CDU IExpense User Guide Oracle E-Business - R12

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CHARLES DARWIN UNIVERSITYEllengowan Drive, Darwin, Northern Territory, 0909cdu.edu.auCDU iExpense User GuideOracle E-Business - R12Staff Cash (Reimbursement / Travel AllowanceClaims) Expense ReportStaff Corporate Card Expense ReportUniversity Finance/Finance SystemsCDU iExpense User Guide - Page 1R 12 Printed on 18-Jan-17

Contents1Overview1.12Monthly Dates4iExpense Responsibility2.15Home Page Explained62.1.1Section 1- Track Submitted Expense Reports62.1.2Section 2- Update Expense Reports72.1.3Section 3 - Notifications72.2Creating an Expense Report82.3Adding Credit Card Transaction to a Report92.3.1Credit Card Transactions screen2.3.2Enter the Expense type and the description.2.4Entering a Cash Expense910142.4.1Travel Allowance142.4.2Staff Reimbursement Claim142.5Cash Advance172.5.1Cash Advance Request172.5.2Cash Advance Acquittal182.5.3Dealing with Excess spend222.5.4Other anomalies222.633Expense Allocations232.6.1Bulk Allocation Change242.6.2Splitting Allocation252.7Review Expense Report262.8Attach Receipt272.9Submit Expense Report28Appendix293.1Travel Audit Group (TAG) Documentation293.2Logging into Oracle E-Business Suite293.3Adding Delegation313.4Notification – Request for Information323.4.1Introduction323.4.2Transaction Instruction323.5Disputed Transaction353.5.1What is a Disputed Transaction?353.5.2To mark a transaction as disputed in iExpenses353.5.3Disputed Transaction Form373.5.4Opening The Disputed Transaction Form383.5.5Closing the Dispute393.5.6Enabling PDF forms in Firefox.41CDU iExpense User Guide - Page 2R 12 Printed on 18-Jan-17

1 OverviewA short summary of the steps required to process credit card transactions or expensereimbursement claims are:1. Log into elVIS (Oracle Financials) - (Appendix)2. Choose CDU iExpense responsibility – (2)3. Create an Expense Report – (2.2)a. Select the person for whom the expense report is for.b. Create and label expense report.c. Process credit card transaction, Add details and or itemize the transactiond. And/ore. Create expense claim (TA or reimbursement etc) Add details and or itemize the transactionf. Allocate cost code and sub accounts.g. Attach related documents (invoices, receipts, movement requisitions etc.)a. SubmitExtra information;-How to log on (Appendix 3.2)Disputed Transactions (Appendix 3.5)Adding someone to process your transactions for you (3.3)For assistance and further enquiries or to book training please contact the Finance Systemsteam elvis@cdu.edu.auCDU iExpense User Guide - Page 3R 12 Printed on 18-Jan-17

1.1 Monthly DatesCredit Card Expense should be submitted by the 25th to allow Approver and Auditors toprocess the report before the end of the month.CDU iExpense User Guide - Page 4R 12 Printed on 18-Jan-17

2 iExpense ResponsibilityIn order for you to access the screens and services available for processing Credit Cardtransactions and personal expense claims you need to have the CDU iExpense responsibilityadded to your Oracle Financials user. Please contact elvis@cdu.edu.au to arrange this.When you log into Oracle Financials you may be presented with a number of Responsibilitiesin the left navigation pane. Click on CDU iExpense to start. If your only responsibility inOracle Financials is CDU iExpense, it will open automatically.From the Main Menu, click on CDU iExpense to open the iExpense Home page below.From the iExpense home page, the following expense reports are created.1. Entering a Cash Expense Report for Travel Allowance or Staff Reimbursement Claims2. Entering a monthly Corporate Card Expense ReportCDU iExpense User Guide - Page 5R 12 Printed on 18-Jan-17

