Where to View, Approve, or Query Financial Information System Transactions


Overview


Critical Concepts


Concur


Navigate to Concur Travel & Expense and/or follow the navigation path provided to perform the actions listed below:

Module/FunctionAction Department Role(s) RequiredNavigation Path  Reference Material
ExpenseApprove Expenses
  • Travel 
  • Event and Other Reimbursements
  • Procurement Card 
FinUnit Approver
Department Head
Special Entertainment Approver
Navigate to Approvals > Approvals Home > Select Expense Reports > Click on appropriate Expense Report for review and approval
or
Navigate to Approvals > Reports > Click on appropriate Expense Report for review and approval
How to Perform Tasks as an Approver
ExpenseView Expenses
  • Travel 
  • Event and Other Reimbursements
  • Procurement Card 
User/DelegateNavigate to Expense > Manage Expenses > Check status of Active Reports > Click on an Expense Report to view Approval Flow or Audit Trail for more information
(Delegates must first act on behalf of the user)
How to Check the Status of Concur Document
RequestApprove Requests
  • Event Request (Catering)
  • Gift Cards
  • Human Subject Compensation to PI
  • Procurement Card
  • Travel & Entertainment Card
  • Travel (Pre-Authorization)
FinUnit ApproverNavigate to Approvals > Approvals Home > Toggle to Requests tab > Select appropriate Request for more information

or

Navigate to Approvals > Click on Requests > Select appropriate Request for more information
How to Check the Status of Concur Document
RequestView Requests
  • Event Request (Catering)
  • Gift Cards
  • Human Subject Compensation to PI
  • Procurement Card
  • Travel & Entertainment Card
  • Travel (Pre-Authorization)
User/DelegateNavigate to Requests > Manage Requests > Search or select appropriate Request for more information
(Delegates must first act on behalf of the user)
How to Check the Status of Concur Document
TravelView Travel BookingsTraveler/Travel Assistant/ArrangerNavigate to Travel > Click on the Upcoming Trips tab or Trip Library How to Book Travel in Concur

Oracle Financials Cloud (OFC)


Navigate to OFC and/or follow the navigation path to perform the actions listed below:

Module/Function Action  Department Role(s) Required Navigation Path Reference Material
Accounts PayableApprove Accounts Payable InvoicesFinUnit ApproverNavigate to Tools > Worklist > Search using Invoice # for POs or RITM # for Payment Requests

When do Invoices Stop for Approval and Who Approves Them

How to Approve Invoices

Accounts PayableView Accounts Payable InvoicesNo Roles Required

Navigate to Procure to Pay tab > Accounts Payable Invoices > Click the magnifying glass > Enter the Invoice Number or Supplier Name/Number > Click an Invoice Number for more information

Note: Validation Status indicates whether the Invoice has valid COA/POETAF information and has passed tax review if applicable. Approval Status indicates whether the Invoice is pending approval or has been approved by the Financial Unit Approver(s).

How to look up Invoice Status - Overview of how to look up all invoices (PO & Non-PO) in Oracle
Accounts ReceivableApprove Customer Invoice Adjustments or RefundsUCSD AR Adjustment JR

Navigate to Billing and Receivables > Billing > Search for desired Transaction > Click on Actions > Manage Adjustments

Note: If the AR office requested more information, you'll find the request in the Research infotile under the Billing work area


Accounts ReceivableView Customer InformationUCSD AR Inquiry and Reporting JR
UCSD BI Consumer JR
Navigate to Tools > Financial Reporting Center > Select All and search for any of the following reports:
Customer General Information, Customer Contact Information, Customer Address Information

Accounts ReceivableView Revenue for Invoices Created in the AR ModuleUCSD AR Inquiry and Reporting JR
UCSD BI Consumer JR
Navigate to the Billing and Receivables work area > Select Billing > click on the magnifying glass or from Tasks Menu > select Manage Transactions > search for the Transaction > Click on the Transaction Number to open the Invoice, and click on Actions > Review Distributions
General LedgerCreate a Journal EntryUCSD Journal Entry JrNavigate to General Accounting> Journals > Manage Approvals > Select Requiring My Approval tab or Pending Approval from Others tab
General LedgerQuery General Ledger ReportsUCSD GL Inquiry and Reporting
UCSD BI Consumer JR
Navigate to Tools > Scheduled Process > Search General Ledger > Enter Search Parameters-i.e., Chart String fields

