oracle fin

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>Computing >Support >Library Administrative >Systems >Oracle FinancialsGuides

Oracle Financials - Purchasing, Inventory, and Accounts Payable System

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Oracle Financials is a browser-based application that runs on a PC.

Complete in PDF format; required.document Acrobat Reader

General Information

Minimum System Requirements

Logging In and Accessing Oracle Financials

Requisitions

Requisition Summary

Purchase Order Summary

Reports

Notification Summary

Profile

Addendum

Changing Your Password

Questions about FAS and Access to Accounts

Trouble Logging In

Jinitiator for Oracle Applications

Frequently Asked Questions

>Next

Last Updated: 2/16/05

2/17/05 7:20 AMOracle Financials - Purchasing, Inventory, and Accounts Payable System

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General Information

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At Dartmouth, Oracle Financials is used to generate electronic purchase requisitions, track the status of

requisitions, and research purchase orders. The application also produces reports that allow you to

track open or unmatched lines of purchase orders. Oracle Financials should be used for purchasing

items or services; the Procurement Card (Pro-Card or P-Card) cannot be used for purchasing or

services.

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2/17/05 7:20 AMGeneral Information

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Minimum System Requirements

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The system requirements are the same for all Oracle Applications which include Oracle Fiancials, P-

Card, and HRMS.

For specific details, see .System Requirements

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Logging In or Accessing Oracle Financials

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Open the browser on your desktop.

Enter the URL . This is the

production URL on Copper and is the URL used to access Oracle. If you will be accessing Oracle on a

regular basis, Bookmark this URL.

http://charlotte.dartmouth.edu:8007/OA_HTML/US/ICXINDEX.htm

At the Oracle login screen, enter your Oracle and . Your Oracle user name, in

most cases, is the same as your VMS user name.

User Name Password

The Portal Page will be displayed.

If you are unsure what your user name or password is, contact the Computing Help Desk at 646-2999

and select from the options provided, send electronic mail to , or call your

division's computing support office.

[email protected]

Portal Page

The Portal Page lists all the responsibilities you have access to in Oracle Applications. Dartmouth

Financial User (DFU) is one of many responsibilities in Oracle Financials. If you have other

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responsibilities in other Oracle Applications, they will appear on the Portal Page. If you have only one

responsibility in Oracle Applications, you may not see the Portal Page and will be directed to the

Navigator Screen (see the Navigator section below). Near the top of the Portal Page, your user name

will be viewable (for example, ) and three icons appear to the right of your

user name. The icon represented by the door should be used as the primary way to exit the application.

Welcome Painter_SL

:You cannot access the HRMS Discoverer Reports through this application even though these

responsibilities may appear on the Portal Page.

Note

Double-click on the responsibility; the screen will appear.Dartmouth Financial User Navigator

If you are accessing Oracle Financials for the first time, you may be prompted to download

. This file is required to run Financials. The current version is .

Oracle

Jinitiator Oracle Jinitiator 1.3.1.9

For users with or privileges, follow the prompts and the file will

automatically unpack and install into a default directory. Accept all defaults,

and at the security warning, select .

Administrator Power User

Oracle Jinitiator

Jinitiator Grant Always

Users with access will need a divisional system administrator to log into the PC so

that the application can be installed.

Restricted

Oracle Jinitiator

Navigator

Once you've logged into Oracle and have selected a responsibility, the screen will be

displayed. The provides access to Functions and Documents (represented by tabs).

Navigator

Navigator



The tab displays specific functions you can use in Dartmouth Financial User (DFU), and to

the right, a place to create a Top Ten List. By double-clicking on the functional areas in , you

will be directed to specific forms for your use. Note the and icons to the left of the

functions. Clicking on these icons expands and collapses the menu of functions available to you. The

Top Ten List enables users to set shortcuts to functions; it will not, however, provide added value to the

Dartmouth Financial User.

Functions

Functions

plus minus

The tab provides a work area for you to create links to requisitions in progress or

completed. Requisitions, incomplete or complete, placed on

the will remain on the tab until manually removed.

Documents

Navigator Documents

Once you have launched a responsibility at the screen, the Task bar will display three tasks

related to Oracle.

Navigator

The Task bar item represented by "http" is the active Internet browser icon. If you need to access

another Web site while you have an active Oracle session open, click on this Task bar item and

enter a new Web address or URL. If this Task bar item is closed, your Oracle session will be

terminated.



