How to Update or Inactivate Your Tremendous Digital Team


Overview

This article walks you through the steps to update your Tremendous Digital Team via Change Orders in Oracle Purchase Requisitions module. This process will also update your purchase order (PO). Please note, all change orders will route for approval based on the change that is being made. 

Note: When submitting your update requests, we encourage you to also attach your updated IRB to your change orders. This will assist your department in the future for any audits you might be required to complete.

Essential Information

Next Steps

How to Update your Budget

  1. Login into Oracle.
  2. Select the Procure to Pay tab and then Open the Purchase Requisitions Module.
  3. Select Manage Requisitions.
  4. Enter your requisition number from your original request and then select Search.
  5. Open the requisition.
  6. Select Action > Edit Order.
  7. Select Yes on the pop up stating that this action will create a change order.
     
  8. Enter the new amount you would like for your base price.
  9. Enter a reason for the increase/decrease in the Description.
  10. Select Submit.
  11. Now will route through proper approvals.

How to Add and Remove Members to your Digital Team

  1. Follow steps 1-7 of the above portion "How to update your budget."
  2.  Select attachments. 
  3. Open the Digital Team Add or Remove Template.
  4. Fill in the first and last name and SSO Active Directory email of the UCSD employee you would like to add or remove. Then in column C, enter Add or Remove to select the action you would like to take. 

    1. If you enter an email other than the Active Directory email, your request will not be completed. For example, do not enter a health.ucsd.edu email as this is not the Active Directory login. 
  5. Save your attachment in Excel. 
  6. Select Add in Oracle.
  7.  Select To Supplier as the category and then select Choose File.

    Note: if you do not enter To Supplier, your update will not take place. Entering your attachment as To Supplier is how Payment Services will be notified to make the change. 
  8.  Select Submit.

NOTE: Any new employee's added to the Digital Team after the initial creation will only be notified via email by Tremendous. It will be the existing member's of the Digital Team's responsibility to train new members. Please be sure to share all existing KBA's and the Gift Card Blink page:

How to Inactivate your Digital Team

NOTE: Do not request to inactivate your Digital Team until your final invoice has been paid. Payment of the final invoice will take place the business week after your final order is placed. For example, orders placed one week, will be invoiced on the Sunday of the following week. 

  1. Login into Oracle.
  2. Select the Procure to Pay tab and then Open the Purchase Orders Module.
  4.  Search your purchase order by selecting Search and then enter Orders in the search field. Then enter your PO number.
  5. Open your Purchase Order.
  6. Verify the amount you have been invoiced on the upper right side of your screen. You can hover over the invoiced bar to get the exact amount, keep note of this amount. 
  7.  Follow steps 1-11 of the How to update your budget instructions found above.
    1. For the amount, you will enter the Invoiced amount that you located in step 6 above.
    2. In the Description field, enter "Digital Team Inactivation Request."
  8.  After the approvals have gone through, you will no longer be able to order gift cards for this Digital Team. You will still have access to log into Tremendous to review passed orders, but you cannot create new orders. 

How to Update your Chart String if you have NOT been Invoiced

  1. Follow steps 1-7 of the above portion "How to update your budget."
  2.  Select the Distributions tab and then select edit.
  3. Scroll to the bottom and update the Project Details.
  4.  From Actions, select Rebuild Accounts.

  5. Select OK to return to the requisition page. 

     

     

  6.  Select Save.

  7. Enter the change order reason in the Description field. 
  8. Select Submit. 

NOTE: More general information on chart string updates can be found at the attached Change Order KBA. 

How to Update your Chart String if you HAVE been Invoiced

  1. Login into Oracle.
  2. Select the Procure to Pay tab and then Open the Purchase Orders Module.
  4.  Search your purchase order by selecting Search and then enter Orders in the search field. Then enter your PO number.
  5. Open your Purchase Order.
  6. Verify the amount you have been invoiced on the upper right side of your screen. You can hover over the invoiced bar to get the exact amount. You will then subtract the amount you have been invoiced from the ordered amount.
    1.  In the above example, the ordered amount was 7,500 and the invoices amount is 1,958.50. You would subtract 1958.50 from the 7,500 to get 5,541.50 as the remaining amount. Please keep note of the remaining amount. 
  7. Select the Procure to Pay tab and then Open the Purchase Requisitions Module.
  8. Select the Add line to existing PO - Amount.

  9.  Fill in the form. You only need to fill in the required fields with the Asterisk (*). 
    1.  Item Description: Enter "Updating chart string for Digital Team in Tremendous."
    2.  Purchasing Category Name: Enter "Clinical Trial Digital Gift Cards."
    3. Amount: Enter the remaining amount of the purchase order.
      1. In the example in step 6, we subtracted 1958.50 from the 7,500 to get 5,541.50 as the remaining amount. Enter that total in the Amount field. 
    4. Supplier: Enter "Tremendous, LLC" (387897).
    5. Supplier Catalog Number: Enter "N/A."
    6. Existing PO Number: Enter your purchase order number here from the original requisition (Ex. PURXXXXXXXX).
    7. Justification: Enter "Please add a new line with the updated COA/POETAF and reduce the line XYZ to the invoiced amount."
    8. Proposal/Quote Number: Enter "N/A."
    9. Select Yes on certification.
    10. Select one of the following from the list: "None of the above apply."
    11. Location of Services: "N/A (Goods Only)." 
  10.  Select Add to Cart.

  11.  Select the Shopping Cart icon. 
  12.  Follow the check out process. More information on the check out process can be found in the attached KBA. 

 

Contact Information

To contact Payment Services directly, submit a ticket using the following service offerings:

  1. About: Banking, Cash & Card Products
  2. Related to: Gift Cards
  3. More Specifically: Gift Cards (Human Subject Compensation) and Payment to PI

Questions?

If you need any additional assistance, please submit a ticket