APPLICATION SETUP DOCUMENT

Internet Expenses

Author: Creation Date: Last Updated: Version: !e"ease: 1. 11.#.1

App"i$ation Setup

Document Control
Change Record
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App"i$ation Setup

Contents

Do$u&ent Contro".......................................................................................ii Ena'"e Pro(e$t Expenditure T)pes *or Expense !eport Entr).....................1 AP: De*ine Expense !eport Te&p"ates........................................................+ AP: De*ine ,inan$ia"s Options.....................................................................AP: Set Expense Che$. !ei&'urse&ent Address..................................AP: De*ine Expenses C"earin/ A$$ount.................................................AP: De*ine Pa)a'"es Options.......................................................................# AP: Esta'"ish Mu"tip"e Curren$ies Setup................................................# AP: De*inin/ Expense !eport Options...................................................# Assi/n Si/nin/ Li&its..................................................................................0 De*ine iExpense Po"i$ies.............................................................................1 Set Up !e2uired Expense ,ie"ds............................................................1 Ena'"e Expense A""o$ations..................................................................3 De*ine !e$eipt Noti*i$ation !u"e Set...................................................1 Assi/n !e$eipt Noti*i$ation !u"e Set...................................................11 De*ine Mi"ea/e !ate S$hedu"e............................................................1+ Co&p"ete Mi"ea/e Expense T)pe De*inition in Pa)a'"es.....................1SA: De*ine Pro*i"e Options.........................................................................1% S)ste& Ad&inistration Inte/ration...........................................................+ Custo&i4e the Internet Expenses 5or.*"o6 .............................................+1 De*ine a ne6 OIEADMIN !o"e..............................................................+1 De*ine 5or.*"o6 Noti*i$ation Per*or&ers............................................++ Chan/e the ,ind Appro7er Method......................................................+Persona"i4e Expense !eport Su'&ission Instru$tions...............................+% Inte/ratin/ 6ith Ora$"e Pro(e$ts Su&&ar)...............................................+# 0.Ena'"e the Disp"a) o* Pro(e$t and Tas.. Use the !e/ion Ite&s 6indo6 to ena'"e the disp"a) o* pro(e$t and tas. in*or&ation. 8ou need to per*or& this step in order to 7ie6 pro(e$ts and tas.s in Vie6 Expense !eport 9istor). .....................................................................+: Set Up O**"ine Expense Spreadsheet Te&p"ate........................................+0 Con*i/ure the Expense !eport Sheet..................................................+0 Testin/ a Ne6 Custo& Mi$roso*t Ex$e" Te&p"ate................................Sa7e the spreadsheet to the data'ase...............................................-+
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App"i$ation Setup

Other Con*i/uration Considerations..........................................................-Open and C"osed Issues ...........................................................................-%

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Enable Project Expenditure

!pes for Expense Report Entr!

Pro(e$t ;i""in/ Super User: Setup < Expenditures < Expenditure T)pes
Des$ription: Ena'"e expenditure t)pes to 'e used on pro(e$t=re"ated expense reports. Ena'"e se"e$ted expenditure t)pes 6ith an Expenditure T)pe C"ass >Expense !eports?. DO NOT SET UP MILEA@E EAPENDITU!E T8PE 5IT9 UNIT O, MEASU!E MILESB Mi"ea/e expenses i&ported *ro& iExpenses < Pa)a'"es < Pro(e$ts 6i"" 'e i&ported in do""arsC or 6hate7er the $urren$) &a) 'e. Ma.e sure )ou set up &i"ea/e expenditure t)pes used ') iExpenses 6ith a unit o* &easure >Curren$)?.

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AP" Define Expense Report

emplates

Pa)a'"es Mana/er: Setup < In7oi$e < Expense !eport Te&p"ate

Des$ription: 8ou &ust de*ine at "east one expense report te&p"ate 6ith the Ena'"e *or Internet Expenses Users $he$. 'ox se"e$ted. On") expense report te&p"ates 6ith this option ena'"ed $an 'e used in Internet Expenses. Use the Ora$"e Pa)a'"es Expense !eport Te&p"ates 6indo6 to de*ine )our expense report te&p"ates.
#racle $ield emplate Name Description Enable for %nternet Expenses Expense %tems Expense %tem Expense Categor! Value aDuanti7e Expenses aDuanti7e Tra7e" E Entertain&ent Expenses 8es &' Account PA Exp !pe Receipt Above (ustification Re)uired Notes

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AP: De*ine ,inan$ia"s #ptions Pa!ables *anager" +etup , #ptions , $inancials

AP: +et Expense Chec- Reimbursement Address

.se the Pa!ables $inancials #ptions window to define the expense report reimbursement chec- setup/ 0! default1 %nternet Expenses uses the home or office value defined in the 2R*+ *ail o setup1 if there is one/ %f not1 then %nternet Expenses uses the value !ou define in the Pa!ables $inancials #ptions window/ his setting also provides the value to use to create the supplier site record1 if !ou enable the Automaticall! Create Emplo!ee as +upplier option in the Pa!ables #ptions window/
Des$ription:

3ou can define emplo!ee home and office addresses either in the People window1 if !ou have a full install of #racle 2uman Resources1 or in the Enter Person window in #racle Pa!ables/ o set the default expense chec- address"
AP: De*ine Expenses C"earin/ A$$ount
Des$ription "

3ou define the Expense Clearing Account in the #racle Pa!ables $inancials #ptions window/ Pa!ables uses this as a temporar! account to record information about credit card transactions when processing expense reports created in %nternet Expenses/ his step is onl! necessar! if !ou are implementing the Compan! Pa! reimbursement polic!/
Note"

he Expense Clearing Account field is also available in the Card Program window/ %f !ou define the Expense Clearing Account field in the Card Program window1 the value !ou define there will ta-e precedence over the value in the #racle Pa!ables $inancial #ptions window/

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#ption
Accounting Expense Clearing 2uman Resources 0usiness &roup Expense Reimbursement Address .se Approval 2ierarchies Emplo!ee Numbering" *ethod Next Automatic Number

Value

Notes

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AP: De*ine Pa!ables #ptions Pa!ables *anager" +etup , #ptions , Pa!ables

AP: Establish *ultiple Currencies +etup
Des$ription: The $urren$) in 6hi$h an expense report is paid is .no6n as the rei&'urse&ent $urren$). Internet Expenses users $an spe$i*) a
rei&'urse&ent $urren$) that is di**erent *ro& )our $o&pan) *un$tiona" $urren$) on") i*:

Ora$"e Pa)a'"es is set up *or &u"tip"e $urren$ies. !ei&'urse&ent $urren$) is ena'"ed in the Curren$ies 6indo6. OIE: A""o6 Non=;ase Pa) pro*i"e option is set to 8es.

