Enquiries for Projects Managers

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Oracle Financials

Training Guide

Enquiries for Projects Managers

IT Services Training Team

The University of Manchester

email:[email protected]

www.itservices.manchester.ac.uk/trainingcourses/coursesforstaff

Version:4.1
mailto:[email protected]:[email protected]:[email protected]://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffhttp://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffhttp://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffmailto:[email protected]


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Table of Contents

1 Introduction .............................................................................................................. 42 Project Status Inquiry Screen ................................................................................... 53 Updating the PSI Screen ........................................................................................... 6

1.1

Updating a Single Project ......................................................................................... 6

3.1 Alternative: Updating More Than One Project at a Time ..................................................... 104 Data Displayed on the Main PSI Screen .................................................................. 134.1 Drilling Down for More Data ............................................................................................. 144.2 Viewing Project Information ............................................................................................. 154.3 Viewing Commitments ..................................................................................................... 184.4 Viewing Commitment Details ............................................................................................ 194.5 Viewing a List of Invoices................................................................................................. 204.6 Viewing a Particular Invoice ............................................................................................. 214.7

Accessing Task Status ..................................................................................................... 23

4.8 Drilling Down from the Task Status Window ...................................................................... 255 Expenditure Inquiry Screens .................................................................................. 265.1 Searching by Project Number/Name or Task Number/Name ............................................... 265.2

Searching by Item Dates .................................................................................................. 27

5.3 Searching by Expenditure Batch (Project Journals) ............................................................ 275.4 Searching by Inventory Item ............................................................................................ 285.5

Searching by Transaction Source ...................................................................................... 28

5.6 Searching by Expenditure Type ........................................................................................ 295.7 Drilling Down from the Expenditure Inquiry Screens .......................................................... 306 My Projects ............................................................................................................. 326.1 Searching with a Project Number ..................................................................................... 356.2 Searching with the Project Name ...................................................................................... 356.3 Searching by Key Member................................................................................................ 356.4 Searching by Faculty/School Code .................................................................................... 367 PA Reports .............................................................................................................. 37

7.1

Running a Discoverer Report ............................................................................................ 38

7.2 Printing Reports .............................................................................................................. 397.3 Exporting Discoverer Reports ........................................................................................... 408 Help and Support .................................................................................................... 419 Document Retention Policy .................................................................................... 4210 Appendix AShortcuts and Function Keys ............................................................ 4511 Appendix BToolbars ............................................................................................ 4812 Appendix CExporting Oracle Projects Data......................................................... 4913 Reference Glossary ................................................................................................. 5213.1 Accessing Documentation ................................................................................................ 5213.2 Accessing the Live System ............................................................................................... 52


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Training GuideEnquiries for Project Managers

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1 Introduction

This manual gives you an overview of Oracle Financials Projects module and introduce you to keyconcepts. You will learn how to work with a research project in Oracle Projects.

This manual covers basic Oracle Projects terminology and the Project Status Inquiry screen, which isused to view data about projects.

It is written for project managers and school accountants, and for anyone who needs to review newprojects in Oracle Projects.

DISCLAIMERS: This course covers the centralised processes involved inproject accounting in Oracle Projects. It does not cover how to manage aresearch project, how to cost or bid for grants, or how to use RMS. It does notcover local faculty or school procedures for managing projects, nor will it trainyou to be an accounting officer, if you have no previous experience.

The Oracle Financials system is still under development as this manual is beingwritten. Some details of the system may change in future; updated versions ofthe manual will be made available on the training web site as changes aremade.

Training on Oracle Projects consists of several courses:

For Research Project Managers

Introduction to Projects for Project Managers Project Journals Project Invoicing

For Research Project Administrators

Introduction to Projects for Project Administrators Project Journals


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IT Services Training

Enquiries for Project Managers

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2 Project Status Inquiry Screen

Once a project is underway, you can use the Project Status Inquiry (PSI) screen, to viewinformation about the project. The PSI screen provides a detailed snapshot about projects. An Oracle

process updates the data on the PSI screen.

