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Prasad Parmeswaran
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In this article i have given a broad outline of the setups to be done for iExpense implementation ,this may vary depending on the requirements for your implementation



1) Set the tax Codes to be Uses in iExpenese

Payables - > Setup- > Tax - > Codes



2) Set the Hierarchy for Tax Code Defaulting

Payables - > Setup- > Options - > Payables

Here template mean expense template .


3) For Project based expenses set the Expenditure type to be used in iExpense

Project ->Setup - >Expenditures - > Expenditure Type

To use a expenditure type it has to be assigned to Expenditure type class of "Expense Reports"




4 ) Payables Manager: Setup > Options > Financials

Expense Clearing Account ->This will be a default liability account for iExpenses expenses reports imported into Oracle Payables


5) Payables Manager: Setup > Options > Payables

Internet Expenses users can specify a reimbursement currency that is different from your company functional currency only if Oracle Payables is set up for multiple currencies

6) Payables - > Setup - > lookup - > Purchasing

7) Setup the signing limits

Paybles - > Employees- > Signing Limits

Expense Report goes to the Person defined here based on the cost center and the signing limit for approval

8 ) Setup Employee as suppliers


9 )

Create Expense Templates

Paybles - > Setup - >Invoice - > Expense Report Templates

Define Expense Items and assign then to Expense categories and for project based expense assign them against the project expenditure type . You can define policy and assign the policy schedule here and , dictate if justification is always mandatory or only with the policy violations . Default GL Accounts to ease the data entry for the users .

10)

Paybles - > Setup - > Options -> Payables








Set the Default Expense Template to be Used here , and mention if the prepayment can be applied against expense report by checking the apply advances check box .

11 ) To Show project and task on iExpense , do the changes in AK Developer and enable the node display .

12) Log on to Internet Expenses Setup and Administration

A - > Create Policy Schedules for your Expense Categories .

B - > Setup the expense field you want to enable or disable .

C -> Setup the Accounting flexfield to enabled , to let users update the default segment value .

13 )

A) -> Make sure all expense approving managers are set up as Oracle users.

B) -> Make sure every employee is assigned to one Oracle user only!

C) -> Submit the Synchronize WF LOCAL tables process regularly to update the Workflow resource information

14 ) Technically some of the customization which can be done of iExpenses are

A) OA Framework Customization on the Page

B) Customize Project Expense Report Account Generator (PAAPWEBX)

C) Customize expense approval workflow by default it follow employee supervisor hierachy

15) Some of the important Profiles in iExpenses are given below , use them as per your requirement

OIE:Allow Credit Lines Yes
OIE:Allow Non-Base Pay No
OIE:Approver Required Yes, with Default
OIE:CC Approver Req No
OIE:CC Payment Notify Yes
OIE:Carry Advances Forward Yes
OIE:Enable Advances Payables
OIE:Enable Approver Yes
OIE:Enable Bar Code
OIE:Enable Cost Center Read-only
OIE:Enable Credit Card No
OIE:Enable DescFlex Lines Only
OIE:Enable Expense Allocation Splitting Yes
OIE:Enable Expense Allocations Automatically-enabled, with Online Validation
OIE:Enable Policy
OIE:Enable Project Allocations Yes
OIE:Enable Project Expenditure Organization Yes
OIE:Enable Tax Yes
OIE:Grace Period 30
OIE:Purpose Required No
OIE:Report Number Prefix XXX-EXP:

16) Once the expense report is approved it can be imported into payables by running the expense report import program which will load as a Payable invoice of type "Expense Report"


Comments   

0 #1 Vijayakumar 2008-06-14 10:09
Dear Prasad,

Hats off to you for preparing the presentation. You have put everything together so any one can look into this any time if he/she forgets. Thank you very much for all your efforts in preparing the material. Greatly appreciate all your efforts for providing valuable information.A job well done.

