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Oracle Iexpense 2013 PDF
Oracle Iexpense 2013 PDF
Oracle Iexpense 2013 PDF
iExpense
November 2013
General Information
Notes:
The following data will be used throughout the course:
Instance TR01
Password oracle1
Welcome to iExpense
Oracle iExpense is a self-service module. This module enables
Dallas ISD employees to complete the following tasks using a
standard web browser:
http://www.tasb.org/policy/pol/private/057905/pol.cfm?DisplayPag
e=DEE(LEGAL).html
Fields that are not marked with an asterisk (*) are optional
and are used to provide more detailed information about
expenses.
Notes:
Field References and Terms
Registration, etc.
ORGANIZATION The Organization that is Notes:
responsible for payment of the
items on this expense report.
Your Organization is the default
value. If you change the
ORGANIZATION, you must
also change the APPROVER.
PURPOSE A brief description of the
business activity - "Monthly
Mileage April 2008", Austin
Technology Conference, etc.
RECEIPT AMOUNT The amount of the expense for
which reimbursement is
requested. This is usually the
amount shown on your receipt.
REIMBURSABLE AMOUNT The total amount of the expense
for which you are requesting
reimbursement. This field is
protected and no entry is
allowed.
JUSTIFICATION This is only required if an
approved limit or a rule is
violated. Enter your reason for
exceeding the limit.
EXPENSE LOCATION This is required for Meals,
Hotels, and Per Diem. Select the
correct location where the
expense took place.
SAVE Click this button to save your
work. Oracle automatically
saves your work each time you
click NEXT or SUBMIT.
SUBMIT Clicking this button begins the
approval process for the
expense report. When a report
is submitted, the system
displays a confirmation page
containing the expense report
number. Once an expense
report is submitted, it must be
withdrawn in order to make any
changes.
Notes:
Exercise 1.1: Enter a Travel Advance
Request
To enter a request for a Travel Advance in Oracle iExpense,
complete the following steps:
1. Logon to Oracle Applications.
Note: Refer to General Information (Page 5)
Notes:
FIELD DATA
FIELD DATA
FIELD DATA
Notes:
12. Use the Quick Select icon to select the correct option.
Notes:
13. Ensure that the Number of Days is correct. If not, correct it.
Note: You must ensure that the line codes being charged
are correct. DO NOT continue until you have
corrected the line codes. Incorrect line codes
16. Verify that the budget code information is correct for each
line.
18. If the budget code for a line is incorrect, enter the correct
value in its designated box using one of the following
methods:
A) You can type the new value directly into the box,
--OR--
B) You can remove the current value, click the and
then click to view the list of values.
Search and Select
screen
Notes:
20. If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then
click .
21. Enter the value in the respective boxes that you wish to
change and then click .
Notes:
22. Click .
If the Create Expense Report: Advances screen appears,
this is an indication that you have an outstanding, un-
reconciled advance.
Notes:
Notes:
Note: You must scan and attach all receipts and any other supporting
documents to your expense reports before submitting for
approval. Failure to do so will result in AP rejecting your expense
report due to incomplete documentation or missing receipts.
Notes:
27. View the Confirmation that your expense report has been
submitted to your manager for approval.
Notes:
Exercise 2.1: Enter a Grants Travel
Reimbursement Request
In this exercise, enter an Expense Report for grants travel
reimbursement. There was no advance received for this event.
Notes:
FIELD DATA
EXPENSE TYPE Grants Reimbursement
PURPOSE Dallas ISD Leadership
Conference
Notes:
FIELD DATA
DATE Date (click on the calendar icon
[ ] to select)
RECEIPT AMOUNT 220.00
EXPENSE TYPE Hotel/Lodging (click on the
drop down list [ ] to select)
NUMBER OF DAYS 2
EXPENSE LOCATION San Antonio, Texas
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
RECEIPT AMOUNT 30.00
EXPENSE TYPE Hotel Overage (click on the
drop down list [ ] to select)
NUMBER OF DAYS 2
EXPENSE LOCATION Notes:
FIELD DATA
DATE Previous Date (click on the
calendar icon [ ] to select)
RECEIPT AMOUNT 65.00
EXPENSE TYPE Meals (click on the drop
down list [ ] to select)
NUMBER OF DAYS
EXPENSE LOCATION San Antonio, Texas
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
RECEIPT AMOUNT 60.00
EXPENSE TYPE Meals (click on the drop
down list [ ] to select)
NUMBER OF DAYS
EXPENSE LOCATION San Antonio, Texas
Notes:
Notes:
15. Use the Quick Select icon to select the correct option.
Notes:
Note: For Meals, the system will not allow you to exceed the
allowable GSA rate established by the Government for
each location. DISD will only reimburse you up to the
allowable GSA rates for meals per day. To see the
allowable GSA rates, click on the Per Diem Rates link
displayed on the screen.