Navigate To: Project Status Inquiry

Displaying a Single Project

1. Type the Project Numberin the Number field.

2. Click Find. The Project Status screen appears with data about your project.

Displaying Multiple Projects

If you dont know the project number, or would like to view several projects at once, try one of theseoptions:

Leave all fields blank on the Find Project Statusscreen and click Find. All projects you are

authorised to view will appear on the PSI screen. If you know the name of a Key Memberon the project, type the surname in the Namefield

and press Tabon your keyboard. Projects you are authorised to view with this Key Memberappear on the PSI screen. Click Find. The PSI screen will appear.


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3 Updating the PSI Screen

The Project Status Inquiry screen is kept up to date by an Oracle process. If youve changed the data,and the process has not run, the screen may be out of date. You may want to run the process

yourself to ensure that up to date data appears.

1.1 Updating a Single Project

Navigate To: Other > Requests > Run

1. The Submit a New Requestdialogue box appears.

2. Click OK. The Submit Requestwindow appears. You will tell Oracle which process to run.


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3. Type prcin the Namefield and press Tab. A list of processes appears.

TIP: Type prc: uand press Tab(there is a space between the colon and theu).

4. Once the list of processes is on the screen, find PRC: Update Project Summary Amounts fora Single Project.

5. Click OK. The Parametersscreen appears.


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6. Enter the Project Numberand click OK. The system completes the Submit Requestscreen foryou, as shown below.

7. Click the Submitbutton. The Requestsscreen appears. Our process appears first in the list.


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At first the process shows as Pending. You must click the Refresh Databutton to find out if theprocess is complete. An incomplete process may appear in the list as Running.

Once the process has run, the Phasechanges to Completed. If everything has updated, the Statuswill be Normal. Close the window.

Conclusion:You have updated the data on the PSI screen for a single project.


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3.1 Alternative: Updating More Than One Project at a Time

You can update several projects at once.

Navigate To: Other > Requests > Run

1. The Submit a New Requestdialogue box appears.

2. Click OK. The Submit Requestwindow appears. You will tell Oracle which process to run.


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3. Type prcin the Namefield and press Tab. A list of processes appears.

TIP: Type prc: uand press Tab(there is a space between the colon and theu).

4. Once the list of processes is on the screen, find PRC: Update Project Summary Amountsinstead of the single project option.

5. Click OK. The Parametersscreen appears.


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6. To update a specific range of projects, enter the first and last number in the From ProjectNumberand To Project Number. If you leave these fields blank, all projects will be updated.

7. Click OK. You return to the Submit Requestscreen, which Oracle has completed for you.

8. Click Submit. The process will run, as shown in the previous section.

Conclusion:You have updated the data on the PSI screen for several projects.


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4 Data Displayed on the Main PSI Screen

Navigate To: Project Status Inquiry

The table below shows the column heading abbreviations and the data that appears as you scrollacross the screen. All amounts shown in the PSI screen are in GBP.

Heading Abbreviation Heading

Ovr Bgt Over Budget

TotCst Bgt TotalCost Budget

ITDAct Cost Inception to DateActual Cost

Commit Amt Commitment Amount

TotRev Bgt TotalRevenue BudgetITDAct Rev Inception to DateActual Revenue


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4.1 Drilling Down for More Data

While on the main Project Status screen, you can drill down to view other information about theproject.

1. Events- Events are not available through this button. Instead, select the Task Statusbutton.

2. InvoicesAvailable with high-level access only e.g. Project Manager (see page20).

3. Commitments Use this to see commitments against the project (see page 18). To limitcommitments to ones associated with a particular task, click Task Status.

4. Project- For an overview, including classifications, customers and key members (see page15).

5. Resource Status- Not used at University of Manchester.

6. Task Status - For information about events (if appropriate), task level commitments, actuals,and the tasks themselves (see page20).

1 2

3 4 5 6


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4.2 Viewing Project Information

To view information about a particular project from the Main PSI screen:

1. Select (highlight) the project you wish to view.

2. Click the Projectbutton. The Project Informationwindow appears.

From this screen you can view the Project Header information, Classifications, Customers, KeyMembersand Credit Split Formdetails.


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3. Click the Customerstab to see customer details.

4. Click the Key Memberstab to see the list of Key Members.


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5. Click on the Headerof the Project Informationscreen (any of the top fields).

6. Click on the Zoomicon on the toolbar.

7. A window appears showing youAdditional Informationabout the project.You wont be able toview the actual project but you can see the additional dates from here.


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4.3 Viewing Commitments

1. From the Project Statuswindow, select the project you wish to view.

2. Click the Commitmentsbutton.

3. The Find Commitmentswindow opens.

You can use this screen to limit the commitments shown. If you want to see all commitments for thisproject, just click Findwithout completing any fields.

Limit by Supplier Name- Use the wildcard %and a keyword (e.g. %lyreco% and press Tab) tofilter the list or just type %and click the []to get a full list of suppliers.

Limit by Expenditure Type - Use the wildcard %if you know the Expenditure Type code (e.g. 2%and press Tabto see staff costs).

Limit by Commitment Dates - Enter a start date and an end date for the commitments you wish toview.

Limit by Commitment Type - Click the [] to get a list of Commitment Types (e.g. SupplierInvoices, Purchase Orders). Select the type desired, and click OK.


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4.4 Viewing Commitment Details

Once the commitment details are on screen, you can sort them by Supplier Name, CommitmentDate, or Commitment Type. Just click and drag the column heading to reorder the commitments asdesired.

NOTE: The Commitment Type shows whether this commitment is from a

purchase order or a requisition. The Commitment Number is the requisitionnumber or the purchase order number.

Fields shown on this screen include:

Column Notes

UOM Unit of Measure

Expenditure Organization University of Manchester

Approved Ticked yes or no


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4.5 Viewing a List of Invoices

You can view a list of all invoices associated with a project. From that list, you can view specific detailsof the invoice.

1. From the main PSI screen select (highlight) the project you wish to view.

2. Click the Invoicesbutton. The Invoice Summarywindow appears.


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4.6 Viewing a Particular Invoice

1. In the Invoice Summarywindow, click the invoice youd like to view. Click the Openbutton toview the invoice details.

2. Click the Linesbutton, and the Invoice Linesscreen opens.


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3. For Work/Work (actual cost) projects, clicking Details will give further information about theexpenditure items that make up the invoice.


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4.7 Accessing Task Status

This window shows the same information as the main PSI window, but broken down by task.

1. From the Project Statuswindow, select the project you wish to view.

2. Click the Task Statusbutton. The Task Statuswindow opens.

3. The window opens with only the Top Taskvisible.


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4. If there are events associated with this top task, the Eventsbutton is active.

5. Click the Events button to see the associated events.

6. Close the Event Detailswindow to return to the Task Statuswindow.

7. Double click the +sign in front of the Top Taskletter to reveal the sub tasks.


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4.8 Drilling Down from the Task Status Window

You can view further information about a task or subtask from the Task Status window. Beforedrilling down, click the task you want more information about.

1. Click Commitments, Actuals, or Task, as desired. These options are described below. (TheEventsbutton only displays information for the top task).

2. Click Tasksto view Task Information(shown below).

3. For Subtasksyou can view:

Commitments(on the same screen as shown above).

Task(same screen as shown above, but for this subtask).

Actuals- This opens the Find Expenditure Itemsscreen (shown below)

4. Enter any criteria desired to limit the items returned and click Find. The Expenditure ItemDetailsscreen appears.

Conclusion: You have viewed detailed data about projects.


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5 Expenditure Inquiry Screens

Navigate To: Expenditures > Expenditure Inquiry > Project

The Expenditure Inquiry screens let you see all expenditure on a particular project. Or you couldselect the Expenditure Inquiry > All option if you dont know the project number. There arevarious fields to use when searching, some are explained below.

5.1 Searching by Project Number/Name or Task Number/Name

1. Enter any criteria into one of the top fields on the screen e.g. Project Number.

2. Click Find. The Project Expenditure Itemsscreen appears.


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5.2 Searching by Item Dates

1. Enter the Item Datesfor the dates you wish to review.


5.3 Searching by Expenditure Batch (Project Journals)

1. Enter the Expenditure Batchin the correct format: USERID_yyyy_mm_ddidentifier

E.G. MTFSSGP3_2008_03_05a. The ending letter (a, b, c, etc.) indicates the first, second, etc.batch of the day.



