BR100 KCI Canada Iexpense Ver1.0

APPLICATION SETUP DOCUMENT
Internet Expenses
Author: Creation Date: Last Updated: Version: Release:
Jay Bedi Nov 1, 2011 Nov 5, 2011 1.0 12.0.6
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Cha nge Record
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Date Nov 1, 2011
Author Jay Bedi
Version 1.0
Change Referen ce Initial Draft
Revie we r s
Name Position
Application Setup Document Oracle Internet Expenses
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Contents
Document Control.......................................................................................ii SA: Define Profile Options...........................................................................1 SA: Define New iExpense Responsibilities...................................................6 AD: Compile the Expense Types Descriptive flexfield...............................12 AP: Define Lookup Codes..........................................................................13 AP: Define Expense Report Templates......................................................16 AP: Define Financials Options...................................................................20 AP: Set Expense Check Reimbursement Address................................20 AP: Define Expenses Clearing Account................................................21 AP: Define Payables Options.....................................................................23 AP: Establish Multiple Currencies Setup..............................................23 AP: Defining Expense Report Options..................................................23 AP: Assign Signing Limits..........................................................................27 OIE: Enable Expense Allocations...............................................................33 OIE: Setup Context....................................................................................34 OIE: Define iExpense Policy Schedules......................................................35 Define Meals Schedule........................................................................35 Define Mileage Rate Schedule.............................................................39 Complete Mileage Expense Type Definition in Payables.....................41 OIE: Define iExpense Policy ......................................................................42 OIE: Define Expense Report Tolerance options.........................................46 System Administration Integration...........................................................47 Personalize Expense Report Submission Instructions...............................48 Setup American Express Credit Card Issuer as Vendor.............................50 Define mapping rule for source lookup transaction codes........................55 Setup Credit Card Program .......................................................................57 Setup Credit Card Program Data File Transfer Parameters......................58
Application Setup Document Oracle Internet Expenses Document Control ii
Setup Credit Card Masking Setting...........................................................59 Other Configuration Considerations..........................................................60 Open and Closed Issues ...........................................................................61
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SA: Define Profile Options System Administrati on: Profile > System
Descr ip tio n: Use this form to define profile options.
OIE: Allow Credit Lines Set the OIE: Allow Credit Lines 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 example, an unused airline ticket. Setting this profile option to No prevents users from entering negative expense lines for cash and other expenses. Users can still enter negative corporate credit card expense lines. The default value is Yes. OIE: Enable Credit Card Set the OIE: Enable Credit Card profile option to Yes to enable the credit card functionality to allow users with corporate credit cards to select and add credit card transactions to their expense reports. OIE: Allow Non-Base Pay Set the OIE: Allow Non-Base Pay 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. OIE: CC Approver Req The 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 OIE: CC Approver Req 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 OIE: CC Payment Notify 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 No. OIE: Enable DescFlex The 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 The 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 option. The values for this profile option are: Yes - Enables the entry of project information. No - Disables the entry of project information. Required - Requires the entry of project information. OIE: Enable Tax
The OIE: Enable Tax profile option enables the availability of tax-related elements on expense reports. Set this profile option to Yes to display the Tax Code field and Amount Includes Tax check box on expense reports. Set this profile option to No to conceal the display. If you set this profile option to No and you set up tax calculation on expense reports, Internet Expenses uses the default values you provide without user intervention. OIE: Enable Approver The 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 field is hidden. OIE: Approver Required The OIE: Approver Required profile option indicates whether users must designate an approver for their expense reports. If you set the OIE: Approver Required profile option to Yes, Internet Expenses requires that users always enter an alternate approver. If you set this profile option to Yes with Default, the employees supervisor, as defined in Oracle HRMS, will be provided for the user. Attention: You must set the OIE: Enable Approver profile option to Yes if you want to use one of the three seeded Find Approver methods. OIE: Purpose Required The 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 The OIE: Report Number Prefix profile option specifies a prefix value for expense report numbers. The expense report number becomes the corresponding invoice number when the expense report is converted into an invoice via the Expense Report Import program. Entering a prefix value enables you to easily identify invoices in Payables that were expense reports created in Internet Expenses. Leave this option blank if you do not want to specify a prefix value for expense report numbers. For example, if you set the OIE: Report Number Prefix profile option to use the prefix Web, your expense report numbering appears as Web589, Web560, Web561, and so on. OIE: Grace Period The 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 OIE setup items are:
Rate schedules Rate schedule rule values that have end dates Location records Expense report template Inactive On field Expense types
These items remain available for selection and use as long as the system date is before the end date plus the number of grace period days. The default value is 30. OIE: Enable Policy The OIE: Enable Policy profile option controls the behavior of Internet Expenses in relation to reports that contain policy violations. If an expense report is submitted with violations, Internet Expenses captures policy violations for reporting purposes. The values are:
Prevent Submission - The end user cannot submit the expense report. All monetary violations that exceed tolerances result in preventing report submission, including the exchange rate policy (the exchange rate tolerance is the exchange rate limit). An error message informs the user of the policy violation. For more
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information, see Tolerance Limits. For all non-monetary policy violations, and for monetary violations that do not exceed tolerances, the behavior is the same as the Warn Users option (users receive a warning but can submit the expense report).
Warn Users - The end user can submit the expense report. A warning message informs the user that the report contains policy violations. This includes nonmonetary policy violations and monetary policy violations where the violation is below the limit + threshold. Inform Approvers - The end user can submit the expense report. If there are policy violations, they are transparent to the end user, but Internet Expenses documents the violations for approvers. The default value is Inform Approvers.
OIE: Enable Expense Allocations The OIE: Enable Expense Allocations profile option determines whether an end user can update the cost center segment value on an expense line. If set to Yes, an employee can split expense reports across cost centers, for both credit card expenses and cash and other expenses. The default value is No. PA: Allow Project Time and Expense Entry The 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. You must set up Internet Expenses to integrate with Oracle Projects before you can enable this option. PA: AutoApprove Expense Reports The PA: AutoApprove Expense Reports profile option permits automatic approval of project-related expense reports. Journals: Display Inverse Rate The 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 The AME: Installed profile option enables the integration between Internet Expenses and Oracle Approvals Management. WF: Notification Reassign Mode The WF: Notification Reassign Mode profile option determines the forwarding functionality that is available to employees. If you set the WF: Notification Reassign Mode profile option to Reassign, employees see the Reassign button on the notification. Clicking the Reassign button lets employees choose between transferring or delegating that notification. If you set the FND: Notification Reassign Mode profile option to Delegate, employees will see the Delegate button. When employees click the Delegate button and enter an employee name, the notification is delegated to that employee that is entered. When a notification is delegated to employees the notification is forwarded to the delegated employee, but the original recipient of the notification remains the owner. If you set this option to Transfer, employees will see the Transfer button. When employees click the Transfer button and enter an employee name the notification is transferred to that employee that is entered. When a notification is transferred, the notification is forwarded and the new recipient becomes the owner of the notification. WF: Mailer Cancellation Email The 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. If you set this profile option to Enabled, cancellation notifications are sent. If you set this profile option to Disabled, cancellation notifications are not sent. Personalize Self-Service Defn
The Personalize Self-Service Defn profile option enables the Oracle Applications Personalization Framework in Internet Expenses. If you set this profile option to Yes, then the OA Personalization Framework is available to expenses administrators to configure the Internet Expenses user interface. Account Generator: Run in Debug Mode
Profile Option Name

