How to Set Up Oracle IExpenses _ the Feature

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How To Set Up Oracle iExpenses | The Feature

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How To Set Up Oracle iExpenses March 6, 2006 10:55 pm ⋅ 104 Comments ⋅ Marian Crkon

Here is a summary of steps to set up Oracle Internet Expenses. iExpenses is basically an extension Oracle Payables. Employee and Contingent Worker expense reports become supplier invoices and get paid from Payables. You will need following responsibilties to set up Internet Expenses: Payables

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Manager, Internet Expenses Setup and Administration, System Administration, Application Developer, and AX Developer. If you are also planning on charging expense reports to projects, you will also need Project Billing Super User and General Ledger Super User responsibilities. You will also need access to Oracle Workflow Builder to customize the Expenses workflow and Project Expense Reports Account

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O racle I n tern et Ex p en ses S etu p S tep s:

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S tep 1: PA: En ab le Pro ject Ex p en d itu re T yp es fo r Ex p en se R ep o rt En try. Navigation: Project Billing Super User: Setup > Expenditures > Expenditure Types. Enable expenditure types to be used on project-related expense reports. Enable selected expenditure types with an Expenditure Type Class ‘Expense Reports’. You need to associate these expenditure types with

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Expense Type you define in the Expesen Report Template (next step).

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S tep 2: AP: Defin e Ex p en se R ep o rt T emp lates

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Navigation: Payables Manager: Setup > Invoice > Expense Report Template. You must define at least one expense report template with the Enable for Internet Expenses Users check box selected. Only expense report templates with this option enabled can be used in Internet Expenses. Use the Oracle

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Payables Expense Report Templates window to define your expense report templates. Default default natural account for non-project expenses. For project-related expenses, associate your expense types with project expenditure types. S tep 3: AP: Defin e Fin an cials O p tio n s > Acco u n tin g Navigation: Payables Manager: Setup > Options > Financials. You define the Expense Clearing Account in the Oracle Payables Financials Options window. This will be a default liability account for iExpenses expenses reports imported into Oracle Payables. The Expense Clearing Account field is also available in the Card Program window. If you define the Expense Clearing Account field in the Card Program window, the value you define there will take precedence over the value in the Oracle Payables Financial

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Options window.

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S tep 4: AP: Defin e Fin an cials O p tio n s > Hu man R eso u rces

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Navigation: Payables Manager: Setup > Options > Financials. Use the Payables Financials Options window to define the Expense Report Reimbursement Address and Employee Numbering Method.

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S tep 5: AP: Estab lish Mu ltip le C u rren cies S etu p Navigation: Payables Manager: Setup > Options > Payables > Currency. The currency in which an expense report is paid is known as the reimbursement currency. Internet Expenses users can specify a

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reimbursement currency that is different from your company functional currency only if Oracle Payables is set up for multiple currencies. S tep 6: AP: Defin in g Ex p en se R ep o rt O p tio n s Navigation: Payables Manager: Setup > Options > Payables > Expense Reports. Define the fields below: Default Template. The default expense report template that you want to use in the Payables

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Expense Reports window. You can override this value in the Expense Reports window. A default

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expense report template appears in the Expense Reports window only if the expense report template is active. Payment Terms. Payment terms you want to assign to any suppliers that you create from employees during Expense Report Import. Define and assign immediate payment terms for your

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employee suppliers.

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Pay Group. Pay Group you want to assign to employee expense reports, e.g. EMPLOYEES. You

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must define this pay group in the Purchasing Lookups window. Payment Priority. Payment priority for employee expense reports. Choose a number between 1 (high) and 99 (low) to be the priority of employee payments. Apply Advances. If you enable this option, Payables applies advances to employee expense reports if the employee has any outstanding, available advances. You can override this default

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during expense report entry.

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Automatically Create Employee as Supplier. You must enable this option, if you want to import

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employee expense reports and automatically create a supplier for any expense report where an employee does not already exist as a supplier.

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Hold Unmatched Expense Reports. This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payables creates during Expense Report Import. S tep 7: AP: Assig n S ig n in g Limits

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Navigation: Payables Manager: Employees > Signing Limits. Managers can approve an expense report only if the total amount of the report does not exceed their signing limit defined in Accounts Payable.

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When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You have to give managers signing limits for multiple cost centers, if employees from multiple cost O cto b er 2014

centers submit expense reports to him/her. S

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S tep 8: O I E: Defin e iEx p en se Po licies Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Expense Fields. Use the pages in the Policy region to set up online policy compliance and perdiem and mileage

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rates. Schedules. Create rate and policy schedules for your employees to use when they submit expense reports. Expense Fields. Set up expense fields to capture additional information on expense reports.

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Exchange Rates. Set up exchange rate definitions to validate the exchange rates that employees enter on their expense reports for foreign currency receipts. S tep 9: O I E: En ab le Ex p en se Allo catio n s Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Accounting >

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Define. There are two tasks to complete for setting up expense allocations: How To Set Flexible PO Approval Limits Use the Internet Expenses Setup responsibility to define which segments of the accounting flexfield segments are visible and updatable by the user. Use the OIE: Enable Expense Allocations profile option to enable expense allocations according

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to your requirements. You can set the display of accounting flexfield segments and online validation as user-definable or automatic.

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S tep 10: O I E: Defin e R eceip t No tificatio n R u le S et Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Audit >

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Notification Rules. Create one or more notification rule sets to determine when to send notifications to users for overdue or missing receipts.

