1. Implementing Expenses
  2. Schedule Processes

Schedule Processes

Schedule and run the Synchronize Financials Objects for Database Search and Automatically Submit Expense Reports processes.

The Synchronize Financials Objects for Database Search process creates a repository of merchants used by the employees to aid in expense type derivation. To run this process, you must sign in as a financial application administrator.

Here are the steps to run the Synchronize Financials Objects for Database Search process:

  1. From the Navigator, click Tools > Scheduled Processes to open the Scheduled Processes page.

  2. Click the Schedule New Process button.

  3. In the Schedule New Process dialog box, search and select the Synchronize Financials Objects for Database Search process and click OK to open the Process Details dialog box.

  4. Click Advanced.

  5. In the Parameters tab, select the Expense Merchants option as the object name.

  6. In the Schedule tab, configure the frequency of running the process. It's recommended that you run this process at least once a week.

  7. Click Submit.

The Automatically Submit Expense Reports process enables users to submit expense reports automatically from the Expense Assistant. The process also matches the expenses with the corresponding corporate card changes and marks the automatic submission date for expense items. In addition, the Automatically Submit Expense Reports process synchronizes expense types, as well as synonyms, defined in the setup of Expense Assistant. You must schedule the Automatically Submit Expense Reports process to run after you enable automatic submission of expenses.

You can schedule the Automatically Submit Expense Reports process with the travel manager role. While scheduling the Automatically Submit Expense Reports process, you can specify the business unit for which you want to run the Automatically Submit Expense Reports process. It's a good practice to schedule the Automatically Submit Expense Reports process to run every hour.

Security

Privileges provide the necessary access to run specific scheduled processes. Privileges are granted to duty roles, which are granted to job roles. To see which job roles inherit the needed privileges, use the Security Console or the security reference manuals for the appropriate product family.