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DepartmentAdministratorStudent GuideCopyright University of Pittsburgh. All rights reservedGL Department Administrator R1211/24/2014Table of Contents1

Table of ContentsNavigating Oracle Applications .1-1Objectives .1-2Installing the SUN Java Plug-In.1-3Logging on to the PRISM System .1-5PRISM Home Page .1-7Basic Navigation .1-9Navigation Top-Ten List .1-11Using the Applications Toolbar.1-14Using Keyboard Shortcuts .1-17Window Navigation .1-18Navigating in Oracle General Ledger .1-19Switching Responsibilities .1-22Exiting Oracle Applications .1-23Manual Journal Entries .2-1Manual Journal Entries .2-2Journal Batches .2-4Creating Manual Journal Entries .2-8Lab 1: Entering a Non-Salary Cost Transfer .2-16Lab 1 Solutions: Entering a Non-Salary Cost Transfer .2-17Lab 2: Entering a Multi-Entity Journal Entry .2-19Lab 2 Solutions: Entering a Multi-Entity Journal .2-20Lab 3: Entering a Multi-Department Journal .2-23Lab 3 Solutions: Entering a Multi-Department Journal .2-24Modifying/Deleting Journal Entries – Inserting a Record .2-26Modifying/Deleting Journal Entries – Changing a Batch Period .2-30Modifying/Deleting Journal Entries – Deleting a Batch.2-33Modifying/Deleting Journal Entries – Reversing a Journal Entry .2-35Journal Entry Inquiry .3-1Journal Entry Inquiry .3-2Journal Entry Inquiry .3-4Lab 4: Journal Entry Inquiry .3-10Lab 4: Solutions: Journal Entry Inquiry .3-11Account Inquiry .4-1Account Inquiry .4-2Account Inquiry .4-4Lab 5: Account Inquiry .4-18Lab 5 Solutions: Account Inquiry .4-19Copyright University of Pittsburgh. All rights reservedGL Department Administrator R1211/24/2014Table of Contentsi

Table of ContentsViewing Funds Available .5-1Viewing Funds Available .5-2Viewing Funds Available .5-4Funds Available Inquiry Drilldown .5-7Lab 6: View Funds Available .5-12Lab 6 Solutions: View Funds Available .5-13Running Oracle Reports .6-1Running Oracle Reports .6-2GL Standard Reports .6-3Run Standard Reports .6-7View Reports Online .6-12Print a Hardcopy of a Report .6-13Reprint Option .6-14Copy Output to another Application .6-17Cancel a Print Request .6-19Run FSG Reports.6-20Lab 7: Run Standard Reports.6-23Lab 7 Solutions: Run Standard Reports .6-24Miscellaneous Information .7-1Office of Budget & Controller Website.7-2PRISM Website .7-4Printer Profile .7-8Copyright University of Pittsburgh. All rights reservedGL Department Administrator R1211/24/2014Table of Contentsii

NavigationChapter 1Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 1

NavigationSection ObjectivesAt the end of this section, you should be able to: Log on to the PRISM applications Choose a Responsibility Use the Oracle Applications Home Page & Navigator window Create a Navigation Top-Ten List Navigate within Oracle Applications windows Use the Oracle Application Toolbar, Menu items and Shortcut Keys Switch Responsibilities Exit Oracle ApplicationsCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 2

Installing the SUN Java Plug-inInstall the SUN Java Plug-in You must have the SUN Java Plug-in installed on your computer before you canuse PRISM. This procedure needs to be done only once, and that is the first time you log onto PRISM. Unless you have full administrative rights to your computer, you must havesomeone from your tech support group install the Plug-in.Follow the steps listed below to get directions for installing the Sun Java Plug-in.1.Double-click on the Internet Explorer icon2.Enter the following URL:http://www.cfo.pitt.edu3.Click on the PRISM link found under CFO ResourcesCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 3

Installing the SUN Java Plug-in4.Click on SUN Java Plug-in Installation Instructions under User Access to get theinstructions for installing the plug-in.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 4

Logging On to the PRISM SystemLog On to the PRISM SystemUniversity PortalSign OnEnter User NameEnter PasswordB Log InPRISM Community1.Navigate to the University Portal (https://my.pitt.edu)2.Enter Username and Password3. If you have forgotten your password, click Forgot Password? to go to theUniversity Self Service Password Reset option or contact the Technology HelpDesk at 412-624-HELP (4357). In order to use the self service password reset, users must setup the designatedsecurity questions at http://accounts.pitt.edu/Click the Log In buttonCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 5

Logging On to the PRISM System4.Click the PRISM Login linkCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 6

PRISM Home Page5.The PRISM Home Page displays6.The Worklist area will be empty the first time you log in to PRISM. Once you createdocuments in the Purchasing application and they are approved (or rejected), theywill display in the Worklist. The Worklist is not used in the General Ledgerapplication.7.Your PRISM responsibilities are listed in the left-hand column under Main Menu.Notice each responsibility has a folder icon.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 7

