A White Paper On

IEXPENSE
IN

FEATURES

R12

Author:

Soumya P Parhi

Creation Date:

June 19, 2012

Last Updated:

July 5, 2012

Version:

DRAFT 1A

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Document Control
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CONTENTS
DOCUMENT CONTROL.............................................................................................................................2
Change Record.................................................................................................................................................2
Reviewers......................................................................................................................................................... 2
Distribution....................................................................................................................................................... 2

EXECUTIVE SUMMARY............................................................................................................................5
INTRODUCTION..........................................................................................................................................5
OVERVIEW....................................................................................................................................................5
FEATURES.....................................................................................................................................................5
EXPENSE ALLOCATIONS...............................................................................................................................5
Flexible Setup.........................................................................................................................................5
Expenses Splitting...................................................................................................................................5
GL Accounting Validations during Entry...............................................................................................6
Customized Accounting Generation.......................................................................................................6
My Allocations........................................................................................................................................6
GLOBAL PER DIEM AND MILEAGE...............................................................................................................6
U.S. GSA Per Diem Uploads..................................................................................................................6
Enhanced Per Diem and Mileage Calculations.....................................................................................7
CASH ADVANCES MANAGEMENT.................................................................................................................7
Self-Service Advance Applications.........................................................................................................7
Payables Advances Management...........................................................................................................7
Payments Search.....................................................................................................................................7
BAR CODING................................................................................................................................................7
MANAGER APPROVALS.................................................................................................................................8
Enhanced Cost Center and Projects Approvals......................................................................................8
Parallel Approvals..................................................................................................................................8
FYI Notifications....................................................................................................................................8
AUDIT MANAGEMENT..................................................................................................................................8
Enhanced User Interface........................................................................................................................8
Auditor Itemizations...............................................................................................................................9
Expense Allocations in Audit..................................................................................................................9
AUDIT AUTOMATION....................................................................................................................................9
Payment Holds........................................................................................................................................9
Enhanced Audit Rules.............................................................................................................................9
RECEIPTS MANAGEMENT.............................................................................................................................9
Enhanced Receipts Required..................................................................................................................9
Receipts Tracking...................................................................................................................................9
Receipts Missing...................................................................................................................................10
ENTERTAINMENT AND FRINGE BENEFITS POLICY COMPLIANCE................................................................10
CREDIT CARDS...........................................................................................................................................10
Automatic Level 3 Itemizations............................................................................................................10
Automated Transaction File Transfers.................................................................................................10
Visa Integration....................................................................................................................................10
Historical Transactions Management...................................................................................................11
EXPENSE REPORT-LEVEL DESCRIPTIVE FLEXFIELDS.................................................................................11
ATTACHMENTS...........................................................................................................................................11
EXPENSE ANALYSIS AND REPORTING.........................................................................................................11
Proxy Assignment..................................................................................................................................11
Cross-Organizations Support................................................................................................................11

AD HOC REPORTING..................................................................................................................................12
TERMS AND AGREEMENTS.........................................................................................................................12
REGION-BASED CONFIRMATION PAGE MESSAGES....................................................................................12
HELP DESK SUPPORT.................................................................................................................................12
CONTACT US..............................................................................................................................................12
EXPENSE REPORT EXPORT.........................................................................................................................12
OFFLINE EXPENSE REPORT........................................................................................................................13
CONCLUSION.............................................................................................................................................13
SUMMARY...................................................................................................................................................14
NOTES...........................................................................................................................................................15
APPENDIX...................................................................................................................................................16
REFERENCE................................................................................................................................................16

Executive Summary
One will find a clear picture of recent changes those have been incorporated in Internet
Expense (iExpense) module in release 12 version of oracle application.

Introduction
With Oracle Internet Expenses,
- Employees can enter and submit expense reports using a standard Web browser or a
Web-enabled mobile device.
- Oracle Workflow automatically routes expense reports for approval and enforces
reimbursement policies.
- Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of
expense reports for payment.

Overview
Oracle Internet Expenses, a T&E expense management solution, is designed to ensure
self service users comply with Organizations expense reimbursement policies, while at
the same time quickly and accurately entering their expenses.

Features
Expense Allocations
This feature empowers end users to perform General Ledger (GL) accounting and/or
Oracle Projects expense allocations, including splitting expenses. This feature ensures
expenses are properly charged since users know best how their expenses should be
allocated.

Flexible Setup
One is able to define whether end users can update one, many, or all GL accounting
segments. One is able to define different segment update rules for each chart of accounts,
and at the set of books level. This ensures proper data security since users only have
access to information that is relevant to their responsibilities.
Note: This feature was first released with Oracle Internet Expenses Minipack J
(11i.OIE.J) and enhanced in Mini-pack K (11i.OIE.K).