AP" Defining Expense Report #ptions

Des$ription: The Expense !eport ta''ed re/ion o* the Pa)a'"es Options 6indo6 $ontro"s $ertain aspe$ts o* the expense reportin/ pro$ess in Pa)a'"es. !e7ie6 these settin/s to 'e$o&e &ore *a&i"iar 6ith the& and understand ho6 the) a**e$t the expense reportin/ pro$ess. Default emplate. The de*au"t expense report te&p"ate that )ou 6ant to use in the Pa)a'"es Expense !eports 6indo6. 8ou $an o7erride this 7a"ue in the Expense !eports 6indo6. A de*au"t expense report te&p"ate appears in the Expense !eports 6indo6 on") i* the expense report te&p"ate is a$ti7e. Pa!ment erms . Pa)&ent ter&s )ou 6ant to assi/n to an) supp"iers that )ou $reate *ro& e&p"o)ees durin/ Expense !eport I&port.

Su//estion: De*ine and assi/n i&&ediate pa)&ent ter&s *or )our e&p"o)ee supp"iers. Pa! &roup. Pa) @roup )ou 6ant to assi/n to an) supp"iers that )ou $reate *ro& e&p"o)ees durin/ Expense !eport I&port. 8ou $an de*ine additiona" 7a"ues *or Pa) @roup in the Pur$hasin/ Loo.ups 6indo6. Pa!ment Priorit!. Pa)&ent priorit) )ou 6ant to assi/n to an) supp"iers that )ou $reate *ro& e&p"o)ees durin/ Expense !eport I&port. A nu&'erC 'et6een 1 Fhi/hG and 33 F"o6GC 6hi$h represents the priorit) o* pa)&ent *or a supp"ier. Appl! Advances. De*au"t 7a"ue *or the App") Ad7an$es option in the Expense !eports 6indo6 in Pa)a'"es. I* )ou ena'"e this optionC Pa)a'"es app"ies ad7an$es to e&p"o)ee expense reports i* the e&p"o)ee has an) outstandin/C a7ai"a'"e ad7an$es. 8ou $an o7erride this de*au"t durin/ expense report entr).
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Automaticall! Create Emplo!ee as +upplier . I* )ou ena'"e this optionC 6hen )ou i&port Pa)a'"es expense reportsC Pa)a'"es auto&ati$a"") $reates a supp"ier *or an) expense report 6here an e&p"o)ee does not a"read) exist as a supp"ier. I* the supp"ier site )ou are pa)in/ F9OME or O,,ICEG does not )et existC Pa)a'"es adds the supp"ier site to an existin/ supp"ier. Pa)a'"es $reates a 9OME or O,,ICE supp"ier site 6ith the appropriate addressC dependin/ on 6here )ou are pa)in/ the expense report. The 9o&e address is *ro& the PE!HADD!ESSES ta'"eC and the O**i$e address is *ro& the 9!HLOCATIONS ta'"e. Pa)a'"es $reates supp"iers 'ased on the de*au"ts )ou se"e$t in this re/ion and e&p"o)ee in*or&ation *ro& the Enter Person 6indo6. 8ou $an re7ie6 supp"iers and ad(ust an) de*au"ts in the Supp"iers 6indo6. I* )ou do not ena'"e this optionC enter an e&p"o)ee as a supp"ier in the Supp"iers 6indo6 and "in. the E&p"o)ee Na&eINu&'er to the supp"ier 'e*ore )ou use Expense !eport I&port. Pa)a'"es $annot i&port expense reports 6ithout $orrespondin/ supp"iersC and "ists the& on the Ex$eptions se$tion o* the Expense !eport I&port !eport. 2old .nmatched Expense Reports . This option de*au"ts to the 9o"d Un&at$hed In7oi$es option *or the supp"ier and supp"ier site *or an) supp"iers Pa)a'"es $reates durin/ Expense !eport I&port. 5hen 9o"d Un&at$hed In7oi$es *or a supp"ier site is ena'"edC Pa)a'"es re2uires that )ou &at$h ea$h in7oi$e *or the supp"ier site to either a pur$hase order or re$eipt. I* )ou ena'"e this option *or a siteC then Pa)a'"es app"ies a Mat$hin/ !e2uired ho"d to an in7oi$e i* it has Ite& t)pe distri'utions that are not &at$hed to a pur$hase order or re$eipt. Pa)a'"es app"ies the ho"d to the in7oi$e durin/ In7oi$e Va"idation. 8ou $annot pa) the in7oi$e unti" )ou re"ease the ho"d. 8ou $an re"ease this ho"d ') &at$hin/ the in7oi$e to a pur$hase order or re$eipt and resu'&ittin/ In7oi$e Va"idationC or )ou $an &anua"") re"ease the ho"d in the 9o"ds 6indo6 o* the In7oi$e 5or.'en$h. Pa)a'"es 6i"" not app") a ho"d i* the su& o* the in7oi$e distri'utions ') a$$ountin/ $ode $o&'ination is 4ero.
#ption Currenc! Use Mu"tip"e Curren$ies !e2uire Ex$han/e !ate Entr) Ca"$u"ate User Ex$han/e !ate Expense Report De*au"t Te&p"ate Pa)&ent Ter&s Pa) @roup Pa)&ent Priorit) App") Ad7an$es Auto&ati$a"") Create E&p"o)ee as Supp"ier 9o"d Un&at$hed Expense !eports IMMEDIATE EMPLO8EES # No 8es No
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Value

Notes

Assign +igning 'imits

Pa)a'"es Mana/er: E&p"o)ees < Si/nin/ Li&its
Des$ription: Mana/ers $an appro7e an expense report on") i* the tota" a&ount o* the report does not ex$eed their si/nin/ "i&it. The Mana/er FSpendin/G Appro7a" Pro$ess in the Expense !eportin/ 6or.*"o6 uses the si/nin/ "i&its )ou de*ine to deter&ine 6hether &ana/ers ha7e authorit) to appro7e expense reports. See: 5hen )ou assi/n si/nin/ "i&its to a &ana/erC )ou spe$i*) a $ost $enter to 6hi$h the si/nin/ "i&it app"ies. 8ou $an a"so /i7e &ana/ers si/nin/ "i&its *or &u"tip"e $ost $enters. To assi/n si/nin/ "i&its: 1. Na7i/ate to the E&p"o)ee Si/nin/ Li&its 6indo6. +. Se"e$t AP Expense !eport as the do$u&ent t)pe. -. Enter the na&e o* the &ana/er to 6ho& )ou 6ant to assi/n a si/nin/ "i&it in the E&p"o)ee Na&e *ie"dC or $hoose *ro& the "ist o* 7a"ues. %. Enter the $ost $enter *or 6hi$h )ou 6ant this &ana/er to appro7e expense reportsC or $hoose *ro& the "ist o* 7a"ues. #. Enter a si/nin/ "i&it *or this &ana/er. :. !epeat steps - = # i* )ou 6ant this &ana/er to 'e a'"e to appro7e expense reports *or &ore than one $ost $enter. 0. Sa7e )our 6or..

