Task 1: Create an Expense Report Template for the US1 Business Unit

The following configurations need to be implemented:

✔Effective Start Date:The current date.✔Hotel Expense Type:RequiresitemizationwithInternet, Room Rate, and Dinner.✔Expense Type:Associated with the respectiveGL account.✔Card Expense Type Mapping:Not enabled.✔Receipts Policy:Users canindicate missing receipts, and awarning should be displayed.✔Expense Fields:All fields should beoptional.

Step-by-Step Solution

Step 1: Navigate to Expense Report Templates

Log intoOracle Financials Cloudwith theExpense ManagerorFinancial Administrator role.

Navigate toSetup and Maintenance.

In theSearch Bar, type"Manage Expense Report Templates".

Click onManage Expense Report Templates.

Step 2: Create a New Expense Report Template

ClickCreate New Template.

Enter the following details:

Name:"US1 Business Unit Expense Report"

Business Unit:US1 Business Unit

Effective Start Date:(Set to current date)

Enable for Use:✔(Check this box)

ClickSave.

Step 3: Define the Expense Type – Hotel with Itemization

Navigate to theExpense Typestab.

ClickAdd Expense Type.

Enter the following details:

Expense Type Name:"Hotel"

Expense Category:"Lodging"

Requires Itemization:✔(Check this box)

UnderItemization, clickAdd Itemization Categories:

Internet

Room Rate

Dinner

ClickSave.

Step 4: Associate Expense Types with GL Accounts

Click onEdit Expense Type "Hotel".

Go to theAccountingsection.

Select theappropriate GL Accountfor lodging expenses.

Repeat this process for other requiredexpense types.

ClickSave and Close.

Step 5: Disable Card Expense Type Mapping

Navigate to theCorporate Card Expense Mappingtab.

Ensure the"Enable Corporate Card Mapping"checkbox isunchecked.

ClickSave.

Step 6: Configure Receipts Policy

Navigate to theReceiptstab.

UnderReceipt Handling, set:

Company Policy:Employeesmust provide receipts.

Allow users to indicate missing receipts?✔(Check this box).

Action for Missing Receipts:Raise a Warning(so that expense submission is not blocked).

ClickSave.

Step 7: Set Expense Fields as Optional

Navigate to theFields Setuptab.

Ensure allExpense Fieldsare set toOptional.

ClickSave and Close.

Step 8: Validate and Activate the Template

Review all configurations.

ClickSubmit and Activate.

Run theValidate and Deploy Expense Templatesprocess to ensure all settings are applied.

Step 9: Testing the Expense Report Template

Simulate an Expense Report Submission:

SelectHotel Expenseand enter details.

Verify if the systemrequires itemization(Internet, Room Rate, Dinner).

Submit without a receiptto check if awarning is displayed.

Ensure all fields remainoptional.

Verifyno corporate card expense mappingapplies.

Expected Outcome:

✔TheExpense Report Templateis successfully created forUS1 Business Unit.✔Hotel expenses require itemizationinto Internet, Room Rate, and Dinner.✔Receipts are required, and awarning is displayed for missing receipts.✔GL Account mapping is correctly appliedto each expense type.✔Card Expense Type Mapping is disabled.✔All fields are optional, allowing flexible data entry.

Conclusion

By following these steps, we have successfully created and configured anExpense Report Templatethat meets all business requirements for theUS1 Business Unit.

Comprehensive and Detailed In-Depth Explanation:

In Oracle Financials Cloud, managing corporate card transactions for inactive employees is crucial to maintain timely payments and avoid disputes with card providers. The processesUpload Corporate Card TransactionsandProcess Corporate Card Transactions for Inactive Employeesare designed to handle such scenarios effectively.

Key Capabilities of These Processes:

Employee Termination Date (Option A):

Role in Processing:The system identifies inactive employees based on their termination or inactive status. When theProcess Corporate Card Transactions for Inactive Employeesprocess is executed, it scans for employees whose status has changed to inactive (e.g., due to termination or unpaid leave) and identifies any outstanding corporate card transactions associated with them.

Comprehensive and Detailed In-Depth Explanation:

In Oracle Financials Cloud, theMatch in Fullfeature allows users to create invoices by matching the full amount of a purchase order (PO) efficiently. However, certain conditions can prevent a PO from appearing in the Match in Full search results.

Analysis of Each Option:

A. The match approval level is set to 4-way matching

Explanation:The match approval level determines the matching requirements between the PO, receipt, inspection, and invoice. A 4-way matching requires that the PO, receipt, accepted quantities from inspection, and invoice quantities all match within defined tolerances before payment approval. This setting, however, does not impact the availability of the PO in the Match in Full search results. Therefore, a 4-way matching configuration isnota reason for the PO not appearing in the search results.

B. The Supplier or Purchase Order is set up for self-billing

Explanation:Self-billing arrangements mean that the buyer generates the invoice on behalf of the supplier. In such scenarios, the Match in Full feature is not applicable because the invoicing process is handled differently. As per Oracle documentation, "Match in Full can't be used in the following circumstances:... A supplier or the purchase order is set up for self-billing."

docs.oracle.com

Therefore, if the supplier or PO is configured for self-billing, the PO will not appear in the Match in Full search results.

C. The match approval level is set to 3-way matching

Explanation:Similar to 4-way matching, a 3-way matching requires that the PO, receipt, and invoice quantities match within tolerances before payment approval. This setting ensures that the goods received and invoiced align with the PO terms. However, the match approval level, whether 3-way or 4-way, does not affect the PO's availability in the Match in Full search results. Thus, a 3-way matching configuration isnota reason for the PO not appearing in the search results.

