Fusion Expenses-Credit Card

Credit Card Expenses In Fusion
Prerit Chelani
Fusion Financial Consultant
Oracle India Pvt Ltd
June 22, 2016
Copyright 2014 Oracle and/or its affiliates. All rights reserved. |

Agenda
Introduction
Purpose
Expense-to-Pay Overview
Corporate Travel Cards
Credit Card Transaction Files How They Are Processed
Implementation Considerations
Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Purpose
The purpose of this functionality is to reimburse the expenses paid by employee through corporate credit
card .
Classification is possible between Business and Personal Expenses.
Only Business Expenses paid via Corporate Card will be reimbursed by the Oracle Fusion Expenses.
The standard integration between Oracle Fusion Expenses and Fusion Payables makes it easy to process
and reimburse Corporate Credit Card Transactions.
Expense Details automatically flows from Credit Card Issuer to Fusion Expenses.
Employee has to create an Expense Report against the credit card transactions.

Expense-to-Pay Overview
Manage Expense Policies
Employees
Ensure Compliance
Incur Enter Approve Audit Reimburse
Corporate
Card Issuers
Automate Controls
Analyze Expenses
December 17, 2017 Copyright 2016, Oracle and/or its affiliates. All rights reserved. | 4
Expense Reimbursement
Fusion Fusion
Expenses For Fusion Payments
Payables Reimbursement
Credit Card & Bank Payee Context

Enter Accounting Account Employees
Encryption Payment Defaulting
Rules
Masking
Payment
Payment Validation
Request Remittance Advice Rules
Approve Validation Corporate Card
Payment File
Payment Process Issuers
Payment Check Payments Request
Approved
Request
Expense Creation Generates Accounting for
Expense Lines
Reimburse Reports Subledger Accounting
Invoice Open
Payables Interface
Rejected Tax Lines Fusion Tax
Reports Created Tax Register Event Classes
Tax Reports Tax Recovery Rules

Expense Reimbursement: Recommendations
Setup payment methods defaulting rules to reimburse in your companys
preferred payment method
Schedule payment process requests for employee payment request to
match your reimbursement frequency
Example: Immediate, Pay twice weekly
Setup unique payment group for expense reports
Example: Employee
Restrict access to employee payment details
Restrict to 1-2 users with need to know
Corporate Travel Cards
Setup Activity: Define Credit Card Data
Secured Connection
Oracle Fusion Expenses Oracle Fusion Payments
Corporate Payee
Upload and Payment
Card Files Validation Details
Corporate Card Processing and
American Express Disbursement
Issuers Encrypted
Diners Club
Deploying Company
Credit Card
MasterCard New Cards/ Repository
Employee
Visa Matching
Expense Types/
Automatic
Itemization
Corporate Card
Transactions Pay Employees
& Card Issuers
Oracle Fusion
Expense Reimbursement
Payables
Entry
Travel/ Spend
Corporate Travel Cards: Recommendations
Enable automatic itemization based on folio summary
Enable automatic card creation
Create mandatory corporate card usage policies when possible
Automatically matches potential expenses between corporate card transactions and
expense items upload from Mobile Devices
Enforce timely submission of transactions with transaction age limits
Periodically monitor unassigned cards and invalid transactions
Take appropriate action to resolve
Mandate encryption and masking for securing corporate cards
Credit Card Transaction Files How They Are Processed
When you implement the corporate credit card functionality for Oracle Fusion Expenses, one of the
essential decisions you need to make is whether your company or its employees are responsible for
paying the credit card issuer.
The entire credit card transactions process flow is different for each of the three payment options.
Fusion Expenses as product has three standard offering which is based out of 3 model in which they can
choose any one of them , as described below:
1. Individual Pay where the employee pays the corporate card issuer for all corporate card transactions
2. Company Pay where your company pays the corporate card issuer for all transactions
3. Both Pay where your company pays the corporate card issuer for business expenses and the employee pays
the corporate card issuer for personal expenses

Individual Pay Scenario
The individual pay scenario is simpler than both or company pay.
Whether a user identifies credit card transactions as business or personal expenses, the user pays the
credit card provider for all transactions.
When the employee creates an expense report, only those transactions designated as business are
reported on the expense report.
The employee is eventually reimbursed by their employer for those credit card business expenses.

