Expenses Agent for Cost Allocations and Additional Information

Use the Expenses Agent to split expenses across cost centers, projects, and tasks. The Expenses Agent also supports Flexible Key Flexfields (KFFs), allowing selected accounting segments to appear in the Redwood-theme Progressive Web App (PWA) user interface. These enhancements improve the accuracy of expense allocation and accounting.

  • Expense splitting: Employees can split expenses across cost centers or assign them to projects and tasks.

Splitting an expense across accounts.

Splitting an expense across accounts.

Note: Splitting expenses to project and task will be available in 26C Cohort B.

  • Flexible Key Flexfields: Employees can charge expenses to the accounting segments configured for their business.

    Displaying configured accounting segments

    Charge to configured accounting segments.

Business benefits include:

  • Split Allocation enables accurate distribution of expenses across accounts or across projects and tasks, improving cost tracking and increasing productivity.
  • Flexible KFF improves the expense entry experience by allowing only relevant accounting segments to be displayed in the PWA UI or captured through email, reducing complexity and improving completion accuracy.

Steps to enable and configure

To use these capabilities, first enable Expenses Agent as outlined in the Expenses Agent Detailed Adoption Guide.

Flexible Key Flexfields:

1. Assign the Expense Override Segment label to the accounting segments you want employees to use in the Redwood interface.

  1. Sign in as an Application Implementation Consultant.

  2. Navigate to Setup and Maintenance.

  3. Open the Manage Key Flexfields task.

  4. Search for the General Ledger Key Flexfield with code GL#.

  5. Click Manage Structures, then edit the applicable structure.

  6. Select the required segment and click Edit.

  7. Assign the required segment labels. Select Expense Override Segment where applicable.

  8. Click Save and Close.

2. From the Manage Key Flexfields page, deploy the General Ledger Key Flexfield.

3. Enable lookup EXM_39687658.

  1. Navigate to Setup and Maintenance.

  2. Search for and open Manage Standard Lookups.

  3. Search for lookup type ORA_ERP_CONTROLLED_CONFIG.

  4. In Lookup Codes table, select Actions > New.

  5. Create and save a lookup code for EXM_39687658.

4. Wait at least one hour before continuing to the next step.

5. From the Manage Key Flexfields page, deploy the General Ledger Key Flexfield again.

6. Enable lookup EXM_39339003.

  1. Navigate to Setup and Maintenance.

  2. Search for and open Manage Standard Lookups.

  3. Search for lookup type ORA_ERP_CONTROLLED_CONFIG.

  4. In Lookup Codes table, select Actions > New.

  5. Create and save a lookup code for EXM_39339003.

Note: If Segment Value Security by Business Function (SVSBF) is enabled, you can’t use the Flexible Key Flexfield feature.

Key resources

Access requirements

No new access requirements.