How To Use The CIPERB Application For Customer Accounts In Oracle


Overview

This article provides instruction for creating new customers and editing existing customers in the CIPERB application.

CIPERB is a new tool that will provide full functionality for individuals to manage customers under the Accounts Receivable module in the OFC application. Customer data created and updated via CIPERB will be updated real-time in Oracle to improve customer experiences and increase operational efficiency.

Essential Information

Definitions

CIPERB is utilized to create customer accounts in Oracle.

Customer: A party, either an organization or person, with whom you have a selling relationship. This selling relationship can result from the purchase of products and services or from the negotiation of terms and conditions that provide the basis for future purchases.

Customer Account: A customer account represents the attributes of the business relationship that a customer can enter into with UCSD. The account has information about the terms and conditions of doing business with UCSD.

You can create multiple customer accounts for a customer, to maintain information about different categories of business activities. For example, to track invoices for different types of sales, you can maintain an account for sponsored research, service agreements, consulting services, etc.

Contact: A person who communicates for or acts on behalf of a customer or customer account. Contacts are added at the customer level internally and can be assigned at the account or address/site level. Multiple contacts can be added.

Sites/Addresses: A site is where the customer is physically located. Party sites are added at the customer level internally but are created at the account level. An account site is a customer site used in a context of an account. Multiple sites can be added under an account.

Roles and Access

Role Name

Role Description

Role Workflow

UCSD CIPERB Read User JR

User can View any data in CIPERB

No Workflow-anyone can have this role

UCSD CIPERB Manage GP User JR

User can only view Non-SP Data (non-sp customers, no FER, etc)

Non Sponsored data access

UCSD CIPERB Manage Customer ALL JR

User can create/edit Customers (Parties)

Department Approval + AR Team Approval

UCSD CIPERB Manage Customer Accounts Only JR

User can create/edit Customer Accounts

Department Approval

 

  1. UCSD CIPERB Manage GP User JR + UCSD CIPERB Manage Customer ALL JR = Manage Customer & Others Customers (Parties and accounts) (GP Super User)
  2. UCSD CIPERB Manage GP User JR + UCSD CIPERB Manage Customer Accounts Only JR  = Able to add/edit Other Accounts

Please note, the Oracle & Concur Role Request Form in Services & Support has been updated to require users requesting OFC inquiry roles and higher-level access to complete specific training courses in UC Learning.

Specific Training Requirements for Role Request Form Submissions:

Oracle Foundationsfor the following roles:

  • All standard roles for all business units, except for UCSD BI Consumer JR
  • All financial unit approver roles [UCSD WF XXXXXXX Approver JR]
  • All cost transfer approver roles [UCSD WF XXXXXXC Cost Adjustment Approver JR]
  • All elevated roles for all business units

CIPERB: Customers, Invoices, Project Expenses Report & Billing for the following roles:

  • CIPERB Manage Customer Accounts Only
  • CIPERB Manage GP User
  • CIPERB Manage Customer ALL

Additional CIPERB Requirements

**Access to CIPERB requires VPN connection**

The implementation of Tax IDs for new Customers is a requirement for the CIPERB application. Having a customer tax identification number (TIN) [domestic & foreign] is important for various reasons, both for the customer and the entity they're transacting with (this does NOT apply to individual "Person" customer accounts - SSNs are never required for "Person" customer accounts). The following key points elaborate on this implemented customer account policy:

  1. Identification and Verification: TIN helps in uniquely identifying customers for tax purposes. It provides a reliable means of verifying a customer's identity, especially for financial transactions and regulatory compliance.
  2. Tax Reporting and Compliance: For businesses, having customers' TINs is crucial for tax reporting and compliance. It ensures accurate reporting of income and helps in fulfilling tax obligations such as issuing 1099 forms (in the United States) for certain types of transactions.
  3. Preventing Tax Evasion: TINs help in preventing tax evasion by ensuring that income earned by individuals or entities is properly reported to tax authorities. Without TINs, it would be easier for individuals or businesses to conceal income and evade taxes.
  4. International Transactions: In international trade and transactions, TINs are often required for customs clearance and tax purposes. They help in identifying parties involved and ensuring compliance with tax regulations of respective countries.
  5. Credit and Financial Transactions: TINs are sometimes used by financial institutions for credit checks and assessing the creditworthiness of customers. They can be part of the information required when opening bank accounts or applying for loans.
  6. Legal and Regulatory Requirements: In many jurisdictions, there are legal and regulatory requirements mandating the collection and use of TINs for certain types of transactions. Failure to comply with these requirements can lead to penalties and legal consequences.
  7. Business-to-Business Transactions: In business-to-business transactions, TINs are often required for invoicing and accounting purposes. They help in tracking transactions, managing accounts receivable and payable, and facilitating smooth business operations.

