Accounts Receivable UCL

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ACCOUNTS RECEIVABLE
INVOICE ENTRY, CREDIT NOTE ENTRY,
TRANSACTION ENQUIRIES & REPORTS

Version 3
June 2008
Contents
Introduction ................................................................................................................3
Invoices........................................................................................................................4
Invoice Entry.............................................................................................................4
Header Details............................................................................................................ 5
Entering a Contact name .......................................................................................... 6
Line Details ................................................................................................................. 6
Splitting an Invoice between multiple Account Codes ......................................... 9
Reviewing Completed (approved) invoices ......................................................... 10
Completing Invoices (for authorised signatories only).....................................12
Printing Invoices (devolved departments only) .................................................14
Cancelling an Invoice ............................................................................................17
Tracking Invoices...................................................................................................19
Attaching Documents to Invoices and Credit Notes.........................................20
Creating the Attachment ......................................................................................... 20
Reviewing Documents with attachments ............................................................. 22
Credit Notes..............................................................................................................23
Credit notes matched to Invoices........................................................................23
Fully Credit an Invoice (Full Value) ....................................................................... 23
Crediting Invoice Lines............................................................................................ 26
Crediting a percentage of an invoice .................................................................... 28
Unmatched Credit notes.......................................................................................30
Enquiring on Credit Notes ....................................................................................31
Matched Credit Notes.............................................................................................. 31
Unmatched Credit Notes ........................................................................................ 32
Drilling down from a matched credit note to an invoice ..................................... 32
Transaction Enquiries............................................................................................34
Transaction Status.................................................................................................34
Transaction Status: received/part-received/credited .......................................... 34
Transactions Listings ............................................................................................36
Reports ......................................................................................................................38
Appendix I – Getting Help.....................................................................................42
Appendix II - The Toolbar......................................................................................43
Appendix III – Keyboard Shortcuts ....................................................................44
Introduction
This user guide assumes familiarity with navigating within Oracle Financials,
either gained through attendance on the Navigation course, or through having
read the Navigating within Oracle Financials document. In addition,
appendixes are included at the end of this guide to provide assistance in getting
help and using the toolbar and keyboard shortcuts.

Familiarity with the Microsoft Windows environment is also assumed, as well as
an understanding of basic Windows’ terminology, such as clicking and double-
clicking.

3
Invoices
Invoice Entry
• Log into Oracle Financials. In the Navigator Window, expand Transactions.

• Open Transactions by double-clicking on it or by selecting it and clicking on
[Open].

4
Header Details
• In the top section of the window, the only field in which you must enter anything
is the Reference; all of the other fields will be automatically filled/generated.
The only ones you may need to change are the date and the source;

• Date: You might need to change the date if a specific invoice date has been
agreed with the customer. Generally you would use the system default value,
which will be the current date;

• Invoice source- If it has been agreed that your department can use a specific
range of invoice numbers you must change the default invoice source from
‘SINV’ to ‘SIN’. ‘SINV’ invoices are allocated invoice numbers by the system,
‘SIN’ invoices will require you to enter the invoice number. Generally
department use ‘SINVs’.

Note that if your department uses SINV’s the invoice reference number will fill in
when you move to the next screen. It will also be displayed on the blue header
bar. You should make a note of this number before you exit the record.

• Move to the Bill to section to select your customer, either by pressing the Tab
key, or clicking with the mouse in the Name field. Although it is possible for a
customer to have a different ‘Ship-to’ address in most cases it is the same as
the ‘bill-to’ address and it is the ‘bill-to address that prints out on the invoice.
You therefore only need to fill in the ‘bill-to’ address.

• Enter the beginning of the name of the customer in the Name field and press

the Tab key, or choose from the List of Values by clicking on the icon in
the Customer field. (or hold down the Control key on the keyboard and press L).
Note that the Customer’s number will automatically be entered.

