Cash Management

User Guide
September 2009
Document Control

Date Version Author Notes

Copyright Notice

© Cardiff University 2009. All rights reserved

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Table of Contents
1.0 Cash Management..................................................................................................................... 6
Oracle Applications integration...................................................................................................6
Introduction to Cash Management..............................................................................................7
Cash Management at Cardiff University......................................................................................8
Process Diagram........................................................................................................................ 9
Course overview and objectives...............................................................................................13
Benefits..................................................................................................................................... 13
2.0 Loading Bank Statements.......................................................................................................14
Objectives................................................................................................................................. 14
Process Diagram...................................................................................................................... 14
Overview................................................................................................................................... 14
Summary of module.................................................................................................................. 27
2.1 Sweep Transactions Generation Concurrent Program......................................................28
3.0 Manual Creation of Bank Statements.....................................................................................33
Objectives................................................................................................................................. 33
Process Diagram...................................................................................................................... 33
Overview................................................................................................................................... 33
Policies..................................................................................................................................... 33
Summary of module.................................................................................................................. 38
4.0 Bank Reconciliation.................................................................................................................39
Objectives................................................................................................................................. 39
Overview................................................................................................................................... 39
Policies..................................................................................................................................... 39
4.1 Reconciling Statements Automatically...............................................................................41
Objectives................................................................................................................................. 41
4.2 Manually Reconcile a Bank Statement................................................................................50
Objectives................................................................................................................................. 50
4.2.1 Create Receipts.................................................................................................................56
4.2.2 Create Miscellaneous Transactions.................................................................................60
4.2.3 Creating Journal Entries from Bank File.........................................................................64
4.2.4 Recording Exceptions.......................................................................................................70
4.2.5 Reconciling Reversed Receipts.......................................................................................74
Summary of module.................................................................................................................. 75
5.0 Issue Resolution...................................................................................................................... 76
Overview................................................................................................................................... 76

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 Summary of module.................................................................................................................. 78
6.0 Bank Account Creation – Internal or Supplier.......................................................................79
Objectives................................................................................................................................. 79
Overview................................................................................................................................... 80
6.1 Creating a Bank.................................................................................................................... 81
6.2 Creating a Bank Branch.......................................................................................................84
6.3 Create Bank Account Receivables/ Payables or both.......................................................87
6.4 Setup Transaction Codes....................................................................................................93
Summary of module.................................................................................................................. 96
7.0 Reports Used in Cash Management...................................................................................97
Overall Course Summary.............................................................................................................. 98
Support / Further Info.................................................................................................................... 99
Appendix................................................................................................................................. 100
Bank Reconciliation Errors......................................................................................................100
Bank Transaction Codes.........................................................................................................103
Navigation Reference.............................................................................................................107
Understand keyboard shortcuts..............................................................................................109
Enter Data............................................................................................................................... 111

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A guide to symbols used in this pack
This User Guide may contain the following symbols to help the alert you to key points. Their
meanings are explained below.
The Icons

Important Note
The Notes Icon calls attention to key points to be made.

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1.0 Cash Management
Oracle Cash Management (CM) is an enterprise cash management solution that helps you
effectively manage and control your cash cycle. It provides comprehensive bank reconciliation and
flexible cash forecasting.

Oracle Applications integration

Oracle CM is integrated with other Oracle Applications modules.
Accounts Payable and Receivables are integrated directly with Oracle CM.

Project Accounting Project Accounting

iProcurement
iExpenses

Cash Fixed
Purchasing Payables Receivables
Management Assets

General
Ledger

Cash Management Integration into Oracle Applications

Receivables
Cash Management shares functionality with Receivables. Using Cash Management, you can:
· clear and reconcile receipts;
· undo the reconciled status of a reconciled receipt;
· undo the cleared status of a cleared receipt;
· create miscellaneous (non-invoiced) transactions, such as interest, debits, or credits.

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Payables
Cash Management integrates with Payables. If you are using Payables, you must use Cash
Management to reconcile your payment transactions. With Cash Management you can:
· clear and reconcile payments;
· undo the reconciled status of a reconciled payment;
· undo the cleared status of a cleared payment;
· record miscellaneous transactions that are on your bank statements such as bank
charges, or bank errors. If you plan to use Cash Management to record miscellaneous
transactions, then you must install and set up Receivables, since miscellaneous
payments in Cash Management are actually negative miscellaneous receipts.

Introduction to Cash Management

The purpose of Cash Management is to help you manage and control the cash cycle of your
business.
Bank Reconciliation
Bank Reconciliation is an audit requirement; each bank account is an asset of the company, and
you must be able to explain all balances on the balance sheet. Bank reconciliation goes further
than an audit and can reveal fraud as well as errors. To ensure your transaction records match and
that neither you nor your bank has made an error, you should reconcile your bank accounts each
time you receive a bank statement.
Reconciliation is the process of explaining the difference between two balances. There are some
legitimate reasons for differences in balances, .e.g. timing differences, but once the legitimate
differences have been eliminated, the balances should be the same.
At the most basic level, bank reconciliation is an exercise in comparison. We take an extract from a
bank account in Oracle Financials and compare that to a statement provided by the bank. All
transactions that appear on both lists are checked off and are reconciled transactions. We are then
left two sets of entries; bank statement entries that are not listed in Oracle Financials and Oracle
Financials entries that are not listed on the bank statement. Both sets of entries require analysis to
determine whether the source of the discrepancy was an error or a legitimate difference. This
distinction is important; errors must be corrected.
The Reconciliation Process
Cash Management is a collection point for bank transactions, regardless of where they may have
been entered in the system. Bank transactions generated directly into General ledger or generated
from Payables or Receivables can be reconciled within Cash Management. Payments made to
suppliers and recorded through Payables generate credit entries in the bank account while
customers’ receipts entered in Receivables post debit entries.
Cash Management distinguishes between clearing and reconciling. You clear transactions as soon
as you have documentary evidence from your bank that it has processed the transaction and the
funds have been moved into or out of your account. You reconcile a transaction once it has
appeared on your bank statement. Reconciliation itself implies clearance. When you reconcile a
transaction, the transaction is first cleared (the statement is the documentary evidence) and then
matched to a bank statement line.

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Cash Management at Cardiff University
Cardiff University have between 70 and 80 bank accounts. Approximately 15 of these will require
reconciliation using Oracle Cash Management. CSERV are responsible for the management of one
of these accounts and the remaining are controlled by Management Accounts.

Segregation of Duties between CSERV and Management Accounts

The duties carried out within Cash Management have been segregated between CSERV and
Management Accounts. Below is a list of what duties will be carried out by whom.