The second Task bar item identifies Oracle and provides a link to the Oracle home page. This

Task bar item must remain open in order to access .Notification Summary

The third Task bar item with a picture of a coffee cup identifies that you are in an active Oracle

session. You must have the Internet browsing icon available with this icon in for an Oracle

session.

LOV Button

The List of Values (LOV) icon will be displayed in fields where a list of values exists to choose from. This

is represented in each field by a gray box with three black dots.

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> >


Requisitions

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From the , double-click on and follow the steps below.Navigator Requisitions

Preferences

Oracle applications allow you to set preferences (or defaults) for information that can be applied to

more than one line in the requisition. For example, if the same departmental charge account number

should be used for all lines in a requisition, this can be preset by completing the field

in . Preferences can only be set for the session that you are logged into. If you set

preferences, complete a requisition, then log out, your preferences will be cleared and you will need to

re-enter your preferences the next time you log in. The system also allows you to override a preference

within a session.

Charge Account

Preferences

: If you are not completing the requisition in full during this session and only need to acquire a

Requisition number, see the description for the field below.

Note

Requisition Number

Select from the menu:Preferences Tools

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The Requisition Preferences form will appear. The fields listed below can be utilized by the Dartmouth

Financial User. None of the fields are mandatory; you need only use the ones that apply to your

requisition or situation. Fields within Oracle Preferences that are not listed below are not used by

Dartmouth.

: Enter the date you need the requisition by. The format is always .Need By DD-MMM-YY

: Charge accounts can be categorized as Departmental or Grant accounts. The format

is (use the tilde on the keyboard). You can use multiple charge accounts for one

line items on a requisition; however, it must be done through the option that is detailed

in the "Split Distributions" section below.

Charge Account

DEPT~123456~1234

Distributions

: Select from the drop-down list.Destination Type Expense

: Enter the requester's last name. To view a list of available requestors, use the button.Requester LOV

: The organization defaults to the requestor's organization. If you need to make changes,

use the button.

Organization

LOV

: The location defaults to the requestor's organization. If you need to make

changes, use the button.

Location

LOV

: The source must be the supplier.Source always

: You must identify a source in order to enter a buyer's name.Note

: Enter the buyer's last name and press the [ ] key. To get a list of available buyers, click on

the button. If you need buyer contact information, contact Purchasing.

Buyer Tab

LOV



: Provide any necessary information for the buyer. If this is a confirming order, the

buyer will see the information provided in this field. See the "Confirming Flexfield" section below.

Note To Buyer

not

: To search for the supplier name, click on the button and select from the options

provided. You must have a supplier identified in order to submit a "confirming" type order.

Supplier LOV

: To search for the site, click on the button. If only one site is available, it will default to that

site location.

Site LOV

Click on the button. Although not immediately apparent, these preferences were saved and

applied for this requisition. A statement confirming this can be seen in the lower-left screen, "New

preferences now in effect." Close this form.

Apply

The Requisition Form will now appear. The fields described below are the remaining fields that must be

entered for a goods-based requisition.

: field of the Requisition form. You can autogenerate a

requisition number by entering the '#' symbol in the field. When the

requisition is saved, a requisition number will be assigned.

Requisition Number Requisition Number

Requisition Number

Or, to enter a requisition number manually:

The requisition number must start with an followed by one or more digits,R

The requisition number must start with a followed by one or more digits, orP

The requisition number must start with an followed by one or more digits.AR

: Click in the small white box just beneath the dollar amount field in the

"header" section of the form. This is the .

Confirming Flexfield

Workflow Flexfield

A Requisition Header screen will appear. The screen has two fields:

and . If you use work order numbers, you'll continue to do

so using the field. To complete the field, which is

mandatory, click in the field and click on the button.

Work Order Number Confirming Type

Work Order Number Confirming Type

Confirming Type List of Values (LOV)



A Confirming Type screen will appear. Please refer to the table below for supplementary definitions of

each choice to determine which applies to your situation.

Select the appropriate confirming type and click .OK

The requisition form will appear. Click on the icon on the requisition form. The requisition

number will be generated and your preferences will be applied to your requisition. The cursor will jump

to Line 1 in the body of the requisition form.

Save

Complete the requisition as you would normally do, or select from the

menu to complete it at a later time. You can always modify the at any time prior to

clicking or ).

