How to Create Events and Generate Invoices for Clinical Trials in Oracle


Overview

This article illustrates a comprehensive approach to invoicing for sponsor-initiated clinical trials (SICTs) in Oracle. It provides step-by-step instructions for creating events and generating invoices for clinical trials in Oracle. The following topics are covered:

Essential Information

How to Create an Event

If you have (multiple) invoices with multiple line items and don’t want to create each event one-by-one, you can upload mass events via CIPERB: See the CIPERB Blink Page or KB0035287 - How to Create & Upload Mass Events in CIPERB

  1. ofc.ucsd.edu > Projects and Awards > Contract Invoices > Manage Events
  2. In the Manage Events page below Search Results, click on + sign to create a new Event
  3. Create Event page, populate:
    1. Business Unit: select UCSD Campus
    2. Contract Number dropdown, populate the contract number
    3. Contract Line: there should only be one option - Line 1
    4. Event Type: Clinical Trials Event
    5. Description: A default description will populate based on the Event Type. Recommendation: replace the description with the invoiceable line item description from the Clinical Trials Agreement (e.g., Study start up fee)
      1. To create an Invoice with multiple lines, create all Events before proceeding to the next step of running the Generate Invoices job
      2. Note: the Event Description must be unique; Events with the same Description will consolidate to generate one invoice line
    6. Completion Date: use today’s date
      1. If a future date is entered, the invoice will not generate until that date is reached
    7. Amount in Bill Transaction Currency: invoice amount
    8. Project Name: select from dropdown; options are pulled from from contract
    9. Project Number: populates from Project Name
    10. Transaction Task Name and Transaction Task Number: can leave blank
      1. There should only be one option - Task 1



  4. Click Save and Close > Done

How to Generate Invoices

If this is the FIRST invoice on the study, follow the steps in KB0033947 - How to run the Generate Invoices job.

If the study already has invoices, you can take the following shortcut:

  1. From Manage Invoices (ofc.ucsd.edu > Projects and Awards > Contract Invoices)
  2. Enter the Search parameters
    1. Enter the Business Unit = UCSD Campus
    2. Enter the Contract Number
  3. Select Search
  4. Actions > Generate Invoices > Submit > OK
  5. Note: If you choose not to manually run Generate Invoices, the system will do so 3x a day or every 4 hours

How to Review the Draft Invoice

  1. (ofc.ucsd.edu > Projects and Awards > Contract Invoices >) Manage Invoices
  2. Enter the Search parameters
    1. Enter the Business Unit = UCSD Campus
    2. Enter the Contract Number
    3. Date: you can choose an arbitrary date between the award start date and today’s date
  3. Select Search
  4. If no errors occurred, the generated draft invoice will appear in the last row of the Search Results
  5. Click on the hyperlinked Invoice Number to view the draft invoice details
  6. Review the draft invoice. Confirm variables such as: customer, contract number, date, invoice amount, invoice description, etc.
    1. Note: A common error that occurs when generating an invoice is the full invoice amount is not brought over from Manage Events. This happens when event amounts are higher than the study’s budget / contract line amount.
    2. Solution: SPF will need to manually increase the study’s budget / contract line amount to capture the total invoiced amount.

How to Add Notes

Note: If Sponsor requires notes (e.g., PO#, site #) to be referenced on every invoice, coordinate with the SPF Accountant to add notes to the contract

  1. To add notes on a draft invoice, click Show More
  2. If notes were populated on the contract, they will automatically populate on every draft invoice created
    1. As part of the award setup, coordinate with the SPF Accountant to add notes to the contract

       

  3. Add, modify or replace the note as needed
    1. Invoice Comments are external; they will be displayed on the customer invoice
    2. Billing Instructions are internal; they will not displayed on the customer invoice 

How to Add Attachments 

  1. To add Attachments to a draft invoice, click Show More
  2. Click the ‘+’ sign to add a new attachment
  3. Click Choose File to select the file
    1. To send an attachment to the customer, attach a PDF document
    2. To keep an attachment internal, attach any other document format (e.g., Word, Excel, JPG, etc.)
  4. Optional: Populate the Description for internal reference
  5. Once the invoice has been reviewed, desired notes and attachments have been added, click Submit

What Happens After a Department Submits an Invoice

  1. After the Department submits the Invoice, it is automatically approved
    1. The status of the Invoice will change to Approved, then Released
  2. Once approved, the system will initiate the transfer of the invoice from the Contract Billing module to Accounts Receivable (every 4 hours, or 3x a day)
    1. The status of the invoice will change to Transferred, then Accepted
    2. If there is an error, the status will change to Transfer Rejected
  3. Invoices successfully transferred to AR are emailed to customers on a nightly basis

How to View the Invoice in Accounts Receivables

  1. Once the invoice is status Accepted, you can view the invoice in Accounts Receivables
  2. From the Manage Invoices page (Homepage > Projects and Awards > Contracts > Tasklist > Manage Invoices)
  3. Highlight the row for the desired invoice number 
  4. Click Actions > View Receivables Invoice 
  5. Alternatively, click on the hyperlinked invoice number to view the invoice in detail, then click View Receivables Invoice 
  6. Review the invoice details
  7. Review the Attachments
    1. Under the General Information section, review the attachment(s) that were included on the contract invoice
    2. Note that all attachments will display, but only the PDF attachments will be included in the emailed invoice
  8. Review the Notes - on the Miscellaneous tab, review the external notes that were included on the contract invoice
  9. To view an image of the invoice, click the Actions dropdown > View Image
  10. Click the Save icon to download a PDF of the invoice
  11. If applicable, manually send the invoice to the customer from your Outlook
    1. First validate that the invoice has not already been sent to the Customer by navigating to the Miscellaneous subtab and reviewing the Print Status, Print Date, and Email Recipients fields
    2. Reminder that invoices are sent to the customer on a nightly basis. If the Print Status is blank or No, the invoice has not been fully processed and may still be sent to the customer.
    3. To validate the customer’s current delivery method (e.g., Email vs Paper) search for the customer in CIPERB
      1. Preferred Delivery Methods definitions: Email will be emailed to the listed customer contacts, Paper will not be sent to the customer
      2.  KBA0035096 - How To Use The CIPERB Application For Customer Accounts In Oracle

Errors, Exceptions and Corrections

  1. To process a partial or full credit: modify the Event
    1. Navigate to the Event: Projects and Awards > Contract Invoices > Manage Events
    2. Click on the appropriate Event number
    3. Modify the Amount in Bill Transaction Currency
    4. Click Save and Close
    5. Click Yes on the Warning message in order to proceed
    6. Manually run Generate Invoices or wait for the system to automatically do so
    7. Navigate to Manage Invoices (Projects and Awards > Contract Invoices > Manage Invoices)
    8. Search for the Contract number to locate the newly created draft Credit Memo
      1. The Credited Invoice Number field references the invoice being credited
    9. Review the draft credit memo, then click Submit
    10. Optional: reference KB0033271 - Creating Credit Memo in Project and Portfolio Management (PPM) Invoice
  2. If the invoice amount exceeds the contract’s hard limit, an error will appear on the Manage Events page
    1. The Invoiced Percentage and Recognized Revenue Percentage indicates what percentage of the total Event Amount was invoiced and recognized
    2. The invoice will generate for a partial amount, up to the hard limit

How to Process Withholding

Due to the variety of ways that withholding can be calculated on clinical trials, Oracle is not set up to process withholding automatically to leave the flexibility to accommodate each study to the invoicer. If you want to track withholding in Oracle:

  1. Create an Event for the full invoice amount (positive amount)
  2. Create a second Event for the withheld amount (negative amount)
  3. Generate Invoices
  4. Once generated, click on the hyperlinked Invoice Number to view the draft invoice details
  5. Confirm the draft invoice contains 2 lines: the full invoice amount and the withheld amount
  6. Submit the draft invoice
  7. When creating a final invoice at the end of the study, zero out the negative withholding event
  8. Run Generate Invoices
  9. Review the draft final invoice, confirming it contains the total of the previously withheld amount (positive amount)
  10. Submit the draft final invoice
  11. Below is example of how the 3 Events will appear:
  12. Note: If you choose not to track withholding in Oracle, you can track withholding externally (e.g. in an Excel spreadsheet) and only invoice for the amount the sponsor has paid us. 

 

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