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5.4 Searching by Inventory Item

1. Enter the Stores Item Reference.


5.5 Searching by Transaction Source

1. Enter or select a Transaction Sourcefrom the list of values [].



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5.6 Searching by Expenditure Type

1. Enter or select the Expenditure Typefrom the list of values [].



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5.7 Drilling Down from the Expenditure Inquiry Screens

Once the Project Expenditure Itemsscreen appears (shown below) you can drill further down tosee more details about transactions.

1. Click Item Details. This window will pop-up.

2. Select one of the following, these are explained on the next pages:

Cost Distribution Lines

AP Invoice

PO Receipt

Purchase Order Details

PO Receipt if available, shows you the goods receipt for the purchase order e.g. quantitiesreceived and any corrections.

Purchase Order Detailsif available, shows you the purchase order details e.g. Buyer (person whocreated the order), line details, Charge Accounts (finance codes) and supplier details.


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Cost Distribution Lines shows you the Debit and Credit for this transaction and the PA(Project) & GL PeriodsandDatesit has been posted to.

AP Invoiceshows you details of the Supplier Invoice from the Accounts Payable module. View theDate the invoice was paid, or the Due Date, Payment Method, Invoice Amounts, VoucherNumber.


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6 My Projects

Navigate To: My Projects

Either select PA My Projectsfrom your list of responsibilities from the main E-Business Suite homepage as shown below.

Or, if youre already in one of the Oracle screens, youll need to Switch Responsibilities. Close offall windows so that you return to the Navigator. Click the Top Haticon on your toolbar.

A list of the responsibilities that you have been assigned appears and you can choose which one you

want to change to. Select PA My Projectsfrom the list then click OK.


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My Projects is a relatively new reporting tool that is designed to bring back a list of the projects thatan academic or key member is working on and then be able to drill down to the lower level detail andtransactions.

1. Upon entering the My Projects area you will be presented with a list of the projects that you are

assigned to.

2. From this screen you can click on the hyperlinks (the project numbers) and this will take you to atask breakdown of the summary. It starts with the tasks rolled together so you will only see the

top task information. Click on the button to expand the task list.


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3. From here you can click on the task numbers to drill to the actual costs/revenue with these tasks.This is actually the information in the BH05/PA09 reports.

4. From the home page you can search for other projects using the project number project name,key member name or using the faculty or school alpha code. These are explained in the nextsections.

NOTE: The Budget status column is a simple calculation. If the budget amountis less than the actual costs to date amount then the status column will show ared cross, otherwise it will show a green tick.


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6.1 Searching with a Project Number

1. Click the torch icon to bring up the search screen, or enter the project number directly.

2. Click the Quick Select icon. This will bring back a list of projects matching your search criteriaand you can then use it in the same way as the My Projects list.

6.2 Searching with the Project Name

1. Click the torch icon and then change the drop down to Project Name.

2. Enter the name of the project (use the wildcard %to help with searching).

3. Use the Quick Selecticon to then select this project.

6.3 Searching by Key Member

1. Click the torch icon and enter the surnamein the Key Member search field.

2. Use the Quick Selectas above.


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6.4 Searching by Faculty/School Code

1. Click the torch icon and then change the drop down to Code.

2. Enter the code for the school or faculty and click GO. Use the Quick Selectas before.


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7 PA Reports

Navigate To: PA Reports > Discoverer Viewer

Reports in Oracle are linked to responsibilities. Here are some of the projects reports we look at onthe Project Managers course:

PA02 - Balances - Actuals & Budgets Report

This report shows you similar detail to the Project Status Inquiry (PSI) screen. This is the same reportas the BH2 report. It shows the Project balances as per the PSI screen which is refreshed overnight.

PA09 - Transactions All Report

This report shows you similar detail to the Expenditure Inquiry screen. This is the same report as the

BH5 report. It includes revenue and expenditure transactions.

PA44Payment Profiles for Event/Event Claims

This report can be run at either project, school or university level and details a list of all the projectevents. The final 2 columns Rev Distributed flagand Billed Flagstate whether the event has hadthe revenue distributed and whether it has been billed.

PA52Work Project Claim Date for Work/Work Claims

For work/work projects you can find out from this report when the next billing date is for projects at

either a school or faculty level. For any projects where the next billing date has passed, you thereforehave invoice claims outstanding.

PA11-3Projects and GL Balances

Compares Projects Ledger & General Ledger. Compares ACTUAL balance from PSI screen andCURRENT balance from GL.

PA47List of Projects and Tasks

This report provides details of tasks for selected projects.


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7.1 Running a Discoverer Report

Navigate To: PA Reports (UOM) >Discoverer Viewer

1. To open a report, youll need to use the expandor focusicons (as highlighted below).

2. From the expanded list of worksheets, choose the worksheet you wish to open the report on.

3. Enter the required Parametersand click Goto run the report.

4. The report will be shown.

Once a Discoverer report has been run, the output can be printed or exported.


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7.2 Printing Reports

1. From theActionslist at the top-left hand side of the screen, select the option Printable Page.

2. This link will display the Printable Page Options; Contentand Page Setup. By default theContentoption will be selected.

3. You can make choices as to what content you wish to have printed on the page such as titles.

4. Once you have made your choices you can click on Preview sample.

5. A sample PDF will be created which you can view first, and then click on the Printable PDFbutton to generate a complete PDF document.

6. Once you have viewed the PDF, close it and click on Printable PDF. The PDF will be created.Click on the link to view, save and print as appropriate.


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7.3 Exporting Discoverer Reports

1. From theActionslist at the top-left hand side of the screen, select the option Export.

2. The export link allows you to export to different formats. Use the drop down menu to choose theexport type.

3. Once you have chosen the file type click on Export.

4. The export will be ready to view. Click on the Click to view or savebutton.

5. A File Download dialogue box opens according to the file type you have chosen. You canchoose to Open it and then save to a specified area on your computer, or choose to Save it

straight away.


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8 Help and Support

The support model for the Oracle Financials system is as follows:

1. Check theOracle Financials web sitefor the answer.

Look at theTop 10 FAQ's,and theTraining Material and FAQ'sfor the area you are havingproblems with.

If you are not able to find the answer here, then go to step 2.

2. Contact yourFrequent User.

3. Raise a Support Call.

Once your frequent user has been contacted, and agrees that the problem cannot be solvedlocally, a support call should be logged. There is a new link on the Oracle Financials Help andSupport web page to log a support call:

http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.html

As part of the process to log the support call, you will have to verify that you have checked thewebsite and spoken to a frequent user. Once you have ticked these boxes, you will have tocategorise your call from a selection in a drop down box. This will ensure that the call is directedappropriately. Any call logged which is capable of being dealt with locally will revert to the user forsolution.

4. My password needs changing or I have forgotten my password

A newweb page has been placed on the Oracle Financials website to direct users to an emailaddress under the control of the IT service desk, who will continue to deal with passwordchanges.

5. Your Access

Your Oracle access may take several days to come through. If you havent received your access after several days, you must log a support call(see section 3 above).

New users you will receive an e-mail with your username, password & the link to the Livesystem. You will be prompted to change your password the first time you log in.

Existing usersyou will see your new responsibility e.g. PA Projects Admin added to your list.

NOTE: The information above can be found on the Universitys Finance

web pages. Go to:http://manchester.ac.uk/financeand thenselect Oracle Financials.
http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml


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9 Document Retention Policy

This document is intended to guide users as to what paper documents they need to store, where theyshould be stored, and for how long.

Procure to Pay

Type ofdocument

Where kept? How long? Any further comments

Requisitions Not required to bekept, unless fulldetails are NOTentered onto thesystem

6 years plus currentyear, or if a grant orcontract in accordancewith the terms andconditions of thatgrant or contract

Electronic requisitions are storedon the Oracle systemno paperrequired.

If a requisition starts life in paperformat, if all details, including whorequested the items, are enteredonto a requisition or an order in

Oracle, it does not need to bestored, as the electronic recordwill be complete.

If the original document is paperformat, and all the information isnot held on the system, the papercopies must be retained

Orders Not requiredifelectronicapproval. Ifmanually signed,copies need to beretained.


