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Oracle Navigation Inquiries & Reports

Project LEAP
http://bfa.sdsu.edu/~leap/

TABLE OF CONTENTS
CHAPTER ONE
ORACLE OVERVIEW

CHAPTER TWO
ACCOUNTING FLEXFIELDS Segment Definitions Valid Accounting Flexfield Combinations Expenditure Natural Account Ranges

CHAPTER THREE
NAVIGATING ORACLE APPLICATIONS

CHAPTER FOUR
GETTING STARTED

CHAPTER FIVE
REPORTS Current Summary Balances: SDSU Budget Funds Available report Current Year and Project reports Actuals Inquiry Form (All Transaction Report) Budget Transactions: SDSU Account Analysis report How to Review Open Purchase Orders Open PO Review Matrix Encumbrance Inquiry report Encumbrance Flowchart Viewing Completed Oracle Reports

CHAPTER SIX
INQUIRIES Searching for Data Current Summary Balance Inquiry: Funds Payables Transaction Inquiry: Invoices Receivables Transaction Inquiry: Transactions Summary Purchase Requisition Inquiry: Requisition Summary Purchase Order Inquiry: Purchase Order Summary Supplier (Vendor) Inquiry: Supplier Inquiry

CHAPTER SEVEN
CUSTOMIZING THE PRESENTATION OF DATA

APPENDIX
Excel Helpful Hints

CHAPTER ONE

ORACLE OVERVIEW
Applications Flowchart

Methods for Accessing Data

Oracle Overview

Oracle Applications - January 2002

INVENTORY

MarkView Imaging System

PURCHASING
Taggable Asset Data Requisitions Purchase orders Suppliers Receiving Purchase Orders

CASH MGMT
Encumbrances

ASSETS

Valuation & Depreciation

GENERAL LEDGER
Records of all transactions

Charges

ACCOUNTS PAYABLE
External Vendor Invoices & Payments

LABOR DISTRIBUTION

Payroll & Benefits Transactions

Charges

ACCOUNTS RECEIVABLE
Internal Vendor Invoices & Payments

Employee Data

HUMAN RESOURCES

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Company Confidential - For Internal Use Only Oracle Applications - January 2002

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Oracle Overview

ORACLE - SDSU
Comparison of methods for accessing data from Oracle
Method
Standard Reports SDSU Custom Report Financial Statements Inquiry Folders

Customize Data
X X X X X

Reformat Data
X X X X X

Print
X X X X X

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Segment Definitions

Accounting Flexfields

CHAPTER TWO

ACCOUNTING FLEXFIELDS
Segment Definitions
ACCOUNTING FLEXFIELD: The accounting flexfield is a string of values (not unlike a necklace) comprised of several segments (the pearls of the accounting flexfield): Organization | Activity | Natural Account | Endeavor | Fund | Function The order and nature of the segments will never change. However, the value put in each segment will change, depending on the department and the transaction. A department will use the accounting flexfield to capture information about the transaction. For example, a completed accounting flexfield (or the non-numeric version of it) might look like: Deans Office | Faculty Workstation Support | Salaries | null | General Fund | Instruction Or Presidents Office | null | Salaries | Shared Visions | General Fund | Institutional Support Or Biology | Labs | Equipment Expense | null | Lottery Fund | Instruction Or Library | Bound Periodicals | Subscriptions | null | General Fund | Academic Support ORGANIZATION An organization, as defined for use in an accounting flexfield segment, is a responsibility center. It is not necessarily reflective of reporting lines (reporting lines are accomplished within the Human Resources application) or of budget groupings (budget groups can be separately defined). The organization to be identified in the segment is the unit with the responsibility for accomplishing a mission, for managing resources towards programmatic goals. It might also be thought of as the level at which the delivery of the service actually occurs. NOTE: Posting occurs at the child level only. Parents exist for roll-up and reporting purposes. The organization identified in a segment can have parents, grandparents and beyond. For example, the Department of Biology may be the organization, with a parent organization called Sciences, a grandparent organization called Academic Affairs and a great-grandparent organization called SDSU. Reporting aggregated up or drilled

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Segment Definitions

Accounting Flexfields

down -- can be accomplished at any one of those levels, even though Sciences, Academic Affairs and SDSU will not appear as organizations in any string. ACTIVITY An activity is whatever an organization defines it to be. Activity segment values do not stand alone but are dependent upon the Organization segment. The activity segment is intended to provide the Organization with a means to segregate pieces of its mission. It might be a program, an internal training program, or a site. For example, in Business Information Management, Activity #432 might be Desktop Support, while in Student Outreach Services Activity #432 might be High School Site Visits. A few activities will be pre-defined by the Accounting Office, such as Fall Semester and Spring Semester, but each organization will have the ability to track and report on up to hundreds of activities that are unique to it. The field is not normally mandatory. NATURAL ACCOUNT Natural accounts capture data at the transaction level. Natural accounts exist for a range of Assets, Liabilities, Equity accounts, Revenues, and Expenses. Most departmental end users will be concerned only with transactions related to revenue and expense. Revenue natural accounts begin with a 5 and capture income transactions including fees, tuition, interest income and other revenue sources. Expense type natural accounts begin with a 6. Salaries and wages (601xxx), benefits (603xxx), supplies, services, travel and equipment are translated to natural account segment values. The segment is five digits long to allow for more ways of accounting for the types of expenditures made by an organization. For example, recruiting or advertising expense might be added as natural accounts. ENDEAVOR The Endeavor segment is used to denote an effort that extends across fiscal years and/or across organizational lines. Excellent examples are construction projects (across fiscal years) or Shared Visions (across organizational lines). Interdisciplinary efforts might use this segment. These values are determined by campus management . FUND This segment refers to General Fund, Lottery Fund, etc. The State of California is most concerned with how we account for our use of Funds. New funds will be used for each new fund and year of appropriation combination. Authority to spend is established legislatively at the fund level. Attention to the Fund value and the year of appropriation value for that fund value is important to accurately use the Oracle values in combination. Note that General Fund, in Oracle, has values for each appropriation year: Fund 1005 is the General Fund for appropriation year 2005/06; 1006 will be the General Fund for appropriation year 2006/07. Use of these values in Oracle is facilitated by Lists of Values which will carry full description in plain English of each value available. FUNCTION Function denotes the type of activity the organization is performing, e.g., instruction, research or student services. This segment value is used by the Chancellors Office for
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Segment Definitions

Accounting Flexfields

reporting and for budget discussions with the State. A Fund/Function combination is most often either a default value or is triggered into the string by use of an alias. The standard underlying this segment of the accounting flexfield is set forth in the Financial Accounting and Reporting Manual for Higher Educations (the FARMS Manual) which is maintained and published by the National Association of College and University Business Officers (NACUBO). It is this standard which facilitiates reporting to the Chancellors Office and the Integrated Post-Secondary Education Data System (IPEDS), a national standard. NOTE: Posting occurs at the child level only. Parents exist for roll-up and reporting only.

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12345 123 12345 1234 1234 1234 0000

ORGANIZATION ACTIVITY NATURAL ACCOUNT ENDEAVOR FUND FUNCTION RESERVED 12345.123.12345.1234.1234.1234.0000

Valid Accounting Flexfield Combinations


GENERAL FUND EXPENDITURES GENERAL FUND EXPENDITURES - REIMBURSED ACTIVITIES GENERAL FUND REIMBURSEMENTS-REIMBURSED ACTIVITIES GENERAL FUND EXPENDITURES REVENUE SUPPORTED GENERAL FUND REVENUE-REVENUE SUPPORTED ACTIVITIES CONTINUING ED EXPENDITURES LOTTERY EXPENDITURES

FUND
10XX 10XX 14XX 10XX 16XX

FUNCTION
1001 1201-4101 7000-7999 7000-7999 8000-8999 5001

ACCT
60100-69999* 60100-69999* 60100-69999* 50525 60100-69999* 50525

2670 4810 60100-60199 60200-60299 60300-60389 60400-60499 60500-60599 60600-60699 60700-60799 60800-60899 60900-60999 61000-61099 61200-61299 61300-61399 61400-61499 61600-61699 61700-61899 61900-61999 66000-67199

1017, 1202, 2301,2401, 2601, 3601, 3602 1001-3001

60100-69999* 60100-69999*

Expenditure Natural Account Ranges


SALARIES AND WAGES WORK STUDY BENEFITS OPERATING EXPENDITURES AND EQUIPMENT COMMUNICATIONS UTILITIES restricted use TRAVEL CAPITAL OUTLAY PROJECTS restricted use LIBRARY ACQUISITIONS restricted use FINANCIAL AID restricted use NON-EXPENDITURE DISBURSEMENTS restricted use STATE PRO-RATA CHARGES CONTRACTUAL SERVICES LEASE PAYMENTS IT COSTS SERVICES FROM OTHER FUNDS/AGENCIES EQUIPMENT MISC OPERATING EXPENSES

* Note: Within this range of accounts, certain of them have use restricted to specific Organizations or Funds.

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CHAPTER THREE

NAVIGATING ORACLE APPLICATIONS


Overview

Oracle Navigation

Starting Oracle Applications


Web Browser
The recommended browser for Oracle 11i on a Windows 2000 or XP desktop is Internet Explorer 6.0 with SP1 and SP2 installed. The recommended browser for Oracle 11i on an Apple O/S X (10.2x) desktop is Internet Explorer 5.2.2. Note: Our version of Oracle Applications is NOT certified for Netscape, Mozilla, or Firefox. Note: Netscape is NOT certified for MACs, because Apple does not integrate their MRJ with Netscape.

URLs
Enter the URL listed below to access the appropriate environment. If you are retrieving data (running reports or performing inquiries) access the Reports environment. If you are entering data (purchase requisitions, labor schedules, receivables invoices, etc.) then you must access the Production environment. Reports (https://lilly.sdsu.edu:9400) Production (https://lilly.sdsu.edu:5400)

Logging In
Once you connect to the appropriate URL, choose the Apps Logon Links, then the EBusiness Home Page. You'll be prompted to enter your User Name and Password. After you successfully log in, choose the appropriate responsibility from the Main Menu tab.

Tips for Using Oracle


Do not press [Enter] after entering each item, as [Enter] is normally used to accept the default button. Instead, use [Tab] or the mouse to navigate between fields. The message line near the bottom of the Oracle Applications window displays helpful hints or messages when you encounter an error. The status line appears below the message line and displays status information about the current window or field. A status line can contain the following: Record: 1/3this example indicates that the current record is one of three records in the current block. If an undetermined number of records have been retrieved, the message will appear as 1/?. EnterQuerythis phrase indicates that the current block is in Enter Query mode, so that you can specify search criteria for a query. List of Valuesthis lamp appears when a list of values is available for the current field.

Getting Help
Oracle Applications provides you with a complete online help facility. Whenever you need assistance, simply choose an item from the Help menu to pinpoint the type of information you want.

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Oracle Navigation

Toolbar
The toolbar is a collection of iconic buttons. Each toolbar button replicates a commonly used menu item. Depending on the context of the current field or window, a toolbar button can be enabled or disabled. Holding your mouse over the button displays the name of the button.

The following table illustrates each toolbar button and the action it performs. New Find... Show Navigator Save Next Step Print... Close Form Cut Copy Paste Clear Record Delete Edit Field... Zoom Translations... Attachments... Folder Tools Window Help Opens a new record in the active form. Displays the Find window to retrieve records. Displays the Navigator window. Saves any pending changes in the active form. Updates the Process workflow in the Navigator by advancing to the next step in the process. Prints the current screen that the cursor is in. In some cases it may print a report associated with the current data. Closes all windows of the current form. Cuts the current selection to the clipboard. Copies current selection to the clipboard. Pastes from the clipboard into the current field. Erases the current record from the window. Deletes the current record from the database. Displays the Editor window for the current field. Invokes customerdefined drilldown behavior. Invokes the Translations window. Not used at SDSU. Invokes the Attachments window. If one or more attachments already exist, the icon changes to a paper clip on a piece of paper. Displays the folder tool palette. Displays help for the current window.

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Oracle Navigation

Using Menus
Pulldown Menu
The pulldown menu bar includes the following menus: File Edit View Folder Tools Special A & B (only visible when active) Window Help

Right Mouse Button Menus


The right mouse button allows you to access the following menu items: Folder Menu Cut Help Copy Paste The Tools menu choices vary depending upon the form that is active. The Folder menu choices are described in the folders section of the Users Guide. Menu choices for the File, Edit, View, Window, and Help menus are shown in the tables below.
File New Open Save Save and Proceed Next Step Export Place on Navigator Log on as a Different User Switch Responsibility Print Close Form Exit Oracle Applications Edit Undo Typing Cut Copy Paste Duplicate Record Above Field Above Record Field Block Form

Clear Delete Select All Deselect All Edit Field Preferences

Change Password Profiles

View Show Navigator Zoom Find Find All Enter Run Query by Example Cancel Show Last Criteria Count Matching Records First Last

Help Window Help Oracle Applications Library Keyboard Help Diagnostics Record History About Oracle Applications

Record Translations Attachments Summary/Detail Requests


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Oracle Navigation

Using Keyboard Shortcuts


You can access many commonly-used functions by using keyboard shortcuts, a specific combination of keystrokes that performs the same function as a corresponding menu item. You can display a list of the keyboard shortcuts that map to your computer terminals keyboard at any time. To display a list of keyboard shortcuts: Choose Keyboard Help... from the Help menu. Choose OK to close the window. The following table lists the available keyboard shortcuts. Function Clear Block Clear Field Clear Form Clear Record Commit (Save) Count Query Delete Record Display Error Down Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Help Insert Record List of Values List Tab Pages Next Block Next Field Next Record Next Set of Records Previous Block Previous Field Print Save Scroll Down Scroll Up Update Record Key F7 F5 F8 F6 CTRL + S F12 CTRL + Up SHIFT + CTRL + E Down SHIFT + F5 SHIFT + F6 CTRL + E F11 CTRL + F11 F4 CTRL + H CTRL + Down CTRL + L F2 SHIFT + PageDown TAB Down SHIFT + F8 SHIFT + PageUp SHIFT + TAB CTRL + P CTRL + S PageDown PageUp CTRL + U

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Oracle Navigation

Tabbed Regions
A tabbed region is a collection of different windows. Each tab represents a collection of fields that are related. Click the tab to view that particular region.

DrillDown Indicators
When a record or field provides the drilldown capability, it lets you navigate directly to another window that displays details of the current record or field, or information related to the current record or field. Records that provide drilldown are indicated by a wide width current record indicator. By doubleclicking on the indicator you will navigate to the detail window.

Navigating within a Window


[Tab] moves you between fields, and pressing [Enter] selects the default button in the window (if there is a default). If you try using [Enter] to navigate between fields, you may unintentionally activate the default button.

Navigating Between Windows


You can navigate between the windows of an application by simply choosing a specific window with your mouse. This, however, can be inconvenient if you have many overlapping windows where you have to move or close one or more windows before you can find the window of interest. To navigate between the open windows of an application: Click on the desired window OR Choose the name of the window you want to navigate to from the Window menu OR Press ALT + TAB on the keyboard The Window menu automatically lists all the titles of the windows that are currently open in Oracle Applications.

Navigating to Another Form


To open a different form (window) use the Navigate window. If the Navigate window is hidden behind another window or is minimized, choose Show Navigator from the View menu or Navigator from the Window menu.

Printing a Window
You can print an image of a current window at any time. Choose Print... from the File menu, or Click the Print icon on the toolbar.

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Oracle Navigation

Export
Use the Export feature to export records in a multirow block to a tabbeddelimited file which you can open in the application of your choice (usually Excel). To start the export process: Query the records you want to export. Make sure that your cursor is in the area that contains the records to be exported. If you are exporting information from a Folder form, you can use the folder tools to reorder columns, select which columns to display, and customize column prompts. These customizations will be maintained when you export the data. Choose Export... from the File menu.
Note: We recommend that you do not use the export feature for very large numbers of records, such as numbers that exceed 1000, as this is time consuming, and uses significant machine and network resources. Tailor your query with care to retrieve only needed data.

If the records retrieved exceed 100, you will be prompted to choose one of the following options: STOP Limits the records available to be exported to those already selected by the export process. You will then be prompted to either cancel the export, or export only those records already selected. The number of records selected is included in the decision window. Allows the export process to select all records retrieved in the form. When all records retrieved have been selected the export process will automatically export the records. Will select the next 100 records. When all records retrieved have been selected the export process will automatically export the records. Otherwise, you will continue to be prompted until all records are selected or you choose Stop or Continue to End.

CONTINUE TO END CONTINUE

Once the record export is complete you should see a File Download message box similar to the one below. Choose to save the file. Youll be prompted to save the file. Select the location where youd like to save the file, replace the default File name with a more appropriate name (be sure to append .xls to the file name to designate it as an Excel file) and choose Save.

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Oracle Navigation

The Navigator Window


Use the Navigator window to navigate to a form. The Navigator window is always open during your session of Oracle Applications and displays the name of your current responsibility in the window title. The Navigator consists of three regions: Functions, Documents, and Processes. Functions: Documents: Provides a list of forms displayed like the files in a file system. A customizable region that allows you to create links to specific documents that you use frequently. Provides graphical maps of business processes, for use when entering data.

Processes:

Querying Data
Searching for Information
You can quickly retrieve and review information in the Oracle database without having to print lengthy reports to see the data. Instead, you can simply run a search to obtain the specific information you want and review the data online. Most of the time, youll be able to use a direct entry window to help you retrieve records. A direct entry window has the word Find in the name of the window and has a Find button, usually at the bottom of the window.

To retrieve records in a direct entry window:


Enter values in the fields of the window to specify your criteria. Choose the Find button in that window to retrieve the records that correspond to the criteria you entered. Two additional methods can be used to search and retrieve records in a window: Query Find Querybyexample For more information about using Query Find and Query-by-example, refer to the Inquiries chapter.

Drilling Down
Oracle 11i has enhanced drill down capabilities to help you obtain detail about most types of transactions.

To research a transaction:
Go to the SDSU GL Inquiry responsibility Choose Budget and Journal Inquiry, then Account in the Navigator window Enter the From and To months in the Accounting Period area
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Oracle Navigation

In the Primary Balance Type field, choose Actual or Budget depending on the type of transaction you are researching. (You cannot drill down on an encumbrance transaction.) Click in the Accounts field, enter the account number referenced in the transaction into the Find Accounts window and choose OK Choose the Show Journal Details button Place your cursor on the line of the transaction that you would like the detail for, then choose the Drilldown button Choose the Show Transaction button to display additional details If viewing a Payables transaction, choose the Overview button If viewing a Receivables transaction, choose the Line Items button

Saving the Results of a Query


If your query results are displayed in rows and columns, they can be exported to an Excel file. Refer to the Export section of this guide.

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Oracle Navigation

Learning About a Record


You can always display information about a record that has been saved before. The information includes who created the record, the date of creation, and the database table where the record resides. You can also learn who last changed the record using Oracle Applications, the date of change, and that users system logon and terminal information.

To learn about the current record:


Choose Record History from the Help menu. A window appears that shows you information about the current record. Choose OK to close the window

Customizing the Presentation of Data


Folders
A folder block is a special block whose field and record layout you can customize. The following features help you distinguish a folder block from a regular block: An Open Folder button appears in the upper left corner of a folder block. An enabled Folder Tools button appears on the toolbar when your cursor is in a folder block. An enabled Folder menu appears in the main menu bar when your cursor is in a folder block. Folders that have been made Public are available to any Oracle user. To view a list of available folders, click the yellow folder icon in the top left area of the window you are currently in. If there is no yellow folder icon, folders are not available for that window. You can create your own folders by customizing a folder block to display records in a different layout. You can also create a folder that saves the query criteria used to retrieve your records. Refer to Chapter 7 Customizing the Presentation of Data for more information on using folders.

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Getting Started

CHAPTER FOUR

GETTING STARTED
How to Review Accounts

Reports Matrix

Printing Data from Oracle

Getting Started

How To Review Accounts


A. Review Summary Information
1. Look at account summary from the a) Current Year Report (SDSU GL Inquiry > Reports > Financial), or b) Funds Inquiry (SDSU GL Inquiry > Funds Inquiry) or c) SDSU Budget Funds Available report (SDSU GL Inquiry > Reports > Standard) d) Trial Balance - Detail

B. Review Detailed Account Activity


1. Run the ACTUALS INQUIRY FORM from the web (https://lilly.sdsu.edu:8050/cgi-bin/alltrans_form8.cgi). 2. Run the SDSU Account Analysis Report. 3. Perform an actuals inquiry in GL and drill down to AP and AR.

C.

Review Encumbrances
(https://lilly.sdsu.edu:8050/cgi-bin/enc_inq.cgi).

1. Run the ENCUMBRANCE INQUIRY FORM from the web

2. Run the SDSU Open POs by Org Extract report. 3. Final Close POs if necessary.

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Getting Started

How to Research Account Activity in Oracle


Item
Account Summary -current Account Summary - current Account detail Budget - Allocations & transfers Copy Machine 66405 SDSU GL Inquiry None via web browser SDSU GL Inquiry Receivables Inquiry None via web browser SDSU Purchasing Inquiry SDSU Purchasing Inquiry SDSU GL Inquiry SDSU GL Inquiry SDSU GL Inquiry None via web browser SDSU Purchasing Inquiry SDSU GL Inquiry Payables Inquiry 66005 66005 66415 60150 66030 or 66032 SDSU GL Inquiry Receivables Inquiry Receivables Inquiry SDSU GL Inquiry SDSU GL Inquiry Receivables Inquiry 60145 60605 or 60610 SDSU GL Inquiry SDSU GL Inquiry SDSU GL Inquiry SDSU GL Inquiry

Natl Acct

Oracle Responsibility
SDSU GL Inquiry

Report Name
SDSU Budget Funds Available Current Year Report Actuals Inquiry Form SDSU Account Analysis ReportBal Type: Budget SDSU Sales Journal by GL Encumbrance Inquiry Form N/A N/A SDSU Account Analysis Report SDSU Account Analysis Report Also: see Invoices SDSU Account Analysis Report Encumbrance Inquiry SDSU Open PO's by Org Extract SDSU Account Analysis Report SDSU Payables Account Analysis Report SDSU Account Analysis Report SDSU Sales Journal by GL SDSU Sales Journal by GL SDSU Account Analysis Report SDSU Account Analysis Report Also: see Invoices SDSU Sales Journal by GL SDSU Account Analysis Report SDSU Account Analysis Report Also: see Invoices SDSU Account Analysis Report- Bal Type: Budget SDSU Account Analysis Report

Includes
Current budgets, encumbrances, expenditures, balances Current budgets, encumbrances, expenditures, balances Line item detail Budget allocations and transfers Monthly charges Full detail by Purchase Order

Need more detail? Inquire: Find a problem? Contact:


SDSU Account Analysis Report SDSU Account Analysis Report or account or funds inquiry Budget & Planning (4-6602) Receivables: Transactions / Transactions Summary Central Stores (4-6114)

