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9.5 Conversion Rate Policies, Receipt Requirements and Payment Hold Rules

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Oracle Fusion Cloud Financials Payables and Expenses 2026 Implementation Professional Exam

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1 Chapter 1: Exam Overview, Enterprise Structures & Security

1.1 Exam Facts, Hands-On Format & How to Use This Guide 1.2 Enterprise and Financial Reporting Structures & the Data Security Model 1.3 Business Units and Reference Data Sets

2 Chapter 2: Master Data, Taxes & Cash Management Setup

2.1 Supplier Master Data: Profile, Addresses, Sites and Site Assignments 2.2 Supplier Controls: Registration, Income Tax Details, Site Holds and Third-Party Payments 2.3 Bank Account Master Data: Banks, Branches, Internal Accounts and Security 2.4 Transaction Tax Setup for Procure-to-Pay 2.5 Configuring Cash Management for Payables: Statements, Reconciliation Rules and Clearing

3 Chapter 3: Supplier Invoices — Options, Entry & Matching

3.1 Invoice Options and Common Options for Payables and Procurement 3.2 Supplier Invoice Processing: Invoice Types, Components and Distribution Sets 3.3 Matching Invoices to Purchase Orders, Receipts and Consumption Advice

4 Chapter 4: Supplier Invoices — Tolerances, Holds & Approvals

4.1 Invoice Validation, Invoice Tolerances, Holds and Releases 4.2 Invoice Approval Rules: Workflow, Spreadsheet Rules and Approval Actions 4.3 Prepayments, Recurring Invoices, Credit and Debit Memos

5 Chapter 5: Invoice Automation, AI & Subledger Accounting

5.1 AI in the Supplier Invoices Process: IDR, Document IO, the Payables Agent and Intelligent Defaulting 5.2 Importing Invoices: File-Based Data Import, Import Payables Invoices and Corrections 5.3 Setting Up Subledger Accounting for Payables

6 Chapter 6: Payments — Configuration

6.1 Payment Options, Payment Methods, Defaulting Rules and Payment Terms 6.2 Payment Process Profiles, Formats, Payment Systems and Transmission 6.3 Disbursement System Options, Payment Security and Payment Approval Rules

7 Chapter 7: Payments — Processing, Withholding, Accounting & AI

7.1 The Payment Process and Payment Process Request Templates 7.2 Completing Payments: Printing, Electronic Confirmation, Bank Acknowledgments, Single Payments, Stops and Voids 7.3 Withholding Tax Setup and US 1099 Reporting 7.4 Payment Accounting: Issue and Clearing, Gains and Losses, Discounts, Cross-Currency Payments and Bills Payable 7.5 AI in the Payments Process: the Payments Agent, Discount Intelligence, Virtual Cards and Fraud Controls

8 Chapter 8: Accounts Payable Balances & Period Close

8.1 Payables Calendars and Payables Accounting Period Statuses 8.2 Payables to General Ledger Reconciliation 8.3 The Payables Period Close Process: Unaccounted Transactions, Sweep and Close Exceptions 8.4 Balancing, Accruals and Year-End Activities in Payables 8.5 Accounts Payable Analysis and Reporting: Landing Pages, Dashboards, Aging Periods and Key Reports

9 Chapter 9: Expenses — Processing, Setup & Policies

9.1 Expenses Processing: From Expense Entry to Reimbursement 9.2 Expenses System Options, Expense Report Templates and Expense Types 9.3 Managing Expense Policies: Categories, Rate Determinants and Enforcement 9.4 Mileage and Per Diem Policies, Oracle Maps and Cumulative Mileage 9.5 Conversion Rate Policies, Receipt Requirements and Payment Hold Rules

10 Chapter 10: Expenses — Approvals, Cards, Advances, Audit & Travel

10.1 Configuring Expense Approval Rules in the BPM Worklist 10.2 Configuring Corporate Card Programs: Payment Options, Transaction Files and Accounting 10.3 Managing Cash Advances: Policies, Approval, Accounting and Application 10.4 Managing Audit Rules, the Expense Audit and Reimbursement 10.5 Configuring Travel Integration: Travel Partners, Itineraries and Trip Expense Reports

11 Chapter 11: AI, Mobile, Automation & Redwood

11.1 AI, Mobile and Automation in Expenses: Expense Assistant, Email Receipts and Touchless Expenses 11.2 Enabling Redwood Capabilities and Their Impact on Existing Configurations

9.5 Conversion Rate Policies, Receipt Requirements and Payment Hold Rules

Key Takeaways Explain This Topic AI

Conversion rate policies are set by business unit with a rate type of Corporate, Spot or User, an optional default rate, and warning and error tolerance percentages; they apply only to cash expenses.

If General Ledger has no conversion rate for the reimbursement currency, the conversion rate policy can't be enforced.

Receipt and notification rules require original, imaged, or both kinds of receipt, and Expenses processes receipt rules from expense type, then template, then organization.

