Financial systems

1. How do I reset my Oracle password?
2. How do I set up a vacation rule?
3. How do I get access to Oracle?
4. I can't find the item I want to purchase?
5. How do I use Qlik Sense?
6. How do I access my budget statement?
7. How do I get some finance systems training?
8. How do I use DBArchive to view attachments in Oracle?
9. What are the AP Invoice Approval Rules?

 

How do I reset my Oracle password? 

Password reset guide

 

How do I setup a vacation rule?

Vacation rule guide

 

How do I get access to Oracle?

Requisitioners

Line Manager to complete the  Oracle access form - Requisitioners [xlsx] 340KB

 

Budget holders and approvers

BHRUT users contact —  SM-BHRUTUSERSETUPANDAMENDMENTS@NHS.NET

Barts Health users contact details below

Barts Health Financial management contacts

Site or service	Email
Newham university hospital (NUH)	bartshealth.NUHFinance@nhs.net
The Royal London Hospital (RLH)	bartshealth.RLHFinance@nhs.net
St. Bartholomews Hospital (SBH)	bartshealth.SBHFinance@nhs.net
Whipps cross university hospital (WXH)	bartshealth.WXHFinanceTeam@nhs.net
Group support services (GSS)	bartshealth.corporateservicescag@nhs.net

 

Finance staff

Your manager needs to complete the Oracle access form, including the appropriate profile they require. A list of the profiles can be found in the below link. The form then needs to be emailed to elcfis.sysadmin@nhs.net by the authoriser of the profile requested.

Oracle access form - Finance users[xlsx] 357KB

Oracle user access profiles[xlsb] 1MB

 

I can't find the item I want to purchase?

BHRUT users contact BHRUT procurement team — bhrut.p2pteam@nhs.net or phone 01708 435000 ext. 8371

Barts Health users contact Barts procurement team - barts.procurement@nhs.net

 

How do I use Qlik sense?

Qlik sense quick user guide

 

How do I access my budget statements?

BHRUT users contact — SM-BHRUTUSERSETUPANDAMENDMENTS@NHS.NET

Barts Health users contact - budgetstatements.bartshealth@nhs.net

 

How do I get access to training?

New Oracle users

Before you receive your Oracle username and password, you must complete specific lessons as a requirement. You will receive detailed instructions via email regarding the mandatory training modules. The selection of training modules depends on the type of Oracle access you need.

Existing Oracle users

If you are an existing oracle user and require some refresher training, you can access the training portal below:

Assima training portal

For existing users the log on details are as follows:

email - your NHS email address

Password - is the word password (lower case)

If you are unable to access the training system, please contact the financial systems helpdesk to request access.

Helpdesk

 

How do I use DBArchive to view attachments in Oracle?

Oracle attachment repository - DBArchive[pdf] 270KB

 

What are the AP invoice approval rules?

Each Cost Centre has nine approval levels, with a designated employee at each level authorised to approve invoices up to a specific limit set by the organisation. The following process outlines how invoice approvals are handled:

 

1. Approval Based on Invoice Value:

• Invoices are assigned to approvers based on their total value, starting from a specific level in the approval chain. For example:
  • An invoice of £6,000 will begin at Level 3.
  • An invoice of £135,000 will start at Level 4.
• The approval will move up the levels if necessary, until an employee with sufficient approval authority approves the invoice.

 

2. Approval Completion:

• Once an approver with the required authorisation limit approves the invoice, it is marked as approved, and no further action is needed.

 

3. Escalation Process:

• If an approver does not take action on an invoice notification, the following escalation steps are followed:
  • Reminder: A reminder is sent 4 days after the initial notification if no action is taken.
  • Escalation: If there is still no response after an additional 3 days, the approval request escalates to the next approval level.

LEVEL	Starting point based on invoice value	Barts Values	BHRUT Values
1	Direct	£1,000	£1,000
2	Direct	£5,000	£5,000
3	Direct	£10,000	£10,000
4	Direct	£25,000	£30,000
5	Level 4	£50,000	£50,000
6	Level 4	£118,000	£100,000
7	Level 5	£200,000	£1,000,000
8	Level 5	£1,000,000	£35,000,000
9	Level 5	£999,999,999	£999,999,999

The Oracle attachment repository, also known as DBArchive – Lets you view the attachments held against transactions in Oracle without having to logon to Oracle

 

Depending on what you do depends on what you logon as:

 

- Username rnjpay lets you see attachments against AP Invoice, Suppliers & Payments

- Username rnjsales lets you see attachments against AR Invoices, Customer Sites, & Receipts

- Username rnjjournal lets you see attachments against GL Journals

For BHRUT users amend the first 3 characters in the username to rf4

 

Logging into the Oracle attachment repository 

 

 

The Username and Password will be the same, depending on which access you require i.e. if you are logging in to see AP invoices your log in details are as follows:

Username - rnjpay

Password - rnjpay

Once logged in you will see the below options and you will need to click on SmartRetrieve

For BHRUT users amend the first 3 characters in the username and password to rf4

 

 

Choose the document types, such as RNJ Purchaes Invoices to view AP Invoices sent by suppliers.

 

 

You will then need to choose the field by which you want to search. If you choose Invoice Number, this will bring back invoices with that number, or you could choose Supplier Name for invoices for that supplier. 

 

 

To narrow the results further you can select the Add line button and search by both the Supplier Name and the Invoice Number.

 

 

Attaching documents in Oracle

For Oracle users who need to attach backing documents in Oracle, use the following guidance:

How to attach documents to DB Archive without scanning in Oracle [pdf] 744KB

The Oracle approval mobile app allows approvers to review requisitions, purchase orders, including attachments and invoice approval requests on the go - an iOS or Android mobile device. It removes the need to rely on the Trust e-mail, network traffic or sitting behind a desktop to review requests expediently. 