PRISM Home Page9.Click on the plus signs to expand the folders and see the forms associated with thatresponsibility.10. Items that are expanded are preceded by a minus sign (-). You can expand no furtherwhen an item displays neither a plus or minus sign.11. To open a form click on the form name, e.g., Enter Journals.12. At this point you would normally start working. However, for training purposes wewill return to the Navigator window (Close Form,).Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 8

Basic NavigationThe Navigation List The navigation list is organized much like the hierarchy of a file system. Youcan expand items that begin with a plus sign ( ) to further sublevels until youfind the desired item. Sublevels appear indented below the items from whichthey are expanded. Items that are expanded are preceded by a minus sign (-). You can expand nofurther when an item displays neither a plus nor minus sign.Expanding the Navigation ListChoose one of the following methods to expand an item to its next sublevel: Double-click the item. Select the item, then click the Open buttonshown here. Select the item, then click the Expand buttonshown here.Collapsing the Navigation ListTo collapse an expanded item: Select the item, then click the Collapsebutton shown here.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 9

Basic NavigationExpand and Collapse Several Items on the Navigation ListTo expand or collapse several items at once, choose one of the following buttons: Expand Branch expands all the sublevels of thecurrently selected item. Expand All expands all the sublevels of allexpandable items in the navigation list. Collapse All collapses all currently expanded itemsin the navigation list.Opening a Window from the Navigation ListThere are several ways to open windows from the navigation list.1.Select the desired item, then click the Open button.2.Double-click on the desired item.3.Press the number that precedes the desired item.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 10

Navigation Top-Ten ListCreating a Navigation Top-Ten List If there are forms that you use frequently, you can copy them to a NavigationTop-Ten List located on the right side of the Navigator window. The Navigation Top-Ten List displays your forms numerically so that you canchoose them instantly without having to search for them in the navigation list. Once the Top-Ten List is created, it will always be displayed when you go intothe Navigator window. You can place a maximum of ten items on the Top-Ten List You can create a different Top-Ten List for each responsibility to which youhave access. A form can be deleted from the Top-Ten List at any time, simply by highlightingthe item and then clicking on the Remove button.A Top-Ten List is unique for the responsibility and user sign-on combinationthat you use.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 11

Creating a Navigation Top-Ten ListOracle ApplicationsNNavigatorCreate a Navigation Top-Ten List1.Click the Expand All button (double plus sign)2.Select a frequently used form from the navigation list (on the left) for the NavigationTop-Ten List by clicking once on the desired form. The form chosen must be at thelowest expanded level of the menu. Do not open the form. 3.Select Enter JournalsClick thebutton. The form is now displayed in the Navigation Top-Ten Listpreceded by a Top-Ten List number.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 12

Creating a Navigation Top-Ten List4.5.Add the following forms to your Top-Ten List. Enter Journals Account Inquiry Journal Entry Inquiry Funds Available Inquiry Requests: Submit Concurrent Requests: View AllIf you want to remove a form from the Top-Ten List, select that form and click on thebutton.Opening a Form from the Navigation Top-Ten List6.Select the desired form in one of the following ways Double-click on the form name Highlight the name of the form, then click the Open button Type the number in front of the form nameCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 13

Using the Applications ToolbarThe Applications ToolbarThe toolbar: Is a collection of iconic buttons. Is a list of shortcuts that replicate many commonly used menu items so you caninvoke their actions quickly without having to search for them in the menu bar. Is found at the top of your screen.Each toolbar button performs a specific action. The chart listed on the next pageprovides the following information for each button on the toolbar: Icon / Button Action Meaning Corresponding Menu Path, enclosed in parentheses either beside or below themeaning.Copyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 14

Using the Applications ToolbarNew RecordOpens a new record in the active form(File New)FindOpens a search windowShow NavigatorReturns to the Navigator windowSaveSaves any pending changes in the active formNext StepThis feature does not work in this applicationSwitchResponsibilityAllows user to choose another responsibility when inthe Navigator windowPrintPrints a copy of the active windowClose Form(View Find)(View Show Navigator)(File Save)(File Switch Responsibility)(File Print)Closes all windows in the active form(File Close Form)CutRemoves the current selection and places it on theclipboard(Edit Cut)CopyCopies the current selection to the clipboard( Edit Copy)PastePastes from the clipboard into a specified field(Edit Paste )Clear RecordErases the current record from the active window( Edit Clear Record )DeleteDeletes the current record from the database(Edit Delete)Edit FieldDisplays the Editor window for the current field(Edit Edit Field)ZoomThis feature does not work in this applicationCopyright University of Pittsburgh. All rights reserved.Department Administrator R1211/24/2014NavigationChapter 1 - Page 15