Creating a Billing Invoice in Project Portfolio Management (PPM)


Overview


This KBA is intended to assist and demonstrate Financial Information System (FIS) users how to create an Invoice in general Project and Portfolio Management (PPM) Contracts into Oracle Financial Cloud (OFC).

Critical Concepts


    1. Department Preparers need these Oracle 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 Event

1. Open Web Browser, enter Oracle URL ofc.ucsd.edu
2. When Single Sign On displays, enter Active Directory User Name and Password, click Login
3. Select Projects and Awards > Contract Invoices
4. In Overview page, click on Task Panel Icon on the right side, in Review and Adjust, click Manage Events

5. In Manage Events page, Search Results, click on + sign to create a new Event

6. In Create Event page, in Business Unit: select UCSD Campus, in the Contract Number dropdown, select Search
7. In Search and Select: Contract Number, enter the number for the desired Contract Number or Contract Number created in the Contract Exercise, e.g.  4002, then click Search

8. The Contract Name and Number should display at the bottom of the page, select row and click OK

9. On Create Event page, select or enter the remaining required fields :

a. Contract Line: 1
b. Event Type: Milestone, Fee, or Other
c. Description: populates based on Event Type
d. Completion Date: 03/31/2020, required field even though there is no *
e. Amount in Bill Transaction Currency: e.g. 5,000.00
f. Organization: populates from contract e.g. Chemistry and Biochemistry
g. Project Name: e.g. RSA Lab Research Service Agreement 1, required field
h. Project Number: populates from Project Name
i. Transaction Task Name: Basic Task
j. Transaction Task Number and Associated Task Name: populates from Task Name

10. Click Save and Close > Done

11. From here, a Draft Invoice is created once daily at 8:15 am or run the Generate Invoices job

 

Creating an Invoice

System Generated Invoices

Note: An Event must be created before an Invoice can be created.

  1. Return to the Contract Invoices module
  2. Open the right-hand task panel > under Review and Adjust, select Manage Invoices
  3. In the Search parameters
    1. Enter the Business Unit
    2. Enter the Contract Number
    3. Delete the automatically generated Date
    4. select Search
  4. If no errors occurred, the "Draft" invoice will be generated on the last row of the Search Results
  5. Open the "Draft" invoice, review, and Submit for approval

 

How to View the Status of an Invoice

1. Select Overview page, review Invoice Processing Status section to view Invoice status

2. The Invoice will display in the list of Draft Invoices until it is submitted

3. Then it will display in the Submitted Invoices list

 

 

What Happens After a Department Submits an Invoice

1. After Department has submitted the Invoice, General Accounting’s process begins, their steps in PPM include:

a. Review
b. Approve
c. Release, generates a Receivables Number
d. Transfer, routed to Accounts Receivable for processing

2. Accounts Receivable will run processes that accept the Invoice as a transaction and send it to the customer
3. To check where the Invoice is in the process, on the Overview page, access the Invoice Processing Status section

a. Select the Released Invoices list
b. Click the filter button, in the Search field, enter the Contract Number 
c. In this example, the status is Accepted and the Receivables Number is 20

To View Image of Invoice

1. On the Home page, select Billing and Receivables > Billing
2. In Billing, expand the Search: Transactions menu on right side and enter:

a. Transaction Number: enter Receivables Number e.g. 20 
b. Transaction Date: enter Transaction Date, optional, but narrows search results, e.g. 05/26/2020

3. In Manage Transactions page, select transaction row and click on Transaction Number

4. In Review Transaction: Invoice 20, click on View Image to download a PDF copy of the file generated

Full page example:

 

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