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Define iExpense Policies

%nternet Expenses +etup and Administration" %nternet Expenses +etup , Polic! , Expense $ields +et .p Re)uired Expense $ields

Accommodations
End Date Mer$hant Ena'"ed !e2uired

Airfare
Mer$hant C"ass o* Ti$.et Ti$.et Nu&'er ,ro& Lo$ation To Lo$ation !e2uired Ena'"ed Ena'"ed !e2uired !e2uired

Car Rental
Mer$hant *eals Nu&'er o* Attendees Attendees *ileage Leave defaults Ena'"ed !e2uired !e2uired

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Enable Expense Allocations %nternet Expenses +etup and Administration" %nternet Expenses +etup , Accounting , Define
Select Enabled to let users update the default segment value. Select Read-only to display the current segment value but prevent update. Select Disabled to omit this segment from expenses entry pages. Set status as follows:

+egment Co&pan) Depart&ent A$$ount ,uture Inter$o&pan)

+tatus Ena'"ed Ena'"ed !ead=On") Disa'"ed Disa'"ed

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Define Receipt Notification Rule +et %nternet Expenses +etup and Administration" %nternet Expenses +etup , Audit , Notification Rules
Create a ne6 Noti*i$ation !u"e Set as *o""o6s:

$ield name

Value !e$eipts Noti*i$ations !e$eipts Noti*i$ations 5hen !e$eipts are re$ei7ed

Rule Set Name

Des$ription Noti*) Indi7idua"

#verdue Receipts Notifications

Receipts overdue or missing after expense report submitted Subse uent notifications if receipts still overdue Receipts considered overdue or missing after user response Receipt document re uired if user indicates receipts are missing

1%

0 0

8es

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Assign Receipt Notification Rule +et %nternet Expenses +etup and Administration" %nternet Expenses +etup , Audit , Notification Rule Assignments
C"i$. >Update? *or Operation Unit aDuanti7e OU.

$ield name !u"e Set Na&e E**e$ti7e Start Date

Value !e$eipts Noti*i$ations 1I 1I+ #

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Define *ileage Rate +chedule %nternet Expenses +etup and Administration" %nternet Expenses +etup , Polic! , +chedules , *ileage
C"i$. >Create New +chedule?. Popu"ate re2uired *ie"ds as *o""o6s:

$ield Name S$hedu"e Na&e Des$ription

Value

Distance !nit of "easure Start Date #urrency Rules

Mi"es

Lea7e a"" Optiona" !u"es '"an.. C"i$. >Next?. Curren$) J >USD?. A""o6 rate Con7ersion. In the Update Mi"ea/e !ate S$hedu"e: Periods and !atesC $"i$. > Details4/ Enter Mi"ea/e !ate J .%1# C"i$. Appl!/ C"i$. Activate/

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Complete *ileage Expense

!pe Definition in Pa!ables emplates

Pa!ables *anager , +etup , %nvoice , Expense Report

,ind the expenses te&p"ate ,ind the &i"ea/e expense t)pe. Assi/n the Mi"ea/e S$hedu"e.

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+A" Define Profile #ptions +!stem Administration" Profile , +!stem

Description" Use this *or& to de*ine pro*i"e options.
OIE: A""o6 Credit Lines Set the OIE: A""o6 Credit Lines pro*i"e option to 8es to ena'"e users to enter ne/ati7e re$eipts F$redit "inesG. Users enter ne/ati7e re$eipts to report the re*und o* a pre7ious") rei&'ursed expenseC *or exa&p"eC an unused air"ine ti$.et. Settin/ this pro*i"e option to No pre7ents users *ro& enterin/ ne/ati7e expense "ines *or $ash and other expenses. Users $an sti"" enter ne/ati7e $orporate $redit $ard expense "ines. The de*au"t 7a"ue is 8es. OIE: Ena'"e Credit Card Set the OIE: Ena'"e Credit Card pro*i"e option to 8es to ena'"e the $redit $ard *un$tiona"it) to a""o6 users 6ith $orporate $redit $ards to se"e$t and add $redit $ard transa$tions to their expense reports. OIE: A""o6 Non=;ase Pa) Set the OIE: A""o6 Non=;ase Pa) pro*i"e option to 8es to ena'"e users to $hoose the rei&'urse&ent $urren$) *or their expense reports. 8ou &ust set up Pa)a'"es to use &u"tip"e $urren$ies 'e*ore )ou $an ena'"e this pro*i"e option. OIE: CC Appro7er !e2 The OIE: CC Appro7er !e2 pro*i"e option indi$ates 6hether users &ust enter an a"ternate appro7er 6hen the) $har/e their expense reports to a $ost $enter di**erent *ro& their o6n. Set the OIE: CC Appro7er !e2 pro*i"e option to 8es to re2uire e&p"o)ees to enter the A"ternate Appro7er *ie"d 6hen e&p"o)ees enter a $ost $enter other than their de*au"t $ost $enter. I* )ou set this pro*i"e option to 8esC )ou &ust a"so set the OIE: Ena'"e Appro7er pro*i"e option to 8es. OIE: CC Pa)&ent Noti*) Use the OIE: CC Pa)&ent Noti*) pro*i"e option to spe$i*) 6hether a noti*i$ation is sent to e&p"o)ees 6hen pa)&ent is $reated in Ora$"e Pa)a'"es *or $orporate $redit $ard transa$tions. The de*au"t 7a"ue is No. OIE: Ena'"e Des$,"ex The OIE: Ena'"e Des$,"ex pro*i"e option ena'"es Internet Expenses to disp"a) des$ripti7e *"ex*ie"ds. 8ou &ust set up des$ripti7e *"ex*ie"ds spe$i*i$a"") *or use in Internet Expenses 'e*ore )ou $an ena'"e this option. OIE: Ena'"e Pro(e$ts The OIE: Ena'"e Pro(e$ts pro*i"e option ena'"es users to enter pro(e$t=re"ated in*or&ation on expense reports. 8ou &ust set up Internet Expenses to inte/rate 6ith Ora$"e Pro(e$ts 'e*ore )ou $an ena'"e this option. The 7a"ues *or this pro*i"e option are: K 8es = Ena'"es the entr) o* pro(e$t in*or&ation. K No = Disa'"es the entr) o* pro(e$t in*or&ation. K !e2uired = !e2uires the entr) o* pro(e$t in*or&ation. OIE: Ena'"e Tax
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The OIE: Ena'"e Tax pro*i"e option ena'"es the a7ai"a'i"it) o* tax=re"ated e"e&ents on expense reports. Set this pro*i"e option to 8es to disp"a) the Tax Code *ie"d and A&ount In$"udes Tax $he$. 'ox on expense reports. Set this pro*i"e option to No to $on$ea" the disp"a). I* )ou set this pro*i"e option to No and )ou set up tax $a"$u"ation on expense reportsC Internet Expenses uses the de*au"t 7a"ues )ou pro7ide 6ithout user inter7ention.

