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Extra information;
- How to log on (Appendix 3.2)
- Disputed Transactions (Appendix 3.5)
- Adding someone to process your transactions for you (3.3)
For assistance and further enquiries or to book training please contact the Finance Systems
team elvis@cdu.edu.au
When you log into Oracle Financials you may be presented with a number of Responsibilities
in the left navigation pane. Click on CDU iExpense to start. If your only responsibility in
Oracle Financials is CDU iExpense, it will open automatically.
From the Main Menu, click on CDU iExpense to open the iExpense Home page below.
From the iExpense home page, the following expense reports are created.
1. Entering a Cash Expense Report for Travel Allowance or Staff Reimbursement Claims
2. Entering a monthly Corporate Card Expense Report
Field Description
Employee name that the Expense Report is for, including anyone who you have
Name entered an expense on behalf of. This will become the Supplier once it is imported
into Accounts Payable
Report Number of submitted Expense Report – this will become the invoice
Report Number
number once it is imported into Accounts Payable
Report Submit
Date the Expense Report was submitted
Date
Status of the report – these include:
Report Status Pending Individual’s Approval, Pending Manager Approval, Pending Payables
Approval, Pending Your Resolution, Ready for Payment, Paid
Last Report
Status Activity Number of days ago that the Expense Report was looked at / edited
(Days)
Current The Approver the Expense Report is currently queued with, awaiting there for
Approver approval
Receipts Status The status of the receipt, including: received, required, waived
Report Total
The $AUD value of the expense report
(AUD)
Purpose The purpose of the Expense Report
If you click on you can duplicate the Expense Report, all details (excluding
Duplicate credit card transactions) will be copied, and dates will be increased by one week.
New receipts will need to be added.
If you click on you can withdraw the Expense Report. You can then update
and re-submit.
Withdraw
NOTE – You cannot withdraw a request if the expense has been fully approved
(i.e. where Supervisor and Audit approval has been granted).
Lines in this section are claims which are in process and not ready to be submitted for
approval. Any saved, rejected, or returned expenses are displayed in this area.
You can Update, Duplicate or Delete the Expense by clicking on the relevant icon (see below):
If you are an authorized approver and you need to approve an Expense Report, this is
actioned in the Notifications section. If you are setup as cost centre approver you will receive
an email notification when staff submit their claims for approval. If you are a supervisor you will
receive an FYI email notifying you of your staff members Expense Report submission.
You will also receive notifications here if your Expense Report has been sent back for a
“Request for Information” from your Approver, the CDU Travel Officer (if the Expense report
involves travel) or the Payables Auditor. Other notifications that you will receive are listed
below:
When the Expense Report has been submitted for approval on your behalf.
When the Expense Report is approved by your Approver
When the Expense Report due amount has transferred via EFT to yourself for cash expense
claims (i.e. expense reimbursements / travel allowances)
If creating an Expense Report on behalf of another staff member (as a proxy), select their
name from the drop down box beside Name. Then add details to the Purpose.
Convention – IntialLastname – Type (CCard, Travel, Reimbursement, Cash Advance) – Period
There is a CDU iExpense Quick Reference Guide (QRG) which you can refer to
for Entering Expenses
Once you have started the Create Expense Report you can Save it at any time allowing you
to add transactions or update information at a later time.
The progress indicator will tell what stage you are at throughout the creation of the Expense
Report. When you re-open a report you may need to click Next a few times to get to the
screen you wish to update. *Do not untick transactions after reopening an Expense Report or
you will lose all the data you have entered for that line or lines.
Tick in the Select box the transaction/s you wish to code. Or choose Select All.
Do not un-tick transactions you have already coded. This will remove the
transaction from the report and you will have to re-enter all data related again.
Click next will bring up the Credit Card Expenses screen where the transactions are coded
and descriptions are entered.
A maximum of 256 characters in the description field will be imported into the
General Ledger. This may affect your reporting and may therefore need to be
carefully considered.
If you have a receipt that needs to be split between different Expense Types this is referred to
as itemization Go into details. To do this click on the details icon . Then Click Itemize
2.3.2.3 Itemization
If receipts need to be split, for example, a Staples order that included purchases for both
stationery and kitchen consumables; we need to Itemize the transaction. Click on the
to start.
There are a few ways to do this. We recommend that you decrease the first line by the
amount of the next line (or sum of the extra lines) Change the value of the first line. (See
example below).
In this example we have a purchase from Officeworks. Stationary and a hard disk ($90) were
purchased on this transaction. The hard disk could be assigned to Minor Equipment and
Repairs.