Overall, having a customer tax identification number is important for ensuring transparency, accountability, and compliance in financial transactions and tax matters. It helps in building trust between parties involved and contributes to the integrity of the financial system.

Next Steps

I. Creating a New Customer

  1. Log in to the CIPERB application, which defaults to the Dashboard > select Search
  2. Initiate a search of the customer name by entering it into the Customer Name field > Search
  3. Under Customer Type, select Organization or Person (First Name, Last Name) as needed
  4. The search will default the inquiry to "Contains", but the Customer Name search can be substituted to the following:
    1. Contains
    2. Starts with
    3. Exact Word Match
    4. Full Match
    5. or the Filter Result field can be utilized
    6. Search parameters only include Customer Name, Party Number, and Account Number (the account description is not available for historical records)
  5. IF a customer match is found, the name will populate below to reveal all associated Accounts under that Customer Name
    1. If the desired Account is not found (i.e. the accounts do not match the Department Type), and one is still required for the department, skip ahead to the section Creating a New Account
  6. If a match is not found at all, select the CREATE Button
  7. Enter the Customer Name (validate spelling - best practice is to use the Customer Name listed on their W-9 form for organizations)
  8. Select the CHECK button to fully validate the customer is NOT in the system. You will need to select every word-button that appears, and review them individually before the CREATE button becomes accessible
  9. Pop-up window will ask for confirmation of New Customer > select Yes
  10. New window pops up requiring the following information
    1. Approved By: Select Department AR Person that approves this action (Last Name, First Name)
    2. Reason: enter reason for new customer
    3. Submit
  11. In the Account: Account page, enter the following information:
    1. Tax ID Number
    2. Account Description
      1. Search/Select Owning Org
      2. Select Business Types
        1. Conference and Event Services
        2. Consulting Services
        3. Donations and Contributions
        4. Facility Rentals
        5. Licensing and Intellectual Property
        6. Memberships
        7. Product Sales
        8. Real Estate Rentals
        9. Service Agreements
    3. Customer Class
      1. Federal
      2. Foreign
      3. Local
      4. Private
      5. Public Sector Companies
      6. State
      7. UC Campus
    4. Select Next
  12. In the Account Contact: Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email and Purpose
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. (if provided), and Purpose
    6. If a website is provided, enter the Web address and Purpose
    7. Contact Responsibilities
      1. Primary Responsibility will automatically be defaulted to Bill to (leave as is)
      2. All Assigned Responsibility will automatically be defaulted to Bill to and Ship to (leave as is)
    8. Select Next
  13. In the Profile: Profile/Settings page:
    1. Under Invoicing, the Preferred Delivery Method is required:
      1. E-Mail (invoices will be automatically delivered by the system to the customer)
      2. Paper (departments will be responsible for sending invoices to the customer)
    2. Select Next
  2. In the Site: Site page, enter the following information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Address, City, State, Postal Code
    3. Address Purpose: purposes are automatically generated
      1. Ship to: from Select bill to address, select the address from the dropdown
  3. In the Site Contact: Site Contact page, the contact information entered at the Account-level will populate the Site Contact fields
    1. Contact Responsibilities
      1. Primary Responsibility will automatically be defaulted to Statements (leave as is)
      2. All Assigned Responsibility will automatically be defaulted to Dunning and Statements (leave as is)
  4. Finalize Customer
  5. New window pops up to Please review and confirm customer creation. If everything was properly entered, the customer will be Ready to create
    1. Review the Customer and Account details, Account Contact, Account Profile, and Account Site
    2. Select CREATE if all the data is confirmed to be valid and correct
  6. Account Number and Site Number are provided, copy for reference

