Oracle iExpense Implementation Steps

Oracle iExpense Implementation Steps

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 .

http://docs.google.com/File?id=df82pvfb_74fbtrrcg5_b

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"

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http://docs.google.com/File?id=df82pvfb_75gbmrczgr_b

4 ) Payables Manager: Setup > Options > Financials

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

http://docs.google.com/File?id=df82pvfb_76db5ch5ch_b

5) Payables Manager: Setup > Options > Payables

http://docs.google.com/File?id=df82pvfb_77g84qm3c4_b

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

http://docs.google.com/File?id=df82pvfb_34fmgbbmfk_b

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

http://docs.google.com/File?id=df82pvfb_78hfxd4vgn_b

8 ) Setup Employee as suppliers

http://docs.google.com/File?id=df82pvfb_80xgbk5ndz_b

9 )Create Expense Templates

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

http://docs.google.com/File?id=df82pvfb_37fqg5g4dk_b

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

http://docs.google.com/File?id=df82pvfb_79df5nx4ds_b

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 .

http://docs.google.com/File?id=df82pvfb_39fb2dmxxd_b

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"