INTERNET EXPENSES EMPLOYEE USER MANUAL ScanSoft iExpenses Employee Users Guide

Contents

SSFT International iExpenses Process Overview................................................................................................. 3 Logging into Oracle Applications .......................................................................................................................... 4 SSFT iExpenses Basic Navigation......................................................................................................................... 5 Create New Expense Report................................................................................................................................... 6 Manager Receives Email Requesting Expense Report Approval .................................................................. 13 Payables receives the expense report print and the receipts ............................................................................. 14

SSFT International iExpenses Process Overview

3.0 Create New Expense Report

2.0 SSFT INT iExpenses Expenses Entry 4.0 Enter Expense Report General Information

5.0 Enter Expense Report Details. Enter Expense Date, Expense Type, Justification 1.0 Login to Oracle Apps 6.0 Review & Submit Expense Report Any Mistakes Use Back Button to Correct Expense Report Lines. Verify Receipt Required Items before Submitting Expense Report 7.0 Confirm Expense Report Print Expense Report. Paste Original Expense Receipts and Mail / Interoffice Mail Expense Reports to Accounts Payables 8.0 Manager receives Email for Expense Report Approval, If Manager Doesnt have enough Approval Limit Expense Report goes to Managers Manager for Approval Automatically 9.0 Accounts Payable Team Reviews, Audits and makes Expense Payments after Management Approves the Expense Report

Logging into Oracle Applications

Step 1: Logon to Oracle Applications using the URL: http://oracle.pb.scansoft.com:8000/ Then choose Apps Logon Links Step2: click on E-Business Home Page to access Oracle Logon screen Step3: Enter Username and Password and Click on Connect Button Enter User Name LASTNAME_FIRSTNAME (not case sensitive) Enter Password (not case sensitive) Note: If you are accessing Oracle for the first time try welcome as the password and you will be prompted to change your password.

Any Login Problems, please email oracle@scansoft.com

SSFT iExpenses Basic Navigation

Step1: Click on SSFT Belgium Internet Expenses Shows all the available functions under SSFT US iExpenses Expenses Entry Expenses Search Expenses Preferences Offline Expenses Download Excel Spreadsheet Step2: Click on Function Expenses Entry to start a new expense report Click on Expenses Entry Function to View Expense Report(s) Status/Update Expense Report(s) in Edit mode/Create a New Expense Report

Create New Expense Report

Create New Expense Report Step1: Click on Create New Expense Report Button

Update Expense Report Step1: Click on Expense Report number to Edit or Update or Pre-Existing Reports in Edit Mode.

Enter Expense Report Summary / Header Step1: Enter Purpose of Expense Report (Combination of Purpose Sales Call, Training, Project Client Visit and Time Period, etc.,) Step2: If you have expense reports in foreign currency GBP, USD, SEK , etc., Please check the box Includes Foreign currency receipts. Checking this box will allow you enter foreign currency receipts. Step3: Click Next to enter Expenses Details

NOTE : Click Save to Save your Expense Report to Submit Later. Your Session is Open for 30 mins only. Please save the expense report frequently. SAVE will not SUBMIT the Expense Report.

Enter Expense Report Detail. Step1: Enter each expense line in detail Step2: Enter Expense Item incurred Date. Date format is derived from your personal settings Step3: Enter Expense Receipt Amount Step4: Pick the Expense Type from the Drop Down List of Values. Step5: Enter Justification of the Expense Item Step6: Repeat this process from Step1 to Step5 for each expense item in detail

By pressing the button Oracle will calculate the line and total amount and the currency rate which will be used. The currency rate is determined from the Corporate exchange rate in Oracle minus a tolerance. For Per diem or Mileage receipts please change the Expense Base

Enter Expense Report Detail for Mileage or Per Diem Step1: Change the Expense category to Mileage Expense or Per Diem and click GO Step2: Enter the start date. Step3: Enter the number of days you have made this trip Step4: Enter the Justification of the trip(s) Step5: Enter the trip distance Step6: Click on Calculate Button to find the reimbursable amount (Oracle will calculate the Amount based on the number of Kilometers and the fixed amount per kilometer in your Organization) Step7: Repeat this process from Step1 to Step5 for each expense item in detail for Each Day

NOTE : You can enter a combined expense report to include domestic and foreign receipts and normal and Mileage or Per Diem expenses

Review Expense Report Step1: Review Expense Report. Step2: Verify for any Corrections. Use the Back button to navigate the expense details page. Step3: Click Submit for Approval by Manager

The approver can be seen here. Next Page is the Confirmation page.

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Expense Report Confirmation Step1: Printable Page > to print Expense Report and Attach Receipts needed for Accounts Payable Approval (make sure you will change it to make it print in Landscape) Step2: Print Expense Report to attach Expense Receipts and forward to Accounts Payable for Audit and Payments.

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Searching Expense Reports

Step1: Search Past Expense Reports by Clicking on Expenses Search Tab Step2: Searching with all Blanks, will result in displaying all the expense reports. Here you can also see the status of the expense report.

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Manager Receives Email Requesting Expense Report Approval

Step1: Manager receives an email automatically generated by Oracle Internet Expenses, Which finds the direct reporting supervisor and sends the emails. Manager after reviewing the expense report would Approve or Reject based on company expense guidelines.

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Payables receives the expense report print and the receipts

When Payables receives the expense report print and the receipts it can check the receipts. Payables can also make adjustments to the expense reports when receipts are missing, wrong amounts are filled etc etc. The Employee gets notified when Payables makes adjustment.

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