You can enter employee expense reports in the Expense Reports window. Use this window to view expense reports you have entered in Payables, or view expense reports you have transferred from Projects. In addition, you can apply advances (prepayments) to expense reports in this window.
You submit the Expense Report Export program to convert the expense reports into invoices that you can pay.
Operating Unit. The operating unit of the employee.
Name/Number. Name and number of the employee. This employee will become the supplier on the invoice Expense Report Export creates. Before submitting Expense Report Export for expense reports, you should either enable the Create Employee As Supplier Payables option, or enter the employee as a supplier in the Suppliers window.
GL Account. GL Account for the employee. This value defaults from the Enter Person window. You cannot enter an account you have defined as a summary account.
Payables overlays the employee's GL Account with the segment values defined for an Item's GL Account.
For example, an employee's default GL Account is 01-450-5800. The expense report template you use has two expense item lines:
Meals: XX-XXX-5900 (Meals Expense)
Airfare: XX-XXX-5920 (Airfare Expense)
During Expense Report Export for the expense report, Payables creates invoice distributions for the expense items in the following manner:
Meals: 01-450-5900 (Meals Expense)
Airfare: 01-450-5920 (Airfare Expense)
Send To. Location to which the payment will be sent. Defaults from the Enter Person window.
Date. Period ending date for the expense report. Payables uses this date as the invoice date and the accounting date for the invoice created from the expense report. When you submit Expense Report Export you have the option to override this date.
If the date you enter is in a future closed accounting period, Payables will not import the expense report and will list it on the Rejections tab of the Export Results page. If the date you enter is a date in a closed accounting period in the past, then when Payables imports the expense report, it uses the first day of the current accounting period as the GL Date.
Invoice Num. Number Payables uses as the invoice number when it creates the invoice. The number must be unique for the employee. If you do not enter a value, the invoice number will be the Date you enter.
Amount. Total amount of the expense report. Once the Workflow process has completed for an expense report, this field becomes read-only.
Inv Description. Description of the expense report. This will become the invoice description and it will appear on reports.
Currency. Currency that will be the invoice currency and the currency in which the invoice will be paid.
Lines Total. Payables displays the cumulative sum of the expense report Item line amounts. You cannot save the expense report unless the Lines Total equals the Amount you enter for the expense report. Once the Workflow process has completed for an expense report, this field becomes read-only.
Hold. If you enter a user-defined hold name in this field, Payables automatically applies this hold to the invoice that Expense Report Export creates from the expense report. You cannot pay or account for the invoice until you release the hold by using the Invoice Holds window.
Withholding Tax Group. If you want to default a withholding tax group to each item you enter, enter a withholding tax group for the expense report. Alternatively, you can leave this field empty and enter a withholding tax group for individual items.
This region displays functional currency information.
Currency. Payables displays your functional currency.
Type. Type of exchange rate between the expense report currency and your functional currency (Spot, Corporate, User, or User-defined). If the expense report currency and your functional currency are different currencies and have a predefined fixed rate, Payables displays EMU Fixed as the Type.
Date. The date used to determine functional rate. You can override the Payables default of the system date.
Rate. If you selected the User rate type, enter the Rate. Otherwise, the Rate will default from the GL Daily Rates Table if you have defined a rate for the Type and Date you selected. If a rate is not defined in the GL Daily Rates Table, you can define it later and then submit the AutoRate program. If the Invoice Currency is different from your functional currency, and both currencies are associated fixed-rate currencies, Payables will enter the fixed rate.
Currency. The currency in which the expense report will be paid. The default is from the Send To supplier site, if a supplier site exists for the employee. Otherwise the default is the expense report currency, which is your functional currency. If the expense report invoice currency is a fixed-rate currency such as euro or another EMU currency, you can change the payment currency value to an associated fixed-rate currency.
Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays EMU Fixed. If the invoice and payment currencies are the same, you cannot enter a value in this field.
Date. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, enter the date the Payment Cross Rate is effective. Payables displays the value you entered for Date as the default. If the Date is null, Payables displays the first date of the first period. If the invoice and payment currencies are the same, you cannot enter a value in this field.
Rate. If you are making a payment in a different currency than the expense report, and both currencies are associated fixed-rate currencies, Payables displays the fixed cross rate. You cannot update this value in this window. If the invoice and payment currencies are the same, you cannot enter a value in this field.
Apply Advances. Enable this check box if you want to apply employee advances (prepayments) to an expense report. Payables performs the applications during Expense Report Export. After you enter the employee name in this window, Payables notifies you if there are prepayments available to apply. You can apply an advance only if it has a settlement date on or before today's date, is type Temporary, has been fully paid, is not fully applied, and has the same currency and supplier/employee as the expense report.
Payables automatically enables this check box if you enable the Apply Advances Payables option and there are available advances.
Attention: If you do not want to apply advances to an expense report you must disable the Apply Advances check box. If the check box is enabled, Payables will apply all available advances to the invoice even if the Number and Amount fields are empty.
Payables prevents you from enabling this check box if there are no outstanding advances to apply. Payables applies the advances you specify when you submit Expense Report Export for an expense report. See also: Applying Advances Against Expense Reports.