• If you are dealing with a new customer not yet set up on the system you will
need to ask the Tax & Commercial Section to set them up by emailing
newcustomers@ucl.ac.uk. You will not be able to proceed with the invoice until
this has been done.

• Alternatively, enter the beginning of the Customer’s number in the Number
field, or choose it from the List of Values; the Name field will automatically be
completed.

• The Location will be populated automatically with the default primary bill-to
address set up for the customer. If you need to change this to another valid
address either type it in or choose it from the List of Values. Note that the
Address section will be automatically generated.

5
Entering a Contact name
You can enter a contact name underneath the Bill-to address in order to address
the invoice to a named person. The contact name must be selected from the
pick-list (control- L) and must already be set up. The contact name will print out
on the invoice at the top of the address.

NB : If the contact name you need is not there please contact
newcustomers@ucl.ac.uk to get it added to the customer record.

• The invoice Terms (the number of days it is payble from the invoice date) will
generally default in automatically. If it does not choose the correct option from
the List of Values.

• Enter the name of your department in the Salesperson field. It is important to fill
this out so that Finance Department know which department has generated an
invoice when they complete it. The list of Sales persons is available via a picklist
(Ctrl and L).

Line Details
• Click on Line Items in order to access the line details screen. You will need to
separate the invoice into different lines if more than one VAT rate is used. For
instance if you have some standard –rated VAT-able items and some non-
VATable charges the invoice must be spit into separate lines to reflect this, as
VAT is applied at invoice line level.

• Fill in the Description field, Quantity, Unit Price, and Tax Code as below. Please
note that the tax code default of ‘2’ (representing Standard rated VAT of 17.5%)
will normally default in. If your invoice line should have a different rate (e.g. ‘E’
for exampt or ‘0’ for zero then you must override the default value in the Tax
Code field and type in the correct tax code for the line.

• Fill in the Quantity and Price (note that only one department uses the ‘UOM’, ie
Unit of Measurement’ field so you can ignore this).

6
• The total price will now display as below.

• If you save the invoice by pressing ‘File’, ‘Save’ or Control + S the line item and
VAT totals will display at the top of the invoice and you will see the invoice totals
displayed

• To enter additional lines press the down arrow key and fill out the details for
each new line. For example if you had an additional charge which was VAT
Exempt you would need to enter another line.

• When you save the record you will get the following message asking you to
complete the distribution lines. Click OK to proceed to the distribution lines
screen.

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• Click on the [Distributions] button in order to access the account code screen.

• Click in the GL Account field and type in the 4-digit account code. This will
open the account code pop-up box below. The source code, unit code, optional
code and company code segments will fill in automatically.

• In the Analysis field, type in the correct Analysis Code or select it the List of
Values.

• Save this record by clicking on the Save button on the Toolbar or by pressing
Ctrl and S. If you wish to enter another invoice immediately, click on the Save
and Proceed button on the Toolbar.

8
Splitting an Invoice between multiple Account Codes
To fill in a line with multiple account code assignments – e.g. where an item must
be credited to several different cost centres - you need to fill out a new Account
line in the Account Assignment screen for each account code to be credited for
that line.

• Complete the invoice lines in the usual way, as described above.

• Press the [Distributions] button and enter the Account code screen.

• When you first open up the account assignment screen the total amount for
the line selected will default into the first Account assignment line as below.

• You need to change this to the correct value of the first line either by entering
the percentage distribution in the percentage box, or by overwriting the default
amount in the amount box.

In the above example, if you want to split the £20,000 total amount into 3
amounts - £10,000, £8,000 and £2,000, first change the value in revenue line
1 to £10,000 and fill in the account code.

• You can then fill in the other account code lines by pressing the ‘down-arrow’
key to create a new revenue line. Fill in the account code and amount for
each one, until the total revenue lines equal the line total and the distribution
percentage is 100%, as below :

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• Save the transaction.

Reviewing Completed (approved) invoices

Finance Division will complete (approve) invoices raised by the majority of
migrated departments. The information below tells you what to do to get an
invoice complete and what to do when amendments are required to completed
invoices.