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OIE: Ena'"e Appro7er The OIE: Ena'"e Appro7er pro*i"e option ena'"es the A"ternate Appro7er *ie"d in Internet Expenses. 5hen this pro*i"e option is set to 8esC the A"ternate Appro7er *ie"d is a7ai"a'"e *or users to spe$i*) a di**erent e&p"o)ee to appro7e their expense report. 5hen this pro*i"e option is set to NoC the A"ternate Appro7er *ie"d is hidden. OIE: Appro7er !e2uired The OIE: Appro7er !e2uired pro*i"e option indi$ates 6hether users &ust desi/nate an appro7er *or their expense reports. I* )ou set the OIE: Appro7er !e2uired pro*i"e option to 8esC Internet Expenses re2uires that users a"6a)s enter an a"ternate appro7er. I* )ou set this pro*i"e option to 8es 6ith De*au"tC the e&p"o)ee?s super7isorC as de*ined in Ora$"e 9!MSC 6i"" 'e pro7ided *or the user. Attention: 8ou &ust set the OIE: Ena'"e Appro7er pro*i"e option to 8es i* )ou 6ant to use one o* the three seeded ,ind Appro7er &ethods. OIE: Purpose !e2uired The OIE: Purpose !e2uired pro*i"e option $ontro"s 6hether users &ust enter a purpose 6hen $reatin/ an expense report. A purpose is a 'rie* des$ription o* the 'usiness a$ti7ities that (usti*) the expenses in a report. OIE: !eport Nu&'er Pre*ix The OIE: !eport Nu&'er Pre*ix pro*i"e option spe$i*ies a pre*ix 7a"ue *or expense report nu&'ers. The expense report nu&'er 'e$o&es the $orrespondin/ in7oi$e nu&'er 6hen the expense report is $on7erted into an in7oi$e 7ia the Expense !eport I&port pro/ra&. Enterin/ a pre*ix 7a"ue ena'"es )ou to easi") identi*) in7oi$es in Pa)a'"es that 6ere expense reports $reated in Internet Expenses. Lea7e this option '"an. i* )ou do not 6ant to spe$i*) a pre*ix 7a"ue *or expense report nu&'ers. ,or exa&p"eC i* )ou set the OIE: !eport Nu&'er Pre*ix pro*i"e option to use the pre*ix 5e'C )our expense report nu&'erin/ appears as 5e'#13C 5e'#: C 5e'#:1C and so on. OIE: @ra$e Period The OIE: @ra$e Period pro*i"e option spe$i*ies the nu&'er o* /ra$e period da)s 'e)ond an end date that $ertain OIE setup ite&s re&ain a7ai"a'"e *or use. The OIE setup ite&s are:

!ate s$hedu"es !ate s$hedu"e ru"e 7a"ues that ha7e end dates Lo$ation re$ords Expense report te&p"ate Ina$ti7e On *ie"d Expense t)pes

These ite&s re&ain a7ai"a'"e *or se"e$tion and use as "on/ as the s)ste& date is 'e*ore the end date p"us the nu&'er o* /ra$e period da)s. The de*au"t 7a"ue is - . OIE: Ena'"e Po"i$) The OIE: Ena'"e Po"i$) pro*i"e option $ontro"s the 'eha7ior o* Internet Expenses in re"ation to reports that $ontain po"i$) 7io"ations. I* an expense report is su'&itted 6ith 7io"ationsC Internet Expenses $aptures po"i$) 7io"ations *or reportin/ purposes. The 7a"ues are:

Prevent +ubmission = The end user $annot su'&it the expense report. A"" &onetar) 7io"ations that ex$eed to"eran$es resu"t in pre7entin/ report su'&issionC in$"udin/ the ex$han/e rate po"i$) Fthe ex$han/e rate to"eran$e is the ex$han/e rate "i&itG. An error &essa/e in*or&s the user o* the po"i$) 7io"ation. ,or &ore in*or&ationC see To"eran$e Li&its. ,or a"" non=&onetar) po"i$) 7io"ationsC and *or &onetar) 7io"ations that do not ex$eed to"eran$esC the 'eha7ior is the sa&e as the 5arn Users option Fusers re$ei7e a 6arnin/ 'ut $an su'&it the expense reportG.
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K K

5arn .sers = The end user $an su'&it the expense report. A 6arnin/ &essa/e in*or&s the user that the report $ontains po"i$) 7io"ations. This in$"udes non=&onetar) po"i$) 7io"ationsC and &onetar) po"i$) 7io"ations 6here the 7io"ation is 'e"o6 the "i&it L thresho"d. %nform Approvers = The end user $an su'&it the expense report. I* there are po"i$) 7io"ationsC the) are transparent to the end userC 'ut Internet Expenses do$u&ents the 7io"ations *or appro7ers. The de*au"t 7a"ue is In*or& Appro7ers.

