Comments

  • Jon Kelly

    Christopher,

    We have a cashier's office as part of our University. In our process, we require the employee to cut a check back to pay for any personal transactions that were inadvertently charged to the company card. Then for processing, they use the receipt from the deposit as the receipt on the expense and we process it against the same funding source where the deposit was made. A specific expense type is used that was created for these types of deposits. It's not incredibly common, but does happen regularly with 1500+ cardholders. We felt that worked better than using the personal boxes in the expense module. Users cannot mark a transaction as personal because we used a sandbox to hide those fields. Hope that helps think through your process - let me know if you have any questions. 

    Jon

  • Jon Kelly

    Ivan,

    We do use budgetary control and encumbrance accounting as well. We create a single control budget with many fund sources underneath. Does this only apply to multiple controlled budgets? Appreciate any assistance. 
     

    Jon

  • Jon Kelly

    Neal,

    That's no problem at all. I'm attaching a screenshot of my rule, which is configured in the very first ruleset of the configuration. It just indicates that if the employee is inactive, route to my jkelly1-a (admin) account. In testing, we were not able to use an approval group. The rule only worked when assigned to a specific person. If you have questions, feel free to reach out. 

    Jon

  • Jon Kelly

    Tony,

    There are a couple of documents out there with helpful information on this - Doc ID 2316183.1 and 2235496.1. I'm including links below.

    https://support.oracle.com/epmos/faces/DocumentDisplay?id=2316183.1

    https://support.oracle.com/epmos/faces/DocumentDisplay?id=2235496.1

    Jon

     

  • Jon Kelly

    You're welcome - we originally did not know they were tied together like that. Some of our users got pretty upset when the conversion was done because they didn't trust having their information in the cloud. It was an interesting transition for sure. Good luck!

    Jon

  • Jon Kelly

    Kevin,

    We went live with ERP in 2017 and with our Payroll this year. When the conversion was done to add the banking information for our employees, those accounts are automatically available within the expense module for employees to use for expense reimbursement. If they choose to use a different account, they can add/set it within the expense module, but accounts from Person Management are available within expenses automatically. They would only need to set primary if they have more than one.

    Jon

  • Jon Kelly

    Thank you Anandhan!

  • Jon Kelly

    Hi, Jennifer,

    In the workflow setup for FinExmWorkflowExpenseApproval, you can use the notifications section to determine who will be notified based on a specific outcome. For the "Complete" task status, you'd want to set that status to "Approvers" but I believe that will be all outcomes, and not necessarily reject. I don't know that there is a task specifically for rejection. I'm including a screen shot of the setup area, and the receipient explanations are included below from the setup documentation. 

    In the Recipient column, select whom to send the email to.

    • Assignees: The users or groups whom the task is currently assigned to.

    • Initiator: The user who created the task.

    • Approvers: The users who already approved the task as part of a sequential approval chain.

    • Owner: Oracle personnel who has administrative access to the task. Don't select this recipient.

    • Reviewer: The user who can only add comments and attachments to a task.

    Jon

  • Jon Kelly

    Felipe,

    I'm curious about the rule setup for View Expense Report Receipt and Notification Rule. Your screenshot indicates receipts are required before approval by the manager and gives 5 days before the report is returned to the preparer. Are the reports in question falling within the 5 days, or is the system allowing manager approval regardless? Based on those settings, I would think the system would allow the report to move forward without a receipt. I definitely could be wrong though. I'm curious if others have more experience with this specific setup. We use the Require reason if receipts are not attached before submission setting for ours. 

    Jon

  • Jon Kelly

    Employee bank accounts have to be created by the user on the ERP side, but can be loaded via the HCM data loader. Our HCM team converted all bank accounts for employees during conversion so I know that’s possible. 
     

    jon

  • Jon Kelly

    For anyone that was looking for it, here is a document with steps I took to get the DFF created on the requisitions page to collect asset information. 

    Thanks,
    Jon

  • Jon Kelly

    Alliance is a conference put on by HEUG - Higher Education User Group along with other sponsors including Oracle. There is a good focus on higher education needs, but tracks that cover all aspects of the system. It's been very helpful for me attending the last couple of years. I'm attaching my document on the DFF configuration as a new comment on the post here. Hopefully, that will be useful for you. Thanks!

    Jon

  • Jon Kelly

    Leyla,

    This is covered in Doc ID 2103766.1. You need to make sure these are included in Expense Entry Duty.
     

    Payee Bank Account Management Duty
    Manage Bank Account for Expense Reimbursement

    Jon

  • Jon Kelly

    I was able to add three DFF on the requisition page to capture the asset owner, building, and location information on the front end. The owner and location are free text fields, while the building is a drop down selection based on asset location setups. If a capital asset purchasing category is used, our Asset Management team is a hard stop approval to review the req. They would reject the requisition until the information is completed as required. It has saved a LOT of work trying to get people to respond to calls or emails to gather that information. 
     

    I will look to see what notes I had on this and to at least get you that far. I am wondering if there is a way to at least get those fields to flow from the requisition to the invoice (via the PO) because then the asset management team would only need to review the invoice for all their needs. I have a proposal to present on this at Alliance next year so I’ll be sure on that last piece before the time comes. 

    Jon

  • Jon Kelly

    We are live with CDWG and Office Depot, and about to roll our Fisher Scientific as well as Fastenal. For some reason, we are not having luck pushing XML to Fastenal yet. 

    Jon