Expenses Splitting
Based on system setup, end users are able to split expenses across multiple accounting
segment values, for example across multiple cost centers. Oracle Projects users are able
to split expenses across multiple projects or tasks. This is important since users often
perform work for many different entities.

Note: This feature was first released with Oracle Internet Expenses Minipack K
(11i.OIE.K).
Users have the flexibility to split one, many, or all expenses at the same time using equal
percentages, or user-defined percentages. Users can also split individual expenses by
amount.
Note: This feature was first released with Oracle Internet Expenses Minipack K
(11i.OIE.K).

GL Accounting Validations during Entry

Based on setup, Internet Expenses ensures the accounting code combinations are valid
before expense reports are submitted for approval. This helps to streamline the
reimbursement process since end users have first-hand knowledge about where expenses
should be charged. If one chooses to validate the workflow (existing behavior), back-end
personnel will be able to correct invalid code combinations via a notification.
Note: This feature was first released with Oracle Internet Expenses Minipack J
(11i.OIE.J).

Customized Accounting Generation

Using new accounting client extensions, one can create custom rules to build and validate
accounting code combinations. This is important if one has special accounting hierarchy
rules that are not met with the out-of-the-box defaulting and validation rules.
Note: This feature was first released with Oracle Internet Expenses Minipack
J/JRUP2 (11i.OIE.J).

My Allocations
Users can predefine expense allocation sets to facilitate rapid expenses entry. During
entry, end users are able to apply their allocation sets, adjust the results, and create new
allocation sets.
Note: This feature was first released with Oracle Internet Expenses Minipack K
(11i.OIE.K).

Global Per Diem and Mileage

This feature provides enhancements to the existing solution, including the ability to
automatically upload U.S. GSA Per Diem rates. This helps one to comply with various
statutory rules that dictate how users should be reimbursed.

U.S. GSA Per Diem Uploads

Expense process owners can automatically upload CONUS and OCONUS Per Diem rates
provided by the U.S. government. The solution provides full support for seasonal rates.

The uploaded rates are available both for reimbursing employees, as well as for
establishing policy compliance limits for meals and accommodation expenses.

Enhanced Per Diem and Mileage Calculations

The enhanced global per diem solution provides additional support for complex
calculations to meet statutory regulations, especially in the Nordic countries. Various
enhancements have been made to the mileage reimbursements solution. In particular, one
now has the ability to upload accumulated mileage for employees, if one happens to
implement Internet Expenses in the middle of a fiscal year.
Note: This feature was first released with Oracle Internet Expenses Mini-pack K
(11i.OIE.K).

Cash Advances Management

End users can apply advances during expenses entry. In addition, users are able to search
on payments information. These enhancements help one to provide improved cash
advances management.

Self-Service Advance Applications

End users are able to apply their cash advances during expenses entry. If a user does not
apply an available advance, they are asked to enter a reason why they did not apply the
advance. In real-time, users are presented with information on the outstanding balance of
their advance. This is particularly useful when end users must reimburse their employer
for an outstanding balance on an advance.
This feature helps to streamline the expense reimbursement process since users know best
to which expenses their advances apply.

Payables Advances Management

The HTML-based audit management module has the ability for Payables personnel to
review or apply advances, and to adjust advances applied by end users. (In prior releases
this was only available in the Payables Expense Reports form.) In addition, one is able to
define audit selection rules to ensure expense reports are selected for audit if users do not
apply available advances to an expense report.

Payments Search
Users are able to search on both advances and reimbursements. This capability is
available to end users, Payables personnel, help desk personnel, and users of the expense
analysis and reporting module. This is particularly important to management so they can
keep track of outstanding advances.
Note: This feature was first released with Oracle Internet Expenses Mini-pack K
(11i.OIE.K).

Bar Coding
Based on setup, a bar code is generated and printed on the expense report confirmation
page. When Payables personnel receive the receipts package, they can quickly scan the
bar code to check in the receipts package. This dramatically improves the productivity
of ones Payables personnel.
Note: This feature was first released with Oracle Internet Expenses Mini-pack K
(11i.OIE.K).

Manager Approvals
The integration with Oracle Approvals Management (AME) has been further enhanced to
support the expense allocations feature.

Enhanced Cost Center and Projects Approvals

One is able to route expense approvals based on the aggregated amounts charged to cost
centers or projects. The approval notification shows both the total amount to be approved,
and how much of each expense was charged to the area of approval authority. This feature
ensures that proper approval authority is enforced when an expense report is allocated to many
different cost centers, projects, or awards.