NB : You can change any details on the invoice before it has been completed.
Once it has been completed you cannot make further changes to it.

In the majority of cases Finance Division will complete an invoice you have raised
within 2-3 days of your inputting it but often sooner. It is therefore important to
check your invoices carefully immediately after input.

Please note that Central Finance will not be able to complete your invoice if there
are any lines or account code distributions missing. They will contact you if there
are any details missing, but this will cause delays in sending the invoice out.

10
You can check whether an invoice has been completed or not by calling it up and
checking whether the Complete checkbox is ticked (see below):

Tick
indicates
invoice
approved.

11
Completing Invoices (for authorised signatories
only)
A number of departments have been given the authority to complete (approve)
and print their own department’s invoices. This is generally in cases where their
invoices are all of a similar nature and generally have the same VAT code in each
case. In order to complete and print invoices you need to have a departmental
Invoice approvals responsibility, such as ‘JA- AR Invoice Approvals’.

• To identify invoices awaiting approval navigate to the Transactions Summary
screen by going to the menu ‘Transactions’ then ‘Transactions Summary’.

• Click on the yellow ‘folder’ icon. You can then select the type of transactions you
want to view from the following list of folders:

• Choose ‘Incomplete invoices’ to view and complete all SINV’s by clicking OK
on the highlighted option:

• Click ‘Yes’ when prompted as follows:

12
• The list of chosen invoices will appear in the Transactions Summary screen:

• To complete them without review select the invoice you want by clicking in the
row and pressing ‘Complete’. To review the invoice first click on ‘Open’ and
the invoice header screen will open up for the selected transaction. From there
you can drill down in the invoice lines and distribution lines. You can then
complete the invoice on the header screen.

13
Printing Invoices (devolved departments only)
A number of departments enabled to completer their own invoices are also able to
print them out. In order to print you will need to have a departmental invoice
approval responsibility. Invoices can only be printed out it they have been
completed (authorized).

• Go to the screen ‘Print documents’ then choose the option ‘Invoices’.

• You will be prompted to choose the mode of report running. Leave the choice as
‘Single’ in the following and press OK.

• In the next screen type ‘UCL’ and the press TAB in the report name field.

• Choose the ‘UCL selected sales invoices’ option and click OK (for the Dept of
Pathology choose UCL selected sales invoices for Histopathology).

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• Click ok and input the following fields as per below. Those you must enter are
the invoice number(s) (you must put in a range here – you will not be able to
leave either transaction number parameter blank), and the ‘open invoices
only?’ field, which should be changed to ‘No’, or you will only be able to print
un-credited and un-receipted ones.

• Click OK. In the next screen click ’Options’

• In the next screen you should input your departmental printer name (select it
from the list if you do not already know it). Change the number of copies to 1 or
more (if you leave it as 0 there will be no output).

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• Click OK to return to the previous screen and then click ‘Submit’. The invoice
will print out on the specified printer within a couple of minutes.

• You can re-print an invoice as many times as you like (remember to use the
parameter setting NO in response to the ‘open invoices only?’)

Invoices for Overseas Customers.
Only invoices which have a GBP value can be created in FIS and this section is
intended to provide guidance where the customer is located overseas and
requires the UCL invoice to reference the customer’s functional currency.

Create a GBP sales invoice on FIS and include details of the foreign currency
amount and estimated exchange rate in the line description e.g.

Services provided $10,000 at rate of $1.50 = £1

In this example the GBP value will be £6666.66

This is likely to be acceptable for the majority of overseas customers however,
there maybe occasions whereby the overseas customer insists on an invoice
denominated in their functional currency. In this case, in addition to the FIS
generated invoice you may also create a manual version of the sales invoice for
the customer, denominated in their preferred currency.

