Expense Management – From Mutiny to Harmony Prepared by: Rachel Springob, Eric Bergersen, Janet Larsen Systems Analysts City of Fort Collins Session ID#: #JDE #JDEINFOCUS

Agenda ■Project Team, Scope/Goals & Timeline ■Implementation Process ■What works well ■Post Go-Live Improvements ■Challenges

Project Team ■Finance Payroll and AP Supervisor ■ERP Team 1 Manager/Analyst 1 Developer 2 Analysts ■2 Consultants on demand All with full time jobs, many other projects and during the Tools upgrade!

■Overall Goal: Improve the P-Card Reallocation Experience ■Background Allocations performed each month within VISA ▪No free-flowing data entry ▪0-12 dropdown or “mouse clicks” per transaction ▪1,000+ account string options ▪Departments allocating almost 100% of transactions ▪Transactional Research was time consuming ▪Retention of invoices was in paper and segregated Project Goals

■Accounts Payable Background Reduce AP manual work ▪Download transactions from UMB for Account Managers ▪Manually update default account strings – never happened ▪Download transactions after corrections to create JDE voucher ▪Manually correct invalid accounts 6

Major Function Goals Pre-populated, pre-coded expense reports Reallocations are performed by employee, supervisor or PCard Manager Validated free form account reallocations Expense Report Approvals Centralized, paperless retention with electronic approval Expense Analysis Transaction Research 1 Voucher for Bank 7

Timeline: February – September 2015 February Tools Upgrade Install Expense Management Code Current install March – July Requirements, Design Configuration/Customization Pilot sessions with PCard Managers Development/Test/Rework Tools Go Live August Training – Train the Trainer September Go Live with August Data 8

Requirements, Design and Development

Expense Management ■Out of the Box P Employee Profile – defines card holder, supervisor, overrides, default business unit, auditor P09E Expense Report Review Manually grab transactions to build reports Select each transaction to code/update account string Splits: Amount or Percent Attachments per line or per report Print Expense Report 10

Expense Management ■Out of the Box P09E119 - Routing Rules by Report Type Workflow EXPROUTING Automatically goes to supervisor If Audit thresholds are set, will go to Auditor Visibility – auditors & supervisors can see their people, AP can see everyone 11

Gaps ■Employee’s Default Account String Requirement: default account string per employee, can include subledger and subledger type Solution: Model Journal Entries, one per employee 12

Gaps ■P09E2011 Expense Report Review New UBE to prepopulate Expense Reports VISA data includes Employee ID Use F0150 / F20103 organizational data with Employee ID to populate Supervisor and Auditor (PCard manager) Use MCC to Expense Category & Object UDC Maps, plus Employee Model to populate Account String per transaction Validated, Free Form Account entry P09E Modified the grids Created Warnings for Employees & Supervisors Splits – percent and amount 13

Gaps ■Workflow Organizational Change Supervisors change each day Auditors (PCard Managers) change more than expected ■Visibility in P09E2011 and P09E115 Allow supervisors to edit employee reports Allow Auditors to edit supervisor and employee reports Allow the Auditor’s backup to do everything the Auditor can do Allow AP to force reports through 14

Gaps ■Voucher Process R20110: 1 Voucher per Expense Report AP Requirement  Single Voucher for Month R V ■Transactional Data Stored in F09E150, no program to view/search P59E9150 – AP can update transactions, all others view only 15

Expense Report Process Flow

Report Stages Pre-populated Expense Reports Transactions added daily  6-8 weeks to reallocate! Reallocation can occur at any point, up to Reimbursement Employees: Review, Submit Optional: Allocate / Split Supervisors: Review, Approve/Reject Optional: Allocate / Split PCard Managers: Allocate, Split, Accept/Reject, Research 17

Expense Report Flow Report Status Flow: Pending Completion (Employees) Approval Required (Supervisors) If Rejected: Employee Review from Manager Audit Required (PCard Managers) If Rejected: Employee Review from Auditor Reimbursement Process (AP) Reimbursement Complete (AP) Reports can be edited any time prior to Reimbursement If submitted early, another report created if more transactions come in 18

Expense Report Allocations Employee Self Service Page > Expense Reports PCard Managers Workbench Review Reports Edit Reports (Allocate/Split) Accept / Reject reports PCard Managers Workbench > Press Find All reports / All Statuses 19

Expense Report Allocations Select a report to Edit Re-Allocate in the Grid Change Purchase Descriptions 20 Re-Allocate in the Grid Change Descriptions Mark Reviewed

Expense Report Allocations Employees & Supervisors Save and see Warnings Status < Audit Required Submit twice 21 Warnings!

Expense Report - Accept PCard Managers Accept reports When all transactions per report have been reviewed Advances status to AP Reimbursement 22 Correct Errors before Accept Accept

Expense Report Allocations - Splits Click the Expense Category to Split 23 Click the Expense Category

Expense Report Allocations - Splits 24 First change the Drop Down to SPLIT… Then Press Save and Close

Split by Amount Amount to Distribute must be 0 prior to OK (Save) Errors on screen – no warnings here Expense Report Allocations - Splits 25 Enter multiple accounts, amounts

Expense Report Allocations - Splits Transactions that have been split will no longer display or allow changes to accounts via the Grid 26 Split Transaction

PCard Manager - Backup ■Out of the Box: ERS = Expense Report System Proxies P0150 structure type Relationships defined here provide visibility for PCard Managers in P09E115 and P09E2011 Created ERD = Expense Report Delegate 1 Delegate or Backup per PCard manager Can do everything the PCard Manager can do Cannot be an ERS! 27

What Works Well

Working Well Self Service Access Employees – reviewing and submitting amounts Supervisors – approving amounts Electronic attachments Scanning and attaching receipts – one file per report PCard managers no longer need to keep paper copies Daily transaction updates Allocations – creation & editing 29

Recent Improvements record lock paper fix from Oracle Resolved timeout issue where report was locked for days Attachments Custom mod to simplify attachment handling to model all other areas in JDE! Organizational Change - Custom mods/programs to set reports back Update new supervisors Update new PCard Managers Crystal Reports – Print multiple Expense Reports, audit, card limits 30

Challenges

Receive Daily Data from UMB Balance data from UMB / Visa Limited Finance Resources Organizational Change Easy to hand a paper report to someone new, hard to program for this! Supervisor Approvals Accepted now, painful at first notifications Accepted now, confusing at first 32

Challenges Printing Reports Very few users run reports or print from JDE  training Workflow! New experience to use workflow, very new experience to modify workflow! Use P98662 to change workflow delegate on s if employee has an pending expense report and a new supervisor has been assigned, then the new supervisor will get the notification when the expense report has been submitted 33

Challenges Workflow! New UBE changes supervisor or PCard manager on an existing report. verifies that F0150, F060116, F20103 contain the new Supervisor/PCard manager information updates workflow by looking at the F > F >F98866 (update “Resource” with new supervisor AN8) If all else fails use P to manually terminate all workflows for that expense report then set expense report back to Pending Completion status and submit the expense report again 34

Oracle Docs Oracle E1 9.1 Expense Management Implementation Guide How to Enter an Expense Report Expense FAQ Expense Management Tables Receive and Process CC Transactions How To Reimburse Expense Reports (R20110) R20110 FAQ Expense Management Workflow FAQ How to Change Manager Configuration/Notifications 35

Questions?

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