Creating an Expense Report_SPD

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System Process DocumentCreating an Expense Report

Department

Responsibility/Role

File Name 27806496.docRevision

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

Last changed on: 1/19/2010 09:59:00 AM Page 1


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Procedure

Step Action

1. Begin by navigating to the Create Expense Reportpage.

Click the vertical scrollbar.

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Step Action

2. Click the iExpenses link.



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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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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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Step Action

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



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Step Action

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

Click the Reimbursement Currency list.

Step Action8. Click the USD - US dollar list item.



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Step Action

9. Click the Expense Template list.



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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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Step Action

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

2008".



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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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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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Step Action


Step Action

17. Select the date for the first expense line.

Click in the Date field.



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Step Action

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



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Step Action

19. Add the amount of the receipt.

Click in the Receipt Amount field.

Step Action20. Enter the desired information into the Receipt Amount field. Enter "750.00".



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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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Step Action

22. Click the Airfare list item.



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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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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 thetype 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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Step Action

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



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Step Action

27. Click the Type of Travel list.

Step Action

28. Click the Domestic list item.



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Step Action

29. Click the Class of Ticket list.



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Step Action

30. Click the Coach list item.

Step Action

31. Click in the Location From field.



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Step Action

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

Francisco".



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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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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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Step Action

36. Click the Search for Corporate Charge Card button.

Step Action

37. Click the Go button.



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Step Action

38. Click the Yes option.



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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 Removebutton.



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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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Step Action

42. Enter a date for the second expense line.


Step Action




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Step Action

44. Click in the Receipt Amount field.



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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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Step Action

47. Click the Taxis list item.



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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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Step Action

51. Enter a date for the next expense line.


Step Action52. Enter the desired information into the Date field. Enter "15-Jan-2008".



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Step Action




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Step Action


Step Action




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Step Action

56. Click the Meals list item.



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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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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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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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Step Action

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



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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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Step Action

64. Enter the date for the last expense line.




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Step Action


Step Action




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Step Action




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Step Action


Step Action

69. Click the Hotel list item.



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Step Action

70. Click in the Justification field.



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Step Action

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

Step Action

72. Click the Details button.



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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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Step Action

74. Click the Go button.

Step Action

75. Click the Yes option.



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Step Action

76. Click the Select button.



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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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Step Action




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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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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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Step Action

83. You have completed the Creating an Expense Report procedure.

End of Procedure.

Creating an Expense Report_SPD

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