Oracle Training iexpenses Approvals Reference Guide

Transcription

1 Oracle Training iexpenses Approvals UK SBS Training Services Team

2 Oracle 12 iexpenses Approvals Contents 1 Introduction Amending your Oracle Notification Preferences Approving or Rejecting Expense Claims Reassigning an Approval Out of Office Rules Legend Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system. Learning Note: 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 ac tion that is NOT advisable or may have consequences that could impact on your effective use of the system. Page ii

3 1 Introduction For all transactions that require approval, the selected approver will receive an requesting approval. There are two ways that an approver can review and approve a claim: 1. Via the Request to Approve workflow , which provides a summary of the notification and options for it to be approved or rejected Learning Note: In most cases the level of detail presented in the should provide sufficient detail to support a decision to approve or reject the notification. Chapter 2 demonstrates how to switch on workflow notifications. 2. By logging into the Oracle system and opening the approval from the Worklist section of the Oracle Home Page (which enables more detail of the transaction to be inspected) Page 1

4 2 Amending your Oracle Notification Preferences In order to receive Oracle Notifications you must ensure that the style notifications are switched on. This chapter shows you how to change your Oracle notification preferences. 1. From the Oracle Home Page select Preferences: 2. The Preferences screen is displayed: Page 2

5 3. In the Notifications section select the Style Dropdown list: Action Note: In order to receive the notification in the most appropriate format select the HTML mail with attachments option from the list. 4. To Save your changes click on Apply: 5. A Confirmation message will be displayed: 6. Click on the Home Link to return to the Oracle Page: Page 3

6 3 Approving or Rejecting Expense Claims Before approving a claim managers should familiarise themselves with the requirements for approval e.g. that they are senior to the claimant and can authorise the expense claimed. Learning Note: All approvals will appear in the Worklist section of your Oracle Home Page. Once approved or rejected they will disappear from the Home Page. 1. (N) Oracle Home page > Worklist 2. From the Worklist displayed on the Oracle Home Page, identify the claim which requires approval, to open the notification, click on the underlined link, for example: 3. On opening the claim, you will be presented with a summary of items in the claim. The summary includes option buttons to or : Page 4

7 Action Note: If Rejecting an expense claim the reason for the rejection must be documented in the Response section at the bottom of the screen: Learning Note: For details on how to Request Further Information from the Originator of the Notification see Chapter 5. For details on how to Reassign the notification approval to a colleague see Chapter To view the claim items in further details, select 4. The General Information tab for the expense claim: Page 5

8 5. Clicking on the Details icon enables the detail of any expense item to be viewed: 6. To return to the Notification select the button, then select or as appropriate Page 6

9 4 Reassigning an Approval (N) Oracle Home Page > Worklist Learning Note: All approvals will appear in the Worklist section of your Oracle Home Page. Once approved or rejected they will disappear from the Home Page. 1. Click on the relevant Notification in the Worklist: 2. This screen will display the proposed request 3. Click : Page 7

10 Action Note: You will need to specify who needs to supply more information. The system will default to the employee who made the initial request. If you need to select an alternative person click on the drop down arrow, search for and select the relevant person. 4. The Reassign Notification page is displayed Action Note: There are now two options for you to choose from: Delegate your Response is the default option and is used to temporarily give another user authority to respond to a notification on your behalf, whilst still retaining accountability. Transfer Notification Ownership would only be used if you are transferring complete ownership and accountability to another user. 5. Search for the delegated approver using the magnifying glass: 6. Enter the surname of the new approver (using the wildcard % if appropriate) and click Page 8

11 7. Click the Quick Select button for the new approver: 7. Enter any comments to the new approver if required 8. Click to reassign the approval 9. Click to return to the Oracle Home Page: Page 9

12 5 Out of Office Rules Action Note: Approvers must arrange for all workflow notifications to be dealt with in their absence. Approvers must create a separate rule for each topic/area: i.e. Requisitions, HR & Expenses. This chapter shows how to forward all notifications to another approver, whilst you are out of the office. 1. (N) Responsibility Oracle Applications Home Page 2. Select the link: 3. To create a rule(s) to redirect your notifications select the button: Page 10

13 Learning Note: Once a rule has been created it will appear in future under Rule Name. Rather than creating another rule you can simply update a previous one. 4. Select Expenses from the drop down menu for Item Type field: 5. Click on the button 6. Ensure the All radio button is selected and click on the button to move to step 3: 7. Enter the date range for which the notifications will need to be reassigned: 8. Choose a Start Date by clicking on the icon and selecting the date 9. To enter the End Date, repeat the above step Page 11

14 10. Provide a message to the nominated Approver: 11. To nominate an individual click on the LOV icon 12. Enter the name and click on : Page 12

15 13. Use the quick select icon to select the nominated Approver: 14. Click on the button: 15. The new Out of Office Rule is now displayed: 16. To return to the Home Page select the link 17. To remove an Out of Office rule, click the delete icon next to each rule 18. A warning message will appear, click 19. The rule will be deleted, to return to the Home Page select the link Page 13