Introduction:
Using Oracle I-Expense
module, Employees can submits his/her expense claims for Credit card and Cash
expenses to their manager for Approval. This Expense report goes through the
whole set of approval process as setup in the system. For the approval process to go through
smoothly its necessary to have all the corresponding setups in place. This
document gives the detail of important setups for iExpense that are necessary
to take Expense report through complete approval cycle. For employee to be able
to submit his/her expense claims, it is important that the employee and his
approving manager have all the application setups in place. Following are
important setups related to I-Expense.
1.
Employee
setups
2.
Manager
or Approver setups
3.
Approval
limit setups
Setup Details:
Navigation: AP
Manager>Employees>View Employee
Employee setups:
For employee to proceed with
submission of the expense report his employee record must be present in Oracle.
Employee record in Oracle must have all the below important fields populated
with correct information.
1.
Email: iExpense
is the workflow based application. All the approval cycle takes place through
Notifications that are send to the email address of the Employee.
2.
Supervisor:
Expense report of the Employee by default is submitted to the Manager or
Supervisor that is setup at assignment.
3.
Expense Account:
Default cost center for which employee submits the expense report depends upon
the Expense Account that is setup at assignment level.
Manager or
Approver setups:
When Employee submits his expense report it goes to
the Manager setup at Employee record Level and he is the default approver for
the Expense report.
This Manager should have all the setups similar to
Employee record mentioned above.
Oracle User
setup:
Navigation: System
Administrator>Security>User>Define
Manager and Employee both need to have the Oracle
User id with appropriate responsibility assigned to them. Also the Oracle user
must be associated with
Correct employee record shown as person in below
screen. To make sure that workflow notification goes to the Manager and
Employee correct email address must be populated in below screen.
Approval Limit
setup:
Approval limit is the authority for the Manager on
employee cost center to approve the expense up to specified limits. If the
Manager doesn’t have the required setup he won’t be able to approve the
Employee Expense report.
Navigation: AP Manager>Employees>Signing
Limits
1. Select the document type as “AP Expense Report”
2. From list of values select the Manager name.
3. Select the Cost center i.e. Employee cost center.
4. Enter value for Signing Limit.
Common Issues
due to incorrect iExpense setup:
1. Manager approves the expense report but report gets
escalated to next Manager for approval:
a. This happens if the Manger for the Employee doesn’t
have approval authority on the cost center to which employee belongs.
Setup the approval limit for the Manager on the
correct cost center.
b. Employee submits the Expense report not to his
direct manager but to another Manager who doesn’t have approval authority.
Verify the Manager at Employee record and Withdraw the expense report, submit
to correct Manager.
2. Employee gets the error while submitting the
expense report to a Manager “Approver not found”
a. Verify if the Manager employee record is active and
its not end dated.
b. Verify if the Manager has Oracle User with iExpense
responsibility.
c. Verify if the Oracle User record is associated with
correct Employee record for the Manager.
3. Employee or Manager doesn’t receive the workflow
Notifications
a. Verify if correct email address is populated at
Employee record.
b. Verify if the correct email address is populated at
Oracle User.
4.
Employee not able to see the correct
iExpense details when he select the iExpense responsibility
a. Verify if the Oracle User record is associated with
correct Employee record.
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