OIE:Allow Credit Lines OIE:Allow Non-Base Pay OIE:Approver Required OIE:CC Approver Req OIE:CC Payment Due From OIE:CC Payment Notify OIE:Carry Advances Forward OIE:Enable Advances OIE:Enable Approver OIE:Enable Bar Code OIE:Enable Cost Center OIE:Enable Credit Card OIE:Enable DescFlex OIE:Enable Expense Allocation Splitting OIE:Enable Expense Allocations
Site
Yes No No No Yes Yes Payables No Yes Read-only Yes Both No No
Applicat ion
Responsibility
No (KCI_CAM_INTERNET_EXPENSES) No (KCI_CAM_INTERNET_EXPENSES_
Prevent Submission (KCI_CAM_INTERNET_EXPENSES) OIE:Enable Policy OIE:Enable Project Allocations OIE:Enable Project Expenditure Organization OIE:Enable Tax OIE:Grace Period OIE:Purpose Required OIE:Report Number Prefix Yes
No 10 Yes X
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Profile Option Name
Site
Applicat ion
Responsibility
Not Used (KCI_CAM_AP_CAM_SUPERVISOR)
Sequential Numbering Not Used (KCI_CAM_INTERNET_EXPENSES_AUDITOR ) Not Used (KCI_CAM_INTERNET_EXPENSES_AUDIT_M ANAGER) Sequential Numbering Not Used (KCI_CAM_AP_CONFIGURATION) Sequential Numbering Personalize Self-Service Defn (Enable temporarily at User Level to customize iExpense submission instructions
Sequential Numbering
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SA: Define New iExpense Responsibilities

Navigation System Administrator > Security > Responsibility > Define KCI_CAM_INTERNET_EXPENSES
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KCI_CAM_INTERNET_EXPENSES_AUDITOR
KCI_CAM_INTERNET_EXPENSES_AUDIT_MANAGER
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KCI_CAM_INTERNET_EXPENSES_HELP_DESK
KCI_CAM_INTERNET_EXPENSES_REPORTING_&_ANALYSIS
KCI_CAM_INTERNET_EXPENSES_SETUP_&_ADMINISTRATION
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AD: Compile the Expense Types Descriptive flexfield