2.1 Home Page ExplainedThe Home page is in three main sections:2.1.1 Section 1- Track Submitted Expense ReportsAny outstanding expenses or expenses paid within the last 30 days are displayed in this areaYou can “sort” a column by clicking on field heading. DescriptionEmployee name that the Expense Report is for, including anyone who you haveentered an expense on behalf of. This will become the Supplier once it is importedinto Accounts PayableFieldNameReport NumberReport Number of submitted Expense Report – this will become the invoicenumber once it is imported into Accounts PayableReportDateDate the Expense Report was submittedSubmitReport StatusStatus of the report – these include:Pending Individual’s Approval, Pending Manager Approval, Pending PayablesApproval, Pending Your Resolution, Ready for Payment, PaidLastStatus(Days)Number of days ago that the Expense Report was looked at / editedReportActivityCurrentApproverThe Approver the Expense Report is currently queued with, awaiting there forapprovalReceipts StatusThe status of the receipt, including: received, required, waivedReport(AUD)The AUD value of the expense reportTotalPurposeThe purpose of the Expense ReportDuplicateIf you click onyou can duplicate the Expense Report, all details (excludingcredit card transactions) will be copied, and dates will be increased by one week.New receipts will need to be added.WithdrawIf you click onyou can withdraw the Expense Report. You can then updateand re-submit.NOTE – You cannot withdraw a request if the expense has been fully approved(i.e. where Supervisor and Audit approval has been granted).CDU iExpense User Guide - Page 6R 12 Printed on 18-Jan-17

2.1.2 Section 2- Update Expense ReportsLines in this section are claims which are in process and not ready to be submitted forapproval. Any saved, rejected, or returned expenses are displayed in this area.You can Update, Duplicate or Delete the Expense by clicking on the relevant icon (see below):2.1.3 Section 3 - NotificationsIf you are an authorized approver and you need to approve an Expense Report, this isactioned in the Notifications section. If you are setup as cost centre approver you will receivean email notification when staff submit their claims for approval. If you are a supervisor you willreceive an FYI email notifying you of your staff members Expense Report submission.You will also receive notifications here if your Expense Report has been sent back for a“Request for Information” from your Approver, the CDU Travel Officer (if the Expense reportinvolves travel) or the Payables Auditor. Other notifications that you will receive are listedbelow: When the Expense Report has been submitted for approval on your behalf.When the Expense Report is approved by your ApproverWhen the Expense Report due amount has transferred via EFT to yourself for cash expenseclaims (i.e. expense reimbursements / travel allowances)CDU iExpense User Guide - Page 7R 12 Printed on 18-Jan-17

Oracle Notifications are further discussed in Topic 3.4 – Notification – Request forInformation2.2 Creating an Expense ReportLogin to Oracle and Select CDU iExpense responsibilityThis will take you to the Expense Home Page (see Topic 1)To start the process click onto get startedIf creating an Expense Report on behalf of another staff member (as a proxy), select theirname from the drop down box beside Name. Then add details to the Purpose.Convention – IntialLastname – Type (CCard, Travel, Reimbursement, Cash Advance) – PeriodThere is a CDU iExpense Quick Reference Guide (QRG) which you can refer tofor Entering ExpensesOnce you have started the Create Expense Report you can Save it at any time allowing youto add transactions or update information at a later time.The progress indicator will tell what stage you are at throughout the creation of the ExpenseReport. When you re-open a report you may need to click Next a few times to get to thescreen you wish to update. *Do not untick transactions after reopening an Expense Report oryou will lose all the data you have entered for that line or lines.CDU iExpense User Guide - Page 8R 12 Printed on 18-Jan-17

2.3 Adding Credit Card Transaction to a ReportIf you or the person you are preparing the Expense Report for has a CDU Corporate CreditCard, the Credit Card Transactions page will be available. If not you will be taken straight tothe Cash and Other Expenses screen.2.3.1 Credit Card Transactions screenTick in the Select box the transaction/s you wish to code. Or choose Select All.Do not un-tick transactions you have already coded. This will remove thetransaction from the report and you will have to re-enter all data related again.Click next will bring up the Credit Card Expenses screen where the transactions are codedand descriptions are entered.CDU iExpense User Guide - Page 9R 12 Printed on 18-Jan-17