Task Management Accounting CSERV

Load Bank Statements 

Run AutoReconciliation 
program

Review bank statement lines

after import and
 
autoreconciliation process

Manually reconcile any  

unreconciled lines

Create payments and receipts  

for outstanding lines if required

Setup internal/supplier bank 

accounts

Run journal sweep generation 

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Process Diagram
The diagrams below illustrate the daily process for Cash Management.

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CE – Enter Bank Statements – Daily Process
Campus Services Account
Management Accounts

Check Bank
Export file from FD
FTP to Oracle Run Bank Statement
Start as .bai to network Success? Yes Match? Yes
Server Statement Loader Interface to paper
drive
statement

No No

To Page
Investigate error Correct statement
2
and correct in interface table
CSERV

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CE – Enter Bank Statements – Daily Process
Bank Statements available for download from FD
Management Accounts

From To Page
Run Bank Run Sweep Run
Page 1 Success? Yes Success? Yes 3
Statement Import Generation AutoReconciliation

No No

Note error. It will

Investigate error have to be entered
and correct and reconciled
manually later
CSERV

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CE – Enter Bank Statements – Daily Process
Bank Statements available for download from FD

From To Page
Run Bank Run Sweep Run
Page 1 Success? Yes Success? Yes 3
Statement Import Generation AutoReconciliation
Management Accounts

No No

Note error. It will

Investigate error have to be entered
and correct and reconciled
manually later

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Course overview and objectives
During the course of this lesson you will learn how to:
 Import bank statements
 Manually create bank statements
 Create bank accounts - Supplier and Internal
 Reconcile bank statements – manual and automatic
 Resolve issues
 Carry out reporting
N.B This course will not be covering the process of exporting from Financial Director or the transfer
of the file to the server.

Benefits
Cash Management ensures that the bank reconciliation process and cash balance information are
always up-to-date.

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2.0 Loading Bank Statements
Objectives
Upon successful completion of this module, you should be able to:
 automatically import bank statements.
Process Diagram
The diagrams below illustrate Enter Bank Statement process. The diagram shows the tasks that
are required to be performed by the Management Accounts team.
CE – Enter Bank Statements – Daily Process
Campus Services Account
Management Accounts

Check Bank
Export file from FD
FTP to Oracle Run Bank Statement
Start as .bai to network Success? Yes Match? Yes
Server Statement Loader Interface to paper
drive
statement

No No

To Page
Investigate error Correct statement
2
and correct in interface table
CSERV

Overview
The aim of this process is to (1) retrieve the electronic bank statements and (2) load them into
Oracle bank statements open interface and (3) import into Oracle Cash Management tables.
This process aims to automate and speed up the bank statements import process across Cardiff
University. The Management Accounts team will be responsible for the import and loading of all
bank statements.
The AutoReconciliation program validates the information you load into the bank statement open
interface tables. If the data passes validation, AutoReconciliation imports it into the main Cash
Management tables. If any records in a statement fail validation, AutoReconciliation does not import
the statement and assigns it an error status.
You can use the AutoReconciliation Execution Report or the View Reconciliation Errors window to
review any import validation errors. You can use the Bank Statement Interface window to correct
any import validation errors.

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Bank Statement Header Validation
Import validation requires that the imported bank statement header information passes the following
checks:
 The bank account must be a currently defined bank account.
 If the bank account number is not unique within the system, you must provide a bank and
branch name, in the interface table.
 If you provide a currency code in the header, it must be the same as the currency code
defined for the bank account.

Statement Line Validation

Import validation checks the following information.

· Currency Code: If you enter a currency code on the statement line, it must be a
currency that is defined in the system. The currency code does not affect the matching
or calculations.
· Bank Transactions Codes: Bank Transaction Codes, if entered, must be defined in
Cash Management.
· Exchange Rate Type: The Exchange Rate Type must be a valid type as defined in
Oracle General Ledger. The exchange rate types used at CARDIFF UNIVERSITY are
Corporate which is a daily pre-defined rate and user which is a rate entered at the time
of the transaction.
· Amount: An amount must be entered for each statement line.

Navigation Path: Other > Programs > Run

Steps:

1. Navigate to the required function using Other > Programs > Run.

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 2. The screen below will appear click OK to submit a Single Request.

3. The Submit Request form will appear:

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 4. Enter Bank Statement Loader in the program name field. This can either be selected
from the LOV or typed directly into the field.

5. In the parameters window, enter the following:

 Process Option: Select ‘Load’ (from the drop down menu)
 Mapping Name: Select Cardiff Co-op BAI2
 Data File Name: Enter the specific name of the file to be loaded
 GL Date: Today’s date is defaulted. Change this to the specific date of the
statement which is being loaded
6. Click on the OK button.

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 7. Click on the Submit button.

8. Click No to the following decision. This will take you back to the ‘Navigator’ Screen:

9. Click View > Requests from the menu bar.

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 10. Click on the Find button.

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 11. The Request screen will appear:

12. Ensure that the request if finished.

13. If the Status is pending click on the Refresh Data button until the status is Completed.

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 14. Close window. This will take you back to the Navigator screen.
15. Navigate: Bank Statements > Bank Statements Interface

16. The Bank Statement Interface form will be displayed.

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 The Receipts, Payments and Closing Balance figures will automatically be
generated from the loaded bank statement. Insert the Opening balance
17. To ensure that these figures are correct please check against the physical bank
statement for the specific day.
18. Click on the Lines button, this will give a breakdown of the entries that have been
loaded. These can be checked against the physical statement to see if they are
correct.
19. Close the Lines form by selecting the X in the top right hand corner of the screen.
20. Once back in the Bank Statement Interface screen; click on File > Save from the
menu bar or click on the Save icon, then close window.
21. Navigate: Other > Programs > Run

22. The screen below will appear click OK to submit a Single Request.

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 23. The Submit Request form will appear:

24. Enter the following: select from the LOV options Bank Statement Import.
25. This will call the Parameters form.

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 26. Enter the following:

 Bank Branch Name: i.e. determined by which account the statement relates to.
(This can be typed or selected from the drop down list). Most of Cardiff Universities
accounts are held in branch 089003 CARDIFF.
 Bank Account Number: this relates to the account number of the statement that
is being loaded. (Select from the dropdown list)
 Statement Date from & Statement Date To: This is the date that the bank
statement relates to in the format > DD-MMM-YYYY
 GL Date: Enter the date that the bank statement relates to.
27. Click on the OK button.

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 28. Click on the Submit button. The following decision box will appear:

29. Click on the No button. This will take you back to the Navigator screen
30. Click View > Requests from the menu bar.

31. Click on the Find button.

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 32. Ensure that the request is finished.
33. If the Status is pending click on the Refresh Data button until the status is Completed.

Summary of module
During this module you have learned how to:
 automatically import bank statements

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2.1 Sweep Transactions Generation Concurrent Program
Bank account transfers represent fund transfers between internal bank accounts. You can create
bank account transfers manually or automatically via the Sweep Transactions Generation
concurrent program.

