Guidance on requesting Oracle access

The information below will help you identify the Oracle access to request to support you in delivering your work. Access requests are submitted using the online service request form. The guidance below is designed to help you decide what to request via the form.

REQUEST ACCESS ORACLE FINANCIALS FORMS

BUY GOODS OR SERVICES

SELECT

MANAGE PURCHASE ORDERS

SELECT

RECEIPT ITEMS FOR OTHER USERS

SELECT

MANAGE SUPPLIER INVOICES

SELECT

INTERNAL TRADE

SELECT

MANAGE RESEARCH OR DEPARTMENTAL PROJECTS

SELECT

MAKE SALES

SELECT

GENERAL LEDGER JOURNALS

SELECT

REPORTING

SELECT

Expand All

BUY GOODS OR SERVICES

With Shopper access you can:

Search for catalogue items
Add catalogue items to a cart

Add non-catalogue items to a cart
Request a new supplier

Create and submit a requisition for approval
Receipt their own items

With Reviewer access you can:

Review other users' carts
Approve spend from the budget

Manage vacation rules
All other Shopper - £0.01 tasks

With Requisitioner access you can:

Edit finance coding
Manage VAT considerations

Enquire on requisitions within the same hierarchy
Run reports

All other Reviewer - £0.02 tasks
All other Shopper - £0.01 tasks

With Approval access you can:

Approve/reject requisitions up to user's approval limit
Manage vacation rules

With UO Purchase Order Enquiry you can:

Enquire on requisitions (only those raised by you or those below you in the PO hierarchy)

Enquire on any PO

View and print POs

Only available to users with level 3 (Requisitioner) access or above.

With Buyer Work Centre you can:

Close POs for receipting or invoicing
Manually generate POs

Manage open POs

All other Buyer Work List tasks

RECEIPT ITEMS FOR OTHER USERS

UO IPROCUREMENT GOODS IN

With UO iProcurement Goods In you can:

Confirm receipt of goods/services by receiving on Oracle

Managing receipting for any PO in a Department

MANAGE SUPPLIER INVOICES

With UO Payables Enquiry you can:

Enquire on supplier invoices and invoice batches
Run reports

Enquire on payments and payment batches

Enquire on non-employee suppliers

With XX Payables No Release Holds you can:

Enter invoices: single and multiple line, matched to a PO
Enter credit notes related to a previously entered invoice
Match invoices
All other UO Payables Enquiry tasks

Manage enquiries
Manage non-standard invoices
Enter a non-PO invoice

Cancel an invoice
Manage tax variations
Un-match and re-match invoice lines

This responsibility should only be allocated to an Accounts Payable specialist in the Department.

With XX Payables you can:

Manage and release invoice holds

All other XX Payables No Release Holds tasks

INTERNAL TRADE

UO INTERNAL TRADE

Used in selling departments to create internal trade sales invoices, match invoices to the PO created by the buying department, and create the revenue line to the selling department.

With UO Internal Trade User you can:

Raise a sales invoice for an internal PO

Add a revenue line

Set preferences

MANAGE RESEARCH OR DEPARTMENTAL PROJECTS

For projects on which you are named as "Project Manager" only.

With UO Projects Manager you can:

Enquire on project balances and details
Run reports

Enquire on actual expenditure and drill down to invoice details

Enquire on the set up of a project

For all projects in a department.

With UO Projects Departmental Enquiry you can:

Enquire on project balances and details
Run reports

Enquire on actual expenditure and drill down to invoice details

Enquire on the set up of a project

With UO Projects Departmental User you can:

Transfer project expenditure items
All other UO Projects Departmental Enquiry tasks

Journal project expenditure items

Reverse journals

MAKE SALES

With UO Receivables Enquiry you can:

Enquire on customer invoices, credit notes and receipts

View customer and collections information

Run reports

With XX Receivables you can:

Raise trading and non-trading customer invoices
Find existing invoices and email these to customers

Print invoices and credit notes
Amend invoices

Raise credit notes
All other UO Receivables Enquiry tasks

Limited to Ashmolean (ED) and Bodleian (FS) only.