Orders which start life aselectronic requisitions will bestored electronically on the systemwith all supporting information, solocal storage is not required.

If the order was approved

manually by signature, the papercopy needs to be retained asevidence of approval.

Delivery notes Local storage inschools/departments

3 years

Purchaseinvoices

Local storage inschools/departments


This is a key document for audit/VATreasons that departments must beable to produce as and when required.

Purchasecredit notes

Local storage inschools/departments


This is a key document for audit/VATreasons that departments must beable to produce as and when required.


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Accounts Receivable

Type of document Where kept? How long? Any further comments

Sales orders Local storage inschools/departments

Retain untilthe debt hasbeen fully

paid, or thecontract isended.

Keep these if they are available, asthey are required to be produced iflegal action is needed to recover a

debt. Reference them locally by thesales invoice number generated bythe system.

Contracts withcustomers

Local storage inschools/departments(high valuecontracts originalpaperwork may bestored centrally)

Life of thecontract plusthe period ofobligations

Sales invoices Not required Please make sure all information onthe system is complete.

Sales credit note Signed copies need

to be retained indepartments

2 years

Remittance advicereceived with payment

Centrally stored,and also storedlocally bydepartments who dotheir own banking.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years

Bank Giro Credits Centrally stored,and also storedlocally bydepartments who dotheir own banking.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years

This is the paper document issuedby the bank when cash/cheques arepaid in.

Manual (paper)receipts

These are manualreceipts given tocustomers toacknowledge receiptof cash.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years ifneeded.

In most cases the receipt will begenerated electronically by thesystem, and no paper record isneeded. This only applies if apaper based receipting system is inoperation.

Source direct debitinstructions (forcollections)

These are usuallyonly kept centrally,for Accommodationoffice and SSC

6 years


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Projects


Project journals Not required Not requiredproviding allinformation is entered onto the

electronic record.Claims documentation 6 years plus

current year,or if EU grant,life of grantplus 3 years ifrequired

General Ledger


Journals Not required Please make sure all information on

the system is complete, and anysupporting information for the journalis attached to the electronic record asan attachment prior to the journalbeing posted.

Petty cash imprestforms

Kept in thecentre when thecash float isreimbursed.

6 years

Other

Type of document Where kept? How long? Any further commentsBank statements Centre 6 years


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10Appendix AShortcuts and Function Keys

Description Shortcut Key

Block Menu Ctrl + B

Clear Block F7

Clear Field F5

Clear Form F8

Clear Record F6

Commit Ctrl + S

Count Query F12

Delete Record Ctrl + Up

Display Error Shift + Ctrl + E

Down Down

Duplicate Field Shift + F5

Duplicate Record Shift + F6

Edit Ctrl + E

Enter Query F11

Execute Query Ctrl + F11

Exit F4

Help Ctrl + H

Insert Record Ctrl + Down

List of Values Ctrl + L

List Tab Pages F2

Next Block Shift + Page Down

Next Field Tab

Next Primary Key Shift + F7

Next Record Down

Next Set of Records Shift + F8Previous Block Shift + Page Up

Previous Field Shift + Tab

Previous Record Up

Print Ctrl + P

Return Return

Scroll Down Page Down

Scroll Up Page Up

Show Keys Ctrl + K

Up Up

Update Record Ctrl + U


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Menus: File Menu

Command Description

New Creates a new record in the active form

Open Opens the detail screen for the selection

Save Saves any pending changes in the active form

Save and ProceedSaves any pending changes in the active formand advances to the next record

Next StepUpdates the workflow in the navigator byadvancing to the next step in the process

Export Exports information in your form to a browser

Place on NavigatorCreates an icon in the Documents tab of theNavigator which can be used to recall the activeform

Log on as a Different User Allows you to log on to as a different user

Switch Responsibility Allows you to change the responsibility

Print Prints your current window

Close Form Closes all windows of the current form

Exit Oracle Applications Quits Oracle Applications

Edit Menu

Command Description

Undo TypingUndoes any typing done in a field before the field isexited

Cut Cut

Copy Copy

Paste Paste

Duplicate Record Above Copies all values from the prior record

Duplicate Field Above Copies all the values of the current fieldClear Record Erases the record from the current field

