Implementing iExpenses for a Global Professional Services Firm (Part 1)

Client and Business Case - Global Professional Services Firm executing projects globally wanted to implement Oracle Internet Expenses to support employee expense reporting and reimbursement. Oracle iExpenses was implemented to enable Client employees to independently enter and submit their expense reports on-line, real time, utilizing a standard Web browser or a Web-enabled mobile device. Oracle Workflow was configured to automatically routes expense reports for approval and enforce reimbursement policies. Oracle iExpenses integrates with Oracle Payables and Oracle Projects to provide quick processing of expense reports for payment.

Key Features implemented - The implementation of iExpense enabled the client to benefit from the following functionalities:

1. Enable employees to record, and submit expense reports using a standard Web browser.

2. Provide employees a “disconnected solution” when access to a corporate intranet is not available.

3. Use Descriptive Flexfields to enter additional information about expense related receipts not otherwise captured in the Expense Template.

4. Define multiple Expense Templates. Employees can choose from a List of Values the Expense Template(s) available.

5. Define Expense Templates, and indicate whether an original receipt is required for the expense type so employees are aware of the original receipts requirement.

6. Use Oracle Workflow with Oracle Web Expense to automatically route expense reports for approval, and enforce reimbursement policies.

7. Use Oracle Web Expense to seamlessly integrate with Oracle Payables so expense reports can be quickly processed for payment.

8. Create “Authorized Delegates” to authorize a user to enter expense reports for another employee. (i.e., An executive assistant is given the authority to enter expense reports for their manager.)

9. Indicate in the Expense Template if original receipts are required.

10. Allow employees to enter negative receipts to report refunds, or credits against their reported expenses.


High Level Business Flow:





Key Components of the implementation:





In my next post, I will try and expand on each of the key components implemented above.