Controlling Supplier Information Entry

The Supplier pages provide you with complete access to all of the supplier attributes, allowing you to do things, such as create new suppliers, update location information for the supplier, and add new payment bank account information.

Function security can be used to enable or disable user access to each of the Supplier pages to allow you to control which elements of the supplier attributes can be accessed or updated by each user. This allows you to segregate the duties that users can perform by setting up a range of responsibilities that provide access to different sets of the Supplier pages which assist you in conforming to separation of duties requirements. For example, by default, you could prevent most users from accessing the banking details for suppliers, and grant a limited set of users a responsibility that includes access to a supplier's banking information.

You can either grant full update access to your users or grant them read-only access to the Supplier pages. You can also grant access to users to view all supplier records or only to view Standard Suppliers. This allows you to restrict the users that can access employee-supplier records that contain sensitive personal information for the employee that is used to pay their expenses. The current functionality does not provide any way to restrict access to employee suppliers only. If a user is granted employee supplier access then they will also have access to standard suppliers and an enhancement request was logged for this. Please see Note:1368011.1 for more information.

R12 Supplier entry and inquiry navigation paths still exist but they are the same webform and therefore the ability to create suppliers exists by default in the inquiry page. To prevent users from creating suppliers it is necessary to exclude the function Supplier Full Access: Buyer View (POS_HT_SP_ACCESS_FULL) from a responsibility and assign that responsibility to users you wish to prevent from having this ability.

1. System Administrator àSecurity àResponsibility àDefine

2. Query the Payables responsibility you want to only have Inquiry access.

3.          Under Menu Exclusion area, set the following:
           Type = Function
           Name = Supplier Full Access : Buyer View

4. Save and test this responsibility.

However, there is an issue with Payables Inquiry responsibilities allowing users to update supplier data even after excluding function Supplier Full Access: Buyer View. In order to prevent this several patches are required. See Note:1089925.1 for patch details.

There is also a personalisation that is needed to prevent the Supplier Bank Accounts from being updated via the Inquiry responsibility and that is detailed in Note:1328525.1.

The employee specific functions which are currently available for supplier restrictions are as follows:

POS_HT_SP_EMP_SUPPLIER - Create/Update employee supplier details
POS_HT_SP_RO_EMP_SUPPLIER - View employee supplier details

Responsibilities that need the ability to create employee suppliers need to have POS_HT_SP_EMP_SUPPLIER added to the menu, however if responsibility is an inquiry only responsibility then the function POS_HT_SP_RO_EMP_SUPPLIER needs to be added to allow inquiry of employee suppliers. See Note: 1368011.1 and 955482.1.

Query with AP_NAVIGATE_GUI12 menu name and enter the below values

In addition to the function POS_HT_SP_ACCESS_FULL, if you also have access to POS_HT_SP_EMP_SUPPLIER, then you can also create, update, or query employee type suppliers. The creation and update of employee suppliers are disabled by default.

The following shows a summary of the various functions that can be included and excluded to achieve the desired result.

Mode	Objective	Exclude Function (At Responsibility Level)	Include Function (At Menu Level)
Inquiry	Prevent Supplier Creation	Supplier Full Access: Buyer View (POS_HT_SP_ACCESS_FULL)
Inquiry	Query Employee Suppliers	Supplier Full Access: Buyer View (POS_HT_SP_ACCESS_FULL)	View Employee Supplier Details (POS_HT_SP_RO_EMP_SUPPLIER)
Entry	Create/Update Suppliers		Supplier Full Access: Buyer View (POS_HT_SP_ACCESS_FULL)
Entry	Create/Update Employee Suppliers		Supplier Full Access: Buyer View (POS_HT_SP_ACCESS_FULL) Create/Update employee supplier details (POS_HT_SP_EMP_SUPPLIER)

Entering Employees as Suppliers

You must enter an employee as a supplier before you can pay the employee's expense reports. Payables can do this in two ways automatically during Expense Report Export, or entered manually in the Create Suppliers page.

To set up Payables for integration with employee information:

a) In the Financials Options window, set the options in the Human Resources region. These provide defaults during employee record entry.

