Body
Summary
Employees can manage their Finance Cloud expenses from their iPhone or Android mobile device using the Oracle Fusion Expense mobile application. Follow the instructions in this article to install and use this application.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Overview
- Installation and Setup
- Configure iPhone Camera
- Create an Expense Item
Overview
The Oracle Fusion Expense mobile application can be used to create and upload expenses to the Expenses module in IC Finance Cloud.
The mobile application supports:
- iPhone devices
- Android devices
Use the mobile application to quickly create and upload out-of-pocket or travel card expenses to Finance Cloud and add to an Expense Report. Items uploaded using the mobile application will then be accessible using the web-based application.
The use of the mobile app is optional and is not required. Users who prefer to work entirely within the web-based application are still able to do so.
Home Screen
Fig 1 Application home screen - tap icons to access different functions within application
List of Functions Accessible from Home Screen:
Quick Entry - Quickly create a new expense item by selecting a type and entering a dollar amount.
View - See a list of expense items entered in the app. Tap an item to edit.
Upload - Review and upload expense items create in the app to Finance Cloud.
Submit - not recommended for use
Camera - Take a photo of your receipt and create a new expense item.
Voice - Create an expense item via voice dictation.
Calendar - not configured
Mileage - Create a personal vehicle mileage expense by entering start and end points.
Enter - Create and enter information for a new expense item.
Approval - Available for reviewers - Manage Approvals.
History - view uploaded expenses.
Tracker - Track mileage in real time (iPhone version only).
About - View application version and legal terms.
Installation and Setup
Before using the mobile application, you will need to download and install it on your mobile device.
To install Oracle Fusion Expenses on your iPhone or Android device:
1. Open the App Store on your iPhone OR the Google Play Store on your Android device.
2. Search for Oracle Fusion Expenses.
3. Tap Install.
4. When installation has completed, open the application .
5. Tap Agree to accept the End User License Agreement/Legal Terms.
6. Tap to select SSO and either enter scan the QR code below or type to enter the URL: https://ehwy.fa.us2.oraclecloud.com
IMPORTANT: Do not enter any information under Basic. Select SSO before entering any information on this screen.
Fig. 1 Tap the SSO option before entering the URL or scanning the QR Code
Fig. 2 QR Code for URL https://ehwy.fa.us2.oraclecloud.com
7. Tap Continue
8. Tap Company Single Sign-on, then enter your Netpass user name and password, and complete Duo multi-factor authentication.
To configure your settings in the application:
1. Tap the (Gear) icon in the top right corner of the application home screen.
2. Tap Sync Frequency to choose how often you would like the mobile app to sync to the IC Finance Cloud web application.
3. If you are a member of Athletics department, tap Expense Template and select Athletic Travel. For all other employees, this field should be left as the default, IC Travel & Expenses.
4. Reimburse Currency has a default value of USD, but can be changed if any reimbursements need to be issued in another currency.
5. Tap Image Size to choose the file size for any images you upload using the mobile application.
6. Toggle Save to Camera Roll to indicate whether or not you would like images taken and uploaded in the mobile application to be saved to the camera roll on your mobile device.
Configure iPhone Camera
If you are using the app on an iPhone, it is recommended that you configure your camera to take images compatible with the IC Finance Cloud software.
On many iPhones, the default format of images taken with the phone’s camera is .HEIC, which is incompatible with Finance Cloud. To allow for receipt images to be taken with your iPhone camera and uploaded to Finance Cloud via the app, please complete the following setup from your iPhone’s home screen:
1. Tap the (Gear) icon to go to your phone settings.
2. Scroll down and tap Camera.
3. Tap Formats.
4. Tap to select Most Compatible (this will save images taken with your camera to the .JPEG format, which is compatible with Finance Cloud).
Any Expense Reports submitted with receipt images in .HEIC format will be rejected and will need to be resubmitted with receipt images in .JPEG or .PNG format.
Create an Expense Item
To add receipt images and enter information for your out-of-pocket and travel card charges:
1. On the application home screen, Tap the Camera icon. If prompted, choose the option to allow the application to access your device's camera.
2. Use your camera to take a picture of the receipt for the expense item you are adding.
3. Tap Use Photo to proceed, or Retake if you would like to retake the photo.
4. Tap Attach to attach the image to your expense item and proceed to the next screen.
5. Tap the Type field and select the appropriate expense type.
6. In the Amount field, type the dollar amount of the expense item.
7. Type the Location and Merchant information for the item into the corresponding fields, or skip this step if you would like to enter this information using the Finance Cloud web application. The Company and Cost Center fields will default when uploaded and do not need to be filled out.
8. Type a description into the Description field. You can also skip this step if you would rather enter the information in Finance Cloud after uploading.
9. Tap Save to save your changes and return to the home screen.
10. Repeat Steps 1 through 9 to add any additional expense items. Tap the Upload icon to view expenses you have entered. On the following screen, tap Upload to send your items to Finance Cloud.