Encumbrances Encumbrances - Purchase Orders Encumbrances - Requisitions Federal Work Study Payroll 60205 or 60210 Memberships / Subscriptions 66060 Monthly Expenditures Detail Open Purchase Orders Open Purchase Orders Operating Expenses by Nat'l Acct Invoices Postage (external) Postage (Central Mail) Reprographics Student Assistant Payroll Supplies / Services Telephone Temporary Help Travel TRF's processed Trust accounts

Lump sum monthly payroll Detail of all expenditures for any given account Detail of all expenditures for any given account Requisition and purchase order detail including amounts paid and amounts open Open purchase orders Detail of all expenditures for any given nat'l account Items paid for any given organization, nat'l acct, fund Monthly chargebacks, payables transactions Monthly chargebacks Monthly chargebacks Lump sum monthly payroll Detail of all expenditures for any given account Monthly chargebacks Lump sum monthly payroll Detail of all expenditures for any given account TRF and AO numbers and amounts Detail of all revenue & expenditures

Purchasing Purchasing: PO Summary Purchasing Use folder called Debbi Purchasing: Requisition Summary Purchasing Division Coordinator SDSU GL Inquiry: Budget & Journal Inquiry / Account SDSU GL Inquiry: Budget & Journal Inquiry / Account Accounts Payable If receivables: Service Center If payables: Accounts Payable

Purchasing: Purchase Order Summary SDSU GL Inquiry: Budget & Journal Inquiry / Account Payables: Invoices / Invoices

Purchasing If receivables: Service Center If payables: Accounts Payable Accounts Payable If receivables: Central Mail If payables: Accounts Payable Central Mail Services (4-1552) Reprographics (4-5260) Division, Payroll Accounts Payable TNS Division Travel Desk (4-4865) Budget & Planning (4-6602) Trust Accountant (4-0703)

Receivables: Transactions / Transactions Summary Receivables: Transactions / Transactions Summary SDSU GL Inquiry: Budget & Journal Inquiry / Account Receivables: Transactions / Transactions Summary SDSU GL Inquiry: Budget & Journal Inquiry / Account

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Printing Data from ORACLE

Getting Started

Printing Data from ORACLE


Source of Data Standard Report Printing Method Copy File into your internet browser, then print directly from browser or save as a Word document, then print OR print to system printer if available. Save File as Excel document, then print View report as an Excel worksheet, then copy and print OR print directly from internet browser OR print to system printer if available Export File as Excel document, then print Export File as Excel document, then print

Custom Report Financial Statements Inquiry Folders

Printing data from a standard report


1. While viewing the report on the screen, choose "Tools" from the toolbar and click on "Copy File". This will launch your browser and display the same report. 2. The report can be printed directly from your browser. For best results, change page orientation to landscape before printing. 3. The report can also be saved into Word and printed. From within your browser, choose "File" from the toolbar and click on "Save As". Use an excel extension in the filename to save in excel. 4. Select the location to which the file should be saved, then type the desired file name. If the file name ends with ".doc", the file will be saved as a Word document. If the file name ends .xls, the file will be saved in excel.

5. Open the saved file, then print.

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Printing Data from ORACLE

Getting Started

Printing data from a custom report


1. Click on the desired report from the Oracle Reports website (https://lilly.sdsu.edu:9400/reports/). 2. While viewing the report on the screen from your browser, choose "File" from the toolbar and click on "Save As". 3. Select the location to which the file should be saved, then type the desired file name, making sure the file name ends with ".xls". The data will be saved as an Excel file.

4. Open the saved Excel file, format as desired, then print. 5. When you close the file, Excel will prompt you to save the file again. Doing so will convert the file to an Excel workbook. MAC users: Ctrl-click on report name, then choose Download to Disk. Append .xls to the file name, and then drag the file into the Excel program icon to open the file.

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Printing Data from ORACLE

Getting Started

Printing data from an ORACLE inquiry or an ORACLE folder


1. While viewing the inquiry results (or folder) on the screen, choose "Action" from the toolbar and click on "Export". 2. A message box will appear, similar to the one below. Choose "Save File".

3. Select the location to which the file should be saved, then type the desired file name, making sure the file name ends with ".xls". The data will be saved as an Excel file. 4. Close your browser. 5. Open the saved Excel file, format as desired, then print. You may need to manually add column headings to the spreadsheet.

6. When you close the file, Excel will prompt you to save the file again. Doing so will convert the file to an Excel workbook.

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CHAPTER FIVE

REPORTS
STANDARD REPORTS
Account Analysis Budget Funds Available Detail Trial Balance

SDSU CUSTOM REPORTS


SDSU Account Analysis (budget, actual, or encumbrance focus) SDSU Budget Funds Available SDSU Payables Account Analysis SDSU Sales Journal by GL Account (receivables) SDSU Account Balancing Request Set

FINANCIAL STATEMENTS
Current Year Expanded Expenditures IV Detail Report

INQUIRY FORMS
Actuals Inquiry Form (web-based) Encumbrance Inquiry Form (web-based) OTHER REPORTS AND INQUIRIES

SDSU Budget Funds Available

Reports

STANDARD REPORTS
Account Analysis Budget Funds Available Detail Trial Balance

Reports > Standard > Open

This is the standard report request window. Select the Name of the report from the list of values. The list of values includes the following reports as well as many others: Account Analysis (180 Char) Budget Funds Available Analysis Trial Balance Detail

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SDSU Budget Funds Available

Reports

Fill in the parameters for your request. Valid values can be viewed in the list of values for each parameter. Complete Options for output. Click on Submit to initiate processing of your request. View the status of your report request by selecting View Requests from the main toolbar. Concurrent Manager: View > Requests

Monitor the progress of your report request on the concurrent manager. Completed reports will have a Phase of Completed and a Status of Normal. When the report Request ID is highlighted (when your cursor is on the reports request ID), select the View Output radio button to view your report. While in view output mode, select Tools and Copy File from the main toolbar. This will allow you to save a copy of the report to your desktop.

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SDSU Budget Funds Available

Reports

SDSU CUSTOM REPORTS: SDSU Budget Funds Available report


Responsibility: SDSU GL Inquiry Reports / Request / Standard

The first window you'll see whenever you are running a report is called Submit a New Request. Always choose "Single Request", and then click on the OK button.

The Submit Request window will open. Place your cursor in the Request Name field, then click on the List of Values (LOV) icon (or press the Ctrl - L keys on your PC keyboard).

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SDSU Budget Funds Available

Reports

The Reports window will open, showing a list of possible values for the Request Name field.

Choose the name of the report you'd like to run - in this case, the SDSU Budget Funds Available by double-clicking on the report name, or by highlighting it and clicking the OK button.

Next, you'll need to enter the Parameters for the report, which specifies exactly what information will appear in the report. All possible values for each field can be found by clicking the List of Values (LOV) icon (or Ctrl - L on the keyboard) - except the Email To and Report Title fields at the bottom.

This is the List of Values for the Page Break Segment field. Always choose "ORG" here - otherwise, you'll run the report for the entire University!

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SDSU Budget Funds Available

Reports

Now choose the ORG range of values for your report. If you have just one ORG value, you can type the number under both "Low" and "High" - or you can choose the appropriate ORG value from the List of Values icon in this Accounting Flexfield window. Click OK.

Next, you'll choose the Secondary Segment to be included in this report. Generally, you'll choose either "ACTY" or "FUND" here, depending upon how you want to view your data.

The next field in the Parameters window is "Budget". Clicking on the LOV icon will cause "SDSU Budget" (which is the only defined budget) to appear in this field.

The next 2 fields, "Period Name" and "Report Type", determine the timeframe for your report data. First, choose the Period Name from the List of Values. This must be the LATEST month you would like to include in your report.

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SDSU Budget Funds Available

Reports

The Report Type field determines the EARLIEST month to be included in your report.

Project to Date Period to Date Quarter to Date Extended Year to Date Extended -

goes back to the earliest month available in Oracle will display just data for the month you chose under "Period Name" will display data for the quarter that includes the month you chose under "Period Name" will display data for the fiscal year that includes the month you chose under "Period Name"

In the Email To field, type the e-mail address of the person you would like to receive notification that this report is ready. If that person uses the mail server (i.e. @mail.sdsu.edu), you only need to enter the e-mail address before the "@". In the Report Title field, type a name you have chosen for this report. Maximum characters: 10 Characters unavailable: / # : (if you use one of these characters, the report will not run)

Click the OK button when the Parameters window is complete. All fields are required.

Here's an example of a completed Parameters window for this report.

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SDSU Budget Funds Available

Reports

The Submit Request window will reappear. Click the Submit Request button.

The Requests window will open. This window shows all report requests you have submitted during the current day.

The Phase should be "Pending" and Status should be "Normal". Click on the Refresh Data button to update the Phase and Status display. For instructions on how to view and print the report, see Viewing Completed Oracle Reports.

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Current Year & Project Reports

Reports

FINANCIAL STATEMENTS Current Year Report and Project Report


The Current Year Report and Project Report are both summary reports. Their format is similar to that of the Monthly Reports, SDSU Budget Funds Available report, and the Funds Inquiry. The advantages of running either the Current Year or Project report are: The reports are run directly from Oracle Reports, so the data is current (as of the last business day). The entire account string appears in the reports, along with the natural account description. The reports can be printed directly from Oracle or saved as an Excel file first before printing. The reports do not require extensive formatting as the Funds Inquiry does. The report format presents data in the following order: 1. Current Year General Fund Appropriated. 2. Current Year General Fund Revenue Supported. 3. Current Year General Fund Reimbursed Activities. 4. All other funds, in fund number order. Only funds used by the selected Org, Activity, and/or Endeavor will appear.

Current Year Report


The Current Year Report is designed to provide current fiscal year summary data for all funds and functions within one ORG or a group of ORGs. The parameters can specify a single ORG, an ORG/ACTY combination, a single ENDV, a combination of ORG, ACTY, and ENDV, or a Content Set. Run the Current Year Report to obtain summary data for funds that are funded on a fiscal year basis.

Project Report
The Project Report also provides summary data for all funds and functions, either within an ORG or group of ORGs, but the data is project-to-date. Project-to-date means the data is cumulative, going back to January 1999 when we first implemented Oracle. The parameters can specify a single ORG, an ORG/ACTY combination, a single ENDV, a combination of ORG, ACTY, and ENDV, or a Content Set.

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Current Year & Project Reports

Reports

To obtain summary data for funds that are continuously funded, run the Project Report. To run either report for one ORG, define the Segment Override section of the report. To run either report for a group of ORGs, define the Content Set for the report. Define either the Segment Override OR the Content Set, not both. Responsibility: SDSU GL Inquiry NAV: Reports>Request > Financial > Open The Run Financial Reports window will open. 1. Report To run the Current Year Report, type Curr in the Report field and press the [TAB] key, or go to the list of values and choose CURRENT YEAR REPORT.

To run the Project Report, type Proj in the Report field and press the [TAB] key, or go to the list of values and choose PROJECT REPORT.

2. Period The period is the most recent month you would like to be included in your report. The default value for the Period column is the current month. To run the report for a different month, choose from the list of values. The range of account numbers for the report is selected in either the Segment Override field or the Content Set field.

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Current Year & Project Reports

Reports

To run the report for one ORG, choose Segment Override. To run the report for multiple ORGs choose Content Set. DO NOT CHOOSE BOTH.

