Overview

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In various financial reports, the "Created By" field identifies the user responsible for initiating a transaction or journal. This article explains how names appear in this field and what they indicate. 

Created By Field

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• In the General Ledger (GL), all financial activity is recorded as a journal entry.
• Oracle uses subledgers that post transactions to the GL.
  • Oracle Foundations Training provides in-depth information on this process.
• Oracle runs multiple system processes (jobs) to load transactions, create journals and generate accounting records.
• Some journals are manually created by users and others originate from the subledger
• When a system process generates transactions or creates an accounting record, the “Created By” reflects the name of the user that initiated the job, regardless of the transaction source.
• For Subledger transactions, this field often displays an internal system ID name, such as “Oracle Financials Cloud”.
• During critical periods, such as go-live phases or monthly closings, central office staff may manually run these processes. This does not mean that the individual listed in the "Created By" field created or is directly responsible for the transaction—they simply initiated the system job that posted the cost.

Example: 

• PPM Recharge Costs are imported on ledger close day by Mickey Mouse. Mickey’s name appears on the cost in PPM. 
• When the “Create Accounting” job is run by Minnie Mouse, her name appears as the journal’s creator in the GL.
• However, the recharge facility is the true owner of the cost.

Upcoming Change: 

In March 2025, BFG approve the following report change:

• The “Created By” field will display a user's name only for manual/spreadsheet journal entries. 
• For transactions originating from subledgers, the field will now show “Created by Subledger”

Identifying Contacts for Subledger Transactions

To determine the appropriate contact for a specific subledger transaction, refer to transaction details in the subledger or use the Transaction Details Report.

• Payables (PO Invoice): Query the PO in Oracle Financial Cloud and contact the requester.
• Payables (Non-PO Payment Request, “RITM…” Prefix): Search the RITM number in Services & Support and contact the “Submitted by” requester. 
• PPM Cost (Recharges): Check the Expenditure Item comments for the contact. 
• PPM Cost (Non Recharges): The “Transaction Source” should indicate whom to contact. 
• Receivables (Sales Invoice): Query the invoice in Oracle financial Cloud > Billing > Manage Transaction. Or, go to FinOps Analytical Dashboard>Invoice Created by and search using the Invoice number.
• Receivables (Misc Receipts): View the associated S&S Ticket number for details or submit a ticket requesting more details.
• Fixed Asset: Submit a ticket to the Capital Projects team
  • About: Financial Accounting
  • Related to: Oracle Project Portfolio Management
  • More Specifically: Capital Project Inquiries or Requests.