Frequently Asked Questions - DFMS (Oracle Financials)
- What is the URL for access to the DFMS system?
http://financials.deakin.edu.au
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- How do I get access to the DFMS system?
You fill out a DFMS Application Form,
have it authorised, then send it to Accounting Systems, Geelong Campus. If you do not have an ITS generated
username you must go to the Staff Account Creation page
before applying for access to DFMS.
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- When are the Training Sessions?
Training sessions are run the first Tuesday of the month at Waurn Ponds, and the second Wednesday of the month
at Burwood from February to November. The training sessions are free and you can go to as many as you want.
If you cannot make it to one of the listed training sessions
we can arrange for personal training. To book contact Accounting Systems on 72679, or email accsys@deakin.edu.au.
DFMS Training Sessions run for one hour each covering:-
Purchasing - how to raise purchase requisitions
Reports and Enquiries - how to run reports and enquire on POs and Invoices to see if they are paid
Accounts Receivable - how to raise a University invoice
Expense Reimbursements - how to enter Expense Reimbursements online for business related expenses over $250.
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- What internet browser should I use?
The only browser that Oracle supports for a pc is Internet Explorer 6.0 and above. If you have a Mac, virtual
pc is recommended. If you do not have virtual pc use the Safari browser to access Core Applications, however
Safari will not allow you to use Requisitions.
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- My new login username and password won't work.
When you first login into DFMS you need to use your ITS generated username as the login, and the password that
Accounting Systems has told you to use. If at any other time when logging in you receive the error message
"An application error has occurred. Please try again" contact Accounting Systems on ext.72679.
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- The system won't accept my change of password.
Every 90 days you will be prompted to change your password. Your password needs to be at least 5 characters in length,
and include letters and numbers or symbols. You cannot reuse your last 3 passwords, or have a password that
is remotely similar to the last 3, or a password that starts with the same character as the last 3 passwords. You cannot have
repeating characters like nn or 22. Dates are good to use (and remember) e.g. 26Jan or Jan26, so long as there are no
repeating characters. If you are still having trouble with changing your password contact Accounting Systems
on ext.72679.
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- I get the error message 'Error: Unable to Recover Previous State'
This occurs when you have not used the E-Business Suite Home page for some time. Click on the Home link to
refresh the page.
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- What is a Quotation Reference in a Purchase Requisition?
The University Purchasing Policy states "Where individual items having a value greater than $20,000 are
being purchased, three written quotations must be obtained and retained on file for 2 years by the budget
centre for audit purposes." The Quotation Reference field is in the second screen called Shopping Cart
Contents and must have an entry in it before you can proceed further with the requisition.
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- Where can I obtain a DFMS user guide or account code manual?
Contact Accounting Systems on 72679, or email accsys@deakin.edu.au
or from DFMS Core Applications under the menu Deakin Help => DFMS Documentation Library or from
http://andromeda.its.deakin.edu.au:8000/OA_DOC/deakin/index.html.
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- When I submit my purchase requisition the system stalls and I can't do anything.
It could be that your item description is too long. Although the field will allow you to continue typing
indefinitely, it will only accept 240 characters including spaces. If you cannot shorten your description,
you can enter part of the description in the item description field, then add a text attachment with further
information on it. Contact Accounting Systems on 72679, or email accsys@deakin.edu.au
for help with adding attachments, or lookup "Adding attachments to a requisition item" on page 47 of the
Purchasing User Guide.
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- I want to raise a purchase order in Euros. How do I find the foreign currency for the Euro?
In your requisition's foreign currency field type in EUR. Do not do a search.
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- Where can I get a list of the Foreign Currency Codes?
www.deakin.edu.au/fbsd/travel/CurrencyCodes.pdf
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For more information email:
accsys@deakin.edu.au