Prerequisite for this process is that the bank statement for the day will have been loaded / entered
into CE.

Navigation Path: Other > Programs > Run

Steps:

1. Navigate to the required function using Other > Programs > Run.

34. The screen below will appear click OK to submit a Single Request.

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 35. The Submit Request form will appear:

36. Select Sweep Transactions Generation program from the Submit Request window.

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 37. Enter the following parameters:

 Bank Branch Name (required)

 Statement Date From

 Statement Date To

If you leave the Bank Account field blank then the sweep program will run for all bank accounts for
the given day.

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 38. Click OK.
39. Click on the Submit button to submit your request.

40. The concurrent program generates the Sweep Transactions Generation Execution
Report, which lists the exceptions found during Sweep Transactions Generation
program.

The Sweep Transactions Generation Execution Report lists Sweep Transactions Generation
exceptions. During automatic deal generation, the following error messages are shown in the output
file:

 Transaction generation failure, incomplete cash pool setup

 Transaction generation failure, mandatory fields missing

 Transaction generation failure, bank account number is missing

 Transaction generation successful, with a limit warning

 Possible match already exists for Deal #_______, Transaction #______

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3.0 Manual Creation of Bank Statements
Objectives
Upon successful completion of this module, you should be able to:
 manually create a bank statement.
Process Diagram
The diagram below illustrates the Manual Entry of Bank Statements process. . The diagram shows
the tasks that are required to be performed by the Management Account team.
CE – Enter Bank Statements – Manual Entry

Receive Bank Electronic Follow instructions

Start Yes End
Statement Upload for Upload
Management Accounts

No

To Page
Manually Enter Run
2
Bank Statement AutoReconciliation

Overview
In addition to loading bank statement information automatically via the Bank Statement Open
Interface, bank statement information can be entered manually.
This process can also be used to update information on a statement that was previously entered
manually or loaded automatically, even if the statement is already reconciled.
This process covers the entry of bank header information and statement lines.

Policies
Control totals (Opening Balance, Receipts, Payments, Closing Balance) are used to ensure all lines
are entered on a manual bank statement. The end user is prompted by a warning message if
header control totals do not match to the line entries.

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Navigation Path: Bank Statements > Bank Statements and Reconciliation
Steps:
1. Double click on Bank Statements and Reconciliation with your mouse or click on the
Open button to open the Find Bank Statements form.

41. The Find Bank Statements form will appear.

42. Click on the New button to display the Bank Statement form.

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 43. Select the following bank header information: Account Number, Account Name,
Bank Name, Bank Branch, and Currency.
44. Enter the new statement Date.
45. The bank Statement Number will default to today’s date. The Statement Number
should be entered in line with the defined naming conventions so change to the format
YYMMDD.
46. Enter the GL Date--the default is the Statement Date. The GL Date must be in an open
or a future-enterable period in Receivables or Payables.

47. Enter bank statement Control Totals:

 The Opening Balance will default in from the closing balance of the previous
statement in CM this should NOT be changed.
 The Closing Balance should be entered as shown on the Bank Statement.
 Enter control totals for Receipts and Payments, as well as the number of
statement lines for each.
48. Click on Lines to begin entering your statement lines. Optionally, you can save the
header information now and enter the statement lines later.

Important Note
The yellow fields are mandatory Press the tab key on your keyboard to move to the next field

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 49. Enter the following information:
 Statement line number: 1 transaction = 1 line number. The greater the
transactions on the bank statement the more lines required
 Select Type: i.e. payment, receipt, sweep in, by clicking the down arrow.
 Number: Serial number of the paying in slip/cheque number if applicable
 Transaction date is the system date defaulted from the bank statement header
 Amount: Statement line value, Enter both Payments and Receipts as positives
values.
 Status field is pre-displayed with Unreconciled and should not be changed.
 Tab to “description field” > can be used for any other important information i.e. a/c
number transferring to or name of remitter

50. Repeat the above process for each statement line to be entered.

51. Once all entries have been completed click on the Save icon then close the
window. This will take you back to the bank Statement screen:

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 52. Ensure that “Receipts” in Control Totals = “Receipts” in Line Totals
53. Ensure that “Payments” in Control Totals = “Payments” in Line Totals
54. Click X to close window.

Summary of module
During this module you have learned how to:

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  manually create bank statements.

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4.0 Bank Reconciliation
Objectives
Upon successful completion of this module, you should be able to:
· complete bank reconciliation – automatically and manually
· create miscellaneous receipts and payments
· record exceptions
· reconcile to reversed receipts

Overview
Supplier payments entered in Payables can be reconciled to your bank statement lines. When you
reconcile payments using Cash Management, the payment status is updated to ‘Reconciled’.
Payables will also create accounting entries that debit the cash clearing account and credit the cash
account of the bank account that you used to pay the invoice.
With Cash Management you can:
 clear and reconcile payments;
 undo the reconciled status of a reconciled payment;
 undo the cleared status of a cleared payment;
 record miscellaneous transactions that are on your bank statements such as bank charges,
or bank errors. Note: miscellaneous payments in Cash Management are actually negative
miscellaneous receipts.
 Create miscellaneous (non-invoiced) transactions, such as interest, debits, or credits.
Receipts created in Receivables can be reconciled to bank statement lines. Cash Management
updates the status of the receipts to ‘Reconciled’ and creates appropriate accounting entries to be
transferred to the General Ledger.
Journal entries that were directly entered in General Ledger i.e. did not originate from another
module can be reconciled to your bank statement with Cash Management. The AutoReconcilation
program will match the transaction if the journal description matches the statement line transaction
number.
This matching rule should be observed when entering the description fields for General Ledger
journal lines; otherwise the AutoReconciliation program will not make any matches.
Some transactions that will appear on your bank statement are not initiated from Oracle Financials,
for example, bank charges or received interest. Cash Management is the primary point of entry for
these transactions, used in this way Cash Management becomes a sub-ledger of its own.
Bank statements can be reconciled either manually or automatically.
Policies
Automatic Reconciliation process is run to reconcile to payments and receipts within Oracle.
The 'General Ledger Reconciliation Report' is run per bank account. Closing balance from bank
statement compared to check if Oracle GL cash balance reconciles to the bank position. Identify
and follow-up any un-reconciled items.

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Unreconciled items are reviewed after running the Auto Reconciliation process.
Unreconciled items that could not be manually reconciled by reviewing the 'Transactions available
for Reconciliation' are investigated and resolved.
A negative miscellaneous receipt is entered to match unreconciled items for payments not in AP
(i.e. bank charges).
Separate activities within the ‘Miscellaneous Receipt’ transaction will be created to handle the
accounting of different classifications of non-AP payments.
A miscellaneous receipt is entered to match unreconciled items where receipts are not in AR (i.e.
interest).
Separate activities within the ‘Miscellaneous Receipt’ transaction will be created to handle the
accounting of different classifications of non-AR receipts.

