Employee expenses report

friends,
is there any report which shows the imprest expenses with employee personal numbers. i want to see the report with employee number and amount paid and due etc.,
regards,

Hi,
Myou can try this, make personnel number mandatory for all employee related expnediture GL account in case you have SAP-HR implemented or build a new Zfield using coding block and maintain a Zfield and have a check table to validate the entry in this field and you can get the information through any standard line item listing report.
check this link in case you want to add a new field
http://help.sap.com/saphelp_40b/helpdata/es/ba/e92c7dd435d1118b3f0060b03ca329/content.htm
Regards
K.R

Similar Messages

Employee Expense Report ( US Nacha) in excel output...

Hello,
I developed e-text template which gives .csv output with AP Payment processing ( Format Instruction Payments). I asked the user to save the output with .csv extension and open it again in excel.But user needs the output in excel itself which I couldn't get any solution to do so....
Please share your thoughts on this...
Application version is R12.1.1
Thanks,
Sridhar

Hi Brent,
The solution you mentioned is for output in excel format?, If yes, I can get the output in excel for the other reports...
The problem is for the AP Payments, we don't have the control to mention the output to my knowledge...so I am asking if we could do anything to get the output in excel?
Thanks,
Sridhar

Employee Travel & Expense Reporting

I am just starting to do project prep and try to finalize scope. I know there is a module for employee expense reports under HR but HR is not in scope at the first phase.
Does anyone know of any other way to put in some functionality to track, record and interface into A/P for direct deposits to employee account without having the actual T&E subset?
Wayne

Hi,
One of the ways to go about it is to use A/P functionality for this. You may create a separate account group for employees with separate number range as well & separate recon ledger.You can go on creating employee vendors who claim reimbursements. Also you can create separate GLs (e.g. Employee Travel Exp etc.) where you can post all the expenses. Payment of employee claims can be through normal A/P payment prog.
Hope this helps.
regards,
Sameer
Edited by: sameert18 on Feb 26, 2010 6:03 AM

Unable to validate expense report invoice

Hello all,
Can some one please help me in resolving the below mentioned issues?
1) I am trying to validate an prepayment invoice for an employee expense report and its going on system hold with name No Rate and reason as "Invoice is not in functional currency and has no exchange rate"
Functional currency here is INR and the employee should get prepayment in US Dollar.
rates are defined in GL and also all the options looks good ion AP but not sure why iam unable to validate this invoice :(.
and the second issue is.
2) Have created expense report for an employee and have run the expense report export program but still the invoice did not get exported to invoice work bench.
Description of the report in view log is showing invoice fetched as 1 and invoice created as 0.
Can some one Kindly be of help and give the solution for the above mentioned issues?
Thanks in Advance.

Hi,
1.Please, follow these steps to solve the issue:
1) Be sure that an Exchange Rate Type and an Exchange Rate have been created between the invoice currency and the functional currency
2) Run the AutoRate concurrent program
3) Review the issue to know if it has been solved. Otherwise, please, provide the results for the APList diag script for the involved invoice to progress with the analysis.
2.please enable the payment method to your employee in supplier work bench.

In R12, can payroll user enter expense report for employees via web-based?

Hi,
In R12, can payroll user enter expense report for employees via web-based screen? Previously in 11i, it can be done via the Expense Report forms.
Appreciate advise on this.
Thanks in advance.
Regards,
Shiau Chin

Hi Anne,
Please see page 42 of the [url http://download.oracle.com/docs/cd/B34956_01/current/acrobat/120oieig.pdf]iExpenses Implementation and Admin Guide for R12 . If you are unable to enter the ID as per the guide, I would suggest raising an Service Request with Oracle Support.
Cheers, Pete

