2
Oracle Applications Navigation
CHAPTER
Learning to navigate OracleÕs E-Business Suite successfully is important
for all team members. Once the navigation concepts are understood, the
user should be able to navigate any Oracle application.
OVERVIEW
Learning how to navigate through Oracle applications is critical. While
the navigation process is similar to navigating through a PC application,
the navigation is not identical. Users must be able to navigate through the
application, and be comfortable with the data entry and query capabilities.
The typical sign-on process is displayed in Exhibit 2.1.
ACCESSING ORACLE APPLICATIONS
Each organization should have in-house documentation for starting the
PC and the Oracle applications sign-on process. The six steps are:
1. Start the Personal Computer.
2. Start the Web Browser.
3. Start Oracle Applications.
4. Sign-on to Oracle Applications.
5. Select a Responsibility.
29
6. Navigate through the menus to select a transaction or inquiry window.
Once you have started your computer:
1. Enter the Internet address supplied by the System Administrator in
the Address field and press Go.
2. Save the address as a Favorite for ease-of-access in the future. Enter a
descriptive, yet short name, such as OFDEV or OFPROD to indicate
the Oracle instance, such as development or production.
The Oracle sign-on window is displayed in Exhibit 2.2. Follow the appropriate
sign-on directions.
The sign-on procedure requires two steps:
1. Enter the User Name and Password that are supplied by the System
Administrator. Enter sysadmin/sysadmin.
2. Press Connect.
30 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.1 Start Up Process
Oracle will prompt to change the password with the initial sign-on.
Oracle applications will open the password change window. Enter the old
password. Enter the new password and re-enter the new password again
for verification purposes.
SELECT RESPONSIBILITY
The userÕs homepage displays with the list of valid responsibilities (see
Exhibit 2.3). More responsibilities may exist than may be displayed on one
window. Use the down arrow to review all the responsibilities.
System Administrator Responsibility
From the Responsibility list, select the System Administrator responsibility
and proceed with the System Administrator setup tasks. The default
System Administrator sign-on will not display the responsibility list, if
Select Responsibility 31
Exhibit 2.2 Oracle Applications Sign-On
only one responsibility exists. The System Administrator main menu will
display instead.
User Responsibility
From the Responsibility list, select the Oracle application responsibility
that you wish to access. If only one responsibility exists for the User
Name, the responsibility list will not display; only the menu will display.
The Java applet window will appear after selecting a responsibility.
The Java applet is a small program or script that initiates the Oracle application
menus and windows from the web browser.
NAVIGATE
Once the Java applet is loaded, the Navigator window appears displaying
the menu structure defined for the responsibility (see Exhibit 2.4).
32 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.3 Home Page List of Responsibilities
In this case, the General Ledger Super User menu structure is displayed.
(A Super User responsibility has all the application capabilities
except purge.) Typically, a user navigates through the menus to the applicable
window.
The menu window displays, from the top down, the Oracle applications
menu commands, the Oracle applications toolbar, and the Oracle applications
Navigator. The Navigator displays three tabs. Each tab
represents different functionality.
The Functions tab navigates the user through the application via
menus and allows data entry in the application windows. The Documents
tabs allow the user to place frequently referenced windows in the document
tab. Whenever the Place on Navigator command is displayed from
the File menu, the document may be saved for future reference. The
Processes tab displays the workflow defined for the application. For example,
the journal entry process may be defined as a workflow. OracleÕs
workflow technology allows the flow of business processes to be auto-
Navigate 33
Exhibit 2.4 Menu Architecture
mated and graphically represented. Users may follow the workflow to accomplish
the organizationÕs business process flow.
The Top Ten List allows users to save the ten most commonly accessed
windows and navigate directly to them without going through the menu
navigation. Simply highlight the window name and press the right arrow
key in the middle of the menu to add to the Top Ten List. Use the left arrow
to remove a window from the Top Ten List.
To navigate through the menu, many navigation options are available.
Choose among:
¥ Use the ¥ ¥ arrows to navigate until the selection is highlighted and
press Open.
¥ Click once to highlight the selection and press Open.
¥ Type the first letter of the selection and press Open.
¥ Double click on the selection.
The different menu icons are described in Exhibit 2.5.
The Oracle Menu is displayed as the first line on the menu or window.
34 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.5 Oracle Menu Icons
The Oracle applications menu is displayed in Exhibit 2.6. The individual
menu commands are described in Exhibit 2.7.
Just as with other PC software applications, Oracle applications use
the Alt + another key functionality. The Alt plus the underlined menu
command will perform the same function as if the user selected the command
by using the mouse.
