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

An employee's assignment Labor Schedule record is “owned” by an organization. A person must have the proper authority to access the employee’s assignment record in the Oracle Labor Schedule system. Labor Schedule authority is granted in Authority Manager at the Organization level (a child or parent org).

You can access the Labor Distribution User Query  directly from the Labor Schedules system by clicking the Labor Schedule Authority link in the Resources section.

In the Labor Distribution User Query tool, select the Employee Labor Schedule Updater radio button. You may search for a specific employee by either name or employee number using the entry field lookup (automatically uses wildcard). The search results will display all Labor Schedule Updaters in the employee’s assignment Organization per Authority Manager. Contact one of these individuals to request a labor schedule update.

An employee's assignment Labor Schedule record is “owned” by an organization. A person must have the proper authority to access the employee’s assignment record in the Oracle Labor Schedule system. Labor Schedule authority is granted in Authority Manager at the Organization level (a child or parent org).

You can access the Labor Distribution User Query directly from the Labor Schedules system by clicking the Labor Schedule Authority link in the Resources section.

In the Labor Distribution User Query tool, select the Employee Labor Distribution Adjuster radio button. You may search for a specific employee by either name or employee number using the entry field lookup (automatically uses wildcard). 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). The search results will display all Labor Distribution Adjusters in the employee’s assignment Organization per Authority Manager. Contact one of these individuals to request a labor distribution adjustment.

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.

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.

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

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

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.
  

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 further instructions, refer to System: Oracle Workflow Notification - How To.

Following are two examples:

Requisitions

1. Click on a requisition number
   
2. System 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. Click on an ERS Number like an advance or an expense report.
   
2. System 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 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 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 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.

Transaction Review is display only, you must go to Oracle transaction 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, 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) 

Upon opening, the Hierarchy View tab displays the effective hierarchy of Stanford’s organizational structure in a collapsible tree view showing levels 1 and 2. A triangle in front of each parent organization allows expanding or collapsing visibility of children in levels below. Organizations at the lowest level with no children are designated with a leaf. 

Previously released hierarchy versions (designated as Final status; see Org Code Hierarchy Data Dictionary for definitions of all hierarchy statuses) and their release date can be viewed individually by making a selection using the Select Hierarchy pull-down menu. Select whether to include inactive organizations and then click Apply.

Expand All displays all levels of the hierarchy and Collapse All collapses to display only levels 1 and 2. To find a particular organization while expanded, use CTRL-F to search for the org code or org name.  

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

Clicking on an individual organization code opens a pop-up window that displays the org code attributes for the selected hierarchy. 

Select View History within the Organization Code Details dialogue to display the audit history of changes made to the specific org code starting from July 2023 to the selected hierarchy release date. 

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

• Change Request Details - For the selected org code hierarchy, displays its approved change requests, request types and reasons, and updated org code attributes. The file will have one line per request, so an org code with multiple requests will have multiple lines. 
• Org Code Hierarchy - For the selected hierarchy, the file contains all active and inactive org codes with their attribute values.
• Summary of Changes - For the selected hierarchy, displays changes that capture the differences from the previous version. The changes are consolidated on one line per organization. The org code is not listed if no changes were made.

By clicking on a column header field,  you can filter or sort in ascending or descending order. 

Exporting Files

Use the Actions button to select Download from the pulldown. Select either CSV or Excel for the file format.

For a list of the org code hierarchy data fields displayed in the reports and their definitions, refer to Org Code Hierarchy Data Dictionary.