Guidance on requesting Oracle access

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.

 

REQUEST ACCESS                                                                                                                             ORACLE FINANCIALS FORMS

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

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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.

                                    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.

                                    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.

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