D. The Purchase Order is already partially matched to an invoice

Explanation:The Match in Full feature is designed for situations where the supplier sends an invoice for the full amount of the PO. If a PO has already been partially matched to an invoice, it indicates that some portions of the PO have been invoiced, and the remaining amounts do not represent the full PO value. According to Oracle documentation, "Match in Full can't be used in the following circumstances:... The purchase order has already been partially matched to an invoice."

docs.oracle.com

Therefore, a PO that has been partially matched will not appear in the Match in Full search results.

Conclusion:

The two reasons preventing the purchase order from appearing in the Match in Full search results are:

B. The Supplier or Purchase Order is set up for self-billing

D. The Purchase Order is already partially matched to an invoice

These conditions make the Match in Full feature inapplicable, thereby excluding the PO from the search results.

Comprehensive and Detailed In-Depth Explanation:

In Oracle Financials Cloud, even when an installment meets the selection criteria of a Payment Process Request (PPR), certain conditions can prevent it from being selected for payment processing. Understanding these conditions is crucial for troubleshooting and ensuring a smooth payment workflow.

Analysis of Each Option:

A. The pay-through date is in a future period.

Explanation:The pay-through date in a PPR determines the latest due date of invoices to be included for payment. Setting this date in the future is a common practice to include all invoices due up to that date. Therefore, having a pay-through date in a future period would not prevent installments from being selected; instead, it broadens the selection criteria. This isnota reason for an installment not being selected.

B. The pay-through date is in a closed Payables period.

Explanation:The pay-through date affects which invoices are selected based on their due dates, but it does not directly relate to the status of accounting periods. While processing payments in a closed period is not allowed, the pay-through date itself being in a closed period does not prevent installment selection. Therefore, this isnota valid reason for an installment not being selected.

C. The invoice needs re-validation.

Explanation:Invoices that have undergone changes affecting their payment attributes may require re-validation. If an invoice is in a status indicating it needs re-validation, it will not be selected for payment processing until the validation process is successfully completed. This ensures that all invoice data is accurate and meets the necessary criteria for payment. According to Oracle documentation, an installment might not get selected if "The invoice must be revalidated."

docs.oracle.com

D. The invoice requires approval.

Explanation:Invoices often need to go through an approval workflow to ensure their legitimacy and accuracy. If an invoice has not received the necessary approvals, it remains in a pending status and is excluded from payment processing. Ensuring that all invoices are approved is essential for them to be selected in a PPR. The Oracle documentation states that an installment might not get selected if "The invoice requires approval."

docs.oracle.com

E. The invoice has not been accounted.

Explanation:While accounting is a critical aspect of financial management, the accounting status of an invoice does not typically prevent it from being selected for payment. Invoices can be selected and paid even if they have not yet been accounted, with accounting entries being created subsequently. Therefore, the lack of accounting isnota reason for an installment not being selected in a PPR.

Conclusion:

The two primary reasons an installment, despite meeting selection criteria, might not be selected for payment processing are:

C. The invoice needs re-validation.

D. The invoice requires approval.

Ensuring that all invoices are validated and approved is essential for their inclusion in payment processing.

Step-by-Step Solution: Configuring Expense Policies by Expense Category in Oracle Financials Cloud

To implement theexpense policy for mealsinOracle Financials Cloud, follow these steps:

Step 1: Navigate to the Expense Policies Setup

Log into Oracle Financials Cloud with the appropriateExpense ManagerorFinancial Administrator role.

Go to the Setup and Maintenance work area.

SelectManage Policies by Expense Category(Task Name: Manage Expense Policies by Expense Category).

Select theUS1 Business Unitto ensure the policy applies to the correct entity.

Step 2: Create or Update the Meal Expense Category

UnderManage Policies by Expense Category, locate or create theMeals ExpenseCategory.

If theMealscategory does not exist:

ClickCreate Expense Category.

EnterCategory Name: "Meals".

Category Type: "Meals and Entertainment".

Save the entry.

Step 3: Define Expense Limits for Evening Meals

Select the Meals Expense Categoryand clickEdit.

Navigate to thePolicies and Limitstab.

UnderAmount Limits, clickAdd New Rule.

Description: "Evening Meal Limit".

Limit Type: "Maximum Allowed Amount".

Limit Amount: Enter30 USD.

Per: SelectDay.

Apply to All Employees(since this applies regardless of role and location).

Location-Based Rules: Leave blank since it applies universally.

ClickSave and Close.

Step 4: Enable and Activate the Policy

Ensure the policy is enabledby selecting the checkbox forActive.

ClickSubmitto finalize the configuration.

Run the"Validate and Deploy Expense Policies"process to apply changes.

Step 5: Testing the Policy

Simulate an Expense Report Submission:

Have an employee create a new expense report.

SelectMealsas the expense category.

Enter an evening meal expense of35 USD(which exceeds the policy limit).

Verify if a policy violation warning appears, restricting the claim to 30 USD.

Submit an expense of 30 USDand ensureno policy violationoccurs.

Expected Outcome:

Employees can claim up to 30 USD per dayfor an evening meal.

Any claim above 30 USD triggers a policy violation warning.

The rule applies to all employees regardless of role and location.

Conclusion

By following the above steps, you successfully configure anexpense policy for mealsthatlimits evening meal claims to 30 USD per day. This ensures compliance with the company'sexpense management guidelineswhile streamlining theexpense approval processin Oracle Financials Cloud.