Parallel Approvals
One can route approvals in parallel when expense reports are charged to multiple cost
centers, multiple projects, or multiple awards. This streamlines the approvals process and
ensures the users are reimbursed as quickly as possible.

FYI Notifications
One can define rules in AME to send FYI notifications to managers and others who
should be informed of expenses charged to their area of authority, but who do not need to
approve the expense report.
Note: This feature was first released with Oracle Internet Expenses Mini-pack K
(11i.OIE.K).

Audit Management
The following enhancements have been made to the HTML-based audit management
module.

Enhanced User Interface

The Audit Expense Reports page has been redesigned with separate expense views
relevant to the activities auditors perform. These activities include verifying expenses,
processing policy non-compliance issues, and reviewing other expenses data. This
improves the overall auditor experience and will facilitate better decision-making.

When receipts are itemized, the relationship between the receipt and the itemized lines is
shown. This increases auditor productivity since they are able to quickly verify that
required receipts are received.

Auditor Itemizations
Payables personnel are able to itemize receipts using the same user interface that is used
by end users. This helps streamline the reimbursement process and ensure that expenses
are properly accounted for.

Expense Allocations in Audit

Auditors have visibility to all allocations information, including when expenses are split.
They are also able to update the accounting for split expenses. This allows auditors to
ensure that accounting is correct for all expenses.
Note: This feature was first released with Oracle Internet Expenses Mini-pack K
(11i.OIE.K).

Audit Automation
The already robust audit automation functionality is further enhanced as discussed below.

Payment Holds
One is able to automatically place expense report payments on hold when users have not
submitted required receipts. This feature helps to ensure compliance with ones expense
reimbursement policies.

Enhanced Audit Rules

New audit selection rules are available, including the ability to select for audit all expense
reports over a certain amount. This feature improves expense report compliance with
ones internal controls.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Receipts Management
These new features help to streamline the receipts management process.

Enhanced Receipts Required

Users dont need to submit physical receipts when they charge business expenses to their
employer credit cards. Auditor efficiency is improved when physical receipts are not
required. Similarly, end users will spend less time processing their expense reports.

Receipts Tracking
Expense reports have a receipts status to indicate whether receipts are, for example,
required or overdue. One is able to send notifications to users when receipts are overdue,
and when receipts are received. The receipts status and notifications improves the
tracking and management of receipts that are required for proper verification of business
expenses.

Receipts Missing
It is possible to send notifications when users do not have original receipts and a missing
receipts declaration is required. One is able to use Oracle Approvals Management to route
expense reports for approval when end users cannot provide original receipts or other
evidence of the business expense.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Entertainment and Fringe Benefits Policy Compliance

End users are able to enter employee and non-employee information for expenses related
to entertainment and fringe benefits. One can capture additional information for attendees
and recipients such as the business sector of nonemployees. This improves reporting for
policy and statutory compliance.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Credit Cards
These new features help streamline administration of credit card programs, and
streamline expenses entry

Automatic Level 3 Itemizations

One is able to upload and validate detail transaction data for MasterCard CDF3 and Visa
VCF4 formats, when merchants provide this data. Oracle Internet Expenses uses the
detail transaction data to automatically itemize credit card transactions. This reduces the
time users spend completing expense reports, and ensures transactions are accounted for
properly.
Note: This feature was first released with Oracle Internet Expenses Minipack J
(11i.OIE.J).

Automated Transaction File Transfers

One is able to automatically download credit card transaction data files from ones card
provider's server. This feature provides a synchronized and efficient way to retrieve ones
credit card transactions. In this release this feature is available for American Express card
programs only.

Note: This feature was first released with Oracle Internet Expenses Minipack J
(11i.OIE.J).

Visa Integration
A new credit card transactions load and validate program provides complete support for
uploading and validating Visa transaction files in Visa VCF3 and VCF4 formats.
Note: This feature was first released with Oracle Internet Expenses Minipack J
(11i.OIE.J).

Historical Transactions Management

One is able to categorize unused transactions as historical and thus prevent further
processing of these transactions. One can also send notifications to inform end users to
start submitting subsequent transactions on expense reports. This feature helps to ensure
that the cutover to using the Internet Expenses credit cards solution is smooth, and that
end users understand the new procedures.
Note: This feature was first released with Oracle Internet Expenses Minipack J RUP1
(11i.OIE.JRUP1).