To Install the App please see the Oracle EBS Mobile Apps guide [pdf] 2MB

Is a complete set of business applications for managing and automating processes, the trust uses the following oracle applications:

• General ledger (GL) – journals, accruals, budget monitoring, final accounts
• Accounts payable (AP) – paying suppliers & supplier maintenance
• Accounts receivables (AR) – credit control, billing customers
• Cash management (CM) – bank reconciliation’s
• Fixed assets (FA) – capital projects and asset management
• Procurement (iProc & PO) – requisitions / purchase orders, receipting & smart forms
• System administration – users, responsibilities, flexfields, value sets, printing & reporting
• Workflow approvals – (requisitions, purchase orders, AP invoices, AR credit notes & GL journals)
• AME – secondary approvals i.e., ICT equipment on requisitions go to ICT for approval to say the items meet with the trust policy.
• Alerts – these are notifications that can be sent via email to advice users of information or actions they a required to undertake, below is a few examples
  • Receipt goods as the invoice is waiting to be paid
  • Enter a purchase order as an invoice has been received without a PO

V1 scanning integrates with the accounts payable (AP) and accounts receivable (AR) applications in Oracle and has allowed the trust to move forward with a paperless process. This is done by attaching the images of invoices and backing documentation automatically to the transaction that can then be viewed using the paperclip function.

• DBCapture - is OCR (Optical Character Recognition) software which allows us to scan supplier invoices entering it directly into the accounts payable application and attaching an image of the invoice to the paperclip on the transaction.
• Cold archive – this allows us to print our debtors invoices and then automatically attach a copy of the invoice to the transaction in the oracle receivables application.
• PDF upload – allows us to attach backing documentation to accounts payable (AP) and accounts receivable (AR) invoices, as well as any correspondence in relation to amendments to a suppliers account i.e. changes to their bank details.

V1 BACS enables us to submit electronic transfer of funds from one bank account to another. There are 2 main types of bacs payments

• Direct debit – where a customer has been given permission to pull money from the bank account into the trusts bank account.
• Direct credit – where the trust deposits money into a suppliers account.

We have a few tools that enable us to extract and manipulate the data from the Oracle e-business suite.  

• Oracle BI reporting allows us to extract data directly into excel and generally used for high volumes of data that can then be manipulated, these are run directly from Oracle applications.
• Qlik sense is a data analytics solution that allows us to create visualizations, charts, interactive dashboards. Budget holders will use this to view and monitor their income, expenditure and pay for their cost centres.

Assima is an e-learning tool that allows us to create interactive lessons using the screens from the Oracle e-business suite. It creates 3 modes:

• Preview – showing you how to do a certain process in Oracle such as how to raise a requisition.
• Training – this allows you to practice the process and gives you hints and tips as you work your way through the lesson.
• Test – this tests your understanding of the process and generates a mark, but unlike the training mode you do not get any hints or tips.

New Oracle users

It is a requirement that certain lessons are required to be passed before you are given your Oracle username and password. You will be emailed specific instruction on the training you must complete. The training modules you undertake are dependent on the type of Oracle access you require.

Existing Oracle users

If you are an existing oracle user and require some refresher training, you can access the training portal below:

Assima training portal

For existing users the log on details are as follows:

email - your NHS email address

Password - is the word password (lower case)

If you are unable to access the training system, please contact the financial systems helpdesk to request access.

Helpdesk

 

Interfacing systems means that the 2 systems communicate with each other sending information, this can either be sending or receiving and sometimes both. This means the information doesn’t need to be manually entered twice as it gets entered into the receiving system electronically

• Atticus – is an inventory management system which integrates with the general ledger (GL) and procurement (PO) applications in Oracle. Atticus sends purchase orders and invoices, and we send back the receipt of the goods. Atticus gives the trust greater visibility and control over stock consumables.
• JAC pharmacy – integrates with accounts payable (AP) and the general ledger (GL) applications in Oracle, sending across invoices that require paying for drugs purchased via JAC. JAC pharmacy also provides information on stock levels allowing us to accurately calculate and accrue for any missing expenditure which is attributed to that period.
• ESR – is the NHS national payroll system and integrates into the general ledger (GL) application in Oracle, giving details of pay spend against budget holder’s cost centres, and it is this information which forms part of the monthly budget statements.
• Supply chain – this is owned by the secretary of state for health and social care, and the trust uses their EDC system to requisition supply chain items and third party (non-stock) goods. The trust then receives electronic files for accounts payable (AP) and general ledger (GL) applications in Oracle. These files contain invoices as well as a detailed break down on orders for the month.
• GHX – electronic invoices, enables us to deliver invoices as PDF files via an online portal, lowering the volume of paper invoices, which not only reduces the time, cost and effort associated with invoicing, but provides better visibility and can help speed payments.
• HSBC bank statements – these statements are imported into the cash management (CM) application in Oracle where it will create receipts in accounts receivable (AR) for income received by debtors.
• Compucare – is the private patient’s system that the trust uses to bill insurance companies for treatment to non-NHS patients. Compucare integrates with the accounts receivable (AR) application in Oracle, sending AR invoices into EBS (e-billing solutions) to be uploaded, and any receipts against these are sent from Oracle back to Compucare.
• Tradeshift –is a shared business service (SBS) debtors invoicing system. SBS no longer allows NHS trusts to send in paper invoices. This meant that we were entering invoices into the accounts receivable (AR) application in Oracle, and then again in Tradeshift. To prevent duplication of work, we developed an electronic file from Oracle that is sent to Tradeshift using file transfer protocol (FTP) which they upload.