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Current Year & Project Reports

Reports

3. Segment Override In the segment override field, type in only the ORG number you want or Open the list of values for the Segment Override field, and either select each appropriate segment value from the list or type the value. o To select the entire range of available values (for instance, all ACTIVITIES) leave the field blank. o Since there is no from and to field, you must either run the report for one value or for all values within a segment. o Leave the FUND and FUNC segments blank. These values are already coded into the report. o Click OK to continue.

the

Heres an example of Segment Override parameters. This report will display summary information for all activities, natl accounts, endeavors, funds, and functions for ORG 62011 for current fiscal year.

If you enter values in the Segment Override field, do not choose a Content Set.
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Current Year & Project Reports

Reports

4. Content Set To choose to define your account range by Content Set, scroll to right the Content Set field is just to the right of the Segment Override. Go to the list of values, type a % in the Find field and click Find, then choose a Content Set. NOTE: The list of values includes many Content Sets. Some were created for budget and accounting use only and should NOT be used. Please select one of these Content Sets only:
ACADEMIC AFFAIRS ORGANIZATIONS ARTS AND LETTERS ATHLETICS BUSINESS AND FINANCIAL AFFAIRS COLLEGE OF BUSINESS ADMIN COLLEGE OF EDUCATION COLLEGE OF ENGINEERING COLLEGE OF EXTENDED STUDIES COLLEGE OF SCIENCES GRADUATE DIVISION HEALTH AND HUMAN SERVICES HOUSING BY ACTIVITY IMPERIAL VALLEY CAMPUS INSTRUCTIONAL TECHNOLOGY KPBS OFFICE OF THE PRESIDENT PROF STUDIES AND FINE ARTS SENATE SHS BY ACTIVITY STUDENT AFFAIRS DIVISION UNDERGRADUATE STUDIES UNIVERSITY ADVANCEMENT

If you choose a Content Set, leave the Segment Override field blank.

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Current Year & Project Reports

Reports

5. Submit Report Click the Submit button to run the report. 6. View Report From the menu, choose View / Requests, then click Find. All my requests is selected by default.

7. Print Report If you are connected to an Oracle printer, the report will automatically print when its completed.

If you are not connected to an Oracle printer, follow these steps: o When the status is Completed, click the View Output button. o From the menu, choose Tools / Copy File. The report will now display in a browser window. o Choose File / Save As from the menu. o Choose the location to save your file. o Change the file name, adding .xls at the end (to save it as an Excel file). o Choose Web Page, HTML only in the Save as type.
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Current Year & Project Reports

Reports

To print the file from Excel


o o o o Save the file as filetype = Microsoft xls Go to Page Setup In the Page tab, select Landscape. Under Scaling on the Page tab, check the box next to Fit to: 1 page(s) wide by tall.

Be sure to leave the box next to tall blank.

To sort the data in the report


Use the Text To Columns function in Excel: o Highlight column A o From the menu, choose Data / Text to Columns o Step 1: choose Fixed width and click Next. o Step 2: check preview window for correct placement of column separators and click Next. o Step 3: choose format option and click Finish. Add column headings. Use the Sort function in Excel (Data / Sort).

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Actuals Inquiry Form

Reports

INQUIRY FORMS ACTUALS INQUIRY FORM ( also known as All Transaction Report)
The ACTUALS INQUIRY is run from your web browser, without logging into Oracle. Its used to review all transactions for the account numbers and date ranges specified in the parameters. It provides detail such as PO numbers, invoice numbers, and full transaction descriptions, and replaces the SDSU Account Analysis, SDSU Payables Account Analysis, and SDSU Sales Journal By GL Account reports run from Oracle. The results of the inquiry will appear in your browser, then can be saved as an Excel file by choosing File > Save As from the menu and appending ".xls" to the file name. To print the report, it's best to first save as an Excel file, then choose the appropriate print setup options (such as landscape orientation). Run the report by going to: https://lilly.sdsu.edu:8050/cgi-bin/alltrans_form8.cgi. The instructions for running the report follow, and are also published on the web page you'll run it from. The data for this report comes from Oracle Reports. The data is current as of the previous business day unless otherwise specified. The results of the report can be saved as an Excel file. Select Time Period Use the date format: DD-MMM-YY for the beginning and ending dates, or choose to view all transactions from January 1, 1999 to the present. Select the account numbers by choosing the appropriate segment values. The report is currently set up to show one ORG value, not a range of ORGs. To view all possible values within a segment, retain the default 0000 9999 selection for that segment. Group the Data Choosing this option allows you to view subtotals for up to two segments. Choose the same segment twice if youre planning to export the data into Excel and sort or filter it there. View Revenue and/or Labor Distributions You can choose to include or exclude revenue transactions (for natural accounts 50000-59999) and labor distributions (payroll and benefits transactions for faculty and staff). Click the Submit button to run the report.
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Actuals Inquiry Form

Reports

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Budget: SDSU Account Analysis Report

Reports

Budget Transactions: SDSU Account Analysis report

Responsibility: SDSU GL Inquiry Reports / Request / Standard

The first window you'll see whenever you are running a report is called Submit a New Request. Always choose "Single Request", then click on the OK button.

The Submit Request window will open. Place your cursor in the Request Name field, then click on the List of Values (LOV) icon (or press the Ctrl - L keys on your PC keyboard).

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Budget: SDSU Account Analysis Report

Reports

The Reports window will open, showing a list of possible values for the Request Name field.

Choose the name of the report you'd like to run - in this case, SDSU Account Analysis - by double-clicking on the report name, or by highlighting it and clicking the OK button.

Next, you'll need to enter the Parameters for the report, which specifies exactly what information will appear in the report.

All possible values for each field can be found by clicking the List of Values (LOV) icon (or Ctrl - L on the keyboard) - except the Recipient Email Address and Report Title fields at the bottom.

Data in one column of the Account Analysis report will vary, depending upon what you choose for Type. The best choice when running this report for budget transactions is "Entry Item".

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Budget: SDSU Account Analysis Report

Reports

The Balance Type determines what kind of transactions will show on your report. Choose Budget.
Actual completed expenditures (and revenue, if applicable) Budget budget transactions only Encumbrance - funds encumbered and disencumbered as purchases go through their life cycle

With your cursor in the Budget or Encumbrance Name field, type Ctrl-L or click the List of Values icon. SDSU Budget will automatically appear in the field, because that is the only budget in use at this time. Next you'll determine the transaction dates to be included in your report by choosing the Starting Period and Ending Period. Both periods, or months, must be in the same fiscal year.

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Budget: SDSU Account Analysis Report

Reports

When your cursor goes into the Flexfield From field, the Accounting Flexfield window will open. This is where you specify what account numbers will be included in your report. The data in this window will automatically transfer into the Flexfield From and Flexfield To fields in the Parameters window. It's highly recommended that you specify your ORG range only, then type 0s for all Low values and 9s for all High values (as shown), in order to obtain all transactions within your ORG. Exception: If you are only responsible for ONE activity code within your ORG, specify the ACTY segment also - but use 0s for the remaining Low values and 9s for the remaining High values.

Next, you'll need to specify how to sort the data in your report in the Order By field.
Account Segment Balancing Segment Source Natural Account segment Fund segment Where the transaction came from (i.e. Payables, Receivables, Pay Tape, Spreadsheet, Manual, etc.)

In the Recipient Email Address field, type the e-mail address of the person you would like to receive notification that this report is ready. If that person uses the mail server (i.e. @mail.sdsu.edu), you only need to enter the e-mail address before the "@". In the Report Title field, type a name you have chosen for this report. Maximum characters: 10 Characters unavailable: / # : (if you use one of these characters, the report will not run)

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Budget: SDSU Account Analysis Report

Reports

Click the OK button when the Parameters window is complete. All fields are required. Here's an example of a completed Parameters window for this report.

The Submit Request window will reappear. Click the Submit Request button.

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Budget: SDSU Account Analysis Report

Reports

The Requests window will open. This window shows all report requests you have submitted during the current day.

The Phase should be "Pending" and Status should be "Normal". Click on the Refresh Data button to update the Phase and Status display. For instructions on how to view and print the report, see Viewing Completed Oracle Reports.

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SDSU Open POs by ORG Extract

Reports

Open Purchase Orders: SDSU Open PO by Org Extract report

Responsibility: SDSU Purchasing Inquiry Requests / Run

The first window you'll see whenever you are running a report is called Submit a New Request. Always choose "Single Request", then click on the OK button.

The Submit Request window will open. Place your cursor in the Request Name field, then click on the List of Values (LOV) icon (or press the Ctrl - L keys on your PC keyboard).
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SDSU Open POs by ORG Extract

Reports

The Reports window will open, showing a list of possible values for the Request Name field.

Choose the name of the report you'd like to run - in this case, SDSU Open POs by Org Extract - by doubleclicking on the report name, or by highlighting it and clicking the OK button.

Next, you'll need to enter the Parameters for the report, which specifies exactly what information will appear in the report. All possible values for each field can be found by clicking the List of Values (LOV) icon (or Ctrl - L on the keyboard) - except the Email To and Report Title fields at the bottom. You'll specify the ORG that will show on your report by either choosing it from the List of Values, or typing it in the Org From field. (If you're running the report for more than 1 ORG, enter the lowest value in this field.) If you're running the report for just 1 ORG, type (or choose from the List of Values) your ORG value in the To field. If you're running the report for more than 1 ORG, enter the highest value in this field. In the Recipient Email Address field, type the e-mail address of the person you would like to receive notification that this report is ready. If that person uses the mail server (i.e. @mail.sdsu.edu), you only need to enter the e-mail address before the "@". In the Report Title field, type a name you have chosen for this report. Maximum characters: 10 Characters unavailable: / # : (if you use one of these characters, the report will not run)

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SDSU Open POs by ORG Extract

Reports

Click the OK button when the Parameters window is complete. All fields are required.

Here's an example of a completed Parameters window for this report.

The Submit Request window will reappear. Click the Submit Request button.

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SDSU Open POs by ORG Extract

Reports

The Requests window will open. This window shows all report requests you have submitted during the current day.

The Phase should be "Pending" and Status should be "Normal". Click on the Refresh Data button to update the Phase and Status display. For instructions on how to view and print the report, see Viewing Completed Oracle Reports.

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How to Review Open Purchase Orders

Reports

How to Review Open Purchase Orders


Review the SDSU Open POs by Org Extract Report
Become familiar with the report: 1. Note the date. 2. Notice that for each line on each purchase order, the columns show the Fund, the order quantity, whats been billed, whats been delivered, percent unbilled and closed status. 3. The final column tracks the PO through its various stages of completion. When the goods/services for a line on the PO are received, the status goes to Closed for Receiving. When the invoice for a line is received, the status goes to Closed for Invoice. BOTH closed conditions have to be achieved before that line on the PO can be paid and closed out. When neither status has been achieved, the PO shows as open.

Consult the Attached Open PO Review Matrix


Familiarize yourself with the status types and reasons.

Examine Each Line of the Report


For each row (which corresponds to a line on a purchase order), note the status, and consult the matrix for an explanation and direction for action. If you need to review the status or history of a purchase order or invoice on-line, youll need to use the Oracle application.