The Oracle Applications File Menu is displayed in Exhibit 2.8. The
commonly used commands are displayed in Exhibit 2.9.
The Oracle Applications Edit Menu is displayed in Exhibit 2.10.
The Edit menu allows you to change the data records standard with
any PC application using the Cut, Copy, and Paste commands.
Clear Record and Delete are very similar with a key difference. The
Clear Record command removes the record from the window display. If
the record has not been saved to the database, as in an data entry error, the
record is gone. If the record has been saved to the database, the record is
gone from the window but still in the database with the Clear Record
command. Use the Delete command to delete the record from the window
and the database.
Use the Edit Field to view the entire data value. The window may not
Navigate 35
Exhibit 2.6 Oracle Menu
Exhibit 2.7 Oracle Menu Commands
36 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.8 Oracle Applications File Menu
Exhibit 2.9 Commonly Used File Commands
When exiting Oracle applications, make sure to close the Java applet
window and the homepage responsibility window. i
display all the characters of the data element due to the display length of
the field.
The Select capabilities allow you to select one or more records at one
time. To select multiple records hold the Ctrl key plus the record. To select
a range of records click on the first record plus shift plus click on the last
record. To deselect a single record, press the Ctrl key plus click on the
record to deselect. Selected records are colored in blue.
The Preferences commands allow the user to view profile values or
change the Oracle applications password.
The Oracle Applications View Menu is displayed in Exhibit 2.11. The
View Menu allows the user to find data saved in the database. The commonly
used commands are displayed in Exhibit 2.12.
The Oracle Applications Folder Menu is displayed in Exhibit 2.13. The
Folder command allows the user to modify the window formats. For example,
the user may wish to hide fields, enlarge fields, and so on. The
Navigate 37
Exhibit 2.10 Oracle Applications Edit Menu
modified window version is saved in the folder and accessed rather than
the original window. In addition, Folders can save predefined queries.
Folder commands are optional.
The Oracle Applications Tool Menu is displayed in Exhibit 2.14. The
Tool Menu is specific by application. For example, Oracle Inventory uses
the Tools menu to start the Calendar Build program. The most commonly
38 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.11 Oracle Applications View Menu
Exhibit 2.12 Commonly Used View Commands
Exhibit 2.13 Oracle Applications Folder Menu
Exhibit 2.14 Oracle Applications Tools Menu
39
used command is the Reprint command. Use this command to reprint a
concurrent request. It is found in the View Requests window.
The Oracle Applications Window Menu is displayed in Exhibit 2.15.
The Window Menu shows the current windows open and the different
ways of viewing open windows simultaneously.
The Oracle Applications Help Menu is displayed in Exhibit 2.16. The
commonly used commands are displayed in Exhibit 2.17.
To display the default keyboard commands, execute the Help ¥ Keyboard
Help command (see Exhibit 2.18). Note the function keys are
mapped in Oracle Applications. The user may use the function keys to ex-
40 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.15 Oracle Applications Window Menu
To navigate through fields, use the <Tab> key. The <Enter> key executes the
default command. i
Exhibit 2.16 Oracle Applications Help Menu
Exhibit 2.17 Commonly Used Help Menu Commands
Command Description
Window Help
Oracle Applications Library Select the Oracle Applications Library and
a help window will open; you may drilldown
to the appropriate level of
documentation.
Keyboard Help Use to view the keyboard mapping.
Diagnostics Use the Diagnostics commands to view
error messages. The Diagnostics ¥
Display Database Error will display
database error messages.
Record History Select Record History to view the table or
view name, and who created and last
updated the record. The command only
works with records saved to the database.
41
ecute certain commands rather than use the mouse to display the command
(see Exhibit 2.19).
Toolbar
The Oracle toolbar is displayed as the second line on the menu or window
(see Exhibit 2.20). The Oracle applications menu is displayed in Exhibit
2.20. The individual toolbar icons are described in Exhibit 2.21.
Windows
Oracle application screens are called windows (see Exhibit 2.22). A window
displays the data via the rows and columns of the applicable table.
42 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.18 Oracle Keyboard
The toolbar name will appear when the cursor is dragged over the toolbar
icon. i
Notice how the supplier data is located in one window and the supplier
site data is located in another window. In this example, the Lexington Associates
supplier record is displayed. To view the next record (or row of
data), simply press the down arrow key in the window just as in spreadsheet.
To view the previous record, simply press the up arrow key. The
window components are displayed in Exhibit 2.23.