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S tep 11: O I E: Assig n R eceip t No tificatio n R u le S et Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Audit > Notification Rule Assignments. Use the Notification rule set assignments pages to assign the notification rule sets that you created to the operating units that you want.

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S tep 12: O I E: Defin e Mileag e R ate S ch ed u le. Navigation: Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Schedules

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> Mileage. A mileage rate schedule can take into account distance traveled, type and category of vehicle, type of fuel, and the number of passengers. Set up one or more mileage rate schedules and schedule

Radius is a free WordPress theme allowing you to

periods that you require for employee expense reporting.

create any type of website you want. Radius features: custom background, drop-down menu,

S tep 13: AP: C o mp lete Mileag e Ex p en se T yp e Defin itio n in Payab les

header logo, highly customizable and adaptable,

Navigation: Payables Manager > Setup > Invoice > Expense Report Templates. Find the expenses

theme options, post excerpts with thumbnails, SEO

template, find the mileage expense type, and assign the Mileage Schedule.

friendly, translation ready, W3C valid, widget-ready, threaded comments & more. It is tested major

S tep 14: S A: Defin e New iEx p en ses R esp o n sib ilities

browsers – Mozilla Firefox, Internet Explorer,

Navigation: System Administration: Security > Responsibility. Create a new iExpenses responsibility.

Opera, Safari and Chrome. Radius is suitable for any business or personal website.

S tep 15: S A: Defin e O I E Pro file O p tio n s Navigation: System Administration: Profile > System. Set Internet Expenses related profile options according to your business requirements. Below is a brief description of each profile.

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OIE: Allow Credit Lines. Set the profile option to Yes to enable users to enter negative receipts (credit lines). Users enter negative receipts to report the refund of a previously reimbursed expense, for

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example, an unused airline ticket. The default value is Yes.

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OIE: Enable Credit Card. Set the profile option to Yes to enable the credit card functionality to allow

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users with corporate credit cards to select and add credit card transactions to their expense reports. OIE: Allow Non-Base Pay. Set the profile option to Yes to enable users to choose the reimbursement currency for their expense reports. You must set up Payables to use multiple currencies before you can enable this profile option.

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OIE: CC Approver Req profile option indicates whether users must enter an alternate approver when they charge their expense reports to a cost center different from their own. Set the profile option to Yes to require employees to enter the Alternate Approver field when employees enter a cost center other than their default cost center. If you set this profile option to Yes, you must also set the OIE: Enable Approver profile option to Yes. OIE: CC Payment Notify. Use the profile option to specify whether a notification is sent to employees when payment is created in Oracle Payables for corporate credit card transactions. The default value is

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No. Oracle Blogs OIE: Enable DescFlex profile option enables Internet Expenses to display descriptive flexfields. You must set up descriptive flexfields specifically for use in Internet Expenses before you can enable this option. OIE: Enable Projects profile option enables users to enter project-related information on expense reports. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this

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option. PeopleSoft Expert Implementing Oracle HRMS OIE: Enable Tax profile option enables the availability of tax-related elements on expense reports.

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OIE: Enable Approver profile option enables the Alternate Approver field in Internet Expenses. When this profile option is set to Yes, the Alternate Approver field is available for users to specify a different employee to approve their expense report. When this profile option is set to No, the Alternate Approver

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expense reports. If you set it to Yes, Internet Expenses requires that users always enter an alternate approver as defined in Oracle HRMS.

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OIE: Purpose Required profile option controls whether users must enter a purpose when creating an expense report. A purpose is a brief description of the business activities that justify the expenses in a report OIE: Report Number Prefix profile option specifies a prefix value for expense report numbers, e.g. EXP-. The expense report number becomes the corresponding invoice number when the expense report is converted into an invoice via the Expense Report Import program. OIE: Grace Period profile option specifies the number of grace period days beyond an end date that certain OIE setup items remain available for use. The default value is 30. OIE: Enable Policy profile option controls the behavior of Internet Expenses in relation to reports that contain policy violations. OIE: Enable Expense Allocations profile option determines whether an end user can update the cost center segment value on an expense line. PA: Allow Project Time and Expense Entry profile option enables users to enter project-related information on expense reports. If you set this option to Yes, then you must set the OIE: Enable Projects profile option to Yes as well. PA: AutoApprove Expense Reports profile option permits automatic approval of project-related expense reports. Journals: Display Inverse Rate profile option determines how the reimbursable amount is calculated when users enter foreign currency receipts. When this profile option is set to No, the receipt amount is multiplied by the exchange rate to determine the reimbursable amount. When it is set to Yes, the receipt amount is divided by the exchange rate. The default value is No. AME: Installed profile option enables the integration between Internet Expenses and Oracle Approvals Management. Enabling this profile disables Oracle Workflow expense report approvals! WF: Notification Reassign Mode profile option determines the forwarding functionality that is available to employees. See Do You Want to Delegate or Transfer That Oracle Notification? article. WF: Mailer Cancellation Email profile option enables the functionality that sends the cancellation notifications when time outs are reached for a notification and a new notification is sent because of resend setup. S tep 16: WF: C u sto miz e Pro ject Ex p en se R ep o rt Acco u n t Gen erato r. This step will be described in detail in a separate IAF article. S tep 17: GL: Assig n Yo u r C u sto miz ed Pro ject Ex p en se R ep o rt Acco u n t Gen erato r to yo u r ch art o f acco u n ts Navigation: General Ledger Super User: Setup > Financials > Flexfields > Key > Accounts. Select your accounting structure to which you want to assign the process. Find the Project Expense Report Account Generator Item Type. Select a Process Name you define in the previous step. Save your changes. S tep 18: S A: Defin e a n ew O I EADMI N R o le Navigation: System Administrator: Security > Users. Create a new Oracle OIEADMIN user. Run the Synchronize Local WF tables process every time you make changes to user setup. S tep 19: WF: Defin e Wo rkflo w No tificatio n Perfo rmers. Perform the steps in Oracle Workflow Builder to set up expense report performers. This step will be documented in detail later on.