Navigation System Administrator > Flexfield > Descriptive > Segments o o o
Query the Title Expense Report Freeze and compile the Expense Report Line Flexfield. Repeat the process for Title Expense Report Line
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AP: Define Lookup Codes

Define New lookup KCI_AMEX_INDUSTRY_CODES Navigation KCI_CAM_AP_CONFIGURATION > Setups >Lookups > Payables Type Meaning Application Description KCI_AMEX_INDUSTRY_CODES KCI AMEX INDUSTRY CODES Payables KCI AMEX INDUSTRY CODES
Code Lookup Code Meaning

1 2 3 4 5 6 7 8 CA CT DC DS FE IN NF NG OA OI PA SP TC Airline Rail Lodging Car Rental Restaurant Retail Car Misc. All Other Cash Advance Corp TC Deliquency Direct Deposit Services Fees Insurance Non-Financial Returned Check Other Adjustment Oil Payment Stop Payment Telecommunication
Lookup Code Description

Airline Rail Lodging Car Rental Restaurant Retail Car Misc. All Other Cash Advance Corp TC Deliquency Direct Deposit Services Fees Insurance Non-Financial Returned Check Other Adjustment Oil Payment Stop Payment Telecommunication
Tag From
3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11 3-Oct-11
To Enable d
* * * * * * * * * * * * * * * * * * * * *
[ ]
.. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. ..
Update existing look up CARD_EXPENSE_TYPE as below
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Code AIR AIRFARE ATM BAR BUSINESS CAR RENTAL CAR_RENTAL CREDIT CARD FEES DUES & SUBSCRIPTIONS EMPLOYEE TRAINING/EDUCATION GIFT HEALTH HOTEL HOTELS/LODGING LAUNDRY MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL MEALS - TRAVEL - GROUP MEALS MEALS - TRAVEL INTERNATIONAL MEETINGS - KCI CORP/INTERNAL MILEAGE REIMBURSEMENT MISCELLANEOUS MKTG CONFERENCES & EXHIBITIONS
Lookup Code Meaning Air AIRFARE Cash Bar Business Car Rental(1) Car Rental - Disabled CREDIT CARD FEES DUES & SUBSCRIPTIONS EMPLOYEE TRAINING/EDUCATION Gift Shop Health Hotel HOTELS/LODGING LAUNDRY MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL MEALS - TRAVEL - GROUP MEALS MEALS - TRAVEL INTERNATIONAL MEETINGS - KCI CORP/INTERNAL MILEAGE REIMBURSEMENT MISCELLANEOUS MKTG CONFERENCES & EXHIBITIONS
Lookup Code Description Airfare AIRFARE Cash Advance/ATM Bar/Mini-bar Business Car Rental(1) Car Rental CREDIT CARD FEES DUES & SUBSCRIPTIONS EMPLOYEE TRAINING/EDUCATION Gift Shop Health Hotel HOTELS/LODGING LAUNDRY MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL MEALS - TRAVEL - GROUP MEALS MEALS - TRAVEL - INTERNATIONAL MEETINGS - KCI CORP/INTERNAL MILEAGE REIMBURSEMENT MISCELLANEOUS MKTG CONFERENCES & EXHIBITIONS
Tag
From 1-Jan-51 13-Oct11 1-Jan-51 1-Jan-51 1-Jan-51 1-Jan-51 1-Jan-51 12-Oct11 13-Oct11 12-Oct11 1-Jan-51 1-Jan-51 1-Jan-51 13-Oct11 1-Jan-51 13-Oct11 13-Oct11 13-Oct11 13-Oct11 13-Oct11 13-Oct11 13-Oct11 1-Jan-51 13-Oct11
To
Enabled * * * * * *
1Jan51 * * * * * * * * * *
* * * * * * *
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Code MKTG CONVENTIONS MKTG CUSTOMER TRAINING MKTG EDUCATION SEMINAR/WRKSHOP MOVIE NONE OFFICE PHONE/FAX OFFICE SUPPLIES PARKING PARKING/FERRY/TOLLS POSTAGE/FREIGHT/COURIER RENTAL CAR RESTAURANT ROOM SERVICE T&E - PHONE/INTERNET TAXI & CAR SERVICE TELEPHONE TIP TRAIN FARE VEHICLE - FUEL EXPENSE VEHICLE MAINTENANCE/REPAIRS VEHICLE - TRUCK EXPENSES WAREHOUSE SUPPLIES
Lookup Code Meaning MKTG CONVENTIONS MKTG CUSTOMER TRAINING MKTG EDUCATION SEMINAR/WRKSHOP Movie None of the Above OFFICE PHONE/FAX OFFICE SUPPLIES Parking PARKING/FERRY/TOLLS POSTAGE/FREIGHT/COURIER RENTAL CAR Meal Room Service T&E - PHONE/INTERNET TAXI & CAR SERVICE Telephone Gratuity TRAIN FARE VEHICLE - FUEL EXPENSE VEHICLE MAINTENANCE/REPAIRS VEHICLE - TRUCK EXPENSES WAREHOUSE SUPPLIES
Lookup Code Description MKTG CONVENTIONS MKTG CUSTOMER TRAINING MKTG EDUCATION SEMINAR/WRKSHOP Movie None of the Above OFFICE PHONE/FAX OFFICE SUPPLIES Parking PARKING/FERRY/TOLLS POSTAGE/FREIGHT/COURIER RENTAL CAR Meal/Restaurant Room Service T&E - PHONE/INTERNET TAXI & CAR SERVICE Telephone Gratuity TRAIN FARE VEHICLE - FUEL EXPENSE VEHICLE - MAINTENANCE/REPAIRS VEHICLE - TRUCK EXPENSES WAREHOUSE SUPPLIES
Tag
From 13-Oct11 13-Oct11 13-Oct11 1-Jan-51 1-Jan-51 12-Oct11 12-Oct11 1-Jan-51 13-Oct11 12-Oct11 13-Oct11 1-Jan-51 1-Jan-51 12-Oct11 13-Oct11 1-Jan-51 1-Jan-51 13-Oct11 13-Oct11 13-Oct11 13-Oct11 13-Oct11
To
Enabled * * * * * * * * * * * * * * * * * * * * * *
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AP: Define Expense Report Templates KCI_CAM_AP_CONFIGURATION: Setup > Invoice > Expense Report Template
Description: 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 Payables Expense Report Templates window to define your expense report templates.
Oracle Field Template Name Description Enable for Internet Expenses Value SALES EXPENSE REPORT SALES EXPENSE REPORT Yes Notes
Expense Item AIRFARE CREDIT CARD FEES DUES & SUBSCRIPTIONS EMPLOYEE TRAINING/EDUCATION HOTELS/LODGING LAUNDRY MKTG CONFERENCES & EXHIBITIONS MKTG CONVENTIONS MKTG CUSTOMER TRAINING MKTG EDUCATION SEMINAR/WRKSHOP MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL MEALS - TRAVEL - GROUP MEALS MEALS - TRAVEL - INTERNATIONAL MEETINGS - KCI CORP/INTERNAL MILEAGE REIMBURSEMENT
Expense Category Airfare Miscellaneous Miscellaneous Miscellaneous Accommodations Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Meals Meals Meals Meals Meals Miscellaneous Mileage
Tax Code
GL Account ...66501..... ...68413..... ...68431..... ...61821..... ...66461..... ...66541..... ...65791..... ...65893..... ...66031..... ...65891..... ...66423..... ...66423..... ...66421..... ...66421..... ...66421..... ...66673..... ...66479.....
Policy Schedule
Data Capture Rule
Group Meal Attendee Rule Group Meal Attendee Rule Daily Meals Limit Group Meal Attendee Rule
Sales Mileage
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Schedule MISCELLANEOUS OFFICE PHONE/FAX OFFICE SUPPLIES PARKING/FERRY/TOLLS POSTAGE/FREIGHT/COURIER RENTAL CAR T&E - PHONE/INTERNET TAXI & CAR SERVICE TRAIN FARE Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Car Rental Miscellaneous Miscellaneous Miscellaneous ...66541..... ...67521..... ...67441..... ...66477..... ...67431..... ...66471..... ...67523..... ...66473..... ...66475.....
Prompt Require Receipt For Credit Card and Cash Require Receipt above 0.00 Justification RequiredAlways Click on button Define Itemization and check box Itemization Required for below expense items MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL - GROUP MEALS Template will be updated with Daily Meals and Sales Mileage Schedule defined later in the steps. Template will be updated with Group Meal Attendee Rule defined later in the steps
On Similar pattern define NON-SALES EXPENSE REPORT template as below