Navigate 43
Exhibit 2.19 Commonly Used Keyboard Commands
Exhibit 2.20 Oracle Applications Toolbar
44 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.21 Toolbar Icons
Data Fields
The data fields on the window are displayed in colors. See Exhibit 2.24 for
sample data field colors.
Other Icons
Oracle application windows utilize buttons, check boxes, option groups,
and other icons. See Exhibit 2.25 for a list of other Oracle application icons
and their respective meanings.
Navigate 45
Exhibit 2.22 Supplier Window
The applications utilize dates to enable or disable a system capability.
Oracle will label these as Effective Dates, Inactive On, Start, and End Dates,
or From and To dates. Entering the end date disables the record or capability.
Deleting the end date field will cause the record or capability to be enabled
again.
i
The supplier site data is entered in another block of the supplier entry
window (see Exhibit 2.26). To go back to the supplier block, execute the
Close Form command.
46 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.23 Window Components
Exhibit 2.24 Data Field Colors
The Close Form command must be used to close each window after the data
is saved and to navigate back to the previous window or menu. i
Exhibit 2.25 Other Icons
Exhibit 2.26 Supplier Site Window
47
DATA ENTRY MODE
Oracle applications have two modes of operation: data entry mode and
query mode. Data entry mode allows the users to enter data into the database.
Query mode allows the user to retrieve data previously entered.
Typically, most transaction windows start in data entry mode and inquiry
windows start in query mode. In data entry mode, the data should be entered
in a new row in the window. Down arrow to a new row or press the
New icon to enter a new row of data.
List of Values
During data entry mode, the user may come across fields with a List of
Values (LOV) indicator. This LOV indicates the field is validated from a
List of Values. The valid values have been defined in a previous window
during setup. Only valid values may be selected. To open the List of Values,
the default keyboard mapping in release 11i is Ctrl plus L. When in a
List of Values window, enter first characters to shorten list. In addition,
enter the % to retrieve the entire list. In addition, enter a % to shorten the
list of possible values in the List of Values window.
QUERY MODE
Query mode provides the users with the ability to retrieve data already
entered. Many data entry windows or transaction windows, such as journal
entry or invoice entry, start with a Find window. The Find window
performs the query with the search criteria entered. The Query by Example
menu also performs the query process. Query by Example allows the
user to enter search criteria, then execute the query.
Find Window
The Find window is used when retrieving data previously created in the
data entry window (see Exhibit 2.27). The Find window may be displayed
when entering the window, or pressing the Find icon.
The Find window retrieves data in a predefined search format. Depending
on the field, the Find window allows data to be retrieved by a
list of values, a low to high range, or standard query functions such as
48 ORACLE APPLICATIONS NAVIGATION
 and %. The greater than (>) and less than (<) operators allow a range
of values to be retrieved, such as company greater than 01 and less than
10, for example.
Wildcard Search
The % is a wildcard operator. When a % is used in a query, all data matching
the character string will be retrieved. If the data records are US INDUSTRIES,
MOUSE INDUSTRIES, and AMBULUS, the wildcard search
will select different records depending on the location of the % character.
For example, to retrieve all suppliers with the name starting with US, in
query mode, enter US%. To retrieve all suppliers with the name ending
with US, enter %US. To retrieve all suppliers with US anywhere in the
supplier name, enter %US % (see Exhibit 2.28).
Query Mode 49
Exhibit 2.27 Find Window
50 ORACLE APPLICATIONS NAVIGATION
Exhibit 2.28 Wildcard Examples
3
Setting Up Oracle Applications
CHAPTER
OVERVIEW
The Oracle applications foundation must be defined prior to setting up
the Oracle applications (see Exhibit 3.1). The analysis process for the setup
decisions can be time-consuming. However, the actual setup process is
usually not time-consuming. Remember to take screen shots of all setup
steps and document them appropriately.
The setup steps include defining the Oracle applications system environment,
the General Ledger environment, the multi-org environment,
and the respective applications.
The first step is defining the application foundation, which includes
setting up the users and responsibilities. The next step is to define the accounting
flexfield structure and values. Once the accounting flexfield has
been defined, Oracle General Ledger is set up to define the GL Set of
Books environment. Multi-org setup is not required but is recommended.
Once multi-org has been enabled, Oracle Payables and Oracle Receivables
may be defined.
The System Administrator is responsible for setting up the application
foundation and monitoring Oracle applications. The System Administrator
defines the users, menus, user responsibilities, printers, and appropriate
profile values (see Exhibit 3.2). In addition, the System Administrator
is responsible for defining and controlling concurrent processing.
Responsibilities must be defined for the specific Oracle application
before being linked to a user. The responsibility defines the application
51
menus and windows the user may access. The responsibility is then
linked to the user. Note, one responsibility may be shared by many
users. The printers are used to print concurrent requests. Once the
printers are defined, they should be linked to the profile level. In addition,
the concurrent processing setup step tests the concurrent processing
capabilities.
52 SETTING UP ORACLE APPLICATIONS
Exhibit 3.1 Oracle Applications Setup Steps
SYSTEM ADMINISTRATOR STEP 1.1: RESPONSIBILITY
Enter a new responsibility (see Exhibit 3.3). This step is optional, but is
typical for a multi-org implementation.
1. From the System Administrator menu ¥ Security ¥ Responsibility
¥ Define
2. Enter a Responsibility Name. The name should reflect the application,
the user access, and the GL Set of Books. For example, AR
System Administrator Step 1.1: Responsibility 53
Exhibit 3.2 System Administrator Start Up Process
Corporate Super User indicates the application is Oracle Receivables,
the GL Set of Books is Corporate, and the user access is full.
3. Select an Application.
4. Enter a unique Responsibility Key.
5. Select a Data Group Name. Typically, the Data Group Name is Standard.
6. Select the Data Group Application for the Data Group. Typically, the
application is the same as above.
7. Select the application Menu to display when the user signs on.
8. Select the Request Group Name to determine the available reports
and concurrent processes. The Request Group Application will
display.
Repeat for all responsibilities to be defined in the multi-org environment.
54 SETTING UP ORACLE APPLICATIONS
Exhibit 3.3 Responsibility Definition
SYSTEM ADMINISTRATOR STEP 1.2: USER
Once the responsibilities have been defined, they may be linked to the applicable
user (see Exhibit 3.4). The six steps involved are:
1. From the System Administrator menu ¥ Security ¥ User ¥ Define.
2. Enter the User Name. Follow in-house naming standards, such as first
initial and last name. The User Name will appear on all concurrent
processes and audit trail data. The User Name should immediately
identify the specific user. Avoid old legacy codes such as U4000 which
do not readily identify the user.
3. Enter a Description of the user.
4. Enter the Password. The password will not display. Press the tab key
and re-enter the password for verification purposes.
System Administrator Step 1.2: User 55
The books uses three new responsibilities: GL Corporate Super User, AP
Corporate Super User, and AR Corporate Super User. i
Exhibit 3.4 User Definition
5. Optionally, select the Person after Employees have been defined.
6. In the Responsibilities tab, select the Responsibility. Select all responsibilities
to be utilized in the multi-org environment.
SYSTEM ADMINISTRATOR STEP 1.3: PRINTER
The organizationÕs printers must be defined in Oracle applications (see
Exhibit 3.5). Review the seeded printer types, and define the new printer
styles and drivers as necessary. Test all printer types and printer styles
such as portrait, landscape, and landwide to ensure the print properties
are working properly.
1. From the System Administrator menu ¥Install¥Printer¥Register
2. Enter the operating system Printer name.
3. Select the printer Type.
56 SETTING UP ORACLE APPLICATIONS
Exhibit 3.5 Printer Definition
SYSTEM ADMINISTRATOR STEP 1.4: PROFILE VALUES
Profile values set at the Site level cascade to the Application level that cascade
to the Responsibility level that cascade to the User level (see Exhibit
3.6). Each level has different profile options, which may be set at the specific
level.
Typically, the System Administrator sets the initial profile value settings.
The users may change the individual settings as they see fit. However,
many profile options can only be set by the System Administrator.
The message Ò (Profile) Item is protected against updateÓ indicates the
profile value may not be changed by the user.
Common profile values are displayed in Exhibit 3.7.
System Administrator Step 1.4: Profile Values 57
If the printer type is not seeded, refer to the Oracle Applications System
AdministratorÕs Guide for the printer definition process. i
Exhibit 3.6 Profile Values Cascade
The profile values must be set at the appropriate levels (see Exhibit
3.8).
System Administrator
1. From the System Administrator menu ¥ Profile ¥ System.
2. Check the appropriate Display profile level box.
3. Enter the Profile value to query.
4. Press Find.
User
1. From the Oracle Applications menu ¥ Other ¥ Profile.
2. Enter the Profile value to query. The Display section is not displayed
in the user window.
3. Press Find.
Select the Profile value at the site, application, responsibility, or user level
(see Exhibit 3.9). For example, the printer has been defined at the Site
level.
