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: Customer Tax Identification Numbers (TINs)

**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. Foreign Tax Requirements: For foreign customers, a valid foreign TIN is required to meet country-specific tax regulations, including withholding tax, VAT/GST reporting, and other international tax compliance obligations. This ensures accurate taxation and proper reporting for cross-border transactions
  6. 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.
  7. 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.
  8. 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 Customer > Search Customer
  2. Under Customer Type, select Organization or Person (First Name, Last Name) as needed
  3. Initiate a search of the customer name by entering it into the Customer Name field > Search
  4. The search will default the inquiry to "Contains", but the Customer Name search can be substituted to the following via the Filter:
    1. Contains
    2. Starts with
    3. Exact Word Match
    4. Full Match
    5. 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 > then select CREATE
  9. Pop-up window will ask for confirmation of New Customer > select Yes
  10. New window pops up requiring the following information for New Customer
    1. Tax ID
      1. Best practice to attain company Tax ID is to request company's W-9 form
      2. For Individual/Personal customer accounts, the Tax ID/SSN is NOT required [please do NOT request an individual's SSN for account purposes]
      3. For foreign customers:
        1. RPS verified: Yes (review the Restricted Party Screening guidelines available on blink)
        2. Add RPS file
        3. Date of Performance: enter the date on which RPS was conducted/completed
    2. DUNS Number (SPF only)
    3. SAVE
  11.  New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  12. New window pops up requiring the following information to Add New Account for (Customer)
    1. Account Name: leave blank (will auto-populate after required fields are completed below)
    2. Select one of the following
      1. Sponsored Projects (do not select - a request must be made directly to SPF for new customers and accounts)
      2. Clinical Trials
      3. Non-Sponsored Project
    3. Search/Select Owning Org
    4. 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
    5. CREATE ACCOUNT
  13. New window pops up requiring the following information to Create Account
    1. Customer ClassClassificationExamples
      FederalUse for a U.S. federal government entityThis would generally mean a customer that is part of the federal government structure
      ForeignUse for a non-U.S. customerThis is for foreign customers, CIPERB requires RPS verification, a date of performance, and a valid foreign TIN for international tax compliance
      LocalUse for a local government or local public agency customer 
      PrivateUse for a non-governmental organization or businessThis is for a non-governmental company or organization, such as a private business, corporation, or privately operated entity 
      Public Sector CompaniesUse for a public-sector/entity This is for entities that are publicly owned or publicly administered 
      StateUse for a state government entity 
      UC CampusUse when the customer is another University of California campusThis is for a UC entity rather than an outside customer
    2. SAVE
  14. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: auto-populated with former content
    2. Enter reason: auto-populated with former content
    3. CONFIRM & SAVE
  15. In the Account Profile page:
    1. Select the Preferred Delivery Method:
      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. SAVE
  16. In the Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email (leave Start & End dates as is)
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. > CLOSE (leave Start & End dates as is)
    6. If a website is provided, enter the Web address (leave Start & End dates as is)
    7. Primary Contact Method (leave default settings as is)
    8. Primary/Secondary Roles (leave default settings as is)
    9. SAVE
  17. In the Account Site page, enter the following information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Select Bill to address for SHIP_TO: auto-populates from address entered into fields
    3. Address, City, State, Postal Code
    4. Primary/Secondary Purpose (leave default settings as is)
    5. SAVE
  18. New window pops up requiring the following information to Add Contact to Site
    1. Account Contact is reflected, select and ADD CONTACT
  19. In the Site Contact page, the contact information entered at the Account-level will populate the Site Contact fields
    1. Primary/Secondary Roles (leave default settings as is)
    2. SAVE
  20. Summary - New Customer/Account Created window pops up > review fields to verify correct customer information
  21. CLOSE
  22. Party Number and Account Number are provided in new customer account details, 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 View Customer button
  2. Select + Add Account
  3. New window pops up to Add New Account for (Customer)
    1. Account Name: leave blank (will auto-populate after required fields are completed below)
    2. Select one of the following
      1. Sponsored Projects (do not select - a request must be made directly to SPF for new customers and accounts)
      2. Clinical Trials
      3. Non-Sponsored Project
    3. Search/Select Owning Org
    4. 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
    5. CREATE ACCOUNT
  4. New window pops up requiring the following information to Create Account
    1. Customer Class
      1. Federal
      2. Foreign
      3. Local
      4. Private
      5. Public Sector Companies
      6. State
      7. UC Campus
    2. SAVE
  5. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  6. In the Account Profile page:
    1. Select the Preferred Delivery Method:
      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. SAVE
  7. In the Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email (leave Start & End dates as is)
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. > CLOSE (leave Start & End dates as is)
    6. If a website is provided, enter the Web address (leave Start & End dates as is)
    7. Primary Contact Method (leave default settings as is)
    8. Primary/Secondary Roles (leave default settings as is)
    9. SAVE
  8. In the Account Site page, enter the following information:
    1. Site Name: Account Description can be entered here if desired (e.g. BFS - service agreements)
    2. Select Bill to address for SHIP_TO: auto-populates from address entered into fields
    3. Address, City, State, Postal Code
    4. Primary/Secondary Purpose (leave default settings as is)
    5. SAVE
  9. New window pops up requiring the following information to Add Contact to Site
    1. Account Contact is reflected, select and ADD CONTACT
  10. In the Site Contact page, the contact information entered at the Account-level will populate the Site Contact fields
    1. Primary/Secondary Roles (leave default settings as is)
    2. SAVE
  11. Summary - New Customer/Account Created window pops up > review fields to verify correct customer information
  12. CLOSE
  13. New Account Number is provided in new customer account details, copy for reference
  14.  

