Oracle Cloud Expense Report Template & Expense Type

Creating Expense Templates An expense template is a grouping of related expense types that are defined for a specific business unit. Examples of groupings of related expense types include expense templates for travel, education, and relocation. Expense templates enable companies to control the expense types visible to each business unit. Additionally, if your company processes card transactions and you want expense types automatically assigned during card transaction processing, you must set a default template. The following rules apply to expense templates: Each business unit can have multiple expense templates associated with it. Expense templates can't be shared across business units. Note: If your company operates in multiple countries, you must create one expense template per business unit. If your users use multiple languages within a business unit, then you must implement expense templates in each of those languages. Defining Default Expense Templates A default expense template is the first expense template that you create on the Create Expense Template page with corporate card expense type mapping. The purpose of a default expense template is to automatically populate expense types to credit card transactions. Thus, when employees or contingent workers create expense reports, they can see the expense types assigned to the corporate card transactions. The following rules apply to default expense templates: Each business unit can have only one default expense template. For any business unit, you can have a default expense template with additional expense templates. Note: If neither a default expense template nor an expense template is associated with a business unit, you can't implement Expenses. Inactivating Expense Templates To inactivate an expense template, enter a date in the Effective End Date field on the Create Expense Template page. You can also inactivate individual expense types in the same way on the Create or Edit Expense Type page. Expense Types An expense type is a potential expense that employees or contingent workers can incur. Expense types are granular expenses. For example, if Accommodations is an expense category, then possible expense types are Hotel, Motel, and Bed and Breakfast. Creating Expense Types When you create an expense type on the Create Expense Type page, you assign an account to the expense type. This enables the application to allocate expenses to a specific account. Additionally, you can specify whether receipts are required when users submit expense reports for approval. You can also require submission of a receipt over a specified amount. Receipt submission requirements can be set up for cash expenses, corporate card expenses, or both. Itemizing Expense Types Itemization is the breaking down of charges in a granular fashion so they can be applied to specific accounts. Itemization applies to both corporate card expense types and cash. You set up itemization on the Itemization tab of the Create or Edit Expense Type page according to your company's requirements. Whether expense types you define are eligible during expense entry for itemization only. Note: When itemization is set up as Required or Enabled, include at least one expense type on the Itemization tab of the Create Expense Type page. ------------ Prepaid Expenses Prepaid expenses are travel or business expenses that a company directly pays to the vendors or merchants before or after an employee enters them in an expense report. How to Enable Prepaid Expenses Note: You can’t enable prepaid expenses for itemization only expense types. When the Process Expense Reimbursements process runs, prepaid expenses aren’t passed to Payables and the employees don't receive reimbursement for the prepaid expenses. The accounting distributions for the prepaid expenses aren’t passed to Payables because the expenses were prepaid. The companies are expected to have captured the accounting distributions in the original payments made to the merchants. Enabling Project-Enabled Expense Types Project-enabled expense types are associated with a project expenditure type in Oracle Fusion Project Costing if the user is allowed to enter project information. To set up project-enabled expense types on the Project Expenditure Type Mapping tab of the Create Expense Type page, select the Enable projects check box. Note: Before you can project-enable expense types, you must perform the following prerequisite setup in Oracle Fusion Project Foundation: Enabling Automatic Population of the Tax Classification Code When you create an expense type on the Create Expense Type page, you can specify the tax classification code that applies to the expense type. The tax classification code specified during the setup of an expense type is automatically populated onto the Create Expense Item page during expense entry.