Oracle Financials Inquiry Tools

When no results are displayed (i.e. before entering a query or after clicking the Reset button) an Additional Resources section appears showing a:

• Link to this same report displaying all Active Expenditure Types
• Link to this same report displaying all Active & Inactive Expenditure Types
• Link to Expenditure Type Mapping Resource listing which Expenditure Types can be used in the Expense Request System depending on various parameters
• Link to the Burden Expenditure Mapping Schedule listing the expenditure types subject to fringe and/or indirect cost rates
• Link to Stanford direct and indirect Cost Rates

In the Labor Distribution User Query tool:

1. Select the Labor Schedule radio button
2. Search for an employee by name or employee number using the entry field
3. Review the search results, which display all authorized labor schedule updaters for the employee's organization
4. Contact one of these individuals to request your labor schedule update

The results show who has Authority Manager permissions to modify labor schedules for that employee's organization.

The Actions button allows downloading the selection and further filtering. Each column heading allows sorting and filtering.

In the Labor Distribution User Query tool:

1. Select the Labor Distribution Adjustment radio button
2. Search for an employee by name or employee number using the entry field
3. Specify the pay period dates by selecting Pay Period From and Pay Period To from the dropdown lists
4. Review the search results, which display all authorized labor distribution adjusters for the employee's organization
5. Contact one of these individuals to request your labor distribution adjustment

The results show who has Authority Manager permissions to create labor distribution adjustments for that employee's organization.

The Actions button allows downloading the selection and further filtering. Each column heading allows sorting and filtering.

Choosing Pending Transactions from the list of Oracle inquiry tools opens a view with information pulled automatically for your perspective and displayed in four sections:

• Pending My Approval
• Pending with Others
• Uncleared PCards, TCards and Advances
• Other Pending Transactions

Last refreshed time shows on top left. Pending Transactions is updated frequently from Oracle (usually <60 minutes).

Select a transaction count number or pie wedge to open the navigation dialog for a section. Selecting by pie wedge, filters the transaction by transaction type. 

Either selection  opens a pop-up “Go to” window that requires a selection to see the list of relevant transactions. 

After reviewing transactions, go back to the Pending Transactions home using the breadcrumb path in the upper left corner.

Other tool options include: 

• Designating a dashboard as a Favorite by selecting the star next to the dashboard name
• Use the Search field to find specific transaction based on the entered search criteria
• Use Filters to refine your search and save those filtered views as Bookmarks for later use.
• Use Clear All to remove the filters and return all the rows.

There are also table controls to:

• Focus: Use to Pop-out the entire table to maximize size for easier viewing of up to 5 lines at a time.
• Download: Export table into a file in CSV, XLSX or PDF format.
• Schedule delivery of reports to be emailed to yourself or others.

Pending My Approval displays a list of the transactions which are in your Oracle workflow approval queue awaiting your action:

• Expense reports, visitor reimbursements and advances
• Non-PO payment requests
• PCards
• Requisitions
• Change order requisitions
• Supplier invoices on hold; over Dept Approval hold or subaward hold

In this section, clicking on a transaction number opens a new tab in Oracle Workflow Notifications Approval where you can approve or reject. For further instructions, refer to System: Oracle Workflow Notification - How To.

Following are two examples:

Requisitions

1. Select a requisition number 

   

2. Opens a new tab, Oracle Notification Details (Approval), where you can Approve or Reject. 

   

3. Once approved or rejected, Oracle Workflow: Notifications ( Worklist) page opens with any remaining Transactions /Requisitions needing approval. 

   

Expense Request System (ERS) Transactions

1. Select an ERS Number like an advance or an expense report. 
2. 
3. 

4. Opens a new tab, Oracle Notification Details (Transaction Approval),  where you can Approve, Request More Info or Reject. 

   

Once approved or rejected, Oracle Workflow Notifications (Worklist) page opens with any remaining Transactions/Requisitions needing approval as seen above.

