When you enter expense reports using the Expense Reports window in Payables, or when employees enter expense reports in Oracle Internet Expenses, Internet Expenses automatically saves the expense information in the Expense Report transaction tables. When you submit Expense Report Export, Internet Expenses exports expense report data, and Payables creates invoices from the expense reports. Payables processes all expense reports entered since the last time you submitted Expense Report Export.
Expense Report Export places expense reports on hold:
Manually placed on hold by the auditor in the Payables Expense Reports window or the Internet Expenses Audit Expense Reports page.
Automatically, according to the rules in the active Hold rule set. See: Setting Up Hold Rules, Oracle Internet Expenses Implementation and Administration Guide for more information.
Expense reports placed on hold are not exported into Payables as an invoice.
If you enable the Automatically Create Employee As Supplier Payables option, Payables automatically creates suppliers and supplier sites for employees who are not already suppliers. If you do not enable this option, you must manually enter the employee as a supplier before submitting Expense Report Export.
Enter expense reports in Payables or Internet Expenses.
If the Create Employee As Supplier Payables option is not enabled, manually enter the employee as a supplier in the Suppliers window. See: Entering Supplier Information.
To submit Expense Report Export for expense reports entered in Payables or Oracle Internet Expenses:
Using the Internet Expenses Auditor responsibility, select the Expenses Export tab to submit Expense Report Export.
Enter the parameters. For more information, see: Expense Report Export Parameters.
If you use batch control, enter a Batch Name.
Select Payables Expense Reports for the Source to create invoices from expense reports entered in Payables.
Select Oracle Internet Expenses for the Source to create invoices from expense reports entered in Internet Expenses and to create credit card provider invoices from imported credit card transactions, if your company uses the Both Pay scenario.
Optionally enter or modify the GL Date to override all expense report GL Dates.
Choose Submit to submit Expense Report Export for all Payables and Internet Expenses expense reports that have not yet been exported. Payables creates invoices with the following attributes:
Type is Expense Report.
Invoice Number is from the expense report Invoice Number.
Invoice lines and distributions are based on the expense items.
Scheduled payments are based on payment terms defined for the supplier site.
Payment Method defaults from the supplier site.
View the status of your program submission on the Export Requests page.
View program results on the Export Results page.
Use this page to review detailed information about rejections and holds, as well as information about the expense reports that were exported and created as invoices in Payables during Expense Report Export.
Use this page to review the advances (prepayments) applied to expense reports exported into Payables. Payables displays a listing of all prepayments that were applied during Expense Report Export.
Suggestion: If you submit Expense Report Export from the Submit Requests window, then you can review the export results directly from the Oracle Payables navigator by adding the Expenses: Export Results function, OIE_EXPORT_RESULTS_FN, to your Payables menu.
When the program is complete, you can query the new invoices in the Invoice workbench. The new invoices are ready for the normal process of validation and payment.