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4.1 Reconciling Statements Automatically
Objectives
Upon successful completion of this module, you should be able to:
· automatically reconcile a bank statement.

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Overview
You can use the AutoReconciliation program to automatically reconcile any bank statement in
Oracle Cash Management whether imported or entered manually.
After you run the program, you can review the AutoReconciliation Execution Report to identify any
reconciliation errors that need to be corrected. This report is produced automatically, or you can run
it whenever needed. You can also review reconciliation errors online. After you automatically
reconcile a bank statement and correct any reconciliation errors, you can run the Bank Statement
Detail Report or use the View Bank Statements window to review reconciled and unreconciled
statement lines.

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Navigation Path: Other > Concurrent
Steps:

1. Double click on Concurrent with your mouse or click on the Open button to open the
Find Requests form.

55. Click on the Submit a New Request button.

56. Ensure Single Request is selected.

57. Click OK.

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 58. Select the AutoReconciliation Program using the LOV.

59. Enter the required Parameters.

60. Select the Bank Branch.
61. Select Bank Account Number, if you do not enter an account you will reconcile the
statements for the entire bank branch.
62. Enter Statement To and From

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 63. Select Statement Date From and To.

64. Specify how to handle any NSF transactions or rejected receipts.

· No Action – to handle manually
65. Click on OK.
66. Click on Submit.

67. The following Decision box will appear, click No.

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 68. Click View > Requests from the menu bar.

69. Click on the Find button.

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 70. Most recent activity will appear at the top of the list, if highlighted green click the
Refresh Data button until completed.

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 71. Click on the View Output button to confirm that the program ran.

72. Review the AutoReconciliation Execution report to show errors.

73. Review the Bank Statement Detail Report to show reconciled and unreconciled lines.
74. Use the Reconcile Bank Statement Lines window to manually reconcile any
unreconciled lines.

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4.2 Manually Reconcile a Bank Statement
Objectives
Upon successful completion of this module, you should be able to:
· manually reconcile a bank statement;
· create a standard receipt
· create miscellaneous receipts;
· mark a bank statement line as an error;
· reverse reconciled receipts.

Overview
You can use the manual method to reconcile any bank statement, whether imported or entered
manually. In addition, you can create new bank statement lines as you reconcile transactions, as
well as update the reconciliation information for a previously manually–or automatically–reconciled
statement. Manual reconciliation should only be used for transactions that are not picked up within
the automatic reconciliation process and for any bank accounts where automatic reconciliation is not
possible. To review unreconciled transactions run the Transactions Available for Reconciliation
report.
Unreconciled items that could not be manually reconciled by reviewing the 'Transactions Available
for Reconciliation' report should be investigated and resolved.
When you use manual reconciliation, you reconcile each line with available transactions. If you are
using Oracle General Ledger, you can also reconcile statement lines to journal entries. Cash
Management lets you search for receipts, payments, journal entries, and statement lines that meet
specific criteria, and reconcile the statement line against them. You can search for transactions
based on customer or supplier, batch name, or remittance number, as well as ranges for transaction
numbers, transaction date, transaction amount, and maturity date. You can search for journal
entries based on Period Name, Journal Entry Name, Document Number, or Line Number.
A miscellaneous receipt is entered to match unreconciled items where receipts are not in AR (e.g.
interest received). A negative miscellaneous receipt is entered to match unreconciled items where
payments are not in AR (e.g. bank charges).
Separate activities within the ‘Miscellaneous Receipt’ transaction will be created to provide the
default accounting for each classification of unexpected payments.
Unexpected Receipts and Payments identified on the bank statement, which do not correspond to a
miscellaneous transaction type (e.g. bank charges or interest), will be investigated and approved in
consultation with the Accounts Payable and Accounts Receivable Managers.
As you reconcile a statement manually, you may need to create transactions to account for
differences between the sum of the reconciled transaction and the line amount. For example, you
can create a miscellaneous transaction to account for bank charges or interest.

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Navigation Path: Bank Statements > Bank Statements and Reconciliation

Steps:

1. Double click on Bank Statements and Reconciliation with your mouse or click on the
Open button to open the Find Bank Statements form.

75. Enter the required search criteria.

76. Click on Find.

77. Select the bank statement to be updated and click on the Review button.
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 78. The Bank Statement form will be displayed.

79. Click on Lines to query back lines that are available to be reconciled.

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 80. Select the line you wish to reconcile by clicking in the relevant Line field.
81. Click on the Available button.
82. Reconcile detail or batch type of transactions that apply to the current statement line
by ticking the checkbox to the left of each transaction you wish to reconcile.
Depending on what type of transaction you are searching for, select the appropriate
checkbox.
83. Click on the Find button.

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 84. Select the Line to be reconciled and click on the Reconcile button.

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 85. Click on Save and close the form.
86. The bank statement line should now have a status of Reconciled.

87. Repeat as necessary for any additional bank statement lines otherwise close all forms
and return to the Navigator..

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4.2.1 Create Receipts
Use the Receipts window to enter new receipts. For each receipt, you can see whether the receipt is
identified and what portion of the receipt has been applied, placed on-account, and left unapplied.
You can enter two types of receipts in Receivables:
 Cash receipts: Payment (such as cash or a check) that you receive from your customers for
goods or services.
 Miscellaneous transactions: Revenue earned from investments, interest, refunds, and
stock sales.

You can apply receipts to invoices, debit memos, deposits, guarantees, on-account credits, and
chargebacks. You can partially or fully apply a receipt to a single debit item or to several debit items.
You can enter receipts and apply them to transactions in either Open or Future accounting periods.
You can also create chargebacks or adjustments against these transactions.
If you do not specify a customer for a receipt, the receipt is unidentified. In this case, the receipt
amount appears in the Unidentified field in the Receipts window (Application Summary tabbed
region). You cannot apply an unidentified receipt.
You can view the detail accounting lines for an existing receipt in the form of a balanced accounting
entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu. You can also
choose to view the detail accounting as t-accounts.

Navigation Path: Bank Statements > Bank Statements and Reconciliation

Steps:

1. Double click on Bank Statements and Reconciliation with your mouse or click on
the Open button to open the Find Bank Statements form.
2. Enter search criteria for the bank statement you wish to review.
3. Click on Find.
4. Select the statement to be reviewed.
5. Click on Review.
6. Click on Lines.
7. Click on Find to query back the statement lines.

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 8. Click on Create.
9. Select AR Receipts.

10. Enter the receipt information, including Receipt Number, Currency, Receipt
Amount, GL Date, and Receipt Date. The default GL Date is the same as the batch
GL Date.