Nav : Payables, Vision operations (USA) àSetup àOptions àFinancials Options

b) In the Payables System Setup window, in the Supplier Number Entry field, choose Automatic. If you don't choose this option, then Payables can't automatically create suppliers for you during Expense Report Export.

Nav : Payables, Vision operations (USA) àSetup àOptions àPayables System Setup

c) In the Payables Options window, set the options in the Expense Report region. Enable the Automatically Create Employee as Supplier option so Payables will automatically create a supplier record the first time you import an expense report for each employee.

To have Payables automatically create supplier information for employees during Expense Report Export, enable the Automatically Create Employee as Supplier Payables option in the Expense Report region of the Payables Options window.

If this option is enabled, then when you import employee expense reports, Payables uses information from the employee record to create supplier and supplier address information for the employees. For example, if you import an expense report with HOME as the payment address and if the employee is not entered as a supplier, then Payables automatically enters a supplier record for the employee with a payment supplier address called HOME. The system creates a site that uses the HOME address in the Human Resource default operating unit for the employee. The Supplier Type will be Employee, and the Employee Name and Number fields are automatically populated.

Nav : Payables, Vision operations (USA) àSetup àOptions àPayables Options

d) Enter employee records. Either your Human Resources department enters employee information in the People window (if HRMS is installed), or the appropriate department enters employee information in the Enter Person window. To ensure that Payables can create a supplier record during Expense Report Export, the following are requirements for each employee record:

the employee name is unique

reimbursement address for either Home or Office exists

City/State/Country does not exceed 25 characters

Zip Code for the home address does not exceed 20 characters

e) (Optional) In the Suppliers page, enter a supplier record for the employee. You don't need to do this step if you complete steps 2 and 3, because the system creates supplier records automatically during Expense Report Export.

f) To link an existing supplier with an employee, in the Suppliers: Organization page, choose Employee as the Type, then enter either the employee name in the Supplier Name field or the employee number in the Supplier Number field. (Payables creates this link automatically for any employee supplier records it creates during Expense Report Export.)

g) Ensure employee supplier access has been granted (See ‘Controlling Supplier Information Entry’ above)

Following are the key Internet Expense Setups

1. Employee Creation

2. Responsibilities Assignment

3. User Creation

4. Securing Attributes

5. Signing Limits

6. Expense Template

1. Employee Creation:

To submit expense report, employee must be created in HRMS. In this paper we are creating employee as ‘Raju Chinthapatla’ and employee’s manager as ‘Venki Manager’. To approve Employee’s Expense Report, employee’s manager should be entered in supervisor tab in employee’s assignment window. Here we are creating employee’s manager (Venki Manager) first, so that we can add supervisor for an employee. Default Expense Account should be entered in Purchase Order Information tab when create employee, so that this account will be charged when the employee submit an Expense Report.

Employee’s Manager: Venki Manager

Navigation: HRMS Manager: People --> Enter and Maintain àNew

Enter the details and click on Assignments button

In Purchase Order Information tab enter the Default Expense account

Employee: Raju Chinthapatla

Navigation: HRMS Manager: People --> Enter and Maintain àNew

Enter the details and click on Assignments button

In Supervisor tab enter the manager name and save

2. Users Creation:

Employee can submit the expense report using User Login credential. User should be created in System Administrator and Employee must be attached with the Person. Also responsibilities should be added to the users. Here we are going to create Employee’s user (RAJU.C1204) and Manager’s user (VENKI.J0425) with responsibilities added.

Employee’s User: RAJU.C1204

Navigation: System Administrator: Security àUser àDefine

Manager’s User: VENKI.J0425

3. Responsibilities Assignment:

A responsibility is a level of authority in Oracle Applications that lets users access only those Oracle Applications functions and data appropriate to their roles in an organization

Main responsibilities used in iExpense process are

Internet Expenses : Used to create an expense report

System Administrator : Used to create users and assign responsibilities to the users

Payables Super User : Used to define expense report templates and check expense report type Invoices

HRMS Manager : Used to define employee and assign supervisor for an employee

Additional Responsibilities are

Internet Expenses Auditor : Used to audit expense report

Internet Expenses Audit Manager : Used to create new auditors

Internet Expenses Setup and Administration : Used to manage the setup of Internet Expenses