With ED/FS Cash Receipting you can:

Manage sales including entering cash receipts
Bodleian and Ashmolean only

Raising and enquiring on invoices, credit notes and receipts

View customer collections information

GENERAL LEDGER JOURNALS

Excludes salary data.

With XX General Ledger Enquiry you can:

Make account enquiries
Run reports

Review information on cost centres

Enquire on departmental journals

Excludes salary data.

With XX General Ledger you can:

Enter adjustment journals
Enter reversing journals

Manage journal approvals
Search for a journal approver

Manually post a journal
All other XX General Ledger Enquiry tasks

Includes salary data.

With XX General Ledger Sal you can:

Enter adjustment journals
Enter reversing journals

Manage journal approvals
Search for a journal approver

Manually post a journal
All other XX General Ledger Enquiry tasks

Only for items relating to Trust Funds, referenced by "B" Source of Funds codes.

With UO Trust Fund General Ledger Enquiry you can:

Make accounts enquiries
Run reports

View income and expenditure items

Enquire on journals

Limited to Kellogg College only. Includes salary data.

With UO GL Kellogg College you can:

Perform all XX General Ledger Sal tasks

REPORTING

With UO User Access Reports you can:

Run reports showing Oracle user access rights

Review the Oracle responsibilities for a department's users

With FSG Distribution Groups you can:

Run reports using FSG Distribution Groups

Review income and expenditure reports

This access enables you to run reports, it is granted to everyone requesting access to Oracle and does not need to be specifically requested on the online service request form.

XL Connect is designed to enable users to run Oracle Financials reports from within Excel, without having to log into Oracle Financials separately.

XL Connect uses the same security as Oracle Financials and will only allow you to run reports that are available to you through Oracle Financials reporting.

REQUEST ACCESS TO XL CONNECT

Consolidated Oracle financial data reports providing information over key activities and assurance over the operation of key financial controls enabling senior administrators to understand any weaknesses. Users require access to:

XL Connect
Dashboards SharePoint site
Relevant Oracle reports

See the Dashboards webpages for more details (link opens in new tab).

GL Connect allows users to report on the previous day's general ledger data from Oracle Financials within Excel without having to log into Oracle Financials separately.

There is not a specific online request form for GL Connect, to request access please complete the Oracle R12 User Access online form and select:

Request additional access, or amend existing access, for a user;
Select "Other (not listed)"
Select "Add Other Responsibilities"
In the "Responsibility Name(s)" box enter "GL Connect"

You will be required to complete classroom based training before being granted access to download the GL Connect add-in.

Guidance on requesting Oracle access

Help in determining which Oracle responsibility you, or your users require

Oracle user access online service request

What do you need to do?

BUY GOODS OR SERVICES

MANAGE PURCHASE ORDERS

RECEIPT ITEMS FOR OTHER USERS

MANAGE SUPPLIER INVOICES

INTERNAL TRADE

MANAGE RESEARCH OR DEPARTMENTAL PROJECTS

MAKE SALES

GENERAL LEDGER JOURNALS

REPORTING

The below sections show the tasks which can be completed in each role and the Oracle user access responsibility to be requested via the online service request form

BUY GOODS OR SERVICES

Oracle module: Purchasing/iProcurement

MANAGE PURCHASE ORDERS

Oracle module: Managing Purchase Orders

RECEIPT ITEMS FOR OTHER USERS

Oracle module: Purchasing/iProcurement

MANAGE SUPPLIER INVOICES

Oracle module: Payables

INTERNAL TRADE

Oracle module: Payables

MANAGE RESEARCH OR DEPARTMENTAL PROJECTS

Oracle module: Projects/Research

MAKE SALES

Oracle module: Receivables

GENERAL LEDGER JOURNALS

Oracle module: General Ledger

REPORTING

Oracle module: Reporting

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