OneWorld™ Expense Management System
The OneWorld™ Travel & Expense Management System is designed to effectively manage the reimbursement of expenses for J.D. Edwards employees globally.
Expense Management Location
Accessing Expense Management
Expense Report Entry - Detail Page
Payment Method
Expense Entry - Additional Page
Expense Entry Delegation
Submitting and Printing an Expense Report
Expense Report Statuses
Receipts
Reject Messages from auditor
Searching/Reviewing Expense Reports
Reimbursement Process
Manager e-mail notification
Manager view of expense report
Manager Summary Reports
Employee Summary Reports
Additional Help
Known & Reported Issues
Miscellaneous
Future Dates
Additional FAQ’s from Training Sessions
Keywords: ems, expense management system, OneWorld™, amex, travel, american express
Where do I access Expense Management to enter my expenses?
From the Knowledge Garden, select the Portal button from the KG Menu Bar, and log in to OneWorld™ . Select the Travel and Expense Management workspace from the Select Workspace drop-down list.
I receive errors when logging into the OneWorld™ portal.
Troubleshoot the OneWorld™ sign-on and password. If there is a security issue, please place the call into the Application Service queue.
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When trying to enter an Expense Report, I get an error that my Employee Profile does not exist.
This employee has not been set up in the EMS setup; please place the call into Application Service queue. Note the employee’s Address Book number, home Business Unit, and Manager’s name, if possible.
When I clicked Add Expense, I got an error message indicating that the Routing Rules do Not Exist.
The employee did not choose an Expense Report Type before clicking Add Expense. Instruct the employee to choose an Expense Report Type from the drop-down list.
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Expense Report Entry - Detail Page
How do I find the list of expense categories to choose from?
Use the visual assist, and don’t forget to scroll to the next page. You can view only 10 categories at one time.
Charge to Type
Billable Client – Use the visual assist if you do not know your client number.
Business Unit - Enter the business unit that is to be charged for this expense.What is a non-reimbursable expense?
This is an expense for which the employee will not receive reimbursement. For example, it might be a movie charge on a hotel bill, pet care, etc.
How do I charge split business units?
At the Charge to Type, select Split Business Units (you do not need to enter a business unit yet). Complete the Expense Detail & Additional Page. Click Save & Close. You are taken to the Edit Split Charges screen. Now enter the business units that you need to split.
How do I change my split business units?
Select the split charges link on the expense detail page of the expense that you need to change.
What do I put in the Expense Location Field?
Use the drop-down option to view your choice of locations. For tax purposes, enter the location where the expense was purchased. You may have more than one location per expense report. For example:
- If you stayed at a hotel in Ontario Canada, you would select Ontario Canada.
- If you are a US employee and purchased an Airline ticket to London, and your purchase was made in the United States, you would select United States.
- If you are a Canadian employee and traveled to multiple Provinces in Canada, you would select the Provinces where you purchased the expenses.
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What Payment Method do I choose if I paid for the expense with my personal credit card?
Other Form of Payment.
I paid for an expense using my American Express card, and chose US Corporate card as the Payment Method. I get an error saying my credit card number is not found.
1. Verify that the charge was actually a corporate credit card purchase, and the user is a US employee with a US Corp Amex credit card or CAD employee with a CAD Corp Amex credit card. If so, JDE does not receive their corporate credit information from American Express. Contact the J.D. Edwards American Express Administrator to “load” your credit card information into EMS.
2. Is this a new or replacement card? If so, JDE might not have received this information yet from American Express. Please contact the J.D. Edwards American Express Administrator to “load” your credit card information into EMS.
What is the Rate Field for?
This field is gray once the system refreshes after you have selected your type of charge, unless the expense is for mileage. Even then, do not enter a rate. The system pre-populates the rate for you. It does not accept a rate override.
How do I enter mileage?
1. Enter the number of miles under quantity.
2. Enter the additional information.
3. Click Save and Close.
The rate field & expense amount populates with the correct mileage amount and expense amount.
Do I have to fill in the quantity field?
The quantity field should be used only when entering the number of miles for mileage.
What do I put in the Expense Amount?
The amount on the receipt, or the amount for which you are requesting reimbursement.