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S tep 20: Perso n aliz e Ex p en se R ep o rt S u b missio n I n stru ctio n s As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to Yes. Navigate to Expenses Home page in your iExpenses responsibility Create and submit an expense report In the Confirmation page, click the Personalize Submission Instructions Header link in the Submission Instructions region. In the Choose Personalization Context page, enter Your Business Group in the Organization field and click Apply. In the Personalize Region page, click Personalize for the Raw Text item. In the Personalize Raw Text page, select False for the Rendered row at the Site level, then click Apply. In the Personalize Region page, click Create Item for the Header: Submission Instructions item. In the Create Item page, select the “Raw Text” value from the Item Style list. Complete the page according to your business requirements: ID = XYZ_SUBMISSION_INSTRUCTIONS Text: Include the text message. Add Your Company’s Submission Instructions Here. Click Apply. In the Personalize Region page, click Personalize for the message you created. In the Personalize Raw Text page, enter a message in the Text field for the appropriate level, then click Apply. In the Personalize Region page, click Return to Application. As System Administrator: Set profile option ‘Personalize Self-Service Defn’ to No. S tep 21: AD: C o mp ile th e Ex p en se T yp es Descrip tive flex field . Navigation: Application Developer: Application > Validation > Set Query value set name ‘OIE_EXPENSE_TYPES’. Click Edit Information. In the Table Columns section, for the ID column, change the Size to 30 and Save. Navigate: Flexfield > Descriptive > Segments Query the Title ‘Expense Report Line’ Freeze and compile the Expense Report Line Flexfield. S tep 22: En ab le th e Disp lay o f Pro ject an d T ask Navigation: AK Developer responsibility. Navigate to the Define Regions window. Use the Region Items window to enable the display of project and task information. You need to perform this step in order to view projects and tasks in View Expense Report History: Query the region ICX_AP_EXP_LINES_D. Choose Region Items to navigate to the Region Items window. Query the region items ICX_PROJECT_NUMBER item (ATTRIBUTE_NAME). Check the Node Display box for these region items.

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Query the region items ICX_TASK_NUMBER item (ATTRIBUTE_NAME). Check the Node Display box for these region items. Save your work. O th er C o n fig u ratio n C o n sid eratio n s Make sure all expense approving managers are set up as Oracle users. Make sure every employee is assigned to one Oracle user only! Submit the Synchronize WF LOCAL tables process regurarly to update the Workflow resource information That should be it. Have fun! R elated Lin ks: BR100 iExpenses Application Setup Document Posted in: How To Guides ⋅ Tagged: iExpenses, Implementation

About Marian Crkon Marian Crkon is a successful independent consultant offering consulting and professional services to Oracle eBusiness Suite clients in the Pacific Northwest and nationwide. Marian has been involved in Oracle consulting projects and IT management for over 18 years now. He established himself an an expert in Oracle Projects and Oracle Financials, and completed several successful implementations for clients in the US and Europe. Marian lives in Seattle with his wife and two children. When he does not work or travel, he spends time with his family. View all posts by Marian Crkon →

104 Thoughts on “How To Set Up Oracle iExpenses” krishna kumar on March 20, 2006 at 2:13 am said:

Hi I am very much impressed with the way of explanation given in the setups. Regards krishna Reply↓

Bharat on May 4, 2006 at 10:05 am said:

it’s very good starting point to implement iExpenses. Thanks Reply↓

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How To Set Up Oracle iExpenses | The Feature Marian Crkon on May 4, 2006 at 12:36 pm said:

Thank you very much for your comments! Feel free to come back and provide your feedback with your experiences with setting up and using iExpenses. Marian Reply↓

Vijay Doddoju on May 24, 2006 at 5:27 pm said:

I felt great the way of explanation given for the setups. - Vijay Doddoju Reply↓

Raju MVN on August 24, 2006 at 2:58 am said:

The way presentation is really wonderful, it helps as a ready reconer. Will really appreciate your great work.. keep it up..!! Reply↓

Raju MVN on August 24, 2006 at 2:59 am said:

The way of presentation is really wonderful, it helps as a ready reconer. I really appreciate your great work.. keep it up..!! Reply↓

Muthu on August 10, 2007 at 10:03 pm said:

Very well written and very organized. Keep doing the great work!hats off to your blog Reply↓

Philip Smyth on August 13, 2007 at 1:17 pm said:

Thank you this has really helped me implement I-expenses for a client keep up the good work. Reply↓

Lisa on August 31, 2007 at 4:17 pm said:

This has been a great list of setup steps. Is there something out there for using iExpense with

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AME which list the steps necessary for setup, how AME impacts the workflow and timeouts, examples of approval groups, etc.? Reply↓

srinivas on September 12, 2007 at 6:52 am said:

Hi This is Srinivas, Could u plz provide the solution for this problem. while creating expense report from employee self service i am getting this error.”Please enter a valid cost center” eventhogh its automatically talking the default cost center. Thanks and regards, Srinivas Reply↓

Marian on September 12, 2007 at 8:14 am said:

Srini, Review employee’s default accounting information in his HR assignment (Purchasing Information). Marian Reply↓

srinivas on September 13, 2007 at 5:52 am said:

Hi Marian, Thanks for your reply.I have checked in HR employees Assignment Purchase Order information. The default expense account showing the cost center as M0752. when creating expense report in self service The expense cost center field automatically coming as M0752. eventhogh i am getting error.Is there any setup is there to enable this cost center. Thanks, Srini. Reply↓

Ashish on September 20, 2007 at 9:53 pm said:

Absolutely Fantastic. Easy to say but I know it takes effort to put it in print. Great job. Reply↓

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How To Set Up Oracle iExpenses | The Feature sandeep singh on December 11, 2007 at 3:46 am said:

Really a nice document,which is so much helpfull for a bigner like me. Reply↓

balkrishna on January 29, 2008 at 2:59 am said:

This is really great document which is providing the knowledge in details. Great Job Reply↓

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Martin Turnbull on February 12, 2008 at 3:25 am said:

Hi I’m involved with implementing OIE and wondering how credit card details get into AP. We can see them on the OIE card transactions but want to know if there is any additional set up to get trans into AP. Thanks Reply↓

Marian on February 12, 2008 at 1:32 pm said:

Martin, Check out the Metalink KnowledgeBase. There is a pretty good description in the iExpenses User Guide and one good white Paper on the topic. Reply↓

Chandra on February 16, 2008 at 3:57 pm said:

Hi Would like to know 1. What are the programs that are available for loading a P-Card transactions file into AP for Payment for payment to bank ? 2. What is the use of Credit Card Validation 2. 3. What is the use of Credit Card Import Program. 4. What are the parametes that are required. Thanks in Advance Chandra Reply↓

Anton dominic on March 11, 2008 at 8:25 am said:

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I have configured iExpenses. After my manager has approved the expense report, the report status is set to ‘Pending Payables Approval’. Also, I cannot see the expense reports in Expense Reports form in the AP responsibility. Any idea why? Any help will be greatly appreciated. Anton Reply↓

dan on May 6, 2008 at 2:04 am said:

can iexpenses be setup to pay through payables? Reply↓

Nikhil on June 12, 2008 at 4:15 am said:

is it possible for somebody within this group can provide information about storing images of reports in database? about the storage option and if needed to add in existing instance howmuch extra diskspace will be needed for these images in database per given number of images (i.e 1000) Reply↓

Rao on June 13, 2008 at 10:37 am said:

Hi, Thanks for providing such a qualitative info on iexpenses. We have a requirement in iexpenses, that to send the notification to the each project manager at line level. Upon the approval of PMs at line level the Header level approval with all project details are to be sent to HR Supervisor for final approval. How can we achieve this? Kindly provide the steps. Thanks Rao Reply↓

Marian on June 13, 2008 at 7:27 pm said:

The seeded expense approval workflow does not provide such flexibility. You could probably do line-level approvals by PMs that with Approval Management Engine (AME) but the tool is very cumbersome in 11i. I am not sure what improvements we added to R12. Reply↓

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How To Set Up Oracle iExpenses | The Feature on June 27, 2008 at 1:05 am said:

Thank you very much, great job. Reply↓

mahesh on June 27, 2008 at 1:57 am said:

Hi We are implementing oracel iexpenses. Our HRMS is in People soft and we do not have project module What care i should take while implementation ?? What is pain points? Reply↓

Krishanu Bose on July 8, 2008 at 12:09 am said:

Hi Mahesh, You can use shared HRMS for iExpense and not implement Oracle HRMS again. However, you have to build an interface from Peoplesoft to Oracle, so that any modification there would automatically result in an update in Oracle. If you are not using Oracle Project suite then, you don’t need to enable the project related profile options like “OIE: Enable Project Allocations”, “OIE: Enable Project Expenditure Organization” and “PA: Allow Project-Related Entry in Oracle Internet Expenses”, “PA: AutoApprove Expense Reports”. Reply↓

Prakash on November 22, 2008 at 3:12 am said:

Marian, Nice work. Right now i am supporting iExp. The problem is when the notification about the approval gets timed out due to the inaction of approver and escalate to next level then if the next level manager tries to reassign it system is throwing error. When the auditor rejects one expense report and employee resubmit it again then when approver tries to reassign it to his HOD its giving an error. Waiting for your response. Thanks in advance. Prakash Reply↓

Ram on November 25, 2008 at 5:59 am said:

Marian.. wonderful job and appreaciate your effort. Thanks for sharing such a nice document.