Regards,

Kasi, Vijayakumar.
Quote
0 #2 Rajesh Khatri 2008-06-16 00:54
Dear Prasad

It is wonderful presentation you prepared. It is of great help to all oracle community.
Keep it up.

Thanks
Raj esh
Quote
0 #3 Koteswara Reddy 2008-06-19 15:07
Dear Prasad

It is a great explanation, It is easy understand to all, Screen Shots are very nice which are prepared by you.

I am a technical, I need to get tables and columns.
Pls help me. Ur job well done.

Thanks
K oteswara
Quote
0 #4 Apps 2008-07-09 03:03
Hi,

I need urgent help. I tried to create i-expense report. At first step of this process, I entered cost center value but it s said that not valid value.So I cant continue to next step.

Please help me that how can I assign right cost center value ?

PS: Where should I look at system to check cost center that are available for usage at I-Expense report ?

Thanks


APP S- >

Cost center is derived from the Employee record in HRMS .

Thanks
Prasad
Quote
0 #5 T. Dheeraj Singh 2008-07-29 10:18
Dear Prasad,

Thanks for preparing and giving excellent presentation. It's very worth full and easy to understand.

Re gards
Dheeraj
Quote
0 #6 Venkateswar Rao 2008-08-01 01:30
Great Explanation. It's helps to everyone.
Quote
0 #7 shiva kalapatapu 2008-09-05 15:51
Hi Prasad, thanks for sharing the information. Can you let me know what are those interface tables that would need to used for importing the i-expenses.
Quote
0 #8 bal 2008-10-13 04:07
Hi

I want to know weather we can enable the Project and Task field as per Organization .

I want to show this field for only project releted employee .

And please let me know the Navigation for Regions in AK developer .I do not understand that
Thnaks and Reagrds
Balkris hna
Quote
0 #9 bal 2008-10-13 04:22
HI I go that ..Thanks Again
Quote
0 #10 ramanathan 2008-10-15 05:33
Nice work prasad...i hope you remember me.. i was in GEHC,Kolkata... Roy's friend..do send me a mail


hi - >
please drop me a line at

thanks
Prasad cp
Quote
0 #11 GaneshMane 2008-10-16 09:57
Hello,

We are implementing a iexpense for one of our OU and we are not able to see any projects in the Projects LOV while creating ER.
We are facing this problem in iprocurement also. There also we are not able to see any projects in project LOV while creating requisition.

Y our help on this will be highly appreciated.

T hanks
Ganesh Mane

Ganesh - >
Projects are OU specific , please check if you responsibility is assigned to MO Operating Unit .

Thanks
Prasad
Quote
0 #12 Kush 2008-10-27 19:05
Hi,

I am working on iexpense (11.5.10.2.) on my current project and using AME rule to route my expense reports for approval to cost center managers. Now,there is one more requirements from business side that if employee submits the project based expense report, the expense report should go to cost center manager for the approval as well as project manager.

I dont know how to handle/how to route one expense report for 2 different approval using same AME rule. Any idea or can anyone guide me?
Quote
0 #13 Sansu 2008-12-23 10:40
Hi,

I would like to know if i can restrict access to Expense Report Template to certain user(s) or a Responsibility within a given Operating Unit. Has anyone done this before?

Thanks in advance for your suggestions.
Quote
0 #14 frnd 2009-01-21 04:58
when trying to query using employee in employee signing limits form ,it should display the data or sort data based
on cost center.
but for some employee data based on cost center is not in sorting order.

can u tell why this happens .any profile option exists.very urgent.can u help me.
Quote
0 #15 vijayveer 2009-03-13 10:30
How To Delete Expenses Allocations , it's Allready in update in Expenses Allocations LOV.
Quote
0 #16 yshnavi 2009-04-20 13:33
I need to customize the expense report template inorder to enter all the expenses types in one row instead of each row for each expense type. Please guide me.

