Oracle 12 Finance Training GPC Reference Guide

Transcription

1 Oracle 12 Finance Training GPC UK SBS Training Services Team

2 Contents 1 Receiving Statements Review & Approve GPC Transactions on Oracle View Historic GPC Transactions Dispute a Transaction Removing a Dispute Against a Transaction Legend These recognised abbreviations tell you what action to take in the practical exercises. They will not appear as options on your Oracle system, but are our instructions to you: (N) Navigate (T) Tab (ST) Sub Tab Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system. This is to draw your attention to useful additional information that you may find interesting. Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system. Page ii

3 1 Receiving Statements 1. From your Oracle Worklist, select the Credit Card Transactions link: 2. The Credit Card Information screen is displayed: Page 1

4 All unprocessed transactions will be displayed here - including those from previous weeks. Your line manager will also receive a copy of these statements. 3. To mark this statement as read click the OK button You will also get notifications to remind you of any overdue GPC transactions: Page 2

5 2 Review & Approve GPC Transactions on Oracle 1. (N) Your Organisation iexpenses User > iexpenses Home 2. The iexpenses Home page is displayed, click the Create Expense Report button: 3. The General Information screen is displayed, check that your Cost Centre is correct: Action Note: This Cost Centre is taken from your HR record. 4. Click the Expense Template drop-down list and select the correct Organisation Txn Analysis GPC Card Page 3

6 Caution Note: It is essential that the above instruction is complied with. The checking of GPC Transactions should not be made using any other expenses template. 5. Click in the Month of Travel or Expenses for Period Ended box and enter the date of your statement or alternatively use today s date: A valid date value needs to be entered e.g. 01-Nov Click on Next 7. The Credit Card Transactions screen is displayed: Page 4

7 Overdue Transactions All transactions over 10 days old will be highlighted with a warning triangle. Transaction Amount The transaction amount will display the amount in the currency you purchased the item in. Location The location is the location of the supplier which may be the location of the head office. Billed Amount The billed amount will always be displayed in GBP. 8. Select all the lines that you want to process: Action Note: If you want to process all the lines on this screen you can use the Select All link. If there are further transactions don't forget to click on the Next 10 link. 9. Click on Next 10. The Credit Card Expenses screen is displayed: Page 5

8 The Expense Type is entered automatically for you based on the supplier. This Expense Type is used by Finance as the "Account Code". If the type is incorrect you can select an appropriate expense type from the list. 11. A Justification is required for all transactions, click in the Justification field and enter a valid justification Action Note: You will need to do this for EVERY transaction. The Details icon allows you to enter additional information that cannot be seen on this screen e.g. Original Receipt Missing. If you enter the Details screen click Return to get back to the previous screen. 12. Click on Next Page 6

9 13. The Cash & Other Expenses screen is displayed: Caution Note: This screen is not used for GPC Transactions. 14. Click on Next 15. The Expense Allocations screen is displayed, this screen allows you to make amendments to the Business Unit, Cost Centre, Programme Codes or allocate analysis codes: Page 7

10 16. If required to make changes to the default account allocations, click on the Update Allocations button 17. Amend the Business Unit, Cost Centre and/or Programme codes as appropriate, by either directly typing a value or searching for the appropriate code by clicking on the search icon Full details on how to update Account Allocation on expense lines is given in Chapter 5.3 of the iexpenses. You can also split an account allocation across different accounting areas; full details of how to complete this are given in chapter 2.4 of the iexpenses & GPC e-learning module. 18. After confirming the Account Allocations are correct, click on Next 19. The Review screen is displayed: Caution Note: The Receipt Status is always set to Not Required for GPC transactions. However, you must ALWAYS post your GPC statement with detailed receipts attached to UK SBS in an expenses envelope. This receipt status is set to Not Required to prevent your GPC transactions from being held up in the financial system as if they were part of an expense claim. Page 8

11 20. Click on Submit, your transactions have now been sent to your Line Manager for approval 21. Write your expense report number on the expense envelope, pass your receipts to your Line Manager for review/checking and then send to UK SBS for processing 22. Click on Return Page 9

12 3 View Historic GPC Transactions 1. (N) Your Organisation iexpenses User > iexpenses Home 2. The iexpenses Home page is displayed, select the Credit Card Transactions link: 3. The Credit Card Transaction screen is displayed: All unprocessed transactions will be displayed here - including those from previous weeks. Click on the Next link to view your next 10 transactions. Page 10

13 4. Click the Transaction History link (situated in the menu on the left hand side of the screen) 5. The Credit Card Transaction History Search screen is displayed: 6. Use at least one set of Search Criteria to find historic transactions, the Transaction Category Business will display all approved GPC transactions. 7. Enter a valid value e.g. "365" into the Maximum Transaction Age (in Days) field, tthen click on Go: 8. The search results are displayed: Page 11

14 9. This screen is where historic transactions can be viewed, and if required: o o Printed (by clicking on the Printable Page button) or Exported to Excel (by clicking on the Export button) 10. If exporting to Excel, Select to Open or Save the file as appropriate The following Transaction Types can be seen: Business - Approved Transactions Unused - Unprocessed Transactions Disputed - Transactions marked as in dispute Page 12

15 4 Dispute a Transaction 1. (N) Your Organisation iexpenses User > iexpenses Home 2. The iexpenses Home page is displayed, select the Credit Card Transactions link: 3. The Credit Card Transaction screen is displayed: All unprocessed transactions will be displayed here - including those from previous weeks. Click on the Next link to view your next 10 transactions. Page 13

16 4. Click the Dispute Transactions link (situated in the menu on the left hand side of the screen) 5. The Disputed Credit Card Transactions screen is displayed: All previously disputed transactions can be seen in the Disputed Transactions section. If required enter Search criteria to find the transaction you wish to dispute. 6. Click on Go 7. The search results are displayed: Page 14

17 8. Click the Dispute icon next to the relevant transaction 9. The Create Disputed Credit Card Transactions screen is displayed, enter the reason for disputing the transaction into the Reason field: 10. Click on Apply 11. The Confirmation screen is displayed: 12. Your transaction is marked as disputed Action Note: This transaction has now been removed from your list of unused transactions and won't be marked as overdue. It is your responsibility to contact the supplier or your credit card/gpc provider to resolve the dispute. Page 15

18 5 Removing a Dispute Against a Transaction 1. (N) Your Organisation iexpenses User > iexpenses Home 2. The iexpenses Home page is displayed, select the Credit Card Transactions link: 3. The Credit Card Transaction screen is displayed: All unprocessed transactions will be displayed here - including those from previous weeks. Click on the Next link to view your next 10 transactions. Page 16

19 4. Click the Dispute Transactions link (situated in the menu on the left hand side of the screen) 5. The Disputed Credit Card Transactions screen is displayed: All previously disputed transactions can be seen in the Disputed Transactions section. Action Note: If a Credit Line, for the same value, has been added to your statement you can select Match With Credit to resolve a dispute. 6. Click on Update against the line that you wish to remove the dispute from 7. The Update Disputed Credit Card Transactions screen is displayed: Page 17

20 8. Click on End Dispute and enter the reason for removing the dispute into the Post Update field, then click Apply: The dispute against this transaction has now been removed and is open for processing as normal. Page 18