Overview
This is a compilation of common questions regarding sponsor-initiated clinical trials invoicing in Oracle.
Questions & Answers
Q. Is withholding a manual invoice every time, or does the system handle it automatically except in certain cases?
- a. Withholding will be manually created for each event. However, multiple events (two or more) can be billed on the same invoice simultaneously.
Q. What is the current lag time between entering an event and generating an invoice in OFC? Have there been any system updates to reduce this delay?
- There is no delay if users manually run the Generate Invoices Job (KB0033947: How to run the Generate Invoices job). The Generate Invoices runs 3x a day at 6:00 am, 10:00 am, and 2:00 pm during business hours.
Q. What is the process for managing invoice revisions in OFC?
- The standard process for managing invoice revisions in OFC is to edit the event as needed to reflect the correct details before generating a revised invoice or credit.
Q. Which report provides an aggregated view of invoice line items for payment reconciliation and sponsor payment tracking?
- Use the Billing Summary to pull each Oracle Event Description and AR Aging Report.
Q. What report or system setup provides a consolidated view of invoices pending approval and those not yet sent to the sponsor?
- Departments can review contract invoices in Oracle on the Manage Invoices page.
Q. If a clinical trial’s KR award amount is inaccurate or undefined, what adjustments will be needed, if any?
- This is outside the billing process. The recommendation is to work with OCGA to update Kuali Research (KR).
Q. Can event amounts be modified before invoices are generated, and are there any restrictions?
- Yes, events can be modified before the invoice is generated. Departments will review and submit invoices for SPF's approval.
Q. Can event amounts be modified after invoices are generated, and are there any restrictions?
- Yes, events can be modified after invoices are generated and distributed. Departments can edit the event, which will create updated entries (credit memo and new invoice)
Q. What are the advantages and disadvantages of adding or omitting a task from an event?
- The benefit of adding the Project Task on the event is to see revenue recognized at the project task level in PPM. For clinical trials, there is usually only 1 project task and selecting it on the event is unnecessary.
Q. Is there a simplified process flow for creating invoices in OFC that avoids lengthy instructions? Are there any upcoming improvements to streamline invoice creation?
- Process flow (Tab 3) shows how invoicing in Oracle will be more streamlined for the departments: https://ucsdcollab.atlassian.net/wiki/spaces/SP2OFC/pages/1233059946/Process+Diagram
Q. Am I able to add backup documentation to the invoice which will be sent as an attachment with the invoice?
- Yes, PDF attachments added to the invoice will be included on the emailed invoice sent to the sponsor. NOTE: any attached non-PDF files can be uploaded but will not be sent to the sponsor.
Q. Which roles will I need in OFC?
- You will need the UCSD PPM Project Budget and Contract Manager role. This is an elevated role that enables users to manage budgets and contract billings for projects in PPM. In order to obtain this role you must first complete the Finance Training Program: Oracle Foundations (SD-OFC-FCA1) and Intermediate PPM Concepts (SD-OFC-ICPA)
Q. Can invoices be modified after it's sent to the Sponsor? When confirming invoice details, how do I send the invoice to a Sponsor without submitting it for approval?
- Yes, events can be modified after invoices are generated and distributed. When going back and forth with the Sponsor, the recommendation is to utilize the PPM preview of the invoice prior to submitting.
Q. How to include site information/protocol information on Clinical Trial invoices?
- This is set at the award level, work with your SPF accountant to ensure the information is included on the contract.
Q. Will there be an Excel export function similar to SPARCM that allows cross-referencing with sponsor-generated reports?
- Downloads are available from contract events, invoices and from reports such as the Contract Management Report and the Billing Summary Report.
Q. How is withholding handled in OFC?
- Create an event for the full invoice amount, then create a separate event for the withholding (negative amount). To bill the final invoice, create an event to bill the previously withheld amount.
Q. When should invoices be routed to the sponsor for payment versus used solely to claim payments?
- The invoice delivery method can be adjusted per customer account.
Q. What are the best practices for ensuring information flows correctly from Clinical Research Coordinators (CRCs) to OFC, to Sponsors, and then to AR?
- CRCs (Clinical Research Coordinators) provide data to Fund Managers (FMs), who will enter it directly into Oracle or upload it via CIPERB, following the existing process. Invoices will be generatedin Oracle and will be sent via email to the Sponsor.