Entering Expense Reports

 You can enter expense reports in these products:

• Oracle Payables

• Oracle Internet Expenses

• Oracle Projects

Entering Basic Expense Reports in the Payables Expense Reports Window

Prerequisites

• Enter employees and their locations, expense addresses, Supervisors, and default expense accounts. 

• Enter Human Resources Financials options and Expense Report Payables options. 

• Define expense report templates. See: Defining Expense Report Templates, Oracle Internet Expenses Implementation and Administration Guide.

• If you want to be able to check the Includes Tax check box, you must use Line or Tax Code level automatic tax calculation (at the site level if one exists, at the supplier level if there is no supplier site, or the Payables Options level if the employee is not defined yet as a supplier) and you must enable at least one of the following two options:

  • Distribution Amount Includes Tax check box on the Expense Report Template, or

  • Allow Override (for Distribution Amount Includes Tax) Payables option. For more information, see: Calculate Taxes.

To enter a basic expense report:

1. In the Expense Reports window, either enter the employee name in the Employee field, or enter the employee number in the Number field.

2. Optionally change the GL Account, which defaults from the employee record.

3. In the Send to field, optionally change the location to which you want to send payment for the expense report. You control the default expense address in the Financials Options window.

4. In the Date field, enter the period ending date for the expense report. Payables uses this date as the GL Date for invoice distributions created from the expense report. When you submit Expense Report Export you have the option to override this date.

5. Either enter an Invoice Number, or Payables will enter the invoice date or the expense report date as the Invoice Number. Enter a Description of the expense report. This will become the invoice description, and it will appear on reports.

6. Enter the total Amount of the expense report. Payables will confirm that the sum of the item amounts matches this amount.

7. If you enable the Reviewed By Payables check box, this indicates that receipts are not required for this expense report. Consequently, the Receipt Verified check box in the Expense Audit tabbed region becomes nonupdatable.

8. Enter the expense report Template you want to use. If a default template is defined in the Payables Options window and the template is active, then Payables displays that default value. The template determines which items you can select. The template also might provide default values for Type, Includes Tax, Tax Code, and GL Account. During Expense Report Export, Payables creates invoice distributions from the item lines.

   For each Item line on the expense report, select the item and enter the item amount. Optionally change the tax value in the Tax Code field associated with the item. The value for the Includes Tax check box defaults from the Expense Report Template for that item. If you use inclusive automatic tax calculation at the Line or Tax Code level and if the Allow Override (Distribution Amount Includes Tax) Payables option is enabled and if the item amount includes tax, then you can adjust the Includes Tax check box.

   Optionally update the GL Account. The default GL Account for each item line is the GL Account for the employee overlaid with any segments defined on the template for the expense item.

9. Save your work.

Expense Report Restrictions

Unique Invoice Number. The same invoice number cannot be used twice for the same employee.

Date. If the period ending Date is in a Never Opened accounting period, then Payables does not import the expense report, and Payables lists the expense report in the Exceptions section of the Expense Report Export Report. If the period ending Date is in a Closed period, Expense Report Export uses the first day of the next Open or Future accounting period as the GL date. If no open or future period is available then import will reject the expense report.

Recording VAT Details on an Expense Report

You can record VAT (Value Added Tax) details on an expense report in the Expense Reports window. You can also enter or update VAT information in the Distributions window after the Expense Report Export program has created invoices from expense reports.