Expense Analysis and Reporting : Helps managers to review policy violations and spending patterns Internet Expenses Help Desk : Used to help desk personnel who are responsible for helping end users

Responsibility can be assigned to User at System Administrator: Security àUser àDefine

4. Securing Attributes:

The securing attributes ICX_HR_PERSON_ID and TO_PERSON_ID must be assigned to every user of Internet Expenses and the responsibilities which use to submit expense reports. Securing attributes determine user may enter expense reports for. At a minimum, users must have a securing attributes defined for themselves, which either system administrators or employees can make. Employees can also assign securing attributes in the Expenses Preferences page.

Ideally these Securing Attributes get added the moment the employee added to the User.

Note: You must re-Query after saving Person to see the updated Securing Attribute

The seeded responsibilities in Internet Expenses by default contain the securing attribute ICX_HR_PERSON_ID : which confines user access to the user ID value assigned to the securing attribute. If you use custom responsibilities to submit the expense report, you must assign the attribute ICX_HR_PERSON_ID : for that. The securing attribute can assign authorized delegates to a user.

Authorized delegates are users who can enter expense reports for another user. For example, managers and other executives may want to give their assistants the ability to enter expense reports for them.

Responsibility: Internet Expenses

Navigation: System Administrator àSecurity àResponsibility àDefine

This responsibility is Secured by Securing Attribute: ICX_HR_PERSON_ID

Employee’s User: RAJU.C1204

Navigation: System Administrator: Security àUser àDefine

Manager’s User: VENKI.J0425

Navigation: System Administrator: Security àUser àDefine

5. Signing Limits:

Managers can approve an expense report only if the total amount of the report does not exceed their signing limit. ‘Manager (Spending) Approval Process’ in the Expense Reporting workflow uses the signing limits which you define to determine whether managers have an authority to approve expense reports.

When you assign signing limits to a manager, you specify a cost center to which the signing limit applies. You can also give managers signing limits for multiple cost centers.

Note: Signing limits are required only for Non-AME approval process, not required for AME approval Process

Navigation: Payables Super User àEmployees àSigning Limits

6. Expense Template:

Use the Expense Report Templates window to define expense report templates for Internet Expenses. A template contains a list of expense items, and the default information for each item, that self service users can enter on their expense reports. You must define at least one expense report template with the ‘Enable for Internet Expenses' Users check box selected. Only expense report templates with this option enabled can be used in Internet Expenses. Use the Oracle Payables Expense Report Templates window to define your expense report templates.

Template Name/Description: Name and description of the template.

Inactive Date: Date after which you can no longer use this template to enter expense reports.

Expense Item: The name of an expense item as it appears on an expense report, for example, Airfare or Meal. You can set up a miscellaneous expense item with no account so you can enter the account during expense report entry. If you do not assign a Prompt then the value you enter here will appear in the Expense Type poplist.

Expense Category: Expense Item Categories. For example: Accommodations, Airfare, Car Rental, Meals, Mileage, Miscellaneous and Per Diem.

Tax Code: Tax Code can be attached for Expense Items.

GL Account: We can enter GL Account against each Expense Item, GL Account will be charged based on Expense Item which used while enter Expense Report.

Policy Schedule: Policy Schedules can be attached to Expense Item. Policy schedules contain the rules, rates, and allowable tolerances to use for a given expense category and time period. Policy schedules should be defined in Expenses Setup and attached to Expense Template. Refer the Implementation Guide for more details.

Navigation: Payables Super User àSetup àInvoice àExpense Report Template

Creating Expense Reports

Employees can create expense reports in these ways:

• Online - using their computers and a standard Web browser.

• Online - using Web-enabled mobile devices.

• Offline - using Microsoft Excel spreadsheets from a configured template.

With Oracle Internet Expenses, employees can enter and submit expense reports using a standard Web browser or a Web-enabled mobile device. Oracle Workflow automatically routes expense reports for approval and enforces reimbursement policies. Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment.

In this paper we will provide an overview and instructions on expense report setups, functional flow, few additional futures and technical overview.

