oracle iexpense overview

Oracle iExpense Overview

1

2

Training Agenda

Areas Covered:

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

3

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

4

Credit Card Flow

User Credit

Card Master Card

CDF3

(Transaction

Data File)

Load and

Validate CC

transaction

Credit Card

Transactions Table Notify User

5

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

6

Expense Flow

Expense Report

Credit Card Expense

Report

Business Personal

Approval Process

Payables Import

Invoice for Master Card

Pay HBI (Salary

Deduction)

Pay Master

Card

Employee Expense

Report

Approval Process

Payables Import

Invoice for Employee

7

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

8

Approvals

Approval Hierarchy:

• Defaults -> Managerial Hierarchy & Default Cost Center

• Can be submitted to Another Approval and Cost Center

• Then Follows Managerial Hierarchy

• AME can be used for Financial Hierarchy

• Final Approval can be routed to Auditor (Payables)

Approvals Process:

• Can be done via emails (if configured)

• Mobile App (if configured)

• Oracle Notifications Screen

Approval Actions:

• Approve

• Reject

• Delegate

• Request More Information

9

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

10

Login to Oracle iExpense (Uses the same framework as Employee Self-Service or iProc)

Licenses (Depends on Oracle Licensing Contract – Should be included as part of finance)

Excel Upload for desktop to iExpense

Third party custom Apps also available for expense entry

Receipt can be attached to individual line or at the expense header level.

Expense report can be saved as draft before final submission

Expense Entry

11

Controls

Individual Expense Line Type can be controlled for receipt or receipt not required.

Mileage rate can be controlled using date ranges

Line Limits can be set for receipt or receipt not required

Auditors approval required / not required can be controlled.

Multiple Templates can be setups depending on Organizations

12

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

13

Auditors Report

Pending Approval Reports

Aged Transactions

Expense by Line Type

Expense by Cost Center

Expense by Manager or Employee

New Credit Card Issuance

14

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

15

Setups

Employee:

• Cost Center -- HR

• Email Id -- HR

• Credit Card -- AP

Approval Limits -- AP or HR ???

• Needs to be entered for each combination of:

o Manager Name

o Cost Center

o Limit Amount

16

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

17

Payables - Invoices:

Invoice Creation:

Save it and close the distribution form.

Select ACTION

VALIDATE

SELECT ACTION

SELECT CREATE ACCOUTNING

NOTE :

From Invoice WorkBench, We can directly enter into the Payment WorkBench,

by SELCTING PAY IN FULL option.

SELECT ACTION

SELECT PAY IN FULL

18

Challenges

Aged Transactions

Approval Limits Setups

Auditors Scope

Personal Expenses on Credit Cards

19

Credit Card Flow

Expense Report Flow

Approvals

Expense Entry

Controls

Audit Reports

Setups

Challenges

Next Steps

Q& A

20

Next Steps

Demo

Accounting Flow

21

Q&A:

Manish Misra

Email: manish.misra@etontechnologies.com

Phone: +1-614-453-2074

22

Contact Info: