Oracle ExpenditureInquiry QuickGuide
Using Expenditure Inquiry Oracle Grants Accounting Expenditures Æ Expenditure Inquiry Æ CIT Actuals Æ Find Project Expenditure Items (Caltech) Project Expenditure Items (Caltech)
1.
In the Navigator, choose Expenditures > Expenditure Inquiry > CIT Actuals and select Open. This will open the Find Project Expenditure Items form.
2.
Enter the project number. Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
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Additional search criteria can be entered to limit the amount of data returned by the query. If only the project number is entered, the query will return all the expenditures for the project. The fields on the Find Project Expenditure Items form, provides the user the ability to “pick and choose” the expenditure items to be viewed. Fields that can be used as search criteria are: − Project number − Task number − Award number − Employee name − Supplier name − Expenditure Type Class – there are three valid expenditure type classes: Straight Time, Supplier Invoices, and Usages − Expenditure Category − Expenditure Type − Item Dates – this is the Expenditure Item Date − Transaction Source 3.
Once the search criterion is entered, select Find. This will open the Project Expenditure Items (Caltech) form displaying the results of the query.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
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The data can be displayed to fit the user’s needs based on the folder chosen. A user can create a folder to meet his/her specific needs or use the default folder created by Caltech. Refer to Creating a Customized Folder (NAVG1205). If viewing expenditure detail information, goto task #4. Otherwise, goto task #10 to query a specific expenditure type. 4.
To view expenditure detail information, select Item Details. This will open the Item Details (Caltech) popup box.
The user can view only Cost Distribution Lines and AP Invoice. If viewing Cost Distribution Lines, goto task #5. Otherwise, goto task #6 to view AP Invoice information. 5.
Highlight Cost Distribution Lines and select OK. This opens the Cost Distribution Lines (Caltech) form, which displays the General Ledger debit and credit cost information, PA and GL dates, and the date the cost was transferred to the General Ledger.
Copyright © California Institute of Technology, 2003. All rights reserved.
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6.
Highlight AP Invoice and select OK.
This will open the Invoice Overview (Caltech) form. This form gives the user information on the Accounts Payable invoice, the invoice status, and payment information. From this form the user can view the Purchase Order and/or Payment information. If the user wants to view the purchase order, goto task #7. Otherwise, goto task #9 to view the payment overview. 7.
Select View PO, to open the Purchase Order Shipments (Caltech) form. From this form, the user can view the distribution for the purchase order.
Copyright © California Institute of Technology, 2003. All rights reserved.
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8.
Select Distributions, to open the Purchase Order Distributions (Caltech) form.
9.
To view payment information, from the Invoice Overview (Caltech) form, with the cursor in the Paid By field, select Payment Overview.
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This will open the Payment Overview (Caltech) form. When through reviewing the information, close the form to return to the Invoice Overview (Caltech).
If querying a specific expenditure(s), goto task #10. If querying for a specific dollar amount, goto task #13. Otherwise, end of activity. 10. Run a query for a specific expenditure(s). 11. From the window menu go to View > Query by Example > Enter or use the F11. This action will bring up a blank Project Expenditure Items (Caltech) form with the first line blue. Blue indicates the fields can be queried.
Copyright © California Institute of Technology, 2003. All rights reserved.
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When the user is in the Project Expenditure Items (Caltech) form, he/she can search for a specific item or group of items. A query can be run on any one or combination of fields the following fields: • Task • Item Date • Expenditure Type • Employee/Supplier • Project Burden Cost • Comment • Expenditure Batch • Transaction Source IMPORTANT: Users cannot query on the PA Date field.
12. Execute the query by selecting Ctrl + F11 or from the window menu under View > Query by Example > Run.
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13. Run a query on a dollar amount. IMPORTANT: To run a query for an amount, the following steps must be followed. •
In the query mode, tab to the Trans Id field and enter “:a” (without the quotes).
•
Select Ctrl + F11 on the keyboard. This will open the Query/Where popup box.
•
Enter burden_cost = (and the dollar amount to query) and select OK. This should find the dollar amount queried.
14. Run additional queries or close form is done. End of activity.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
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B
Start
To view payment info, from Invoice Overview (Caltech) form, with cursor in Paid By field, select Payment Overview. (9)
In Navigator, choose Expenditures > Expenditure Inquiry > CIT Actuals & select Open. (1) Enter project number. (2) Once search criterion is entered, select Find. (3)
Querying a specific expenditure(s)?
Viewing expenditure detail info?
Y
N
N A
Y Y
Querying for a specific dollar amount?
To view expenditure detail info, select Item Details. (4) N
End A Viewing Cost Distribution Lines?
N
Y Highlight Cost Distribution Lines & select OK. (5)
Run a query for a specific expenditure(s). (10) From window menu go to View > Query by Example > Enter or use F11. (11) Execute query by selecting Ctrl + F11 or from window menu under View > Query by Example > Run. (12)
Highlight AP Invoice & select OK. (6) Run a query on a dollar amount. (13) Run additional queries or close form is done. (14) User wants to view P.O. ?
N
End
B Y Select View PO, to open P.O. Shipments (Caltech) form. (7) Select Distributions, to open P.O. Distributions (Caltech) form. (8)
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 9 of 9
1.
In the Navigator, choose Expenditures > Expenditure Inquiry > CIT Actuals and select Open. This will open the Find Project Expenditure Items form.
2.
Enter the project number. Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 1 of 9
Additional search criteria can be entered to limit the amount of data returned by the query. If only the project number is entered, the query will return all the expenditures for the project. The fields on the Find Project Expenditure Items form, provides the user the ability to “pick and choose” the expenditure items to be viewed. Fields that can be used as search criteria are: − Project number − Task number − Award number − Employee name − Supplier name − Expenditure Type Class – there are three valid expenditure type classes: Straight Time, Supplier Invoices, and Usages − Expenditure Category − Expenditure Type − Item Dates – this is the Expenditure Item Date − Transaction Source 3.
Once the search criterion is entered, select Find. This will open the Project Expenditure Items (Caltech) form displaying the results of the query.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 2 of 9
The data can be displayed to fit the user’s needs based on the folder chosen. A user can create a folder to meet his/her specific needs or use the default folder created by Caltech. Refer to Creating a Customized Folder (NAVG1205). If viewing expenditure detail information, goto task #4. Otherwise, goto task #10 to query a specific expenditure type. 4.
To view expenditure detail information, select Item Details. This will open the Item Details (Caltech) popup box.
The user can view only Cost Distribution Lines and AP Invoice. If viewing Cost Distribution Lines, goto task #5. Otherwise, goto task #6 to view AP Invoice information. 5.
Highlight Cost Distribution Lines and select OK. This opens the Cost Distribution Lines (Caltech) form, which displays the General Ledger debit and credit cost information, PA and GL dates, and the date the cost was transferred to the General Ledger.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 3 of 9
6.
Highlight AP Invoice and select OK.
This will open the Invoice Overview (Caltech) form. This form gives the user information on the Accounts Payable invoice, the invoice status, and payment information. From this form the user can view the Purchase Order and/or Payment information. If the user wants to view the purchase order, goto task #7. Otherwise, goto task #9 to view the payment overview. 7.
Select View PO, to open the Purchase Order Shipments (Caltech) form. From this form, the user can view the distribution for the purchase order.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 4 of 9
8.
Select Distributions, to open the Purchase Order Distributions (Caltech) form.
9.
To view payment information, from the Invoice Overview (Caltech) form, with the cursor in the Paid By field, select Payment Overview.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 5 of 9
This will open the Payment Overview (Caltech) form. When through reviewing the information, close the form to return to the Invoice Overview (Caltech).
If querying a specific expenditure(s), goto task #10. If querying for a specific dollar amount, goto task #13. Otherwise, end of activity. 10. Run a query for a specific expenditure(s). 11. From the window menu go to View > Query by Example > Enter or use the F11. This action will bring up a blank Project Expenditure Items (Caltech) form with the first line blue. Blue indicates the fields can be queried.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 6 of 9
When the user is in the Project Expenditure Items (Caltech) form, he/she can search for a specific item or group of items. A query can be run on any one or combination of fields the following fields: • Task • Item Date • Expenditure Type • Employee/Supplier • Project Burden Cost • Comment • Expenditure Batch • Transaction Source IMPORTANT: Users cannot query on the PA Date field.
12. Execute the query by selecting Ctrl + F11 or from the window menu under View > Query by Example > Run.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 7 of 9
13. Run a query on a dollar amount. IMPORTANT: To run a query for an amount, the following steps must be followed. •
In the query mode, tab to the Trans Id field and enter “:a” (without the quotes).
•
Select Ctrl + F11 on the keyboard. This will open the Query/Where popup box.
•
Enter burden_cost = (and the dollar amount to query) and select OK. This should find the dollar amount queried.
14. Run additional queries or close form is done. End of activity.
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 8 of 9
B
Start
To view payment info, from Invoice Overview (Caltech) form, with cursor in Paid By field, select Payment Overview. (9)
In Navigator, choose Expenditures > Expenditure Inquiry > CIT Actuals & select Open. (1) Enter project number. (2) Once search criterion is entered, select Find. (3)
Querying a specific expenditure(s)?
Viewing expenditure detail info?
Y
N
N A
Y Y
Querying for a specific dollar amount?
To view expenditure detail info, select Item Details. (4) N
End A Viewing Cost Distribution Lines?
N
Y Highlight Cost Distribution Lines & select OK. (5)
Run a query for a specific expenditure(s). (10) From window menu go to View > Query by Example > Enter or use F11. (11) Execute query by selecting Ctrl + F11 or from window menu under View > Query by Example > Run. (12)
Highlight AP Invoice & select OK. (6) Run a query on a dollar amount. (13) Run additional queries or close form is done. (14) User wants to view P.O. ?
N
End
B Y Select View PO, to open P.O. Shipments (Caltech) form. (7) Select Distributions, to open P.O. Distributions (Caltech) form. (8)
Copyright © California Institute of Technology, 2003. All rights reserved.
3/27/03
Page 9 of 9