II. Creating a New Account

  1. After initial search for customer reveals the Customer exists, but the desired Account does not, highlight desired Customer line, and select New Account button
  2. Page updates to reveal a 2nd NEW ACCOUNT button, enter Owning Org and Business Type, and select NEW ACCOUNT button > Confirm: YES
  3. New window pops up requiring the following information
    1. Approved By: Select Department AR Person that approves this action (Last Name, First Name)
    2. Reason: enter reason for new customer
    3. Submit
  4. In the Account: Account page, enter the following information:
    1. Customer Class
      1. Federal
      2. Foreign
      3. Local
      4. Private
      5. Public Sector Companies
      6. State
      7. UC Campus
    2. Select Next
  5. In the Account Contact: Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email and Purpose
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. (if provided), and Purpose
    6. If a website is provided, enter the Web address and Purpose
    7. Contact Responsibilities
      1. Primary Responsibility will automatically be defaulted to Bill to (leave as is)
      2. All Assigned Responsibility will automatically be defaulted to Bill to and Ship to (leave as is)
    8. Select Next
  6. In the Profile: Profile/Settings page:
    1. Under Invoicing, the Preferred Delivery Method is required:
      1. E-Mail (invoices will be automatically delivered by the system to the customer)
      2. Paper (departments will be responsible for sending invoices to the customer)
    2. Select Next
  2. In the Site: Site page, enter the following information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Address, City, State, Postal Code
    3. Address Purpose: purposes are automatically generated
      1. Ship to: from Select bill to address, select the address from dropdown
  3. In the Site Contact: Site Contact page, the contact information entered at the Account-level will populate the Site Contact fields
    1. Contact Responsibilities
      1. Primary Responsibility will automatically be defaulted to Statements (leave as is)
      2. All Assigned Responsibility will automatically be defaulted to Dunning and Statements (leave as is)
  4. Finalize Customer
  5. New window pops up to Please review and confirm customer creation. If everything was properly entered, the customer will be Ready to create
    1. Review the Customer and Account details, Account Contact, Account Profile, and Account Site
    2. Select CREATE if all the data is confirmed to be valid and correct
  6. Account Number and Site Number are provided, copy for reference
  1.  

III. Editing an Existing Customer Account

  1. Log in to the CIPERB application
  2. Initiate a search of the customer via the following search criteria (Organization or Person)
    1. Customer Name
    2. Party Number
    3. Account Number
    4. Owning Org
    5. Business Types
  3. Find and highlight desired customer account
  4. Select Edit Customer button
  5. New window pops up requiring the following information
    1. Approved By: Select Department AR Person that approves this action
    2. Reason: enter reason for new customer
    3. Submit
  6. Account details generate for editing

To Add Contact at Account-level

  1. Select Add Contact button
  2. In the Account Contact: Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email and Purpose
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. (if provided), and Purpose
    6. If a website is provided, enter the Web address and Purpose
    7. Contact Responsibilities
      1. Primary Responsibility will automatically be defaulted to Bill to (leave as is)
      2. All Assigned Responsibility will automatically be defaulted to Bill to and Ship to (leave as is)
    8. Select Save

To CC (copy) a Contact

  1. Select Add Contact button
  2. In the Account Contact: Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email and Purpose
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. (if provided), and Purpose
    6. If a website is provided, enter the Web address and Purpose
    7. Contact Responsibilities check only Bill to under "All Assigned Responsibility" section
    8. Select Save

To Add Site

  1. Select Add Site button
  2. In the Site: Site page, enter the following information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Address, City, State, Postal Code
    3. Address Purpose: select one of the following
      1. Dunning
      2. Ship to (from Select bill to address from dropdown)
      3. Statements
    4. Select Save

To Edit Contact

  1. Select the Explorer View from left-hand task pane
  2. Open Account dropdown to reveal additional details
  3. Select desired Contact
  4. Edit contact details as necessary:
    1. Name
    2. Email
    3. Phone
    4. Website
  5. Select Save

To Edit Profile/Settings

  1. Select the Explorer View from left-hand task pane
  2. Open Account dropdown to reveal additional details
  3. Select Profile/Settings
  4. Update the Preferred Delivery Method as desired: E-Mail or Paper
  5. Select Save

To Edit Site

  1. Select the Explorer View from left-hand task pane
  2. Open Account dropdown to reveal additional details
  3. Select Site name
  4. In the Site page, edit any of the necessary information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Address, City, State, Postal Code
    3. Address Purpose
    4. Select Save

To Edit Site Contact

  1. Select the Explorer View from left-hand task pane
  2. Open Account dropdown to reveal additional details
  3. Open Site dropdown
  4. Select Site Contact
  5. Edit contact details as necessary:
    1. Name
    2. Email
    3. Phone
    4. Website
  6. Select Save

To Delete Contact (there must be more than one contact on the account)

  1. Select the Explorer View from left-hand task pane
  2. Open Account dropdown to reveal additional details
  3. Select the contact to be deleted
  4. Select the Delete Contact button
  5. Select Save

Questions?

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