Creating a manual invoice denominated in a foreign currency
Navigate to the Finance website and find the copy of the sales invoice template
using the link below;

http://www.ucl.ac.uk/finance/secure/fin_acc/salesrec_proc.htm#invoices

Save the template to your computer.
Amend the £ sign to the relevant foreign currency symbol and complete the
details as necessary.

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The invoice number on the template should be the same as the FIS AR generated
invoice number.

This manual invoice is merely created to satisfy the customer’s requirement
for a foreign currency invoice.

The Tax and Commercial Accounting department will complete the FIS generated
GBP sales invoice as usual. The manual invoice should only be sent to the
customer once the FIS generated invoice has been approved and printed.

Send a copy of the manual and FIS generated invoices to credit control for their
records along with a covering note so that when the payment is received it will
facilitate the matching process.

When the payment is received from the overseas customer, credit control will
match the payment to the invoice and any foreign exchange gain or loss will be
credited or debited to the department.

Cancelling an Invoice
An invoice can be cancelled by deleting it at any time before it has been
completed and printed by Central Finance. Once it has been both completed and
printed it is not possible to delete it. See the section on ‘Credit notes matched to
invoices’ if you need to cancel a completed/printed invoice.

To cancel an incomplete Invoice:

• Call up the invoice in either the Transactions screen or the Transactions
summary screen.

• Choose the option Edit in the horizontal menu.

17
• You will be given the option to delete or clear the record. Select Delete and you
will be asked to confirm. If you click on [OK] the invoice will be deleted from the
system and the system generated number allocated to it will be withheld.

18
Tracking Invoices
• To retrieve your invoice once you have saved it, expand on Transactions in the
Navigator Window and open the Transactions window.

• Click on the [Find] button on the Toolbar, or choose Find… from the View
menu on the toolbar.

• It is possible to search on any of the fields displayed in the window by typing in
the value of the criteria on which you want to search, or by typing in part of the
value followed by a percent sign (%) if you do not know the value name in full.
If the
invoice has
been
completed,
this check
box will be
selected

Use this
scroll bar
to display
more
columns

19
Attaching Documents to Invoices and Credit Notes
You can attach a file (word, Excel, PDF, HTML) or a note to a receivables invoice
either at header or at line level in order to provide supplementary information for
future reference. The files cannot be printed out automatically with the invoice
print but can be viewed when the document is opened and could be printed
separately and attached manually. The principal use at UCL would be to make
additional attachments viewable by staff who review and complete invoices input
by others – this removes the need to send paper work in the internal post.

Creating the Attachment

• An attachment can be added while you are processing the invoice or can be
added when you have finished the input and saved it.

• Either recall an invoice you have just input or input the header details of a new
one. To create the attachment at header level first save the header (if just input)
and then click on the ‘Attachments’ icon on the toolbar:

• When you click this the attachments screen will open up.

• You can use this screen either to attach a file located in a folder on the UCL
network or an HTML file. You can also type an on-screen note using the blank
notes screen.

• In both cases first fill in the ‘Category’code using a value from the picklist
(accessible using the icon. You can generally use the ‘Miscellaneous’

20
heading. Input a description of the attachment (this will enable you to locate it
and re-use the attachment on future occasions).

• To attach a file click in the ‘Data Type’ field and call up the picklist and select
option ‘File’. Press the TAB button and you will be taken to the file browser
screen:

• Press the ‘Browse’ button and find your file in the relevant directory:

• When you click on the file it will be placed in the Oracle browser and you will be
asked to confirm its upload. You will then be returned to the FIS screen:

21
• Check that the file has uploaded by clicking ‘Open Document’. The uploaded
file should be displayed.

• If you need to use this attachment again you can do so by retrieving it from your
stored documents by clicking the ‘Document Catalog…’ button above. This will
display a list of all transactions. You can shorten the list by typing in parameters
or recall the document directly if you know its name or part of the description.
Click ‘Find’ to retrieve.

• Having located the correct file you can then either Preview it or Attach it to your
new document.