Functional Overview

Sending Receipts to Accounts Payable

After an employee submits an expense report, Internet Expenses displays a confirmation page with instructions for the employee. For example, you may want to inform the employee that a notification will be sent when the report is approved by management and at that time all original receipts must be sent to the accounts payable department. Most of the companies require original receipts for verification before reimbursing employees for business expenses.

Expense Report Workflow Process

When an employee submits an expense report for approval, the Expense Report workflow process begins. The Expense Report workflow is used to obtain manager and Payables approvals on expense reports. The Workflow Approval process routes expense reports to managers for approval. If a manager rejects the report, the workflow transitions to the Rejection process. The AP Approval process first determines whether an expense report requires the approval of the accounts payable department. If approval from the accounts payable department is not required, the process automatically approves the expense report. If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing.

Converting Expense Reports into Invoices

Oracle Payables pays invoices only, so before an approved expense report can be paid, it must be converted into an invoice. The Oracle Expense Report Export program converts expense reports created in Internet Expenses into invoices in Oracle Payables. An expense report can be processed by the Expense Report Export program only if it receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process.

1) Create Expense Report

Nav : Internet Expenses -->Expense Home --> Click on Create Expense Report

2) Enter the Expense type, Department and click on Next

3) Enter Receipt amount and click on details button

4) Enter the details and click on Return button

5) Verify the details and click on Submit button

6) Login with Manger user i.e. VENKI.J0425 and open the notification

7) Click on Approve

8) Expense report status will changed to Ready For Payment

Note : This report did not require AP (audit) Approval as it was auto approved by AP (audit). Now this report has the manager and payables approvals and it cannot be withdrawn

Expense Report Export

‘Expense Report Export program’ to create Payables invoices from expense reports you entered in Oracle Internet Expenses. You can then use Payables to validate and pay these invoices and create accounting entries for them.

When you export expense reports from Internet Expenses, Payables records the source of the invoices and invoice details. Expense Report Export verifies all your expense report information to ensure it creates valid, fully-distributed invoices that are ready for validation. Oracle Internet Expenses does not export expense report information to Oracle payables more than once.

If the expense report information fails validation, then Expense Report Export program does not export the expense report, and Payables does not create an invoice from the information. You can view rejected expense reports on the Export Results page.

Note: Some users may plan to run the Expense Report Export concurrent program from the Payables Concurrent Request Form. To review the results of the export from this form, as opposed to the web audit page, we can add the function, Function Name: OIE_EXPORT_RESULTS_FN (User Function Name: Expenses: Export Results) to the Payables menu.

Note : Expense Report Export program can also be run from Oracle Payables. However results of invoices exported and rejections can be reviewed only in Internet expenses auditor responsibility.

Expense Report Export Parameters are

Batch Name: Payables groups the invoices created from the expense reports you export from Oracle Internet Expenses and creates an invoice batch with the batch name you enter.

Source: Enter the name of the source of the expense reports. Payables automatically create invoices from the source you enter.

• Payables Expense Reports - Expense reports entered in Oracle Payables.

• Oracle Internet Expenses - (the default) Expense reports entered in Oracle Internet Expenses. Also used to export credit card provider invoices for the Both Pay process.

Transfer Descriptive Flexfield: Enter ‘Yes’ if you want to export Descriptive Flexfield details for the source you select. If you enter Yes, Payables transfers any Descriptive Flexfield information you have defined for the expense report you are exporting, and creates invoices and invoice distributions with the same Descriptive Flexfield details.

GL Date: The date you enter must be in an Open or Future Enterable period. Else Payables will not create invoice from expense reports.

Group: To limit the export to expense reports with a particular Group ID, enter the Group ID. The Group must exactly match the GROUP_ID in the Payables Open Interface tables.

Debug Switch: Select ‘Yes’ to have Expense Report Export provide you with more detailed troubleshooting information.

Organization Name: To limit the export to expense reports for a particular organization, enter the organization.

Send Notifications To: Select a person to receive notifications in case of rejections or review.