2.3.2 Enter the Expense type and the description.A maximum of 256 characters in the description field will be imported into theGeneral Ledger. This may affect your reporting and may therefore need to becarefully considered.If you have a receipt that needs to be split between different Expense Types this is referred toas itemization Go into details. To do this click on the details icon. Then Click Itemize2.3.2.1 Missing ReceiptIf the receipt is missing tick the box next to “Original Receipt Missing” and change the TaxCode to Gst-0%. This means the cost centre will incur the full cost of the transaction as theUniversity is unable to claim the GST without a receipt that displays the amount of GSTcharged. Statutory Declaration is available via the Policy and Forms link at the top of the page.CDU iExpense User Guide - Page 10R 12 Printed on 18-Jan-17

2.3.2.2 Addition information for Expense TypesSome Expense types require Additional Information on this screen. For example“Entertainment”Ensure that all fields marked with * (Mandatory Information) is completed.2.3.2.3 ItemizationIf receipts need to be split, for example, a Staples order that included purchases for bothstationery and kitchen consumables; we need to Itemize the transaction. Click on theto start.There are a few ways to do this. We recommend that you decrease the first line by theamount of the next line (or sum of the extra lines) Change the value of the first line. (Seeexample below).In this example we have a purchase from Officeworks. Stationary and a hard disk ( 90) werepurchased on this transaction. The hard disk could be assigned to Minor Equipment andRepairs.CDU iExpense User Guide - Page 11R 12 Printed on 18-Jan-17

Click on the Details icon on the transaction rowClick Itemize. You should see details of the transaction line at the bottom of the page (you mayneed to scroll down)Reduce the Itemized Receipt Amount by the amount of the row you wish to add, in this case 90.Notice that Unallocated Expenses is now showing 90. Click on Add Another Row. The newrow will automatically assign the Unallocated Expenses amount.CDU iExpense User Guide - Page 12R 12 Printed on 18-Jan-17

Now select the Expense Type and update the DescriptionCDU iExpense User Guide - Page 13R 12 Printed on 18-Jan-17

When completed ensure “Unallocated Expenses” is 0.00 as any UnallocatedExpense amounts will not be paid by CDUReceipts that have both Taxable (GST) and Non-Taxable (GST-Free) items(usually from Supermarkets etc) need to be separated onto two lines via‘Itemize’.To calculate the GST portion of a Coles or Woolworths receipt, multiply theGST amount shown on the receipt by 10 and add back the GST amount to getthe Gross Value.For ExampleReceipt Total 100GST 2.50Would be Itemized in the details screen.Line 1-1 Catering 72.50 GST-0%Line 1-2 Catering 27.50 GST-10%Once itemization is completed you can either selectto proceed to the details page ofthe next Expense or you can selectwhich will take you back to the “Cash and OtherExpenses” summary page.Once details have been entered for all claims click onAllocation” pagewhich will take you to “Expense2.4 Entering a Cash ExpenseIf you have permission to enter Expense reports on behalf of someone their name will also beavailable in the dropdown list.Input a Purpose for the Expense Report:2.4.1 Travel AllowancePurpose: e.g. AIkonomou – Travel Allowance MR#AI270415 – 01.05.20152.4.2 Staff Reimbursement ClaimPurpose: e.g. AIkonomou – Staff Reimbursement Claim 30.04.2015*Please remember to attach supporting documentation for audit purposes before submittingreport.CDU iExpense User Guide - Page 14R 12 Printed on 18-Jan-17