Number. Invoice number of a specific prepayment you want to apply. Leave this field blank to apply all available advances in chronological order, starting with the oldest prepayment first, up to the amount of the expense report.
Line. Distribution number of a specific Item distribution on the specified prepayment that you want to apply. Leave this field blank to apply all available prepayment Item distributions, starting with the lowest distribution number first, up to the amount of the expense report.
Amount. If you are applying prepayments, the maximum currency amount of the prepayments you want to apply to an expense report. If you leave this field and the Number field blank, Payables applies available prepayments up to the amount of the expense report. If you specify a prepayment number in the Number field, Payables enters the unapplied prepayment amount up to the amount of the expense report. You can decrease the amount Payables enters. Payables ensures that the prepayment amount does not exceed the expense report amount.
GL Date. Accounting date for the application of the advance. This will be the GL date on the new Prepayment type distribution on the expense report invoice.
Payables. Check this box if the Accounts Payable department has completed a review of an expense report entered in Internet Expenses, including a verification of receipts. Once the Workflow process has completed for an expense report, this check box becomes read-only.
Management. Oracle Workflow checks this check box after all appropriate managers have approved expense reports entered in Internet Expenses. Once the Workflow process has completed for an expense report, this check box becomes read-only.
Template. Expense report template you are using to enter the expense report. Expense report templates determine the expense report items you can select. You define expense report templates in the Expense Report Templates window. The list of values includes all active templates. If you use multiple-organization support, the list of values is limited to templates defined for your organization. If a default expense report template was selected in the Payables Options window, then that template is the default in this field if the template is still active.
The following two fields appear in each of the tabbed regions of the Expense Reports window.
Item. Name of an expense item. The items you can enter depend on the template you enter for the expense report. You define expense items for an expense report template in the Expense Report Templates window.
Note: You can associate tax codes with expense items in the Expense Report Templates window. If an expense item is associated with a tax code that is now inactive, then you cannot select the item in the Expense Reports window.
Amount. The amount of an expense item. If the sum of the expense item amounts does not equal the reimbursable amount you entered for the expense report, you cannot save the expense report. Once the Workflow process has completed for an expense report, this field becomes read-only.
GL Account. Payables displays the default expense account for the expense item you enter. When you define a default account for an expense item, you do not have to enter a value for every segment of the account because it gets combined with the employee's GL Account during invoice entry. You cannot enter an account that you have defined as a summary account.
Tax Code. The tax code for the current expense report item.
Withholding Tax Group. The withholding tax group for the current expense report item. The default for this field is the withholding tax group you entered for the expense report.
Name. Used to record VAT on expense reports. Name of merchant that issued the receipt with the VAT charge. For example, name of hotel that issued a bill that included a VAT charge. This value is not validated against suppliers defined in Payables.
Document Number. Used to record VAT on expense reports. Number of the receipt or invoice that included the VAT charge. For example, receipt number of hotel bill that included a VAT charge.
Tax Reg Number. Used to record VAT on expense reports. Tax registration number for the merchant that issued the VAT-inclusive receipt. This number is used for reporting and reclaiming VAT.
Taxpayer ID. Used to record VAT on expense reports. Taxpayer ID number of the merchant that issued the VAT-inclusive receipt. Also known as the NIF in Europe or the NIT in Latin America.
Receipt Date. Date a receipt was recorded, for example, the receipt date of a hotel bill. For receipts that contain taxable items, this date is used as the tax effective date. If you do not provide a value here, then Payables will use the invoice date as the tax effective date.
Country of Supply. Used to record VAT on expense reports. Two-letter ISO designation for the country of origin of the goods or services.
Reference. Used to record VAT on expense reports. This entry is not validated and can be used for any notes for internal use.
Receipt Currency. Displays the receipt currency for this expense item.
Receipt Amount. Displays the amount of the receipt in the receipt currency.
Exchange Rate. Displays the exchange rate used to convert the receipt amount to the reimbursement currency amount.
Justification. The justification for the expense item. Entered by an employee in Internet Expenses.
Receipt
Verified. Check this box if the employee has sent a receipt to Accounts Payable for this item. Once the Workflow process has completed for an expense report, this check box becomes read-only.
Required. This check box is enabled if you indicated in the Expense Report Templates window that a receipt is required for this expense item. Once the Workflow process has completed for an expense report, this check box becomes read-only.
Missing. This box is checked by the employee if the original receipt is not available for an expense item. After the employee submits the expense report with a receipt missing check box enabled, Oracle Workflow, in its standard configuration, will indicate to management in the approval notification whether an original receipt is missing for an expense item. Once the Workflow process has completed for an expense report, this check box becomes read-only.
Audit Exception Comment. If you adjust or shortpay the expense report item that the employee entered, enter an audit exception comment. Once the Workflow process has completed for an expense report, this field becomes read-only.
Policy Non-Compliance. Check this check box to perform a policy violation shortpay for an expense item for which the employee has not provided sufficient information. Once the Workflow process has completed for an expense report, this check box becomes read-only.