OIE: Ena'"e Expense A""o$ations The OIE: Ena'"e Expense A""o$ations pro*i"e option deter&ines 6hether an end user $an update the $ost $enter se/&ent 7a"ue on an expense "ine. I* set to 8esC an e&p"o)ee $an sp"it expense reports a$ross $ost $entersC *or 'oth $redit $ard expenses and $ash and other expenses. The de*au"t 7a"ue is No. PA: A""o6 Pro(e$t Ti&e and Expense Entr) The PA: A""o6 Pro(e$t Ti&e and Expense Entr) pro*i"e option ena'"es users to enter pro(e$t=re"ated in*or&ation on expense reports. I* )ou set this option to 8esC then )ou &ust set the OIE: Ena'"e Pro(e$ts pro*i"e option to 8es as 6e"". 8ou &ust set up Internet Expenses to inte/rate 6ith Ora$"e Pro(e$ts 'e*ore )ou $an ena'"e this option. PA: AutoAppro7e Expense !eports The PA: AutoAppro7e Expense !eports pro*i"e option per&its auto&ati$ appro7a" o* pro(e$t=re"ated expense reports. Mourna"s: Disp"a) In7erse !ate The Mourna"s: Disp"a) In7erse !ate pro*i"e option deter&ines ho6 the rei&'ursa'"e a&ount is $a"$u"ated 6hen users enter *orei/n $urren$) re$eipts. 5hen this pro*i"e option is set to NoC the re$eipt a&ount is &u"tip"ied ') the ex$han/e rate to deter&ine the rei&'ursa'"e a&ount. 5hen it is set to 8esC the re$eipt a&ount is di7ided ') the ex$han/e rate. The de*au"t 7a"ue is No. AME: Insta""ed The AME: Insta""ed pro*i"e option ena'"es the inte/ration 'et6een Internet Expenses and Ora$"e Appro7a"s Mana/e&ent. 5,: Noti*i$ation !eassi/n Mode The 5,: Noti*i$ation !eassi/n Mode pro*i"e option deter&ines the *or6ardin/ *un$tiona"it) that is a7ai"a'"e to e&p"o)ees. I* )ou set the 5, : Noti*i$ation !eassi/n Mode pro*i"e option to >!eassi/n?C e&p"o)ees see the !eassi/n 'utton on the noti*i$ation. C"i$.in/ the !eassi/n 'utton "ets e&p"o)ees $hoose 'et6een trans*errin/ or de"e/atin/ that noti*i$ation. I* )ou set the ,ND: Noti*i$ation !eassi/n Mode pro*i"e option to De"e/ateC e&p"o)ees 6i"" see the De"e/ate 'utton. 5hen e&p"o)ees $"i$. the De"e/ate 'utton and enter an e&p"o)ee na&eC the noti*i$ation is de"e/ated to that e&p"o)ee that is entered. 5hen a noti*i$ation is de"e/ated to e&p"o)ees the noti*i$ation is *or6arded to the de"e/ated e&p"o)eeC 'ut the ori/ina" re$ipient o* the noti*i$ation re&ains the o6ner. I* )ou set this option to Trans*erC e&p"o)ees 6i"" see the Trans*er 'utton. 5hen e&p"o)ees $"i$. the Trans*er 'utton and enter an e&p"o)ee na&e the noti*i$ation is trans*erred to that e&p"o)ee that is entered. 5hen a noti*i$ation is trans*erredC the noti*i$ation is *or6arded and the ne6 re$ipient 'e$o&es the o6ner o* the noti*i$ation. 5,: Mai"er Can$e""ation E&ai" The 5,: Mai"er Can$e""ation E&ai" pro*i"e option ena'"es the *un$tiona"it) that sends the $an$e""ation noti*i$ations 6hen ti&e outs are rea$hed *or a noti*i$ation and a ne6 noti*i$ation is sent 'e$ause o* resend setup. I* )ou set this pro*i"e option to Ena'"edC $an$e""ation noti*i$ations are sent. I* )ou set this pro*i"e option to Disa'"edC $an$e""ation noti*i$ations are not sent. Persona"i4e Se"*=Ser7i$e De*n

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The Persona"i4e Se"*=Ser7i$e De*n pro*i"e option ena'"es the Ora$"e App"i$ations Persona"i4ation ,ra&e6or. in Internet Expenses. I* )ou set this pro*i"e option to 8esC then the OA Persona"i4ation ,ra&e6or. is a7ai"a'"e to expenses ad&inistrators to $on*i/ure the Internet Expenses user inter*a$e. A$$ount @enerator: !un in De'u/ Mode

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Profile OIE:A""o6 Credit Lines OIE:A""o6 Non=;ase Pa) OIE:Appro7er !e2uired OIE:CC Appro7er !e2 OIE:CC Pa)&ent Noti*) OIE:Ena'"e Appro7er OIE:Ena'"e Credit Card OIE:Ena'"e Des$,"ex OIE:Ena'"e Expense A""o$ations OIE:Ena'"e Po"i$) OIE:Ena'"e Pro(e$ts OIE:Ena'"e Tax OIE:@ra$e Period OIE:Purpose !e2uired OIE:!eport Nu&'er Pre*ix PA: A""o6 Pro(e$t Ti&e and Expense Entr) PA: AutoAppro7e Expense !eports AME:Insta""ed

+ite 8es 8es

Application

iExpenses Responsibilit!

8es

8es

User=ena'"edC 6ith On"ine Va"idation 8es No 8es EAP= 8es

Enabling this option disables Workflow approvals! Unassi/ned De"e/ate Ena'"ed Enable temporarily to customize iExpense instructions and prompts Do$u&ent O6ner

Auto&ated Es$a"ation Noti*i$ation Tas. Assi/nee !o"e 5,: Noti*i$ation !eassi/n Mode 5,: Mai"er Can$e""ation E&ai" Persona"i4e Se"*=Ser7i$e De*n

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+!stem Administration %ntegration

1. A"" peop"e to re$ei7e 6or.*"o6 noti*i$ation &ust 'e 7a"id Ora$"e users 6ith an e&ai" address +. !un the S)n$hroni4e Lo$a" 5, ta'"es pro$ess e7er) ti&e )ou &a.e $han/es to user setup.

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Customi6e the %nternet Expenses 5or-flow

Define a new #%EAD*%N Role
As S)ste& Ad&inistrator: $o&p"ete these steps: Create a ne6 Ora$"e user

$ield Name Na&e Des$ription E&ai" Assi/ned !esponsi'i"ities

Value OIEADMIN Ora$"e iExpenses Ad&inistrator OIEADMINN8ourDo&ain.$o& 5or.*"o6 User 5e' App"i$ations Internet Expenses Setup and Ad&inistration Internet Expenses Auditor

!un the S)n$hroni4e Lo$a" 5, ta'"es pro$ess e7er) ti&e )ou &a.e $han/es to user setup.

N# E" At this point1 !ou can save a customi6ed wor-flow 738 iExpenses 5or-flows to the database/ %f !ou need to recreate or update the wor-flows1 follow the steps below/

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Define 5or-flow Notification Performers

Per*or& these steps in Ora$"e 5or.*"o6 ;ui"der to set up expense report per*or&ers. These steps in$"ude re$o&&endations *or 6hi$h ite& attri'ute to use *or ea$h noti*i$ation. 1. +. -. %. #. :. 0. Load OIEADMIN !o"e. ,ro& the ,i"es &enuC se"e$t Load !o"es *ro& Data'ase. In the !o"e Se"e$tion 6indo6C 2uer) the OIEADMIN ro"eC ,ro& the Duer) !esu"ts re/ionC se"e$t the re2uired ro"es and $"i$. the Add 'utton to add the ro"e to the Loaded !o"es re/ion. C"i$. OO to sa7e the "oaded ro"e to the data'ase. Sa7e )our 6or.. Assi/n !o"e to the attri'ute: ,ro& the Na7i/ator 6indo6C open the attri'ute. In the Na7i/ator Contro" PropertiesC under the Attri'ute ta' the T)pe in the &ain re/ion shou"d 'e set to !o"e. In the De*au"t re/ionC se"e$t the proper Va"ue Fro"eG and $"i$. App"). Sa7e )our 6or.. Assi/n a ro"e *or ea$h o* the attri'utes "isted in the Per*or&er De*initions ta'"e 'e"o6. De*ine Noti*i$ation Per*or&ers. ,or ea$h noti*i$ation out"ined in the Per*or&er De*initions ta'"e 'e"o6: a. '. $. d. e. *. Open the appropriate 6or.*"o6 pro$ess. In the 6or.*"o6 pro$essC open the noti*i$ation. In the Na7i/ator Contro" Properties 6indo6C $"i$. the Node ta'. Set Per*or&er T)pe as Constant instead o* Attri'ute. Choose OIEADMIN as Va"ue. C"i$. App") and sa7e )our 6or..