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48631059.docx - 55 -
 88. Enter a Transaction number (optional).
If you did not enter a Transaction number and the receipt is not unidentified, enter
customer information for this receipt, including Customer Name or Number and Bill-To
Location. When you enter the customer, Receivables enters this customer's primary
Bill-To Location, if one exists (you can change this value). If the system option Require
Billing Location for Receipts is set to Yes, you must enter a Bill-To Location.
If you do not enter a Bill-To Location and the customer has no statement site, any
unapplied or on-account receipt amounts will not appear on statements sent to this
customer.
89. To prevent the receipt Remittance bank from being automatically overridden during the
remittance process, choose Don't Allow in the Override Bank Account field (optional).
If you choose Allow, Receivables can automatically change the receipt remittance
bank to the remittance batch bank during the remittance process.
90. If bank charges apply, open the Application Summary tabbed region, then enter an
amount for Bank Charges. Bank charges may apply if the receipt's creation status is
'Cleared' (the clearance method of the associated receipt class must be set to
'Directly').
91. Save your work.
92. To apply your receipt click on the Apply button.

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 93. In the Apply To field, from the list of values, select the transaction to which you want
to apply this receipt if you have not selected this already.
94. To apply the receipt to another transaction repeat the steps listed above.
95. When you are satisfied with this receipt application, Save your work. Receivables
updates your customer's account balances.

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4.2.2 Create Miscellaneous Transactions
You can create miscellaneous transactions while you are manually reconciling a bank statement in
Cash Management. You can then reconcile the transactions immediately after you create them.

Navigation Path: Bank Statements > Bank Statements and Reconciliation

Steps:

1. Double click on Bank Statements and Reconciliation with your mouse or click on
the Open button to open the Find Bank Statements form.
2. Enter search criteria for the bank statement you wish to review.
3. Click on Find.
4. Select the statement to be reviewed.
5. Click on Review.
6. Click on Lines.
7. Click on Find to query back the statement lines.

8. Click on Create.
9. Choose Miscellaneous from LOV.

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 10. Create Miscellaneous Receipts in the window that appears.
11. Select Miscellaneous for the transaction you want to create.
12. Choose the Receivables Activity that describes the transaction you are creating.
13. Enter the Receipt Number and Date, Currency, and payment Method.
14. The default value of the receipt number will be a combination of the statement
number and the line number.
15. Enter the transaction Amount. The amount defaults to the statement line’s
remaining amount. For a receipt, enter a positive amount. For a payment enter a
negative amount.

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 16. Enter the GL Date. The default date is the bank statement date.
17. Click on Create.
18. Select Yes to reconcile the transaction.

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 19. Close the Miscellaneous Receipts form. The statement line will now have a Status
of Reconciled.

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4.2.3 Creating Journal Entries from Bank File
You can use the Journal Entry Creation program to create journal entries automatically in the Oracle
General Ledger Interface tables based on information provided in the bank statement. The Journal
Entry Creation concurrent program can be run in two modes: Preview and Actual. It is
recommended that you run the program in Preview mode and review the Journal Entry Creation and
Execution Report to verify the journal entries that will be created in the General Ledger Interface
tables based on the mapping rules set up.
Once you have reviewed the results, you can run the program in actual mode to populate the Oracle
General Ledger Interface tables. You can then transfer and post the journal entries from the
interface tables to Oracle General Ledger. You can then reconcile the journal entries to the bank
statement by running the AutoReconciliation program.

Important Note
The program does not apply the mapping rules to reconciled bank statement lines or bank
statement lines for which journal entries have been created in the past. Journal entries will be
created if a match as specified in the Journal Entry Mappings window for the bank account is found.

The program automatically generates the Journal Entry Creation Execution Report, which lists all of
the journal entries created.

Navigation Path: Other > Concurrent

Steps:

1. Double click on Concurrent with your mouse or click on the Open button to open the
Find Requests form.

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 96. Click on the Submit a New Request button.

97. Ensure Single Request is selected.

98. Click OK.

99. Select Transfer Journal Entries to GL from the LOV.

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 100. The Parameters form will appear.
101. Enter the required Parameters.

102. Click on the OK button.

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 103. Click on the Submit button to submit the request.
104. Click No to the decision box.

105. You can review the status and output of the process by selecting View > Requests
from the menu bar.

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 106. Click on the Find button.

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 107. You will see your request in the list, click on Refresh Data button until the process is
completed.
108. Once the program is complete follow the steps listed below.
109. Run the AutoReconciliation program for the bank statement to reconcile the posted
journal entries automatically.
110. Manually reconcile the bank statement lines that were not reconciled automatically.

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4.2.4 Recording Exceptions
A bank statement can contain information about NSF (non–sufficient funds) and rejected receipts,
stopped payments, and transactions created outside Oracle Applications. The bank statement may
also contain errors that cannot be reconciled against any transactions or corrections or adjustments
made by the bank.

To record a stopped payment:

1. Background – an electronic payment has been made out of AP – the debit to the bank
account is shown on the statement and this has been reconciled to the payment. This
payment has been refunded a few days later as the bank account details of the payee
were incorrect - a line on the statement shows this rejected transaction.
111. The transaction will be unreconciled from the relevant bank statement line.
112. The payment will be voided.
113. Both the original payment line and the rejected payment line are now unreconciled in
their respective bank statements. In this example we have both lines in the same
bank statement.

To reconcile corrections and adjustments:

1. Navigate to the Find Bank Statements window.
114. Enter the query criteria, or leave the criteria blank to query all existing statements.
115. Choose Find to see the Reconcile Bank Statements folder window containing the
statements that meet your query criteria.
116. Select a statement and choose Review.
117. Choose Lines.
118. Click in the miscellanous payment line and click on the Available button.
119. In the Find Transactions form you will now have a checkbox available for Statement
Lines. Tick this checkbox and enter search criteria to find the relevant statement line
i.e. line amount.
120. Click on the Find button.
121. Select the require statement line and click on Reconcile.
122. When you return to the Bank Statement Lines form you will notice that both lines are
now reconciled.

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To record a bank error:
1. Navigate to the Find Bank Statements window.
2. Enter the query criteria, or leave the criteria blank to query all existing statements.
3. Choose Find to see the Reconcile Bank Statements window containing the
statements that meet your query criteria.
4. Select a statement and choose Review.
5. Choose Lines.
6. Select the bank error line.

123. Click on the Mark button.

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 124. Select Error to mark the line as a bank error.
125. Click on OK. The statement line will now have a Status of Error.

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 Important Note
The error functionality may only be used if both the debit error and a credit error appear on the
same statement. If only one side of the error appears a journal will have to be entered that may
then be reconciled to the error entry.