Oracle Field Template Name
Value NON-SALES EXPENSE REPORT
Notes
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Oracle Field Description Enable for Internet Expenses
Value NON-SALES EXPENSE REPORT Yes
Notes
Expense Item AIRFARE CREDIT CARD FEES DUES & SUBSCRIPTIONS EMPLOYEE TRAINING/EDUCATION HOTELS/LODGING LAUNDRY MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL MEALS - TRAVEL - GROUP MEALS MEALS - TRAVEL - INTERNATIONAL MEETINGS - KCI CORP/INTERNAL MILEAGE REIMBURSEMENT MISCELLANEOUS MKTG CONFERENCES & EXHIBITIONS MKTG CONVENTIONS MKTG CUSTOMER TRAINING MKTG EDUCATION SEMINAR/WRKSHOP OFFICE PHONE/FAX OFFICE SUPPLIES PARKING/FERRY/TOLLS POSTAGE/FREIGHT/COURIER RENTAL CAR T&E - PHONE/INTERNET
Expense Category Airfare Miscellaneous Miscellaneous Miscellaneous Accommodations Miscellaneous Meals Meals Meals Meals Meals Miscellaneous Mileage Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Car Rental Miscellaneous
Tax Code
GL Account ...66501..... ...68413..... ...68431..... ...61821..... ...66461..... ...66541..... ...66423..... ...66423..... ...66421..... ...66421..... ...66421..... ...66673..... ...66479..... ...66541..... ...65791..... ...65893..... ...66031..... ...65891..... ...67521..... ...67441..... ...66477..... ...67431..... ...66471..... ...67523.....
Policy Schedule
Data Capture Rule
Group Meal Attendee Rule Group Meal Attendee Rule Daily Meals Limit Group Meal Attendee Rule
Non-Sales Mileage Schedule
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TAXI & CAR SERVICE TRAIN FARE VEHICLE - FUEL EXPENSE VEHICLE - MAINTENANCE/REPAIRS VEHICLE - TRUCK EXPENSES WAREHOUSE SUPPLIES
Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous
...66473..... ...66475..... ...64641..... ...64661..... ...64815..... ...62643.....
Prompt Require Receipt For Credit Card and Cash Require Receipt above 0.00 Justification RequiredAlways Click on button Define Itemization and check box Itemization Required for below expense items MEALS - EMP TRAINING/EDUCATION MEALS - MEETINGS/WORKING MEALS MEALS - TRAVEL - GROUP MEALS Template will be updated with Daily Meals and Non Sales Mileage Schedule defined later in the steps. Template will be updated with Group Meal Attendee Rule defined later in the steps
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AP: Define Financials Options KCI_CAM_AP_CONFIGURATION: Setup > Options > Financials
AP: Set Expense Check Reimbursement Address
Description: Use the Payables Financials Options window to define the expense report reimbursement check setup. By default, Internet Expenses uses the home or office value defined in the HRMS Mail To setup, if there is one. If not, then Internet Expenses uses the value you define in the Payables Financials Options window. This setting also provides the value to use to create the supplier site record, if you enable the Automatically Create Employee as Supplier option in the Payables Options window. You can define employee home and office addresses either in the People window, if you have a full install of Oracle Human Resources, or in the Enter Person window in Oracle Payables. To set the default expense check address:
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AP: Define Expenses Clearing Account

Description: You define the Expense Clearing Account in the Oracle Payables Financials Options window. Payables uses this as a temporary account to record information about credit card transactions when processing expense reports created in Internet Expenses. This step is only necessary if you are implementing the Company Pay reimbursement policy. Note: 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 Options window.
Option
Accounting Expense Clearing Human Resources Business Group Expense Reimbursement Address Use Approval Hierarchies Employee Numbering: Method Next Automatic Number
Val ue
Notes
N/A
BG_CA Home <blank> Manual
<blank>
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AP: Define Payables Options KCI_CAM_AP_CONFIGURATION: Setup > Options > Payables
AP: Establish Multiple Currencies Setup
Description: The currency in which an expense report is paid is known as the reimbursement currency. Internet Expenses users can specify a reimbursement currency that
is different from your company functional currency only if:
Oracle Payables is set up for multiple currencies. Reimbursement currency is enabled in the Currencies window. OIE: Allow Non-Base Pay profile option is set to Yes.
AP: Defining Expense Report Options