Click Itemize. You should see details of the transaction line at the bottom of the page (you may
need to scroll down)
Reduce the Itemized Receipt Amount by the amount of the row you wish to add, in this case
$90.
Notice that Unallocated Expenses is now showing $90. Click on Add Another Row. The new
row will automatically assign the Unallocated Expenses amount.
You also need to use Itemization if a portion of the receipt is Tax Free – GST-
0%.
To calculate the GST portion of a Coles or Woolworths receipt, multiply the
GST amount shown on the receipt by 10 and add back the GST amount to get
the Gross Value.
For Example
Receipt Total $100
GST $2.50
Would be Itemized in the details screen.
Line 1-1 Catering $72.50 GST-0%
Line 1-2 Catering $27.50 GST-10%
Once itemization is completed you can either select to proceed to the details page of
the next Expense or you can select which will take you back to the “Cash and Other
Expenses” summary page.
Once details have been entered for all claims click on which will take you to “Expense
Allocation” page
If you have permission to enter Expense reports on behalf of someone their name will also be
available in the dropdown list.
*Please remember to attach supporting documentation for audit purposes before submitting
report.
Note: Where both Corporate Card and Cash Expenses exist, they can be included in a single
expense claim. Travel Allowance should be entered as a separate Expense Report in order to
make the future date of TA not clash with other transactions.
Receipts are attached at the header of the Expense Report, remember to number them
matching the line of the purchase on your claim.
If you do not have a Corporate Card, these credit card pages will not be displayed.
If the expense was in a foreign currency you will need to show the receipt currency.
Select
Travel Allowance Claim – Date is to be set a week prior to departure (refer to Table 1 – Date
for more information) and Travel Allowance should be a separate Expense Report ie. Anna is
expected to travel on the 27th April therefore the date selected is 7 days prior to departure eg.
20-Apr-2015
Select the Expense Type and enter the details of the Description
Details Click to enter further information for each receipt and to itemize.
Click Next through to Cash and Other Expenses then create an entry for the date the cash is
required and the amount. Select Cash Advance (752) as the Expense Type. The description
should include the user-why-movement request no (if applicable).
You may get a notification if you have future dated the request. Click Yes
Click Next and attach relevant documentation (attaching files is discussed in the section on
Attaching Receipts) such as movement requisitions and any justification for the advance.
Click Submit and note the Expense Report Number (CDUxxxxxx). You will need this number
for acquitting the Cash Advance.
Create a new report. The purpose should include the receivers name-Cash Advance
Acquittal-CDUxxxxxx (the number of the Cash Advance Request) eg. MMaderal-Cash
Advance Acquittal- CDUxxxxxx.
Enter the expense in exactly the same way as a Cash Expense. Put the description used in
the first line (Cash Advance Acquittal) as the start of each expense line.
Note click on update will recalculate the amount due.
After all Sub-accounts have been updated to reflect the expense of the purchase Click Next
Attach receipts and related documentation. Click Add to attach receipts and other related
documents. Then Submit
If you have spent more than was allocated from the original Cash Advance you will need to get
written authorisation from the cost centre owner and attach the document. iExpense will then
treat the excess amount like a standard reimbursement claim. You do not need to submit a
separate Expense Report, just continue to add the amounts to the existing report. In this case
the amount remaining should be a positive amount payable. Remembering that all
transactions will need to have receipts and related documentation attached.
There will likely be differences in amounts as a result off currency conversion. If this adds up
to less than 5% of the total Cash Advance then enter this as a transaction to “Bank Charges
(336)” adding “currency conversion losses” to the description.
Complete the Sub-account fields by entering your selection or by using to search and
quick select. Ensure all fields marked with XX are updated to include the sub-account before
clicking Next
If you need to change the Area and Activity or both allocations for a lot of lines, select the lines
you wish to update the allocations for (using the select checkbox)
Click
Select an Allocation Method, input the cost combination and type in an allocation reason
Click
Update Allocations can also be used for Splitting amounts over more than one Area /
Activity
You have a choice over how you would like to split the transaction with the radio buttons next
to Allocation Method:
Amount Split – allows a fixed amount to go to each of the allocated codes.
Equal Split – allow equal distribution of the cost between all allocated codes
Percentage Split – allows the split to be applied by percentage % to all allocated codes
You may click on Preview to see how the allocation will apply. Click Apply when completed.
