Oracle iExpense Reporting User Guide

Table of Contents

MBI Internet Expense Reporting..........................................................................1-1 iExpense Reporting Objectives ............................................................................1-2 Oracle Main Page ................................................................................................1-3

How to Create an iExpense Report ...................................................................1-4 How to Itemize Expense Lines ..........................................................................1-11 How to Update an Existing Expense Report .....................................................1-13 How to View the Approval Status ......................................................................1-14 Expense Report Approval Process....................................................................1-16

Oracle iExpense Reporting Table of Contents i

MBI Internet Expense Reporting

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iExpense Reporting Objectives

iExpense Reporting Objectives

• How to Create a New Expense Report

• How to Itemize an Expense Line

• How to Update an Existing Report

• How to View the Approval Status

•

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How to Approve an Expense Report

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Oracle Main Page

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Oracle Main Page

Worklist The worklist contains all of the following: •Notifications •Outstanding P-Card Reconciliations Menu The menu will list out all of the responsibilities that you have and their corresponding forms. Favorites Under the favorites section, you will be able to add your most frequently used responsibility, report or even your favorite URLs such as my.mbinet.net or www.yahoo.com.

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How to Create an iExpense Report 1. Select MBI Expense Report from the Menu on the main page.

2. Select Expense Entry from the right hand column under the Menu.

3. The Active Expense Reports page will appear.

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4. Click the Create New Expense Report button to create a new report.

A new expense report involves 3 steps. − Entering General Information − Enter the actual cash expenses − Review the expenses you would like to submit.

5. The General Information screen will appear. Enter the appropriate fields according to the descriptions below.

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− Name: Your full name (this is a default field). − Expense Cost Center: The cost center assigned to you (this is a default field).

The expense cost center can be changed but note that if you change the cost center number, you will need to select an alternate approver as well. If not, the report will be sent to your defaulted approver instead.

− Reimbursement Currency: This indicates the currency that will be used to reimburse your cash expenses (this field is defaulted to the US dollar).

− Expense Template: Make sure MBI Expense Report is selected. − Purpose: Provide a description for the expense report here. − Alternate Approver: Select a different approver than the one defaulted.

Generally this is only used if you change the Expense Cost Center. Click the flashlight to conduct a search for an alternate approver.

− Includes Foreign Currency Receipts: Check this box if any of your receipts are in a currency other than the US dollar.

6. When all appropriate fields have been entered, click the Next button to continue, (or Save to save your work or Cancel to start over).

7. The Enter Cash and Other Expenses window will appear. Enter the appropriate fields according to the descriptions below.

− Select: Check one or more of these boxes to select the items you would like to

Duplicate or Remove. You can also click the Select All link to select all entries or Select None to unselect all selected entries.

− Line: Indicates the line number to easily identify entries.

− Date: Enter the day the expense was incurred. Enter or select a date for the expense you are entering.

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Enter in the form DD-MMM-YYYY. Select a date by clicking the calendar icon next to the date field. Click on the day that you would like to select. The date field will be automatically filled with that selected value.

− Receipt Amount: Indicate the expense amount here.

− Expense Type: Select the type of expense using the drop down list.

− Justification: Provide an explanation for the expense incurred here.

− Cost Center: Indicates which cost center the expense belongs under. This will most likely be the defaulted cost center unless you change it otherwise.

− Itemize: Click this icon to enter itemized detail entries for a specific expense line. Refer to How to Itemize Expense Lines for more information on how to do this.

8. Click Next to continue to the next step (or click Save to save your work, or Cancel to clear the form).

Note: You can click Save at anytime and come back to it later. Refer to How to Update an Existing Expense Report.

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9. The Review Your Expense Report screen will appear. Refer to the next page for definitions of each field.

General Information − Name: Your Full Name. − Cost Center: Defaulted Cost Center. − Approver: Defaulted approver for your cost center. − View Expenses By: You can select to view by detail or summary. Simply

select the choice you want via the drop down list and click Go. The view will change accordingly.