Description: The Expense Report tabbed region of the Payables Options window controls certain aspects of the expense reporting process in Payables. Review these settings to become more familiar with them and understand how they affect the expense reporting process. Defa ul t Te mp l a te . The default expense report template that you want to use in the Payables Expense Reports window. You can override this value in the Expense Reports window. A default expense report template appears in the Expense Reports window only if the expense report template is active. Payme n t Ter ms . Payment terms you want to assign to any suppliers that you create from employees during Expense Report Import. Suggestion: Define and assign immediate payment terms for your employee suppliers. Pay Group . Pay Group you want to assign to any suppliers that you create from employees during Expense Report Import. You can define additional values for Pay Group in the Purchasing Lookups window. Payme n t Prior it y . Payment priority you want to assign to any suppliers that you create from employees during Expense Report Import. A number, between 1 (high) and 99 (low), which represents the priority of payment for a supplier. Appl y Advance s . Default value for the Apply Advances option in the Expense Reports window in Payables. 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 during expense report entry.
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Automat ic al l y Create Employee as Suppl i er . If you enable this option, when you import Payables expense reports, Payables automatically creates a supplier for any expense report where an employee does not already exist as a supplier. If the supplier site you are paying (HOME or OFFICE) does not yet exist, Payables adds the supplier site to an existing supplier. Payables creates a HOME or OFFICE supplier site with the appropriate address, depending on where you are paying the expense report. The Home address is from the PER_ADDRESSES table, and the Office address is from the HR_LOCATIONS table. Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person window. You can review suppliers and adjust any defaults in the Suppliers window. If you do not enable this option, enter an employee as a supplier in the Suppliers window and link the Employee Name/Number to the supplier before you use Expense Report Import. Payables cannot import expense reports without corresponding suppliers, and lists them on the Exceptions section of the Expense Report Import Report. Hold Un mat c he d Expen se 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. When Hold Unmatched Invoices for a supplier site is enabled, Payables requires that you match each invoice for the supplier site to either a purchase order or receipt. If you enable this option for a site, then Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to a purchase order or receipt. Payables applies the hold to the invoice during Invoice Validation. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation, or you can manually release the hold in the Holds window of the Invoice Workbench. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero.
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Option
Value
Notes
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Option Currency Use Multiple Currencies Require Exchange Rate Entry Calculate User Exchange Rate Expense Report Default Template Payment Terms Pay Group Payment Priority Apply Advances Automatically Create Employee as Supplier Hold Unmatched Expense Reports
Value
Notes
Enabled No No
SALES EXPENSE REPORT IMMEDIATE EMPLOYEE 99 Yes No No
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AP: Assign Signing Limits

Payables Manager: Employees > Signing Limits
Description: Managers can approve an expense report only if the total amount of the report does not exceed their signing limit. The Manager (Spending) Approval Process in the Expense Reporting workflow uses the signing limits you define to determine whether managers have authority to approve expense reports. When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You can also give managers signing limits for multiple cost centers. To assign signing limits: 1. 2. 3. the list of values. 4. 5. 6. 7. Operating Unit OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC Navigate to the Employee Signing Limits window. Select AP Expense Report as the document type. Enter the name of the manager to whom you want to assign a signing limit in the Employee Name field, or choose from Enter the cost center for which you want this manager to approve expense reports, or choose from the list of values. Enter a signing limit for this manager. Repeat steps 3 - 5 if you want this manager to be able to approve expense reports for more than one cost center. Save your work. Document Type AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report Name Andonoff, John Andonoff, John Andonoff, John Andonoff, John Atkinson, Angela Berube, Eric Bohrer, Douglas Bohrer, Douglas Bohrer, Douglas Bohrer, Douglas Bohrer, Douglas Burton, John Burton, John Burton, John Burton, John Burton, John Cost Center 15712 15713 23601 24650 15712 15711 15711 15713 23601 23633 24650 37316 37318 37319 37321 37322 Signing Limit 50618 50618 50618 50618 2531 2531 75926 75926 75926 75926 75926 75926 75926 75926 75926 75926