Entering Expense transactions is very similar to Credit transactions. The differencebeing that transaction date, amount and merchant all have to be entered manually.Note: Where both Corporate Card and Cash Expenses exist, they can be included in a singleexpense claim. Travel Allowance should be entered as a separate Expense Report in order tomake the future date of TA not clash with other transactions.Receipts are attached at the header of the Expense Report, remember to number themmatching the line of the purchase on your claim.Clickuntil you are at Cash and Other ExpensesIf you do not have a Corporate Card, these credit card pages will not be displayed.If the expense was in a foreign currency you will need to show the receipt currency.SelectTravel Allowance Claim – Date is to be set a week prior to departure (refer to Table 1 – Datefor more information) and Travel Allowance should be a separate Expense Report i.e. Anna isexpected to travel on the 27th April therefore the date selected is 7 days prior to departure e.g.20-Apr-2015Select the Expense Type and enter the details of the DescriptionCDU iExpense User Guide - Page 15R 12 Printed on 18-Jan-17

Staff Reimbursement Claim – Enter the Details and Descriptions for all receiptsReimbursement Claim Forms – When submitting an Expense report on behalf ofsomeone else you must attach a signed and authorised Reimbursement Form.See Table 1: Transaction Fields for a description of each of the fields.Table 1: Transaction fields. Field DescriptionDateReceipt Date. Use the calendarto select dateNote: Travel Allowance Claims – Date is to be set a week prior to departure (if it’sless than 7 days before departure set as at today’s date)i.e. AI230315 – date set to 16-Mar-15 (7days prior)Receipt AmountReceipt value (including GST)Receipt CurrencyTransaction currency can be selected from the dropdown boxWhere the transaction currency is not listed, manually covert the amount to AUD.Exchange RateDisplays the exchange rate used to convert the transaction currency to AUD.Expense TypeExpense Type can be selected from the dropdown boxThese Expense types will determine which Natural Account code will default intothe Account AllocationsDescriptionReason the Expense was incurred WHO the person receiving the payment,WHERE Merchant Name, WHEN Date, WHAT was purchased, WHY was thepurchase madeReimbursableAmount (AUD)Amount that is to be reimbursed or acquitted to credit cardDetailsClickto enter further information for each receipt and to itemize.CDU iExpense User Guide - Page 16R 12 Printed on 18-Jan-17

2.5 Cash AdvanceCash advance requires two separate Expense Reports:-The first is the request for the Cash AdvanceThe second in the acquittal of the Cash Advance.2.5.1 Cash Advance RequestCreate a new Expense Report giving the purpose with User-Cash Advance Request-reason(e.g. MMaderal- Cash Advance Request – East Timor Travel)Click Next through to Cash and Other Expenses then create an entry for the date the cash isrequired and the amount. Select Cash Advance (752) as the Expense Type. The descriptionshould include the user-why-movement request no (if applicable).You may get a notification if you have future dated the request. Click YesCDU iExpense User Guide - Page 17R 12 Printed on 18-Jan-17

The expense allocationClick Next and attach relevant documentation (attaching files is discussed in the section onAttaching Receipts) such as movement requisitions and any justification for the advance.Click Submit and note the Expense Report Number (CDUxxxxxx). You will need this numberfor acquitting the Cash Advance.2.5.2 Cash Advance AcquittalCreate a new report. The purpose should include the receivers name-Cash AdvanceAcquittal-CDUxxxxxx (the number of the Cash Advance Request) e.g. MMaderal-CashAdvance Acquittal- CDUxxxxxx.Click Next through to Cash and Other ExpensesThe first entry will be the amount of the original Cash Advance as a negative value. TheExpense Type with be Cash Advance Acquittal. Description should show the UserAcquittal-CDUxxxxxx (Cash Advance Request number).CDU iExpense User Guide - Page 18R 12 Printed on 18-Jan-17

Note that the Total is showing a negative number. This needs to be zero to completely acquitall funds.If the expenses were in a foreign currency then you will need to click on Show ReceiptCurrency. Remember that transactions overseas do not get GST so you will need to go intodetails to change the Tax settings to GST-0%Enter the expense in exactly the same way as a Cash Expense. Put the description used inthe first line (Cash Advance Acquittal) as the start of each expense line.Note click on update will recalculate the amount due.CDU iExpense User Guide - Page 19R 12 Printed on 18-Jan-17