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4.2.5 Reconciling Reversed Receipts
In Cash Management you can reverse receipt transactions to account for NSF and rejected
receipts. Receipt reversal will be carried out by the AR team and then the reconciliation can be
completed.

Navigation Path: Bank Statements > Bank Statements and Reconciliation

Steps:

1. Background – a cheque has been received, matched to a customer invoice in AR and

banked – the credit to the bank account is shown on the statement and this has been
reconciled to the receipt. This cheque has now been returned a few days later due to
insufficient funds and a line on the statement shows this rejected transaction.
2. The receipt will be reversed; this reversal category will be flagged as NSF i.e. Non
Sufficient Funds by the AR team.
126. The original bank statement line remains reconciled.
127. The Rejected line should be reconciled to the reversed receipt that was generated in
AR.
Note: If you have two statement lines for an NSF or rejected receipt (one for the original receipt and
one for the reversal), you can reconcile the original receipt and the reversal in the order that you
prefer..

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Summary of module
During this module you have learned how to:
 complete bank reconciliation – automatically and manually;
 created a standard receipt
 create miscellaneous receipts;
 record exceptions;
 reconcile reversed receipts.

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5.0 Issue Resolution
Overview
After you run the AutoReconciliation program, you can review any reconciliation errors online from
the Bank Statement or Bank Statement Line window. You can review all reconciliation errors for a
statement, or just those errors that occurred for a specific statement line.

Navigation Path: Bank Reconciliation > Bank Statements and Reconciliation

Steps:

1. Enter search criteria or leave blank to query bank all statements.

2. Click on Find.
3. Select the statement to be updated.
4. Click on Review.

5. Click on Errors.
6. You see the Reconciliation Errors window, showing a list of all reconciliation errors for all
statement lines, or the selected statement line if you are reviewing statement line errors.
See the following chart for further explanation of any error.

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 7. Click on Done.
8. You can correct any reconciliation errors in the bank statement and rerun
AutoReconciliation or reconcile the statement lines manually.

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Summary of module
During this module you have learned about:
 issue resolution;

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6.0 Bank Account Creation – Internal or Supplier
Objectives
Upon successful completion of this module, you should be able to:
· create banks and branches for use in AP
· create bank accounts for use in AP and AR
Process Diagram
CE – Setup Bank Accounts

No
Management Accounts

Arrange for Bank Setup GL Setup Bank

Start AP account? AR account? No End
Setup with Bank Segment Values Account on Oracle

Yes
Yes

Notify Accounts Notify Income

Payable that Section that
account is set-up account is set-up
Section
Income

Setup Receipt
Methods / Classes End
etc in Receivables
Accounts
Payable

Setup Payment
Documents in
End
Cash
Management

CE – Set-up Banks and Bank Branches – AP initiated

Add Bank Details Sort Code Complete Bank

Start Yes Finish
to Supplier exists? Setup for Supplier

No
AP

Request Bank
Statement Set-up
from Management
Accounts
Management Accounts

Does Bank Add Bank Branch Notify AP of Bank/

Yes
exist? to Bank Branch Setup

No

Setup Bank

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Overview
This process has been designed to ensure that banks, branches and bank accounts are being setup
for internal use and supplier transactions. Only the Management Accountants are allowed to set up
Bank Accounts. The supplier bank accounts need to be linked to the supplier site, in order to be
able to execute electronic payments.
Two types of bank accounts are required:
 Internal bank accounts where Cardiff University is the account holder.
 Supplier bank accounts where suppliers are the account holders. Supplier accounts need to
be linked to the supplier. The bank branch must exist in CE before the bank account details
can be added.
This process has been designed to ensure that banks and bank accounts are being setup for
internal use and supplier transactions correctly and in line with policy. The supplier bank accounts
need to be linked to the supplier site, in order to be able to execute electronic payments.
The majority of Banks and Branches in the UK should already be set-up in Oracle. Users should
search for a Bank Branch using the Branch Number before setting up a new Bank / Branch as it
may exist under a different name.

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6.1 Creating a Bank

Navigation Path: Setup > Banks >Banks

Steps:

1. Double click on Banks with your mouse or click on the Open button to open the Banks
page.

128. Use bank sort code directory in order to identify banks not yet set up or search on
“bank name” to determine those not yet set up i.e. Yorkshire%.

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 129. Click on Go.
130. Expect to see “No Results Found” in Bank name.

131. Click on the Create button

132. Fill in the following fields:
 Country (Type United King then tab – Country will automatically appear in full)
 Bank Name

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 133. Click on the Finish button when you have entered the required information.
134. You will see the following result

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6.2 Creating a Bank Branch

Navigation Path: Setup > Banks >Banks

Steps:

1. Double click on Banks with your mouse or click on the Open button to open the Banks
page.
135. Enter search criteria for the bank you are trying to find.
136. Click on the Go button.

137. Click on the View Branches icon. If branch you require doesn’t
exist you must now the create branch

138. Click on the Create button.

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 139. Enter Country.
140. Enter Bank Name: Type the name exactly as it appears in sort-code book
141. Click on Continue.

142. Enter the Branch Name: Enter sort- code and branch title as appears in sort-code
book.
143. Enter the Sort Code: As per sort code directory
144. Enter the BIC: As per sort code directory (Leave no gaps)
145. Enter the Branch Type: Ensure this always defaults to “ABA”

146. Click on Finish.

147. Following message will appear if successfully completed

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48631059.docx - 84 -
6.3 Create Bank Account Receivables/ Payables or both

When creating Receivables/Payables bank accounts you need to select a Bank Errors Account, a
Bank Charges Account, and a Cash Clearing Account for each bank account you plan on
reconciling.

Navigation Path: Setup > Banks >Bank Accounts

Steps:

1. Double click on Banks Accounts with your mouse or click on the Open button to open
the Banks page.
148. Alternatively you can complete the steps in the previous section then click on the
Create Account icon to go straight to the next step of the process.

149. Enter the following fields if you have completed a search for the bank account
otherwise the details will default in.

 Country

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  Bank Name
 Branch Name

150. Click Continue. You will see the following screen

151. Enter the following:
 Bank Account Owner
 Account Use: Select the option you require i.e. Payables/ Receivables of both
This will determine what the account will be used for.

152. Click on Next.

153. Enter the following:
 Account name: This is the name of the account i.e LEARN Visa Account, IBCA
 Alternate Account name: This is the full title of the bank account i.e Cardiff
University learn Visa bank account
 Account Number: Eight digits i.e 70109119
 Currency
 IBAN – If one exists

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 154. Click on Save and Next.

155. Click on Cash look up icon to find out if the data exists. The following screen will
appear.
156. Refer to the related Bank Account details in the excel spreadsheet.
157. Fill in all fields using the look up tool.
158. Click on Create.