Trip expense report settlement in case of Inactive Employee

Hi T&E Experts,
We are facing a typical problem, in settlement of inactive employee trip expense report.
Details are as below:
- One of the employee moved from 1 Organisation to other. His personnel number status in old organisation is showing as "Withdrawn".
- Some of the credit-card charges on his personnel number are still pending for settlement.
- The current trip created to settle these charges is in "Approved - To be settled" status.
- Now we are trying to use "PREC" transaction to settle the trip. Transaction is rejecting the trip, as personnel number is invalid (inactive).
- Because the trip is still not in "Settled" status, we cannot use PRFI transaction to manually release the trip payment in next posting run.
We have tried different ways like making the employee active, but nothing is working here.
> Requesting your inputs to provide way-out in above case.
> Also is there any standard procedure, which is to be followed in case of settlement of Inactive Employee pending charges ?
Thanks in advance,
Aditya

Would agree with Mathieu in this case, changing the SYS_DATE on the authorization check is probably the most effective way of avoiding this as the authorization check is very strong in Travel for infotype 0000/0002/0017 etc.
FM CHECK_AUTH_AUTHP.
*    AUTHORITY-CHECK OBJECT 'P_TRAVL'
*       ID 'AUTHP' FIELD authp
*       ID 'BUKRS' FIELD p0001-bukrs
*       ID 'PERSA' FIELD p0001-werks
*       ID 'KOSTL' FIELD check_kostl
*       ID 'PERSG' FIELD p0001-persg
*       ID 'PERSK' FIELD p0001-persk
*       ID 'VDSK1' FIELD p0001-vdsk1
*       ID 'PTZUO' FIELD p0017-ptzuo
One other point is how you configure the leaving action for an employee who will be terminated (this is done via PR05 in the radio button "Organizational reassignment")
Whilst it should not be possible to create a trip/expense report for a terminated employee, however as there may still be a need to process expenses with posting to FI/Payroll etc after the termination date
(Table V_T582A, for the relevant HR infotypes 0000, 0001 and IT017 is relevant here and needs to be maintained) then the leaving action also becomes important.
Finally, keep in mind that credit card expenses if you use CC clearing go to the error file for inactive employees
This is mentioned in the wiki Processing credit card receipts and expenses for inactive employees - ERP Human Capital Management - SCN Wiki
Hope it helps
Sally

Ability log and track the time and expense reports of the sales employees

Hello Experts
Ability to log and track the time and expense reports of the sales employees.
Can we do this through WEB UI
Please revert.
Regards

Hello
Thanks for the reply
I thought of storing time zone in the time and use session variable to pick up user's log in info along with time zone that he is associated with.
However, if it has to be maintained by a table, then it should be manually updated right? I don't think that's what I want to do because a lot of our users travel a lot for short time, so they may not have their time zone info updated in the DB table when they are traveling somewhere else for a brief period while accessing OBIEE.
So my question is, how can I pick up user's locale time zone setting and make sure that the data, such as hour conversation are converted along with the displayed time stamp?
Thanks

How can I get the project number to be included in my expense report query?