− Expense Dates: Displays the date variation of all expenses in report. − Purpose: Displays the purpose that you indicated for the report in the

General Information step. − Lines Requiring Receipts: Displays the number of lines requiring a receipt.

Cash and Other Expenses − Date: Date for the specific line expense. − Receipt Amount: Amount indicated for the line expense. − Exchange Rate: 1= USD. − Expense Type: Type indicated during the Cash and Other Expenses step − Justification: Justification provided for the line expense in the Cash and

Other Expenses step. − Reimbursable Amount (USD): Amount that will be reimbursed. − Receipt Required: This will be checked if the amount is over 25 dollars. If

the receipt is not accompanied with the expense report, the expense will need additional approval before reimbursement.

− Total: The total amount for the entire report.

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10. Click the Submit button when you have reviewed, made any corrections and are ready for the approval process. Once submitted, the Approver will be notified and a confirmation page will appear.

11. Click the Printable Page button to open a printable copy of the confirmation page.

12. Once opened, click File > Print… (Ctrl+P) from the menu bar.

13. Place the printed page and all required original receipts in an interoffice envelope and send to Controller’s Office.

14. Click Home to return to the Main Menu.

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15. When you re-login to Expense Reports, you will notice that your Active Expense Reports page will list all of your submitted reports. The expense report submitted in this lesson is highlighted below. Notice how the status is currently Pending Manager Approval. This will change as the report moves along the approval process.

At this point, you are able to either Duplicate, which will simply create another copy of the exact report submitted to submit to another person or to create a new report that is similar to this report, or Withdraw the report from submission. To Duplicate: Click the Duplicate icon next to the report you would like to duplicate. You can then make any changes or assign a different approver and resubmit. To Withdraw: Click the Withdraw icon next to the report you would like to withdraw. The following screen will appear. Click YES to withdraw or NO to cancel withdrawal. If YES, all approvers will be notified.

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How to Itemize Expense Lines

The purpose of Itemizing Expense Lines is if you only have one receipt with many items. You can itemize each expense within that receipt here.

1. After clicking the Itemization icon from an expense line within the Cash and Other Expenses screen, the following screen will appear.

2. Enter values for all required fields and any other fields that are appropriate for the expense line. Descriptions of fields are below.

− Original Receipt Amount: This amount will carry over from the Enter Cash

or Other Expenses screen if you entered there. Otherwise enter the total receipt amount for this particular expense line.

− Expense Type: Select the type of expense for this particular item. − Start Date: Enter the first day this itemized expense was incurred. − Daily rate: Enter the rate per day for this item − Number of Days: Indicate the number of days this daily rate was incurred. − Receipt Amount: The system will reflect the receipt amount for this item. − Update: Click the update button to update the calculated amount after

making any changes. − Add More Lines: Click this button to add more lines for itemization. − Total Business Expenses: The amount displayed here will be the total

dollar amount designated on this page.

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− Under <Over> Itemized Amount: The variance between the Receipt Amount and the total amount divided on this page. This amount should remain 0.00.

− Total Amount: Indicates the original total amount.

3. Click the Update button to update the calculated amount after making any changes.

4. Click the Apply button to apply the changes made to the expense line and to return to the Verify and Complete Reconciliation Transactions screen. Click Cancel to cancel all changes.

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How to Update an Existing Expense Report

To access an existing expense report that has not been submitted:

1. Go to the Update Expense Reports section of the Active Expense Reports page. All existing reports that have not been submitted will be listed here. Refer below for definitions of each field.

Update Expense Reports − Name: Name of person who created this report. − Report Number: Reference number for the expense report. You can click

on the link to update the report. − Report Date: Start date of the creation of the report. − Status: Status of the report. In this case, the report is Saved, meaning all

information entered at the time of your last save will be there. All Rejected reports will also be indicated here.

− Report Total: Total amount calculated from your last Save. − Purpose: Reasoning for the report. − Update: Click this icon to update this report. The system will take you to the

first screen of the report. Continue where you left off. − Duplicate: Click this icon to create a new report just like this one. − Delete: Click this icon to delete this expense report.

