Oracle Workflow Notification Updates

All workflow notifications for Oracle transactions that can be configured will follow a standardized layout with the following features:

1. UC San Diego Oracle Financials Logo
2. Total Transaction Amount being approved
3. Link to Transaction being approved
4. Header Section
5. Line or Detail Section
6. Approval History for the Transaction
7. Link to create a Services & Support Ticket within ServiceNow

The Accounts Payable Invoice notifications have been updated to include the following sections:

• Invoice Header
  • Invoice Number
  • Invoice Date
  • Supplier
  • Purchase Order Number for PO matched invoices
  • Due Date of the invoice
  • Invoice Amount including Tax

• Invoice Lines
  • PO Line Number the invoice line is matched to for PO matched invoices
  • Breakdown of the Quantity, Unit Price, Tax, and Total Amount for each line
  • POETAF details for invoice lines with a Project
  • Percent of each distribution for invoice lines that are split funded
  • Charge Account for each distribution
  • Additional distribution level details when applicable

The Accounts Payable Invoice notifications have been updated to include the following sections:

• Invoice Hold Header
  • Invoice Number
  • Invoice Amount including Tax
  • Supplier
  • Purchase Order Number for PO matched invoices

• Invoice Line on Hold
  • Invoice Line and Description on Hold
  • Ordered Quantity and Amount for the Line
  • Billed Quantity and Amount for the Line
  • Hold Name and Hold Reason
  • POETAF details for invoice lines with a Project
  • Percent of each distribution for invoice lines that are split funded
  • Charge Account for each distribution

Change Order Notifications

The Change Order notifications have been updated to include the following sections:

• Change Order Header
  • Purchase Order Number and Date
  • Total Amount with Tax
  • Supplier
  • Requisition Number
  • Change Order Description

• Change Order Lines
  • Line Number and Description
  • Breakdown of Quantity, Unit Price, Tax and Total Amount for each Line
  • POETAF details for purchase order lines with a Project
  • Percent of each distribution for purchase order lines that are split funded
  • Charge Account for each distribution
  • Additional distribution level details when applicable
  • Change in Total Amount for all lines changed

The Contract Invoice notifications have been updated to include the following sections and details:

• General Contracts and KR Service Agreements
  • Invoice Header
    • Contract Invoice Number and Date
    • Contract Name and Number
    • Customer Name and Number
    • Project Name and Number for any invoices associated with a Project
    • Invoice Amount including Tax
  • Invoice Lines
    • Invoice Line Number and Description
    • Associated Contract Line
    • Task Name and Number for any invoices associated with a Project and Task
    • Associated Event Number and Type that resulted in the Invoice Line
    • Breakdown of the Tax, Tax Rate, and Total Line Amount

• Grant Contracts
  • Invoice Header
    • Contract Invoice Number and Date
    • Contract Name and Number
    • Customer Name and Number
    • Total amount of the invoice including any tax
  • Invoice Lines
    • Invoice Line Number and Description
    • Associated Contract Line
    • Associated Event Number and Type that resulted in the Invoice Line
    • Total Line Amount

The Journal notifications have been updated to include the following sections:

• Journal Header
  • Journal Batch Name and Description
  • Journal Date and Category
  • Reversal Period – when applicable
  • Summary by the following chart segments
    • Entity
    • Fund
    • Financial Unit (Not Pictured)
    • Account (Not Pictured)
    • Function (Not Pictured)
    • Project (Not Pictured)

• Journal Lines
  • Line Number
  • Breakout of the Chart Segment Values for each Line
  • Debit or Credit for each line
  • Link to Export the lines of the journal to an excel spreadsheet

Sample export of journal lines:

The Project Budget (Financial Plan) notifications have been updated to include the following details:

• General Projects
  • Project Number and Name
  • Project Organization Number and Name
  • Task Number and Name
  • Resource Name for each Budget Line
  • Total Cost for each Budget Line
  • Total Cost of the Budget

• Capital Projects
  • Project Number and Name
  • Project Organization Number and Name
  • Task Number and Name
  • Resource Name for each Budget Line
  • Total Cost for each Budget Line
  • Change in Cost for each Budget Line from Prior Version
  • Total Cost of Entire Budget
  • Change in Cost for Entire Budget from Prior Version

• Sponsored Projects
  • Project Number and Name
  • Award Number
  • Award Organization Name
  • SPF Accountant on Award
  • Task Number and Name
  • Funding Source Name for each Budget Line
  • Resource Name for each Budget Line
  • Budget Period for each Budget Line
  • Total Cost for each Budget Line
  • Change in Cost for each Budget Line from Prior Version
  • Total Cost for Entire Budget
  • Change in Cost for Entire Budget from Prior Version

The Purchase Order notifications have been updated to include the following sections:

• Purchase Order Header
  • Purchase Order Number and Date
  • Total Amount with Tax
  • Supplier
  • Requisition Number

• Purchase Order Lines
  • Line Number and Description
  • Purchasing Category
  • Breakdown of Quantity, Unit Price, Tax and Total Amount for each Line
  • POETAF details for purchase order lines with a Project
  • Percent of each distribution for purchase order lines that are split funded
  • Charge Account for each distribution
  • Additional distribution level details when applicable

The Requisition notifications have been updated to include the following sections:

• Requisition Header
  • Requisitioner
  • Requisition Description
  • Amount
  • Tax Amount
  • Total Amount with Tax 

• Requisition Lines
  • Line Number and Description
  • Supplier
  • Purchasing Category
  • Deliver To Location
  • Breakdown of Quantity, Unit Price, and Total for each Line
  • POETAF details for requisition lines with a Project
  • Percent of each distribution for requisition lines that are split funded
  • Charge Account for each distribution
  • Additional distribution level details when applicable

Project Cost Adjustment Notifications

The Project Cost Adjustment notifications have been updated to include the following sections:

Adjustment Details:

• Worklist Number
• Adjustment Type
• Justification
• Total Number of Transactions
• Total Cost of Transactions

Project Costs Being Adjusted:

• Transaction Number (hyperlinked)
• Financial Unit - Project Organization Name and Number
• Project Organization Name and Number
• Project Number and Name
• Task Number and Name
• Award
• Funding Source
• Expenditure Type
• Expenditure Item Date
• Amount
• Original Transaction Reference
• Expenditure Item Comment
• Supplier Invoice Number
• Supplier Name

Split

• Original Transaction Number
• Original Quantity
• Original Amount
• New Quantity
• New Amount

Transfer

• Financial Unit - Project Organization
• Project
• Task
• Award
• Funding Source

Split and Transfer

• New Financial Unit - Project Organization
• New Project
• New Task
• New Award
• New Funding Source
• New Amount

Billable/Nonbillable Status

The Adjustment Type field will state what billable status change was made.

Notifications Received by Initiator

Approved or Rejected notifications may include an optional note.

FYI: notifications will not display the Approval History information