58 SETTING UP ORACLE APPLICATIONS
Exhibit 3.7 Common Profile Values
Refer to the Oracle Applications System AdministratorÕs Guide for a
complete definition of the common profile options. The documentation will
define profile option levels as well.
i
SYSTEM ADMINISTRATOR STEP 1.5: CONCURRENT PROCESSES
The System Administrator is responsible for managing the concurrent
processing. As part of the setup process, the System Administrator should
initiate a concurrent request to verify that the concurrent manager is
working properly. In addition, the System Administrator should view the
report output and log files, and test all print styles utilized within Oracle
applications.
Submitting a Concurrent Process
To run a concurrent process, most Oracle Application responsibilities navigate
to the Other Run Request menu option (see Exhibit 3.10).
1. From Oracle Applications ¥ Other ¥ Requests ¥ Run.
2. The default is to run a Single Request. Press OK.
System Administrator Step 1.5: Concurrent Processes 59
Exhibit 3.8 Profile Definition: Find
3. Select the Concurrent Process Name. Concurrent processes include reports
and batch programs. A complete list is found in the respective
Oracle Applications User Guides.
4. Press OK.
5. The Parameters window will open if run-time parameters are available.
Run-time parameters allow the report to be produced from a variety
of reporting perspectives such as accounting flexfield ranges or
date ranges.
6. Press OK.
7. The completed concurrent request with parameters will be displayed.
8. Press Submit.
60 SETTING UP ORACLE APPLICATIONS
Exhibit 3.9 Profile Definition: Profile Values
Viewing Concurrent Requests
Some concurrent requests zoom directly to the View Requests window. If
the View Requests window doesnÕt display, use the View Requests command
(see Exhibit 3.11).
1. From the View menu ¥ Requests View.
2. Enter the Concurrent Request search criteria.
3. Press Find to execute the query.
4. The status of all concurrent requests for the user are displayed. If a
concurrent request is Pending, press Refresh Data to requery the concurrent
process phase. The new phase will not display until the request
is requeried.
System Administrator Step 1.5: Concurrent Processes 61
Exhibit 3.10 Concurrent Request Submission
5. When the concurrent process is complete, press View Output to view
the concurrent process output (see Exhibit 3.12). Press View Log to
view the concurrent process log. If the concurrent process ends in Error,
review the log (see Exhibit 3.13).
Review the report file online (see Exhibit 3.12). Change the Font Size
to view the entire report. Use these five buttons to navigate through the
report:
1. Go ToÑgo to page number n.
2. FirstÑgo to the first page.
3. PreviousÑgo to the previous page.
4. NextÑgo to the next page.
5. LastÑgo to the last page.
62 SETTING UP ORACLE APPLICATIONS
Exhibit 3.11 Viewing Concurrent Requests
Exhibit 3.13 Reviewing Concurrent Requests Log File
Exhibit 3.12 Reviewing Concurrent Requests Output
Typically the output file is stored in the Oracle Applications OUT
directory, with a file name of the user name and the concurrent request
number. For example, the output file name is SFOSTER.26423
where SFOSTER is the user name and 26423 is the concurrent request
number.
The log file displays the concurrent request program name, the start
time, and program parameters or arguments (see Exhibit 3.13). When a
concurrent request ends in error status, reviewing the log file may reveal
the cause of the error condition.
Typically the log file is stored in the Oracle Applications LOG directory,
with a file name of the l (little l for log) and the concurrent request
number. For example, the log file name is l26423.req where 26423 is the
concurrent request number.
Reprinting a Concurrent Request
All concurrent requests may be reprinted by querying the concurrent requests
and executing the Reprint command (see Exhibit 3.14).
1. Highlight the appropriate concurrent request record.
2. Choose Reprint from the Tools menu.
3. Enter the number of Copies, the Printer, and the Style.
4. Press OK.
Downloading a Concurrent Request
All concurrent requests may be downloaded to the PC. Oracle reports
may be downloaded for additional formatting or calculations. Choose
Copy File from the Tools menu (see Exhibit 3.15).
1. Navigate to the appropriate concurrent request record.
2. Press View Output.
3. Choose Copy File from the Tools menu.
4. Press File ¥ Save As ¥ and enter the directory and file name just as
with any other PC document.
64 SETTING UP ORACLE APPLICATIONS
Typically, the test environment has the Concurrent: Report Copies set to 0.
Use the reprint command to print the report after review. i
Exhibit 3.15 Downloading a File
Exhibit 3.14 Reprinting