21. Use the Quick Select icon to select the correct option.
Notes:
25. Use the Quick Select icon to select the correct option.
31. Once you are finished with entering the detail information,
Click to go back to the main screen.
Note: You must ensure that the line codes being charged
are correct. DO NOT continue until you have
corrected the line codes. Incorrect line codes might
delay processing of your expense report by the AP
Dept or outright rejection.
27. Verify that the budget code information is correct for each
line.
29. If the budget code for a line is incorrect, enter the correct
value in its designated box using one of the following
methods:
A) You can type the new value directly into the box,
--OR--
B) You can remove the current value, click the and
then click to view the list of values.
31. If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then
click .
32. Enter the value in the respective boxes that you wish to
Notes:
change and then click .
33. Click .
If the Create Expense Report: Advances screen appears,
this is an indication that you have an outstanding, un-
reconciled advance.
Notes:
Notes:
38. View the Confirmation that your expense report has been
submitted to your manager for approval.
Notes:
40. Click on the Print icon [ or ] on the main toolbar to
print the Confirmation.
Note: The Confirmation will print to your local default printer.
Notes:
Exercise 2.2: Enter a Non-Grants Travel
Reimbursement Request
In this exercise, enter an Expense Report for non-grants travel
reimbursement. There was no advance received for this event.
Notes:
FIELD DATA
EXPENSE TYPE Non-Grants Reimbursement
PURPOSE Skill Path Staff Development
Training - Houston
Notes:
FIELD DATA
DATE Date (click on the calendar icon
[ ] to select)
RECEIPT AMOUNT 330.00
EXPENSE TYPE Hotel/Lodging (click on the
drop down list [ ] to select)
NUMBER OF DAYS 3
EXPENSE LOCATION Houston, Texas
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
RECEIPT AMOUNT 27.00
EXPENSE TYPE Parking/Tolls (click on the
drop down list [ ] to select)
NUMBER OF DAYS
Student Guide Version 2013 41
Oracle iExpense
EXPENSE LOCATION
Notes:
9. Click in the DATE field below the first entry to enter
additional receipts. Enter the following information:
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
EXPENSE TYPE Per Diem (Non-Grant) (click
on the drop down list [ ] to
select)
NUMBER OF DAYS 3
DESTINATION Houston, Texas
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
EXPENSE TYPE Mileage Reimbursement
UNIT OF MEASURE Miles
TRIP DISTANCE 550
Create Expense Report - Cash and Other Expenses screen: Receipt-Based Expenses
Notes:
Notes:
15. Use the Quick Select icon to select the correct option.
16. Once you are finished with entering the detail information,
Click to go back to the main screen.
Create Expense Report - Cash and Other Expenses screen: Receipt-Based Expenses
Create Expense Report - Cash and Other Expenses: Per Diem Expenses
Notes:
21. Use the Quick Select icon to select the correct option.
Create Expense Report - Cash and Other Expenses: Per Diem Expenses
Notes:
Note: You must ensure that the line codes being charged
are correct. DO NOT continue until you have
corrected the line codes. Incorrect line codes might
delay processing of your expense report by the AP
Dept or outright rejection.
27. Verify that the budget code information is correct for each
line.
29. If the budget code for a line is incorrect, enter the correct
value in its designated box using one of the following
methods:
A) You can type the new value(s) directly into the box,
Notes:
--OR--
B) You can remove the current value, click the and
then click to view the list of values.
Search and Select
screen
Notes:
31. If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then
click .
32. Enter the value in the respective boxes that you wish to
change and then click .
33. Click .
If the Create Expense Report: Advances screen appears,
this is an indication that you have an outstanding, un-
reconciled advance.
Notes:
Notes:
Note: You must scan and attach all receipts and any other supporting
documents to your expense reports before submitting for
approval. Failure to do so will result in AP rejecting your expense
report due to incomplete documentation or missing receipts.
38. View the Confirmation that your expense report has been
submitted to your manager for approval.
Notes:
Notes:
Exercise 2.3: Enter a Student Travel
Reimbursement Request After A Travel
Advance Was Obtained
Once the event or trip is complete, an additional expense report is
required to close out or reconcile the Advance. All expenses must
be reported including those items which the Advance was obtained.