Once all expenses have been entered the remaining cash should be given to cashiers who willgive you a receipt. Enter this amount as the final line. Expense Type is Cash AdvanceRefund. Description will have the first line description with the receipt number from Cashiers.Note that the Total is now 0.00.CDU iExpense User Guide - Page 20R 12 Printed on 18-Jan-17

Click Next and to update Expense Allocations.After all Sub-accounts have been updated to reflect the expense of the purchase Click NextAttach receipts and related documentation. Click Add to attach receipts and other relateddocuments. Then SubmitCDU iExpense User Guide - Page 21R 12 Printed on 18-Jan-17

2.5.3 Dealing with Excess spendIf you have spent more than was allocated from the original Cash Advance you will need to getwritten authorisation from the cost centre owner and attach the document. iExpense will thentreat the excess amount like a standard reimbursement claim. You do not need to submit aseparate Expense Report, just continue to add the amounts to the existing report. In this casethe amount remaining should be a positive amount payable. Remembering that alltransactions will need to have receipts and related documentation attached.2.5.4 Other anomaliesThere will likely be differences in amounts as a result off currency conversion. If this adds upto less than 5% of the total Cash Advance then enter this as a transaction to “Bank Charges(336)” adding “currency conversion losses” to the description.CDU iExpense User Guide - Page 22R 12 Printed on 18-Jan-17

2.6 Expense AllocationsNOTE: The account Expense Allocations will be defaulted from the expense type selected foreach expense and itemized expense line.Complete the Sub-account fields by entering your selection or by usingto search andquick select. Ensure all fields marked with XX are updated to include the sub-account beforeclicking NextCDU iExpense User Guide - Page 23R 12 Printed on 18-Jan-17

2.6.1 Bulk Allocation ChangeIf you need to change the Area and Activity or both allocations for a lot of lines, select the linesyou wish to update the allocations for (using the select checkbox)ClickSelect an Allocation Method, input the cost combination and type in an allocation reasonClickUpdate Allocations can also be used for Splitting amounts over more than one Area /ActivityCDU iExpense User Guide - Page 24R 12 Printed on 18-Jan-17

2.6.2 Splitting AllocationYou may need to split a transaction between two or more cost centres.Select the transaction you wish to split and click on the Update Allocations button.You have a choice over how you would like to split the transaction with the radio buttons nextto Allocation Method:Amount Split – allows a fixed amount to go to each of the allocated codes.Equal Split – allow equal distribution of the cost between all allocated codesPercentage Split – allows the split to be applied by percentage % to all allocated codesYou may click on Preview to see how the allocation will apply. Click Apply when completed.CDU iExpense User Guide - Page 25R 12 Printed on 18-Jan-17

2.7 Review Expense ReportSelectSelect theto proceed to the Review Pagetab to review account allocations.To review the Approver of your Expense report, select thereport has been submitted it will show a Status of “Notified”tab. Once your ExpenseCDU iExpense User Guide - Page 26R 12 Printed on 18-Jan-17

All Cash and Other Expense Reports - Travel Allowance and Reimbursement Claims thatcontain Travel Related Code/s i.e. 382 – Duty Fare, will first be checked for compliance andapproved by the Travel Audit Group (TAG) . Once approved by one member of the TAG itwill then flow through to the delegated Approver to approve.2.8 Attach ReceiptAttachments for claims ideally should be kept separate:-Attachment 1. Credit Card Transactions receiptsAttachment 2. Travel Allowance Calculation / Movement RequestAttachment 3. EFT Staff Reimbursement Claim Form and receiptsTo add a receipt to the Expense Report before submitting, selectAdd in a Title (e.g. wording used for Purpose (see page 11) and a Description (if required)and select a category e.g. ReceiptsClick the Browse button to search for the network for your receiptFind scanned file and clickCDU iExpense User Guide - Page 27R 12 Printed on 18-Jan-17