Transactions will still show unapproved in Pending Transactions until the next update (<60 minutes). Transactions will show as approved in Oracle immediately.

Pending with Others shows transactions created by you awaiting approval by someone else:

• Expense reports, visitor reimbursements and payments, and advances
• Non-PO payment requests
• PCards
• Requisitions

Selecting a transaction displays summary information in Oracle applications as follows:

• Selecting Expense Reports, Visitor Reimbursements, Advances, and Non-PO Payment Request 
  Opens a new tab, View Summary, like Full View from ERS (can Print or Attach/View Receipts only).
• Selecting PCards
  Opens a new tab, View Summary (view only overview)  
• Selecting Requisitions
  Opens a new tab, Requisition and PO Query showing this Requisition 

For example, you can click on an expense report transaction number to see the transaction Summary.  

The transaction summary displays and you can print the page or attach/view receipts.

Uncleared PCards, TCards and Advances shows transactions created by you, or where you are the verifier, that have not been cleared yet.

Selecting a transaction number displays summary information in Oracle applications:

• Selecting PCards opens a View Summary tab
• Selecting TCards does not open another view
• Selecting Advances opens a View Summary tab like Full View from ERS (can Print or Attach/View Receipts only)

For example, click on a PCard transaction number to display details.

Transaction Review is display only, you must go to the Oracle PCard system to revise.

Other Pending Transactions opens showing all pending transactions:

• Expense reports, visitor reimbursements and advances
• Non-PO payment request
• PCards
• TCards
• Requisitions
• Unreleased invoice holds
• Supplier/payee requests

Clicking on a transaction displays summary information in Oracle applications as follows:

• Selecting Expense Reports, Visitor Reimbursements, Advances or Non-PO Payment Requests opens a new tab View Summary which is similar to the full view from ERS (can Print or Attach/View Receipts only).
• Selecting PCards opens a new tab, View Summary (view only overview)  
• Selecting TCards does not open another view
• Selecting Requisitions opens a new tab, Requisition and PO Query
• Selecting Unreleased Invoice Holds does not open another view
• Selecting Supplier Request number opens a new tab, Supplier Query and Request where you can view your pending requests

Upon opening, the Hierarchy View tab shows Stanford's current organizational structure as an expandable tree with levels 1 and 2 visible. 

Navigation Features

• Expand All - Shows all org levels
  • Search - Use Ctrl+F to find specific org codes or names
• Collapse All - Returns to levels 1 and 2 view
• Triangle icons - Toggle between expanding or collapsing visibility of children orgs
• Leaf icons - Indicate organizations with no child orgs

View Previous Hierarchy Versions

To see earlier organizational structures:

1. Use the Select Hierarchy dropdown menu to choose a version based on effective date
2. Select whether to include inactive organizations
3. Select Apply

Only finalized hierarchy versions with their release dates appear in the dropdown. See the Org Code Hierarchy Data Dictionary for all status definitions.

At the bottom of the screen is a link to Export to Excel, which downloads the hierarchy tree view to a CSV file.

Select an individual organization code to open a pop-up window that displays the attributes and details for that org.  

Select View History in the Organization Code Details window to see all changes made to that organization code from July 2023 through the selected hierarchy release date.

After selecting the File Exports tab and choosing a hierarchy date, select the radio button for one of the following reports to be viewed or exported and click Apply:

• Change Request Details - Shows approved change requests, request types and reasons, and updated org code attributes for the selected dates. Each change request appears on a separate line, so organizations with multiple requests will have multiple entries.
• Org Code Hierarchy - Contains all active and inactive organization codes with their complete attribute values for the selected hierarchy.
• Summary of Changes - Shows consolidated changes from the previous hierarchy version, with one line per organization. Organizations with no changes are not included.

Select any column header to filter data or sort in ascending or descending order.

Exporting Files

• Use the Actions button to select Download from the pull-down
• Choose CSV or Excel for the file format