This section describes selected parameters for Expense Report Export.
Batch Name. Payables groups the invoices created from the expense reports you export from Oracle Internet Expenses and creates an invoice batch with the batch name you enter. You can enter a batch name only if the AP: Use Invoice Batch Controls profile option is enabled. Payables verifies that the batch name you enter is unique.
Suggestion: A systematic naming convention for batches helps you to file your physical documents and quickly retrieve them later.
Source. Enter the name of the source of the expense reports. Payables automatically creates invoices from the source you enter.
Payables Expense Reports. Expense reports entered in Oracle Payables.
Oracle Internet Expenses. (the default) Expense reports entered in Oracle Internet Expenses. Also used to export credit card provider invoices for the Both Pay process.
Transfer Descriptive Flexfield. Enter Yes if you want to export Descriptive Flexfield details for the source you select. If you enter Yes, Payables transfers any Descriptive Flexfield information you have defined for the expense report you are exporting, and creates invoices and invoice distributions with the same Descriptive Flexfield details.
Attention: If you choose to transfer Descriptive Flexfield details for expense reports or invoices, you should enable the corresponding invoice and invoice distribution Descriptive Flexfield segments. If you do not enable the segments, you will not be able to view your Descriptive Flexfield details in the Invoice workbench.
You should also ensure that the value sets you define for your invoice and invoice distribution Descriptive Flexfield segments match the value sets for your expense report header and lines Descriptive Flexfield segments. If they do not match, when you navigate to the Descriptive Flexfield fields in the Invoice Workbench, Payables will prompt you to enter valid values.
GL Date. The date you enter must be in an Open or Future period or Payables will not create invoices from the expense reports.
If you leave the GL Date parameter blank, then Payables uses the GL Date Payables option defined in the Payables Options window to determine the default GL date for invoice distribution lines. If the GL Date Payables option is Invoice or Invoice Received Date, Payables enters the Period Ending Date of the expense report as the default GL Date for all exported expense reports. If the GL Date Basis Payables option is System or one of the Goods Received Date options, Payables enters the system date as the default GL Date for all exported expense reports. If you enter a GL date when submitting Expense Report Export, Payables enters that date on the invoice distribution lines created by the Expense Report Export process.
Attention: If you are using encumbrance accounting, you must enter a GL Date in a period that is within the latest open encumbrance year. (See also: Budgetary Control In Payables).
Group. To limit the export to expense reports with a particular Group ID, enter the Group ID. The Group must exactly match the GROUP_ID in the Payables Open Interface tables. You can export data in concurrent processes for the same source by specifying a unique Group for each request. This reduces the processing time of your export. Payables Open Interface Import imports data with the source and group combination you specify.
Debug Switch. Select Yes to have Expense Report Export provide you with more detailed troubleshooting information.
Organization Name. To limit the export to expense reports for a particular organization, enter the organization.
Send Notifications To. Select a person to receive notifications in case of rejections.