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Expense receipt template for Supervision

hi in this video I will talk about or continue the Oracle Cloud experience it will be the lesson number two if you remember the lesson number one we talked about expon expense report expense item policy how to create expense item how to create expense template uh how to create itemize items and policies in this video we will talk about like exploring work area of expense report how to create how to entering uh itemizing expense item we will talk about the approval we will talk about the how to track the uh expense report how to uh also send it to pbls for re impar process and a lot of things so let's start why once you logined you have for example under me you can find D expenses if you didn't find it just click here and go to down under me just go to down you will find expense just click on expense save and close else you can also go to from here click on me you will find expenses after I added now it's appearing here just just click on it before of that you have the person who entered or login it must be there is one rule like employe it must be assigned to him it's not allowed to worker or whatever Outsource like these users it just only for Emil me once I navigate to the expense I got one error that you are missing employee set information for expense please contact your help desk as you know that the error message in Oracle some of them it once you read it you can go what where is a problem and working on it and some of them is not easy to go or what is the error or what is the action needed from your side in this case if you are missing BL it must that during Define the user as m in HCM mod module there is one fielded for expense item so it must be assigned or you have to ensure that this expense item is assigned to users who are going to create expense report so I will click okay I can take a duplicate and go to manage users set up and maintenance either in search or Global search I can search why manage users click on manage users if you know the person else you can click on Advanced just enter the name click enter it's case BR this is Cas BR just click on the line go to here expense information so select the proper person from action expense information then you will find one field for default expense account you just put it save and close and try again to reopen expense report done come back to expense either from Navigator here or from the task list here just go to right or left this is me go to down try to open expense else if you got the same errors again you just go to log out and login here as you see here that this is our our this is the expense report which is created before for this P either he going to adding or expense item to the existing expense award or he will create a new one and attach or create expense item for the expense report before of creating the expense report as you see here that this is the work area that this is first offing is expense through expense you can manage you can check the status of your expense or existing expense report you can also there are a lot of uh actions you can take you can open you can submit it if it's still not submitted you can duplicate and take like a copy and the P you can delete you can print for this is ready for payment you will find also only open and duplicate and print the option of delete is not there because it's already for payment also you can create a new one for expense report you can go to down and create items or you can select whatever the items and added to existing in expense report from here this is appr Pro from approvals is used to approve expense reports and cash advance requests this page is only available for the managers to take the actions either there are a lot of actions we can see it later uh approve reject delegate request more informations blah blah blah the other is for as you see here cash advance cash advance is where you can request cash advances and then manage any advances that haven't been applied to an expense report and this is authorization the authorization page enables you to submit request to approve estimated expense for future activity then the tri uh Pages these can be used to automatically create an expense report from a trip and book travel like Advanced options or whatevers so this is our work area of the expens in so to create EXP report just go to create expense report then enter the purpose of this expense report 001 what is the payment method this payment method you can manage to enable or to allow the users to select the payment method through manage expense uh system options we already discussed about these options that through there you can allow either enable yes or no to uh give the users the options to select the payment method for this just can select financial and manage expense system options again so here the scope is you once you select or you put the options you assign the proper business unit as you see here enable payment method if you make a yes so it will be applicable to the users to select the payment method if you selected no so it will be default it will be showing only the default payment method and the user cannot open the list of value and select the payment meth for the currency allow reimbursement currency selection also here is no the option is no so here the option of the payment or the currency is dimed or not allowed to user to change the currency if you make it yes it will be enabled and also once you enabled yes you just under all of these business unit okay so select whatever you want um again I will manage expense under me create let me try to check if it there or not still not created so I will created exent reward 01 everything is the same I can save and start to adding the ex the expense item either adding the existing or create a new one if you click on create new item system will ask you to enter the type the DAT what is the type of this so if if you can make a hotel dinner whatever what is the USD amount 1,500 so you can create another and you can create a save and close this is5 uh $1,500 so I will put dinner and go to down because it's itemization expense type it will ask you to enter the type or not so I can delete it because I didn't Define any itemization uh under this so I will put 1500 here and click save and close so this is violated policy rate that the policy rate is violated with our policy or or with the organization policy so I will make a separate video for audit so keep it now and I will make another video for only audit expense report again I can create a new one for example I will put breakfast again $500 you can uh make uh attachment you can make descriptions you can make whatever is it for attendees only for case brow or you have ADD Tolo attendees also under this expense report for example you can select ticket ear whatever uh transportations so you can also include the other peoples who will involve in these Transportation uh expense item uh receipt missing you can also enter the