2. Proceed with instructions from How to Create a New Expense Report.

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How to View the Approval Status

1. Once you submit your expense report, the status of your report will display Pending Manager Approval. You will be able to view and track this status through the Active Expense Reports screen (Hint: The first screen of where you created your expense report).

2. The Approver will receive a notification and will review the report and either: − Approve the report − Reject the report − Reassign the report to another approver − Request more information

3. Once the approver has submitted their response, you will be able to track status changes of your report(s).

The statuses are as follows:

− Pending Manager Approval – The submitted expense report is waiting on approval by the assigned approver.

− Pending Payables Approval – Approver has approved your report and has sent it on to Payables to approve the expense report.

− Pending Your Resolution – Informs you that you were sent a notification explaining the required action.

− Ready for Payment – Payables has approved the expenses and is preparing the reimbursement.

− Paid – Reimbursement has been paid to you.

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− Rejected – Manager or Payables has rejected the report. The report will be listed under Update Expense Reports section of the screen. At this point you can either update and resubmit, or delete the expense report altogether. (Refer to How to Update an Existing P-Card Reconciliation Report for further details.)

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Expense Report Approval Process

1. All of your Open Notifications will be listed under the Worklist section of the main page. A Notification from a User will generally indicate who the notification is from and will say, “…requires your approval.”

2. Select a notification that you would like to reply to.

3. The Notifications screen will appear. Select the notification(s) you would like to respond to. Click Open to open the notification(s) or Reassign to reassign to another user.

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4. If you clicked Open, The expense report(s) will appear. Review each notification before responding. Refer to the following page for the definition of each field.

− From: Name of person who sent the notification

− To: Name of person who receives the notification

− Sent: Date the expense report was submitted

− Due: Date the response is due back to the sender

− Notification ID: Unique identification number given for each notification

− Expense Report For: Name of person the expense report is for

− Cost Center: The cost center which the expense was assigned to

− Purpose: The reasoning for the expense

− Expense Report Total: Total amount in the expense report

− Notes: Any comments or notes displayed here.

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Cash and Other Expenses: Business Expenses

− Line Number: Displays the expense line that the expense is referring to

− Receipt Date: Date receipt was issued

− Expense Type: Type of expense

− Amount: Expense amount

− Justification: Reason for the expense

− Cost Center: Cost center the expense was assigned to

− Total: Total amount of all expenses listed

− Sequence: Sequence of notification and approval process

− Who: Person who will be notified and their corresponding action

− Action: What this person is responsible for

− Date: Date that notification was submitted

− Note: Any comments or additional notes

− References: Any attachments or other references to support the expense. Simply click the attachment to view the details, as shown below:

− Response: Any comments or notes to include to the submitter or the next approver (if applicable)

− Display next notification after response: Check this box if you want the system to display the next notification in line after you submit a response.

5. After reviewing the report, submit a response by clicking the appropriate response. The response options are as follows:

− Approve − Reject − Reassign − Request Information

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Approve

1. Click the Approve button if the report requires no more action and you are ready to send the report to the next person in the approval process.

2. Once you click submit and return to your Notification page, you will notice that the status of the request has changed to Closed.

Reject

Click the Reject button if you reject approval for this P-Card reconciliation report. The report will be sent back to the Submitter under the Update Expense Reports section of the Active Expense Reports page. The user will then need to make corrections and resubmit.

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Reassign

1. Click the Reassign button if you are not the right person to approve the report and need to reassign it to someone else, or if the report needs additional approval.

2. Click the flashlight to search for the person to reassign the expense report to.

3. Select one of the following options: − Delegate authority for responding to this notification − Transfer ownership of this notification

4. Include any comments you would like to provide to the next approver. 5. Click the Submit button or Cancel.

Request Information 1. Click the Request Information button if you need more information from either the

Submitter or previous approver, or any other user (if applicable)

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2. Choose whether you would like to select a Workflow Participant or Any User, followed by selecting the person’s name.

3. Enter in the information you are requesting in the text box provided.

4. Click Submit to send the request or Cancel.

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