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
  3. Find and highlight desired customer account
  4. Select View Customer button
  5. Accounts page generates for viewing; if more than one account exists, select the desired account for editing and open the dropdown menu to the left of the Account to reveal
    1. Settings
    2. Contacts
      1. Contact name
    3. Sites
      1. Site name
        1. Site Settings
        2. Site Contacts

To Add Contact at Account-level / To CC (copy) a Contact

  1. Highlight Contacts line
  2. Select Add Contact button
  3. In the Account Contact page, enter the following information:
    1. First Name
    2. (Middle Name - if desired)
    3. Last Name
    4. Email (leave Start & End dates as is)
    5. If a phone number is provided, enter the Country Code, Area Code, Phone Number, Ext. > CLOSE (leave Start & End dates as is)
    6. If a website is provided, enter the Web address (leave Start & End dates as is)
    7. Primary Contact Method (leave default settings as is)
    8. Primary/Secondary Roles (leave default settings as is)
    9. SAVE
  4. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  5. Contact updated successfully > CLOSE

To Add Site

  1. Highlight Sites line
  2. Select Add Site button
  3. In the Account 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. Primary Purpose: select one or more of the following
      1. BILL_TO
      2. SHIP_TO
      3. DUN (dunning
      4. STMTS (statements)
      5. CM (credit memo)
    4. Secondary Purpose: select additional purpose if desired
    5. SAVE
  4. New window pops up requiring the following information to Add Contact to Site
    1. Select a contact > ADD CONTACT
  5. New window pops up requiring the following information to review Site Contact
    1. Primary Roles: check STMTS
    2. Secondary Roles: check DUN
    3. SAVE
  6. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  7. Site updated successfully > CLOSE

To Edit Contact

  1. Highlight Contacts line > open dropdown
  2. Select desired Contact > open ellipsis menu > select Edit Contact
  3. Edit contact details as necessary:
    1. Name
    2. Email
    3. Phone
    4. Website
  4. Select SAVE
  5. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  6. Contact updated successfully > CLOSE

To Edit Profile/Settings

  1. Highlight Settings line
  2. Select edit icon
  3. Update the Profile Class or the Preferred Delivery Method as desired: E-Mail or Paper
  4. Select SAVE
  5. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  6. Profile updated successfully > CLOSE

To Edit Site

  1. Highlight Sites line > open dropdown
  2. Select desired Site > select edit icon
  3. In the Account 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
  4. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  5. Site updated successfully > CLOSE

To Edit Site Contact

  1. Highlight Sites line > open dropdown
  2. Select desired Site > open dropdown
  3. Highlight Site Contacts line > open dropdown
  4. Highlight desired Contact > open ellipsis menu > select Edit Contact
  5. Edit contact details as necessary:
    1. Name
    2. Roles
  6. Select SAVE
  7. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  8. Contact updated successfully > CLOSE

 

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

  1. Highlight Contacts line > open dropdown
  2. Select desired Contact > open ellipsis menu > select Delete Contact
  3. New window pops up asking Delete contact "Name"? > select DELETE
  4. New window pops up requiring the following information to Confirm Changes
    1. Valid approved by is required: select Department Manager that approves this action (Last Name, First Name)
    2. Enter reason
    3. CONFIRM & SAVE
  5. Contact updated successfully > CLOSE

Questions?

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