..afternoon gurus.
As title suggests, I need to include the project number in my script for the users.
I've everything else but I've noticed even with the project number specified in the application (in Step 3), the database table (I'd thought that it should have been in the AP_EXPENSE_REPORT_LINES_ALL.project_id but it ain't).
Where is it located..?
code so far..
-- COMPLETE i-EXPENSES details of all outstanding expense claims..
-- COMPLETE i-EXPENSES details of all outstanding expense claims..
SELECT DISTINCT
erh.week_end_date "Expense Report Date", erh.attribute_category, erh.attribute5,erh.last_updated_by,
erl.report_line_id, erh.invoice_num, erh.creation_date, --     erh.SOURCE,
     erh.expense_last_status_date "Last Update", pap.full_name "Employee claiming..",
     erh.override_approver_name "ER Approver",erh.report_submitted_date "Submit date",
     DECODE(NVL(erh.expense_status_code, 'Not yet Submitted (NULL)'), 'CANCELLED', 'CANCELLED',
     'EMPAPPR', 'Pending Individuals Approval',      'ERROR', 'Pending System Administrator Action',
     'HOLD_PENDING_RECEIPTS     ', 'Hold Pending Receipts', 'INPROGRESS', 'In Progress', 'INVOICED', 'Ready for Payment',
     'MGRAPPR', 'Pending Payables Approval', 'MGRPAYAPPR', 'Ready for Invoicing', 'PAID', 'Paid',
     'PARPAID', 'Partially Paid',     'PAYAPPR', 'Payables Approved',     'PENDMGR', 'Pending Manager Approval',
     'PEND_HOLDS_CLEARANCE', 'Pending Payment Verification',     'REJECTED', 'Rejected',     'RESOLUTN',     'Pending Your Resolution',
     'RETURNED',     'Returned',     'SAVED',     'Saved',     'SUBMITTED',     'Submitted',     'UNUSED',     'UNUSED',
     'WITHDRAWN','Withdrawn',     'Not yet Submitted (NULL)') "Expense Status Code" ,
fu.description "Administrator", erl.item_description,
-- gcc.segment1|| '.' || gcc.segment2|| '.'|| gcc.segment3|| '.'|| gcc.segment4|| '.'|| gcc.segment5 "GL code",
erl.amount, erl.attribute_category, --erh.total,
     erh.description
     FROM
                AP_EXPENSE_REPORT_HEADERS_all erh, AP_EXPENSE_REPORT_LINES_ALL erl,
                 per_all_people_f pap, fnd_user fu --                gl_code_combinations gcc,
     WHERE erh.employee_id = pap.person_id
          AND fu.user_id = erh.created_by
          AND erl.report_header_id = erh.report_header_id
--          AND erl.code_combination_id = gcc.code_combination_id
AND erh.invoice_num IN ('EXP74185')
     AND erh.creation_date > '04-oct-09'
     ORDER BY 3 DESC;thanks for looking...
S

Project_id In Ap_expense_report_lines_all Is Null In Oie.K. Is This Intended Functionality ? [ID 437559.1]
In OIE.J and below , the project_id value was stored in AP_EXPENSE_REPORT_LINES_ALL table.
From OIE.K an on ,the column name project_id was obsolete in ap_expense_lines_all table,
and was added in table ap_exp_report_dists_all.

How to copy line items from one expense report to the next

I travel to the same project/destination every week so in PR05, I was able to just copy the previous expense report for the new week and edit the expense values. Now, when I book travel, the air line booking starts a new expense report entry.
Is there a way to copy the employee-paid expenses to the GetThere-generated trip entry expense report, i.e. just copy the line items from one expense report to another that already exists. I guess that would be a merge function.

Hi Tom,
Here are two alternative solutions:
Alternative 1:
If you copy the expense report before you book the services (flight, hotel …)
in GetThere, then the airline or hotel bookings will not start a new expense
report but will be assigned to the copied expense report.
Alternative 2:
This alternative is a bit laborious.
Shift the start date and end date of the expense
report that was automatically created by
your flight booking for next week (e.g. Calendar Week (CW) 47) to the week after next week (e.g. CW 48).
Copy the expense report of the previous week (e.g.
46)
Afterwards open the expense report that you
moved to CW 48 and click on the tab strip itinerary
Now assign the bookings (flight, hotel …) to the
expense report of CW 47 by clicking on the button assign to existing trip
Later delete the expense report in CW 48
Get back to me if you have any questions concerning the alternatives outlined
above.
Note:
These solution alternatives are only available for customes using HTML5 UIs.

Programmatic expense report interface?

