PeopleSoft Update Image 50 introduces two powerful features that streamline your expense management process: Public Templates and the Quick-Fill. These updates are designed to simplify the creation of Travel Authorizations to reduce manual entry, and drive consistency across teams. These features are available on the Classic Expense Report and Travel Authorization and can now be used on the Fluid Travel Authorization.
Public Templates
Many organizations use the Travel Authorization to obtain approval for non-travel related expenditures such as tuition reimbursement, association membership fees, and job-related periodical subscriptions. To ensure users are selecting the correct Expense Type for these documents, a Public Template with a defaulted Expense Type can be created. Public templates differ from a user’s personal template as it can be used by all users in the organization.
When a user creates a Travel Authorization, they can populate their document from a template.
If the user has personal templates, they are also displayed with an indicator of a non-public Template Type. In the above example, selecting the TUITION template populates the detail line with the correct Expense Type.
The user can add additional lines to the Travel Authorization using another Public or Personal Template. When selecting to populate from a template, additional prompts require responses:
The user can add additional Expense Types. They can also indicate whether existing lines that had defaulted into the Travel Authorization should remain or be deleted. If the user has other expenses to include, they can indicate whether the Expense Type pertains to a single day, or all days if the duration of days is more than one.
Quick Fill:
Another labor-saving option available in PI-50 is the ability to use Quick Fill to add Expense Types to a Fluid Travel Authorization. Select the Quick Fill button on the Travel Authorization to access a list of Expense Types. Users can quickly select the Expense Types to add to the Travel Authorization.
To use this feature, select the One Day or All Days check box for the Expense Types that are appropriate for the Travel Authorization, and return to the main page of the Travel Authorization. The Travel Authorization is populated with the selections and user can proceed to enter the estimated expense amounts.
Whether you’re looking to standardize expense reports with reusable templates or speed up the process of filling out travel-related expenses, these new tools save time and improve efficiency.
Oracle PeopleSoft is excited to see how these tools improve your process and make expense management smoother for your team. As always, stay tuned for more updates, and feel free to share your feedback as we continue to evolve and improve the Travel and Expense experience.