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Creating An Expense Report - SPD

The document provides step-by-step instructions for creating an expense report in Oracle iExpenses. It describes entering expense details like department, currency, purpose and clicking "Next" to add expense lines with date, amount, type and justification. It also details including additional details required for specific expense types, such as domestic flight class and locations. The process is to fully enter details for each line before adding subsequent lines and submitting the report for approval.

Uploaded by

Larry Sherrod
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOC, PDF, TXT or read online on Scribd
53 views59 pages

Creating An Expense Report - SPD

The document provides step-by-step instructions for creating an expense report in Oracle iExpenses. It describes entering expense details like department, currency, purpose and clicking "Next" to add expense lines with date, amount, type and justification. It also details including additional details required for specific expense types, such as domestic flight class and locations. The process is to fully enter details for each line before adding subsequent lines and submitting the report for approval.

Uploaded by

Larry Sherrod
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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System Process Document

Creating an Expense Report

Department
Responsibility/Role
File Name 27806496.doc
Revision
Document Generation Date 19/01/2010 09:59:00
Date Modified 1/19/2010 09:59:00 AM
Last Changed by
Status

Creating an Expense Report


Trigger:

Concept
If you have incurred reimbursable expenses, you must enter an expense report in order to be paid.
The user interface in Oracle iExpenses enables you to enter expense reports and then submit them
for approval.

In this topic, you will enter an expense report and submit it for approval.

Required Field(s) Comments

Output - Result(s) Comments

Additional Information

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System Process Document
Creating an Expense Report

Procedure

Step Action
1. Begin by navigating to the Create Expense Report page.

Click the vertical scrollbar.

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System Process Document
Creating an Expense Report

Step Action
2. Click the iExpenses link.

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System Process Document
Creating an Expense Report

Step Action
3. Use the Expense Home page to access the Create Expense Report page.

You can also view the transaction history for your expenses.

Step Action
4. Click the Create Expense Report button.

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System Process Document
Creating an Expense Report

Step Action
5. Enter the department name. This is a required field.

This field may also represent a specific cost center within your organization.

Click in the Department field.

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System Process Document
Creating an Expense Report

Step Action
6. Enter the desired information into the Department field. Enter "740".

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System Process Document
Creating an Expense Report

Step Action
7. Select a currency in which the expense report is to be paid.

Click the Reimbursement Currency list.

Step Action
8. Click the USD - US dollar list item.

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System Process Document
Creating an Expense Report

Step Action
9. Click the Expense Template list.

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System Process Document
Creating an Expense Report

Step Action
10. An expense template defines the list of expense types such as airfare, car rental, and
meals.

Click the Travel list item.

Step Action
11. Click in the Purpose field.

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System Process Document
Creating an Expense Report

Step Action
12. Enter the desired information into the Purpose field. Enter "New York Trip Jan
2008".

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System Process Document
Creating an Expense Report

Step Action
13. If your organization requires the approver name, enter the value in the Approver
field.

Step Action
14. Click the Next button.

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System Process Document
Creating an Expense Report

Step Action
15. The Create Expense Report: Credit Card Transactions page displays any
current outstanding expense transactions.

You can select the outstanding transactions to be added to your expense report.

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System Process Document
Creating an Expense Report

Step Action
16. Click the Next button.

Step Action
17. Select the date for the first expense line.

Click in the Date field.

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System Process Document
Creating an Expense Report

Step Action
18. Enter the desired information into the Date field. Enter "15-Jan-2008".

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System Process Document
Creating an Expense Report

Step Action
19. Add the amount of the receipt.

Click in the Receipt Amount field.

Step Action
20. Enter the desired information into the Receipt Amount field. Enter "750.00".

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System Process Document
Creating an Expense Report

Step Action
21. Examples of expense types are airfare, hotel charges, transportation, meals, car
rental, and so on.

Click the Expense Type list.

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System Process Document
Creating an Expense Report

Step Action
22. Click the Airfare list item.

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System Process Document
Creating an Expense Report

Step Action
23. Select a justification for this expense.

The expense template indicates if a justification is required for the expense type.

Click in the Justification field.

Step Action
24. Enter the desired information into the Justification field. Enter "Flight".

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System Process Document
Creating an Expense Report

Step Action
25. You must click the Details button to add specific details for the current expense
line if your organization requires additional information for specific expenses.

Note. You must enter the details for the current expense line before you can add
another expense line.

In this example using the Airfare expense type, you can add details such as the
type of travel (domestic or international), class of the flight (business, coach), and
the location to which you traveled.

Click the Details button.

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System Process Document
Creating an Expense Report

Step Action
26. In this example, you must enter values for the Type of Travel and Class of Ticket.

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System Process Document
Creating an Expense Report

Step Action
27. Click the Type of Travel list.

Step Action
28. Click the Domestic list item.

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System Process Document
Creating an Expense Report

Step Action
29. Click the Class of Ticket list.

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System Process Document
Creating an Expense Report

Step Action
30. Click the Coach list item.

Step Action
31. Click in the Location From field.

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System Process Document
Creating an Expense Report

Step Action
32. Enter the desired information into the Location From field. Enter "San
Francisco".

