How To Identify Where An Expense Report Is In the Process


You wish to identify where in the Expenses Process an Expense Report is by looking at the EXPENSE_STATUS_CODE in the table ap_expense_report_headers_all

The values for the column EXPENSE_STATUS_CODE in the table ap_expense_report_headers_all come from the Payables Lookup Code EXPENSE REPORT STATUS

Code

Lookup Code Meaning

CANCELLED

Cancelled

EMPAPPR

Pending Individual’s 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WITHDRAWN

Withdrawn

Table: AP_EXPENSE_REPORT_HEADERS_ALL

Column

Value

Meaning

SOURCE

‘NonValidatedWebExpense’

Expense report transaction has been inserted into the expense report transaction tables but have not passed the Payables Validation Function in the Server Side Validation Process of the Expense Report Workflow process. This transaction is not viewable in the Oracle Payables Enter Expense Reports Window.

 

‘WebExpense’

Expense Report transactions has successfully passed the Payables Validation function in the Expense Report Workflow Server Side Validation Process and is viewable in the Oracle Payables Enter Expense Reports Window.
Transaction has not completed the Expense Report Workflow yet.

 

‘XpenseXpress’

(10.7 – 11.0.2)
If Expense Report was created through the Web Interface (identified by the workflow_approved_flag), expense report transaction has successfully completed the Expense Report Workflow process and is ready to be picked up by Oracle Payables Invoice Import program.

 

‘SelfService’

(11.0.2+)
Expense Report transaction has successfully completed the expense Report Workflow process and is ready to be picked up by Oracle Payables Invoice Import program.

WORKFLOW_APPROVED_FLAG

NULL

If Expense Report transaction is created from the web (check the source), then expense report has been submitted, but not been manager or payables approved. Expense Report transactions not created from the web will have workflow_approved_flag = NULL.

 

‘S’

Expense Report transaction has been saved and not yet fully completed or submitted.

 

‘I’

Implicit save, in OIE.K/R12 there is an implicit save when navigating from one page to another.

 

‘R’

Expense Report transaction has been Manager rejected.

 

‘M’

Expense Report transaction has been Manager approved.

 

‘P’

Expense Report transaction has been Payables approved.

 

‘A’

Expense Report transaction has been ‘Automatically’ approved, i.e. Manager approved but Payables approval not needed because expense report didn’t need payables to check for receipts or policy.

 

‘W’

Expense Report has been Withdrawn.

 

‘Y’

Expense Report transaction has been both Manager and Payables approved.

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8 thoughts on “How To Identify Where An Expense Report Is In the Process

  1. Expense Report Import is not picking the invoices, and that too only for few OU’s, I am a technical consultant, when scheduling the “Expense Report Import” 3times a day, it is not creating the invoices in the Payables, Please advise what could be the problem

    Like

  2. Thanks Shiv,
    You saved another day of mine with this.
    I got below update from Oracle, can you please validate and let me know.

    Issue: Detail lines not visible on Payables Expense Reports

    Oracle sug: This is a known issue. Check your data in ap_expense_report_params_all and
    ap_expense_reports_all. I suspect that the org_id is populated for the Seeded
    Personal Expenses template. Note, the org_id must be NULL for the Seeded
    Personal Expense template, or lines will not be visible in the Form APXXXEER.
    The org_id can
    have NO value (even zero), org_id must be NULL in both
    AP_EXPENSE_REPORT_PARAMS_ALL and
    AP_EXPENSE_REPORTS_ALL for the Seeded Personal Expense Template

    Thanks,
    Sabya (ML-BACS)

    Like

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