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OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC
AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report
Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burton, John Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy
37323 37324 37325 37326 37327 48304 37314 37313 37312 36116 25721 37315 23633 23601 15713 15712 15711 23671 65311 64212 62621 24650 25721 36116 37312 37313 37314 37315 37316 37318 37319 37321 37322 37323 37324 37325 37326 37327 48304
75926 75926 75926 75926 75926 75926 75926 75926 75926 75926 75926 75926 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507 10123507
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OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC
AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report
Burzik, Ms Cathy Burzik, Ms Cathy Burzik, Ms Cathy Busenlehner_CA, Brian Busenlehner_CA, Brian Busenlehner_CA, Brian Busenlehner_CA, Brian Caruso Kirby Colleran, Lisa Deluca, Paul DelVacchio, Michael DelVacchio, Michael DelVacchio, Michael Di Fonzo, Christopher Dimaria, Kathryn Dimaria, Kathy Doda, Jennifer Ethier, Robert Fifield, Christopher Fifield, Christopher Fillier, Greg Fischer, Darran Genau, Mr Mike Genau, Mr Mike Genau, Mr Mike Gudelj, Mario Haggis, Amanda Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod
61212 61911 62112 62112 61911 23671 62621 64212 15711 62621 23601 15712 24650 37327 15711 15711 62112 37321 37318 37319 37326 24650 15712 23601 24650 37315 23671 25721 36116 37312 37313 37314 37315
10123507 10123507 10123507 75926 75926 75926 75926 50618 506175 5062 101235 101235 101235 1012 2531 2531 5062 1012 1012 1012 1012 5062 506175 506175 506175 1012 5062 50618 50618 50618 50618 50618 50618
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OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC
AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report
Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hajos, Rod Hansford, Dave Hess, Stuart Craig Higgins, Carol Jenkins, James Jenkins, James Jenkins, James Jenkins, James Jessop, Peter Michael Jessop, Peter Michael Jessop, Peter Michael Jessop, Peter Michael Jessop, Peter Michael Kay, Stephen Kay, Stephen Kelly, Malcolm Kingsberry, Patrick Landon_CA, Marty Landon_CA, Marty Landon_CA, Marty Landon_CA, Marty Landon_CA, Marty Landon_CA, Marty Latford, Chris Lillback, David
37316 37318 37319 37321 37322 37323 37324 37325 37326 37327 48304 37324 15711 15712 62621 62112 61911 23671 23633 23601 15713 24650 15711 37327 48304 15712 37312 23671 61212 61911 62112 62621 64212 23633 65311
50618 50618 50618 50618 50618 50618 50618 50618 50618 50618 50618 1012 2531 2531 50618 50618 50618 50618 50618 50618 50618 50618 50618 5062 5062 5062 1012 10123507 10123507 10123507 10123507 10123507 10123507 5062 253088
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OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC
AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report
Lucas, Christopher Lynch, Chris Mackay, Jason Mackay, Jason Mackay, Jason Melnik, Robert Melnik, Robert Montague, Sandra Montague, Sandra Montague, Sandra Montague, Sandra Mulligan, David Ouellette, Alexandre Pare, Jean Pare, Jean Pare, Jean Petit, Manon Ratchford, Jason Sandhu, Amrit Schneider, Shaune Schneider, Shaune Schneider, Shaune Schneider, Shaune Schneider, Shaune Schneider, Shaune Schneider, Shaune Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen
15711 61212 25721 37322 37323 25721 37313 23671 61911 62112 62621 64212 37314 15712 15713 23601 15712 37316 65311 25721 37321 37322 37324 37325 37326 37327 37314 48304 37327 37326 37325 37324 37323 37322 37321 37319 37318 37316
5062 75926 1012 1012 1012 1012 1012 50618 50618 50618 50618 101235 1012 5062 5062 5062 2531 1012 50618 5062 5062 5062 5062 5062 5062 5062 506175 506175 506175 506175 506175 506175 506175 506175 506175 506175 506175 506175
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OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC OU_KCI_MEDICAL_CA_INC
AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report AP Expense Report
Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Seidel, Mr Stephen Smith, Doug Stritzky, David Stritzky, David Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Swenor, Victor Trevino, Noel Vannorman, Steven Williams, KAREN LYNN Williams, KAREN LYNN Wong Joe Xuereb, Susan Xuereb, Susan
15711 15713 23601 23633 24650 25721 36116 37312 37313 37315 15712 37327 25721 25721 37318 37315 37314 37319 36116 37312 37313 37316 61212 37325 15713 15712 64212 23601 15711
506175 506175 506175 506175 506175 506175 506175 506175 506175 506175 2531 5062 5062 5062 5062 5062 5062 5062 5062 5062 5062 5062 50618 1012 2531 2531 75926 5062 5062
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OIE: Enable Expense Allocations

KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Accounting > Define
Click Define link for KCI_GBL_ACCOUNTING_STRUCTURE and set the values as below
Segment ENTITY BUSINESS UNIT DEPARTMENT ACCOUNT SUB -ACCOUNT PRODUCT MARKET INTERCOMPANY SPARE Status Enabled Enabled Enabled Read-only Enabled Enabled Enabled Enabled Enabled
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OIE: Setup Context

KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Context
Choose the OU_KCI_MEDICAL_CA_INC operating unit and add it to the list of selected Operating Units as shown below
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OIE: Define iExpense Policy Schedules

Define Meals Schedule KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Policy > Schedules
Create Meals Schedule as per below screen shots
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Define Mileage Rate Schedule Internet Expenses Setup and Administration: Internet Expenses Setup > Policy > Schedules > Mileage
Click Create New Sched ul e . Populate required fields as follows:
Field Name
Value
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Schedule Name Description
Sales Mileage Schedule Mileage rate for sales employees Kilometers System Date Single Reimbursement Currency
Distance Unit of Measure Start Date Currency Rules
Leave all Optional Rules blank. Click Next . Currency = CAD. No rate Conversion. In the Update Mileage Rate Schedule: Periods and Rates, click Detai l s . Enter Mileage Rate = 0.25 Click Appl y. Click Activate .
Repeat the same process for Non Sal es Mil eage Sched ul e and ente r the Mil eage rate as 0.50
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Complete Mileage Expense Type Definition in Payables KCI_CAM_AP_CONFIGURATION> Setup > Invoice > Expense Report Templates
Find the expenses template Find the mileage expense type. Assign the Mileage Schedule.
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OIE: Define iExpense Policy

KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Policy > Expense Fields Expense Category
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Define Group Meal Attendee Rule KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Policy > Expense Fields Expense Type Click Create New Rule
KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Policy > Exchange rate

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OIE: Define Expense Report Tolerance options

KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > General > Options
Set up zero date tolerance as shown below so as user can not submit future dated expense reports
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System Administration Integration

