How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle


Overview

This article provides Financial Information System (FIS) users instructions on creating a PPM invoice for General Projects only in Oracle.

Essential Information

    1. KB0032200: 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.

Next Steps

Creating an Event

1. Open Web Browser, enter the Oracle URL.
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 :

  1. Contract Line: 1
  2. Event Type:
    1. Milestone - Event to invoice and recognize revenue for a specified amount based on a milestone.
    2. Fee - Event to invoice and recognize revenue for fees earned.
    3. Other - Event to invoice and recognize revenue for a specified amount.
  3. Description: amend description as needed.
    1. To create multiple Invoice Lines, each Event Description must be unique; otherwise, multiple Events with the same Description will generate under ONE Invoice line.
      1. Event 1 Description: Testing for nail growth in mice.
      2. Event 2 Description: Testing for nail growth in hamsters.
  4. Completion Date: (if a future date is entered, the invoice will not generate until that date) 
  5. Amount in Bill Transaction Currency: is the amount of the Invoice.
  6. Organization: populates from contract e.g. Chemistry and Biochemistry.
  7. Project Name: e.g. RSA Lab Research Service Agreement 1, required field.
  8. Project Number: populates from Project Name.
  9. Transaction Task Name: Basic Task
  10. Transaction Task Number and Associated Task Name: populates from Task Name.
  11. In the Additional Information section, multiple services can be entered to display on the final invoice (the following fields are all optional).
    1. Customer PO
    2. Customer Contact
    3. UOM (Unit of Measurement) i.e. EA, box, pound, etc. or can be left blank.
    4. Quantity (the Quantity x Unit Price must match the Amount in Bill Transaction Currency as the system will not auto check the calculations, which may result in sending incorrect invoices to the customer).
    5. Unit Price (this field allows up to 4 decimal digits to be referenced to provide more granularity in the AR invoice i.e. 306.1979).

10. Click Save and Close > Done

11. From here, a Draft Invoice is created at 6:00am, 10:00am, and 2:00pm during business hours or users have the option to run the Generate Invoices Job (KB0033947 How to 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, Accounts Receivables 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:

FAQs

Q: When is Revenue generated/shows on the ledger?

A: Revenue is generated if the Event's Completion Date is within the Contract Start & End dates, and the Revenue Plan is set to "Amount Based."

Q: How do I know if the system (Oracle) has sent the customer the invoice?

A:

  • There is a report stating when the invoice is "accepted" and then sent.
  • To know if Oracle "Sent" the invoice form the UI, the following "Delivery Method" components of the report should be:
      • Paper and Print status = Yes (Oracle runs the job).
      • If "Email" + "Yes", the invoice was emailed to the customer.

Questions?

If you need any additional assistance, please submit a ticket here.