Individual Pay Scenario
Obtain the credit card transactions data file
from your credit card provider.
Load and validate your transactions.
Create and submit expense report.
Approve and Review Expense Reports.
Export the Expense Reports into Payables.
Note: When users create expense reports, they

select the credit card transactions that they want to
submit on an expense report.
During this step, users determine if transactions are
business or personal expenses. By default,
transactions are flagged as Business. Users will only
be reimbursed by their employers for business
expenses.
Both Pay Scenario
Obtain the credit card transactions data file
from your credit card provider.
Note: When users create expense reports, they select the

credit card transactions that they want to submit on an
expense report.
For the Both Pay Scenario, users will only be reimbursed

by their employers for cash and other business expenses.

Company Pay Scenario
Obtain the credit card transactions data file.
Create and Import the Credit Card Provider Invoice.
Note: Users will be reimbursed by their employers for

only cash and other business expenses. (Cash and other
expenses represents expenses that were not charged to
the company credit card but are business expenses.) They
will not be reimbursed for any business credit card
expenses. Credit card transactions designated as personal
expenses will reduce the amount that the employee will
be reimbursed..

File Format and Delivery: Points to Consider
Before your company can receive transaction files from a corporate card issuer, your
administrator must perform the following steps:
Choose the correct transaction file format.
Establish file transfer connectivity.
Test sample transaction files.
Choosing the Correct Transaction File Format
Your company must verify that the corporate card issuer's file format is supported by Oracle Fusion Expenses.
Expenses supports the following corporate card transaction file formats:
American Express KR1025 format
American Express GL1025 format
American Express GL1080 format
Diner's Club Standard Data File format
MasterCard Common Data Format, version 2.0 (CDF 2.0)
MasterCard Common Data Format, version 3.0 (CDF 3.0)
Visa VCF3 format
Visa VCF4 format
Corporate card issuers require your company to provide organizational hierarchy information that they set up in their
system to satisfy your company's reporting and billing needs. The organizational hierarchy associates the corporate
cards issued to your employees with the appropriate organizations within your company.
Corporate card issuers can provide your company with a single file containing all company transactions or a separate
transaction file for each organizational hierarchy. Expenses processes both types of transactions files. To obtain the
appropriate file for your company, communicate your preference to the corporate card issuer.
Establishing File Transfer Connectivity
Work with your card issuer to determine the secure file transfer method that meets your
company's security requirements.
A secure connection between the card issuer and your company is required to receive
the transaction file from the card issuer's server.
To process the transaction files, Expenses must have read access to the directory location
in which the transaction files are stored.
Note: For American Express files, Expenses supports automatic download of corporate card transaction files from the
American Express server.
Testing Sample Transaction Files
Transactions file format specifications and the test files applicable to your company are
provided by the corporate card issuer. Work with your card issuer to identify the
transactions that you want to include in the test files and the number of test files you
require.
Creating Corporate Cards
There are two ways to create corporate cards. You can choose either of the following options at different
points in time or you can perform both simultaneously.
Automatic Corporate Card Creation: Automatic corporate card creation applies only to travel cards. Travel cards are corporate cards that
are used for travel. New employees are typically handed new corporate cards, but the information on the cards is not manually entered into the
application at that time. You can create corporate cards automatically by selecting an employee matching rule for new cards on the Upload Rules tab on
the Create Corporate Card Program page. Then, when the corporate card transaction file containing transactions for the new card is uploaded for the
first time to the application, the corporate card transaction upload and validation process uses the matching rule to uniquely match the new corporate
card to the new employee. The application automatically enters the transaction data for the new corporate card and associates it with the applicable
employee using the specified rule. If the rule fails to identify a unique match, the application leaves the corporate card unassigned. If desirable, each
corporate card program can have a different matching rule.
Manual Corporate Card Creation: You can manually create corporate cards for employees in the Create Corporate Card popup where you
enter the following data:
Corporate card program
Company account name
Corporate card number
Employee name and number
Expiration date
Maximum amount per transaction (applicable only for procurement cards)
Maximum amount per billing period (applicable only for procurement cards)
Mapping Rules: Explained
The corporate card expense type mapping rule is a correspondence between the
transaction code that appears in the card feed file and the applicable predefined
corporate card expense type. This linkage enables the application to automatically
populate expense types for transactions in the expense report.
To automatically default expense types in expense reports, you must perform the
following steps:
1. Define corporate card feed file transaction codes as lookup types.
2. Map predefined corporate card expense types to feed file transaction codes.
3. Assign the mapping rule to the corporate card program.
4. Map predefined corporate card expense types to user-defined expense types in the
default expense template for each business unit.
Transaction Codes
Transaction
Codes
MIS Codes
Standard
Industry
Codes
Merchant
Category
Codes
Define Feed File Transaction Codes
Corporate card issuers provide the transaction codes for each transaction in a corporate card feed file. These transaction
codes, whether MIS Industry Codes, SIC Codes, or merchant category codes, must be set up in the application as lookups.
Oracle Fusion Expenses provides predefined lookup types so you can define these transaction codes.
Map Corporate Card Expense Types to Transaction Codes
Expenses provides predefined corporate card expense types in a single lookup type. This lookup type can be extended to
include your company's specific expense types. Then you must associate the predefined corporate card expense types
with the corporate card transaction codes. This association is known as a mapping rule.
Assign Mapping Rule to Corporate Card Program
To enable the upload process to use the correct mapping rule, you must assign a mapping rule to the corporate card
program. You can set up multiple mapping rules to default expense types into expense reports for both summary
transactions, known as eFolio or Level 2, and detail transactions, known as Level 3.
Map Corporate Card Expense Types to Expense Types
To default expense types into expense reports, you must perform a final setup. In the expense template, you associate the
predefined corporate card expense types with your user-defined expense types. The upload process uses the mapping in
the default expense template for the business unit of the transaction to derive the expense type to be displayed for the
corporate card expense.
Define Feed File Transaction Codes
Corporate card issuers provide the transaction codes for each transaction in a corporate card feed file. These transaction
codes, whether MIS Industry Codes, SIC Codes, or merchant category codes, must be set up in the application as lookups.
Oracle Fusion Expenses provides predefined lookup types so you can define these transaction codes.
Map Corporate Card Expense Types to Transaction Codes
Expenses provides predefined corporate card expense types in a single lookup type. This lookup type can be extended to
include your company's specific expense types. Then you must associate the predefined corporate card expense types
with the corporate card transaction codes. This association is known as a mapping rule.
Assign Mapping Rule to Corporate Card Program
To enable the upload process to use the correct mapping rule, you must assign a mapping rule to the corporate card
program. You can set up multiple mapping rules to default expense types into expense reports for both summary
transactions, known as eFolio or Level 2, and detail transactions, known as Level 3.
Map Corporate Card Expense Types to Expense Types
To default expense types into expense reports, you must perform a final setup. In the expense template, you associate the
predefined corporate card expense types with your user-defined expense types. The upload process uses the mapping in
the default expense template for the business unit of the transaction to derive the expense type to be displayed for the
corporate card expense.
Creating Corporate Card
Assign Corporate Card Program and

