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Oracle Workflow Notification Updates

In August 2022, UC San Diego will be releasing updated workflow notifications where applicable. Notifications that support these updates will include more detailed information about the transaction requiring your approval to allow you to take advantage of the ability to approve your transactions via email.

Beginning August 29, 2022, you will start to see the updated notifications for the following transactions:

  • Accounts Payable Invoices and Invoice Holds
  • Contract Invoices
  • Journals
  • Requisitions, Purchase Orders, and Change Orders
  • Project Budgets (Financial Plans)

Due to limited functionality, the following notifications cannot be updated at this time: 

  • Contracts 
  • FYI Requisition Approved 
  • FYI Purchase Order Implemented 
  • Project Cost Adjustments 

Let’s walk through the changes

 

General 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

Notif9.png

Accounts Payable Invoice Notifications

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

Notif10.png

  • 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

Notif11.png

Accounts Payable Invoice Hold Notifications

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

Notif1.png

  • 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

Notif2.png

Change Order Notifications

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

Notif3.png

  • 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

Notif4.png

Contract Invoice Notifications

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
Notif12.png
  • 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

8.png

Journal Notifications

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)

Notif14.png

  • 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

Notif15.png

Sample export of journal lines:

Notif16.png

Project Budget (Financial Plan) Notifications

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

Notif17.png

  • 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

Notif18.png

  • 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

Notif19.png

Purchase Order Notifications

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

Notif5.png

  • 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

Notif6.png

Requisition Notifications

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

  • Requisition Header
    • Requisitioner
    • Requisition Description
    • Amount
    • Tax Amount
    • Total Amount with Tax 
Notif7.png
  • 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

Notif8.png