Professional Documents
Culture Documents
Student Guide
Table of Contents
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• AP Invoice Processor
• how to look for existing vendors and add new vendors to the IS vendor file
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• help sessions that will be offered both before and after Go Live
• Help Desk
Information about how to access each of these help resources will be found at
www.virginia.edu/integratedsystem on the "How Do I...?" web page.
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Vendors
Chapter 2 - Page 1
Vendors
Section Objectives
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Vendors
Chapter 2 - Page 2
Vendors
In IS, every vendor or individual receiving a non-payroll check must be listed in the vendor file.
This includes vendors, employees, students, human subjects, student groups, etc. A tax
identification number or social security number is mandatory.
Add vendors using the Vendor Add form in IS to record information about individuals and
companies from whom you purchase goods and services.
• Required vendor information includes vendor name, tax identification number or social
security number, and site information for the vendor's addresses. Vendor name and tax
ID's cannot be duplicated and must be unique.
• When you enter a vendor that does business from multiple locations, you enter vendor
information such as vendor name, and tax identification number only once, and you
enter supplier sites for each location.
• Foreign vendors might not have tax identification numbers or social security numbers.
If that is the case you must put the word "Foreign" followed by the vendor name in the
tax ID field, such as "Foreign French Institute of Technology".
• Most other vendor information (such as payment terms) automatically defaults to all
sites.
• You may add vendors to IS, but you cannot change existing vendor file information.
Once you have added a vendor and click "save" you cannot make additional changes.
All vendor file changes must be handled by Procurement Services. Any changes you
wish to make to information in the vendor file must be made by using the vendor
change form in the UVA forms directory and submitting it to Procurement Services.
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Vendors
Chapter 2 - Page 3
Vendors
Shared information
Vendor
Tax information
Payment terms
Invoicing
IS IS
Purchasing Payables
Two IS financial applications use the Supplier windows: IS Payables and IS Purchasing. Vendor
information is shared among these modules.
To enter a purchase order, IS Purchasing needs at least one purchasing site. IS Purchasing uses
vendor and vendor site information to enter default values such as freight terms and shipment
method for all of the vendor’s purchase orders.
The Vendor File/1099 Coordinator maintains vendor information. This person cannot also
process invoices or issue vendor payments.
Vendors must be in the vendor file before they are used in the IS for requisition, Limited
Purchase Orders, Purchase Orders, or Payment Vouchers. Invoices for new vendors added by
departments will remain on payment hold until the AP Vendor File/1099 Coordinator ensures all
vendor information is received and valid, and removes the payment hold.
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Vendors
Chapter 2 - Page 4
Vendors
Tracing the Flow of Default Values
Financials
Payables
Supplier
Supplier site
Invoice
IS Payables contains a hierarchy of options and defaults to expedite and control data entry.
Options and defaults set at one level automatically cascade down to all lower levels in the
hierarchy. Although you need to define these options and defaults only once, you can update
them at any time to change controls and defaults for future transactions. You can override
options and defaults at lower levels in the hierarchy.
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Vendors
Chapter 2 - Page 5
Vendors
Adding Vendors and Vendor Sites
Vendor
• For every vendor, an unlimited number of sites with different addresses and contacts
can be created. For example, for a single vendor, you can buy from several different
sites and have the payments sent to only one site.
• For every vendor site, you can enter contact information (name, address, and telephone
number) specific to that site. If you have an e-mail address, you should use the field to
enter this information.
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Vendors
Chapter 2 - Page 6
Vendors
Avoiding Duplicate Vendors
Before adding a new vendor to the vendor file, verify that the vendor does not already exist in
the system. This verification eliminates the possibility of having duplicate vendors and invoices
in the system and improves the system performance. You can check whether a vendor is in IS
already by searching for the vendor name or tax identification number.
Your IS responsibility may give you access to personal information about employees and
students. It is critical that you only use or review information that is necessary for you to do
your job. Students are protected by a federal law that prohibits the University and its employees
from sharing any student information with any outside parties. Many students have chosen to
include a privacy flag on their records to designate that they do not wish to have their personal
information shared with anyone. The descriptive flexfield in the vendor record of such students
is marked with a "Y" to designate the additional level of protection we are required to provide.
You must not provide this information to anyone.
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Vendors
Chapter 2 - Page 7
Vendors - Finding Vendors
Find Vendors
IS Payables/Purchasing
N → Vendor Adds
Suppliers
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Vendors
Chapter 2 - Page 8
2. Click on the [OK] button.
3. Enter search criteria as desired, to narrow your search and click on the Find button.
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Vendors
Chapter 2 - Page 9
4. Select the vendor, if there is more than one based on your search criteria, and click on the
[OK] button.
5. Click on the [Sites] button to open the Supplier Sites window and view the vendor's site
information.
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Vendors
Chapter 2 - Page 10
6. Using your arrow keys on your keyboard, you can scroll down to see any additional sites.
7. If the vendor is a student, and the student has chosen to have a privacy flag placed on their
records, you will see a "Y" in the descriptive flexfield under the Tax Registration Number
(Suppliers window).
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Vendors
Chapter 2 - Page 11
Vendors
Adding Vendors
Both PO Requesters and PO Purchasers have the authority to add vendors. As soon as a vendor
is added to the vendor file, it is immediately available to use in a requisition, a Limited Purchase
Order, or a Payment Voucher. However, payments to newly added vendors are placed on
payment hold, until the AP Vendor File Coordinator reviews the vendor information, makes any
necessary changes, enters additional information, and releases the payment hold.
You must include a social security number or Tax ID number, and site information. Contact the
vendor to obtain any missing information prior to entering the information in IS.