Place on Navigator File

Confirming Type

Approve Submit for Approval

Type When to Use What This Says to

Procurement

ADDITIONAL INFO-

CONFIRMING new

choice)

When the order is

confirming, but you have

specific information you

need to supply to the

buyer.

The buyer will be prompted

to check the NOTE to

BUYER field. You may be

supplying new supplier

information, sole source

documentation, bid

information, etc. Always use

the NOTE to BUYER field

when providing information

related to that requisition.

CONFIRMING When the department

has placed the order

with the vendor and the

vendor has agreed to

fulfill and ship it.

Little or no intervention

required on the part of the

buyer. The requisition has

all the required elements

completed and the supplier



is not new. Confirming

orders under $2,500 will

not be routed to buyers.

Per Dartmouth policy, a

copy of a printed

requisition is not

binding with the vendor.

If the vendor requests a

PO copy, please select

FAX-CONFIRMING and

Procurement will fax a

copy of the PO to the

vendor.

FAX-CONFIRMING

(formerly

CONFIRMING-FAX)

When the department

has placed the order

with the vendor and the

vendor has agreed to

fulfill and ship.

However, the vendor has

requested a hard copy of

the PO for its records.

If you select FAX-

CONFIRMING,

Procurement will fax a copy

of the auto-generated PO to

the vendor.

NON-CONFIRMING When the order needs to

be placed by

Procurement and no

communication

regarding the order has

occurred between the

requesting department

and the vendor.

If you select NON-

CONFIRMING, the

requisition will be

electronically routed to a

buyer in Procurement and

the buyer will generate the

PO and will place the order

with the vendor.

: There are five "types." Oracle always defaults to "Goods." To change the line type, click the

button to display the available options and select the appropriate line type.

Type LOV

Yellow colored fields are ; the application will not allow you to save a record without

completing these fields.

mandatory

White colored fields are optional to the user.

Gray colored fields cannot be modified.

: The field is only applicable to inventory requisitions.Item Item



: If you know the category name, enter it and tab to the next field. Or click on the

button to the right of the field. The PO Item Category screen will appear containing a list of all available

categories. Select the applicable category and click . Or, if you want to conduct a search, enter the

first few letters of the category in front of the sign and press the [ ] key when the list of

categories appears. A list should appear that closely matches your search.

Category exact LOV

OK

% Find

: Enter the description of the item with the stock or item number first (for example,

).

Description 13FB

Sweatshirt

: Click on the button for a list of all measurements. Note that you can

choose stock and non-stock for each item.

Unit of Measure (UOM) LOV

: Enter the quantity. To split one item into a percentage, see the "Split Distributions" section

below.

Quantity

: Enter the price for the .Price Unit of Measure

: Destination always defaults to .Destination Expense

: Fields identified below with an asterisk (*) may have been populated by using preferences as

detailed in the "Preferences" section above.

Note

: This field defaults to the preparer's name. Click on the button to change it.Requester* LOV

: The field defaults to the preparer's organization. Click on the

button to change it.

Organization* Organization LOV

: The field defaults to the preparer's location. Click on the button to change

it.

Location* Location LOV

: This field defaults to .Source* Supplier

: Enter the name as it has been entered into the system. If you are unsure,

click on the button to search for the supplier, then select it.

Supplier* Supplier exactly

LOV

: Enter the site as it has been entered into the system. If you are unsure,

click on the button to search for the site.

Site* exactly

LOV

: The and fields are not mandatory; however, Procurement Services strongly

recommends including this information in the requisition. In addition, the data entered into these

fields is not validated. Therefore, your attention to these fields is necessary.

Note Supplier Site



Click on the icon to save the requisition.Save

: Click on the button at the bottom of the screen. Oracle will populate

the quantity field with the quantity entered on the main requisition screen. If this quantity is correct

and you've set the in preferences, click on the icon. You will be returned to the

requisition screen. Enter the quantity to be charged in the first line.

Distribution* Distributions

Charge Account Save

: Charge accounts can either be categorized as or . The

format is or (use the tilde on the keyboard). You can

utilize multiple charge accounts for one line items on a requisition; however, you can only do this

through Distributions.

Charge Account* Departmental Grant

DEPT~123456~1234 GRANT~51234~3000

: To split distributions among one requisition line, enter the first distribution line

adjusting the quantity field. Enter the . Using the [ ] on your keyboard,

go to the next distribution line. Enter the (Oracle will assume you are going to split the

distribution proportionate to the number of distribution lines you add). Enter the second

. If the quantity is "1" (one) and you need to split that item or service among two charge

account numbers, enter .50 (50%) on each line.