Payment hold rules hold reimbursement when receipts aren't received or are overdue on earlier reports; holds release automatically when receipts are received, waived or declared, or an auditor can release them.

Project-only expense reports aren't held by default; select Apply hold rules to expense reports to include them.

Last updated: October 2026

The published objectives are Manage Conversion Rates and Policies and Manage Receipt Management Policies . Both decide whether the amount an employee claims is supported before money leaves the company.

Conversion rates and policies

Employees often pay cash in a foreign currency and are reimbursed in their own. On Manage Conversion Rates and Policies (the Edit Conversion Rates and Policies page) you define, for each business unit :

  • the conversion rate type : Corporate , Spot or User ;
  • whether that rate defaults onto new expenses;
  • warning and error tolerance percentages ;

optional tolerances for specific currencies .

When an employee enters or overrides a rate, it is checked against these definitions.

Oracle's worked example

  • Setting Value Limit
  • Corporate rate 1 GBP = 1.579 USD Default rate
  • Warning tolerance 5% 1.579 + 0.07895 = 1.65795
  • Error tolerance 10% 1.579 + 0.1579 = 1.7369

An employee claims a 25 GBP meal at a rate up to 1.65795 : no violation.

Above 1.65795 and up to 1.7369 : a warning , if you chose to display it. Warnings are tracked on the report.

Above 1.7369 : an error . The report can't be submitted.

Rules to remember

Conversion rate policies apply only to cash expenses , not corporate card expenses. Card charges use the billed amounts in the card feed. If a company account allows multiple billed currencies , Expenses converts them to the account's payment currency with General Ledger daily rates, and marks charges with no rate as Missing currency conversion rate .

The default rate is also for cash transactions only .

If General Ledger has no conversion rate for the reimbursement currency, the policy can't be enforced. Maintain daily rates for every currency your travelers use.

Category policies with single-currency limits (section 9.3) also need GL rates to compare a foreign amount with the limit.

To let employees choose their reimbursement currency , set Allow Reimbursement Currency Selection in system options and limit the allowed currencies by business unit. Cash advances in other currencies use Advance Currencies Allowed in the cash advance policies (section 10.3).

Approval notifications show foreign currency totals in both the reimbursement currency and the approver's preferred ledger currency .

Receipt management

Receipt management makes sure required receipts arrive before employees are paid. You assign receipt and notification rules to business units .

Decision 1: type of receipt

On the header of Create Receipt and Notification Rule , require:

  • Original (paper) receipts;
  • Imaged receipts (camera, scanner or fax);

both .

If you don't choose, Originals only is the default. For imaged receipts, also choose the stage at which they must be attached . Prevent submission if receipts aren't attached is the strictest choice. To force a receipt on each line , set Enable Attachment to Lines required in system options.

Decision 2: level

  • Level Where Processing order
  • Expense type Edit Expense Type, Receipt Requirement tab Lowest: processed first
  • Template Create Expense Template, Receipt Requirement tab Middle
  • Organization Create Receipt and Notification Rule Highest

You can use any combination of levels, or none.

Decision 3: receipt requirements

On the template or expense type you can set requirements for:

  • cash lines, corporate card lines and negative lines;
  • the amount above which a receipt is required;
  • disallowing missing receipts ;

displaying a missing receipt warning .

Overdue and missing receipts

The scheduled Process Overdue and Missing Receipts process checks submitted reports, and the rule controls what it does:

  • Enable overdue process ;
  • Receipts are overdue after a number of days, counted from the report submission date;
  • Notify individual when receipts are overdue ;

Send missing receipt declaration notification .

Escalation to approvers is set on the FinExmReceiptsOverdue task's Deadlines tab in the BPM Worklist.

Oracle suggests running the process daily if you want prompt notices. An employee can mark a receipt as missing on the expense or from a notification. If your rule requires a missing receipt declaration , the completed declaration replaces the receipt. Audit and payment then proceed, and the reminders stop.

Receipt check-in: auditors record the Original Receipt Package Check In Date on Manage Receipt Packages, searching by report number or bar code , or on Audit Expense Report. A default receipt date rule fills the date automatically when imaged receipts are attached by an auditor or clerk, or arrive through WebCenter Imaging or Capture. It doesn't fill the date when the employee attaches the images.

Payment hold rules

The Expense Report Payment Hold section of the receipt and notification rule can hold payment to individuals and to corporate card issuers :

Hold payment if receipts are required but not yet received.

Hold payment if receipts are overdue on a previously submitted report. Once any report has outstanding overdue receipts, all subsequent reports are held.

How holds work:

Process Expense Report Reimbursement , scheduled regularly, applies the holds and also checks whether they can be released .

Held employees get a notification.

Holds release automatically when receipts are received, waived or declaration received . An auditor can also release a hold manually on Audit Expense Report.

Under Both Pay , if Apply Hold Rule To covers reports of both individuals and card issuers , neither the employee nor the issuer is paid while the hold lasts.

Project-only expense reports aren't held by default. Select Apply hold rules to expense reports in the rule to include them.

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