Clear Block Erases all records from the current block

Clear Form Erases any pending changes

Delete Deletes the current record from the database

Select All Selects all records

Deselect AllDeselects all selected records except for the currentrecord

Edit Field Displays the Editor window for the current field

Preferences Change Password Displays the Change Password dialogue box

Preferences Profiles Displays the Profiles window


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View Menu

Command Description

Show Navigator Displays the Navigator window

Zoom Invokes custom defined zooms

Find Displays the Find window

Find All Retrieves all recordsQuery by Example Enter Opens Enter Query mode to enter search criteria

Query by Example Run Runs the query

Query by Example Cancel Cancels the query

Query by Example Show Last Criteria Recovers the search criteria used in the previousquery

Query by Example Count Matching Records Counts the number of records that would beretrieved if you ran the current query

Record First Moves the cursor to the first record

Record Last Moves the cursor to the last record

Translations Displays the translations window

Attachments Displays the attachments window

Summary/Detail Switch between the summary and detail views ofa combination block

Tools MenuMay contain up to 15 product-specific entries

Window Menu

Command Description

CascadeDisplays any open windows in a cascadedfashion

Tile HorizontallyDisplays any open windows in a horizontally tiledfashion

Tile VerticallyDisplays any open windows in a verticallytiledfashion

1 (Title of Open Window)Displays a list of open windows titles in the orderin which they are stacked

Help Menu

Command Description

Window Help Displays help for the current window

Oracle Applications Library Displays a window that lists all available Help text

Keyboard HelpDisplays the current mapping of specific functionsand menu options

Record History Displays information about who created andupdated the current record


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11Appendix BToolbars

New

Find

Show Navigator

Save

Next Step

Switch Responsibility

Print

Close Form

Cut

Copy

Paste

Clear Record

Delete

Edit Field

Zoom

Translations

Attachments

Folder Options

Window Help

% Wildcard used in searching


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12Appendix CExporting Oracle Projects Data

Exporting Data

Many screens in Oracle Projects allow you to export data. To check whether data from a particularscreen can be exported, select File> Exporton the menu. If Export is greyed out, you cannot exportfrom this screen.

Selecting Exportbrings up the following dialogue box:

If you select Open, the file opens in Notepad. Sample data appears below. This is fine if you justwant a quick printout of the data.

To work with the data in Excel:

1. Select Edit > Select Allfrom the menu (shortcut: press CTRL+A).

2. Select Edit > Copy(shortcut: press CTRL+C).

3. Opena blank Excel worksheet.

4. Select Edit > Paste(shortcut: press CTRL+V) and paste the data into Excel.

NOTE:Remember that this is a snapshot of your data. It will not update if thedata in Oracle Projects changes.


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Shortcut: Change the File Association

The export file has a .tsv extension, which will probably be associated with Notepad on yourcomputer. If you have sufficient rights on your computer, you can change the file association so thatthe file will automatically open with Excel.

To do this:1. Select File > Exportwithin Oracle Projects. The File Downloaddialogue box appears.

2. Click Save. The Save Asbox appears.

3. Savethe file to My Documents. Note the filename (fnd_gfm.tsv).

4. OpenMy Documents. Right click the file and select Open With.


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5. Click Choose Program. The Open With dialogue box opens.

6. Select Microsoft Office Excel.

7. TickAlways use the selected program to open this type of file. Be sure to tick this option,or your computer will not remember that you want to use Excel with this type of file (see previouspage for a screen shot example of this).

8. Click OK.

Saving the Excel File

If you want to work with this file again, be sure to save it as an Excel file. To do this:

1. Select File > Save As. Give the file an appropriate name.

2. Change Save as type to Microsoft Excel 97Excel 2003 & 5.0/95 Workbook.

3. Click Save.


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13 Reference Glossary

13.1Accessing Documentation

All of our Training Guides and Supplementary Material can be downloaded from the IT ServicesTraining Team website at:

http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/

13.2Accessing the Live System

The live system can be accessed viathe following link and then select Login to Oracle Financials:

http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml
http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/