Split Distributions

Charge Account Down arrow

quantity

Charge

Account

Click on the icon and close the Distribution window.Save

At this point, you can continue to add lines to your requisition or click .Approve

: Click on the button. Oracle will not approve a requisition unless all the fields are

completed and distributions and lines match.

Approve Approve

Click to approve.OK

< | >Previous Next




> >


Requisition Summary

< | >Previous Next

The field allows you to view the status of requisitions in the Oracle Financials

database. This field is where you can check to see if a Purchase Order has been generated, if the

Purchase Order has been matched in A/P, or if the vendor has been paid.

Requisition Summary

From the menu, double-click on . The screen displayed is titled

"Find Requisitions."

Navigator Requisition Summary

1. To begin a search, you must populate at least one field (search parameter) on the form. You can

search by date, supplier, status, delivery location, requestor, buyer, etc. The more search

parameters you enter, the fewer records will be returned.

2. Once you have entered your search criteria, specify the "Results." You can view the search results

by Header, Lines, or Distributions.

Click the button in the lower-right

side of the screen.

It is recommended that you change the default selection

from "Headers" to either "Lines" or "Distributions." Find

3. If more than one record is listed in the results, select the record by clicking in the small box to the

left of the requisition number. To change your view to "Lines" or "Distributions," click on the

button shown or select or from the menu.View Lines View Distributions Tools

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4. Once the view for "Lines" or Distributions" appears, you will be able to see if a purchase order

has been generated by going to the menu. If , then a

purchase order has been generated. If , then a

purchase order has not been generated.

Tools View Purchase Orders is enabled

View Purchase Orders is not enabled

5. To view the purchase order information, select from the menu.

The purchase order information will either be displayed in "Lines" or "Distributions," depending

on the view you were looking at prior to selecting View Purchase Orders.

View Purchase Orders Tools

6. To view the invoice information, select from the menu. If an invoice

matches a purchase order, the information relating to the invoice can be viewed. If the invoice

did not match a purchase order, Oracle will display a message that says no matches were found.

View Invoices Inquire

7. To begin a new search, close all requisition summary screens, such as or

screens returning to the Requisition Summary seach screeen or

click on the icon and click on .

View Lines View

Distributions

Navigator Requisition Summary

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< | >Previous Next

The Purchase Order Summary works similar to the Requisition Summary. The difference is that you

search on the purchase order number first, not the requisition. The main advantage for using

the option is that it includes a field to search for the supplier on the main

page, and allows you to skip a few steps, especially if you know a purchase order has been generated

from a specific requisition.


< | >Previous Next


2/17/05 7:21 AMPurchase Order Summary

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> > >Computing >Support >Library Administrative >Systems >Oracle Financials Guides

Reports

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A number of reports are available in Oracle Financials that can be utilized by the Dartmouth Financial user.

To Run a Report

1. From the Navigator window, click on .Reports

2. Click on the button at the bottom of the screen.Submit a New Request

3. Select and click .Single Request OK

4. In the field, type in the name of the report, or click on the button for a list of available

reports.

Name LOV

5. Enter the parameters of the report by requisition number, dates, or other required information per

the report.

6. Click .OK

7. If you need to send this report to someone, click on the button in the lower-right corner of

the screen. Enter the name of the person in the field. If you do not know the name, click on

the button to view the list.

Options

Notify

LOV

8. To print the report within the Options window, select a printer by clicking on the button and

selecting the printer. Change the print "copies" to at least one (the default is zero).

LOV

9. Click .Submit

10. A Requests window will appear. The window shows the status of the report as it is running. It is

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helpful to click on the button on the top of the page to change the phase.Refresh Data

11. When the request has completed, click on .View Output

Printing a Previously Run Report

1. From the screen, click on .Navigator Reports

2. Click on (the default), then click .All my requests Find

3. A Request window will appear with all the reports generated.

4. Select the report you want to print.

5. Select from the menu.Reprint Tools

6. Enter the number of copies to print and the printer to use.

7. Click .OK

< | >Previous Next


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< | >Previous Next

Notification Summary allows you to view your processed requests. It is also the functional area where

requisitions that require approval can be viewed, approved, or rejected. It is recommended that you go

to the field each time you log into the Oracle application. If a requisition you

submit is rejected or requires additional approval, it will give you that information in this field. You

should check your notifications each time you log into Oracle Financials.