To review the Approver of your Expense report, select the tab. Once your Expense
report has been submitted it will show a Status of “Notified”
Add in a Title (e.g. wording used for Purpose (see page 11) and a Description (if required)
and select a category eg. Receipts
Click the Browse button to search for the network for your receipt
Once done, Click . You will receive confirmation that your attachment/s have been
added.
Click you will receive information that includes your Expense report ie CDU129476 is
saved.
Either collect all receipts and make one claim per month or Submit each claim as
they are required – ie Travel Allowance.
You will receive confirmation that your Expense Report has been submitted; with your
Expense Report number e.g. CDU129476
When Movement Requests include a Travel Allowance payment prior to travel the
documentation will be scanned and included in the iExpense System, there will no longer be
the need to forward documentation to the Travel Officer.
However Movement Requests with no up-front payments i.e. Reimbursements, charge to
Corporate Card or paid by external agency will still need to be forwarded to the Travel Officer
in the Office of Strategic Procurement.
All Approved travel Movement Requests should be submitted to Procurement prior to travel,
however we do not need duplications. So if they are already in Oracle iExpenses the
Procurement Office will register the movement details from the electronic copy.
Please do not hold approved Movement Requests to process post travel without lodging with
the Travel Officer first (either by scanning to procurement@cdu.edu.au or delivering to Orange
8). This ensures the movement is registered for insurance and other emergency situations.
Users accessing Oracle Financials will first need to log in via their VPN Client, which is
software loaded onto all University computers – you should have a VPN Client icon .
Your username and password is generally the same password you use to access the internet.
Any problems in regard to VPN should be referred to ITMS Support.
Next staff will need to use the Oracle Financials R12 (elvisman).
Access the Oracle Financials web address – as below
Training: http://shrike-UAT.cdu.edu.au:8000
Production: http://shrike.cdu.edu.au:8000
The following page will be displayed
CDU iExpense User Guide - Page 29
R 12 Printed on 22-Jun-15
Type your Username and Password provided from the Finance Support and Click on Login.
When logging in for the first time – you will be requested to change your password. The
password must be at least five (5) characters long with 1 numeric and no repeating characters.
You will be prompted to change your password every 90 days. If you have difficulties with
your password, please contact Finance Support (elvis@cdu.edu.au)
NOTE: Passwords associated with user accounts should be kept confidential and users should
prevent the use of their account by others
PLEASE NOTE: Oracle R12 consists of a combination of HTML pages and Oracle Forms,
JAVA WILL ONLY BE LAUNCHED IF USERS access Oracle Forms. When accessing Oracle
Forms the java program (jinitiator) screen then needs to remain open so that the application
continues to work.
You can submit an expense report on behalf of other employees. You will need to have access
granted either by the employee (they can do this themselves from within iExpenses) or by
Finance Support. Each expense report can have only one employee associated.
Once granted you will see the employee in the drop down list next to Name in the Create
Expense Report Screen. You will also be able to see outstanding transactions in the Credit
Card Transactions tab.
Some users may not be fully configured within Oracle Financials (Payables) to receive
payments into their bank account. If the user has not ever received a payment from Oracle
Financials, it is advisable to check with Finance Support to confirm bank details have been
You can also assign people to process Expense Reports on your behalf. The procedure is
explained below. It is recommend that you discuss assigning delegation with the relevant
person first.
If you have any queries or need support/assistance please contact elvis@cdu.edu.au or phone
8946 6039.
Click
*If you cannot find the staff members name, contact Finance Support
Click
An Oracle Workflow Notification and Email will be sent to the employee when an
Expense Report is submitted on their behalf.
If you need to add more documentation you will need to open the expense report from the
Expense Home page
The report will have Pending Your Resolution in the Report Status
Put a comment in the Additional information to inform the auditor that you have added the files.
Then click on Send Additional Information
In this example we have $600 in the billed amount. The transaction to be disputed is the
Murin Airways line. Click on the Dispute icon.
This will bring up the following screen . Place a reason for the dispute in the Reason box and
Click Apply. This will remove this particular transaction from your list of transactions .
You will be taken to the Finance web page where there is a list of various forms and
information regarding iExpenses. Click on Disputed Transaction Form.
Click in the End dispute box and enter a short description relating to why the transaction is not
in dispute anymore. Eg Merchant name is different to the shop name. Click Apply.
This will place the transaction back in the list of transactions needing to be coded.
2. If the bank /credit card company acknowledges the dispute you should see a credit in your
transaction list. It will have brackets around the value.
Click on Match with Credit
You will get this confirmation screen. Click Yes. This will clear the transaction
Change the option from Portable Document Format (PDF) to Use Adobe Acrobat (default)
Then Click OK