Oracle Financials Inquiry Tools provide lookups to information stored in Oracle applications that is live or in the case of pending transactions refreshed hourly.

Select the links below or tabs above to jump to pages describing the reporting available for each inquiry tool.

Click this link... ...for reports about
Expenditure Type Query Details about expenditure types and object codes
Fund Title Query Details about funds (awards) and their projects and tasks
Requisition and Purchase Order Query Details about requisitions, purchase orders and invoices

Includes information about closing POs and seeing commitments
Financial Approval Authority Query Find the people who can approve transactions based on award or project/task as well as by authority privilege (grant)
Vacation Query For a particular approver, find who can act as their delagatee to approve transactions through either Vacation delegation or granted worklist access, includes historical delegations

Provides a list of transactions with delegated approvals
Supplier Query and Request Find suppliers by different characteristics  
Labor Distribution User Query For a specific Stanford employee, find who can enter a labor schedule or a labor distribution for them.
Pending Transactions Show information about all of your specific purchasing and business expense transactions pending for any reason (requiring processing, approval by you or others, pending payment, pending supplier setup etc).

Access the Expenditure Type Query from Oracle Financials in the SU Inquiry Tools and Forms folder in order to look up expenditure type codes, including transaction usage and full description, in order to make the best choice to properly record expenses.

Use the first entry field to search for Expenditure Type codes by entering any part of Expenditure Type Name or Number or any word(s) in the Description (e.g., 53101 or 531 or 3101 or Equipment or Equip). Enter % alone to get the complete list.
 
Use the second entry field to build more complex queries, choosing specific columns within which to search.

Screenshot of the search fields for the Expenditure Type Query Tool

Results display in a table of 13 columns, refer to the section below titled Understanding the Data for definitions, data include usage rules and full description.

Screenshot of the Results of Expenditure Type Search
Field Name Description
Expenditure Type Five digit number, identification of the kind and/or purpose of every expenditure in the grants accounting module of Oracle
Expenditure Name Brief textual representation of the Expenditure Type
Object Code Five digit number, identification of the kind and/or purpose of every transaction in the general ledger module of Oracle
Object Name Brief textual representation of the Object Code
Salary Code Classified as salary? Y/N
Natural Account High level value of the natural accounting hierarchy (Asset, Liability, Revenue, Expenditure)
IJ Public Available for entry in iJournals with authority level iJournals Public
IJ Special Available for entry in iJournals with authority level iJournals Specialist
IJ Central Available for entry in iJournals with authority level iJournals Central
iPO Available for use in Internet Procurement module of Oracle
PCard Available for use in PCard module of Oracle
ET Start Date Date first available for entry in transactions
ET End Date Last date available for entry in transaction
Description Explanation of typical usage, guidance on how to use and not use and pointers to other related expenditure types

 

Access the Fund Title Query from Oracle Financials in the SU Inquiry Tools and Forms folder in order to look up attributes of funds, aka awards, and their PTAs and determine if it is appropriate to use the fund for a specific purpose.

  • What are the PTAs and their details associated with a specific award?
  • Which awards have a specific character string in their award number or fund title (name)?
  • What is the fund purpose of a particular award so I can determine appropriate uses of the funds?
  • Within the PTAs of an award, which are the PTAs matching a certain field value, e.g., Task Type = STUDENT_AID?

Find fund(s) based on a search of the fund title (Award name) or number. The search is not case sensitive, and does not need to contain the whole title, just a word or partial word.

Screenshot of the search dialog for the Fund Title Query Tool

See information about a fund, including the fund purpose and the Project-Tasks linked to the fund (Award) and a variety of attributes.

Initial screen shows only awards, with 8 columns of data, in batches of 50 rows.

  • Drilling on Award # produces a table with 35 columns of data about the PTAs of award and has its own filter to reduce results further.
  • Drilling on the words “Fund Purpose” returns the Fund Background and Purpose.

Screens of tabular data can be exported to Excel and include all rows, not just visible rows.

Screenshot of Results of Fund Title Query

 

Screenshot of Award Drill showing PTAs with added filters

 

Screenshot of Fund Purpose Drill

 

Access the Requisition and Purchase Order Query (a.k.a. Web Inquiry) from Oracle Financials in the SU Inquiry Tools and Forms folder in order to search for requisitions, purchase orders and invoices by a variety of search parameters, and do the following:


Initiate Actions:


View information in the following sections:

  • Addresses (Supplier and Ship to)
  • Requestor Information
  • PO Line Details
  • PO Approval List
  • Requisition Details
  • Contracts Status
  • Invoice Payment Details
  • Status of Uploaded Invoices Associated with a PO
  • What are the details of a specific Requisition or Purchase Order number?
  • What are the outstanding commitments?
  • What invoices have been uploaded against this Purchase Order number?
  • What POs and Requisitions have been created for criteria like PTA, date range, expenditure type and suggested supplier?