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Vendors
Chapter 2 - Page 12
Vendors - Entering Basic Information
Vendors
IS Payables/Purchasing
N → Vendor Adds
Suppliers
Do NOT save vendor information until all required fields are complete. You will not
be able to add or change any information after you save the vendor record.
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Vendors
Chapter 2 - Page 13
1. Press the Caps Lock button on your keyboard.
It is important to enter the vendor information following the standard naming conventions,
including using ALL UPPER CASE LETTERS. It is recommended that you start with this
step to ensure the proper naming conventions are used.
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Chapter 2 - Page 14
5. Enter site name in Name field.
6. Enter the street address, city, state, and postal (zip) code.
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Chapter 2 - Page 15
8. Change supplier notification method to NULL.
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8. To add another site, click on the toolbar icon with the green plus sign (the cursor is pointing
to it in the example above.)
Contact Information is required for the site. However, once you enter the contact
information you will be asked to save your work. For this reason:
− contact information should be added last (after you have entered all sites);
10. Add the contact information for one of the sites by selecting the Contact Alternative region
for the site and entering the information in the appropriate fields.
11. Save your work only after you have entered all vendor information. Once you save the
vendor record you cannot add or change any information.
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Chapter 2 - Page 17
Vendors
Summary
In this lesson you should have learned how to do the following:
• Add new vendors to the vendor file, entering basic vendor information, including site
information
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Vendors
Chapter 2 - Page 18
Processing Invoices
Chapter 3
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Processing Invoices
Chapter 3 - Page 1
Processing Invoices
Section Objectives
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Processing Invoices
Chapter 3 - Page 2
Processing Invoices
Responsibility
The AP Invoice Processor is responsible for entering vendor invoices, reviewing invoices on
hold, releasing holds, placing holds on problem invoices, and processing payment vouchers.
Invoices are processed daily in the order in which they (or other requests for payment) are
received. Invoices are paid on the system-calculated due date. The accounting entry to reduce
accounts payable liability and cash accounts is made at that time.
• are 30 days from receipt of a valid invoice or receipt of goods or services, whichever is
later.
• are always "Net 30" unless the Director of Procurement Services establishes a pre-
agreed-upon contract with a vendor.
• are established by the Vice President for Budget and Management in accordance with
the state's Prompt Payment Act
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Processing Invoices
• are reflected on every payment, unless pre-agreed upon terms are established by a
contract
• always take precedence over the terms reflected on the vendor's invoice
Vendor invoices reflecting prices that exceed purchase order prices will not be paid and will be
placed on hold, except for invoices that fall within University tolerances, established by the
Director of Procurement Services.
Financial liability is recognized at the time payment is approved; that is, inventory and
departmental accounts are debited at the time Accounts Payable enters and approves the invoice.
The process charges the departmental account for the payment and credits the accounts payable
liability account.
Proof of delivery documents, for example, supplier packing lists or purchase receipt tags, are
filed and maintained by the receiver; they are not forwarded to the accounts payable department
for filing and reference.
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Processing Invoices
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Processing Invoices
Invoice Types
Type Description
Standard An invoice from a supplier representing an amount due for
goods or services purchased. Standard invoices can be either
matched to a PO or not matched.
PO Default An invoice you enter for matching to a purchase order. You
enter a PO number, and IS Payables automatically provides
supplier information.
Credit memo A memo from a supplier representing a credit amount toward
goods or services for which you have already been invoiced
Prepayments A type of invoice you enter to pay an advance payment for
expenses to a supplier or employee
QuickMatch An invoice you enter for matching to a purchase order. You
enter a PO number, and IS Payables automatically provides
supplier information and matches to each shipment on the
purchase order.
Withholding Tax An invoice you enter to remit taxes withheld to the
appropriate tax authority
Mixed An invoice you enter for matching to both purchase orders
and invoices. You can enter either a positive or a negative
amount for a Mixed Invoice.
You can select the type of invoice you are entering on the invoice entry screen.
Type Description
Item Records the amount a supplier charges for goods or services
purchased
Tax Records the sales or other tax amount due on goods or services
purchased
Freight Records the amount a supplier charges for shipping & handling
Miscellaneous Records the amount for miscellaneous expenses on an invoice
Withholding Records the amount of taxes withheld from an invoice
You can select the type of distribution line you are entering on the invoice distribution screen.
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Chapter 3 - Page 5
Processing Invoices
Invoice Inquiry
You can find invoices to respond to supplier inquiries including questions about invoice payment
status, invoice payment date, reasons an invoice has not been paid, and total balance due for a
supplier or supplier site. You can also find invoices to make adjustments to them or to perform
actions on them such as approval or cancellation.
You can find invoices in the Invoice Workbench either by using the Find Invoices window or by
entering query criteria directly into the Invoices Summary window or the Invoices detailed
window. In the Find Invoices window, you can enter a greater variety of criteria including
invoice status and ranges for invoice amounts, invoice dates, and voucher numbers. You then
click Find to navigate to the Invoices Summary window, where Payables displays all invoices
that match your find criteria.
You may also review just the high-level information for one particular invoice.
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Chapter 3 - Page 6
Invoices - Finding Invoices
Find Invoices
IS Payables
N → Invoices → Entry → Invoices
Invoices
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Chapter 3 - Page 7
2. Enter desired search criteria to find the invoice, including the name of the vendor in the
Name field, the invoice number in the Invoice Number field, and/or the voucher number in
the Voucher Audit Number field to find the invoice.
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3. If your query retrieved more than one record, select the invoice by clicking on the current
record indicator next to it.
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Invoices - Reviewing Invoices
Review Invoices
IS Payables
N → Invoices → Inquiry → Invoice Overview
Invoice Overview
1. Enter name of Supplier, Invoice number, or other criteria, using the wildcard (%) as
necessary, to narrow your search
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Chapter 3 - Page 10
This window is a summary of the following information:
• Vendor information
• Invoice information
• Active holds
• Scheduled payments
• Actual payments
2. Since this is a display-only window, navigate to the Invoices window by clicking on the
Invoices button to see more information about the invoice.
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3. Click in the Paid By field (under Actual Payments) and then on the Payment Overview
button to see payment information.
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Processing Invoices
Entering Vendor Invoices
When Procurement Services receives a paper invoice from a vendor, the mail clerk will forward
all invoices referencing a PO# to the AP Invoice Processor.
The AP Invoice Processor will enter the invoice information. The AP Invoice Processor will
enter and approve (or place on hold) the invoice according to the navigation instructions for
entering invoices matched to purchase orders.
After the review of the invoice, the AP Invoice Processor will approve the invoice, which will
make it available for payment. System tolerance will be validated during approval. The AP
Invoice Processor will record the IS Voucher Number and the Delivery Location on the paper
invoice. The paper invoice will be copied and sent to the originating department to file.
If the AP Invoice Processor cannot approve the invoice (because of discrepancies, lack of
supporting documentation, etc.) then they will place the invoice on the appropriate hold. The
mail clerk will make one copy of the invoice: the original will be given back to the AP Invoice
Processor, and the copy will be sent to the originator of the purchase.
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Chapter 3 - Page 14
Invoices - Matching Invoices to Purchase Orders
Invoices
IS Payables
N → Invoices → Entry → Invoices
Invoices
1. Open AP Invoice folder by clicking on the folder icon and selecting AP Invoice from the
list.
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2. For invoice Type, select PO Default from the list of values for an invoice matched to a
purchase order.
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3. Enter purchase order number and click on OK button.
Supplier Name, Supplier Number, and Supplier Site will default from the purchase order.
• Verify that the address matches the remit to address on the vendor's invoice by viewing
the list of values.
• If Supplier Site does not default from the Purchase Order, select the site from the list of
values.
4. Enter the Invoice Date by selecting the date from the calendar.
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If you press Tab to go to the next field, the default invoice number will appear as the current
date, so you must enter the actual invoice number.
7. Enter the date the invoice was received in Accounts Payable in the Date Invoice Received
field.
8. Enter entire dollar amount including any freight in the Invoice Amount field
9. Change Pay Group field if necessary, by selecting from the list of values.
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13. Click on the Find button.
15. If invoice billed is different from PO Quantity Invoiced or Unit Price, click in the Quantity
invoiced field or the Unit Price field and change to match invoice.
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If freight field is blank, UVa pays the freight costs.
If freight should not be paid, the freight field will indicate "Vendor pays freight".
• Change the invoice amount to reflect the total amount less the cost of the freight.
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• Go to step #21.
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UVa Pays Freight
• Type
• Amount
• Enter Organization
If you need more than one line of distribution select [Edit, Duplicate Field Above] from the
menu for the Project, Task, Award, Expenditure Type and Organization fields.
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18. Click on [Reverse 1] to reverse distributions.
If you accidentally matched to the wrong purchase order shipments or distributions, you can
reverse matched distributions and create new distributions by matching to new purchase
order shipments or distributions of the same purchase order or of another purchase order. If
you add or reverse invoice distributions you must also change the scheduled payment
amounts to match the new invoice total, or IS Payables will place holds on the invoice
during approval.
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Place the Invoice on Hold
You may also see instructions for Invoices - Releasing or Placing Invoice Holds for
additional information on placing invoices on hold.
• Select appropriate hold name from the list of values for the Hold Name field.
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Chapter 3 - Page 24
Invoices - Entering Invoices Not Matched to Purchase Orders
IS Payables
N → Invoices → Entry → Invoices
Invoices
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Chapter 3 - Page 25
1. For Invoice Type, select Standard from the list of values.
2. Select vendor name from the list of values for the Supplier Name field.
If the vendor is not available from the list of values, refer to procedure for Adding Vendors.
3. Select the site from the list of values for the Site field.
− If there is just one site, the information will default. Press Tab in field to accept the
default.
− This is the site to which the payment will be sent.
− The address for this site will be printed on the payment.
4. Enter the Invoice Date by selecting the date from the calendar.
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If you press Tab to go to the next field, the default invoice number will appear as the current
date, so you must enter the actual invoice number.
7. Enter the date the invoice was received in Accounts Payable in the Date Invoice Received
field, by selecting the date from the calendar.
8. Enter entire dollar amount of invoice including any freight in the Invoice Amount field.
Distributions
12. Open Invoice Entry Distributions folder by clicking on the folder icon.
• Select AP Distributions 1
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12. Enter PTAEO information by choosing from the list of values for the Project, Task, Award,
Expenditure Type, and Expenditure Organization fields.
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• Validate the invoice, by clicking on the Validate check box.
• Click OK.
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Status will change to Validated.
You may also see instructions for Invoices - Releasing or Placing Invoice Holds for
additional information on placing invoices on hold.
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• Select appropriate hold name from the list of values for the Hold Name field.
End of activity.
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Processing Invoices
Adjusting Invoices
Once you have matched an invoice to a purchase order or processed an invoice not matched to a
purchase order you can review the invoices make adjustments as necessary. You can:
You should run the Invoice on Hold Report each day to identify which invoices are on matching
or other holds. Running this report will be covered in the section on Problem Invoice
Resolution.
QuickMatch Invoices
You can use QuickMatch to enter invoices when you know the entire invoice amount matches
the entire PO amount.
Enter QuickMatch as the invoice type if you want to match an invoice to all shipments on a
purchase order. When you enter a QuickMatch invoice in the Invoice Workbench, IS Payables
prompts you to enter the purchase order number and automatically enters the vendor name,
vendor number, site, and the purchase order currency for the invoice currency. When you
choose the Match button, IS automatically matches to each shipment. You can choose to
complete the match or override the matching information.
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Invoices - QuickMatch
IS Payables
N → Invoices → Entry → Invoices
Invoices
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1. For the Type field, select QuickMatch from the list of values.
3. Verify the correct site from the List of Values. This should be the remit to address from the
invoice.
4. Enter Invoice Date, Invoice Number, Description, Date Invoice Received, and Invoice
Amount.
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6. Record the voucher number on the invoice.
7. Click [OK].
8. Open the folder icon and select the po match folder. Click [OK].
If the quantity invoiced is wrong, correct it and [Tab]. The Match Amount will default in.
Oracle Payables fully matches the invoice to the distributions of the matched shipments and
automatically creates invoice distributions.
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10. Click [Match] to navigate to the Invoices window.
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11. Click [Actions..1].
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Processing Invoices - Credit Memos
Credit Memos
A vendor will issue a credit memo in response to the return of discrepant goods or over billing.
When a credit memo is received, the Invoice Processor will enter the credit memo using the
same forms as entering an invoice.
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Credit Memos
A credit memo can be matched to either the purchase order or invoice on the invoice screen. It
appears that matching a credit memo using the purchase order match uses fewer screens to
complete the match. Both methods are shown in this document, Matching Credit Memos to
Invoices.
If the price correction box is not checked, AP assumes that goods were returned and it calculates
the equivalent amount of goods returned based on the Purchase Order unit price divided into the
credit memo amount.
− For instance if the unit cost of an item is $5 and the credit memo is for $10, then the
quantity billed will be reduced by 2 units which will allow matching another invoice
for the 2 units that were covered by the credit memo. After the credit memo is
matched the quantity billed will be reduced by the amount of the equivalent units.
Note if you match a credit memo using the invoice match, the equivalent quantity for the credit
memo must be manually calculated and entered along with the amount of the credit memo.
A price correction matched credit memo does not change the quantity billed.
If a credit memo is matched to an invoice with multiple distribution lines you can either have the
system distribute the credit memo amount on a prorated basis or you can manually select the
amount to match to each line.
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Matching a credit memo using the PO match as a non-price
correction
IS Payables
N→ Invoices → Entry → Invoices
Invoices
2. Complete the credit memo information and select Purchase Order to match credit memo to
the purchase order for the Match button.
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This credit memo is a result of returning goods versus a price correction. Do not check the
price correction box.
4. Click [Find].
If you are matching a Credit Memo using the Invoice Match and a Non-Price Correction, goto
task# ? .
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Processing Invoices
Chapter 3 - Page 42
If you want to manually distribute the Credit Memo using the Purchase Order Match, goto task#
?.
5. Check the box next to the line you wish to apply the credit memo against.
8. Click [Match].
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Chapter 3 - Page 43
10. Click [Overview] to see Invoice information.
You may click [View PO] to see that the quantity billed has been reduced by the credit
memo amount.
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Processing Invoices
Chapter 3 - Page 44
Matching a Credit Memo as a Price Correction Using the PO
Match
1. Check [Price Correction] checkbox on the Find Purchase Orders for Matching window.
3. Click [Find].
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Processing Invoices
Chapter 3 - Page 45
4. Check the box next to the line you wish to apply the credit memo against.
The quantity has not changed with the price correction credit memo.
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Processing Invoices
Chapter 3 - Page 46
Matching a Credit Memo Using the Invoice Match and a Non-
Price Correction
1. Select [Invoice] from the list of values for the Match window.
3. Select the line to be matched and enter the credit amount. You must enter the credit
quantity.
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Processing Invoices
Chapter 3 - Page 47
Note: You must calculate the equivalent units. AP will not calculate the number of units
for you.
4. Click [Match].
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Processing Invoices
Chapter 3 - Page 48
5. Click [OK].
7. View distributions to see the account credited and the number of units credited, if this is not
a price correction.
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Processing Invoices
Chapter 3 - Page 49
Manually Distributing the Credit Memo Using the Purchase Order
Match
1. Find the invoice to match the credit memo against.
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Processing Invoices
Chapter 3 - Page 50
4. Select the line.
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7. Validate the Invoice.
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Processing Invoices - Summary
Summary
In this lesson you should have learned how to do the following:
• The types of invoices including Standard, PO Default, Credit Memos, and Payment
Vouchers.
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Processing Invoices
Chapter 3 - Page 54
Processing Payment
Vouchers
Chapter 4
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As of July 2001, the IS Payment Voucher will be the only method by which departments can
submit Payment Vouchers. The E-form Payment Voucher will no longer be available.
• Payments that require documentation of purpose or reason as required under the State
Department of Accounts or University policy and procedures (e.g., food, flowers,
framing, gifts)
• Other payments defined on the University's demand payment list for items where
competition is not practical (e.g., subscriptions, conference registrations)
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Ensure that supporting paper documentation (Petty Cash Reimbursement Form) has been
received.
Ensure that any necessary supporting paper documentation (i.e., Travel Workbook) has been
received.
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Once the Payment Voucher is reviewed, the AP Invoice Processor can approve it, which makes it
available for payment, or place it on hold. If placing the Payment Voucher on hold, the Invoice
Processor will release the original hold and place it on "Voucher Returned to Department" hold.
The department will then have a chance to make corrections and resubmit the Payment Voucher
to AP.
If the AP Invoice Processor places the Payment Voucher on hold after the review, an explanation
of why it is being returned should be attached using the attachment function (the paperclip icon)
in IS.