To delete an item in , click in the box to the left of the notification and click on

the button at the bottom of the screen.


Close

< | >Previous Next


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Profile

< Previous

The Profile function allows you to set defaults in your Oracle account profile.

Printer Profile

From the menu, double-click on . The cursor should be blinking

in the field. Click on the icon in the bar. A profile find screen will

appear. Enter in the field and click . Select and click . is now

displayed in the field. Next, place your cursor in the field. Click on

the button. Select your printer from the list. Click . Your printer should now be

displayed in the field. Click on the icon.

Navigator Profile

Profile Name Flashlight Menu

printer Find Find Printer OK Printer

Profile Name User Value

LOV (Ctrl-L) OK

User Value Save

Amount-based Requisitions

Amount-based requisitions are completed in much the same way as a requisition.

Amount-based requisitions may be used to create blanket orders for supplies covering a year, monthly

maintenance agreements, and service contracts.

Goods Type

When completing an amount-based requisition, the three fields, , , and , require

different data input than a goods-based requisition.

type quantity price

: There are five line . Oracle will always default to . To change the line type, click on

the button to display the available options and select .

Type types Goods

LOV Amount

: Enter the quantity or the dollar amount.Quantity

: The defaults to (one); this cannot be modified.Price Price 1

All other fields in the requisition form should be completed as described in the "Requisitions" section.

< Previous


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> > >Computing >Support >Library Administrative >Systems >P-Card Guides


To change your password on Oracle applications, follow the steps below:

1. Go to the URL

.

http://oracle-www.dartmouth.edu/dart/groucho/

dartsys.user_services.us_menu

2. You will be prompted to do a Kerberos authentication;

use your and .BlitzMail username password

3. The Oracle Change Password page will appear: "Hello Tom Williams, your

Oracle is . Your Oracle Applications is ." To

change your password on COPPER (the production database), click on the button.

username OPS$CHEESE username CHEESE

Copper

4. A Change Password page will be displayed. : There are two areas to change your password;

One for your Oracle password on username . This area is used to change your

password for R-25, Advance, and Banner.

One for your Oracle Applications on username . This area is used to change your

password for HRMS, Financials, and Discoverer 4i Viewer.

Note

OPS$CHEESE

CHEESE

5. Enter your new in the field provided and retype it in the next field.APPS Password

6. Click on the button.Change APPS Password Now

7. You should be brought back to the Change Oracle Password page with a green message that says:

"*** Your password has been successfully changed in the COPPER database. *** " (A

confirmation notice will also be sent to your account.)BlitzMail

8. If you have questions, contact [email protected]


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Your ability to modify transaction distributions in the Procurement Card System is based on your FAS

security. If you have questions about your FAS security or account access,

please contact FAS [email protected]


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Trouble Logging In

If you are experiencing difficulties logging into the application, please review the following:

1. The correct URL is

.

Are you using the correct URL? http://charlotte.dartmouth.edu:8007/

OA_HTML/US/ICXINDEX.htm

2. You must use your Oracle Applications

and to access the application. Generally, your Oracle Applications username is the

same as your VMS or Birch username. If you are unsure of your username

and password, see .

Are you using the correct username? username

password


3. Having access to other Oracle

Applications such as Financials, HRMS, or Discoverer does not mean that you automatically have

access to the Procurement Card System. Please contact Procurement Services to verify or to gain

access to the system.

Are you sure you have access to this application?


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> > >Computing >Support >Library Administrative >Systems Oracle applications

Jinitiator for Oracle Applications

Oracle Jinitiator is software required to run any module within Oracle Applications. Oracle

Applications includes:

Oracle Financials

P-Card

Oracle HRMS

Oracle Jinitiator is only required for use on PCs and resides on your hard drive.

Oracle Applications will always prompt you to download a new version of Jinitiator when it

becomes available.

To download and install Jinitiator, see .Downloading and Installing Jinitiator

If you encounter difficulties installing Jinitiator, see .Troubleshooting Jinitiator

11/05/2004 (CS)


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Your ability to modify transaction distributions in the Procurement Card System is based on your FAS

security. If you have questions about your FAS security or account access,

please contact FAS [email protected]


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oracle fin

Documents

oracle user

oracle applicationsfrequently

oracle fiancials

oracle login screen

divisions computing

amoracle financials

vms user

computing help desk