1.

Note" To dire$t") "in. a ro"e to a noti*i$ationC Set Per*or&er T)pe as Constant instead o* Attri'ute. ThenC se"e$t the ro"e OIEADMIN. ;) usin/ the Constant t)peC )ou ha7e &ore *"exi'i"it). The ta'"e 'e"o6 "ists the noti*i$ationsC the seeded per*or&er *or ea$h 6or.*"o6 pro$essC and ne6

per*or&er

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Process
Ser7er Side Va"idation Pro$ess Mana/er FSpendin/G Appro7a" Pro$ess Mana/er FSpendin/G Appro7a" Pro$ess AP Appro7a" Pro$ess !e(e$tion Pro$ess Po"i$) Vio"ation Shortpa) Pro$ess

Notification
In*or& S)s Ad&in o* Pa)a'"es Va"idation ,ai"ure In*or& S)ste& Ad&inistrator = No Appro7er In*or& AP M/r Appro7ed ShortPa) 5ith Missin/ !e$eipts !e2uest AP To !e7ie6 ,or Spendin/ Po"i$) Co&p"ian$e In*or& AP Exp !eport The) !e7ie6ed Is M/r !e(e$ted Pro7ide AP 5ith Missin/ In*o To !e$ti*) Po"i$) Shortpa)

+eeded Performer
AP Expense !eport 5or.*"o6 Ad&inistrator AP Expense !eport 5or.*"o6 Ad&inistrator AP AP AP AP

New Performer
OIEADMIN OIEADMIN OIEADMIN OIEADMIN OIEADMIN OIEADMIN

Change the $ind Approver *ethod

Per*or& these steps in Ora$"e 5or.*"o6 ;ui"der to $han/e the ,ind Appro7er &ethod. 1G Open the >Expenses? ite& t)pe *ro& the data'ase +G In the Na7i/ator 6indo6C expend Expenses and Pro$esses *o"ders. -G Open Fdou'"e=$"i$.G the &ana/er FSpendin/G Appro7a" Pro$ess %G Open the ,ind Appro7er *un$tion #G In the Na7i/ator Contro" Properties 6indo6C $"i$. the Node Attri'utes ta'. :G In the Va"ue *ie"dC se"e$t >One Stop Then @o Dire$t")? 0G C"i$. App") and sa7e )our 6or.. 1G C"i$. OO to sa7e the 6or.*"o6 *i"e to the data'ase.

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Personali6e Expense Report +ubmission %nstructions

As S)ste& Ad&inistrator: Set >Persona"i4e Se"*=Ser7i$e De*n? to 8es. Lo/ out o* the s)ste&. Na7i/ate to Expenses 9o&e pa/e Fe./. A8P Ti&e and Expense Entr) responsi'i"it)G Create and su'&it an expense report In the Con*ir&ation pa/eC $"i$. the Persona"i4e Su'&ission Instru$tions 9eader "in. in the Su'&ission Instru$tions re/ion. In the Choose Persona"i4ation Context pa/eC enter aDuanti7e ;usiness @roup in the Or/ani4ation *ie"d and $"i$. App"). In the Persona"i4e !e/ion pa/eC $"i$. Persona"i4e *or the !a6 Text ite&. In the Persona"i4e !a6 Text pa/eC se"e$t ,a"se *or the !endered ro6 at the Site "e7e"C then $"i$. App"). In the Persona"i4e !e/ion pa/eC $"i$. Create Ite& *or the 9eader: Su'&ission Instru$tions ite&. In the Create Ite& pa/eC se"e$t the >!a6 Text > 7a"ue *ro& the Ite& St)"e "ist. Co&p"ete the pa/e a$$ordin/ to )our 'usiness re2uire&ents:

o o o

ID J A8PHSU;MISSIONHINST!UCTIONS Text: Include following text message: Add ou !ompany"s #ubmission $nstructions %ere& C"i$. App")

In the Persona"i4e !e/ion pa/eC $"i$. Persona"i4e *or the &essa/e )ou $reated. In the Persona"i4e !a6 Text pa/eC enter a &essa/e in the Text *ie"d *or the appropriate "e7e"C then $"i$. App"). In the Persona"i4e !e/ion pa/eC $"i$. !eturn to App"i$ation.

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%ntegrating with #racle Projects +ummar!

1. Ena'"e e&p"o)ees to enter pro(e$t=re"ated expense reports usin/ Internet Expenses. To ena'"e an e&p"o)ee to enter pro(e$t= re"ated expense reports usin/ Internet ExpensesC set these pro*i"e options in Ora$"e S)ste& Ad&inistration: a. Set PA: A""o6 Pro(e$t Ti&e and Expense Entr) to >8es? '. Set OIE: Ena'"e Pro(e$ts to >8es?. +. De*ine the Pro(e$t Expense !eport A$$ount @enerator. The Pro(e$t Expense !eport A$$ount @enerator is an Ora$"e Pro(e$ts 6or.*"o6 pro$ess that deter&ines the a$$ount *or ea$h pro(e$t=re"ated expense "ine $reated in Internet Expenses. The de*au"t "o/i$ o* this pro$ess returns the CCID FCode Co&'ination IDG o* the e&p"o)ee 6ho in$urred the pro(e$t=re"ated expenses. 8ou $an de*ine the Pro(e$t Expense !eport A$$ount @enerator to &eet )our re2uire&ents -. To appro7e pro(e$t=re"ated expense reports auto&ati$a"") Foptional G a. Set the PA: AutoAppro7e Expense !eports pro*i"e option in Ora$"e Pro(e$ts. %. Set up Transa$tion Contro"s in Ora$"e Pro(e$ts F optional G.

#. In the Pa)a'"es Expense !eport Te&p"ates 6indo6C de*ine a pro(e$t=re"ated expense report te&p"ate and asso$iate a "ist o* Pro(e$ts expenditure t)pes 6ith expense ite&s. '!ompleted during A(: )efine Expense *eport +emplate step below, 9/ Compile the Expense !pes Descriptive flexfield:

a. Lo/in to the App"i$ation De7e"oper responsi'i"it). '. Na7i/ate: App"i$ation < Va"idation < Set $. Duer) 7a"ue set na&e QOIEHEAPENSEHT8PESQ d. C"i$. Edit In*or&ation e. In the Ta'"e Co"u&ns se$tionC *or the ID $o"u&nC $han/e the Si4e to - and Sa7e. *. Na7i/ate: ,"ex*ie"d < Des$ripti7e < Se/&ents

/. Duer) the Tit"e: QExpense !eport LineQ h. ,ree4e and $o&pi"e the Expense !eport Line ,"ex*ie"d. Veri*) su$$ess*u" $o&pi"ation. Na7i/ate: App"i$ation =< Va"idation =< Set
Do$u&ent Contro" ii

i. (.

