Welcome to our comprehensive library of Oracle Knowledge Base articles. For easy navigation, we have sorted the articles by Category. Use the links below to find the articles that fit your specific needs. To view an article in full, select its title.
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Articles Sorted by Category |
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Article |
Description |
Audience |
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This reference guide is intended for the Cash Advance Administrator to confirm bank account setup of the individual requesting a cash advance. |
Cash Advance Administrator |
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Create Invoices, Recurring Payments, Credit Memos, and Manage Holds |
This reference guide is intended for AP Processors to create and manage recurring invoices, create manual invoices, and create and apply credit memos. |
AP Manager AP Processor |
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This reference guide is intended for the Payables Payment Processor to submit a Payment Process Request by using the applicable PPR template and create manual, quick or refund payments. |
AP Manager AP Processor |
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This reference guide is intended for the Payables Manager to stop a payment and void a payment. |
AP Manager |
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The following guide is intended for Payables Period Close Manager to view or complete any of the following actions: - Close the Accounting Period in the Payables module, comprised of the below business units. - University General - University Internal Billing - Funds Flow and Intercompany Transactions - University Clinical Research Studies - University Sponsored Awards |
AP Manager AP Period Close Manager AP Processor Payroll Processor |
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Processing an After the Fact Requisition into a Purchase Order |
The following guide is intended for a Payables Buyer to process After the Fact Requisitions into Purchase Orders. |
AP Buyer |
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This reference guide is intended for the Reportability Reviewer to review and update, as needed, the tax details then approve the 1099 and 1042 tax reportable invoices, correct paid 1099 and 1042 reportable invoices, and the year end process for issuing 1099 Copy B's. |
Tax Reportable Approval Group |
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This reference guide is intended for individuals who must set up personal bank account information via Oracle self-service when requesting a cash advance. This banking information will only be used for the issuance of a cash advance and will only need to be entered once unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
All Users |
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Oracle Cloud allows select users to access invoice details directly through the Payables Invoice application. User can search for an Invoice Number or Purchase Number to see the supporting details of searched information. |
Procurement and Payables Viewer Central Finance Users |
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Article |
Description |
Audience |
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Adjust a Receipt Application - Process Refunds, Write Off, and Bad Debt |
This reference guide is intended for AR Specialist and AR Manager and provides the steps to manage an incorrect invoice through a billing adjustment, credit memo, or refund. |
AR Manager AR Specialist - General Billing Specialist - General |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the AR Aging Detail Report in Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the AR Aging Summary Report in the Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Bank Account Reconciliation report in the Cash Management Data Hub in Oracle. |
Bank Statement Specialist Reconciliation Specialist |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Bank Statement Balances report in the Cash Management Data Hub in Oracle. |
Bank Statement Specialist Reconciliation Specialist |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Bank Statement Detail Report in the Cash Management Data Hub in Oracle. |
Bank Statement Specialist |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Collections Activity report in the Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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This collection of reference guides is intended for External Transaction Specialists to create external transactions. |
External Transaction Specialist |
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This collection of reference guides is intended for the Customer Manager and Data Steward Manager for customer data set up, reviewing, and merging customer data. Create manual invoices and create and apply credit memos. |
Customer Manager Data Steward Manager |
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Creating and Processing Invoices; Updating a Customer's AR Balance |
The following guide is intended for a Payables Buyer to process After the Fact Requisitions into Purchase Orders. |
Billing Specialist - General |
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These reports provide users with general information about customers, such as account details, site information, addresses, and contact details. |
AR Specialist - General AR Manager Billing Specialist - General Customer Manager Data Steward Manager AR Period Close Manager |
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This collection of reference guides is intended for Bank Statement Specialists to create external transactions based on configured transaction creation rules. |
Bank Statement Specialist |
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This collection of reference guides is intended for Bank Account Administrators to create a bank, bank branch, and bank account. |
Bank Account Administrator |
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This collection of reference guides is intended for Collection Agents, and Customer Managers to review customer account activities, enter collection notes on invoices and send dunning letters. |
Collections Agent Customer Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Miscellaneous Receipts Lookup and the Miscellaneous Receipts Lookup with COA segments in the Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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This collection of reference guides is intended for Reconciliation Specialist to manage cash management period end review. |
Reconciliation Specialist |
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This reference guide is intended for Billing Specialists – General and provides the steps to edit and adjust an invoice. |
AR Manager AR Specialist - General |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Reconciliation Status Report in the Cash Management Data Hub in Oracle. |
Bank Statement Specialist Reconciliation Specialist |
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This collection of reference guides is intended for the Bank Statement Specialist and Reconciliation Specialist to create a new bank statement and execute a bank reconciliation. |
Bank Statement Specialist Reconciliation Specialist |
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This collection of reference guides is intended for the Bank Statement Specialist and Reconciliation Specialist to create a new bank statement and execute a bank reconciliation. |
Bank Statement Specialist Reconciliation Specialist |
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The following guide is intended for the users to review the AR dashboard in Oracle. |
AR Manager AR Period Close Manager AR Specialist - General Billing Specialist - General Customer Manager Data Steward Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Standard Receipt Register report in the Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Transaction Register report in the Accounts Receivable Data Hub in Oracle |
Accounts Receivable Manager Accounts Receivable Period Close Manager Accounts Receivable Specialist Billing Specialist Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Customer Data Steward Customer Manager Grants Accounts Receivable Manager Grants Accounts Receivable Specialist Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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Article |
Description |
Audience |
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This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. |
AP Cost Corrections Manager |
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This guide is intended for Payables Cost Corrections Managers who are looking to view or complete any of the below actions. - Process a Payables Cost Correction from a Project to COA Distribution - Process a Payables Cost Correction from a COA Distribution to another COA Distribution - Process a Payables Cost Correction from a COA Distribution to a Project - Process a Payables Cost Correction from a Project to a Project |
AP Cost Corrections Manager |
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Article |
Description |
Audience |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the ARD Gift Funding Analysis report in the ARD Dashboard in Oracle |
ARD Team |
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Article |
Description |
Audience |
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The Asset Additions Report allows the Fixed Assets team to see what newly added assets are available. This report gives asset descriptions, category information, and timeline information for the newly added assets. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The Asset Category by Month report is a financial report that shows the breakdown of assets asset category over the course of a given month. This report can help track assets and gain insight into how their assets are being used and managed. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The Asset Listing report provides general descriptive and financial information associated with UChicago assets, allowing users a "one-stop shop" to the majority of the required asset information. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The Asset Net Book Value report is used to track the net book value of all assets owned by an organization. This report will include the asset cost, depreciation, and any other adjustments that have been made to determine the asset's current net worth. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Capital Projects Budget vs Actuals Dashboard in Orbit |
Capital Projects |
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This reference guide is intended for a Capital Projects Central Administrator to complete any of the actions listed below. - Change Project Status on a Capital Project from Active to Substantially Complete - Create Project Asset(s) via ADFDI Spreadsheet - Review Project Assets and Generate Project Asset Lines - Assign Project Asset Lines to Project Asset via FBDI Spreadsheet - Transfer Project Assets & Asset Lines to Fixed Assets - Update Project Asset Information from Fixed Assets - Change Project Status on a Capital Project from Substantially Complete to Trailing - Change Project Status on a Capital Project from Trailing to Closed - Change Project Status on a Capital Project from Substantially Complete to Closed - Project Close - Process GL Transfer to Move Equity from Capital Project Specific Fund to Capitalized Assets Fund |
CP Central Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CIP Account Summary and Detail Dashboard in Orbit |
Capital Projects Central Admin |
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The following guide is intended for a Capital Project Creator, Capital Project Administrator, and Capital Project Manager who will complete any of the following actions: - Create a Project - Create a Project Budget - Update a Project Status from Draft to Active |
CP Central Administrator CP Project Creator |
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The following guide is intended for a Capital Project Creator, Journal Creator, Capital Project Administrator, and Capital Project Manager who will complete any of the following actions: - Create a Facilities Project - Create an Initial Lump Sum Project Budget to Integrate to eBuilder - Update an Initial Detailed Project Budget Integrated from eBuilder - Change the Status of a Facilities Capital Project from Draft to Active - Create a Facilities Pre-Bidding Capital Project |
CP Project Creator CP Project Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Encumbrance Details Dashboard in Orbit |
Capital Projects |
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This report allows the Fixed Assets team to understand the costs associated with an asset and its associated requisition information. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The Equipment Listing for Payables report is used to track the purchase of new equipment and the associated payables. This report includes invoice, purchase order, and supplier information. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Expense Summary and Detail Dashboard in Orbit |
Capital Projects |
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The Retired Assets report tracks assets that are no longer in service or have been disposed of. This report displays date and amount information on the retirement of assets. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for Managing Capital Projects (Reviewing Project Costs, Updating Project and Task attributes, and Updating a Project Status). |
CP Project Manager |
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Managing Constructed Equipment Projects - Grants & Capital Projects |
The following guide is intended to overview the process of creating a sponsored constructed equipment project that is funded by a grant. |
Award Administrator Award Setup Specialist CP Central Administrator |
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The following guide is intended for an Asset Accountant to create and place into service assets originating from Payables or created in the User-Interface. |
Asset Accountant |
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Managing Fixed Assets – Asset Addition (Capital Projects/Constructed Equipment) |
The following guide is intended for an Asset Accountant to create and place into service assets originating from PPM as either capital projects or constructed equipment projects. |
Asset Accountant CP Central Administrator |
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The following guide is intended for Asset Accountant to Maintain Asset Information. |
Asset Accountant |
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The following guide is intended for Asset Accountant to Retire an Asset. |
Asset Accountant |
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The following guide is intended for UChicago Shared Construction Projects users who are creating and managing UChicago Managed Shared Construction Projects. Shared Construction Projects (SCP) are capital projects that are jointly funded by the University of Chicago (most projects are BSD managed) and the University of Chicago Medical Center (UCM). There are two distinct scenarios for Shared Construction Projects: 1. UChicago Manages a Shared Construction Project partially funded by UCM. 2. UCM Manages a Shared Construction Project partially funded by UChicago. |
CP Central Administrator CP Project Manager |
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Managing Sponsored Capital Projects (Grants & Capital Projects) |
The following guide is intended to overview the process of creating a sponsored capital project. These are capital projects that are funded by grants and will be created/managed by URA. |
Award Administrator Award Setup Specialist CP Central Administrator |
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The Partially Paid Assets report identifies CIP assets that have not been paid in full by tying together purchase order, invoice, and asset-related information. This report may help the Asset Accountant determine if the University is expecting additional invoices related to a moveable equipment purchase. Once all invoice installments have been received against a purchase order, the Asset Accountant will take action in the system to capitalize the CIP asset and assign it a date placed in service. Upon capitalization, the asset will move from Asset Type = "CIP" to "Capitalized" and related reporting lines will drop out of this report. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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Perform Physical Inventory – Mass Updates and Assets with Parent/Child Relationship |
The following guide is intended to Perform Physical Inventory. |
Asset Accountant |
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The Physical Inventory report displays assets that are listed in the Physical Inventory and gives users the necessary information to determine whether an asset needs to be inventoried. |
Asset Accountant PPM Period Close Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for the Close Process for Asset Accounting. |
Assets Period Close Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Project Details Dashboard in Orbit |
Capital Projects |
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The following guide is intended for employees to Create a Journal entry to Transfer Capital Project Funds. |
CP Central Administrator |
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Article |
Description |
Audience |
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The following guide is intended for Clinical Research Studies (CRS) Project Managers who are looking to view or complete any of the following actions: - Approve or Reject a Subaward Requisition |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: - Close out a project and an award along with important policies and deadlines. |
Clinical Research Finance Manager |
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The following guide is intended for the Clinical Research Finance Manager and CTFG Approval Group who are looking to view or complete any of the following actions: - Create and Submit a Requisition for Subaward |
Clinical Research Finance Manager CTFG Approval Group |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Active Trials dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Earnings Report dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Expenditure Details dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Principal Investigator Task Manager Project Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Expenses by Organization & PI dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Profit and Loss Statement dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CRS Project Details dashboard in Orbit |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Principal Investigator Task Manager Project Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the CTFG Project Details Report in Oracle |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: - Extend End Dates in a Project - Extend End Dates in an Award |
Clinical Research Finance Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the FFR Cash Receipts Report in Oracle |
Clinical Research Accounts Receivable Manager Clinical Research Accounts Receivable Specialist Clinical Research Finance Manager Entity Financial Manager Approval Group EPIC Cost Accountant Organization Financial Manager Approval Group Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Incur costs on a Clinical Research Study |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers, CTFG Approval Groups, or CRS Project Managers who are looking to view or complete any of the following actions: - Verify that deliverable (e.g., patient visit) has been completed and create billing events online or via FBDI spreadsheet upload. - Generating an invoice in Release Status. - Processing an invoice through to Accounts Receivable. |
CRS Project Manager CTFG Approval Group Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: - Populate and override project burden schedule of 25%, 30%, 0%, or Other. CRS will mainly have a burden schedule of 30%, but we can also have a number of different burden schedules depending on the funding source ex) 64% for Federal or 40% for a Non-Federal Foundation Funded trial. - Create a project burden override schedule. - Correct F&A and recalculate indirect costs. This collection of reference guides is intended for Bank Account Administrators to create a bank, bank branch, and bank account. |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete the following actions: - Journal Residual Funds from Clinical Projects to an IADF Discretionary Fund. - Journal Residual Funds from Clinical Projects to a BSD Program Account. |
AR Specialist – Grants Award Administrator IADF Administrator Project Billing Specialist |
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The following guide is intended for Clinical Research Studies (CRS) Project Manager/Subaward Administrators who are looking to view or complete any of the following actions: - Process the subaward invoice for payment. |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Manager(s) who are looking to view or complete any of the following actions: - Update an award in Oracle. - Update a project in Oracle. - Update a contract in Oracle. - Submit contracts for approval in Oracle – Award and Contract are self-approved. No approval processes. |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: - Set up Award with Clinical Research Organization (CRO) Relationship - Reflect CRO relationship in a CRS Award (Draft Status) integrated from Artemis - CRS - Process Cost on CRO Award - Process Invoice on CRO Award - Process Revenue on CRO Award - Process Payment from CRO - Process Refund to CRO - Transfer of the pending amount back to the Primary Sponsor upon the conclusion of the CRO trial |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: - Setup Award with an additional project: - One project with a burden rate and one without burden rate - Add transactions to each project and run burden process (hyperlinked process within this guide - Re-budget projects with sub-awards (hyperlinked process within this guide) |
Clinical Research Finance Manager |
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The following guide is intended for Clinical Research Finance Manager(s) who are looking to view or complete any of the following actions: - Set up Award, Projects, and Contracts for an additional External Funder. - Submit contracts for approval in Oracle. |
Clinical Research Finance Manager |
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Use FBDI to Load EPIC PB Expenses to Clinical Research Studies (CRS) |
The following guide is intended for CRS Project Managers who are looking to view or complete any of the following actions: - Use FBDI to load EPIC PB expenses posting to clinical research project. - Process the Cost. - Run report to confirm EPIC PB expenses posting to clinical research project. |
Clinical Research Finance Manager |
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Article |
Description |
Audience |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Account Balance Report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Financial Download Report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Fund Balance Review with Expenses in Orbit |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Incoming Subawards report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Outgoing Sub Award report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Subcontract Report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Transaction Report in the Financial Services Dashboard in Oracle |
Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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This guide is intended for UChicago business users who want to learn how to use the Oracle Enterprise Data Management (EDM) application to manage Chart of Accounts master data. |
BSD PSA Specialist COA Change Request Data Manager Entity Financial Manager Approval Group F&A COA Team Oracle Solutions Team Organization Financial Manager Approval Group Planning Budget Office URA COA Analyst University Leadership Group Workday Solutions Team |
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This guide is intended for UChicago business users who need to learn how to approve, reject, or push back requests for master data changes, as well as how to audit and track changes to enterprise data in the Oracle Enterprise Data Management (EDM) application. |
BSD PSA Specialist COA Change Request Data Manager Entity Financial Manager Approval Group F&A COA Team Oracle Solutions Team Organization Financial Manager Approval Group Planning Budget Office URA COA Analyst University Leadership Group Workday Solutions Team |
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Description |
Audience |
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This guide is intended for UChicago Data Loaders who want to learn how to use the Oracle Financial Close & Consolidation (FCCS) application. |
Data Loader |
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This guide is intended for UChicago Report Viewers who want to learn how to use the Oracle Financial Close & Consolidation (FCCS) application. |
Report Viewer |
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Article |
Description |
Audience |
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The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
All Users |
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The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
All Users |
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Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
All Users |
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This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
All Users |
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Create, Deactivate, and Reactivate a Favorite Financial Account in ServiceNow
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Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
All Users |
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FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago's organizing system for financial accounts and general ledger. |
All Users |
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The following guide is intended to assist users in navigating Oracle Cloud. |
All Users |
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Request Access for Multiple Students on the Student Procurement Requestor Access Form |
This article provides a brief overview of how to complete the Student Procurement Requestor Access form when more than one student requires access to Oracle. |
Role Assignment Owner |
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Description |
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This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
All Users |
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This guide walks through the process of requesting a Cash Advance in Concur. |
All Users |
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This guide walks through the process of creating an expense report in Concur. |
All Users |
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As a university approver you should familiarize yourself with financial policies, located here. It is the responsibility of the GEMS Approver to thoroughly review the following elements of expense reports prior to approving: |
All Users |
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This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
All Users |
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This document contains general information for reconciliation of GEMS Card expenses. It is recommended GEMS Card transactions are reconciled within 30 days to ensure timely allocation to the appropriate account. |
All Users |
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This document lists the available Procurement Categories for GEMS Expense Types. |
All Users |
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This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. Cash Advances will be issued as outlined in Policy 1214: Non-Salary Cash Advances. |
All Users |
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This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
All Users |
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This guide walks through the process of returning unused Cash Advance funds. This process is ONLY for Cash Advance issued via Concur. |
All Users |
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This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
All Users |
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Article |
Description |
Audience |
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The Account Period Activity report presents the activity for a General Ledger chart string during a specific period. This report will be utilized to observe the 'Beginning Balance,' 'Period Net Activity,' and the 'Ending Balance' for General Ledger chart strings within the given timeframe. |
General Accounting Manager GL Period Close Manager Journal Submitter Lease Accountant Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for Lease Accountant to Amend a Lease. |
Lease Accountant |
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The following guide is intended for a Central/Entity Approver who will complete any of the following actions: - Approve/Reject Journal Entries |
Entity Financial Manager General Accounting Manager |
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The following guide is intended for a Journal Submitter who will complete any of the following actions: - Create a Journal Entry - Create Journal Batches - Load the ADFDI journal through interface tables to the general ledger |
Journal Submitter |
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The following guide is intended for a Lease Accountant who is looking to view or complete any of the following action: - Create a Lease - This process is inclusive of Space and Equipment leases that meets ASC842 criteria for long-term leases. This is inclusive of both Finance and Operating lease types. - Short-term leases, Affiliate leases, and internal leases will not be created in the Lease Accounting module. |
Lease Accountant |
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This document outlines how to install ADFDI |
All Users |
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The Journal Transactions report displays transactional information for Chart of Account (COA) strings, purchase order information, and invoice number details. |
General Accounting Manager GL Period Close Manager Journal Submitter Lease Accountant Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for a General Accounting Manager to manage failed journals, create account monitor/inquire and analyze balances, and process General Ledger accounting close. - Manage Failed Journals - Create Account Monitor/Inquire and Analyze Balances - Process General Ledger Accounting Close |
General Accounting Manager General Ledger Period Close Manager |
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Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
All Users |
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The following guide is intended for Lease Accountants to perform monthly closing steps, which includes performing lease payment approval, running monthly lease accruals, and running Create Accounting. |
Lease Accountant |
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This collection of reference guides is intended for Entity Financial Manager, General Accountant, General Accounting Manager, and Journal Submitter to review reports in Oracle & Orbit. |
- Account Analysis (Oracle report) - Budget to Actuals (Oracle report) - Period Activity (Oracle report) - Financial Statements (Oracle report) - Unit Financials (Orbit) - Award and Budget Summary (Orbit report) - Expense Details (Orbit report) - Commitment Details (Orbit report) Entity Financial Manager General Accounting Manager Journal Submitter |
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The Trial Balance report is used to verify the debits and credits for UChicago. It is used to ensure that the books are in balance and to identify any potential discrepancies between the General Ledger and the financial position. |
General Accounting Manager GL Period Close Manager Journal Submitter Lease Accountant Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for the General Ledger users who are looking to view or complete any of the following actions: - Logging into Smart View (Connections) - Ad hoc analysis of General Ledger |
Central Finance User Journal Submitter Trusted Financial Agents |
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Article |
Description |
Audience |
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The following guide is intended for Subaward Administrators who are looking to view or complete any of the following actions: - Approve or reject subaward requisition. |
Subaward Administrator |
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The following guide is intended for all stake holders of Sponsored Awards Process, including the Grants Account Receivables Specialist and Grants Award Administrator. This Quick Reference Guide (QRG) includes the following processes: - Award Closeout processes - Generate the Final Invoice - Small Balance Write-offs (Debit or Credit Balance) - Update Project Status to Closed - Update Contract Status to Closed |
Award Administrator |
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The following guide is intended for Subaward Administrators who are looking to view or complete any of the following actions: - Create and Submit a Subaward Requisition. |
Subaward Administrator |
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The following guide is intended for the Sponsor Setup Specialists who are looking to view or complete any of the following actions: - Add a non-LOC sponsor online. - Add a LOC sponsor online. - Add a new Bill-to site to a customer. - Associate a LOC sponsor to another Bill to Sponsor. - Interface a sponsor from Oracle to the AURA Prime Store. |
Sponsor Setup Specialist |
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The purpose of this guide is to help Unit or Department Administrators request ‘Milestone Invoicing’ for awards billed based on performance or completion of milestones as specified in the award document. The Bill Type can be found in AURA in the “Additional Oracle Award Information.” |
Department Research Administrator |
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The following guide is intended as a temporary document to assist in Grants post-conversion cutover tasks immediately after the implementation of Oracle. It consists of edited excerpts from existing Quick Reference Guides (QRGs) developed for University Research Administration (URA) staff. The QRG, QRG scenario, page and steps are included in case we need to reference back to the source document. |
Department Research Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Incur costs on a Sponsored Award Project |
Department Research Administrator |
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This document explains the steps a Department Research Administrator should take to submit an invoice associated with a Subaward. |
Department Research Administrator |
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The following guide is intended for Department Research Administrators and URA Subaward Administrators who are looking to process a subaward invoice for payment. |
Subaward Administrator |
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The following guide is intended for all stakeholders of the Sponsored Awards Process including Award Administrators and Project Billing Specialists. Processes included in this guide are: - Generate a Non-LOC Cost-Reimbursable Invoice - Create a Billing Event and Generate an Invoice for a Contract with Amount-Based Billing - Generate a Letter of Credit Draw - Update and submit non-LOC invoices for approval - Process invoices through to Account Receivables |
Award Administrator Project Billing Specialist |
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The following guide is intended to show all stakeholders of the Sponsored Awards Process including Grants Account Receivables Specialist, Award Administrator, IADF Administrator, and Project Billing Specialist how to Update or correct F&A (Burden Schedule) setup and recalculate indirect costs. |
Award Administrator Project Billing Specialist |
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The following guide is intended to show all stakeholders of the Sponsored Awards Process, including Grants Award Administrator, how to: - Generate Unapplied Receipt Report and Process Interest Income on Award (Interest Income available for Expenses) - Create Unprocessed Cost using ADFDI Spreadsheet Upload (Interest Income available for expenses) - Return interest income to sponsor for Interest-Bearing Award (Interest Income not available for Expense) |
Award Administrator |
|
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TThe following guide is intended for all stakeholders of the Sponsored Awards Process including Grants Account Receivables Specialist, Award Administrator, IADF Administrator, and Project Billing Specialist. |
Grants Account Receivables Specialist Award Administrator IADF Administrator Project Billing Specialist |
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The following guide is intended for all stakeholders of the Sponsored Awards Process including the Grants Award Administrator. |
AR Specialist - Grants |
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This guide is meant to show award and project administrator employees how to run a report that will show what Unprocessed Costs exist and the reason that the costs are unprocessed. |
Award Administrator Project Administrator |
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The following guide is intended to show Award Setup Specialists and Award Administrators, after initial award setup is complete, how to modify awards in Oracle. |
Award Administrator Award Setup Specialist |
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This guide provides a brief overview of each of the Oracle reports focused on central Grants Research Administration. |
Award Administrator Award Setup Specialist |
|
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The following guide is intended for Award Setup Specialists and Award Administrators who are seeking to integrate a new award from AURA to Oracle and complete additional setup in Oracle after integration. |
Award Administrator Award Setup Specialist Subaward Administrator |
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Article |
Description |
Audience |
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The following guide is intended for IADF Award Recipients who are looking to view or complete any of the following actions: - Close an IADF Project - Close an IADF Award |
IADF Award Recipient |
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The following guide is intended for IADF Administrators who are looking to view or complete any of the following actions: - Create an IADF Project and/or Award - Create an IADF Award - Budget an IADF Award |
IADF Administrator |
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The following guide is intended for IADF Award Recipients who are looking to view or complete any of the following actions: - Create a Miscellaneous Cost to Fund a Constructed Equipment/Capital Project using an IADF Project |
IADF Award Recipient |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Incur costs on an IADF Award |
IADF Administrator |
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Initiate General Ledger (Journal Entry) Activity for an IADF |
The following guide is intended for a Journal Submitter who is looking to view or complete the following actions: - Process an upfront or reimbursement General Ledger Transfer (journal entry) to fund an IADF. |
Journal Submitter |
|
Modifying Projects and Awards Individual Awards and Discretionary Funds (IADF) |
The following guide is intended to show IADF Administrators, how to modify awards in Oracle in the following scenarios: - Edit Project Financials a. Edit Funding b. Edit Budget - Edit Pre-Award Date - Add or Change Project Resources - Change of Principal Investigator for an Award - Add a Task Manager to a Project/Award - Change the Project Organization for a Project/Task with Processed Costs - Early Termination of an Award - Close a Project |
IADF Administrator |
|
Setting up Individual Award and Discretionary Fund (IADF) Cost Share |
This document outlines the steps one would need to take when we receive a grant requiring a cost-sharing commitment, and a PI wants to pay for that cost-sharing commitment out of discretionary funds. |
IADF Award Recipient |
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Article |
Description |
Audience |
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This reference guide is intended for Supplier Administrator and provides the steps to create an internal supplier. |
Oracle Support Organization Team Member |
|
|
The following guide provides Provider Unit Administrators step-by-step instructions to create an Invoice or Invoices to record billing transactions for goods/services between or within University Entities (excludes UCM). |
Provider Unit Administrator |
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The following guide is intended for Receiver Unit Organization Financial Managers (OFM) and Project Managers (PM) who are looking to view or complete any of the following actions: - Outline what a Receiver Unit will see when receiving an FYI notification for an Internal Billing Invoice. |
Project Manager Receiver Unit Financial Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - View Internal Billing Invoice information, answer business questions, export a base report to Excel for detailed analysis. |
Provider Unit Administrator |
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Article |
Description |
Audience |
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The following guide is intended for employees to view and/or complete the following action: - Answer business questions using the Change Order PO Workflow Dashboard |
All Buyer Approval Group All Category Leads Approval Group AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer Campus Solicitation Partner CFO Approval Group Entity Financial Manager Approval Group FS Buyer Approval Group FS Category Leads Approval Group Hazardous Materials Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Organization Financial Manager Approval Group Payables Buyer Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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|
The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer to business queries utilizing the Check Cycle Extract dashboard in Orbit. |
All Buyers Approval Group AP Manager AP Period Close Manager Buyer Entity Financial Manager Organization Financial Manager Reportability Reviewer Procurement Catalog Administrator Procurement Contract Administrator Procurement Manager Supplier Administrator Hazardous Materials Approval Group Procurement Leadership Approval Group CFO Approval Group AP Invoice Processor AP Payment Processor Category Leads Approval Group Supplier Banking Information Approver |
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|
The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Contracts Analysis Dashboard in the Supply Chain Dashboard |
AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer CFO Approval Group FS Buyer Approval Group FS Category Leads Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Payables Cost Corrections Manager Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
All Users |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Negotiations report in the Supply Chain Dashboard |
AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer CFO Approval Group FS Buyer Approval Group FS Category Leads Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Payables Cost Corrections Manager Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer to business queries utilizing the Payables Payment Register dashboard in Orbit. |
All Buyers Approval Group AP Manager AP Period Close Manager Buyer Entity Financial Manager Organization Financial Manager Reportability Reviewer Procurement Catalog Administrator Procurement Contract Administrator Procurement Manager Supplier Administrator Hazardous Materials Approval Group Procurement Leadership Approval Group CFO Approval Group AP Invoice Processor AP Payment Processor Category Leads Approval Group Supplier Banking Information Approver |
|
|
The following guide is intended for employee(s) to view and/or complete the following action: - Answer business questions using the Purchase Order Inquiry Dashboard |
All Buyer Approval Group All Category Leads Approval Group AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer Campus Solicitation Partner CFO Approval Group Entity Financial Manager Approval Group FS Buyer Approval Group FS Category Leads Approval Group Hazardous Materials Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Organization Financial Manager Approval Group Payables Buyer Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
This guide helps users understand which dashboards should be used for reporting Oracle/Orbit Central Finance Reports. |
All Users |
|
|
The following guide is intended for employees to view and/or complete the following action: - Answer business questions using the Requisition Inquiry Dashboard in Orbit. |
All Buyer Approval Group All Category Leads Approval Group AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer Campus Solicitation Partner CFO Approval Group Entity Financial Manager Approval Group FS Buyer Approval Group FS Category Leads Approval Group Hazardous Materials Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Organization Financial Manager Approval Group Payables Buyer Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
The following guide is intended for all stakeholders of the Individual Awards and Discretionary Funds (IADF) process including IADF Administrators, Project Managers, and Faculty, Principal Investigators (PI). |
Faculty IADF Administrator Principal Investigator (PI) Project Manager |
|
|
The following guide is intended for all stakeholders of the sponsored awards process including URA Administrators, Department Research Administrators, Faculty, Principal Investigators (PI), and research leadership. |
AR Specialist – Grants Award Administrator Award Setup Specialist Award and Budget Details Encumbrances Department Research Administrator Project Billing Specialist Sponsor Setup Specialist Sponsored Capital Projects Administrator Subaward Administrator Task Manager |
|
|
This document is intended for users to find Grants Monthly Ledger details information for a given user’s needs. The suite of reports provides details on the projects financial performance and will help users with Sponsored Award report-outs with faculty and sponsors. This suite of reports can connect users to the monthly expenditures related to a given Project. |
Award Administrators Department Research Administrator Subaward Administrators Entity Financial Managers Organization Financial Managers Central Grants Roles Principal Investigators |
|
|
This document is intended for users to find Accounts Payable information for a given organization or unit. The suite of reports provides details on the status of payment, payment terms, payment discounts, and invoice documents. |
All Approval Roles All Payables Roles All Central Procurement Roles Support Center Agents Organization Financial Manager Entity Financial Manager |
|
|
This document is intended for all stakeholders of Clinical Research, Individual Awards and Discretionary Funds (IADF), and Sponsored Programs to process information on reviewing the PI Fund Analysis Report in Orbit. The PI Funding Analysis report provides information on a Principal Investigator's funding. |
All Clinical Research, Individual Awards and Discretionary Funds (IADF), and Sponsored Programs Stakeholders |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
All Users |
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|
This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances. |
CFO Approval Group Entity Financial Manager Organization Financial Manager General Accounting Manager GL Period Close Managers Operating Planners PPM Period Close Managers OST Integrations Specialists and Administrators Support Center Agents |
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|
The following guide is intended for employees who are looking to view or complete any of the following actions: - Provide to the Provost Office of AA/EEO an annual report of search firms used by the University of Chicago - Provide search firm usage information to HR partners |
AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer CFO Approval Group FS Buyer Approval Group FS Category Leads Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Payables Cost Corrections Manager Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
The following report captures spend and contact information for suppliers that provided search (recruitment) services during the year. The Provost uses the contact information to send compliance notices/information to suppliers. |
AP Manager AP Period Close Manager Buyer Entity Financial Manager Organization Financial Manager Reportability Reviewer Procurement Catalog Administrator Procurement Contract Administrator Procurement Manager Hazardous Materials Approval Group AP Manager AP Invoice Processor AP Payment Processor Campus Solicitation Partner CRS Finance Manager GL Period Close Manager Procurement Dashboard Viewer Service Desk Support Agent |
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|
The following guide is intended for employees who are looking to view and/or complete the following action: - Answer business questions using the Spend by Procurement Category Dashboard in Orbit. |
AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer CFO Approval Group FS Buyer Approval Group FS Category Leads Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Payables Cost Corrections Manager Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
|
|
The following guide is intended for employees to view and/or complete the following action: - Answer business questions using the Spend by Supplier dashboard in Orbit. |
All Buyer Approval Group All Category Leads Approval Group AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer Campus Solicitation Partner CFO Approval Group Entity Financial Manager Approval Group FS Buyer Approval Group FS Category Leads Approval Group Hazardous Materials Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Organization Financial Manager Approval Group Payables Buyer Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees to view and/or complete the following action: - Answer business questions using the Standing PO Dashboard |
All Buyer Approval Group All Category Leads Approval Group AP Buyer Administrative, Research and Travel Buyer Approval Group Administrative, Research and Travel Category Leads Approval Group Buyer Campus Solicitation Partner CFO Approval Group Entity Financial Manager Approval Group FS Buyer Approval Group FS Category Leads Approval Group Hazardous Materials Approval Group HR and Professional Services Buyer Approval Group HR and Professional Services Category Leads Approval Group Information Technology Buyer Approval Group Information Technology Category Leads Approval Group Organization Financial Manager Approval Group Payables Buyer Payables Invoice Processor Payables Manager Payables Period Close Manager Procurement Catalog Administrator Procurement Contract Administrator Procurement Contract Administrator-Booth Procurement Leadership Approval Group Procurement Manager Support Center Agent OST Application Administrator OST Integration Specialist OST Security Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Supplier Profile dashboard in Orbit. |
All Buyers Approval Group AP Manager AP Period Close Manager Buyer Entity Financial Manager Organization Financial Manager Reportability Reviewer Procurement Catalog Administrator Procurement Contract Administrator Procurement Manager Supplier Administrator Hazardous Materials Approval Group Procurement Leadership Approval Group CFO Approval Group AP Invoice Processor AP Payment Processor Category Leads Approval Group Supplier Banking Information Approver |
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Article |
Description |
Audience |
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Review Net Receipts Source Data - Enter Deans Tax and UCPG Billing Fee Rates - Run Deans Tax and UCPG Billing Fee Allocation - Validate Deans Tax and UCPG Billing Fee Calculation Results |
BSD PCM End Users |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Review Office Points Source Pool and Enter Drive Data - Run Office Points Allocation - Validate Office Points Calculation Results |
Facilities PCM End Users |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Review GL Monthly Data - Run Net Asset Release Calculation - Validate Net Asset Release Calculation Results |
Finance PCM End Users |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Enter Insurance Cost Pool - Upload Insurance Allocation Percent - Run Insurance Calculation - Verify Insurance Allocation Results |
Risk / Insurance PCM End Users |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Review GL Trailing Months Credit Card Fee Data - Upload Credit Card Funds Drivers - Run Credit Card Fees Allocation - Validate Credit Card Fees Calculation Results |
Press PCM End Users |
|
Article |
Description |
Audience |
|
The following guide is intended for Operating Entity and Organizational Planners who are looking to view or complete any of the following actions: - Entering and Reviewing Budget Transfers - Entering and Reviewing Budget Request Packages |
Operating Entity Org Planners |
|
|
Budgeting and Forecasting Grants and Clinical Research Studies |
The following guide is intended for Operating Entity and Organizational Planners who are looking to view or complete any of the following actions: - Entering and Reviewing Grants and CRS Budgets - Entering and Reviewing Grants and CRS Forecast |
Operating Entity Org Planners |
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Capital Requests – Fiscal Year - Capital Requests – Off Cycle - Capital Reports |
Capital Reviewers |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Capital Requests – Fiscal Year - Capital Requests – Off Cycle - Capital Reports |
Capital Submitters |
|
|
Preparing Monthly Forecasts - Individual Positions, Position Pools, and other Pay Pools |
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions: - Reviewing Individual Positions Loaded from Workday - Leveraging Various Position Management Forms - Updating Open Positions - Updating Costing Allocations - Creating Position Pools - Creating Other Pay Pools - Changing Base Pay - Filling and Re-Opening a Position - Promote Employee - Closing and Opening New Positions - Delete a New Position - Add/Modify/Delete Admin Supplement or Clinical Term Allowance - Apply Mid-year Increase - Mass Update Position Allocations - Mass Update Scheduled Weekly Hours - Position Comparison - Navigating Position Review Forms - Reviewing Position Forecast Reports - Reviewing Personnel Reports - Reviewing Position Roster by Home Organization Report |
Operating Entity Org Planners |
|
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions: - Operating Forecast - Enter Enrollment and Financial Aid Discount - Enter Summer Tuition - Enter Stipends - Enter Gifts - Enter Endowment Revenue - Enter Other Revenue - Revenue Forecasted Review - Revenue Review - Forecast Review - Forecast Submission Snapshot - Forecast Reporting - Accessing and Reviewing Forecasting Reports |
Operating Entity Org Planners |
|
|
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions: - Entering Revenue Budget - Entering Expense Budget - Running Budget Reports - Budget Review - Budget Submission |
Operating Entity Org Planners |
|
|
Using Smart View for Entity and Organization Operating Planners |
The following guide is intended for the Operating Entity and Org Planners who are looking to view or complete any of the following actions: - Smart View for Windows Users - Using Smart View - Smart View for Macbook Users |
Operating Entity Org Planners |
|
Workforce Planning Fundamentals – Individual Positions, Position Pools, and other Pay Pools |
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: - Setting Merit Rates by Organization - Reviewing Individual Positions Loaded from Workday - Leveraging Various Position Management Forms - Updating Open Positions - Updating Costing Allocations - Creating Position Pools - Creating Other Pay Pools - Changing Base Pay |
Operating Entity Org Planners |
|
Article |
Description |
Audience |
|
This document explains the actions to take when an employee with an approver role, such as Project Manager (PM), Organization Financial Manager (OFM), or Entity Financial Manager (EFM), leaves the University or vacates their approver role, to ensure that the workflow of approvals remains intact. |
All Users |
|
|
This reference guide is intended for users to review and understand the available approver actions. |
All Users |
|
|
The following guide is intended for a Security and Workforce Administrator to complete the following actions: - Assign Role Access - Assign Data Access |
Security and Workforce Administrator |
|
|
This reference guide is intended to help users understand their privileges, identification, and required training. |
Role Assignment Owner |
|
|
This reference guide is intended to guide Project /Task Managers Only on how to setup Oracle Cloud's self-service "Vacation Period" functionality. The Vacation Period temporarily delegates an individual's approval authority to another person and should be used for short-term, planned absences. |
Project Manager Task Manager |
|
Article |
Description |
Audience |
|
This document outlines the process of how to approve Oracle/Orbit Access, Procurement Contract Review, or Procurement Project Review request through the Shared Services Portal. |
All Users |
|
Article |
Description |
Audience |
|
This document answers frequently asked questions about after-the-fact purchase orders across campus. |
All Users |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show the criteria to approve or reject a requisition. |
Entity Financial Manager Organizational Financial Manager Project Manager Task Manager |
|
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
Organizational Financial Manager Procurement Requester - General Project Manager |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
Procurement Requester |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
Entity Financial Manager Organizational Financial Manager Procurement Requester - General Project Manager |
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Create a Requisition: Catalog, Non-Catalog, Standing Order, Residential Properties |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a requisition for a Catalog, Non-Catalog, Standing Order, and Residential Property requisitions. |
Entity Financial Manager Organizational Financial Manager Procurement Requester - General Project Manager |
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The following guide is intended for the Clinical Research Finance Manager and CTFG Approval Group who are looking to view or complete any of the following actions: - Create and Submit a Requisition for Subaward. - Approve a Subaward Requisition. |
Clinical Research Finance Manager CTFG Approval Group |
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This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
Entity Financial Manager Organizational Financial Manager Procurement Requester - General Project Manager |
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This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle |
Supplier Administrator |
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Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
All Users |
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This collection of reference guides is intended for the Procurement Contract Administrator and provides the steps to create supplier contracts and create supplier agreements. |
Procurement Contract Administrator Sourcing Project Collaborator |
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This collection of reference guides is intended for the Procurement Contract Administrator and the Sourcing Project Collaborator and provides the steps to create supplier negotiations. |
Procurement Contract Administrator Sourcing Project Collaborator |
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This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
Procurement Requester - General Project Manager Entity Financial Manager Approval Group Organization Financial Manager Approval Group |
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This article provides users with access to the eShipGlobal user guide. |
All Users |
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The following guide is intended for Buyers and Procurement Managers to create and manage purchase orders, manage change orders, and close purchase orders. |
Buyer Procurement Manager |
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This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
Procurement Requester - General |
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Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
Entity Financial Manager Organizational Financial Manager Procurement Requester - General Project Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Review OTBI report (sent to Dock Workers via email) to confirm: - PO Number - Deliver-To Location (Building-Floor-Room) - Requester / Requester email - Ship-To Location (Dock) - If the shipping label does not contain the deliver-to information, reference this file to find the Recipient or final Deliver-To location. |
Dock Workers |
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The following guide is intended for the Procurement Manager and Budget Manager to process year-end encumbrances. - Closing an open PO individually - Closing open POs via spreadsheet - Perform Carry Forward Purchase Order Budgetary Control Balances Process |
Procurement Manager |
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These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
All Users |
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This guide is intended to aid Oracle Procurement Requests with best practices for purchasing in Oracle. |
Procurement Requesters |
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The following guide is intended for individuals who are looking to complete any of the following actions: - Request Reimbursements for a Postdoctoral Scholar (PDS) - Request Reimbursements for a Postdoctoral Fellow (PDF) |
All Users |
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The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
Lease Accountant Entity Financial Manager Organizational Financial Manager Procurement Requester - General |
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The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
Lease Accountant Entity Financial Manager Organizational Financial Manager Procurement Requester - General |
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This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
All Users |
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This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
Supplier |
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This document explains how to search for the status of a requisition for the Procurement unit. |
Procurement Requester |
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This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
Requisition’s Owner Procurement and Payables Viewer Central Finance Users |
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This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
Entity Financial Manager Organizational Financial Manager Procurement Requester - General Project Manager |
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This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
All Users |
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This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show how to view approved requisition information. |
Entity Financial Manager Organizational Financial Manager Project Manager Task Manager |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Clinical Practice PSA report in the FFIT Dashboard in Oracle |
BSD PSA Specialist |
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The following guide provides a Provider Unit Administrator step-by-step instruction that is billing transactions with UCM to: - Create an invoice in the Receivables work area. - Create multiple invoices via FBDI. - Review university-specific accounting (receivable line/revenue line) and UCM-specific. |
Provider Unit Administrator |
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The following guide is intended for BSD Purchased Service Agreements (PSA) Specialists who are looking to view or complete any of the following actions: - Create a Clinical Practice PSA Billing Event in Oracle (in User Interface) - Create multiple Clinical Practice PSA Billing Events in Oracle (via FBDI) - Create a PPM invoice and transfer to Accounts Receivable - Reviewing the Clinical Practice PSA Report |
BSD PSA Specialist |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the Receivables Transactions report in the FFIT Dashboard in Oracle |
Provider Unit Administrator |
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The following guide is intended for employees who are looking to view or complete any of the following actions: - Answer business questions using the FFIT Role Based PSA Transactions report in the FFIT Dashboard in Oracle |
BSD PSA Specialist |
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The following guide is intended for UCM Chargeback Central Finance Administrators who are looking to review or complete any of the following actions: - Process AP/AR Netting Settlement - Process Month-End Payment (Final Payment on AR Balance - ACH Payment) - Review Accounting on Month-End Payment |
University Chargeback Central Finance Administrator |
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The following guide is intended for BSD Intercompany Finance Administrators and CRS Award Administrators who are looking to review or complete any of the following actions: - Review FFIT AP Invoices from UCM for Chargebacks UChicago-funded labor charges EPIC Patient Billing EPIC Hospital Billing - Review PPM Costs |
BSD Intercompany Finance Administrator CRS Award Administrator |