Corporate Card Number Along with Employee
Details
Corporate Card Usage Policy
For each business unit, specify a maximum amount that employees can pay with cash, per expense category.
Above this amount, employees must use their corporate cards as payment.
Define warning and error tolerance percentages, and whether to display a warning to the user if tolerances are
exceeded.
How Corporate Card Transactions for Inactive Employees
are Processed
The figure shows the different starting points of the following processes:
Upload Corporate Card Transactions
Process Inactive Employees' Corporate Card Transactions
How Corporate Card Transactions for Inactive Employees
are Processed
To manually run the Upload Corporate Card Transactions process from the Corporate Cards work area, click the Upload
Corporate Card Transactions link in the Tasks list. First, this process validates and uploads corporate card transactions
to Expenses. Second, if the process identifies unpaid corporate card transactions for an inactive employee, the process
called Process Corporate Card Transactions for Inactive Employees initiates.
Once the process called Process Corporate Card Transactions for Inactive Employees is initiated and unpaid corporate
card transactions are found for inactive employees, a notification is sent to the inactive employee's direct manager.
If the direct manager does not have delegation access, he receives a notification, informing him that corporate card
transactions exist for an inactive employee, for which he can either accept delegation access or reassign it to another
person.
If no unpaid corporate card transactions exist for an inactive employee, then delegation access is removed from the
manager if it was assigned previously.
If the direct manager already has delegation access, he receives a notification, informing him that corporate card
transactions exist for an inactive employee. The manager can then submit the unpaid corporate card transactions in an
expense report on behalf of the inactive employee.
When unpaid corporate card transactions for inactive employees are submitted in an expense report and are
approved, processed, and paid, delegation access is removed from the direct manager or other designated person.
Implementation Considerations
Expense Configuration: Prerequisites Mandatory Prerequisites
Fusion Project Fusion General Fusion Payables