I am trying to enter expense reports into ERP 11.5.9 programatically. I went down the path of using the Invoice Gateway, but I ran into a snag when our accountants mentioned that the invoices I am entering are tied to an employee (i.e. an expense report wherein the employee's record is duplicated in the vendors table), not a project. Sure enough, when I carefully observed them entering one of these invoices, I saw that they were choosing type "EXPENSE REPORT".
I tried changing AP.AP_INVOICES_INTERFACE.INVOICE_TYPE_LOOKUP_CODE to "EXPENSE REPORT", but the Payables Open Interface Import rejected the invoices with the error "Invalid Inv Type Lookup: Invalid invoice type lookup code". Looking in AP.AP_INVOICES_ALL, I see many invoices with this invoice type. I'm guessing that either the Invoice Gateway doesn't do invoices of this type, or I am missing fields in AP.AP_INVOICES_INTERFACE that are dependent when "EXPENSE REPORT" is the invoice type.
Is there a way to use the Invoice Gateway to enter expense reports? If so, what is the magic recipe of required fields? If not, is there another way to programmatically enter expense reports?
Message was edited by:
ckonstanski
Reading through the Oracle Internet Expenses Implementation and Administration Guide, I see that there is already a concurrent process called American Express Transaction Loader. I am indeed writing a program to parse an AMEX spreadsheet of airling billing charges and turn the data into ERP invoices. I will look more deeply into this concurrent process in the hopes that it does what I need.

The American Express Transaction Loader is not a complete solution for me. The documentation indicates that it is still necessary for the emloyee to enter an expense report, and for manual matching of credit card transactions to expense reports to occur. Since the company purchases the airline ticket for the employee, it is not possible for the employee to enter an expense report, as he doesn't even know the amount or credit card number.
I can parse the AMEX credit card report myself. I'd like to use this data directly in the creation of expense reports that are complete. Our AMEX report contains all the information I need to match the invoice to an employee (or vendor, if you prefer).
So back to square one: how do I programatically enter an expense report? Is there an interface? Or is it fairly safe to insert data into the AP tables via SQL?

Expense Report Expense Program errors in R12.1.2

Hi gurus,
I am trying to run the Expesne Report Export Program and it is erroring out the Reject code is (INCONSISTENT SUPPL SITE).Here we have to Sources
1:XpenseXpress
2: EXTAMEX
and when i run the export program for source 2 the invoices are getting created and when i run the export program for the source 1 the records are getting rejected with the error (INCONSISTENT SUPPL SITE).
The interesting thing is the vendor_id(12759) and vendor_site_id(462101) for both the sources is Same.The data for which I am running is the data from the 11i Production Instace for the previous day.The error I am getting is in R12.1.2 Instance.
I searched the tables ap_suppliers,ap_supplier_sites_all,hz_parties and hz_party_sites_all the supplier is active it has site's defined every where only thing i Observed is for the same vendor we have Vendor_site_codes as [M5H 1T1(site_id :424663,M5H1T1:462101).This is what i could research and found out.I am struck Here
                 Help would be highly appreciated.
   Thanks & Regards
        Krishna

Hi Krishna,
please check the vendor type should be "Employee".
Try to create a expense report for the same vendor site manually you will get the exact issue.
If still getting issue please send the exact error code/desc and vendor site screen shot.
Regards,
Ajit
[email protected]

DISPLAY/PRINT MY EXPENSE REPORTS UNDER TERA FAILS WITH THE ERROR MESSAGE

Hi Techies,
When i click on "Display/print" button under my expense report ( Employee --> Travel & expenses --> Manage Expenses (TERA) --> My trip reports), it opens up a new window with the error message "SOAP Framework error: SOAP Runtime Exception: CSoapExceptionTransport : HTTP send failed with exception communication_failure(100,101)."
This behaviour is noticed in the new upgraded system NW 701 SP7 (portal) and backend ECC 6.0 EHP4; However it works perfectly fine with our non-upgraded system NW 70 SP10 (portal) and backend ECC 6.0.
When i ran the trace on this functionality, i could notice that in the non-upgraded system, after pulling all the values, it calls the RFC function module "PTRM_WEB_FORM_HTML_GET"; however the upgraded system calls "PTRM_WEB_FORM_PDF_GET".
For the "PTRM_WEB_FORM_PDF_GET", I believe we need to configure the "ADS" rfc pointing to the ADS service on a j2ee server which am not planning for.
MY QUESTION IS:-
IS THERE ANY OPTION TO CHANGE THE FORM BEING CALLED FROM "PTRM_WEB_FORM_PDF_GET" TO "PTRM_WEB_FORM_HTML_GET" WHICH I BELIEVE WILL RESOLVE THE PROBLEM AM FACING?
Kindly assist with your thoughts!1
-GK

