Viewing Expense Reports in Oracle Payables
Each expense report in Oracle Projects is converted to an invoice in Oracle Payables after you successfully interface the expense report and it is imported into Oracle Payables. You can view these expense reports either from an Oracle Projects window, or by using Oracle Payables.
You can use the Oracle Payables Expense Report window to view expense reports in Oracle Projects. After you submit the Payables Invoice Import process and successfully create a Payables invoice, you can view the invoice as you would any other invoice in Oracle Payables.
- Expense Reports Window - Use this window to view expense reports interfaced from Oracle Projects to Oracle Payables interface tables, which Payables Invoice Import has not yet loaded into Oracle Payables.
You use many windows in Oracle Payables to view different types of invoice information. Following are some examples of invoice information you can view:
- Invoices Window or Invoice Distributions Window - Use these windows to view invoices that have been successfully created from Oracle Projects expense reports.
You can query Oracle Payables invoices using the following information that Oracle Projects passes to Oracle Payables:
- Employee Name - The employee name becomes the supplier name, and appears in uppercase when it is system-generated in Oracle Payables.
- Week Ending Date - The week ending date, or expenditure ending date, becomes the invoice date in Oracle Payables.
- Total Invoice Amount - The total expense report cost becomes the total invoice amount in Oracle Payables.
- Project/Task/Expenditure - This data is available in the Invoices Window and the Invoice Distributions Windows.
In addition, for each invoice distribution in Oracle Payables, you can view information for each expenditure item, such as the project information, the amount, and the account coding.
Suggestion: To query the payment status of an employee's expense report, query by supplier name and invoice date using the Find Invoices window.
Invoice Number in Oracle Payables
The invoice number for the expense reports in Oracle Payables is the expenditure batch name from Oracle Projects concatenated to a unique identifier of the expense report. For example, the invoice number 'EX-DEN-125 R11-DEC-95 12:00:00-1000' is an invoice that was processed in the expenditure batch of 'EX-DEN-125 R11-DEC-95 12:00:00' which is uniquely identified by the number 1000.
Expense Report Batch Name
The expenditure batch name in Oracle Projects is a concatenation of the expenditure batch processed, the type of batch, and the date and time the batch was created. If an expenditure batch is not specified as a parameter when you submit the Distribute Expense Reports process, the term ALL is used. For example, the batch name 'ALL R11-DEC-96 12:00:00' is the name of an expenditure batch that processed all eligible expense reports in a regular batch on December 11, 1995 at 12pm.
If all expense reports in Oracle Projects were costed, the batch name prefix is ALL. If a specific expenditure batch was costed, the batch name prefix is the batch name. The letter R stands for a regular expense report batch, the letter A stands for an adjusted expense report batch. Some examples are below:
| All
| ALL R16-DEC-95 14:46:05
|
| Specific Batch
| EX-HQ-D523 A16-DEC-95 12:00:05
|
Example
Your employee, Amy Marlin, wants to know the status of her expense report which she submitted on October 1, 1996. The expenditure ending date of her expense report was 15-SEP-1996. Expense reports are submitted to the local accounting staff for entry into Oracle Projects. You don't know when the expense report was entered in Oracle Projects or interfaced to Oracle Payables.
In Oracle Payables, navigate to the Find Invoices window by selecting the following menu items: Invoices, Inquiry, Invoices. In the Find Invoices window, enter "%Marlin%" in the supplier name field. Enter invoice dates beginning September 1, 1996. Choose the Find button.
The Invoices window will display all of Amy Marlin's expense reports with expenditure ending dates after August 31, 1996 that have been interfaced to Oracle Payables. You will be able to see if the expense report is in Oracle Payables, if it has been posted to Oracle General Ledger, if it has been approved, and if it has been paid. From this window you can also drill down to the individual distribution line items and see project information.
If the Invoice window does not display the expense report Amy submitted on October 1, go to the Expense Report window to see if the expense report has been interfaced but not yet imported. You navigate to the Expense Report window by selecting the following menu items: Invoices, Entry, Expense Reports. You can query by Employee Name or Number to locate any expense reports for Amy that are interfaced but not yet imported.