receipts uh attachment you can also make it required or not from expense options uh you can uh make it at a line required at the field header required this is also depends on your uh uh organization requirement to uh restrict the users to attach the attachment again save and close can also enter the expense uh location after that you will find your expense report with this amount in case of you need to submit it for approval just click that indicate that you read and accept the corporate travel and expense policies as you see that the submit before is not allowed once you indicate these terms and agreement checkbox it submit is now is you can create create or click on submit once you click on submit the report contains the policy yes I know the rate is the policy so you can print from here or you can just come to Here and Now is bending approval what are the actions you can take on this expence report you can open you can duplicate and change or make uh changes of the exence item amount whatever you can withdraw from the approval you can print this is for bending approval whatever for not submitted expense report what you have can what you have to do or what is the options there open also submit for approval duplicate delete and print but here there is no delete option for the bending approval you can withdraw and delete okay Ty now the approval uh process the approval process that it's like any other process approval we talk about a lot of approval before that Oracle Vision expense support flexible and configurable approval rules for expense report approval using what approval management extensions of Oracle service that using Oracle business Process Management BBM BBM worklist administrator who is assigned the role of financial application administrator so whatever who are going to implement the approvals he must have a rule for Oracle financial application administrator can access also approval rules in BBM or class the default uh approval for xent is by supervisory but you can modify you can delete you can uh add a new one sorry you can add uh the conditions uh in if conditions you can uh make uh the a lot of types of the approval like approval group uh in parallel in serial you can make it supervisory you can make it uh also approval group you can make by user whatever so you can also go to from here show all just click on work list in the work list you will find administrator and go to Administration from Administration just task configuration Andro here Finance fine exm workflow expence approval just click on go to task or search task type find exam workflow expense approval click on it you will then assign or click on assignes change the switch vertical layout you will find a lot of Ru job rule set or rule set here that first of say this is for our expense report this is for cost center owners in parallel mode this is for project manager which is project manager also in parallel this is for ex exence template uh just a specialist based on expense type in parallel mode for example if you go to expense just go to rule here there is if conditions you can put whatever the if conditions you have have currency expen report name uh also item expense item specific expense item currency the amount more than less than equal than business unit also then select the uh approval group or sorry the approval type either supervisory either whatever approval group either in parallel serial one user or specific users the one in case of you need to disable or whatever just click on properity in and if you have the the responsibilities you can make inactive and again come back to create your uh custom one or whatever is meet your organization requirement for another example here this is another example as I told you before that you can also mention the business unit for a specific business unit if you have a lot of business units and you need to make it for specific business unit uh allows approval for the other no or CS so you can make the attributes in if condition based on the business units this is another example for another business units and the list Builder either supervisory either whatever this is the approval of the expense report I think it's straightforward there is no uh complicated solution whatever you have just to know what is the if conditions you are going to put it here and what is the type of the list Builder approvals also you will work on after that now uh if you uh come back to my expense me to select expenses here you will find that my expense is 001 is bending approval bending approval you notice here that is assign to any Kennedy this is my supervisor because I told you that the approval list Builder here is supervising so uh how to track these uh transactions uh before I tell you from where just I need to remember you that there is one small setup you have to ensure it is enabled or allowed before go to uh transaction console to check the exib report uh approval uh rule just select Financial change feature opin and set up and maintenance select financials and change feature op in and select uh workflow uh transaction console just to allow the exence report uh to double check is it allowed or not uh so after you enable these options you can track the expense report transactions through uh transaction console transaction console from tools from this list tools and transaction console I will again go to set up and maintenance change feature optin okay select Financial features and and go to down to uh select workflow transaction console go to down you will find workflow transaction consol just click on enable you will find all of the transaction type you just ensure that expense approval is allowed once you allowed through so through transaction console you can track the expense approval transactions status and to whom is it in stock is it in failed is it uh completed whatever that's it just go to tools from here tools and go to transaction console and uh you will find a lot of status here in progress uh in failed completed uh draft so first of thing I I already submitted so I will check in progress uh this is that expens approval is Cas Brown is in process if in case of you need to know the expense report uh number just come back to your expense area to check the expense report number so I come back here this is expense report end is by 1 28 1 to8 so now it's in progress just I click on it I will see the full approvals with whom now is assigned to Anita so I will go to login by Anita to take the approvals or take the actions and I will show you what is actions applicable for uh an to take it to uh make uh of to either approve reject uh reassign delegate uh ask for uh more uh informations just confirm and go we'll find the there is one notification here that there is one experience report is needs your either approve or reject in case of she click on the link the others or the rest of the actions will be appearing here as I told you that there is delegate reassign and request information in this case I will take the approval and I will look