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Regards, Ram Reply↓

Ram on November 25, 2008 at 6:04 am said:

Marian, One of our user facing below error when he try to save date field in the Expense Report. Error: Stale Data The requested page contains stale data. This error could have been caused throgh the use of browser navigation buttons. Though the error is explainin the possible reason, the user claiming that he is not using the browser buttons and using the buttons in the application. Can you please expidite the other possible reasons for this error? Don’t mind please, i need your help on urgent basis. Regards, Ram Reply↓

Marian on November 25, 2008 at 7:55 am said:

Ram, I vaguely remember the “stale data” error. Try bouncing your apache server. Reply↓

Ram on November 26, 2008 at 6:52 am said:

Marian, One of my user facing below error: When the user search for the all the expense reports he submitted in the past, all the details are showing properly, except text ‘Supplier Setup’ is displayed under Report Number field instead of the Expense Report Number. Please throw some inputs on what could be the reason for the issue. Regards, Ram Reply↓

Ram on November 26, 2008 at 7:40 am said:

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Hi Marian, One of my user facing below error: Error: Your security attribute has not been setup properly. Please notify your system administrator. Kindly post me the pointers to verify if any setups missing for the employee? Thanks in advance. Regards, Ram Reply↓

Amith on January 9, 2009 at 9:10 am said:

Hi This is Amith, I have to update the mileage rate(as change has come in from IRS) in IExpense. Could you please let me know where exactly i need to make this change to reflect in the Expense report. This is very urgent requirement, please help. Thanks, Amith Reply↓

Raj Reddy on January 15, 2009 at 1:04 pm said:

Amit, Go into “Internet Expenses Setup and Administration” resp and “Internet Expenses Setup”. You will see “Mileage” policy that’s where you will need to end the current mileage schedule and create the new schedule with effective date and the rate. Hope this helps. Thanks Raj Reply↓

Raj Reddy on January 15, 2009 at 1:31 pm said:

Does any one know when the approver approves expense report with “Notes” where that information is stored (Table/Column) Thanks…Raj Reply↓

Debra on January 29, 2009 at 5:27 am said:

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We’ve just implemented iExpense and now we want to set up the iExp Proxy responsibility. How should we address the issue of blocking Worklist Access to all Finance users (internal control issue), when it needs to remain available for HR (currently being used for iRecruit)? Thanks. Debra. Reply↓

Maria Waagstein on February 15, 2009 at 2:59 am said:

Hi Does anyone know if it is possible to route a I-Expense report to a project manager (in PA) instead of using the signing limits in AP? Reply↓

Anil on March 27, 2009 at 6:45 am said:

Hello Everyone… Does anyone let me know any new feature R12 I-Expense? Thanks, Anil Reply↓

Annamalai Manivannan on May 3, 2009 at 11:32 pm said:

Hi Marian, Superb learning document. very helping kind you are. Iam also like you, i will share all the necessary documents w.r.t Oracle Financials-Finance. I was searching for I Expenses doc which i am previleged to have such a wonderful learning doc. Keep doing good work. Best wishes. A.Manivannan Reply↓

Catherine on May 26, 2009 at 9:40 am said:

Thank you so much for this useful information! I’m wondering if you could answer a question for me. I’m trying to determine if mileage can be calculated in the Disconnected Expense Reporting Process. I would appreciate any input. Thanks, Catherine

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Reply↓

Marian on May 26, 2009 at 3:23 pm said:

Hi Catherine, The disconnected Expense reporting Process is simply an Excel spreadsheet. You can upload mileage but it does utilizes the mileage policy rules set up in the iExpense Application. Marian Reply↓

Prakash on June 1, 2009 at 12:11 am said:

Hi Marian, Great job done. One thing I need to ask there is there any table where the Auditing information of the expense report is being stored ? Our client requirement is to provide the audited date on a report. We have taken the last_update_date from ap_expense_headers_all but that can be changed even after the expense reports being imported to payables if auditor do some modification on the report. So it’s not full proof. If you can give us the information where the first date when the expense report was audited can be fount then it would be of great help for us. Thanks in advance. Regards Prakash Reply↓

Amit on June 1, 2009 at 7:14 am said:

Hi Marian, Can you please let me know if there is any different setups needed for iExpenses setup for public sector organizations. Many Thanks in advance, Cheers, Amit Reply↓

Louise Dexter on June 8, 2009 at 4:34 am said:

Anyone know how to stop iexepnses timing out at 10 minutes? Its too short a time for our home users? Thanks Louise Reply↓

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How To Set Up Oracle iExpenses | The Feature Marian on June 8, 2009 at 7:44 am said:

Louise, The timeout is actually controlled by the profile option ‘ICX:Session Timeout’. Review and set it to whatever it needs to be. Marian Reply↓

jas on June 8, 2009 at 1:41 pm said:

Thank you so much for the info. Beginner to oracle. Have been tasked with configuring iExpense. Currently have PeopleSoft HR. Oracle Financials Implementation project ongoing. GL scheduled go-live 12/2009, AP go-live 12/2010 but business wants iExpense to go in now. Any tips for implementing IExpense without AP/GL? Is it possible? Expenses will be paid through PeopleSoft payroll. Reply↓

Marian on June 8, 2009 at 2:03 pm said:

No, iExpenses would not work without AP, GL and many HR setups. iExpenses is just an extension of AP, not really a stand-alone application. Reply↓

Daman K on June 11, 2009 at 6:50 am said:

Marian, Very good document. I was able to perform basic setup without any issue. Daman Reply↓

NP on June 12, 2009 at 6:57 am said:

Hi Prakash Your requirement of an audit trail can be met by setting up an audit trail at the table level. Under the system administrator responsibility, go to Security > Audit Trail > Tables etc. You can set up the columns for which you need auditing capability. You can read up on audit trails in Metalink. They are a widely used functionality across modules within E-Biz.

