Notification Rule page

  An option is selected by the implementor during setup of a receipt and notification rule.

• Send missing receipt declaration notification check box: Receipt Tracking section on the Create Expense Report Receipt and Notification Rule page.

  An option is selected by the implementor during setup of a receipt and notification rule.

• Configuration of the Escalate subsection on the Deadlines tab for the task named FinExmReceiptsOverdue.

  The escalation policy is set up by the implementor on the BPM Worklist. In the Setup and Maintenance work area, use the following to navigate to the Escalate subsection:

  • Offering: Financials

  • Functional Area: Expenses

  • Task: Manage Expense Approval Rules

In the BPM Worklist, navigate as follows: Task Configuration tab > FinExmReceiptsOverdue task > Deadlines tab > Escalation > Escalate link.

How Overdue and Missing Receipts Are Processed

Your company periodically schedules and runs the Process Overdue and Missing Receipts process that generates overdue and missing receipt notifications. After you submit an expense report for approval, the Overdue and Missing Receipts Receipt process checks whether the Enable overdue process check box is selected on the Create Expense Report Receipt and Notification Rule page. If the check box is selected, the process then checks the specified overdue receipt tracking rules. The process also checks whether the Send missing receipt declaration notification check box is selected. If the check box is selected, the application sends a notification to the user, which tells him that he must submit a missing receipt declaration since the actual receipt is missing.

Tip: If your company prefers to notify individuals as soon as receipts are overdue, as defined by the receipt and notification rules, consider running the Process Overdue and Missing Receipts process daily. Otherwise, individuals may be notified several days after the overdue date, depending on when the process runs.

Overdue receipts are measured by the number of days that Expenses hasn't received imaged or original receipts after expense report submission. Expenses compares the report submission date to the current date to determine if receipts are overdue.

If receipts are overdue and setup requires that the individual be notified, Expenses automatically sends a notification to the individual to inform him that receipts are overdue. Similarly, if escalation rules specify, Expenses also sends escalation notifications to the individual's approvers.