out from Anita and login by my user sign out in case of you uh implement the audit process after the approval from the approvals like this supervisor approvals it will go to the approval from auditor the auditor there is auditor list there are auditor rules assigned to the uh audit to check everything is okay the policy it's matching with the policy of the organizations uh expense item amount is not exceed the limit whatever the tolerance blah blah blah after that you can get that fully uh uh audited from the Auditors after that it will be ready for payment now in case of I go to my expense to check the status is it changed or not this is my expense is ready for payment ready for payment means there is no audit is there in the process so ready for for payment what does it mean that you can now run the process to uh transfer it for to payables and from payables you can make the payment so now I will go to uh monitor process uh to run the uh transaction which is process expens imp parement so monitor where is monitor okay I will tools monitor process schedle process and run the process is process expense reimbursement process experience reimbursement and cash advances okay and another okay just select the type business unit whatever all authorized or specific business unit uh that's it submit and okay and make refresh until it's either completed with succeeded or completed with errors I think it's completed now so now I can go to pbl to check is it transferred to there or not transferred in the payables transaction type is uh request payment okay so I will go to bables invoices um select Z three uh incomplete this is I think our expense report is it ended by 1 028 so in case of you make a duplicate you can make uh check just double check is it that or not uh exces and exence 1 028 this is your invoice in payables it's come here and now the payables users can complet it to make the uh payment distribution account whatevers to completed validated approval and create accounting and make a payment either full payment partially whatever so this is as I told you that this is payment term currency is DED uh payment payment sorry request is dmed uh everything here is mentioned as you know meals breakfast meals dinners there are two item really two item expense for meals and dinners or breakfast and the amount for each line whatever is there and this is party as a case PR this is my user and this a business unit now as I told you you can complete and end here the description is expent report 001 which is our expense report this is the cycle for expense report that you can make it from expense report include expense item submit it for approval uh track how to track it from transaction console in case of you need after that what the auction the actions is there you can open you can duplicate you can print print in case of you need to make it archieve or whatever so it just print for review uh to print take approval from specific someone you you find that everything is mentioned what is this person what is the expense date what is the total reimbursement amount what is the status what is the purpose what is the items expense item included and what is the receipt required receipt missing and so on uh from here also there are a lot of actions you can make Advance se you can manage bank account you can manage delegate you can also create expense item in is PR sheet and spread sheeet like is you can download this expens she sorry spreadsheets and you can uh download uh downloaded and you can upload expense item in offline mode offline mode that you can create whatever uh went for trip whatever so you can mention everything like SP item one by one in these spreadsheets and uploaded once you come back or whatever so so uh last thing that how to uh create expense report for a prepaid or how to add prepaid expenses to expense as you know that as an employee can uh you can add prepaid expenses to an expense report only if the expense type is enabled for prepaid expenses so in case I need just to show you that during the find the expens you can mention that this is sorry expense type is it uh allowed for prepa or not exence type I can make exence template for exence report template I can for example this one for the example air this air during ass sign or whatever defin expense item uh expense type sorry you can allow this is item for expend prepaid or not prepa means that you cannot uh that you don't receive reimbursement for a prepaid expense as the company pays it directory to the vendor either before or after you add it to an expense report you can also specify a personal expense as prepaid or apply a cash advance for the prepaid expense you can Mark only cash expense as prepaid expense you cannot Mark itemized lines as prepaid expense you can Mark only the parant expenses as prea expense if the expense type is enabled for prea expense you review the prepaid exence before submitting what the expense report so the expence report displays the prepaid amount details in the amount column in the expense item section so the prepaid amounts are excluded from the amount reable to you to provide accurate reimbursement information and the report total selection displays a separate component for the prepaid amount approval also can view the pre-a expens details in the approval notification when reviewing the expense report for approval Auditors can view also the preate expense details on the audit expense report page but they cannot modify the prea flag that sets by the employees also Auditors cannot short pay or adjust prea exence so as I told you that from here you can just select allowed for for prebate for the air also for uh for the dinners for example also allow so let's now try to create one expense reward included uh one uh pre-a expense item type again go to me and expenses and create a new one I just need to show you that pre B exence one uh save and click uh item I will select one as here this is is I selected there I allowed what this is preate so I will make this is preate and I will put 4,000 so save and close so I can create a another to show you that it will be uh separated in the form one for reimbursement one for note embarrassment so entertainment or that uh Hotel again I will put uh 3,000 uh here there is no itemization so save and close once I save and close just there is duplicate whatevers here what I told you before inise base or what is the reimbursement amount it will be only 3,000 for this but for the air it's prepaid item expense so this prepaid expence is not allowed to you to reimbursement this amount again once you uh so after that you can have a read indicate the terms and the condition submitted approved also the Auditors or the approvals will notice that this item or these expense report include one item or two or more as a prea expense because the company pays it directly to vendor before or after you add it to expense report so this is the lesson two uh next time uh inshallah I will uh inform you everything about the auditor thanks for watching