Dear Colleagues,

A new Financial Year starts with a new Accounting and Reporting Software – Oracle Financials. As you are aware, IIFL has taken a special initiative to install the best financial accounting and reporting system for its businesses and employees. The 'Project Sunrise' was initiated in Jan 2016 to replace the existing financial accounting and reporting system.
We are pleased to inform you that we have completed the implementation work with respect to the core accounting module of Oracle Financials and are LIVE with effect from April 1, 2016. As part of the implementation process we have created new master data, new Chart of Accounts with different combinations like Products, Branches, department, channel etc.
In this connection it is imperative to inform each one of you with respect to the process of claiming expense in Oracle. The revised process with respect to employee claims and vendor claims is as under:

Employee claims:
Earlier this was being done through EMS which will now be replaced with I-EXPENSES under Oracle financials. Through this module you would be able to claim local conveyance, employee reimbursement, Domestic/International travel claims & employee advance requests.

The salient features or changes from the current process would be:

Selection of cost centre would not be available to the employees & the same is hard coded as per Employee master. The cost centre terminology has now been replaced with “Product”.
Cost allocation will now be defined as distribution. However we have disabled this for all employees & cost allocation of employee related expenses will not be allowed now. This will ensure that the cost being absorbed by the product/department to which an employee is mapped.
The claims rejected would now be shown as a draft in the employees work list in Oracle I-EXPENSE home page & he/she would be able to edit the same and resubmit the claim. This would ensure that the claim processing time at both the employees and processing team level is minimized. Here the processing team and approver both have an option of asking for additional details through the system itself instead of email as used earlier.

Claim Status would be available to you on your work list screen on the I-EXPENSES home page.

The URL for the same would be: https://oraexpense.iifl.in:4445
The Login & Password for the login on https://oraexpense.iifl.in:4445 will be as follows:
Login: Your employee code eg. C123456
Password: IIFL@DDMMYYYY (where DDMMYYYY is format for your date of birth)
Eg.: If your DOB is 29/09/1980 your password would be IIFL@29091980 (IIFL would be in capital letters). Please change your password on first login.

login will be locked after three unsuccessful attempts for login. If your login is locked kindly contact Tech support at the contact details given below.

Vendor Claims:
Utility, NON PO, NON PO Advance and PO Payment request will continue in EMS and will be uploaded on EMS through the same pages as used earlier but with few additional data field requirements. All such claims will then be manually entered by Accounts Payable team in Oracle Accounts Payable module and send for Approval as per the approval matrix. The approver can login on hisI-EXPENSES page & approve the same. Validation team/Accounts payable team will verify the claims and process the same for payment.
Purchase Order requisition & Purchase order creation will be done at the I-Procurement module of Oracle. There would be centralized buying team from Admin & IT who would be consolidating all PO, requisitions and place a Purchase Order. For purchase requisitions kindly contact your respective Area Operating Officer.
EMS can be accessible through IWIN to raise request or link it through http://crm.iifl.in, go to Branch Menu and select Expense Management System. Login & Password for the same would be as per your CRM login & will not change.
So to sum up Employee claims would be available through I-EXPENSES URL and Vendor claims would continue to be raised through EMS. Vendor creation & Utility log creation would also continue to be created in EMS which would be further created by the centralized team in Oracle Accounts Payables.

The process flows for the above are available on Iwin as a circular & on EMS under Process Note.

For Technical Issue and queries:
Raise technical related queries to Tech Support for Oracle I-EXPENSES Application. Queries resolution will be managed by Tech Support team for all employees across entities, refer below details for contact information.
Tech Support Phone - +91 224151 4151
IP Ext. – 4151
Tech Support Email – techsupport@iifl.in