Notes:
FIELD DATA
EXPENSE TYPE Student Travel
PURPOSE Track & Field State
Championship Houston, TX
Notes:
FIELD DATA
DATE Date (click on the calendar icon
[ ] to select)
RECEIPT AMOUNT 110.00
EXPENSE TYPE Hotel/Lodging (click on the
drop down list [ ] to select)
NUMBER OF DAYS 1
EXPENSE LOCATION Houston, Texas
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
RECEIPT AMOUNT 220.00
EXPENSE TYPE Airfare (click on the drop
down list [ ] to select)
NUMBER OF DAYS
EXPENSE LOCATION Notes:
FIELD DATA
DATE Date (click on the calendar
icon [ ] to select)
EXPENSE TYPE Automobile Rental (click on
the drop down list [ ] to
select)
RECEIPT AMOUNT 90.00
NUMBER OF DAYS
DESTINATION
Create Expense Report - Cash and Other Expenses screen: Receipt-Based Expenses
14. Use the Quick Select icon to select the correct option.
Notes:
15. Once you are finished with entering the detail information,
Click to go back to the main screen.
Create Expense Report - Cash and Other Expenses screen: Receipt-Based Expenses
Note: You must ensure that the line codes being charged
are correct. DO NOT continue until you have
17. Verify that the budget code information is correct for each
line.
19. If the budget code for a line is incorrect, enter the correct
value in its designated box using one of the following
methods:
A) You can type the new value(s) directly into the box,
--OR--
B) You can remove the current value, click the and
then click to view the list of values.
Search and Select
screen
Notes:
21. If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then
click .
22. Enter the value in the respective boxes that you wish to
change and then click .
Notes:
23. Click .
If the Create Expense Report: Advances screen appears,
this is an indication that you have an outstanding, un-
reconciled advance.
24. Click the by the Advance Number field and then click
to view the list of your un-reconciled Advances.
Notes:
Notes:
The Report Total amount at the top is the total amount for all
expenses on this report.
Notes:
30. View the Confirmation that your expense report has been
submitted to your manager for approval.
Go to http://inet.dallasisd.org
Click Forms
Click Travel Mileage Reimbursement Form under Accounts Payable
Example:
Monthly Mileage Sep 07 - 12345.xls
Notes:
Exercise 3.1: Enter a Local Monthly Mileage
Reimbursement Request
To enter local monthly mileage using iExpense, complete the
following steps:
1 Logon to Oracle
Note: Refer to General Information (Page 5)
2 Select DISD Employee Self-Service to open the list of
available applications.
Notes:
FIELD DATA
Notes:
FIELD DATA
JUSTIFICATION
Note: Enter the sum total of the monthly mileage as one line. But you
must attach the mileage log spreadsheet to the expense report Notes:
as a supporting document.
A) You can type the new value directly into the box,
--OR-- Notes:
B) You can remove the current value, click the and
then click to view the list of values.
14 If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then
click .
Notes:
Notes:
Notes:
Confirmation screen
Notes:
FIELD DATA
Notes:
FIELD DATA
Note: If any information is missing on the Cash and Other Expense Notes:
window when is clicked, an error message showing
the error will display. The required information must be entered
in order to continue.
--OR--
B) You can remove the current value, click the and
then click to view the list of values.
Notes:
13 If you want to change the same values for all lines, click the
box in the Select column for the line labeled All and then Notes:
click
Create Expense Report Expense Allocations screen (example is for multiple lines only)
Update Account Allocations: Multiple Lines screen (example is for multiple lines only)
Notes:
Expenses Home
Notes:
The Expenses Home screen consists of three sections Track
Submitted Expense Reports, Update Expense Reports and
Notifications.
Track Submitted Expense Reports
This section displays any outstanding Expense Reports as well as
Expense Reports that have been paid within the last thirty days.
Notifications
This section contains informational messages regarding your
submitted expense reports.
Notes:
Click the Withdraw icon and then click YES to the Confirmation
Prompt.
Notes:
Modifying a Saved or Rejected Expense
Report
After saving an expense report, you can return to it at any time and
add or modify information. The system does not validate the report
content until you click Next to go to the final review page. The
report is not sent for approval unless it has been successfully
validated by the system and you clicked Submit.
Notes:
Notes:
Withdrawing, Changing and Re-Submitting
Expense Reports
An expense report can be withdrawn, changed and resubmitted as
long as its status does not show Ready For Payment
Complete the following steps to withdraw, change and re-submit an
expense report:
1. Logon to Oracle Applications
2. Select DISD Employee Self Service
3. Select Expenses Home
4. Locate the expense report under the Track Submitted
Expense Reports section of Expenses Home window.
--OR
15. Click on the Home link at the top of the window to exit
Oracle Internet Expenses or the Logout link to exit Oracle.
Expenses Home:
From this screen, you can enter filter parameters to limit your
search, or you can click to see all payments for
Reimbursements.
From this screen, you can enter filter parameters to limit your
search, or you can click to see all payments for Advances.
From this screen, you can enter filter parameters to limit your
search, or you can click to see all Expense Reports.
Notes:
Notes:
Re-Printing Expense Reports
You can print or re-print an expense report once it has been
submitted.
Complete the following steps to print or re-print an expense report: