How to Search Oracle for Invoices, Concur Expense Reports, and Payment Request Status


Overview


This article will outline the process of searching Invoices in Oracle

Critical Concepts


Steps to Take


Basic Search with Invoice Number or Supplier Number

1. Login to Oracle Financial Cloud (OFC.ucsd.edu)

2. On the Home page, select Procure to Pay, then the Invoices module

3. Click the magnifying glass on the right for the Search options

Payables Invoice module

4. In the  Invoice Number field:

a. Enter the exact Invoice Number reflected on the Invoice during submission, including dashes and periods

b. To lookup an approved Concur Expense Report, in Oracle that was approved before 2/16/2021, enter: TE_[Report Key]

c. To lookup an approved Concur Expense Report, in Oracle that was approved on or after 2/16/2021, enter: TE_[Report ID]

d. For help determining the Report Key please refer to the How to Locate Concur Report Key, Report ID and Request ID KBA

e. To lookup a processed Payment Request, search using the RITM number, ex. RITM0013359

f. The % is a wild card character that may be used with three alpha-numeric preceding, e.g. App% or 123%

5. In the Supplier Name, enter the Supplier Name and click on the Search icon (magnifying glass), and the Search and Select dialog box will display

a. The % is a wild card character that may be used with three alpha-numeric preceding, e.g. App% or 123%

b. The Advanced button on the top right of the Search and Select may be used as well to help with search parameters

c. Once you click Search, the Supplier(s) matching the search criteria will display

d. Highlight/click on the row of the Supplier you are searching for and then click OK on the bottom right

e. The Supplier populates in the field

6. Click Search and all Invoices received/processed in Oracle under that Supplier/Payee will display, skip to Viewing Search Results section below in this KBA

Advanced Search using PO Number, Invoice Number, or Supplier Number

1. For an Advanced Search, select the Task icon, under Invoices, select Manage Invoices

2. Users can search by one of the required fields: Invoice Number, Purchase Order, or Supplier, etc.

a. Users may also click on Advanced for more search criteria options within those Required Fields (**)

c. Users may also search by the Saved Search options on the right 

d. Select All Invoices > Purchase Order, all Invoices that have been reviewed and submitted against the searched PO will display

b. Both legacy and new Oracle issued POs may be searched

c. Invoices that display in Payment Compass as TBD, Received have not yet been entered into Oracle by the Accounts Payable team and will not be displayed 

d. Searching by Invoice Number

i. Search for the exact Invoice Number reflected on the Invoice during submission, including dashes and periods

ii. To lookup an approved Concur Expense Report, in Oracle, search using: TE_[Report ID]

iii. For help determining the Report Key please refer to the How to Locate Concur Report Key, Report ID and Request ID KBA

iv. To lookup a processed Payment Request, search using the RITM number, ex. RITM0013359

v. The % is a wild card character that may be used with three alpha-numeric preceding, e.g. App% or 123%

e. To search by Supplier, enter the Supplier Name and click on the Search icon (magnifying glass), and the Search and Select dialog box will display

i. The % is a wild card character that may be used with three alpha-numeric preceding, e.g. App% or 123%

ii. The Advanced button on the top right of the Search and Select may be used to assist with search parameters

c. Once you click Search, the Supplier(s) matching the search criteria will display

d. Highlight/click on the row of the Supplier you are searching for and then click OK on the bottom right

e. The Supplier populates in the field 

3. Click Search

4. All Invoices received/processed in Oracle under the Supplier/Payee will display

Viewing Search Results

1. Depending on your Search criteria a list of Invoices will display, e.g. when searching by Supplier

a. Click View and Query By Example for additional Filter/Search box options displayed on top of row

b. Click View and Columns to select or deselect the Columns displayed

*This is not an all-inclusive list of what may be viewed on the Invoice, this is a basic guide to get you started on self-service within Oracle

2. Click on the Invoice Number to see additional details

3. On the Invoice, you may then click on the various tabs for more information:

a. Holds and Approvals: will show each line of approval whether it be a PO Requester, Financial Unit Approval. Etc. e.g. below shows the Financial Unit Approver workflow line

b. Payments: will show the Payment Number if/when issued, the Date of issuance, Etc., Status will appear as Negotiable until a Check has been cashed and the UCSD Cash team has Reconciled the bank account – status will change to Cleared thereafter

4. Any attachments to the Invoice can be viewed by selecting the file name next to Attachments

a. All Concur Invoices (exception: Gift Card and Human Subject Invoices) approved after 3/22/2021 will carry over their attachments from Concur to Oracle

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494