Expense Report-Level Descriptive Flexfields

Users have the ability to enable descriptive flexfields that apply to the entire expense
report. This allows one to capture important policy information such as the start and end
dates of a business trip, travel authorization numbers, and so on.
Note: This feature was first released in Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Attachments
End users and auditors are able to attach documents such as imaged receipts to the entire
expense report, or to individual expenses. Managers and auditors can access and review
the attachments, which facilitates more efficient approvals.
Note: This feature was first released in Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Expense Analysis and Reporting

The following enhancements have been made to the expense analysis and reporting tool.

Proxy Assignment
Managers with the expense analysis and reporting responsibility are able to assign the
rights to view their HR reporting hierarchy to other users, such as financial analysts and
administrative personnel.

Cross-Organizations Support
Managers and other users are able to perform expense analysis and reporting across
organizations from a single view. This is particularly important for managers whose
management hierarchy spans multiple business units or legal entities.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Ad Hoc Reporting
Using Oracle Discoverer, one can develop ad hoc reports based on seeded expense
reporting business areas. The business areas are targeted for use by operations teams with
visibility across the entire company. This helps one to provide decision makers with
information in a format that is meaningful to them.

Terms and Agreements

One is able to require end users to acknowledge that they have reviewed and agreed to
the terms of ones travel, entertainment, and reimbursement policies prior to submitting
expense reports.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Region-Based Confirmation Page Messages

One is able to configure the expense submission and processing instructions according to
local and regional requirements. One uses region-based messages, for example, to
provide different receipt submittal policies and related processes to meet shared-service
or other organizational needs.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J
(11i.OIE.J).

Help Desk Support

A new responsibility has been provided so help desk personnel can quickly search for
expense reports. Help desk personnel can also view the confirmation page so that both
they and end users see the same information. This ensures ones help desk personnel can
quickly resolve questions raised by end users.
Note: This feature was first released with Oracle Internet Expenses Mini-pack J RUP2
(11i.OIE.J/JRUP2).

Contact Us
This feature helps one to quickly enable end users to contact ones help desk personnel.
One has options to initiate an Oracle iSupport create service request process, open a
formatted page with contact and problem description fields, open a URL, or open an
email composer window.

Expense Report Export

Payables personnel can run the Expense Report Export concurrent program from the
Internet Expenses Auditor and the Internet Expenses Audit Manager responsibilities. A
new user interface allows payables personnel to review the export results online and
analyze them quickly. Four categories of results list the expense reports for which
invoices were created, the expense reports that had prepayments applied, the expense
reports placed on hold, and the expense reports that were rejected. Existing expense
import has been renamed to expense report export to reflect the change in the process.

Offline Expense Report

One can use this feature of iExpense to create her/is expense report while s/he cant
access the instance to submit the expense report. This can be achieved by filling the
Expense Template that has been defined by the company and then upload the template to
iExpense when they have access to the instance.
This feature can be leveraged to fill the expense report by the shared service team on
behalf of the employee.

Conclusion
In conclusion,
1. In R12, iExpense has evolved to capture expenses made by the employee
pertaining to the organizational mandate.
2. One can capture both cash and credit card expenses using iExpense application.
3. iExpense provides a better control over expenses by the employees, by validating
the expense lines against Organizational Policy.
4. This provides better and enhanced audit feature, for organizational transparency
and statutory requirement.
5. Improved integration with AME provides better and more efficient approval
process.
6. Reporting, policy guidelines, terms and conditions, proxy are few more promising
features of Internet Expense, in release 12.

Summary
One can find the enhanced features of Internet Expense in release 12 of Oracle
Application as listed below.
SL No #
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16

Features in R12 Internet Expense

Expense Allocations
Global Per Diem and Mileage
Cash Advances Management
Bar Coding
Manager Approvals
Audit Management
Audit Automation
Receipts Management
Entertainment and Fringe Benefits Policy
Compliance
Credit Cards
Expense Report-Level Descriptive Flexfields
Attachments
Expense Analysis and Reporting
Ad Hoc Reporting
Terms and Agreements
Region-Based Confirmation Page Messages

17
18
19
20

Help Desk Support

Contact Us
Expense Report Export
Offline Expense Report

Notes

This page is intentionally left blank.

Appendix
1.
2.
3.
4.

iExpense: Internet Expense

CONUS: Continental United States
OCONUS: Outside Contiguous United States
GSA: General Services Administration

Reference
1. Metalink Id: 601320.1 - Oracle Internet Expenses Product Release Notes -

Release 12.0.6
2. Metalink Id: 404152.1 - E-Business Suite Release 12: Release Content

Documents
3. Metalink Id: 396123.1 - Oracle Internet Expenses Documentation Resources,

Release 12
4. Metalink Id: 369993.1: Useful Articles for R12 General Ledger Support

Engineers
5. Oracle Internet Expenses Implementation and Administration Guide