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Expense Entry - Additional Page
How do I enter expenses I incurred while on a teaching assignment and charge them to a work order?
After entering the expense information on the Detail tab, click on the Additional tab to open the additional information fields. Enter the work order number in the Subledger field and enter “W” as the Subledger Type for every expense related to the training assignment.
How do I know what to put in the Subledger and Subledger Type fields on the Additional tab?
The two Subledger fields should be used only if the employee is directed to do so. These fields are validated against work order numbers, prospective client address book numbers for prospect tracking, and employee address book numbers for expense reporting.
How do I know what fields are required on the Additional tab?
The fields that appear on the Additional Information screen are unique to the Expense category. It is recommended that you complete the necessary fields as stated in the company policy. Not completing the additional fields may cause delay in payment of the expenses.
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How do I enter an expense report for someone else?
Once you are at the Add New Report, use the visual assist on the Employee ID to select the employee’s address book number, and then follow the normal steps to add an expense report. Please note: The person must delegate you to enter an expense report on their behalf. (Use the Expense Entry Delegation link on the Travel and Expense Management portal page.) You cannot authorize yourself to enter an expense report on someone’s behalf.
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Submitting and Printing an Expense Report
Submit Message
Once the employee has finished entering all the detail lines and additional information for an expense report, it is ready to be submitted. Click Submit to save the report and submit it for the next step of the process. A Submit message is displayed.
Will I receive an e-mail once I select submit my expense report?
No.
How do I change my report once I have submitted it?
After you submit an expense report, you cannot revise it unless a manager or auditor rejects it during the reimbursement process.
Printing an Expense Report
At the bottom of the Edit Expense Report Information screen there is a link to Print Expense Report.
I have clicked on the Print Expense Report link and nothing happens.
It appears on the screen as though nothing is processing, but the system is processing your request. The system sends the output (R09E116) to the Print Queue Center on the portal. The report can be displayed using Adobe Acrobat and then printed.
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Expense Reports can be tracked by their status. The status of the report can be seen from the Expense Management Expense Entry (Find) screen. Here are the following statuses of expense reports and their meanings:
Pending Completion – This report has not yet been submitted for processing. It may take a few minutes for a submitted report to change from this status to a new status.
Employee Review from Auditor – The auditor has returned the expense report to the employee. It needs to be modified per the auditor’s instructions and resubmitted.
Audit Process – A temporary status that should change within a few minutes. The system is determining if the expense report should be audited, or only have the receipts verified
Audit Required – The expense report requires the auditors to review it. This normally happens after the auditors have received the receipts.
Verify Receipts Received - The expense report requires the auditors to validate the receipts. This normally happens after the auditors have received the receipts.
Reimbursement Process – This expense report has been approved and is ready for payment processing.
Error During Reimbursement – This expense report has not processed correctly for reimbursement. The auditors will investigate and correct as appropriate.
How do I delete an expense report?
You can delete an expense report if it is in a pending completion status. Once you find the expense report, click the check box to the right of the expense report number to select it. Click the delete button below the grid.
How do I delete an expense entry?
You can delete an expense entry if it is in a pending complete status, or if an auditor has rejected it. Once you are in the expense report, select the expense line that you would like to delete. Click the delete button below the grid.
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EMS will indicate to the employee which expenses require receipts. A receipt is required for any Airline, Car, Hotel or Private Residence Host Gift expenses, and any expense over $25.00.
Receipts must be labeled in numeric order provided by EMS. The receipt label is a column in the expense report grid that can be found by selecting the expense report and scrolling to the right (assuming the user has not made any changes to his or her grid).
If an expense line does not have a receipt label number, a receipt is not required for reimbursement.
How do I know which receipt I need to send in for reimbursement?
Once you select your expense report, scroll until you find “Receipt Label” in the grid. If you see a number in the receipt label column, then that receipt is required for reimbursement.
What happens if my receipts are lost in the mail?
We are required to follow certain internal audit regulations; therefore, receipts are required for reimbursement. We highly recommend that you make copies of all of your receipts. If you cannot produce a copy of a receipt, payment may be delayed or denied.
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What do I do if an auditor rejects my expense report?