Reviewing Documents with attachments

• When you review a transaction or credit memo you will be able to see instantly
whether an attachment exists by the format of the paperclip attachment icon on

the toolbar. If there is no attachment the icon will appear empty: . If there is

an attachment the paperclip icon will appear to be clipped: . To open the
attached document simply click on the icon and the details will be displayed as
described above.

22
Credit Notes
Credit notes matched to Invoices
If you have entered, completed and printed an invoice in error (for example, the
wrong customer was chosen or the customer does not accept the invoice and you
agree to cancel it), you cannot delete it.

If you wish to cancel it, you should raise a matched credit memo against it. This
has the effect of reversing the invoice distributions and closing the invoice in the
Accounts Receivable ledger.

You can credit a whole invoice or part of an invoice if it is partially in error.

• Firstly navigate to the Credit Transactions screen.

Fully Credit an Invoice (Full Value)
• In the Credit Transactions screen, select the invoice number you wish to
cancel by typing in the invoice number in the Transaction numbers field as
below:

23
• Press [Find] to call up the screen below.

Notice that the details of invoice number 1042757 default in. (The example
below is a credit note matching an SINV, so the credit note automatically uses
source SCRN. If the invoice is a SIN the credit note default will automatically be
SCN).

• If the invoice you are crediting is of type SIN you will need to add a credit memo
number in the number field (which, unlike in the SINV example below, will not
be greyed out).

• Fill in the Reason field (press Ctrl and L for a list of reasons, and choose the
most appropriate).

• Press [Credit balance], you will receive the following confirmation message.

24
• Press [OK]. The screen will then appear as follows. Note that the balance due
is now zero.

• Save the record. If the transaction is an SCRN (matching an SINV) the system
will now automatically generate a credit memo number. These always start with
the first digit 2. If the invoice is a ‘SIN’ the invoice number field will not be
greyed out as above and you will be required to type in a credit note number.

• The account code(s) used in the original invoice will automatically have
reversed. If you need to view them, click on the [Credit Lines] button and then
click on the [Distributions] button. You will see the credited account codes as
below. You should not need to amend these.

25
• This credit memo can now be completed.

Crediting Invoice Lines
• As for a fully credited transaction illustrated above, first of all call up the
transaction you wish to partially credit in the Credit Transactions screen. You
will see the details below :

• Select a reason from the pick-list in the Reason field. If the transaction is an
SCR (i.e. matching an SIN type invoice), you will also need to add a credit
memo number in the Number field, which will be an active field for transactions
input as SCNs.

• Save the record. If the transaction is an SCRN, a credit memo number will be
automatically generated.

26
• Press [Credit lines] to bring up the following screen :

• Click in the first field and press Ctrl and L to bring up details of the line(s) of the
invoice. In this case there is only one line.

• To credit back one item in this line (there were 2 items in total) input a quantity
of minus 1 (-1) in the quantity field. Press tab and the unit price and total will
automatically be filled in as below :

• The portion of the line value now credited including any associated VAT will be
reversed and the balance of the transaction will be reduced by the amount you
have credited. The reduced transaction will remain open until it is receipted.

27
• You can view the accounting lines for the credited transaction by clicking on the
[Distributions] button.

• The credit memo can now be approved.

Crediting a percentage of an invoice
You can credit back an invoice by a percentage or by a specific amount and credit
the distribution lines of the transaction proportionately. For example you have
raised an invoice for £300 + VAT on 2 different invoice lines (e.g. £200
accommodation and £100 entertainment plus VAT) and have coded the income to
several different account codes. If you now need to reduce the total amount by
50% or 176.25 the steps are as follow:

• Navigate to the ‘Credit transactions’ screen and find the invoice you need to
reduce:

28
• Click in the ‘Reason’ field and select a pre-defined credit reason from the pick-
list available when you press Control _L.