Take Appropriate Action


If you must e-mail Procurement Services, Receiving or Accounts Payable, be sure to reference the Purchase Order number and the line number(s), provide the PO status Open, Closed for Receiving or Closed for Invoice and explain what action you want taken and why. In case they need to call you, please provide your phone number as well. The e-mail addresses for Procurement Services buyers are: Cathy Garcia cgarcia@mail.sdsu.edu Vicki Hokenson vhokenso@mail.sdsu.edu Kathi Horton khorton@mail.sdsu.edu Jill Oelze oelze@mail.sdsu.edu Donna Roelofsz droelofs@mail.sdsu.edu Bob Yonemitsu byonemit@mail.sdsu.edu Jeff Fratt jfratt@mail.sdsu.edu The e-mail address for Receiving is: Doug Jarmusch The e-mail address for Accounts Payable is: Cathleen Austin The e-mail address for Accounting is: Dana McCoy djarmusc@mail.sdsu.edu caustin@mail.sdsu.edu mccoy@mail.sdsu.edu

If, after doing an on-line inquiry you still cannot identify which Possible Reason is applicable to your situation and therefore are unsure of which Action to take, e-mail either Procurement Services or Accounts Payable and they will help you identify the issue and work with you on corrective action. The critical step is that you know or suspect that the PO should have been totally closed by now. Exactly whom you contact afterwards is less important. Receiving, Procurement Services and Accounts Payable are anxious to assist in every way possible.

Follow Up
A few days after youve done the review and e-mails notifications above, run the report again. See if the items have been cleared. If they have not, it may be that there were some issues concerning those POs that needed research by either Purchasing or Accounts Payable. If you have not heard from them, please send a follow up e-mail and ask for a call back.

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How to Review Open Purchase Orders

Reports

OPEN PO REVIEW MATRIX

Status Open

Cause in Oracle
No receipts or invoices entered in Oracle, OR The receipts and invoices have not completed the PO

Possible Reason
1. Vendor has not shipped or invoiced for PO 2. The PO is an order intended to be open over a period of time (e.g., with a newspaper for periodic advertising) 3. Department has received material, but receipts have not been entered into Oracle and Accounts Payable has not received invoices. 4. The PO was a not-to-exceed or safe estimate, and the final cost was less. Usually related to services, not goods.

Action
1. If past due, e-mail the Buyer on the PO in Procurement Services 2. No action necessary

3. E-mail Receiving. Send invoice to Accounts Payable, if you have it.

4. Access Payables Inquiry (Invoices/Invoices) to review. If satisfied PO is complete and all invoices received and entered, complete & submit a Final Close Request form (http://bfa.sdsu.edu/ap/finalclose.html). 1. Access Payables Inquiry (Invoices/Invoices) to review details. If period since receipt of goods appears unreasonable, e.g., 30 days, e-mail Accounts Payable. Send the invoice if you have it. 2. Access Payables Inquiry to review (Invoices/Invoices). If satisfied PO is complete and all invoices received and entered, complete & submit a Final Close Request form (http://bfa.sdsu.edu/ap/finalclose.html). 3. Access SDSU Purchasing Inquiry (Receiving Transaction Summary) to review details and e-mail Accounts Payable 1. E-mail Receiving or Accounts Payable with a note that goods have been received.

Closed for Receiving *


*(in essence, Receiving believes its part of the process is completed)

Item has been received, but not fully invoiced

1. Invoice either not received from vendor or not yet entered by Accounts Payable

2. Oracle expects further invoicing. Action is required if all invoices have been entered and no more will be received.

3. Receiving information was entered incorrectly, closed in error All invoices have been entered, but the receiving information is not complete 1. The vendor made a direct delivery of goods to department or the department made a pick up at the vendor. Receiving was not notified. 2. (a) Services are complete, but receiving information not entered in Oracle. Or (b) by oversight, the PO line for shipping/freight on goods was not logged as received by Receiving 3. Accounts Payable received/entered invoice, but shipment not received (invoice will be on hold in Oracle until receiving status of goods/service has been cleared up)

Closed for Invoice**


**(in essence, Accounts Payable believes its part of the process is completed)

2. E-mail Accounts Payable (who acts as Receiving in Oracle for POs for non-goods) with a note that goods have been received.

3. Access Oracle Payables Inquiry and Oracle Receiving Inquiry to review details and e-mail the Buyer in Procurement Services with a note that the shipment was never received.
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Reviewing Encumbrances

Reports

Encumbrance Inquiry Form


The Enncumbrance Inquiry is run from your web browser, so you dont need to log into Oracle to run it. Its used to track and research your outstanding encumbrances. After selecting your parameters, the results of the inquiry will appear in your browser, then you can save them as an Excel file by choosing File > Save As and typing ".xls" after the file name. To print the results of your inquiry, it's best to first save as an Excel file, then choose the appropriate print setup options (such as landscape orientation). Run the inquiry by going to: https://lilly:8050/cgi-bin/enc_inq.cgi. The instructions for running the inquiry follow, and are also published on the web page you'll run the inquiry from. Purpose This inquiry is used to return all encumbrance transactions for either 1. the account number(s) specified, or 2. a specific PO. Data Source The data in this inquiry comes from Oracle Reports. The data is current as of the previous business day unless otherwise specified. Parameters and Results You may choose to view all POs, or just those that have outstanding encumbrances. Outstanding encumbrances are calculated by deducting invoice payments from Requisition encumbrances (commitments) and Purchase Order encumbrances (obligations). Balances also reflect any Accounting transactions that have been entered to adjust an encumbrance, as long as the transaction references a PO number. Sorting Transactions are grouped by PO number, then summarized. Saving Report The results of this report can be saved as an Excel file. Non-matching Accounting Entries Non-matching accounting entries (those that cannot be tied to any specific PO) appear at the bottom of the report. Most non-matching entries are accrual transactions. The first time you use this inquiry, identify those transactions that do not cancel each other, then determine which PO they belong to. When you run the inquiry after that, you'll only need to examine any new non-matching transactions.

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Reviewing Encumbrances

Reports

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Reviewing Encumbrances

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Encumbrance Review Flowchart


ENCUMBRANCE REVIEW FLOWCHART

Run Encumbrance Inquiry available at http://jasmine:8050/ cgi-bin/enc_inq.cgi

Is there an outstanding encumbrance?

NO

No action necessary.

YES

Have ALL invoices for PO been paid? (Final invoices NO are NOT paid until check number is assigned.) See next page for help in determining if all invoices have been paid. YES

If final invoice has been submitted to AP but check number is not yet assigned, WAIT for check number before taking next action.

Is encumbrance due to sales tax? (If Encumbrance Inquiry summary says "...may be due to sales tax" assume YES YES Check status of PO Line (SDSU Purchasing Inquiry > Purchase Order Inquiry > Enter PO number > Results: Lines > Click Find)

NO or NOT SURE

Submit Final Close Request form available at http://bfa.sdsu.edu/ap/ finalclose.html

Is PO Line status Closed or Final Closed?

NO

Submit Final Close Request form available at http://bfa.sdsu.edu/ap/ finalclose.html

YES E-mail Dana McCoy in Accounting (dmccoy@mail.sdsu.edu) with PO number, line number, account number, and an explanation (i.e. "PO line is closed or final closed; please release outstanding encumbrance.")

After summitting Final Close form, check the PO line status periodically to confirm Final Close. Also confirm that encumbrance has been cleared by re-running the Encumbrance Inquiry.

Revised 5/23/03

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Reviewing Encumbrances

Reports

Important: Before submitting a request to final close a purchase order line, you must confirm that all expected invoices have been matched to the purchase order AND paid. To check status of invoices in Oracle Navigation Path: Invoices>Inquiry>Invoices To find a single, specific invoice, enter the invoice number into the appropriate field (Invoice>Number) and select the Find button. To find multiple invoices, or to check status of all unpaid invoices for a specific supplier, enter the supplier name into the appropriate field (Supplier>Name) and select the Find button. Tips for improving your search Do not enter the Purchase Order number to search because it will limit your search to ONLY invoices that have been matched to the PO. Entering the PO number may cause you to miss unpaid invoices. Always use the percentage signs (%) as wild cards when searching by using an invoice number (example: %1234%). Use the Dates fields if necessary to narrow to a specific time period. Use the Amounts fields to filter out canceled invoices (by using a .01 1,000,000 range). Use the Invoice Status>>Paid/Unpaid field to find only paid or unpaid invoices. Select Unpaid. Results If invoices have been paid you will see the amount of the payment reflected in the Amount Paid field. If the Distribution Total field is populated with red zeros (0.00) then the invoice has not yet been matched to the PO and has NOT been paid. If the Distribution Total field is populated with the amount of the invoice, it has been matched to the PO. If payment has been issued the Amount Paid field will be populated with the payment amount.

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Viewing Completed Oracle Reports

Reports

Viewing Completed SDSU Customized Oracle Reports


The report has successfully run when the Phase is "Completed" and the Status is "Normal", as shown below.

To view the report, you must open your web browser (Netscape or Internet Explorer). The URL is https://lilly.sdsu.edu:9400/reports/.

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Viewing Completed Oracle Reports

Reports

Find your report on the list, then click on the name once to open it. Reports run Saturday - Thursday will remain on this list for 2 business days before dropping off. Reports run on Friday will be on this list for just 1 day. Your report should look similar to this.

Next you'll save the report as an Excel file, which will give you additional options for viewing and printing the report.

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Viewing Completed Oracle Reports

Reports

Choose File / Save As from the menu, as shown below.

The Save As window will open. In the in:" field, specify where you'd like to save report. The "File name:" field will show report name-time the report was run". Add to the file name to save the report as an spreadsheet. PC Users: it's unnecessary to change anything in the "Save as type:" field. Click the "Save" button to save the file.

"Save the "your ".xls" Excel

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Viewing Completed Oracle Reports

Reports

Open the Excel file. PC Users: click on the "Start" button in the lower left corner of the screen, go to "Documents", then choose the file name from the list and click on it. This will automatically open Excel if it's not already open, and open the report.

MAC Users: Open Excel first, then open the report you just saved. NOTE: If your computer freezes after you click on the report the report is too large to view online. In that case, you should on the report name, then select Save Target As from the that appears. Replace the .html in the file name with .xls to an Excel document. name, right-click menu save it as

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CHAPTER SIX

INQUIRIES
Searching for Data - Overview General Ledger
Funds Available Inquiry Account Inquiry
Actuals Inquiry Form

Accounts Payable
Invoice Inquiry

Accounts Receivable
Transactions Summary

Purchasing
Requisition Summary Purchase Order Summary Receiving Transactions Summary Supplier Inquiry Encumbrance Inquiry Forms

Fixed Assets
Financial Information Inquiry

Searching for Data


Overview

Searching for Data


Overview
This section demonstrates how to retrieve, view, and maintain data in Oracle Applications.

Searching for Information


Oracle Applications provides you with easy-to-use search capabilities to access application information. You can quickly retrieve and review all available information in your database without having to print lengthy reports to see the data. You can simply run a search to obtain the information you want, and then review the data online in the same window used to enter the data. This section describes the two methods you can use to search and retrieve records in a window:
Query Find Query-by-Example

Section Objectives
At the end of this section, you should be able to:
Search for existing data in an application. Use the Query Find window to simplify a search. Include wildcards and query operators in your search criteria. Review records retrieved from a search.

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Searching for Data

Inquiries

Query Menu
Query Menu
The Query menu provides you with options for retrieving records: Query Find
Menu Item Find Find All Action Displays the Find window to retrieve records. Retrieves all records.

Query-by-Example
Menu Item Enter Run Cancel Show Last Criteria Count Matching Records Action Invokes Enter Query mode to enter search criteria for a Query-by-Example search. Executes the Query-by-Example search. Cancels the Query-by-Example search by exiting from the Enter Query mode. Recovers the search criteria used in the previous Query-by-Example search. Counts the number of records that would be retrieved if you ran the current Query-byExample search. Fetches the next set of records retrieved from the current Query-by-Example search.