1. Make the necessary changes suggested by the auditor.
2. Submit the expense report.
3. Contact the auditor via phone or e-mail so he or she can continue the audit process.
Will I receive an e-mail once the expense report has been audited?
Yes. The e-mail is sent once the expense auditor has routed the expense report to Accounts Payable for reimbursement. This is a workflow e-mail message with the subject line: Expense Report Reimbursed. The e-mail indicates:
- Expense Report Total
- Employee Reimbursement
- Credit Card Reimbursement
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Searching/Reviewing Expense Reports
In order to search for or review an expense report, select Expense Entry. You can perform a Simple Search or an Advanced Search.
I have clicked “Find” from the View Expense Report Information screen and I see my reports plus other employees’ reports. Why do I see other employees’ reports?
The screen displays the expense reports of the user that has signed on to the OneWorld™ session and the expense reports of any employees that have set up the user as a designee. In Employee Maintenance an employee can designate someone to enter expense reports on their behalf. A simple search displays all expense reports that a user has authority to view.
I am a manager and I have clicked the Find button on the simple search tab. I do not see all of my employees’ reports. Why?
The manager id field in Employee Maintenance setup is not the same as the designee field. If you have not been designated to enter another’s expense, you can see only your own expenses. The manager of an employee, which is indicated in the manager id field, does not have the same authority as a designee.
I have just moved from the Advanced Search tab back to the Simple Search tab, but the screen seems to be displaying the attributes of my last search. Why?
When moving between Advanced and Simple Searches, be sure to clear out the previous search criteria before executing a new search.
How do I delete an expense entry?
You can delete an expense report if it is in a pending complete status, or if an auditor has rejected it. Once you are in the expense report, select the expense line that you would like to delete and click the delete button below the grid.
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American Express Direct Pay
Amex Direct Pay FAQ'S
How long will it take for me to be reimbursed once I submit my expense report?
This depends upon the time it takes for your receipts to be received by your FSC (Financial Service Center). Employees in the United States and Canada are required to mail in their receipts via interoffice mail. Once the receipts are received, the report goes through an audit. If the audit passes, the report is approved. On average, a report is processed within three business days from the time the FSC received the receipts. Payment is usually made a week from when the report is processed.
Do I get an e-mail once American Express has been paid?
No. You can verify payment to American Express via their web site:
US – www.americanexpress.com
Canada – www.americanexpress.com/canada
You can also verify the payment via the statement that you receive in the mail.
How do I know I have been reimbursed for my expense report?
If you selected “Other form of payment,” then an ACH payment will be made directly to the banking information that we have on file for you. An ACH payment is direct deposit. Once the funds are deposited into the account, you may receive an e-Advice. This is an e-mail that is generated once the funds have been deposited. You may not receive this e-mail from time to time. It is recommended that you verify funds with your bank one week from the Expense Report Reimbursed workflow e-mail.
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Manager e-mail notification
Managers receive a notification email from the Expense Management System after one of their employees has submitted an expense report. The manager is responsible for reviewing the expenses. To review expenses:
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Manager view of expense report
I can’t launch the application icon on my e-mail.
1. You must expand the JDE_System@jdedwards.com e-mail into its own window.
2. A window appears asking if you want to accept J.D. Edwards’ software. Accept this to view the expense report.
I need to review the expense report again. How do I do that?
You must have the e-mail associated with that expense report. If you have deleted that expense report, you can pull the expense report information via the Manager Summary Report. The e-mail cannot be re-generated.
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Two versions of the manager reports are provided, one showing all processed or reimbursed expense reports, and one for all open or not reimbursed expense reports. Expense Detail by Manager Reports (R09E127) can be found on the portal page.
Why do the demo versions of the reports not include manager id in the data selection?
The OneWorld™ application automatically pulls the report for the user who has logged in to OneWorld™ .
How do I trim down the processed report to pull just the June reimbursed reports?
Select a version from the versions list by checking the box in front of the version name and clicking the Select button. On the next screen, check the box in front of data selection and click Submit. The default data selection is displayed.
Click on the drop-down arrow for the next blank line under left operand and scroll down to “Report Processed Date." Click on the drop-down arrow for the next column, comparison, and scroll down to “is greater than." Click on the drop-down arrow for the right operand and click on literal. A new screen is displayed letting you key in the value of 05/31/02. Click OK.