Above pathway not current, reports in BAH 

General Ledger Panorama: General Ledger Transaction Details

Project Panorama: GL Project Balances

Trial Balance- Summary of Account Balance
Accounts Detail- Periodic Journal Activity

How to see transactions and balances on a chart string

General LedgerView MCI Errors
Unprocessed Transactions Report
General LedgerView Recharge MCI File Submissions

PPM Manage Project Costs

General Ledger-See above for GL transactions

Project Balances with Expenditure Details Dashboard in Business Analytics Hub (BAH)

Current: Expenditure Details report on Project Balances with Expenditure Details dashboard. (in BAH)

Future: Transaction Details report

PPM All ProjectsView PI Portfolio BalanceUCSD Project Inquiry and Reporting JR

Oracle: Provides Cumulative Costs

Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Manage Financial Project Plan


To view balances, go to bah.ucsd.edu > launch Faculty and Researcher Dashboard on Business Analytics Hub (BAH)

Faculty and Researcher Dashboard on Business Analytics Hub (BAH)
PPM All ProjectsView Project CostsUCSD Grants Inquiry and Reporting JR

Projects and Awards > Costs > go to Task > under Review and Adjust > Manage Project Costs: view details of the Actual Costs on Projects and Awards or view all Committed Costs

How to view award budget, costs and balances within Oracle PPM
PPM All ProjectsView Tasks

Oracle: Provides Cumulative Costs

Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Management Financial Project Financial Plan

To view balances, go to bah.ucsd.edu > launch Project Information Lookup Panorama. It will provide the option to view tasks

Project Information Lookup Panorama in Business Analytics Hub


PPM AwardsView Award SetupUCSD Grants Inquiry and Reporting JRNavigate to Awards > search for the UCSD Award Number
PPM AwardsView Financial Plan (Budget) Approvals
Navigate to Awards > search on Award Number > Financial tab
PPM AwardsView Fund/Function
Go to bah.ucsd.edu > launch Project Information Lookup Panorama. It will provide the option to view tasksProject Information Lookup Panorama in Business Analytics Hub
PPM AwardsView Funding Source NumberUCSD Grants Inquiry and Reporting JRNavigate to Projects and Awards > Awards. Search by award> click on award> Click on Financial TabProject Information Lookup Panorama in Business Analytics Hub
PPM AwardsView PPM Sponsored Invoices

Navigate to Projects and Awards > Contract Invoices > Search by Contract/Award number

To view Payment Status go to bah.ucsd.edu > launch Sponsored AR Aging report.

To view Billing Summary report go to  bah.ucsd.edu > launch SPF Accountant Panorama or 

Sponsored AR Aging report

To view customer facing invoices go to SPARCM > Enter the project number and Search. Click on the invoice. 

To view the payment status in OFC, Navigate to Billing and Receivables > Billing > Search for desired Transaction (suggest searching with PA Invoices and using the award number in the Reference field). Click on the transaction number. Click on the status to see if paid.; 

New dashboard coming: Contract Management Dashboard


Billing Status report on SPF Accountant Panorama or 

Sponsored AR Aging report



PPM AwardsView Sponsored Financial Reports and FERS
SPARCM and Award Document Lookup Tool
PPM AwardsView the Balance of Award/Project

To view Balance of Award/Project go to  bah.ucsd.edu > launch Project Balances with Expenditure Details Dashboard (PBED)

How to view award budget, costs and balances within Oracle PPM

What PPM reports support faculty portfolios?

Visit Blink to learn about financial data locations, access, analysis and reporting.


Bah.ucsd.edu > Project Balances with Expenditure Details Dashboard (PBED) report

PPM General ProjectsView Contract to Create Invoice

UCSD Project Inquiry and Reporting JR

UCSD Budget and Contract Manager JR

Navigate to Projects and Awards > Contracts> search by contract number/ Project Number
PPM General ProjectsRecharge Contracts for external billing

UCSD Project Inquiry and Reporting JR

UCSD Budget and Contract Manager JR

Navigate to Projects and Awards >  Contracts > enter Contract Number

PPM General ProjectsView Contract StatusUCSD Budget and Contract Manager JRNavigate to Projects and Awards or Billing and Receivables> Contracts > search for Contract Number > look at Status
PPM General ProjectsView Invoice Approval
Navigate to Projects and Awards or Billing and Receivables> Contract  Invoices > Task > Manage Invoices > search for Contract Number > look at Invoice Status
PPM General ProjectsView my fund/function/location/programUCSD PPM Inquiry & Reporting JrGo to bah.ucsd.edu > launch Project Information Lookup Panoramaa. It will provide the option to view tasksProject Information Lookup Panorama in Business Analytics
PPM General ProjectsView PPM General Project Tasks
Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Management Project Financial Plan
PPM General ProjectsView PPM General Projects Invoices (View PPM Non Sponsored Invoices)UCSD PPM Budget and Contract Manager JR
UCSD AR Inquiry and Reporting JR

General Project Invoices: Navigate to Projects and Awards > Contract Invoices > Task > Manage Invoices > search for Contract Number or in Billing and Receivables > Accounts Receivable > Search AR via Transaction Number or Customer Account Number

Navigate to Projects and Awards or Billing and Receivables > select Contracts > search by Contract Number > click on the Contract Number to view Contract Details > go to the Financial Summary tab to find total invoiced and revenue recorded

PPM General ProjectsView Revenue for Contract Billing in PPMUCSD PPM Budget and Contract Manager JR
UCSD AR Inquiry and Reporting JR

Navigate to Projects and Awards or Billing and Receivables > select Contracts > search by Contract Number > click on the Contract Number to view Contract Details > go to the Financial Summary tab to find total invoiced and revenue recorded

Navigate to Projects and Awards or Billing and Receivables > select Contract Invoices > Task > Manage Invoices search by Contract Number > click on the Invoice . Click on the Contract tab to find to


PPM Sponsored or CapitalView Project Transaction Controls

UCSD Grants Inquiry and Reporting JR

UCSD PPM Inquiry & Reporting JR

Currently most users cannot see this, new report in the works.

Projects and Awards > Project Financial Management > Search by the Project Number > Click the Project Number > Select Manage Financial Projec­­­­­­t Settings > Go to the Financial Tab > In the Transaction Controls section, click View - will list of Expenditure Types that are non chargeable to the Project.

How to View Sponsored Project Transaction Controls in OFC PPM
ProcurementApprove Purchase RequisitionsFinUnit ApproverIf the current step begins with the Financial Unit Number, the Approver can navigate to Tools > Worklist
ProcurementView Purchase OrdersNo Roles RequiredNavigate to Purchase Requisitions > Manage Requisitions > Remove name from the Entered By field > In Order enter the Purchase Order Number > Click the magnifying glass > In the dialog box click Search > Note the Supplier Name > Close the dialog box > Enter the Supplier Name > Click Search
ProcurementView Purchase RequisitionsPO Requisitioner

Navigate to Purchase Requisitions > Manage Requisitions > Remove name from the Entered By field > Enter the Requisition Number > Click Search > Click Pending Approval, if it appears

The current step is the last blue box without a check mark

How to Check Requisition Status
Tools Query Campus User RolesNo Roles Required

Navigate to Tools > Reports and Analytics > Click on the Hierarchical Selector (>>) next to All Folders
Navigate the report folder structure to Shared folders > Custom > UCSD Campus > UCSD Campus Reports > User Roles Report > Campus User Roles Report > Click on the Campus User Roles Report link to open and populate the report > Use the Email Address parameter and Apply button to search for specific users

How to Look up User Roles in Oracle

Campus User Roles report on BAH, users do not need to be following the currently listed pathway. 

The report has a search feature to look up by name, not only by email.

Services & Support


Navigate to Budget & Finance and follow the navigation path provided below:

Module/Function  Action Department Role(s) Required Navigation Path Reference Material
AccessApprove Oracle and Concur Role RequestsDepartment Role Approver GroupNavigate to support.ucsd.edu/finance > MyStuff > Approvals
Ability to Approve or Reject role requests

Invoices & PayablesView Payment Request SubmittalNo Roles RequiredNavigate to support.ucsd.edu/finance > MyStuff > Tickets > RITM Number

Additional Resources


If you still have questions or need additional assistance, please submit a ticket for Budget & Finance Support