Duer) 7a"ue set na&e QOIEHEAPENSEHT8PESQ. C"i$. Edit In*or&ation. In the Ta'"e Co"u&ns se$tionC *or the ID $o"u&nC $han/e the Si4e 'a$. to 1 and Sa7e.

0. Ena'"e the Disp"a) o* Pro(e$t and Tas.. Use the !e/ion Ite&s 6indo6 to ena'"e the disp"a) o* pro(e$t and tas. in*or&ation. 8ou need to per*or& this step in order to 7ie6 pro(e$ts and tas.s in Vie6 Expense !eport 9istor). a. Choose the AO De7e"oper responsi'i"it). '. Na7i/ate to the De*ine !e/ions 6indo6. $. Duer) the re/ion ICAHAPHEAPHLINESHD. d. Choose !e/ion Ite&s to na7i/ate to the !e/ion Ite&s 6indo6. e. Duer) the re/ion ite&s ICAHP!OMECTHNUM;E! ite& FATT!I;UTEHNAMEG. *. Che$. the Node Disp"a) 'ox *or these re/ion ite&s.

/. Duer) the re/ion ite&s ICAHTASOHNUM;E! ite& FATT!I;UTEHNAMEG. h. Che$. the Node Disp"a) 'ox *or these re/ion ite&s. i. Sa7e )our 6or..

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+et .p #ffline Expense +preadsheet

emplate

The Mi$roso*t Ex$e" te&p"ate is a spreadsheet that e&p"o)ees use to $reate dis$onne$ted expense reports. 8ou &ust $on*i/ure the Mi$roso*t Ex$e" te&p"ate so that it &at$hes )our $urrent Internet Expenses i&p"e&entation. ,or exa&p"eC a"" *ie"ds in Internet Expenses &ust exist in )our te&p"ateC and *ie"ds that are set >*e-uired ? in Internet Expenses &ust a"so 'e re2uired in the te&p"ate. I* the te&p"ate does not &at$h )our i&p"e&entationC e&p"o)ees $annot $reate and i&port expense reports usin/ the dis$onne$ted pro$ess. To $on*i/ure the Mi$roso*t Ex$e" te&p"ateC )ou &ust enter spe$i*i$ 7a"ues *ro& 7arious Ora$"e Pa)a'"es 6indo6s into the te&p"ate. On$e )ou ha7e $on*i/ured the Mi$roso*t Ex$e" Te&p"ateC re&o7e the seeded *un$tion *ro& the &enu *or exportin/ the spreadsheet. The seeded OIE I&port Pa/e *un$tion is assi/ned to the Expenses Short$uts &enu.

Configure the Expense Report +heet

This se$tion des$ri'es ho6 to $on*i/ure the Expense !eport sheet. Export the seeded O**"ine Spreadsheet *ro& Expenses 9o&e. Open the Ex$e" *i"e.
Displa!ing the +preadsheet abs

A*ter o'tainin/ the expense spreadsheet te&p"ate *ro& the operatin/ s)ste& dire$tor)C disp"a) the $usto& sheet ta's to &a.e an) &odi*i$ations to expense t)pesC headin/sC $e"" "in.sC et$. 8ou $an &odi*) these sheets in the Mi$roso*t Ex$e" te&p"ate: Expense !eport Curren$) Codes and Des$riptions Expense T)pes Ce"" Lin.s Pro&pts Fto $han/e $o"u&n and $e"" headin/sG

To disp"a) the $usto& sheet ta's in the expense spreadsheet te&p"ate: 1. +. -. %. Open the spreadsheet *i"e ap6exp&$.x"s. Choose Too"s < Prote$tion < Unprote$t Sheet. Choose Options *ro& the Too"s &enu. Open the Vie6 ta'.
Do$u&ent Contro" ii

#.

Che$. the Sheet Ta's 'oxC then $"i$. OO.

Define the Date $ormat Users enter a re$eipt date in the spreadsheet Date ,ro& $o"u&n. ,or &u"tip"eKda) re$eiptsC users $an de*ine a ran/e o* da)s ') enterin/ dates in 'oth the Date ,ro& and the Date To $o"u&ns. 5hen an e&p"o)ee i&ports a $o&p"eted expense reportC Internet Expenses $o&pares the date *or&at o* the Date ,ro& and Date To $o"u&ns to the date *or&at set usin/ the se"*=ser7i$e app"i$ations @enera" Pre*eren$es *un$tion. I* the date *or&ats in these $o"u&ns do not &at$h the date *or&at spe$i*ied ') the @enera" Pre*eren$es *un$tionC users &ust reKenter re$eipt dates in Internet Expenses. An exa&p"e o* a 7a"id date *or&at is DDKMONK8888. 5hen a user &a.es $han/es to the @enera" Pre*eren$esC the $han/es on") a**e$t that user?s "o/in session. Prere2uisites Deter&ine a date *or&at to use in the Expense Spreadsheet. To de*ine the date *or&at: 1. +. -. %. Open the Expense !eport sheet ta' at the 'otto& o* the spreadsheet. Se"e$t the Date ,ro& and the Date To $o"u&nC then $hoose ,or&at < Ce""s. Open the Nu&'er ta'C then $hoose Date as the Cate/or). Choose a date *or&at *ro& the "ist in the T)pe re/ionC then $"i$. OO.

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Enter an Expense

emplate Name

8ou &ust assi/n a te&p"ate na&e to the Mi$roso*t Ex$e" te&p"ate to de*ine the "ist o* expense t)pes that are a7ai"a'"e in Internet Expenses F*or exa&p"eC air*areC &ea"sC "od/in/C and so onG. This te&p"ate a"so deter&ines the expense t)pes )ou $an in$"ude in the Expense T)pes sheet in the Mi$roso*t Ex$e" te&p"ate. 8ou $reate expense report te&p"ates in the Pa)a'"es Expense !eport Te&p"ates 6indo6. The te&p"ate )ou $hoose &ust ha7e the Ena'"e *or Internet Expenses option $he$.ed Fset to 8esG. 5hen an e&p"o)ee i&ports a Mi$roso*t Ex$e" expense reportC Internet Expenses $o&pares the te&p"ate na&e to the na&es o* a"" a$ti7eC Internet Expenses=ena'"ed te&p"ates. I* the te&p"ate na&e o* a Mi$roso*t Ex$e" expense report does not &at$h the na&e o* a Internet Expenses=ena'"ed te&p"ateC Internet Expenses re(e$ts the report. To enter a te&p"ate na&e: 1. +. Open the Expense !eport sheet ta' at the 'otto& o* the spreadsheet. Enter the na&e o* an expense report te&p"ate that is ena'"ed *or Internet Expenses into the Expense Te&p"ate $e"". The na&e &ust exa$t") &at$h the na&e o* an Internet Expenses=ena'"ed te&p"ate that appears in the Pa)a'"es Expense !eport Te&p"ates 6indo6. Sa7e )our 6or..