This will be addressed in greater detail in the section on Problem Invoice Resolution.
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• Travel Reimbursement - The Travel Workbook must also be submitted in paper form to
Accounts Payable
• Petty Cash Reimbursement - The Petty Cash Reimbursement Form must also be
submitted in paper form to Accounts Payable.
These documents may also be attached electronically in IS, but departments are required to send
in the paper documentation as well. The supporting documentation must be completed and
approved by the originating department prior to sending the paper documentation to Accounts
Payable. The department originating the Payment Voucher will maintain the documentation for
all other types of Payment Vouchers.
Accounts Payable cannot release Travel or Petty Cash reimbursements until this paper
documentation is received.
In addition to sending the paper documentation, the supporting documentation may also be
attached electronically to the IS Payment Voucher using the attachment function (the paperclip
icon) in IS.
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1. Open the Payment Voucher folder by clicking on the folder icon. Select "Payment
Voucher" from the list of available folders.
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• Type
Standard will default, which is the correct type for Payment Vouchers. (Do not change).
• Supplier
Select Supplier (e.g., vendor, employee, student) from the list of values for the Supplier
field.
The supplier you pick must be the name of the person or company that you are paying.
This is the name that will appear on the check.
“Recently added Vendor note”: If vendor has recently been added, and their eVA status
is not known, you will be warned by the note below. Please ensure vendor is fully
aware off all implications of eVA terms and conditions unless all goods and services
you are purchasing are eVA-exempt.
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• Site
− Select site from the list of values.
− This must be the pay site.
• Invoice Date
− If you have an invoice from the vendor, enter the date printed on the invoice.
− If you do not have an invoice, enter the current date.
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This information appears on the check stub or Direct Deposit Notification and will help
identify the payment.
• Description
Enter a description
− If you are paying a vendor, enter your customer account number. For Example:
− FedEx, enter your FedEx account number.
− Detailed explanations describing purpose/reasons for purchase should be explained
using the paperclip. This field is used to help the vendor identify the payment.
− This information appears on the check stub or Direct Deposit Notification and will
help identify the payment.
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• Invoice Amount.
• Voucher Number
This number is system-generated and the field is populated when the transaction is
saved.
Terms field defaults to Net 30 days for vendors. Students and employees default to
shorter payment terms. Never change terms of payment!
7. Open the "Payment Voucher Distributions" folder by clicking on the file folder icon.
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• Type
Item will default, which is the correct type for Payment Voucher Distributions. (Do not
change).
• Amount
• Choose from the list of values for the Project, Task, Award, Expenditure Type, and
Expenditure Organization fields.
• Enter as many distribution lines as needed to charge line items to the appropriate
PTAEOs.
9. Ensure that the distribution amount agrees with the header amount.
11. Close Distributions form and return to the payment voucher header.
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• Category
• Description
• Data Type
• Enter explanation in the long or short text field, such as purpose or reason for the
reimbursement.
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The Navigator window has two tabs. When there is a document on the Navigator the
Documents tab is the default. To see Functions click the Functions tab.
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Check this box if you have received all necessary departmental approvals and you are
ready to submit the payment voucher to Accounts Payable.
Once you have approved the Payment Voucher it is available for processing by
Procurement Services. It is not possible to electronically route the payment voucher to
a departmental approver. Obtain additional departmental approval via e-mail or paper.
Check this box only when special circumstances require that someone must physically
pick up the check. All other payments will either be mailed or handled via direct
deposit.
− Enter name of individual who will pick up the check.
− Enter phone number of individual who will pick up the check.
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Check this box if a paper document must accompany the payment. Forward the paper
document to Procurement Services with information such as voucher number, payee,
invoice date, and amount to allow Procurement Services to match the document with
the Payment Voucher. This Payment Voucher will remain on hold until Procurement
Services has received your documentation.
If the check attachment is not required to be on original document, you may fax it to
Procurement Services at (434) 924-3077. Please include a cover sheet with the voucher
number, and number of pages.
• Prepayment
Check this box if payment must be made prior to receiving the goods or services. You
must state the reason that prepayment is required, either in the description section or by
clicking on the attachment icon on the toolbar.
Check this box if your voucher had been returned and you have supplied requested
information on the attachment.
18. Depending on the expenditure type selected or the dollar amount of the payment voucher,
you may receive a message that the payment voucher requires Accounts Payable review.
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2. Enter the required information for the Payment Voucher, using the Payment Voucher form
in the folder. (All fields are required.)
3. In the Distributions Region, enter the PTAEO information from the list of values for each
field.
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• Award - Select Award from the list of values. If project has only one award, the
award will default when you click on the list of values.
• Expenditure Type - Choose "Training Fees and Materials " from the list of values
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2. Enter the required information for the Payment Voucher, using the Payment Voucher form
in the folder. (All fields are required.)
• Supplier (Required) - Select "Foods of All Nations" from the list of values
• Site (Required) - "CHARLOTTESVI O1" will default from the list of values.
3. In the Distributions Region, enter the PTAEO information from the list of values for each
field.
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• Award - Select Award from the list of values. If project has only one award, the
award will default when you click on the list of values.
• Expenditure Type - Choose "Svcs, Catering " from the list of values
• In the text field, enter purpose or reason (e.g., "These boxed lunches were for the
_________ training session attended by John Smith, Jane Doe, and Suzy Jones.")
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After the department has corrected and/or supplied the additional information, the Payment
Voucher will show up on the Invoice on Hold report with hold type of Resubmit Payment
Voucher.
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1. Open the Payment Voucher folder by clicking on the icon. Select "Payment Voucher"
from the list of available folders.
For more detailed instructions on how to find and review Payment Vouchers, refer to the
instructions Payment Vouchers - Finding and Reviewing.
Query on the Invoice number referenced in the email notification from Accounts
Payable.
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A yellow piece of paper will appear under the paperclip on the icon to signify that an
attachment is there.
4. Read the explanation provided by Procurement Services indicating why the Payment
Voucher was rejected.
5. Make necessary changes to the Payment Voucher header, Distributions form, and/or your
attachment.
7. Return to the Payment Voucher Header and click on the [Actions... 1] button.
8. Check the "All Approvals Have Been Obtained" and the "Resubmit to Accounts Payable"
checkboxes.
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• How Payment Voucher are initiated and submitted by departments and what paper
documentation is required
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The Invoice Processor is responsible for reviewing invoices on hold, canceling invoices in the
AP system and manually releasing holds where authorized.
The Accounts Payable Manager is responsible for authorizing the override of invoice holds in the
AP system.
Invoice Holds
There are four types of invoice holds:
• matching holds which are created when the invoiced item does not agree with the
purchase order information in either quantity or unit price
• system variance holds which are created when the header and distribution amounts do
not agree.
• other system-generated holds such as payment falls outside the open Payables period
• manual holds placed on the invoice in accordance with specific University policy
• when check requests and payment vouchers do not have the proper authorizing
signatures or require additional information.
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The AP Invoice Processor may have to work with the Originator to obtain additional
information, documentation, or approvals to resolve the problem with the invoice.
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6. After report shows that the Phase is "Completed" and the Status is "Normal", place current
record indicator next to the report you want to view and click on the View Output button.
7. View report.
The Invoice on Hold Report will list all invoices on hold, for both Payment Vouchers and
invoices matched to Purchase Orders. The Hold Type will be used to determine if the
invoice is for a Payment Voucher. Hold Types for Payment Vouchers include but are not
limited to the following:
− Petty Cash Hold
− Restricted Item Hold (includes Travel Reimbursements)
− Requires an Attachment Hold
− Foreign/Wire Payment Hold
− Resubmit PV Hold
− Voucher Returned to Department Hold
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There may be times when it is necessary to obtain AP Manager approval to override a hold on
the Invoices on Hold report. When this happens, forward the invoice information including a
copy of the invoice, any supporting documentation, and the Invoice on Hold Report. The AP
Manager will review the invoice, note approval to override on the Invoices on Hold Report, and
return the annotated report to the Invoice Processor.
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1. Enter name of the vendor in the Name field, the invoice number in the Number field (from
the Invoice Holds Report), or the Voucher Number, for which you want to release the
invoice hold
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Clicking on the current record indicator will take you to the distributions screen of the
invoice.
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Release a Hold
• In the Release Name field, choose a release name from the list of values.
The Release Reason field will populate when you select the Release Name.
Place a Hold
• Click on a blank record in the Hold Name field.
The Hold Reason field will populate when you select the Hold Name
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• For the Data Type field, select Short Text or Long Text (depending on the length of your
explanation) from the list of values.
• Enter text.
6. Return to the Invoice Header and approve the invoice, or to perform other action as
appropriate.
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You can cancel only unpaid invoices. You can cancel any unapproved invoice or an approved
invoice that does not have any effective payments or posting holds. If an invoice has a hold that
prevents posting, you must release the hold before you cancel the invoice. You cannot cancel an
invoice that has been selected for payment in a payment batch.
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4. Note the reason for canceling the invoices by using the attachment function (paper clip
icon), and entering explanation in text field, and saving the attachment.
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• Cancel an Invoice.
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IS Folders
Chapter 6 - Page 1
IS Folders
Section Objectives
At the end of this section, you should be able to:
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IS Folders
Chapter 6 - Page 2
IS Folders
The use of folders in IS allows you to rearrange and sort data on selected forms. A yellow folder
icon in the upper left portion of the form identifies the form as one with folder options. Most
folders are found on inquiry forms, but they may also be found on data entry forms.
• Export values from a folder form to an Excel spreadsheet for additional analysis
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IS Folders
Chapter 6 - Page 3
Opening and Saving a Folder Definition
Order Entry
M → Folder → Open or Save or Save As
Toolbar
2. Select a private or public folder definition from the list window that is displayed, and click
OK to replace the current folder definition with the new folder definition.
3. Select Folder → Save to save any layout or query changes made to the current folder
definition or choose Folder → Save As to save the current folder definition under a new
name. If there are any pending changes to the information in the folder, you will be
prompted to commit the changes.
4. Click OK after you have completed the information requested in the Save Folder window.
If you save a folder definition to Open as Default and then open another folder definition and
save that second definition also as Open as Default, the second definition is reset as the new
default.
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IS Folders
Chapter 6 - Page 4
If you modify a public folder definition in any way, saving it makes it a private folder definition.
This means that the public folder available to all other users has not been modified, but that you
have saved your own private version of that folder in a modified way.
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IS Folders
Chapter 6 - Page 5
Querying Records in a Folder
Order Entry
N → Folder → Save As
Save Folder
1. Run the query that you want, either by using View → Query Find or Query-by-Example. At
least one record must be retrieved for the folder to memorize the query.
2. Select Folder → Save As if you want to save this query criteria in a folder definition.
4. Check Auto Query if you want this query to perform every time you open this folder
definition.
When you save a folder definition, the query criteria is “locked in” to the folder definition. When
you perform another query on that same folder definition, you actually query on the subset of
records. If you want to perform a new Query-by- Example on the complete set of records, reset
the query for the folder definition.
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IS Folders
Chapter 6 - Page 6
For example, if you enter a query to search for all purchase orders associated with your
organization and save that query in a folder, each time you open the folder you will only see
those purchase orders associated with your organization.
IS Applications
M → Folder → Reset Query
Toolbar
2. Perform another query and select Folder → Save to save the new query to your current
folder definition. To alter the sorting order of data in a multiple-record folder definition,
select Folder → Show Order By. This menu item acts as a toggle switch to display the Order
By buttons for the first three fields of a multiple-record folder block. The Order By buttons
appear beneath those fields that can be changed.
3. Click an Order By button to switch the fields to any one of three settings:
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IS Folders
Chapter 6 - Page 7
4. Select Query → Run to rerun the query in your folder definition to apply any ordering
changes to the records.
5. Select Folder → Save or Folder → Save As to save this query criteria to a folder definition.
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IS Folders
Chapter 6 - Page 8
Recovering the Original Default Folder Definition
IS Purchasing
N → Payment Voucher → M → Folder → Save As → Folder "Original"
Save Folder
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IS Folders
Chapter 6 - Page 9
4. Navigate to this folder again to display the original default folder definition.
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IS Folders
Chapter 6 - Page 10
Deleting a Folder Definition
Order Entry
M → Folder → Delete
Toolbar
2. Select a folder definition from the list that is displayed and click OK to delete the definition.
Note that you can only delete folders you have created. If another user is referencing that
folder definition as their Open as Default folder, that reference is deleted as well.
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IS Folders
Chapter 6 - Page 11
Exporting Information from Folders
Integrated System Purchasing
N → Purchasing : Item Search
Item Search
This navigation path is just an example of exporting information from folders. You can
follow these steps to export information from any folder.
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IS Folders
Chapter 6 - Page 12
2. Click on the [Save] button
3. Select the folder where you want to save the document and click on the [Save] button.
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IS Folders
Chapter 6 - Page 13
4. Click on the [Open Folder] button.
5. Right click on the folder, and Select Open With and Choose Program....
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IS Folders
Chapter 6 - Page 14
6. Choose Microsoft Excel (or other appropriate program) from the list and click on the [OK]
button.
8. View information.
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IS Folders
Chapter 6 - Page 15
Folders - Summary
Summary
In this lesson you should have learned the following:
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IS Folders
Chapter 6 - Page 16
Working with Pre-Defined
Reports (PDR)
Chapter 7
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• Pre-Defined Reports (PDR) - Created by developers and opened with Discoverer from
the Operational Data Store
• User-Defined Reports (UDR) - Created by users with Discoverer, shared with other
users, also run from the Operational Data Store.
Oracle's Discoverer is the only application that will open Pre-Defined (PDR) reports. It must
also be used to create User-Defined (UDR) reports or modify Pre-Defined reports to your needs.
Users with or without access to Oracle applications may use Discoverer to open the PDR or the
UDR. It is not necessary to run Oracle's financial applications for access to PDR or UDR.
The information you see in Pre-Defined or User-Defined Reports comes from a copy of the
Production database called an Operational Data Store (ODS). ODS data is refreshed once a day,
and will be at least 24 hours old in most cases.
You must have Discoverer installed on your PC to open and run PDR. Your Local Support
Partners (LSP) will have copies of the Discoverer CD and will install it for you. If your
department does not have a LSP call the ITC Help Desk (924-3731) for instructions on getting
Discoverer installed.
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All users of Oracle Applications or Discoverer must establish a valid password with the first
login procedure detailed below
Note: You only need to follow these steps one time. If you have already changed your default
password for Oracle Application access, it will not be necessary to do it again for Discoverer
access until it expires. Oracle passwords expire in 45 days.
Note: Discoverer reports run on the ODS which is a copy of the Production database. Once you
establish or change a password in Production, it will take one day for the changes to be migrated
to the ODS via the refresh process.
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Open a browser and go to the Integrated System's Application Launcher to initiate your first
login.
• Click the Go button next to Production and wait for the User Name and Password fields
to appear.
• Key the default password (received in email) in the password field then click the button:
Connect.
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
• A screen will appear showing three fields; Old Password, New Password, and Confirm
Password. The Old Password field should contain the default password. You must
create a password for the New Password field (NOTE: see the section titled
Troublesome Password Characters before completing this step); then, retype it in the
confirmation field.
Click the button: OK.
• You have finished the first login. You should see the following screen. Your password
is now ready for use with Discoverer. Click the Action menu then click Exit Oracle
Applications. Close both remaining browser windows.
You will not get an error message from Oracle if you use these characters when you change your
password. This is because the other Oracle applications will accept them in a password.
Discoverer is the only Oracle application that fails to login when passwords contain these
characters.
Your password access to the ODS is based on the applications security implemented in the other
Oracle applications. This allows users of other Oracle applications to login either to the ODS or
the Oracle applications with the same user name and password.
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
Reports
Pre-Defined Reports have been created by Integrated System developers and can be identified
by their naming convention. The Report names begin with the characters IS, a period, two
characters identifying the module most of the information comes from, then an underscore
followed by the report's title.
Reports that begin with other characters are User-Defined Reports, created by an experienced
Discoverer user, and shared with others. The first 4-5 characters of the report's name are the
university computing ID of the creator, a period, and the report's title.
In the next several pages you will find step-by-step instructions with screen shots of the steps for:
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
2. Start Discoverer.
NOTE: This is the most recent password you’ve established in the IS application.
Note: Discoverer reports run on the Operational Data Store (ODS), a copy of the Production
database. Once you establish or change a password in Production, it will take one day for
the changes to be migrated to the ODS via the refresh process.
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6. Click [OK]
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There are several key points contained in the procedure, which are summarized below:
− Departments must review their activity at least monthly.
− Proof of the monthly review needs to be retained in the department. There must be
a reviewer’s signature and a separate approver’s signature.
− Departments are responsible for retaining original documentation (except for travel
and petty cash where copies need to be retained), and for making it immediately
available in the case of an audit.
− Finally, please remember that all questions should be directed to the Integrated
System Customer Support Center (ISCSC) at 243-7550.
Discoverer
B → Open an Existing Workbook
B→ Database
Workbook Wizard
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Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
7. Click [Yes]. The report will run or the Parameter Wizard will appear.
NOTE: Click [No] only if you want to modify the report before running it, or you want to
open a different worksheet tab. The report will then open with no results. You can then
either modify the worksheet as directed in step 10 below or change worksheet tabs.
The user may also inhibit this screen from appearing regardless of who created the report by
Navigating to TOOLS/OPTIONS/ GERERAL tab and un-checking the ‘Display warning
when opening workbook saved in a different database account’.
NOTE: The Parameter wizard defines the selection criteria for producing the results set.
These parameters may be modified and new parameters can be defined. Users learn to
modify and create parameters in ODS 1, Creating User Defined Reports.
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
NOTE: The report might allow multiple values or a single value for a given report.
NOTE: The description box shows the format masks for the values. Parameters must be
keyed in conformity with the format (i.e. case sensitivity, punctuation such as quotation
marks surrounding characters, number of digits in year, etc.).
8. Click [Finish].
Some reports are very long. The default setting is to retrieve 10,000 rows, but some reports
are even longer than that. If not all data is retrieved you can modify the worksheet as
follows:
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
• Select [OK]
• You will need to Refresh the report to get all the data.
• Sometimes all lines are not retrieved. You can check for that as follows:
− Select [Sheet]
− Select [Retrieve all Rows] if it is lit.
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
10. You may open more than one Pre-Defined Report at a time. Use the File Menu [File >
Open] to select any other report(s) you wish to review.
11. With more than one report open use the Window menu to choose the report you want to see.
12. You may close one report at a time by selecting the report you want to close from the
Window menu (previous example) then, clicking [File > Close].
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Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
However, many users may need to share the data in Pre-Defined reports with others who do not
have access to the ODS or Discoverer. Also, many formatting, graphing, and sorting tasks are
done more effectively in Excel, as are several types of complex calculations. Discoverer 3.1
provides functionality for exporting all or parts of the Pre-Defined Report to Microsoft Excel.
When you export a Pre-Defined Report to Excel you will lose Discoverer's formatting (colors,
fonts, graphics) and its Page Item Detail features (i.e. the ability to drag and drop column/row
headings to other axes). Essentially, whatever data is on your screen at the time of export will be
included in the target file.
If you know you need to export data to Excel it's probably best to run the Pre-Defined report,
export its data without formatting, sorting, or totaling then use Excel's equivalent features to
complete the report.
• A report is needed on a recurring basis at a particular time of day or day of the week
• Reports that process large amounts of information must be run after normal work hours
(i.e. conserve computing resources, permit user to do other work during the work day)
Discoverer provides a tool for scheduling reports for execution at a later time.
Once you have scheduled a report, you are the only person who can view the query and its
results. To share the results of a scheduled report requires saving them or exporting them to
another application.
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Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
Each user of the University's Integrated System is required to sign and submit a copy of the
Integrated System User Responsibility Acknowledgement and Agreement prior to being granted
access to the system. Your access will not be granted until the form is received.
The forms will be distributed and collected by University Human Resources (UHR) via mail.
For questions about the form, contact the UHR Employee Relations Division.
A copy of the form is attached for your review. This copy is intended for review purposes only.
A paper copy will be mailed to you by UHR.
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04
It is the policy of the University of Virginia to protect the confidentiality of information that resides in its
information systems to include data on employees, students and other business/financial data. Based upon your job
duties and responsibilities, you have been designated to have access to a portion of the University’s Integrated
System (“IS”) or referred to as “system.” Your access and use of the Integrated System and any other institutional
systems interfaced to the Integrated System is subject to the following terms and conditions.
1. I will use the system and the administrative data it contains to conduct University business only.
Access or use of the system and the administrative data it contains for my own personal gain or profit, for
the personal gain or profit of others, or to satisfy personal curiosity is strictly forbidden.
2. I will respect the confidentiality of individuals whose records I have been given access. I will observe
any ethical restrictions and will abide by applicable laws and policies with respect to access, use, or
disclosure of administrative data and information.
3. I will not give data to persons not authorized to have access to it. I understand that the University
expressly forbids the disclosure of unpublished administrative data or the distribution of such data in any
medium, except as required by my job duties and responsibilities and which have been approved in
advance.
4. I will follow control procedures and take reasonable measures to protect the administrative data to
which I have been granted access.
5. I will not disclose my access code and/or password to other individuals. I will not use another
person’s access code or password. If I have reason to believe that my access code or password, or that of
another individual has been compromised or is being used by a person other than the individual to whom it
was issued, I will report it to a supervisor or the System Administrator.
6. I understand that I will be held responsible for the consequences of any misuse occurring under my
user id and password due to any neglect on my part.
7. I will be responsible for the accurate presentation of administrative data, and will be responsible for
the consequences of any intentional misrepresentation of that data on my part.
8. I understand that the transactions processed through the IS system will be audited. The University
will take appropriate action when improper uses are detected.
9. I agree to follow the policies and procedures established by the University for the use of the IS.
Failure to do so may result in the revocation of my system privileges and/or disciplinary actions, including
termination of my employment.
My Signature indicates that I have read, understand, and agree to abide by these terms and conditions of this
agreement (Required before a personal access code and password is assigned within the Integrated System.)
_____________________________ ________________________________
Employee’s Name (Printed) Employee’s Signature
Revised: 5/17/05 Copyright © 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04