Refer to How To: View Requisitions, Purchase Orders or Invoices for more information. 

Tips for using the Advanced Search:

  • Enter multiple fields in order to narrow your search.
  • Using the Task field will require first entering a Project number in the Project field.
  • The Creation Date Range uses a combination of the "From" date and the "To" date. The default values define a range from 180 days ago to today, but can be changed to suit your search.
  • Dates must be accompanied by at least one other field.
Screenshot of the Search Dialog for the Requisitions and Purchase Order Query Tool

 

Screenshot of the List Returned by Search Dialog for the Requisitions and Purchase Order Query Tool

 

A returned search for a specific PO or Requisition number or drilling on the number in an advanced search list opens the details screen which has details as well as links for the three actions listed in the introduction above.

Commitments and invoice line matching are not revealed until the Show Commitments button at the bottom of the screen has been selected.

Screenshot of Results of Requisition and Purchase Order Query

After clicking the Show Commitments button the following addtional detail is displayed:

 

Access the Financial Approval Authority Query from Oracle Financials in the SU Inquiry Tools and Forms folder in order to find authorized approvers for a Project and Task or an Award including type of approval authority, scope, limits and contact information.

Other methods of viewing authority assignments include using the Authority Manager system; refer to How To: View Authority Assignments and OBI Authority Dashboard for more information.

  • For a particular award or project and task who can approve financial transactions?
  • What is the GL Journal dollar limit for each approver?
  • Which transaction types can the person approve?

Select a radio button for either A Project and Task or An Award; when you choose a project you must also select a task.

Transaction type choices depend on the radio button selected:

Award or Project and Task Transaction  Type choices
Award All
Budget Control
Gl Journal
Project and Task All
Expense Journal
Labor Distribution
Requisitions

The query returns results including the authority scope, limits and contact information for the approver(s). The results are sorted by Transaction Type and within type they are ordered by the "lowest level" of authority granted. When Oracle Financials selects an approver, it looks for the person with the lowest level of authority first, with a sufficient dollar amount in the Approver Limit column for the transaction in question. For example, if a transaction of $900 requires an approver, it would select an individual with a $1,000 Approver Limit before selecting an individual with a $5,000 Approver Limit. Similarly, it looks for the individual with the lowest level of Auth Scope for the transaction in question. Another way of thinking of this is the approver who is "closest" to the transaction. For Project-Task based authority, the order is Task, Project, Principal Owner, Task Org and Parent Org. The query brings the results back in this authority scope order.

Screenshot of the Search for the Financial Approvers by Award

 

Screenshot Search for the Financial Approvers by Project and Task

Use the table below to map the transaction types to authority privileges and to which systems those approvals apply.

Authority Privilege Approval of
Budget Control iBudgets
Expense Journal iJournals for PTAEO transfer of expenditure types
GL Journal iJournals for PFOO transfer of object codes
Labor Distribution Labor distribution adjustments
Requisitions

Expense Requests (which includes Expense Reports, TCard, Advances, Non-PO Payments and Petty Cash)

PCard Approval

Requisitions (which includes iProcurement non-catalog, SmartMart and Amazon Business)

 

Access the Vacation Query from Oracle Financials in the SU Inquiry Tools and Forms folder in order to see vacation delegations (workflow directed to a different person to approve transactions) and worklist access (someone given authority to open someone else's work list of transactions requiring approval and approve them). The tool also provides an audit history of delegations of the transactions handled on someone's behalf.

  • Who was given vacation delegation and for what date range?
  • Who was given worklist access and for what date range?
  • Which transactions were handled on behalf of the selected person?
  1. Enter a SUNet ID and select Search.

    To determine a person’s SUNet ID, view the details returned by the Stanford people search at search.stanford.edu or go directly to stanford.rimeto.io. Select log in to see non-public information.

  2. The query returns the person's Vacation Delegation history and their Worklist Access history (with active delegations sorted to the top).
  3. Select the link Show the transactions handled on behalf of (SUNet ID) to see the list of transactions (with most recent transactions sorted at the top) approved by a delagatee. Transaction information includes the transaction type (e.g., PCard, Expense Requests, etc.), Oracle transaction ID, approval action, SUNet ID of the person who took the action and date action taken. 
Screenshot of the Vacation Delegation by SUNet ID

 

 

 

 

Access the Supplier Query and Request from Oracle Financials in the SU Inquiry Tools and Forms folder in order to look up details about existing suppliers, request new supplier setup and view pending requests.

Options in the left page navigation are:

  • Search/Maintain Payees (includes link to request supplier information update and link to Supplier and Payee Registry)
  • Request New Payee/Supplier
  • View your Pending Request

Refer to:

Enter a name or payee/supplier number and select Search. Names can be partial and use wildcards. To search using wildcards (%), enter: %search term%.