Get More Records

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Searching for Data

Inquiries

Query Find
If you want to query for records in your current block or window, the simplest way to proceed is to use Query Find. Query Find displays a window that lets you specify search criteria. Depending on the block that you invoke Query Find from, one of two types of windows appears: 1. A Find window that contains fields for entering search criteria. These fields are specific to the current block and often validate the search criteria you enter against a list of valid values. 2. A list window, as shown in Figure 1 - 46, that shows all the possible records that you can retrieve for the block.

Generally, a Find window appears for those blocks that display multiple records. A list window generally appears for those blocks that display one record at a time.

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Searching for Data

Inquiries

Query Find
To use Query Find: 1. Choose Find from the Query menu. 2. If a list window appears, select the record you want to retrieve and choose OK to retrieve the record into your current block. (screen shot here) 3. If a Find window appears, enter your search criteria in the appropriate fields. (screen shot here)
1
Initiate a Query

If a field does not provide a list of values for you to choose from, you may enter wildcard characters (% or _) in the search phrase. You cannot, however, use query operators (such as >, <, etc.) in a Find window. 4. Choose Find or choose Next Block from the Go menu, to find any matching records. 5. Choose Clear to clear the current search criteria from the Find window so you can enter new search criteria. Attention: Clearing the Find window does not clear the records retrieved in your current block, only the conditions of your query in the find window. If you want to clear the records in your current block, you must choose Clear Block from the Edit menu, while your cursor is in that block or perform another search in the Find window. 6. Choose New to enter a new record in your current block if your search finds no matching records. Attention: The New button exists only if your current block allows you to enter new records. 7. The Find window remains open even after you perform a search. You can return to the Find window by clicking on it (if visible), using the Windows menu, or choosing Find again. When you are done or when you want to cancel Query Find, choose Close from the control menu of the Find window.

1 2
Select Find

2
Select Find All

3
Specify Search Criteria

4
Specify Flexfield Criteria

5
Click on Find

3
Review Retrieved Records

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Searching for Data

Inquiries

Query-by-Example
Overview
Query-by Example allows you to retrieve a group of records based on more sophisticated search criteria than what Query Find allows. You can use Query-by-Example to specify complex search criteria in most of the fields of your current block. The search criteria can include specific values, phrases containing wildcard characters, and phrases containing query operators to help you pinpoint the data of interest. Gain instant, online access to all of your application information. You can find information quickly and easily, without having to use a complex query language. Search for a specific record or for a group of records based on criteria you enter, rather than having to review all the information in your application database. Search for information using criteria of different types or lengths, including a single letter, a single word, a group of characters, or anything else you want to enter. If you do not actually need to retrieve the records from a Query-by-Example search, but only want to know how many records match your search criteria, perform a query count to save yourself some time.
3
Run Query

1
Initiate a Query

2
Perform Full Search

2
Perform Custom Search

3
Specify Search Criteria

4
Specify Flexfield Criteria

4
Review Retrieved Records

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Searching for Data

Inquiries

Query-by-Example
Oracle Applications M M Query Query Enter Run Enter search criteria

Performing Query-by-Example
To use Query-by-Example: 1. Choose Query Enter.

Concurrent Requests Summary

2. Enter search criteria in any of the fields, using wildcard characters and/or query operators as necessary. You can also choose Query Show Last Criteria to display the search criteria used in your last search, if there was one. 3. Choose Query 4. Choose Query Query mode. Run to perform the search. Cancel to cancel from Enter

Performing Query Count


To obtain a Query Count: 1. Choose Query Enter.

2. Enter search criteria in any of the fields, using wildcard characters and/or query operators as necessary. You can also choose Query Show Last Criteria to display the search criteria used in your last search, if there was one. 3. Choose Query Count Matching Records to display the number of records a Query-by-Example search would retrieve.

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Searching for Data

Inquiries

Query Operators
Oracle Applications N Other Requests

Using Query Operators


Use query operators in your search criteria to restrict your search to the information you need. The query operators you can use in most fields include:

Concurrent Requests Summary

Query Operators
Operator = != > >= < <= #BETWEEN Equal to Not equal to Greater than Greater than or equal to Less than Less than or equal to Between two values Meaning = Janet 107 != Janet >99.1 >= 55 < 1000.00 <= 100 #BETWEEN 1 and 100 != 107 > Joan Example =

Wildcard Characters
Char. % Meaning Represents any character or group of characters Represents any single character Example Manuf% can represent Manufacturing, Manufacturer, and so on. Product_ can represent ProductA, Product 1, and so on.

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Searching for Data

Inquiries

Reviewing Retrieved Records


Oracle Applications M Query Get More Records

Reviewing Retrieved Records


After you perform a search, Oracle Applications retrieves any records that match your search criteria. The status line shows a count of the number of retrieved records currently displayed in the block and may also display a down arrow ( ) if there are more retrieved records not yet shown. Once you display the next record, an up arrow ( ) appears on the status line to indicate that there is now a previous record you can redisplay. To review retrieved records in a single-row block: 1. If a down arrow ( ) appears on the status line, press [Down Arrow] or select Query Get More Records (or choose Go Next Record) to display the next retrieved record. Each time you display another retrieved record, the count increases. After you display the last retrieved record, an asterisk (*) appears before the count to indicate that there are no more retrieved records to display. 2. Press [Up Arrow] or choose Go to see a previous record. Previous Record

Concurrent Requests Summary

3. Alternatively, you can use the scroll bar to view additional records currently not visible on the screen in a Multi-Record Block.

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Funds Inquiry

Inquiries

Current Summary Balance Inquiry: Funds


Responsibility: SDSU GL Inquiry Budget and Journal Inquiry / Funds

The Funds Available Inquiry window opens.

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Funds Inquiry

Inquiries

In the Period field, enter the last month and year for which you want to view your account summary, using the format MMM-YYYY. Choose the date range from the pull-down menu in the Amount Type field.

Place your cursor in the field directly under the word Account. The Find Accounts window will open. Enter your Org code into the Low and High fields, then click OK.

The Funds Available Inquiry window will display the summary information for all accounts within your Organization.

To export the inquiry results to Excel, choose Action / Export from the menu. NOTE: The Action / Export function currently does not work on a MAC.

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Funds Inquiry

Inquiries

Your browser will open, and a message box similar to the one below will appear. Click on Save File. The Save As window will open.

Choose the location to which you want to save the file, then type the desired file name in the File name field, followed by ".xls". Click the Save button.

Open the file you have just saved. It will look similar to the spreadsheet below.

Highlight

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Funds Inquiry

Inquiries

columns B-G as shown below, then choose Insert / Column from the menu or right click within the highlighted area and choose Insert.

Your spreadsheet will now look like this.

Now, highlight column A, then choose Data / Text to Columns from the menu.
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Funds Inquiry

Inquiries

The Convert Text to Columns Wizard will appear.

Step 1 of 3: Click Delimited, then click the Next button.

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Funds Inquiry

Inquiries

Step 2 of 3: Click in the box next to Tab to remove the checkmark. Click in the box to the left of Other, and type a "." in the box to the right, as shown below. Then click the Next button.

Step 3 of 3: Click to the left of General in the Column data format area, if necessary. Then click the Finish button.

Each account segment will be in a separate column. You can now format the spreadsheet to suit your needs.

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Funds Inquiry

Inquiries

Here's an example of a formatted spreadsheet.

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Invoices Inquiry

Inquiries

Payables Transaction Inquiry: Invoices


Responsibility: Payables Inquiry Invoices / Invoices

The Find Invoices window will open You can search by vendor/supplier name, invoice number, and/or PO number.

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Invoices Inquiry

Inquiries

Example One
This example uses the invoice number only to search for invoice details. Type the invoice number (from the SDSU Expense Distribution report) into the Invoice Number field, then click the Find button.

The Invoices window opens. Click the Overview button for more details.

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Invoices Inquiry

Inquiries

The Invoice Overview window opens, showing the details for this invoice.

Example 2
This example uses the PO number to search for invoice details. Type the PO number (from the SDSU Expense Distribution report) into the Invoice Number field, then click the Find button.

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Invoices Inquiry

Inquiries

The Invoices window opens. Click the Overview button for more details.

The Invoice Overview window opens, showing the details for this invoice.

The amount of this payment ($2909.25) equals the item amount plus the tax amount from the SDSU Expense Distribution report.

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Transactions Summary Inquiry

Inquiries

Receivables Transaction Inquiry: Transactions Summary


Responsibility: Receivables Inquiry Transactions / Transaction Summary

The Transactions Summary window will open

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Transactions Summary Inquiry

Inquiries

Click on the flashlight in the toolbar to open the Find Transactions window

Type the invoice number (from the SDSU Sales Journal by GL Account report) into the Transaction Numbers field, then click the Find button

The Transactions Summary window will reappear, along with the details of the transaction (invoice) number.

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Transactions Summary Inquiry

Inquiries

Click the Overview button to see the details for this transaction. The Transactions Overview window will open.

Place your cursor in the Description field, then click on the Editor icon to view the entire description

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Requisition Summary Inquiry

Inquiries

Purchase Requisition Inquiry: Requisition Summary


Responsibility: SDSU Purchasing Inquiry Requisition Summary

The Find Requisitions window will open You can search by vendor/supplier name, requisition number, requestor name and/or preparer name. Supplier: the person or company providing the goods or services. Requestor: the SDSU employee requesting the goods or services. Preparer: the SDSU employee inputting the requisition into Oracle. This option is not recommended because of the large volume of transactions input into Oracle Purchasing by preparers.

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Requisition Summary Inquiry

Inquiries

Example One - search by vendor name


This example uses the vendor name only to search for the requisition. Go to the blue alternative region (where Item is shown), click on the pull-down arrow, then click on Sourcing.

Now go to the Source field, click on the pull-down arrow and click on Supplier.

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Requisition Summary Inquiry

Inquiries

Place your cursor in the Supplier field, then click on the List of Values icon or press CtlL on your keyboard to bring up a list of Suppliers.

In Oracle, the "%" is a wildcard. You may search for a specific vendor by

1. typing the first part of the vendor name to the left of the "%" - then clicking the Find button. OR

2. typing the last past of the vendor name to the right of the "%" - then clicking the Find button.

OR

3. typing any part of the vendor name to the right of the "%", followed by another "%" then clicking the Find button. Select the supplier name from the list by double-clicking, or by highlighting the name and clicking the OK button.

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Requisition Summary Inquiry

Inquiries

The Find Requisitions window reappears, along with the supplier name you have chosen in the Source field. Click the Find button.

The Requisition Lines Summary window opens, displaying details about ALL requisitions using this vendor. The Number field contains the requisition numbers.

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Requisition Summary Inquiry

Inquiries

Scroll to the right to view the Order Number field. If a purchase order has been created, the PO number will appear in this field. If the PO has not yet been generated, the field will be blank.

To view the name of the buyer, scroll further to the right.

Click the Distributions button.

The Requisition Distributions Summary window opens. Scroll to the right to view the account number encumbered and charged for the requisition.
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Requisition Summary Inquiry

Inquiries

You can also view the account number by choosing Distributions in the Results area of the Find Requisitions window before clicking the Find button.

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Requisition Summary Inquiry

Inquiries

Example Two - search by requestor name


To search for requisitions by requestor name, place your cursor in the Requestor field and use the List of Values as described in Example 1 to choose the requestor. Click the Find button.

The Requisition Headers Summary window opens, showing ALL purchase requisitions for the requestor specified.

Place your cursor on the appropriate line, then click the Lines button to view all the lines for that particular purchase requisition.

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Requisition Summary Inquiry

Inquiries

The Requisition Lines Summary window opens.

To view the account number encumbered and charged for a line item, place your cursor on the appropriate line, then click the Distributions button. The Requisition Distributions Summary window opens.

