Overview

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This article describes how to complete the billing section during checkout in Oracle Procurement. When you submit a shopping cart to become a requisition in Oracle Procurement, the Billing section determines to which Project and/or Chart String your purchase will be charged. 

Essential Information

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• If you are using a Chart String that does not have an associated Project, then only the Charge Account field needs to be populated.
• If you are using a Project (POET) then you do not need to populate the Charge Account field. Populating the Project field will automatically pull in the Chart String defaulted on that Project.
• If you are using a Project but do not populate the POET information (Project, Task, Expenditure Type, and Expenditure Organization fields), then neither the PO nor any associated invoices will show on the PPM ledger.

Next Steps

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In the Billing section outlined below, you will be entering data for Project Number, Task Number, Expenditure Item Date, Expenditure Type, Expenditure Organization, Contract Number and Funding Source and may have to use the Search function to locate the appropriate selection.

Enter the Project and Task

1. Obtain the Project and Task Number from your supervisor, fund manager, or PI.

2. In the Billing section, in Project Number, enter the Project Number.

3. Click anywhere outside the field.

4. In Task Number, click the dropdown arrow to select a Task Number.

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Enter the Expenditure Date

1. This should default to a date a week in the future, but you may enter a date a week in the future if it doesn't populate automatically.

Select an Expenditure Type

1. In Expenditure Type, enter in the code provided by your supervisor, fund manager, or PI.

1. 1. A full list of Expenditure Types can be found at bah.ucsd.edu > Budget & Finance tab > Project Information Lookup Panorama, click on the Expenditure Type List tab.

 

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Enter the Expenditure Organization

1. If you are purchasing from a supplier external to UC San Diego:

1. In Expenditure Organization, enter Procurement and Business Contracts.

2. If you are purchasing from a UC San Diego department (e.g. STORE)

1. In Expenditure Organization, enter the name of the department from whom you're purchasing.

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If using a Sponsored Project enter the Contract Number and Funding Source 

1. In Contract Number, click the dropdown arrow to select a Contract.

1. If there are multiple selections, ask your fund manager, supervisor, or PI which one is appropriate.

3. In Funding Source, click the dropdown arrow to select a funding source.

1. If there are multiple selections, ask your fund manager, supervisor, or PI which one is appropriate.

For additional guidance on checking out, please refer to KB0032058: How to Checkout in Oracle Procurement.