159. Select the required Code Combination then click on the Select button.

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 160. Copy and paste the cash information into the Cash Clearing field and amend the
relevant data as per spreadsheet.
161. Copy and paste the cash information into the Bank Charges field and amend the
relevant data as per spreadsheet.

162. Click Save and Next. The following Screen will appear.

163. Click on the Add Organizations Access button.

164. Enter the following;
 Account Use
 Organisation

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 165. Click Continue. Following screen will appear.

166. Input any other required data with the exception of:-
167. Click on Apply. You will see the following screen.

168. Click on Save & Next then click Finish.

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 169. You will now see confirmation that the account has been set-up, and will be listed with
all bank accounts

Note – After setting up a Co-op bank account you will need to set-up Transaction Codes to
enable the automatic upload of banks statements to work.

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6.4 Setup Transaction Codes
To be able to load electronic bank statements or use AutoReconciliation feature, you must define,
for each bank account, the transaction codes that the University’s bank uses to identify different
types of transactions on its statements.
You should define a bank transaction code for each code that you expect to receive from your bank.
A list of valid transaction codes for The Co-operative Bank is included in Appendix …

1. Navigate to the Bank Transaction Codes window.

170. In the Find Bank window, select the bank, whose codes you are defining.
171. Alternatively, you can query the bank account number. The system displays the Bank
Transaction Codes window, which includes bank account, bank information, and a
region for entering transaction codes.
172. For each transaction code you are defining, select a Transaction Type from the list of
values. The transaction type determines how Cash Management will match and
account for transactions with that code.
Bank statement lines are coded to identify the transaction type the line represents.
Since each bank might use a different set of transaction codes, you need to map each
code a particular bank uses, to one of the following Cash Management transaction
types.
Select from the following list of values:
 Payment: Payments such as generated or recorded checks, payment
batches, wire transfers, electronic funds transfers, or payroll checks.
 Receipt: Receipts such as received checks, remittance batches, direct
debits, and bills of exchange.
 Miscellaneous payment: Payments not associated with supplier invoices,
such as petty cash transactions directly posted to cost accounts or bank
charges.
 Miscellaneous receipt: Receipts not associated with customer invoices,
such as petty cash transactions directly posted to revenue accounts, such as
interest received.
 Stopped: Stopped payments previously entered, generated, or cleared, such
as callback of check. A stopped transaction type matches only to Voided or
Stopped payments in Payables or Oracle Payroll.

 Rejected: Receipts rejected for reasons other than non-sufficient funds, such
as an invalid bank account. A rejected transaction type matches only to
reversed receipts in Receivables.
 NSF (Non-Sufficient Funds): Receipts rejected by the bank because the
accounts on which they were drawn had non-sufficient funds. You can
reverse these receipts by creating a standard reversal. Cash Management
reopens the invoices you closed with the original receipt. When you match
bank statement lines with transactions, an NSF transaction type only matches
to reversed receipts in Receivables.

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  Sweep In. Incoming funds transfer from an internal bank account. This bank
transaction type identifies the originating bank account.
 Sweep Out. Outgoing funds transfer from an internal bank account. This
bank transaction type identifies the receiving bank account.
173. Enter the Code used by your bank.

174. Enter a Description of the transaction.

175. Enter a Transaction Source for payment and receipt transactions. Choose Journal
from the list of values to reconcile statement lines, with the assigned transaction code,
to General Ledger journals. Choose Open Interface to reconcile statement lines to
settlements in Oracle Treasury or external transactions in the Reconciliation Open
Interface. Choose Payables Payments or Receivables Receipts to reconcile statement
lines to transactions in Oracle Payables or Oracle Receivables. Choose Payroll
Payments to reconcile statement lines to transactions in Oracle Payroll.
176. Define each additional bank transaction code, following the previous steps.
177. Save your work.

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Summary of module
During this module you have learned how to:
 create bank accounts for internal use and supplier use

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7.0 Reports Used in Cash Management

Standard Reports

Report Name Purpose of the Report

  What insight does report give us?

   

AutoReconciliation Bank Account Reconciliation

Transactions Available for Reconciliation Report Bank Account Reconciliation

Bank Statement Detail Report Bank Account Reconciliation

Bank Statement Summary Report Bank Account Reconciliation

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Overall Course Summary
During the course of this lesson you have learned how to:
 Import bank statements
 Manually create bank statements
 Create bank accounts – supplier and internal
 Reconcile bank statements – manual and automatic
 Resolve issues
 Carry out reporting

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Support / Further Info
For further support or information please contact ………………………..

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Appendix
Bank Reconciliation Errors

Error Code Explanation

The GL date is not in an open or future period in Oracle

AP period not open or future
Payables.

The GL date is not in an open or future period in Oracle

AR period not open or future
Receivables.

Charge amount exceeds The charge amount cannot be greater than the tolerance
Tolerance amount.

Oracle General Ledger has more than one matching

Duplicate journal entries
journal entry line.

More than one open interface transaction number matches

Duplicate Open Interface transactions
bank statement transaction number.

Oracle Payables has more than one matching payment

Duplicate payment batches
batch.

There is more than one matching payment in Oracle

Duplicate payments
Payables. Please reconcile manually.

There is more than one matching payroll payment in

Duplicate payroll payments
Oracle Payroll.

Duplicate receipts Oracle Receivables has more than one matching receipt.

Oracle Receivables has one or more matching remittance

Duplicate remittance batches
batches in.

Duplicate statement lines There is more than one matching statement line.

You cannot reconcile a statement line that has a future

Future value date
value date.

The statement needs at least one of the following criteria

to match, and all are missing: 1) transaction number, 2)
Missing matching criteria
invoice number and agent name, 3) invoice number and
agent bank account.

Document sequence is not set up for the receipt/payment

No document sequence defined
method.

Oracle General Ledger has no journal entry line that

No matching journal entries
matches the bank statement transaction number.

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48631059.docx - 98 -
Error Code
No matching open interface
transactions
No matching payment
No matching payment batch
No matching payment for the invoice
number and agent bank account
No matching payment for the invoice
number and agent name
No matching payroll payments
No matching receipts
No matching receipt for the invoice
number and the agent bank account
No matching remittance batch
No matching statement line
No receivables activity or payment
method for tolerance receipt
Note: AP reconciliation accounting not
enabled
Payment method for bank account is
invalid
48631059.docx
Explanation
The open interface has no transaction number that
matches the bank statement transaction number.
Oracle Payables has no payment number that matches the
bank transaction number.
Oracle Payables has no payment batch number that
matches the bank transaction number.
Oracle Payables has not matching payment for the invoice
number and the agent bank account.
Oracle Payables has no matching payment for the invoice
number and the agent name.
Oracle Payroll has no payroll payment number that
matches the bank statement transaction number and
account.
Oracle Receivables has no receipt number that matches
the bank statement transaction number.
Oracle Receivables has no receipt number that matches
the invoice number and the agent bank account number.
Oracle Receivables has no remittance batch number that
matches the bank account statement transaction number.
A matching statement line can be matched.
AutoReconciliation cannot create a miscellaneous receipt
for the tolerance amount for this NSF line because at least
one of the following parameters were not entered at
program submission: receivables activity, payment
method.
You can reconcile this payment and Payables will update
the payment status to Reconciled but Unaccounted.
However, note that Oracle Payables option “Account for
Payment when Payment Clears” is not enabled.
Therefore, Payables accounts for the payments and
gains/loss only at payment issue time, and does not
account for bank charges, bank errors, or gain/loss at
payment clearing time.
The payment method for the bank account is invalid.
- 99 -
Error Code Explanation

Receipt already reconciled The receipt has already been reconciled to statement line.