The data selection screen is redisplayed; click OK. The printer selection is displayed' click OK. The system takes you back to the versions list. Click on Forms, Submitted Jobs. Put a checkmark in front of your job (R09E127) and click on Row, View PDF. The report can be viewed or printed from the Adobe screen. The report can also be viewed or printed from the Print Queue Center on the portal.
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Two versions of the employee reports are provided, one showing all processed or reimbursed expense reports, and one for all open or not reimbursed expense reports. The Expense Detail by Employee Report (R09E126) can be found on the portal page.
How do I trim down the open report to pull just a certain work order or Subledger?
Select a version from the versions list by checking the box in front of the version name and clicking the Select button. On the next screen check the box in front of data selection and click Submit. The default data selection is displayed.
Click on the drop-down arrow for the next blank line under left operand and scroll down to “Subledger.” Click on the drop-down arrow for the next column, comparison, and scroll down to “is equal to." Click on the drop-down arrow for the right operand and click on literal. A new screen is displayed to key in the value of the work order on which you want to report. Key in the value, and click OK.
The data selection screen is redisplayed; click OK. The printer selection is displayed; click OK. The system takes you back to the versions list. Click on Forms, Submitted Jobs. Put a checkmark in front of your job (R09E126) and click on Row, View PDF. The report can be viewed or printed from the Adobe screen. The report can also be viewed or printed from the Print Queue Center on the portal.
Is it necessary to put my address book number in the data selection in order to get just my expense reports?
OneWorld™ automatically processes the report and displays only the expense reports of the user logged into the OneWorld™ portal.
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Any user who appears to have a question of a training nature should be directed to use the WBT provided on the Knowledge Garden.
Any call regarding a software issue, a policy question, or a non-training question should go to the IT Application Services Queue.
How to order expense envelopes via Ariba
Determine who in your department is responsible for ordering these envelopes. There is a cost associated with these envelopes; it will be charged to your business unit. (Each department is responsible for ordering its own.)
Reference Material
Quick Reference Guide
Web-Based Training (located on T&E portal)
User Guide (located on T&E portal)
EMS FAQ’s (located on T&E portal)
Amex Direct Pay FAQ'S (located on T&E portal)
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Known & Reported issues are listed on the Travel & Expense Management portal page that many users will comment on. Please refer to this list; it is updated weekly. Possible workarounds are suggested here as well.
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Icons: Throughout the EMS product is not consistent. Be sure that you are advising each user the correct verbiage associated with each icon.
Attachments: This functionality does not work in EMS. Refrain from using an attachment. If an attachment is made, the auditors do not know, and they will not check.
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Present – 50 pilot users for US & Canada
July 9, 2002 – Canada
July 23 – EMEA
Beginning of August – United States
September – Latin America & Asia Pacific
** US & Canada are the only regions that have enabled Direct Pay.
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Additional FAQs from Training Sessions
How do I change the employee maintenance screen if the incorrect manager id or business unit is displayed?
These calls will be routed to IT Application Services for resolution.
What does “Update Credit Card Information” do?
The Update Credit Card Information option displays a credit card number that was retrieved from AMEX and is active for this employee. If it is incorrect, place the call in IT Application Services for resolution with AMEX.
Can I enter an expense report offline?
No. Expense reports can be entered remotely but not offline.
What happens if we try to execute Expense Express?
The screen directs the users how to get to Expense Management.
Are users going to be disabled from Expense Express in phases?
No, but the “go-live” dates for each region are staggered.
How can I view my prior expenses reimbursed through Expense Express?
Users have access to their Expense Express expenses for as long as they have EE loaded on their PC. The T&E group is also provided with Expense Express historical data, and can be contacted to retrieve historical expense information.
Who manages the WBT?
The WBT is managed internally by Application Support.
Is there still be an Expense Express Hotline phone number?
No, the calls now go to the Application Support queue.
If I have a problem with my AMEX account online; whom do I call?
Call American Express.
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003
All rights reserved.
Created: amq 10/15/2003
Revised: amq 12/17/2003