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Regards NP Reply↓

Kundaram V on June 30, 2009 at 6:22 am said:

I have an issue where user says he received an email saying ‘Credit card transactions are 0 – 15 days outstanding’ while he submitted them twice and also got approved by his manager !! How\Where do I check ? Reply↓

Divya K on July 16, 2009 at 4:22 am said:

Hi Marian I must appreciate you on the document you have posted.. its a splendid one. Divya Reply↓

Elena A. on August 12, 2009 at 1:13 pm said:

Hi, I very much enjoyed your article. Thank you. We are currently trying to decide if we should use Oracle AP or iEpense for integration of our Procurement Card into Oracle. Can you offer any advice as to which option is a better solution? Thank you! Reply↓

Marian on August 12, 2009 at 2:44 pm said:

Hi Elena, The question is really not AP or iExpenses. Look at iExpenses as a sel-service extention of AP for employees to enter their own expenses. The procurement card functionality compliments both AP and OIE. Marian Reply↓

Daman K on September 8, 2009 at 12:33 pm said:

Hi Marian, I am setting approvals across set of books. The approval is going to next level of manager, even the first manager has sufficient assigning limit. Any advice.

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Thanks, Daman Reply↓

Kiran on September 22, 2009 at 6:54 am said:

Hi, Can you pls let me know the browser settings to access the OIE from IE 6 sp2 with XP pro sp2. Coz i was not able to enter after providing my credentials its getting hanging up. Thanks in Advance. Kiran M Reply↓

Daman K on January 4, 2010 at 2:07 pm said:

Hi Marian, Is there a way to set default project and Task based on employees cost center? Thanks, Daman Reply↓

Prakash on January 14, 2010 at 3:10 am said:

Hi Marian, Is there a way to restrict the expenses to be claimed on holidays ? Thanks Prakash Reply↓

Prakash on January 21, 2010 at 4:38 am said:

Hi Marian, We have a client requirement where the sales person needs to claim their conveyances on daily basis for a month as a whole. The mileage rate is 2.5 but they also want to deduct initial 25 KMs per day trip. I tried it with setup based on distance threshold (per trip) (25-0 , >25-2.5). But when we calculate the mileage rate system take the full expense report as a single trip and deduct only initial 25 KM from expense total irrespective of the entries for number of days. The other setup I tried was to do it period wise which is working fine but I need to define periods for a single day in the i-Expense policy schedule setup. And defining periods of single day is tedious job. Other thing is how many periods we should define for that single policy that is also a constraint. If you have any work around please help me. Waiting for your response.

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Thanks and regards Prakash Reply↓

jennifer on February 9, 2010 at 2:27 pm said:

hello, how do you resolve the error ‘Inform System Administrator – No Approver’ please. thxs. Reply↓

Ron on February 19, 2010 at 11:14 am said:

Jennifer, if you get the error message no approver is could be that there is no hierachy relationship for the person that submitted the expense report to any approver. Check with HR to see who the person reports to and make sure the person that entered the expense report selected that person from the drop down. Hope this helps. Ron Reply↓

Ron on February 19, 2010 at 11:17 am said:

Marian, I wish I knew this documentation and information was available when we setup iExpense – it would have made our implementation much smoother and understandable from my perspective. Ron Reply↓

Manish on March 2, 2010 at 10:48 pm said:

Hi Marian, How and where to setup approval workflow? Is there anyway to attached scanned receipts / bills in the exp template? Thanks in advance Regards Manish Reply↓

JG on March 12, 2010 at 1:24 pm said:

Hi Marian. We use iExpense and attach the receipts in iExpense (11.5.10). Is there a way to bring the attachments into the AP module when we do the import? Or is there any other way for our auditors to be able to have “view only” access to these receipt attachments? Thank you. Reply↓

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How To Set Up Oracle iExpenses | The Feature Gagandeep Dhillon on March 17, 2010 at 9:45 pm said:

Hi Marian, How can we get rid of errors JBO -26040, JBO 25013 at time of submitting expense reports. Right now the workaround we have is delete cookies and cache, once user do so expense report gets submitted successfully. But we are unable to undestand why these JBO errors appears. Also I have same query as of Manihs, is there any way to attach scanned receipts and bills in the expense template? Thanks in advance Regards Gagandeep Reply↓

Marian on March 23, 2010 at 11:31 am said:

JG, Users can add attachments ((e.g. receipts) to expense reports at the header level or line level. Managers and auditors can review the attachments on expense reports. Plus, auditors can add new attachments as part of the audit process. Marian Reply↓

Marian on March 23, 2010 at 11:35 am said:

Gagandeep, It sounds like your java environment is not properly set up. Please work with Oracle Support on resolving the issue. There are several notes on Metalink providing explaination and patches to resolve the JBO errors. It really depends on your specific error and configuration. Marian Reply↓

Navin on April 1, 2010 at 2:53 am said:

Hi Marian, It is a wounderful information you shared on the blog .Thank for that first. My problem is , we have 3 OU’s for India ,US ,UK For india the I expenses is working fine for US and UK I am facing a problem while viewing the Expense report Line information in the screen . Is there any profile option or that kind of thing which is prventing the access for line information. I am working on hte Technical side and am a biggnner to I expenses. Please help if possble.