You can add more receipts by selectingOnce done, Clickadded.Clicksaved. You will receive confirmation that your attachment/s have beenyou will receive information that includes your Expense report i.e. CDU129476 isEither collect all receipts and make one claim per month or Submit each claim asthey are required – i.e. Travel Allowance.Reminder: NO travel on University Business should commence without an approvedMovement Request.2.9 Submit Expense ReportTo submit the expense report, clickYou will receive confirmation that your Expense Report has been submitted; with yourExpense Report number e.g. CDU129476CDU iExpense User Guide - Page 28R 12 Printed on 18-Jan-17

3 Appendix3.1 Travel Audit Group (TAG) DocumentationWhen Movement Requests include a Travel Allowance payment prior to travel thedocumentation will be scanned and included in the iExpense System, there will no longer bethe need to forward documentation to the Travel Officer.However Movement Requests with no up-front payments i.e. Reimbursements, charge toCorporate Card or paid by external agency will still need to be forwarded to the Travel Officerin the Office of Strategic Procurement.All Approved travel Movement Requests should be submitted to Procurement prior to travel,however we do not need duplications. So if they are already in Oracle iExpenses theProcurement Office will register the movement details from the electronic copy.Please do not hold approved Movement Requests to process post travel without lodging withthe Travel Officer first (either by scanning to procurement@cdu.edu.au or delivering to Orange8). This ensures the movement is registered for insurance and other emergency situations.3.2 Logging into Oracle E-Business SuiteUsers accessing Oracle Financials will first need to log in via their VPN Client, which issoftware loaded onto all University computers – you should have a VPN Client icon.Your username and password is generally the same password you use to access the internet.Any problems in regard to VPN should be referred to ITMS Support.Next staff will need to use the Oracle Financials R12 (elvisman).Access the Oracle Financials web address – as belowTraining: http://shrike-UAT.cdu.edu.au:8000Production: http://shrike.cdu.edu.au:8000The following page will be displayedCDU iExpense User Guide - Page 29R 12 Printed on 18-Jan-17

Type your Username and Password provided from the Finance Support and Click on Login.When logging in for the first time – you will be requested to change your password. Thepassword must be at least five (5) characters long with 1 numeric and no repeating characters.You will be prompted to change your password every 90 days. If you have difficulties withyour password, please contact Finance Support (elvis@cdu.edu.au)NOTE: Passwords associated with user accounts should be kept confidential and users shouldprevent the use of their account by othersChange password and then Click Submit.PLEASE NOTE: Oracle R12 consists of a combination of HTML pages and Oracle Forms,JAVA WILL ONLY BE LAUNCHED IF USERS access Oracle Forms. When accessing OracleForms the java program (jinitiator) screen then needs to remain open so that the applicationcontinues to work.Delegates (Proxy) in iExpensesYou can submit an expense report on behalf of other employees. You will need to have accessgranted either by the employee (they can do this themselves from within iExpenses) or byFinance Support. Each expense report can have only one employee associated.Once granted you will see the employee in the drop down list next to Name in the CreateExpense Report Screen. You will also be able to see outstanding transactions in the CreditCard Transactions tab.Some users may not be fully configured within Oracle Financials (Payables) to receivepayments into their bank account. If the user has not ever received a payment from OracleFinancials, it is advisable to check with Finance Support to confirm bank details have beenCDU iExpense User Guide - Page 30R 12 Printed on 18-Jan-17

entered. This form will need to be completed if the details are not there. Bank Details for StaffFormYou can also assign people to process Expense Reports on your behalf. The procedure isexplained below. It is recommend that you discuss assigning delegation with the relevantperson first.If you have any queries or need support/assistance please contact elvis@cdu.edu.au or phone8946 6039.3.3 Adding DelegationLogin to Oracle and Select CDU iExpense responsibility from main menu listThis will take you to the iExpense Home pageClick onin the top menuUnder Expense Entry Delegations click onCDU iExpense User Guide - Page 31R 12 Printed on 18-Jan-17

