Frequently Asked Questions - De La Salle University

ORACLE

Purchase Requests

Q: Can I request an item for another user coming from a different department?

A: No, the requester should come from the same department as you. Assigned requesters per department are tagged in the Oracle System.

Q: What will be the process for GrabPay / GrabFood requests?

A:GrabPay and GrabFood requests will go through the Purchase Requisition process via Oracle. Vouchers will be bought by the Supply Chain Management Office.

Receiving

Q: Can a co-worker receive an item on my behalf using Oracle?

A: No. You are not allowed to share your account information. If there is a delivery for you and you are not available to physically receive it, a co-worker may inform you so you can log the receipt via Oracle Fusion, which is cloud and mobile-ready and can be accessed anywhere with internet access.

Migration Concerns

Q: What should we do with the remaining RPSMs that have not been submitted to the Supply Chain Management Office?

A: You may submit them through Oracle Fusion once the system goes live.

Q: Can the Office of the Chief Financial Officer backtrack records that were transacted manually before Go-Live?

A: No. All requests for liquidation, cash advances, reimbursements, and other non-PO transactions would be processed and closed before the implementation of the new system.

Q: Upon Go-Live, will the old and new system run in parallel for a while?

A: No. All requests-for-payment will be processed through BPMS once the new system is implemented.

Account Concerns

Q: What should we do if our project is not included in the menu to generate a GL number?

A: If a project is not included in the list, please inform us through the BITUIN Finance Support Portal. For new projects, a request to open an account must be accomplished and submitted to the Office of the Chief Financial Officer.

Q: Are the levels of approvals embedded in the system?

A: Yes, the level of approvals is embedded in the system.

Approval Matrix

Q: How will a requester know when a request has been approved or declined?

A: An email notification will be sent once the transaction is approved by the approver.

Q: Is it possible to notify other users of requests linked to them regardless if they are part of the approval matrix?

A: No, this is not possible. However, this feature is still being explored by the BPMS team.

Financial Reports

Q: How will the new system affect the creation of monthly financial reports on the project accounts expected from the DLSU-OCFO?

A: OCFO shall develop the financial reports needed through the reflection of real-time checking of balances and budgets.

BPMS

Request for Payment, Cash Advances, Reimbursements, Petty Cash

Q: How can I add a payee/s not included in the BPMS list?

A: For additional payees, please email the ERP support.

Q: Where can I get the cash advance request number to liquidate cash advances?

A:The cash advance request number can be viewed under My Request.

Q: How can I verify which among the approved cash advance requests are not yet liquidated?

A: For now, this can only be verified manually by viewing the cash advance request under My Request. In the second phase of the development, an advanced field will be created to reflect all cash advance requests made for the user to track.

Q: If the liquidation went beyond its due date, can the requester still submit the documents via BPMS?

A: Yes, the requester can still submit the documents via BPMS. Once approved, this will be processed by the Office of the Chief Financial Officer. Unliquidated cash advances that went beyond the due date are subject to employee salary deduction as per policy.

Q: Is the Request for Payment the new version of the PRS?

A: The Request for Payment Form is the automated version of the PRS. Users who create requests are identified as requesters who were assigned to the department secretaries before the new system.

Q: Can I request a payment from an account of another unit?

A: No, you can only request for payment for an account/project/activity under your department. It should be charged to your department’s budget.

Q: Who is allowed to create account user requests through BPMS?

A: The Information Technology Services (ITS) Office will be handling all account creation.

Q: Is it possible to combine transaction requests for both cash advance and reimbursement?

A: No, it is not possible to combine the request for cash advance and reimbursement into one transaction.

Q: Can the role of an approver be delegated or re-assigned?

A: The BPMS team is still exploring if the option is possible. Currently, the list of approvers is hard-coded to the identified department approver.

Q: How can I process an honorarium for a non-DLSU resource?

A: Processing of honorarium can be done through BPMS. All non-DLSU resource/s should first be enrolled in the list of Payee Names. Please email ERP Support for assistance

Q: Where can we see the invoice number?

A: The invoice number data field that needs to be filled out in the system pertains to the invoice number indicated in the supporting documents such as official receipts.

Q: Is it possible to cross-validate the GL account in BPMS before the request is sent for approval?

A: No, BPMS cannot cross-validate the GL Account. Users should correctly input their department’s GL Account, incorrect GL Accounts will not be accepted by Oracle Fusion despite a BPMS approval. However, filtering of the fields is applicable per department to reduce the chances of error.

Q: What mode of payment shall I use if I want the payment to be transferred to my bank account?

A: The user has the option for a wire transfer as the mode of payment through BPMS which enables the Office of the Chief Financial Officer to deposit payments directly to your account.

Q: Is it possible to edit corrections once a request has been submitted?

A: The requester should alert the approver of the transaction error/s. On the BPMS dashboard, the approver can click Request for More Information to enable the requester to edit or correct the necessary errors.

Q: Can the system identify duplicate requests with different reference numbers?

A: No, the system is unable to identify duplicate requests. However, the requestor may access previous requests

under the My Request tab. If a duplicate request is found, the requestor should inform the approver to reject the duplicate request.

Q: Can you undo an approval?

A: No, users cannot undo an approval once the status of the request is completed.

Q: What should you do if an event was canceled but your request for a cash advance has been approved?

A: In the event where the amount has been disbursed, the requester should remit the money back to the Office of the Chief Financial Officer and liquidate the cash advance stating the cancellation of the event. If the amount has not yet been disbursed but the request for a cash advance has been approved, the requester should inform the Office of the Chief Financial Officer about the cancellation of the event to void the transaction.

Q: How are requests for student allowances processed?

A: There will be a specific form that will be developed to accommodate this transaction. The Office of Admissions and Scholarships will provide a template to populate which will be attached to the form and routed to the approvers.

Q: What should I do with the physical receipt after a soft copy is uploaded to BPMS?

A: As per policy, all physical documents should be submitted to the Office of the Chief Financial Officer for safekeeping of the Treasury Head.

Q: Will these remarks be recorded permanently in the database?

A: Yes. Remarks are recorded in the database permanently and are accessible under Forms.

Q: How long does it take to add non-DLSU users into the Payee’s List?

A: The response time has yet to be determined. However, there is an internal process for the maintenance of the supplier master file. In coordination with the University Controller, the OCFO is assigned to enter new supplier/s in the system.

Q: Is it possible to input different line transactions for Petty Cash Fund Replenishment?

A: Yes, the BPMS form for Petty Cash Replenishment can accommodate multi-line items.

Q: The number on the dashboard did not automatically update upon the approval of the request, why?

A: The counter is only available for the requester’s screen by default.

Q: Is it possible to separate all approved and pending requests?

A: No, this is not yet possible with the current version of BPMS. The In Progress tab tracks and records all requests that are currently pending.

The request will only be reflected under the Completed tab once the request is approved by ALL required approvers.

Q: In Oracle Fusion, transactions will be tagged incomplete if funds are insufficient. Will this control be reflected on BPMS?

A: No, BPMS cannot reflect this type of control.

Q: What is the version of Process Maker that DLSU is using?

A: DLSU is using PM4.

Q: Are there limits to the format and size of files for uploading? How can I upload multiple files?

A: There are no restrictions for file formats and file sizes to support the uploading of documents. For multiple files, the files should be compressed in .zip file format before uploading to BPMS.

Submit a Ticket

Go to the Support Portal.
The DLSU Finance and Supply Chain Support Portal page will open.

Type a valid email address in Log in to submit tickets. Click Log in.

A pop-up notification message will be displayed at the upper portion of the page.

Check your email with the subject Login to your help desk portal. Click the “Click this link to login to the portal” link.

Note: An invitation link is sent each time the user logs in and serves as the user login authentication in the DLSU Finance and Supply Chain Support Portal.

The DLSU Finance and Supply Chain Support Portal page will open.

To report a concern/issue, click Submit a ticket.

The form for ticket creation will be displayed.

Fill out all the fields.

Summary – brief description of the report
Description – detailed description of the report and provide other information that would help resolve your report
Category – select the appropriate category based on the application you are accessing

Category (Main Apps)	Sub-Apps
BPMS (Request for Payment)	Cash Advance, Liquidation, Payment for Utilities and Government Institutions, Petty Cash Setup, Petty Cash Replenishment, Request for Payment (Others), Reimbursement, Unliquidated Cash Advance
Oracle SCMO and OCFO Modules (internal operations)	Accounts Payable, Accounts Receivable, Budgeting, Cash Management, Fixed Asset, General Ledger, Inventory Management, Procurement Contract, Procurement-Sourcing-PO, Supplier Qualification Management, Supplier Portal
Oracle Self-Service Procurement	Budget, Catalog Item, Inventory Item, Non-Catalog Item, Receiving, User Access, Others
Oracle SQM and Supplier Portal	Agreements, Deliverables, Invoice and Payments, Negotiation, Qualification, Others

Issue / Concern – select the issue or concern you are encountering
Attach a file – provide a screenshot of the error message or other supporting documents.

Click Submit.

A pop-up notification message will be displayed at the upper portion of the page.

Click Home to view your submitted ticket/s and its status.

Click the drop down list to view your Open and Close ticket/s.

Select the ticket to view its details.

Ticket details will be displayed.

You can send a message or question in the chat box.

You can also close the ticket if your report has been resolved.

About Us | Contact us | Participating Offices | FAQs