The receipt history shows that this receipt has not been
Receipt is not reversed reversed. The statement line has a transaction code
identifying it as NSF.

The receipt history shows that the receipt has not been
Receipt not remitted
remitted.

The receipt history shows that the receipt has been

Receipt reversed reversed. The statement line has a transaction code
identifying it as a receipt.

Reconciliation Open Interface not Please enable “Use Reconciliation Open Interface” in the
enabled System Parameters window.

Statement line amount is not within the The statement line amount is not within the tolerance
tolerance range range.

You have initiated a stop on the payment in Oracle

Payables. You can match to a stop initiated payment only
Stop initiated
if the transaction code is “Stopped”. However, this
transaction line code is “Payment”.

The payment has not been voided or stop initiated.

However, the statement line is “Stopped”. The statement
Stopped statement line
line can be matched to a payment only if the payment had
been voided or a stop initiated.

The statement line is currently in use. The statement line is currently in use; please try again
Please try again later later.

The transaction is currently in use.

The transaction is currently in use; please try again later.
Please try again later

The payment is voided in Oracle Payables. You can

Voided match to a voided payment only if the transaction code is
“Stopped”. However, this transaction line code is payment

The payroll payment is voided in Oracle Payroll. You can

Voided (Payroll) match to a voided payment only if the transaction code is
“Stopped”. However, this transaction line code is payment

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Bank Transaction Codes
Below are the GTSA transaction codes used in BIB, these codes help identify the type of transaction
being imported into Cash Management during the bank statement import process.

Transactio Transactio Description Transaction

n Type n Code Source

Receipt 155 Credit AR Receipts

Receipt 165 BACS Credit AR Receipts

Receipt 166 ACH Settlement AR Receipts

Receipt 171 Receipt AR Receipts

Receipt 173 Credit - BACS Journal

Recall

Receipt 195 CHAPS Credit AR Receipts

Receipt 205 Transfer In Journal

Sweep In 206 Book Transfer Cash

Credit Management

Receipt 399 Misc Credit AR Receipts

Payment 455 Direct Debit Journal

Payment 475 Cheque AP Payments

Payment 495 CHAPS Debit Journal

Sweep Out 500 Sweep Out Cash

Management

Payment 501 Transfer Out Journal

Sweep Out 506 Book Transfer Cash

Debit Management

Payment 524 Bank Applied Journal

Charges

Payment 527 Standing Order Journal

Payment 980 Voucher Journal

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Below are the UKBA transaction codes used in BIB.

BIB Code Meaning

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Navigation Reference
Understand icons
Objective
To understand the toolbar icons

Toolbar Icons Action Menu Option Function

New Record Edit + New Record Creates a New Record

Find View + Find Displays Find Window to search for

data in a field

Navigate To View + Show Returns to Navigator Window

Navigator

Save File + Save Saves any pending changes

Next Step File + Next Step Updates the Process flow in

Navigator by advancing to the next
step in the process

Print File + Print Prints current Screen to default

printer

Close Form File + Close Close the current open form/ window

Cut Edit + Cut Cuts the selection to the Clipboard

Copy Edit + Copy Copies the selection to the Clipboard

Paste Edit + Paste Pastes the from the Clipboard into

the current field

Clear Record Edit + Clear Form Clears data for current record in
Window

Delete Record Edit + Delete Record Deletes the current record if allowed

Edit Edit + Edit Field Opens a larger editing window for the
current field

Zoom View + Zoom Takes you to a pre-defined custom

form

Translations Edit + Translations Opens the Translation

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 Attachments Edit + Attachments Allows a document to be attached to
a record such as a note to a PO

Attachments Edit + Attachments Indicates that a note or notes are

attached to a record

Folder Tools Folder + Option Displays Folder Tool Palette with

further options

Window Help Help + Window Help Displays General Help for the current
application

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Understand keyboard shortcuts
Objective
 To understand keyboard shortcuts
To display a list of keyboard shortcuts in Oracle, use Ctrl K to display the following list on the
screen.

Function Key

Block Menu Ctrl+B

Clear Block F7

Clear Field F5

Clear Form F8

Clear Record F6

Commit Ctrl+S

Count Query F12

Delete Ctrl+Up

Display Error Shift+Ctrl+E

Down Down

Duplicate Field Shift+F5

Duplicate Record Shift + F6

Edit Ctrl+E

Enter Query F11

Execute Query Ctrl+F11

Exit F4

Insert Record Ctrl+Down

List of Values Ctrl+L

Next Block Shift+PageDown

Next Field Tab

Next Primary Record Shift+F7

Next Record Down

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Next Set of Records Shift+F8

Previous Block Shift+PageUp

Previous Field Shift+Tab

Previous Record Up

Print Ctrl+P

Return Return

Scroll Down PageDown

Scroll Up PageUp

Show Keys Ctrl+K

Up Up

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Enter Data
Objective
Oracle requires data entry either as free format or by selecting a value from a list for the specific
field.
If a list of values exists for the current field, a small grey box will be displayed at the right end of the
field. If the field is a LOV field, only an item from the list is acceptable data for the list.
There are 3 types of processes for List of Values data entry
 Short List of Values
 Long List of Values
 A Date Field
The LOV opens a Find Window, to reveal either the full list because it is a small list or a blank
window if it is a long list.

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A Short List of Values
When the LOV icon is accessed, the whole list will appear allowing the user to simply select the
required item from the list to the field.

Figure 1 : Short List of Values

A Long List of Values

If the list of values is long enter your search criteria based upon the information you already have.
For instance the number begins with 99
Enter 99%
Click on Find
Scroll Bars allow movement up, down, left and right around the list.

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A Date Field
If the field is a date field and LOV is selected then a calendar will be displayed allowing the user to
select the required date.

Figure 2 : Calendar

Arrows are used to move between months and years. The arrows on the left hand side move by one
month at a time. The arrows on the right hand side move by one year at a time and the blue box
highlights the currently selected date.

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