Costing Ledger Fusion Payments
Fusion General Ledger
Fusion
Fusion Expenses Fusion
Payables Payments
Fusion Human
Fusion Tax Resources
Employee Setup
Navigator: My Workforce > Manage Employment
Make sure the employee is assigned to the correct business
unit
The business unit needs to be associated with payroll
statutory units, if applicable.
The employees default account also needs to be entered
Account segment will be changed to reflect the actual Expense type
used.
Employee's bank information (for EFT) or check mailing
address also need to be defined.
Setup of Fusion Expenses
Task Folder Description
Define Expenses Task list that encompasses the complete setup
Configuration of Expenses
Define Expense Setup for expense types, company policies and
Policies and Rules system behavior
Define Credit Card Setup for receiving and processing corporate
Data card transmission files.
Define Image Setup for receiving receipt images through fax or
Processing email
Automatically attaching to expense reports
Define Travel Integration with GetThere for airfare, hotel, and
other travel expenses
Task: Manage Expense Report Templates
Define expense types to be chosen for
expense reports
For each expense type, designate the
appropriate expense account.
This account will be charged for expenses
Set template as default
Require receipts above certain amount
Task: Manage Expense System Options
Define Expense system options that
control various processes in expense
reporting
Highlighted options are required
Specify exceptions
Expense Report Options
Expense Report Options
System Options Description

Enable Payment Method Controls whether the user can select a payment method in an
expense report
Enable Terms and Enables the I have read the company policies checkbox before
Agreements submitting an expense report
Display Bar Code Controls whether bar codes will be displayed on the expense
confirmation page
Allow Reimbursement Controls whether users are allowed to choose their own
Currency Selection reimbursement currency during expense entry
Enable DFF Controls whether header-level descriptive flexfields are displayed
on expense report
Enable Report Number Prefix Designates the prefix value for expense report number
Usually different by business unit
Tasks: All Other
Numerous configuration tasks
allow for configuration of the
Expenses application to fit your
needs
We only covered the mandatory
setups in this session.
Approval Workflows
Seeded rules provided to
support various approval
scenarios
Supervisor, project
manager, cost center owner
Expense types requiring
special approval
Serial and parallel approval
Expense Report Approval Rules
Configurable Approval Rules
Setup Activity: Define Expense Policies and Rules
Oracle Fusion Expenses
Approve Reimburse BPM Worklist

Enter
Create Rules
Modify Seeded Rules and
Approval Hierarchies
Approval Service Approval Process

Complete
Service/ Composites
Oracle SOA Suite
BPM Worklist Approval Notifications to

Business Rules Approvers
Oracle Fusion Global
Fusion Human Task
BPEL Process Manager Approval Human Resources
Applications Hierarchies and
Security Approvers
Configurable Approval Rules
Implement templates with expenses requiring legal compliance or special
approvals
Implement automatic approval rules for insignificant amounts
Implement escalation and vacation rules to reduce approval delays
Setup position, job, and supervisory hierarchies and cost center owners
based on your approval needs
Person, job, position and report hierarchies based on Human Resources configuration
No need to recreate approval rules due to changes in supervisors or reporting
hierarchy

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Credit Card Expenses In Fusion

Copyright 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Incur Enter Approve Audit Reimburse

Credit Card & Bank Payee Context

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Note: When users create expense reports, they

Note: When users create expense reports, they select the

For the Both Pay Scenario, users will only be reimbursed

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Note: Users will be reimbursed by their employers for

Copyright 2016, Oracle and/or its affiliates. All rights reserved. |

Assign Corporate Card Program and

Fusion Project Fusion General Fusion Payables

System Options Description

Expense Report Approval Rules

Oracle Fusion Expenses

Approve Reimburse BPM Worklist

Approval Service Approval Process

BPM Worklist Approval Notifications to

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