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System Process Document
Creating an Expense Report

Step Action
33. Click in the Location To field.

Step Action
34. Enter the desired information into the Location To field. Enter "New York City".

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System Process Document
Creating an Expense Report

Step Action
35. Your organization may require its employees to charge certain expenses to a
corporate credit card.

If this expense was charged to a corporate credit card, you will select Yes.

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System Process Document
Creating an Expense Report

Step Action
36. Click the Search for Corporate Charge Card button.

Step Action
37. Click the Go button.

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System Process Document
Creating an Expense Report

Step Action
38. Click the Yes option.

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System Process Document
Creating an Expense Report

Step Action
39. Click the Select button.

Step Action
40. Click other buttons on this page to perform additional actions.

For example, if you do not want to include this expense item, click the Remove
button.

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System Process Document
Creating an Expense Report

Step Action
41. After you have entered the details for the expense line, you will need to access the
Cash and Other Expenses page to add additional expenses.

Click the Return button.

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System Process Document
Creating an Expense Report

Step Action
42. Enter a date for the second expense line.

Click in the Date field.

Step Action
43. Enter the desired information into the Date field. Enter "15-Jan-2008".

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System Process Document
Creating an Expense Report

Step Action
44. Click in the Receipt Amount field.

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System Process Document
Creating an Expense Report

Step Action
45. Enter the desired information into the Receipt Amount field. Enter "20.00".

Step Action
46. Click the Expense Type list.

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System Process Document
Creating an Expense Report

Step Action
47. Click the Taxis list item.

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System Process Document
Creating an Expense Report

Step Action
48. Click in the Justification field.

Step Action
49. Enter the desired information into the Justification field. Enter "Taxi from airport
to hotel".

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System Process Document
Creating an Expense Report

Step Action
50. Since additional details are not required for transportation, you do not have to click
the Details button for this expense line.

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System Process Document
Creating an Expense Report

Step Action
51. Enter a date for the next expense line.

Click in the Date field.

Step Action
52. Enter the desired information into the Date field. Enter "15-Jan-2008".

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System Process Document
Creating an Expense Report

Step Action
53. Click in the Receipt Amount field.

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System Process Document
Creating an Expense Report

Step Action
54. Enter the desired information into the Receipt Amount field. Enter "15.00".

Step Action
55. Click the Expense Type list.

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System Process Document
Creating an Expense Report

Step Action
56. Click the Meals list item.

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System Process Document
Creating an Expense Report

Step Action
57. Click in the Justification field.

Step Action
58. Enter the desired information into the Justification field. Enter "Dinner".

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System Process Document
Creating an Expense Report

Step Action
59. Your organization may require additional details regarding meals expenses.

Click the Details button to enter the details for your meal expense.

Click the Details button.

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System Process Document
Creating an Expense Report

Step Action
60. Enter the number of attendees for the meal. You can also enter the names of the
attendees.

Click in the Number of Attendees field.

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System Process Document
Creating an Expense Report

Step Action
61. Enter the desired information into the Number of Attendees field. Enter "1".

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System Process Document
Creating an Expense Report

Step Action
62. Click the Return button.

Step Action
63. Now, you are ready to enter the last expense line for this particular expense report.

This line is for hotel charges.

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System Process Document
Creating an Expense Report

Step Action
64. Enter the date for the last expense line.

Click in the Date field.

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System Process Document
Creating an Expense Report

Step Action
65. Enter the desired information into the Date field. Enter "18-Jan-2008".

Step Action
66. Click in the Receipt Amount field.

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System Process Document
Creating an Expense Report

Step Action
67. Enter the desired information into the Receipt Amount field. Enter "645.95".

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System Process Document
Creating an Expense Report

Step Action
68. Click the Expense Type list.

Step Action
69. Click the Hotel list item.

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System Process Document
Creating an Expense Report

Step Action
70. Click in the Justification field.

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System Process Document
Creating an Expense Report

Step Action
71. Enter the desired information into the Justification field. Enter "Hotel".

Step Action
72. Click the Details button.

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System Process Document
Creating an Expense Report

Step Action
73. Indicate if the hotel expenses were charged to a corporate credit card.

Click the Corporate Credit Card button.

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System Process Document
Creating an Expense Report

Step Action
74. Click the Go button.

Step Action
75. Click the Yes option.

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System Process Document
Creating an Expense Report

Step Action
76. Click the Select button.

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System Process Document
Creating an Expense Report

Step Action
77. Click the Return button.

Step Action
78. You have finished entering all the expense lines for this particular expense report.

The next step is to submit the expense report for approval.

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System Process Document
Creating an Expense Report

Step Action
79. Click the Next button.

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System Process Document
Creating an Expense Report

Step Action
80. Click the Submit button.

Step Action
81. After you click the Submit button, the expense report is routed to the appropriate
approver, based on the approval or workflow process.

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System Process Document
Creating an Expense Report

Step Action
82. Use this page to review the submitted expense report.

Scroll down to view the expense report.

Click the vertical scrollbar.

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System Process Document
Creating an Expense Report

Step Action
83. You have completed the Creating an Expense Report procedure.
End of Procedure.

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