Navigation: Internet Expenses Auditor àExpenses Export Tab àExport Run Sub-tab

Enter the parameter values and click on Continue button

Click on Submit button

Auditor gets confirmation message that Expense Report Export has been submitted:

Auditor reviews the Expense Reports which have been created as Invoices by Expense Report Export Program

Navigation: Expenses Export àExport Results àInvoices àRequest ID: 8032831 àGo

Check the Log which created by the Expense Report Export Program

Navigation: Expenses Export àExport Requests àRequest ID: 8032831 àDetails

Click on View Log button

Expense Report Export Program inserts the data into Payables Interface tables and it will trigger ‘Paybles Open Interface Import’ Program to import the data to Oracle Payables.

Log file shows how many Expense Reports are fetched and how many Invoices are created by Expense Report Export program

+---------------------------------------------------------------------------+

Payables: Version : 12.2

APXEXPER: Expense Report Export

+---------------------------------------------------------------------------+

Current system time is 04-DEC-2015 08:14:27

+---------------------------------------------------------------------------+

**Starts**04-DEC-2015 08:14:27

**Ends**04-DEC-2015 08:14:34

+---------------------------------------------------------------------------+

Start of log messages from FND_FILE

+---------------------------------------------------------------------------+

Begin Receipts Management - Holds

Process Hold Each Scenario

Determine whether to place Holds

Process Hold All Scenario

Determine whether to place Holds

Process Hold BothPay Scenario

Determine whether to place Holds

Process Obsolete Holds

Obsolete Holds

Obsolete Both Pay Holds

Begin Processing Individual expense reports

Fetching expense report...

Expense Report Number : **W71120**

Transfer Attachments option(Y/N):Y

Validate Amounts

Employee Id 34205 is not found

Fetching expense report...

Credit Card Expenses Fetched = 0

Credit Card Invoices Created = 0

Call Payables Open Interface

Expenses Fetched = 1

Invoices Created = 1

+---------------------------------------------------------------------------+

End of log messages from FND_FILE

+---------------------------------------------------------------------------+

No completion options were requested.

Output file size:

2281

+---------------------------------------------------------------------------+

Concurrent request completed successfully

Current system time is 04-DEC-2015 08:14:34

+---------------------------------------------------------------------------+

AP Invoice Creation:

Exported ‘Expense Report’ type Invoice can be viewed in Payables Invoice Workbench Window. Navigation: Payables Super User àInvoices àEntry àInvoices, Query W71120

Click on Distributions

Note : This account is derived from Expense Report Template which is attached to Expense Type ‘Airfare’

Expense Account Updates

When a user enters an expense report, Internet Expenses defaults the user's cost center and account for the expense report, based on the human resources setup of the accounting flex field. If enabled, users can change the cost center at the header level for the expense report. For line-level expense allocations, users can make changes to account segments according to the expense allocations setup, including expense lines where the expense type is assigned a particular account on the expense report template.

Behavior of Project account Builder and Accounting Client Extensions are out of scope

This example illustrates the update hierarchy described above. Behavior

Assume this setup for expense reports:

• Accounting flex field: Company.CostCenter.NaturalAccount.Product

• Default expense account: 01.100.6100.0000. This is the HRMS setup for the employee.

• GL account assigned to expense item type Telephone: 01.100.6200.7000

• GL account assigned to expense item type Meals: 01.520.6300.0000

The following updates are applied to the expense account and expense lines:

Update: Human resources setup changes the expense account Natural Account segment to 6000.

Result: The default expense account becomes 01.100.6000.0000.

Update: User changes the default cost center for the expense report to 110.

Result: The expense account for this expense report becomes 01.110.6100.0000.

Update: User enters the expense type Telephone on an expense line.

Result: The expense account for the telephone expense line becomes 01.100.6200.7000.

Update: User updates the Product segment expense allocation for the telephone expense to 1000.

Result: The expense account for the telephone expense line becomes 01.100.6200.1000.

Update: User enters the expense type Meals on an expense line for an expense that was incurred while working on an assignment for two different cost centers.

Result: The default expense account becomes 01.520.6300.0000.

Update: User splits the meal expense of $50 USD equally between cost centers 520 and 678.

Result: Two distribution lines are created:

Distribution 1: 01.520.6300.0000 for $25 USD

Distribution 2: 01.678.6300.0000 for $25 USD