If you wish to view the purchase requisition lines or distribution information (account numbers) for all requisitions submitted by this requestor, choose Lines or Distributions
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Requisition Summary Inquiry

Inquiries

instead of Headers in the Results area of the Find Requisitions window before clicking the Find button.

As shown in the example below, ALL lines for ALL requisitions submitted by this requestor will display in the Requisition Lines Summary window when Lines is chosen in the Results area.

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Purchase Order Summary Inquiry

Inquiries

Purchase Order Inquiry: Purchase Order Summary


Responsibility: SDSU Purchasing Inquiry Purchase Order Summary

The Find Purchase Orders window will open

The most common way to search for purchase order information is by vendor/supplier name, buyer name, purchase order number, date range, requestor name, and/or account number encumbered or charged. Supplier: the person or company providing the goods or services. Requestor: the SDSU employee requesting the goods or services. Buyer: the SDSU Procurement department employee handling the purchase. NOTE: This option is not recommended because of the large volume of transactions input into Oracle Purchasing by each buyer.
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Purchase Order Summary Inquiry

Inquiries

Example One - searching by PO number


This example uses the purchase order number to search for PO details. Enter the PO number into the Number field, then click the Find button.

The Purchase Order Headers window will open. Notice that Headers is chosen by default in the Results area of the Find Purchase Orders window, above. Click the Lines button to view the lines for this purchase order. The Purchase Order Lines window will open.

Click the Shipments button to view shipments for this purchase order. The Purchase Order Shipments window will open.

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Purchase Order Summary Inquiry

Inquiries

Click the Distributions button to view the account number encumbered and charged for this purchase order. The Purchase Order Distributions window will open.

To view the full contents of any field that is not large enough to display all the data, place your cursor in that field, then click the Editor icon.

The Editor window will open. Shown below is the full text in the Description field of the Purchase Order Distributions window above.

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Purchase Order Summary Inquiry

Inquiries

To view the Purchase Order Lines window, Purchase Order Shipments window, or Purchase Order Distributions window directly, choose the corresponding window from the Results area of the Find Purchase Orders window, then click the Find button.

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Purchase Order Summary Inquiry

Inquiries

Example Two - searching by supplier name


This example uses the supplier name to search for details on all purchase orders placed with that supplier (vendor). Place your cursor in the Supplier field, then click on the List of Values icon or press CtlL on your keyboard to bring up a list of Suppliers.

In Oracle, the "%" is a wildcard. You may search for a specific vendor by

1. typing the first part of the vendor name to the left of the "%" - then clicking the Find button,

OR

2. typing the last past of the vendor name to the right of the "%" - then clicking the Find button,

OR

3. typing any part of the vendor name to the right of the "%", followed by another "%" - then clicking the Find button.

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Purchase Order Summary Inquiry

Inquiries

Select the supplier name from the list by double-clicking, or by highlighting the name and clicking the OK button. The Purchase Order Headers window will open, showing all POs submitted to this supplier. In our example, there has been just one.

Scroll to the right to view the Buyer field You can search for purchase order information in a variety of ways from within the Find Purchase Orders window: PO Number (see Example One above) Supplier (see Example Two above) Type Ship-To Buyer (NOT recommended - unless you also specify additional criteria)

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Purchase Order Summary Inquiry

Inquiries

You may also use numerous fields within the blue Alternate Region, as follows: Item Category Status Order Approval Control Date Ranges Order Approved Closed Deliver To Requestor Location Accounting Period GL Date Charge Account Active Encumbrance

You may specify search criteria for just one field, or for multiple fields. The more fields you complete, the more specific your criteria will be - and the more likely you will be to locate the exact purchase orders you are searching for.

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Supplier Inquiry

Inquiries

Supplier (Vendor) Inquiry: Supplier Inquiry


Responsibility: SDSU Purchasing Inquiry Supplier Inquiry

The Find Suppliers window will open

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Supplier Inquiry

Inquiries

The most common way to search for a supplier (or vendor) in Oracle is by Supplier Name. Place your cursor in the Supplier Name field, then click on the List of Values icon or press Ctl-L on your keyboard to bring up a list of Suppliers.

In Oracle, the "%" is a wildcard. You may search for a specific vendor by 1. typing the first part of the vendor name to the left of the "%" - then clicking the Find button. OR

2. typing the last past of the vendor name to the right of the "%" - then clicking the Find button. OR

3. typing any part of the vendor name to the right of the "%", followed by another "%" - then clicking the Find button.

Select the supplier name from the list by double-clicking, or by highlighting the name and clicking the OK button.

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Supplier Inquiry

Inquiries

The Find Supplier window reappears, along with the supplier name you have chosen in the Supplier Name field. Click the Find button.

The Suppliers Summary window opens. Click the Open button to display details about this supplier.

The Suppliers window opens, displaying details about this supplier.

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Supplier Inquiry

Inquiries

To view the SDSU account number with this supplier: Go to the blue alternative region (where Classification is shown), click on the pulldown arrow, then click on General.

The information in the bottom portion of the Suppliers window will change. The SDSU account number will appear in the Customer Number field. In this example, there is no customer number.

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Supplier Inquiry

Inquiries

To view supplier contact information: Go to the blue alternative region (where Classification is shown), click on the pulldown arrow, then click on Sites.

The information in the bottom portion of the Suppliers window will change to display all site locations for this supplier. Place your cursor on the line for which you'd like to view additional information, then click the Open button.

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Supplier Inquiry

Inquiries

The Supplier Sites window will open.

This window displays the address and phone numbers for the site chosen above. Go to the blue alternative region (where Site Uses and Telephone is shown), click on the pull-down arrow, then click on Contacts.

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Supplier Inquiry

Inquiries

The information in the bottom portion of the Suppliers Sites window will change to display the names, phone numbers, and e-mail addresses for the supplier contacts at the site you chose earlier. (In this example, there are no contacts listed.)

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Supplier Inquiry

Inquiries

Another common way to search for a supplier (or vendor) in Oracle is by Supplier Type. Use this inquiry if you need to view the suppliers that SDSU uses to provide a specific type of supply or service.

Place your cursor in the Supplier Type field, then click on the List of Values icon or press Ctl-L on your keyboard to bring up a list of Supplier Types.

Select the supplier type from the list by double-clicking, or by highlighting it and clicking the OK button.

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Supplier Inquiry

Inquiries

The Find Supplier window reappears, along with the supplier type you have chosen in the Supplier Type field. Click the Find button.

A list of suppliers will appear in the Suppliers Summary window. Choose a supplier by placing your cursor on the line in which the supplier name appears, then click the Open button.

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Supplier Inquiry

Inquiries

The Suppliers window will open, displaying information for the supplier you chose above.

Follow the steps described on pages 6-47 through 6-50 of this document to obtain further information about this supplier if necessary.

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CHAPTER SEVEN

CUSTOMIZING THE PRESENTATION OF DATA:


Using Folders
Overview

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Folders

Overview
You can customize the presentation of data or fields by creating "folders". One advantage of a folder is that you can customize it to display only the records you want to see. You can easily define and alter the query criteria for any folder and save that criteria in a folder definition. You can also control the sorting order of the records you display in a multiple-record folder. A folder is a special block in which the field and record layout can be customized. A folder is distinguished from a regular block by the following: An Open Folder button appears in the upper-left corner of a folder block. An enabled Folder Tools button appears on the toolbar when your cursor is in a folder block.

Folder Overview
Although you have access to all the records of a specific entity in a folder, you can create a customized folder to retrieve only a subset of records and display those records in a specific layout. You can save your customizations to a folder definition, which defines the layout of your fields and the query criteria used to retrieve your subset of records.

Section Objectives
At the end of this section, you should be able to: Customize the layout of data in a folder form. Use the folder tool palette. Manage folder definitions. Query records in a folder. Export a folder definition into Excel.

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Folders

Creating Folders

Creating folders will Enable you to customize the presentation of data. Display only those fields that are of interest to you. Instantly modify the width, sequence, and prompts of the fields you want to display. Display a subset of records based on your specific criteria. Display a subset of records in a specific order. Save your folder customizations for later use. Automatically query for a subset of records each time you open a specific folder. Keep your folder customizations private or make them public for others to access. Make your customizations the default layout for a folder.

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Folders

Folder Tool Locations - SDSU


Bold type indicates commonly-used inquiries (B) = button
Application Assets Assets Assets Window Title Assets Transaction Detail View Source Lines Data Elements asset #, tag #, description, asset key, serial #, make, model, location cost, depreciation method, date placed in service invoice, po number, project, supplier, etc. period, currency, year-to-date batch status, batch name, journal name, debits, credits batch, journal entry, source, debits, credits period, account, Currency, PTD Navigation Path Assets, Financial Information, (B) Find Assets, Financial Information, (B) Find, (B) Books, (B) Transactions, (B) Details Assets, Financial Information, (B) Find, (B) Source Lines General Ledger, Account, (B) Detail Balances General Ledger, Journals, (B) Find General Ledger, Account, (B) Journal Details General Ledger, Account, (B) Show Balances, (B) Summary Balances Payables, Invoices, Invoices, (B) Find, (B) Distributions Payables, Invoices, Invoices, (B) Find Existing Folders? No No No Yes Yes Yes No Yes Yes No Yes

General Ledger Detail Balances General Ledger Journal Entry Inquiry General Ledger Journals General Ledger Summary Balances Payables Payables Payables Purchasing Distributions

Purchasing Purchasing Purchasing Purchasing

amount, account, gl date, description, match quantity, project, etc. Invoices supplier, invoice, invoice amount, date goods received, pmt amt, etc. Payments bank, batch name, currency, payment method, Payables, Payments, Payments status, etc. Purchase Order PO #, description, charge account, amount, Purchasing, Purchase Order Summary, (B) Distributions approved status Find, (B) Lines, (B) Shipments, (B) Distributions Purchase Order PO #, description, status, supplier, amount, Purchasing, Purchase Order Summary, (B) Headers buyer Find Purchase Order Lines PO #, category, description, quantity, Purchasing, Purchase Order Summary, (B) amount, buyer, etc. Find, (B) Lines Purchase Order PO #, ship to, quantity due, quantity received, Purchasing, Purchase Order Summary, (B) Find, Shipments buyer, status, etc. (B) Lines, (B) Shipments Receipt Headers receipt #, supplier, ship date Purchasing, Receiving Transaction Summary, Summary (B) Find

Yes Yes Yes No

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Folders

Application Purchasing

Window Title Requisition Distributions Summary Requisition Headers Summary Requisition Lines summary Account Details Transactions Summary Transaction Batches Summary Installments

Data Elements req #, line, description, amount, charge account, status req #, description, status, total preparer, type req #, category, description, amount, requestor, supplier, buyer balance due, status, dispute amount source, number, bill to customer, class reference, ship to customer,etc. source, name date, currency, status, gl date, comments number, seq. Class, days late, due date, etc.

Navigation Path Purchasing, Requisition Summary, (B) Find, (B) Lines, (B) Distributions Purchasing, Requisition Summary, (B) Find Purchasing, Requisition Summary, (B) Find, (B) Lines Receivables, Collections, Account Details, (B) Find Receivables, Transactions, Transaction Summary Receivables, Transactions, Batches Summary Receivables, Transactions, Transaction Summary, (B) Installments

Existing Folders? Yes

Purchasing Purchasing Receivables Receivables Receivables Receivables

Yes Yes No No No No

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Folders

The Folder Tools


When you navigate to a folder block, the Folder Tools button becomes enabled on the toolbar. Choose this button to display the folder tools on your screen.

