Creating an Invoice in Receivables


Overview


This article is intended to assist and demonstrate to Financial Information System (FIS) users how to create an invoice, including the option to split the revenue to more than one Chart of Accounts (CoA) in Oracle Financial Cloud (OFC)

Critical Concepts


    1. Departmental Preparers need these Roles
    2. Oracle and Concur Role Requests Form
    3. In case of any issues running the reports, please submit a ticket

Steps to Take


 Creating an Invoice

1. Login to Oracle Financial Cloud (OFC)
2. Select Billing and Receivables then Billing
3. Click the Tasks icon on the far right
4. In Transactions, select Create Transaction
5. In Business Unit, select your respective unit; Campus, Foundation, Physician Group, Population Health
6. In Transaction Source, select Manual
7. In Transaction Type, select Invoice


8. In Customer Bill-to Name, search for Customer, enter your choice of Name or Account Number e.g. IBM WATSON HEALTH IMAGING, press enter
9. In Payment Terms, Net 30 is applied as default, per A/R Policy Best Practice
10. In Invoice Lines, enter a Description, Quantity and Unit Price


11. In Line 1, enter Description: Services, Quantity: e.g. 1, and Unit Price: e.g. 500
12. In Line 2, enter Description: Services, Quantity: e.g. 5, and Unit Price: e.g. 200
13. Click Save, upper left now displays, Edit Transaction: Invoice #xxxxx


14. Click on Actions and Edit Distributions
15. In Edit Distributions dialog box, on Line 2, modify the default receivables and revenue chart strings 
16. In the Distribution column, click the icon

  • Modify the Receivables line to include the appropriate chart segments (entity, fund, financial unit) for your department
    • Account 129043 is the preferred receivables account for miscellaneous billing
    • Function code must equal to 000
  • Modify Revenue line(s) to include the appropriate chart segments (entity, fund, financial unit, account, etc.) for your department

17. Click Save and Close


18. At the top of the page, if you’d like to preview the Invoice select Complete and Review, or to finalize, select Complete and Close to return to the Receivables Billing work area


Reminders

    • There are rules setup in the system to automatically generate the Revenue Distribution with the Entity, Fund, Financial Unit, Revenue Account, and Project when the invoice is generated through the Contracts Management module
    • You cannot distribute Revenue to multiple Financial Units if the FinU field in the Miscellaneous tab has a value there
    • You will need to take Action to modify the information in Edit Distributions for an Invoice with Revenue needing to post to multiple Fund/Financial Unit(s)
    • It is not required nor encouraged to create multiple Invoices to distribute revenue

If you still have questions or need additional assistance, please submit a ticket.