-.

Define a;uantive Expense

!pes

To enter expense t)pes in the Expense !eport sheetC users se"e$t 7a"ues *ro& a $hoi$e "ist. The Expense T)pes sheet $ontains the 7a"ues that appear in this $hoi$e "ist. 8ou &ust $on*i/ure the Expense T)pes sheet so it $ontains on") 7a"id expense t)pes. Va"id expense t)pes in$"ude: Expense t)pes de*ined in the Pa)a'"es te&p"ate that )ou identi*ied in the Expense !eport sheet. Expense t)pes 6ith the Vie6a'"e ,ro& A"" Te&p"ates option $he$.ed in the Pa)a'"es Expense !eport Te&p"ates 6indo6.

The /eneri$ Expense T)pes sheet 6ithin the Mi$roso*t Ex$e" te&p"ate in$"udes se7era" sa&p"e expense t)pes. 8ou &ust $han/e the sa&p"e expense t)pes to 7a"id expense t)pes and de"ete an) ro6s that )ou do not $han/e. o add expense t!pes1 insert new rows into the Expense !pes sheet/ 8ou &ust insert a ne6 ro6 a'o7e an existin/ ro6 *or the expense t)pe to appear in the $hoi$e "ist. A*ter )ou update the Expense T)pes sheetC )ou &a) need to update the expense t)pes that appear in the expense report te&p"ate. F;) de*au"tC the te&p"ate does not disp"a) expense t)pes.G See: Modi*)in/ Ce"" Lin.sC pa/e :=11 *or &ore in*or&ation. 5hen )ou &a.e $han/es to the Expense T)pes sheetC )ou $an use the Expense !eport sheet to $on*ir& )our $han/es.

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To set up expense t)pes: 1. +. Open the Expense T)pes sheet ta' at the 'otto& o* the spreadsheet. Chan/e the sa&p"e expense t)pes to 7a"id expense t)pes Fthose de*ined in the te&p"ate )ou entered in the Expense !eport sheetG. 8ou &ust spe"" ea$h expense t)pe exa$t") as it appears in the Pa)a'"es Expense !eport Te&p"ates 6indo6. To add an expense t)peC insert a ne6 ro6 and enter the na&e o* the expense t)pe exa$t") as it appears in the Pa)a'"es Expense !eport Te&p"ates 6indo6. To insert a ne6 ro6C se"e$t a $e"" that $ontains a 7a"ueC then $hoose Insert < !o6s. I* )ou se"e$t a $e"" that does not $ontain a 7a"ue and use Insert < !o6s to add an expense t)pe to this ne6 ro6C the expense t)pe does not appear in the $hoi$e "ist. Note: Do not edit the header re/ion F$e""s A1 and A+G o* the Expense T)pes sheet. Note: Sort the "ist o* expense t)pes a"pha'eti$a""). To do thisC se"e$t the ro6s to sortC then $"i$. on the Sort As$endin/ 'utton For $hoose Data < SortC $"i$. on As$endin/C then $"i$. OOG. %. #. Open the Expense !eport sheet ta' at the 'otto& o* the spreadsheet to re7ie6 the expense report and 7eri*) )our $han/es. Sa7e )our 6or..

-.

esting a New Custom *icrosoft Excel

emplate

;e*ore re"easin/ )our $usto& te&p"ate *or /enera" useC i&port and 7a"idate the spreadsheet in Internet Expenses. Per*or& these steps to dis$o7er and reso"7e an) re&ainin/ setup pro'"e&s that &a) exist in )our te&p"ate. To test the Custo& Mi$roso*t Ex$e" Te&p"ate: 1. Co&pare the $usto& Mi$roso*t Ex$e" te&p"ate and expense t)pes to the Corporate Credit Card and Cash and Other Expenses pa/es. Ensure a"" *ie"ds in the te&p"ate appear in these pa/esC and a"" the *ie"ds on these pa/es appear in the te&p"ate. F;e sure that )ou a"so "oo. at the Expense Detai"s pa/e.G Create an expense report 6ith the $usto& Mi$roso*t Ex$e" te&p"ate. Assi/n ea$h expense t)pe to at "east one re$eipt. Up"oad the expense report. Ma.e sure the &essa/e )ou entered at the 'otto& o* the spreadsheet te&p"ate appear in the Spreadsheet Up"oad Area. C"i$. Next to 7a"idate the spreadsheet. 8ou &ust *ix errors that exist in the spreadsheet te&p"ate itse"* 'e*ore re"easin/ it to e&p"o)ees *or /enera" use. Errors that o$$ur 'e$ause the spreadsheet 6as in$orre$t") de*ined $an 'e *ixed on") ') the s)ste& ad&inistrator. Errors that o$$ur due to &issin/ or in7a"id data in the spreadsheet do not indi$ate a serious pro'"e& and the report $an sti"" 'e i&ported into Internet Expenses. 5hen expense report in*or&ation is &issin/ or in7a"idC )ou $an per*or& either o* these a$tions:
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C"i$. C"ear or Can$e" to *ix the errors in Mi$roso*t Ex$e"C then i&port it a/ain "ater.

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+ave the spreadsheet to the database

To sa7e the $usto&i4ed spreadsheet to the data'ase: 1. Con*i/ure the spreadsheet a$$ordin/ the instru$tions a'o7e. Sa7e the spreadsheet $%&'()*E$)"#.xls to the ROAH9TMLIUS dire$tor). Lo/ into the S)ste& Ad&inistration responsi'i"it). Na7i/ate to the ,or& ,un$tions 6indo6. Duer) up *un$tion APH5E;HDO5NLOAD. C"i$. on 5e' 9TML ta'. !ep"a$e 7a"ue in the 9TML Ca"" to >USI $%&'()*E$)"#.xls+ Save.

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-. %. #. :. 0. ,. -o verify if the customi.ed spreadsheet is saved:

Navigate to iExpenses/ Expenses 0ome #lic1 on Export Spreadsheet The ,i"e Do6n"oad 6indo6 shou"d pop=upC and na&e shou"d 'e $%&'()*E$)"#.xls

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#ther Configuration Considerations

Ma.e sure a"" expense appro7in/ &ana/ers are set up as Ora$"e users. Ma.e sure e7er) e&p"o)ee is assi/ned to one Ora$"e user on"). Su'&it the >S)n$hroni4e 5, LOCAL ta'"es? pro$ess to run dai") to update the 5or.*"o6 resour$e in*or&ation

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#pen and Closed %ssues

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