• Click in the ‘Line amount’ field and input an amount preceded by a minus
figure for the reduction. Alternatively input 50 (or whatever percentage is
appropriate) in the ‘%’ column to credit the whole invoice by 50%. Do the same
to reduce the tax (VAT) amount. You should end up with the following position:

• Save the record. The credit memo number will appear in the number box
(because this is a SCRN). The distribution lines will have been populated
automatically and the account codes used in the original transaction will all have
been credited pro-rata (in this case by 50%).

• The credit memo can now be completed (approved).

29
Unmatched Credit notes
You may wish to raise an unmatched credit note if you have agreed with the
customer that the credit memo may be applied to future invoices (for example
where an invoice was incorrect but has already been paid). In this case you will
need to ensure that the Credit Controllers are aware which future invoices the
credit note may be applied to.

• Enter the Transactions screen.

• Type in the Header information in the following order :

Credit reference (your reference number for the credit note);
Source must be SCRN
Date (leave default)
Currency (leave default)
Class must be changed to Credit memo
GL Date (leave default)
Type must be SCRN

• Fill in the other header details exactly as you would for invoice input.

• Fill in the line details exactly as you would for an invoice, except that either the
quantity or the unit price (but not both) must be given as negative values (see
below) :

• Input the [Distributions] screen exactly as you would for an invoice.

• Save the record.

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Enquiring on Credit Notes

Matched Credit Notes
When you now make an enquiry on a credited invoice you will see the credit note
attached to it. To view this, navigate to the Transaction screen. Select View >
Find and input the invoice number in the enquiry screen.

Click [Find] to bring up the details.

31
Click on the [Details] button in the balances area of the screen (top right) to gain
access to the summary screen below:

This shows that invoice 1042757 has been fully credited and has a NIL balance.

Unmatched Credit Notes
If you enquire on an unmatched credit note and press the [Details] button you will
see the following:

Drilling down from a matched credit note to an invoice

You can find out the invoice number that a credit note has been matched to.

• Navigate to the ‘Transactions’ menu option and open the ‘Transactions’ form.
Locate the credit memo number you wish to investigate by pressing ‘View’ and
‘Find’, type in the credit note number in the parameters screen and press
‘Find’. The transaction will be displayed.

• Click on the form tab headed ‘Reference’ and the invoice details will be
displayed:

32
Click in
this tab
to view
the
invoice
details

33
Transaction Enquiries
Transaction Status
You can make simple on-screen enquiries about the following:

• Whether an invoice Transaction has been paid/partly paid, credited or remains
outstanding.

• List of all transactions raised by your department between certain dates, giving
customer details.

Transaction Status: received/part-received/credited
• Navigate to Transactions and open the screen.

• Select ‘View’ > ‘Find’ to enter the next screen.

34
You may search on any of these fields to find the transaction you want. For
instance, if you do not know the invoice number, only that it starts with U, type
U% in the first transaction number field. Use the Tab key to copy the same criteria
onto the other side of the range. If the invoice began in the range A-C you would
type ‘A%’ in the left field and ‘C%’ in the right. Press [FIND] to access the list
containing options for the criteria you have given, e.g. if you knew your invoice
had the first 6 digits 104275:

You can then select the required invoice. This will take you to the entry screen.

35
You can review the line, accounting and VAT (tax) details by clicking on them.

• Click on the [Details] button to reveal the following details :

This shows that this invoice has been partly receipted and that £270.00
remains to be paid by the customer.
The value of any credit notes raised against the invoice would be shown as a
minus figure in the ‘Credits’ line. Fully paid/credited invoices would show a
balance of zero.

Transactions Listings
In order to do simple on-screen listings of transactions, e.g. invoices by
department, invoices by customer code, you need to do the following:

Example:

To obtain a screen list of invoices raised by your department

• Navigate to the Transactions Summary screen.

• Click the ‘View’ option in the toolbar and then click the option ‘Find’.

36
• Type in your department’s salesperson with any other criteria you need, such as
date range, customer name, completion status etc.