1. All people to receive workflow notification must be valid Oracle users with an email address 2. Run the Synchronize Local WF Tables process every time you make changes to user setup.
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Personalize Expense Report Submission Instructi ons

As System Administrator: Set Personalize Self-Service Defn to Yes. Log out of the system. Navigate to Expenses Home page (e.g. XYZ Time and Expense Entry 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 Company 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, and 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:
o o
ID = KCI_SUBMISSION_INSTRUCTIONS Text: Copy paste below KCI Companys Submission Instructions Here.
 <ol><li>Scan and attach all supporting documentation in a clear and organized way before submitting your expense report.&nbsp Sign-in sheets are always required for all educational events.</li><li>Do not mail your original receipts to A/P . Audits will be performed using the scanned version of your receipts.</li><li>All International Travel (Outside North America) receipts must be mailed in to A/P for tax purposes. Original detailed receipts are required for all International Travel.</li><li>Detailed receipts (not charge slips) are required for all corporate credit card charges. </li><li>Print this confirmation page and retain all original copies of your receipts at your desk or home office for at least one year for your records.</li></ol> Next Steps: <ol><li>Your immediate supervisor will receive a notification requesting approval for this expense report and it will continue to flow for approval based on the expense report amount. <li>Upon approval a notification will be sent to you and to the A/P group.&nbspThis expense report will be paid after it is fully approved and A/P has audited the receipts (usually within 5-10 business days from the date of manager approval). </li><li>If you are a corporate cardholder, it is YOUR responsibility to ensure payment has been made on your account.&nbspVerify your account balance regularly and submit accurate expense reports within 10 days from the date of the transaction.&nbspLate fees assessed by the corporate credit card company are solely the responsibility of the employee cardholder.&nbspPlease notify the iExpense Support Team should you have any questions or concerns.</li></ol> o
Click Apply
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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.
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Setup American Express Credit Card Issuer as Vendor

Create vendor Header and accept all defaults
Create vendor Site

Payment Details is set as Electronic
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Invoice Match Option is set to Null
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Update Bank Account details

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Define mapping rule for source lookup transaction codes
Navigation KCI_CAM_INTERNET_EXPENSES_SETUP_&_ADMINISTRATION > Internet Expenses Setup > Credit Cards > Card Programs > Create Mapping Rules
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Pick transaction codes from Source Lookup Code LOV one by one and map it to Card Expense Type and click Add. In the end all source look up transaction codes are mapped to Card Expense Types
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Setup Credit Card Program

Navigation KCI_CAM_AP_CONFIGURATION > Setup > Credit Cards > Card Programs
Expense Clearing Account - 2120.990.99000.20309.00000.0000.000.0000.00000
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Setup Credit Card Program Data File Transfer Parameters

KCI_CAM_INTERNET_EXPENSES_SETUP_ADMINISTRATION: Internet Expenses Setup > Credit Cards > Card Program > Data File Transfers Click on Define Transfer parameters and Set up the below parameters User Name Password Remote File Name Secure Directory Server KCIDATA amex123 GIS.KCICAN1025 /PROD/applcsf/projects/amex fsgateway.aexp.com
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Setup Credit Card Masking Setting

Navigation KCI_CAM_AP_CONFIGURATION: Setups > Payments > Payment Administrator Payment Setup > Shared Setup > System Security Options Click on Go To task and set the setting as Display Last 4 digits
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Other Configuration Considerations

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 to run daily to update the Workflow resource information
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Open and Closed Issues
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BR100 KCI Canada Iexpense Ver1.0

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APPLICATION SETUP DOCUMENT

Author: Creation Date: Last Updated: Version: Release:

Jay Bedi Nov 1, 2011 Nov 5, 2011 1.0 12.0.6

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Date Nov 1, 2011

Author Jay Bedi

Change Referen ce Initial Draft

Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Profile Option Name

Application Setup Document Oracle Internet Expenses

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Profile Option Name

Application Setup Document Oracle Internet Expenses

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SA: Define New iExpense Responsibilities

Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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AD: Compile the Expense Types Descriptive flexfield

Application Setup Document Oracle Internet Expenses

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AP: Define Lookup Codes

Code Lookup Code Meaning

Lookup Code Description

Update existing look up CARD_EXPENSE_TYPE as below

Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Application Setup Document Oracle Internet Expenses

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Data Capture Rule

Application Setup Document Oracle Internet Expenses

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On Similar pattern define NON-SALES EXPENSE REPORT template as below

Value NON-SALES EXPENSE REPORT

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Oracle Field Description Enable for Internet Expenses

Value NON-SALES EXPENSE REPORT Yes

Data Capture Rule

Non-Sales Mileage Schedule

Application Setup Document Oracle Internet Expenses

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Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous Miscellaneous

...66473..... ...66475..... ...64641..... ...64661..... ...64815..... ...62643.....

Application Setup Document Oracle Internet Expenses

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