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Regards NAvin Reply↓

Tanmay Ambre on June 28, 2010 at 5:00 am said:

Hi, Can you also explain the required setups to be able enable ‘Project’ field in Purchase order ?? with kind regards, Tanmay Reply↓

Scott on July 22, 2010 at 11:23 am said:

Good article. I need to check if we have iExpenses is installed and if so, how to remove or deactivate it. Can anybody help me with this? Thanks, Scott Reply↓

Wendy on July 23, 2010 at 1:46 am said:

Hi Marian, excellent site for reference. Beats Oracle’s setup document. Is there anyway of automating process/API for getting bank details from Payroll module into IExpenses without a customisation? thank you. Reply↓

Marian on July 27, 2010 at 10:14 am said:

Wendy, I do not believe so. The employee bank account information in HR and the employee supplier information in AP are (still) two separate things in Oracle 11i and R12. There is no standard coordination between the two that I am aware of. There are APIs to populate the tables but you would need to develop a custom solution. Reply↓

Peter on August 26, 2010 at 3:50 am said:

Hi Marian, great document. When interfacing Visa transaction files in VCF format we are finding errors, the Visa specification states the card number is 19 digits, right justified zero filled but iExpenses is not happy with those leading zeros. Any thoughts? Reply↓

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How To Set Up Oracle iExpenses | The Feature Marian on August 30, 2010 at 10:10 am said:

Sorry Peter, I haven’t had a chance to interface Visa transactions yet. Did you open an Oracle SR? What did they say? Marian Reply↓

Angela on September 6, 2010 at 4:32 pm said:

Hello Marian, Great documentation as well as informative comments and discussions. We use iExpense but not the attachments feature. We would like to use attachments and do away with hard copy receipts, however we have a concern with storage and archiving, and possible performance impacts. Do you have any experience or are you aware of any white papers/documentation that speaks to this issue? Thanks, Angela Reply↓

Marian on September 7, 2010 at 3:00 pm said:

Angela, The attachment feature is pretty basic. You can add attachments to expense reports at the header level or line level. Few drawbacks: - You can only add attachments until you submit the report. - No way to seamlessly scan and upload the receipts - Managers or auditors can only view attachments in a single report, there is no way to “manage” (print, reject, comment on etc.) multiple attachments from a consolidated view. And as for performance, I would also be careful there about storing pictures (of receipts) and other large documents. We are talking about HTML pages running on an application server, and in my experience, they tend to get slow even out of the box… But you’d need to ask for someone else’s expert opinion. I’d hope Oracle product directors would join in and provide some explanation about the intended functionality… Marian Reply↓

Ramesh Padhiyar on October 7, 2010 at 10:22 pm said:

hi, I am implementing Oracle iExpense module. Is there any API available to define Expense Report Template? If anybody know, please could you help me? Regards Ramesh Padhiyar Reply↓

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How To Set Up Oracle iExpenses | The Feature Roshan Gupta on October 13, 2010 at 6:31 am said:

Ramesh Bhai, I think there is no API to Define the Template. I hope you have remember me Roshan Gupta Reply↓

KP on October 26, 2010 at 12:14 pm said:

Hi, We are implementing iExpenses for Credit Card Transactions with US Bank. Could anyone please answer/share what data file do we need to request from US Bank ? Apparently they sent us so many samples which are quite confusing. If some one would share the information, really appreciate. Reply↓

Sunny on November 17, 2010 at 11:22 pm said:

############# HELP ################ Hi Marian, One of our user is facing the below issue please let us know how to solve it Error: Your security attribute has not been setup properly. Please notify your system administrator. Regards, Sunny Reply↓

rahul on December 30, 2010 at 3:54 am said:

Hi Marian, we have created a expense report and attached the receipt in the iexpense. when i query the expense report in the AP i cannot see the attachment. do we have to do any setups for this. we are using 11.5.10.2 version. thanks in advance Regards Rahul Reply↓

arun

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How To Set Up Oracle iExpenses | The Feature on January 3, 2011 at 9:59 am said:

Hi, Client is not using HR module in EBS. They are getting HR data from 3rd Party. How can i setup iExpenses without HR in EBS?? Also, can we do some minor setups in EBS for HR, just to make the iExpense work?? Reply↓

Praveen on January 19, 2011 at 2:23 am said:

Hi, We have implemented iExpense Module. Please can any1 provide the solution for below issue. Expense Report for negative value should ask for Receipt Required when submited(Not going to Auditor). Reports are getting auto approved. Reply↓

Fran on January 20, 2011 at 6:49 am said:

Hi An iexpense claim is going into a AME Block in workflow.What is the cause of this?we are making use of AME.Does info in Peoplesoft HR have a effect on this? Regards Fran Reply↓

Tom on March 3, 2011 at 1:40 pm said:

I have configured iExpenses. After my manager has approved the expense report, the report status is set to ‘Pending Payables Approval’. Also, I cannot see the expense reports in Expense Reports form in the AP responsibility. Any idea why? Any help will be greatly appreciated. Tom Reply↓

RK on March 23, 2011 at 1:31 pm said:

If you are using 11.5.10.2, the expense reports submitted from web (iExpenses web pages) cannot be seen from the form. That form is kind of obsolete now. It is says ‘Pending Payable Approval’ means, you have to go to Audit Manager responsibility and somebody from the payables team has to approve it. Reply↓

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How To Set Up Oracle iExpenses | The Feature Rima on April 6, 2011 at 4:46 am said:

Hello Marian, Great document and a very informative discussion. We are implementing iExpense in R12. i would like to know is there any feature available in oracle iexpense, if the default approver has setup any vacation rule, the submittor will be able to see that at the time of submitting the same. Thanks, Angela Reply↓

Rima on April 6, 2011 at 4:50 am said:

Hello Marian, Great document and a very informative discussion. We are implementing iExpense in R12. i would like to know is there any feature available in oracle iexpense, if the default approver has setup any vacation rule, the submittor will be able to see that at the time of submitting the same. Rima Reply↓

Noel on May 15, 2011 at 10:10 pm said:

Hi Marian It’s a nice document.I could not able to see the BR100 setup document.Could you please check it. Thanks,Noel Reply↓

raj on May 24, 2011 at 7:26 pm said:

Great document and a very informative discussion. I have a basic question about expense template. How an employee select an expense template while entering expense reports in iexpenses? I know we define templates in AP and we enable the check box to make it available for iexp users but when we have multiple templates and for different employees like manager employee Thanks in Advance for your help on this Reply↓

Sreenivasan KN on June 1, 2011 at 6:29 am said:

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Hi Marian Crkon Great document and a very informative discussion,am very much impressed with the way of explanation given in the setups. Can you please share any AP_AR_GL and implementation doc. Thanks in advance!! Sreeni_OPI Reply↓

Peter on August 3, 2011 at 11:04 pm said:

Hi, this is a great document, but I have a question which relates to airline enhanced data in Visa’s VCF4.0 file (record types 14 and 15) and car rental information (record type 2)and there doesnt appear to be any coverage. How can iExpenses display the enhanced data received to the employees in their expense reports? It loads OK and it can be seen in reports but the employees cant see it! Thank you Reply↓

Chris on August 26, 2011 at 9:15 am said:

We implemented iExpense a bit more than a year ago. Overwhelming complaint from users is system is slow – we have spent $$ on upgrading hardware speeds, but still have problem. We have credit card feed implemented, and a particular problem is entering project/task information in the credit card transactions screen – screen requires entering this information manually for each entry, and saves the values to the server for each entry and line (each card transaction must be assigned to and project and task number, so there are two entries per line). Each time iExpense accepts an entry, it freezes for up to 10 seconds – doesn’t sound like much, but it adds up and is causing a lot of user frustraton. Does eExpense provide a means of batch loading this information? I’m thinking of something that would dump card transactions to a local screen (HTML or Excel), allow users to enter project/task numbers, categorize expenses, etc., then upload the whole set of transactions back into Oracle. Many thanks for any suggestions. Chris Reply↓

SiewLay on September 8, 2011 at 9:50 pm said:

Hi, We are using iExpense and user are attaching documents in iExpense. However, after the expense report is imported into AP, the attachment is not imported.

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May I know is there any functionality to import the attachment into AP? Thanks. Reply↓

Wasif on October 14, 2011 at 3:12 am said:

Hi. Can anyone tell me the solution for this problem. “Please enter a valid cost center” and please specify the navigation for this solution. Reply↓

Wasif on October 14, 2011 at 3:13 am said:

and i am getting this issue while uploading a spread sheet of expense report. Reply↓

wasif on October 16, 2011 at 11:23 pm said:

Please tell me the solution for this error. “Please enter a valid cost center” Reply↓

Tanvir on December 8, 2011 at 7:18 am said:

Wasif- Not sure if your issue is resolved..I just saw your comments – Is Cost Center one of your segments, please check if there is any typo. Reply↓

Mark on January 27, 2012 at 1:24 am said:

Hi Using Oracle EBS12 to enter an expense claim the Default Expense Account needs to be set on the Assigment Purchace Order Tab. I was wondering if there was a way to set up a Global Default Expense Account that would apply to any assignments with no Default Expense Account set. Thanks Mark Reply↓

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How To Set Up Oracle iExpenses | The Feature Housna on February 15, 2012 at 2:11 am said:

Hi, would higly appreciate if you please put the set for AUDIT AUTOMATION in iExpense. Your documentation is just perfect. Cheers Housna Reply↓

Housna on February 15, 2012 at 2:11 am said:

Hi, would higly appreciate if you please put the set up for AUDIT AUTOMATION in iExpense. Your documentation is just perfect. Cheers Housna Reply↓

Jason on March 9, 2012 at 4:55 am said:

This is one of the best written guides I’ve ever seen for Oracle. As someone new to iExpense support for my company, this was invaluable to me. Thanks! Reply↓

kumar on March 13, 2012 at 8:33 am said:

Hi All, Is their any way can we make the costcenter LOV option to be read only instead of selecting it while choosing only from iexpense responsibility. I mean i want to personalize as read only one segment value i.e. costcenter column only. Regards, VJ Reply↓

Ritwik on March 30, 2012 at 5:56 am said:

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Hi All, Business Scenario : Expense reports for credit card transactions are created in iexpenses responsiblity. During this process the accounting code combination which is generated is as per the auto-accounting setups as done. For one of the expense report this code combination has been disabled in GL as a result the expense report is hanging in SYSADMIN. This notification in SYSADMIN has a column by the name “Reason for error” storing information about the reason for the error. There are various transaction which are of these type in the applications for identifying which a custom report is being created. In this report we want to captured a column of the name “Reason for Error” for which we need to know the table and column where this information is being stored in backend so that the same can be mapped during preparation of custom reprt. This information inspite of lot of analysis we are not able to find and need help in this regards. Please suggest us a breakthrough. Reply↓

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