Screenshot of the Supplier Query

 

 

Access the Labor Distribution User Query from Oracle Financials in the SU Inquiry Tools and Forms folder in order to look up, for a specific Stanford employee, who can enter a labor schedule or a labor distribution transaction for them.

Use radio buttons at the top to select either Employee Labor Schedule Updater or Employee Labor Distribution Adjuster. In both cases you need to select a specific employee by either name or employee number using the entry field lookup (automatically uses wildcard). In the case of Labor Distribution Adjuster you must also specify the earnings date range and in the returned report note the valid start and end dates (a blank end date means through current date).

Multiple names may be returned, with contact information, and each is a valid transaction processor for the selected system. Contact one of these individuals to request that a labor distribution entry be made.

Screenshot Labor Schedule Updater Query

 

For Labor Distribution Adjuster:

Screenshot Labor Distribution Adjuster Query

 

Pending Transactions, powered by Incorta, provides a consolidated, integrated tool where users can obtain information in one place about all of the pending purchasing and business expense transactions related to them and in certain situations, click to take action. It’s useful for Preparers, Verifiers and Approvers of transactions. The tool displays status in Oracle and is refreshed from Oracle Production (PROD) every 60 minutes.

It provides status on the users' pending transactions:

  • Expense Requests Transactions (ERS): Expense reports, visitor reimbursements, advances, and non-PO payment requests
  • Credit Card Transactions: PCards and TCards
  • iProcurement Transactions: Requisitions & requisition change orders
  • Supplier and Payee Requests: Pending completion
  • Supplier Invoices: Pending payment, on hold...

For details on access, refer to System: Oracle Financials Inquiry Tools.

This tool, which is not part of OBI Reporting, is designed to show only pending transactions before approval is completed. Once approved, view the status of these transactions in the appropriate Oracle application.

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).

Transactions can be displayed in more than one section.

Click on a transaction count number or pie wedge to open the navigation dialog for a section.

Screenshot of Pending Transactions (ALL)

 

In the displayed dialog, click the link under "Go to" to display transactions for that section. If you click a pie wedge, you can instead filter the display to the selected transaction type.

Screenshot of dialog returned by drill on transaction count

 

After reviewing transactions, go back to the Pending Transactions home by clicking the box to the left of the title and select Pending Transactions.

Screenshot of link to return to pending transactions home page

Other tool options include: Bookmarks, Search Field, Filters to refine your search, Hide filters and Clear all as shown in the following two screenshots.

Screenshot of incorta settings

 

Screenshot showing how to hide filters

 

There are also controls to:

  • Pop-out Table: Entire table visible on page for easier viewing of up to 5 lines at a time.
  • Export CSV or xlsx file for this table.
    Screenshot of INCORTA popout-download screen

Pending My Approval opens showing a list of all 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 instructions, refer to the Oracle Workflow Notifications How tos section.

Following are two examples:

Requisitions

  1. Click on a requisition number
    Screenshot of Pending My Approval choosing requisition
  2. System opens a new tab, Oracle Notification Details (Approval), where you can Approve or Reject.
    Screenshot of drill to requisition to approve or reject
  3. Once approved or rejected, Oracle Workflow: Notifications ( Worklist) page opens with any remaining Transactions /Requisitions needing approval.
    Screenshot of workflow notfications

Expense Request System (ERS) Transactions

  1. Click on an ERS Number like an advance or an expense report.
    Screenshot of Pending My Approval choosing advance
  2. System opens a new tab, Oracle Notification Details (Transaction Approval),  where you can Approve, Request More Info or Reject.
    Screenshot of drill to advance transaction to approve 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 INCORTA Pending Transactions until next update (<60 minutes). Transactions will show as approved in Oracle immediately.

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

  • Expense Reports, Visitor Reimbursements and Advances
  • Non-PO Payment Request
  • PCards
  • Requisitions

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

  • Selecting Expense Reports, Visitor ReimbursementsAdvances, 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.  

Screenshot of transactions pending with others

 

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

Screenshot of Pending with Others drill to details

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

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

  • Selecting PCards
    -Opens a new tab, View Summary (view only overview)  
  • Selecting TCards
    -Does not open another view 
  • Selecting Advances
    -Opens a new tab, View Summary, like Full View from ERS (can Print or Attach/View Receipts only). 

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

Screenshot of uncleared Pcards, Tcards and Advances

 

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

Screenshot of PCard transaction review

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 ReimbursementsAdvances or Non-PO Payment Requests 
    -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 TCards
    -Does not open another view
  • Selecting Requisitions 
    -Opens a new tab, Requisition and PO Query showing this Requisition 
  • Selecting Unreleased Invoice Holds
    -Does not open another view
  • Selecting Supplier Request number 
    -Opens a new tab, Supplier Query and Request (where you must look up your pending requests) 
Screenshot of Other Pending Transactions