Thanks,
YS hu
Quote
0 #17 Daman Kumar 2009-09-08 16:51
Hi Prasad,
Nice job in documented the process.
i have little different Question. I am setting approval (standard, Non AME) across different Set of books. It is getting forwarded to next level of manager, even if the first manager has suffecient limit.
Any Advice.
Thanks, Daman
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0 #18 Saikumars 2009-09-10 03:39
Dear Prasad,

Thanks for preparing the good presentation.

I want to restrict the Expendiure organization based on the project selected in Expense Allocations page.
Can you please suggest me how to achieve this requirment.

Th anks,
Sai
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0 #19 J 2010-02-08 14:27
Hi,

We have a requirement to customise ICX_PROJECT_NUM BER(Proj No) Column in iexp.Appreciate your inputs.

Regard s,
J
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0 #20 mohangundepudi 2010-04-16 08:13
hi Prasad,
At the outset I would like to appreciate your valuable effort in bringing out the presentation in such a lucid manner.
My client has the following requirement.

" There is no interface to Inventory or Purchase order module from Iexpense. So user should process double entries to account purchased goods:
- Enter info about purchased goods in iExpense
- Create Purchase order or inventory transaction to increase inventory
User is not able to define Supplier and inventory items in expense report as well "

can you guide me on how to proceed further in this scenario.

your valuable guidance and inputs are earnestly solicited.

reg ards
mohan
Quote
0 #21 Ravinder Yadav 2011-02-09 03:43
Dear Parsad,

This is very good document.
I just want to confirm. Base currency is INR and expense report in USD after auditing Invoice genrate in AP in INR.I want if Expense create in USD import in ap also in USD.

Thanks in advance.

Ravin der
Quote
0 #22 pankajbaishnab 2011-05-12 07:50
Hi, It looks like you can help me.

The Expense report was approved and is ready for Payment. But, there is no Accounting value (no cost center) in the Expense report.

Althou gh the person's Assignment has Cost Center in Purchase Order Information

Pl ease help soon.

Regards
Pankaj
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0 #23 ERP User 2012-01-16 02:56
R12 : Expense Reports not getting converted into Invoices
ER Submitted
Being Revied and Audited
Ran the expense report export
Quote
0 #24 Chandra Thangavelu 2012-01-19 14:10
We have defined Policy Schedule for Mileage. We have a requirement where we need to enter expense line for each day and need to calculate average for all the days which are entered within that expense report. Depending on the average amount we need to calculate the rate for all the lines. How can we acheive this. Please advise.

Thanks ,
Vijaya
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0 #25 Juhi 2012-07-02 05:47
Hi Prasad,

I have the requirement to make Project and Task mandatory on Expense allocation page.I have done this settings- OIE:Enable Project Allocations" to "Required" but still its not working.
Can you guide me on that?

Thanks,
Juhi
Quote
0 #26 Kasireddy 2012-08-04 09:54
how can we setup partially audit in iexpense
Quote
0 #27 Sudhanshu Mishra 2014-05-07 16:16
Hi,
I am unable to see the Project and Task fields in iExpense report, please help to get it. Please sent the Step 11 in details what responsibility is required and how to enable these fields on my email id mentioned below-

Thanks,
Sudhanshu Mishra
E-mail:
Quote
0 #28 Eva 2015-04-15 00:27
We are about to implement IExpenses for Canada, could you please advice on the setup?
1- Any advice on setup is more than welcome
2- Do we need to create one Expense template per Province?
3-What about the different tax rates? per each expense type we will have 2 or more tax rates, how can we set this up?

Many thanks!
Quote
0 #29 Praveen 2015-04-27 10:50
While submitting expense report in I-Expenses for a specific OU (Germany), i can find the tax codes of all the countries in LOV. Do we have an option where we can restrict other countries tax codes if we are in a specific OU (Germany). Only Germany tax codes should be reflecting in the LOV.
Quote
0 #30 PRIYABRATA SAHU 2015-04-28 06:29
Expense report paid, but user not able to view the paid expense report while login in oracle.

could you please guide on this issue
Quote

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