• Press ‘Find’ and the search results will be displayed:

Use the vertical and horizontal scroll bars to view all of the records.
Alternatively you can export them into a spreadsheet by pressing ‘Action’ then
‘Export’ in the menu.

37
Reports
There are a number of pre-defined reports within Accounts Receivable. In order to
access these you should choose the Reports option in the main menu. Within
this you will be given the following report options:

The most useful reports are in Accounting, Collections and Listings. If you expand
one of these categories in the menu, e.g. Accounting, you will get the following
message:

The default option is ‘Single Request’. Click [OK].

38
The next screen offers a pick list. Choose the report you want from the list - e.g.
to run a 7-bucket aged debtors report for a single customer, choose the report
from the pick-list.

You will then be asked to set parameters to specify the range of customers,
transactions and dates, and also level of detail you want the report to run on.

Click [OK] when you have finished entering.

39
On the next screen click on [Submit request] the report will then be run in the
background. You can check on its progress by entering the View option on the
menu and choosing the Requests option within it.

When the report shows as completed you can view it to screen by clicking the
[View Output] button. If you need a printed copy select Tools from the menu
and then Reprint.

40
Notes

41
Appendix I – Getting Help
At any point during your work, it is possible to access Help pages related to the
work you are doing. Click on the Help menu and select Window Help. Your web
browser will open and display the Help pages which are related to the Window
which was open.

Click on the
links to take
you to the
relevant page.

If this page does not answer the queries you have, try clicking on the Contents or
Index links at the top of the screen.

If you wish to read all of the pages for a particular subject, use the Next and
Previous links to navigate through the topic.

If you are confused by any of the jargon used by Oracle, either on the Help pages
or in the Oracle Financials application itself, try looking for the word in the
Glossary. Note: This Glossary does not provide details of the differences
between American and English Accountancy terms, and is not a fully
comprehensive list.

42
Appendix II - The Toolbar

• Status Bar – provides information • Delete Record—delete the current
about your actions and brief error record from the database.
messages
• Clear Record—clear the current
• Navigate To...—open the Navigator record from the window.
window.
• Folder Tools—open the Folder tool
• Zoom—invoke a custom-defined palette.
Zoom.
• Translations...—open the
• Save—save any pending changes in Translations window.
the current form.
• Attachments...—open the
• Save and Proceed—save any Attachments window to update or
pending changes and prepare the form view the current attachment or add a
for the entry of the next record. new attachment.
Or
• Print...—print the current screen or in • No Attachments—open the
special cases, display a list of reports Attachments window to create a new
to print. attachment.

• Clear Form—clear all pending • List of Values/Pick List...—show the
changes in the current form. Clears all list of values for the current field.
child windows but does not close them.
• Edit Field...—open the Editor window
• Switch Between Summary & for the current field.
Detail—switch between the summary
and detail view of the current record. • Window Help—open help for the
current window.
• Find...—open View window to select
records. • Switch Responsibility...—display the
Responsibilities window – only
• New Record—create a new record. displayed when the Navigator window
is active.

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Appendix III – Keyboard Shortcuts
To get a list of Keyboard Shortcuts while using Oracle Applications, click on the
Help menu and choose Keyboard Help…

• Block Menu Ctrl & B • Function 5 Shift & Ctrl & F5

• Clear Block F7 • Function 6 Shift & Ctrl & F6

• Clear Field F5 • Function 7 Shift & Ctrl & F7

• Clear Form F8 • Function 8 Shift & Ctrl & F8

• Clear Record F6 • Function 9 Shift & Ctrl & F9

• Commit Ctrl & S • Insert Record Ctrl & Down

• Copy Ctrl & C • List of Values (Pick Ctrl & L
List)

• Count Query F12 • Next Block Shift &
PageDown

• Cut Ctrl & X • Next Field Tab

• Delete Record Ctrl & Up • Next Primary Key Shift & F7

• Display Error Shift & Ctrl & E • Next record Down ↓

• Down Down ↓ • Next Set of Records Shift & F8