Read the steps on note 1032311 on how to achieve it,
In Web Dynpro, the Parameter for Formula is Defaulted to PDF file. If
you don't want to use the ADOBE Form in ESS, you have to follow 2 steps:
Solution
    o Check the Homepage framework configuration.
In IMG (transaction SIMGH) go in Travel Management->Employee Self
Service->Homepages Framework->Ressources
Delete the URL parameter "sap.xss.tra.UsePdf=true" of the ressource
"EMPLOYEE_TRAVEL_TRIPFORM_SRV05".
Check that the field URL for PCD file is filled with
ROLES://portal_content/com.sap.pct/every_user/com.sap.pct.erp.ess.bp_fol
der/com.sap.pct.erp.ess.roles/com.sap.pct.erp.ess.employee_self_service/
com.sap.pct.erp.ess.employee_self_service/com.sap.pct.erp.ess.area_trave
l_expenses/com.sap.pct.erp.ess.tripform
Normally if it is not filled in your client, the system should use the
one from client 000, that is the SAP delivered customizing.
    o Check the Portal PCD configuration
Logon on to your SAP portal as Administrator.
In the Content Administration - Portal content, select Content
provided by SAP->end User Content->Employee Self Service->iViews->Travel
and Expenses->Display Trip Form
Right Click on Display Trip Form and Select Object->Open
In the field Application Parameters, you will find a parameter
                                                                 Page 2
sap.xss.tra.UsePdf=true . Delete this line completely.
When this configuration is done, the PDF form is desactivated and the
HTML form is used.
This is the issue with ADOBE set up
Firstly, I would ask you to check the customizing steps from 944221
to ensure no issue with the ADS configuration for the pdf form.
to review OSS note 925741 as there can be a issue with the
platform validity and version.

How to delete the automatically created receipt in the expense report

Hi experts,
I am getting an error "no expense type for estimated costs has been defined. cannot save" while creating a travel request for an employee.
Base on the reply from Raynard which posted on Re: FM for trip exp
It's because "The estimated cost in plan and request are now included into fund management. So if you have active funds management, the entered estimated cost are used to make availability check and commitment. Therefore you must create an expense type in view V_T706B1. Under 'amounts are' you have to choose 'estimated cost, no reimbursement to employee'."
How ever, because the linkage with funds management, I faced the problem and also ckecked out the reason from SAP Help that "After the trip takes place, the user needs to manually delete the automatically created receipt in the expense report."
Anybody can provide the solution how to automatically delete this receipt before user create the expense report??
Thanks
Daniel

Hi Francis,
Check the BADI "TRIP_WEB_CHECK" method "USER_CHECK_GENERAL_DATA".
Here based on the schema you can modify the "estimated cost" field.
Hope it helps.
Regards,
Jyothi

Automatic creation of remittance advice for employee expense reimbursements

Hello experts
Is there a way to have remittance advices for employee expense reimbursements created automatically at the time of payment media run? In case of suppliers, in the supplier base you can heck "Advice Required" and then at the time of media run the remittance advice can be generated alongwith the payment. Is there a similar setting that can be done for employees?
Thanks
Gopal

Hi
Just to follow on from Ravi's reply: most sites that I work at have the report RPRAPA00 scheduled to run on a periodic basis (define the job via transaction code SM36) to automatically create employee's vendor accounts. A screen variant is usually saved for the program, and then the batch session is monitored on a regular basis to ensure that it has run successfully.
Cheers
Kylie

Need help for interface to process employee expenses

need help for interface to process employee expenses
i have used the interface tables as
AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE
are they the right one
is there a concurrent program or any API for doing interface

hi,
i think what ever table are using for interfacing expenses correct.
but you have to enter invoice type as expense report.
Regards,
Srikanth

Employee expenses report

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