Click onby a %to search for person; you can type in the start of the person’s last name followedClickClickto select the personThis will take you back to the Access Authorizations screen*If you cannot find the staff members name, contact Finance SupportClickAn Oracle Workflow Notification and Email will be sent to the employee when anExpense Report is submitted on their behalf.3.4 Notification – Request for Information3.4.1 IntroductionThis section describes the procedure for responding to a “Request for Information” notification.3.4.2 Transaction InstructionIf the Approver or Auditor returns an Expense Report for Request for Information, thepreparer will receive an email from Workflow instructing them that their Expense Report hasbeen returned. The Expense Report, and any notes from the Approver or Auditor can beviewed by clicking on the hyperlink or directly from their Oracle Worklist.CDU iExpense User Guide - Page 32R 12 Printed on 18-Jan-17

This will take you to the Workflow SummaryIf you need to add more documentation you will need to open the expense report from theExpense Home pageThe report will have Pending Your Resolution in the Report StatusClick on the Expense ReportCDU iExpense User Guide - Page 33R 12 Printed on 18-Jan-17

Click on add to attach the relevant documentsOnce done return to the Work Flow page.Put a comment in the Additional information to inform the auditor that you have added the files.Then click on Send Additional InformationCDU iExpense User Guide - Page 34R 12 Printed on 18-Jan-17

Add in any notes about the Question and click3.5 Disputed Transaction3.5.1 What is a Disputed Transaction?A disputed transaction is one that appears on your statement or iExpense screen that you oryour delegate has no knowledge of. They can come in many forms.Some examples include;1. Random or unrecognised Merchant.2. A purchase made from a strange location.Double charge. Card can be swiped more than once.3. Excessive charge.4. Small charges. (lots small charges can go unnoticed)Note: Do not treat transactions that are valid but are expected to be refunded as disputedtransactions. Such transaction must be processed normally. Use the same code anddescription on the refund as was used on the original transaction.3.5.2 To mark a transaction as disputed in iExpensesGo to Credit Card TransactionsClick on Dipute TransactionCDU iExpense User Guide - Page 35R 12 Printed on 18-Jan-17

Select the card holder with the disputed transaction. (If you are not a proxy for anyone the cardwill default to your own.)Clicking on Go will bring all unprocessed transactions. Alternatively you can put in searchcriteria to help locate a particular transaction.In this example we have 600 in the billed amount. The transaction to be disputed is theMurin Airways line. Click on the Dispute icon.This will bring up the following screen . Place a reason for the dispute in the Reason box andClick Apply. This will remove this particular transaction from your list of transactions .CDU iExpense User Guide - Page 36R 12 Printed on 18-Jan-17

3.5.3 Disputed Transaction FormA Disputed Transaction Form must then be immediately completed and emailed tocorporatecard@cdu.edu.au the Office of Strategic Procurement. To Access the form Click onthe Policy and Forms Link at the top of the pageNote** If you are using Mozilla Firefox you will need to adjust the browser so the pdf form willbe able to be filled in electronically – this is not required to be done in Internet Explorer – seeEnabling PDF forms in Firefox about 4/5 Pages below this page.You will be taken to the Finance web page where there is a list of various forms andinformation regarding iExpenses. Click on Disputed Transaction Form.CDU iExpense User Guide - Page 37R 12 Printed on 18-Jan-17

3.5.4 Opening The Disputed Transaction FormThis will open the form allowing you to enter data on the screen.You can review the data by going back to the disputed transaction screen.Once the dispute form is completed it should be emailed to corporatecard@cdu.ed

CDU iExpense User Guide - Page 1 R 12 Printed on 18-Jan-17 CDU iExpense User Guide Oracle E-Business - R12 Staff Cash (Reimbursement / Travel Allowance Claims) Expense Report Staff Corporate Card Expense Report University Finance/Finance Systems CHARLES DARWIN UNIVERSITY Elle

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