Using Folder Tools


Button Open Folder Save Folder Create New Folder Delete Folder Widen Field Shrink Field Show Field Hide Field Move Left Action Opens another folder definition. Saves the current folder definition. Creates a new folder definition. Deletes an existing folder definition. Increases the width of a field. Decreases the width of a field. Shows a currently undisplayed field. Hides a currently displayed field. Swaps the current field with the field to its left in a multiple-record block. In a single-record block, moves the current field one character width to the left. Swaps the current field with the field to its right in a multiple-record block. In a single-record block, moves the current field one character width to the right. Moves the current field up by one character height for a single-record display. Moves the current field down by one character height for a singlerecord display.

Move Right

Move Up Move Down

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The Folder Menu


You can customize the presentation of data in a folder using the Folder menu. Many of these items are also available from the Folder Tools icon on the toolbar.

Menu Item New Open Save Save As Delete Show Field Hide Field Move Right Move Left Move Up Move Down Widen Field Shrink Field Change Prompt Autosize All

Action Creates a new folder definition Opens a saved folder definition. Saves changes to the current folder definition. Saves current folder definition to a new name. Deletes an existing folder definition. Displays a field that is currently hidden. Hides the current field. Moves the current field to the right. Moves the current field to the left. Moves the current field up (not available in all folders). Moves the current field down (not available in all folders). Increases the width of the current field. Decreases the width of the current field. Changes the prompt for the current field. Adjusts all field widths proportionally to fill the window. This cannot be undone without resizing each window. Toggles the display of the Order By Buttons so you can specify the sort order for the first three field columns. Displays the query criteria for the current folder definition. Erases the current query criteria. Displays the folder tool palette.

Sort Data

View Query Reset Query Folder Tools

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Folders

Folder Definitions
Once you customize a folder's layout and query criteria, you should save your customizations to a folder definition. You can create and save new folder definitions or open and delete existing folder definitions. When you open a new folder definition, the layout for the new folder definition replaces the layout for the current folder definition.

Opening Existing Folders


To open a existing folder definition: 1. Choose Folder Open to load a predefined folder definition. (Or select the Open Folder button located in the upper-left corner of the folder block.) 2. Select a private or public folder definition from the list window that is displayed, and choose OK to replace the current folder definition with the new folder definition. IMPORTANT: If you see this Decision box, JUST SAY NO! If you choose yes, you may retrieve ALL records in the database, instead of just those specified in your query. To save changes to a folder definition: 1. Choose Folder Save to save any layout or query changes made to the current folder definition or choose Folder Save As to save the current folder definition under a new name. 2. Choose OK. Note: If you save a folder definition to open as default and then open another folder definition and save that second definition also as open as default, the second definition is reset as the new default.

If you modify a public folder definition in any way, saving it makes it a private folder definition. However, if you open and save a public folder definition to open as default with no other changes, you merely save a reference of that folder definition as a private default.

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Folders

Creating New Folders


To create a new folder definition: 1. Perform a query so there is data in the window in which youd like to create a folder. 2. Customize the window according to your preferences. 3. Choose Folder Save As.

4. Enter a new and unique folder name in the Folder field.

5. Select the Autoquery frequency. To use the folder as a template for viewing the results of future queries, choose Never. 6. Select Open as Default if you want this specific folder definition to open as your default each time you navigate to this folder for the first time after invoking the form. 7. Select Public if you want other Oracle Applications users to have access to this folder definition. They can use it as their default folder, but only you can modify it. 8. Make sure the Include Query box is unchecked. 9. Click OK when you are finished.

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To create a new folder as a query: 1. Run the query you want, either by using Query Find or Query-by-Example. At least one record must be retrieved for the folder to memorize the query. 2. Customize the window according to your preferences. 3. Choose Folder Save As.

4. Enter a new and unique folder name in the Folder field. 5. Choose Always for the Autoquery frequency. The query will run every time you open the folder.

6. Select the Include Query box. 7. We recommend that you leave the Open as Default and Public boxes unchecked. 8. Click OK when you are finished. Note: When you save a folder definition, the query criteria gets locked in to the folder definition. When you perform another query on that same folder definition, you actually query on the subset of records that could possibly be shown in that block. If you want to perform a new Query-by-Example on the complete set of records, first reset the query for the folder definition before performing another query.

Changing the Query Criteria for a Folder Definition


1. Choose Folder Reset Query, to clear the WHERE clause from the current folder definition. The folder retains the current name and field layout. Perform another query and choose Folder your current folder definition. Save to save the new query to

2.

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Folders

Deleting a Folder Definition


To delete an existing folder definition: 1. Choose Folder Delete.

2. Select a folder definition from the list that is displayed and choose OK to delete the definition. You can only delete folders you have created. If there are any pending changes to the information in the folder, you will be prompted to commit the changes or cancel.

If other users are referencing that folder definition as their open as default folder, that reference is deleted as well.

Note: All default folder definitions have been saved under the name default.

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Querying Records in a Folder


One advantage of a folder is that you can customize it to display only the records you want to see. You can easily define and alter the query criteria for any folder and save that criteria in a folder definition. You can also control the sorting order of the records you display in a multiple-record folder.

To define query criteria for a folder: 6. Run the query you want, either by using Query Find or Query-by-Example. At least one record must be retrieved for the folder to memorize the query. 7. Choose Folder definition. Save As if you want to save this query criteria in a folder

8. Enter a name for the folder definition. 9. Choose Always for the Autoquery frequency to perform this query every time you open the folder definition. 10. Choose OK when you are finished. Note: When you save a folder definition, the query criteria gets locked in to the folder definition. When you perform another query on that same folder definition, you actually query on the subset of records that could possibly be shown in that block. If you want to perform a new Query-by-Example on the complete set of records, first reset the query for the folder definition before performing another query.

Changing the Query Criteria for a Folder Definition


3. Choose Folder Reset Query, to clear the WHERE clause from the current folder definition. The folder retains the current name and field layout. Perform another query and choose Folder your current folder definition. Save to save the new query to

4.

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Folders

Sort Data
1. To alter the sorting order of data in a multiple-record folder definition, choose Folder Sort Data. The Sort Data window will open, as shown below.

2. Select an Order By button to switch it to any one of three settings: Ascending Descending Unsorted 3. Uncheck the Run Query box to ensure the data appearing in your folder does not change. 4. Choose Folder Save or Folder Save As to save this query criteria to a folder definition. Enter a unique name to identify the folder. Select Always for the Autoquery frequency if you want this query to automatically perform whenever you open this folder definition. You can also choose Folder View Query at any time to display the WHERE clause for a query in the Folder Contents window.

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Exporting Folders to Excel


Choose Action Export to save your folder as an Excel spreadsheet.

This will automatically launch your web browser, and a message box will appear. Choose "Save file".

The file must be saved with an ".xls" extension to specify that it is an Excel file..

The file can then be manipulated further within Excel, using commands such as "column hide", "data sort" and "auto filter". The file can also be easily printed from Excel. See the Excel Helpful Hints document for further information.
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APPENDIX
Excel Helpful Hints

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Appendix

Excel Helpful Hints


Microsoft Excel provides a number of useful tools to help sort and display information from Oracle reports downloaded from the web. The following instructions explain how to use some of these Excel features.

Freeze Panes
The Freeze Panes command keeps the column and row headings visible when you scroll within an Excel spreadsheet. 1. Select the cell immediately below the column headings and to the right of the row headings, if any. 2. From the menu bar, choose Window, then Freeze Panes. Lines will appear where the cells are frozen. 3. To undo this feature, choose Window from the menu bar, then Unfreeze Panes.

Sorting
Use the sort function to rearrange the order in which the information is displayed. Before sorting data, the first row in the spreadsheet should be the column headings. An Oracle report will have additional rows above the column headings. Before sorting or filtering the data, these rows must be removed in one of several ways: 1. Delete the rows a) Highlight the rows you wish to delete by selecting the gray cells containing the row numbers at the far left of the spreadsheet. b) Use the Edit, Delete command from the menu bar, or right-click with your mouse and select "Delete". OR 2. Copy the entire spreadsheet, except the rows above the column headings, to a new file or to a new tab.

Simple Sort
A simple sort arranges the data by one column from the lowest to highest value (ascending order), or from the highest to lowest value (descending order). 1. Select a cell in the column you wish to sort by. 2. Choose the appropriate icon from the standard toolbar. 3. To sort the list from lowest to highest value, click the Sort Ascending button. 4. To sort the list from highest to lowest value, click the Sort Descending button.

Multiple Sort
A more complex sort can be used to arrange the data by multiple columns. 1. Choose Data from the menu bar, then Sort. 2. Click on the drop down list arrow to reveal the column names and select by clicking that name. 3. Click on the appropriate radio button for Ascending or Descending sort order. 4. Repeat this procedure for other column(s) to be sorted. Click the OK button to execute the sort. If more than three columns need to be sorted, repeat this procedure.
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Appendix

Subtotals
1. Add subtotals and grand totals to the report by choosing Data, then Subtotals from the menu bar. The subtotal window opens. 2. Use the At each change in: field to choose the column on which to subtotal. Each time the value in this column changes, Excel will automatically subtotal the data since the previous subtotal. 3. The default and most common function used in subtotals is sum. However, other functions are available and can be selected by clicking the drop down list arrow in the Use function: field. 4. Click in the box to the left of the column heading to select the columns to include in the subtotal. Use the up and down arrows to the right of this field to reveal additional column headings. Multiple boxes can be selected. 1. The last three items in the Subtotal window control the display of the subtotals. a) Replace current subtotals, replaces any existing subtotals when the subtotal command is invoked again. b) Summary below data, inserts subtotal rows below the group of rows included in the subtotal and places the subtotal in these inserted rows. "Page break between groups inserts a page break after each subtotal; this is helpful for especially large reports.

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Appendix

Filters
Filters are used to display only a portion of the data, according to certain criteria that you select. Filters do not change the order of the data in the worksheet; each row retains its original row number. Filters are active when drop-down arrows appear in the right corner of cells in the header row. SDSU custom reports saved from your browser as Excel files will already have the filter option activated. If not already active, set up filters by selecting Data, then Filter from the menu bar; choose AutoFilter. Excel places filters into cells in the first row that contains data. If the first row is not a heading, following these steps to define header row: 1. Highlight the rows you wish to delete by selecting the gray cells containing the row numbers at the far left of the spreadsheet. 2. Use the Edit, Delete command from the menu bar, or right-click with your mouse and select "Delete". To remove filters from the worksheet, select Data from the menu bar, then Filter, and choose AutoFilter. Follow these steps to apply filters to your data. 1. Click on the arrow within the column containing the data on which to filter. A drop down list will display; select one of the filters by clicking on it. Different filters are available: a) (All) This is actually not a filter at all. It resets the display so all data is visible. b) (Top 10. . .) Clicking on this filter opens the Top 10 AutoFilter window. Through use of drop down arrows, this filter will display rows with the top (highest values) or bottom (lowest values) in this column. The number of values can be increased or decreased by typing another number in the middle field of this window, or by using the incrementing arrows to the right of this field. The left portion of the Top 10 AutoFilter window is used to choose to display the number of rows (items) or percent of rows (percent) specified in the middle section.

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Appendix

c) (Custom) This filter allows a greater degree of flexibility in determining the data that will be displayed. A number of functions can be used to construct customized filters. Choose a value from the field to the right. For example, a custom filter could show rows where: NACCT is greater than 60355. Another custom filter can be applied using the second set of fields, and combined with the first set using and or or. After constructing the custom filter, click OK.

d) Unique Values The balance of the filters list consists of a list of unique values contained in the cells within the selected column. For instance, a custom filter can be constructed to show rows where: FIELD does not equal VALUE.

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