Guidance on requesting Oracle access
Help in determining which Oracle responsibility you, or your users require
Oracle user access online service request
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.
What do you need to do?
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
Oracle module: Purchasing/iProcurement
Shoppers and Reviewers will be assigned responsibility as UO iProcurement Shopper
Requisitioners and Approvals will be assigned responsibility as UO iProcurement Finance Preparer
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
Oracle module: Managing Purchase Orders
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
Oracle module: Purchasing/iProcurement
With UO iProcurement Goods In you can:
- Confirm receipt of goods/services by receiving on Oracle
- Managing receipting for any PO in a Department
Oracle module: Payables
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
Oracle module: Payables
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
Oracle module: Projects/Research
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
Oracle module: Receivables
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
Oracle module: General Ledger
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
Oracle module: 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.
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.
Still unsure?
If you're still unsure which responsibilities you or your users require, please contact the Financial Systems Service Desk or call us on 01865 (6) 84800.

Financials R12 Live | Practice Environment |
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8 Dec 2020, 08:56 | 5 Jun 2019, 14:53 |
Contact Us
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