Overview

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This guide offers a step-by-step walkthrough for navigating the CIPERB application, making it easier for anyone involved in financial operations.

By following these instructions, users can efficiently manage and upload multiple receivables invoices and post transactions. It streamlines processes, reducing the likelihood of errors and enhancing productivity. Overall, this guide serves as a valuable resource for ensuring a smooth experience with the CIPERB platform. 

Critical Concepts

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To first determine whether to invoice via CIPERB or Oracle, please reference the Billing Process flowchart for assistance with the invoicing process:

Steps to Take

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Procedure A

1. Open the CIPERB application > Select Invoice Upload

3. Close the error message: Please select a financial unit

4. Click Select Financial Unit

5. Enter your Financial Unit or search using the dropdown menu

6. Click SELECT

7. Click File

8. Click Download Template

9. Open Invoice Template Excel File

10. Click Enable Editing

11. Invoice Transaction Source:
    Enter Manual for departments that do not have their own source.
    Departments that do have their own source, can use one of the following:

• • UCSD BGLab
  • UCSD ECEC
  • UCSD GLI
  • UCSD  HDH LJDS
  • UCSD Health
  • UCSD Late Charge
  • UCSD Library
  • UCSD Real Estate
  • UCSD Sophia

12. Enter all required data:
    • Invoice Transaction Source (instructions provided in step 11)
    • Invoice Date
    • Accounting Date
    • Customer Account Number
    • Line Description
    • Quantity
    • Line Amount
    • Fund
    • FinU
    • Revenue Account
    • Project
13. Enter optional columns for invoice data entry & save:
    • Customer Site number
    • UOM (Unit of Measurement)
    • Tax
    • External Transaction ID
    • Purchase order
    • Special Instructions (intended to provide additional instructions to the customer)
    • Location
    • Credit to Expense Expenditure Type
    • Credit to Expense Function
    • Credit to Expense Task
    • Credit to Expense Funding Source

13. Return to CIPERB
    Click File
    Then Load Excel File

14. Click Select file to upload completed invoice template

15. Click LOAD FILE

16. To update Payment Terms, click Edit, then Update all Payment Terms, and select desired term (terms will default if not overridden)

17. To edit single rows, click Edit, then Toggle Edit (the same set of data elements will generate a single invoice containing multiple line items)

18. Select desired row to edit as necessary

19. Then click the check mark to approve the changes

          20. A pop-up editor can also be accessed by right clicking and selecting Edit/View Row so all columns are made visible and users do not have to scroll right on a smaller screen

          21. When file is ready to upload, click Post, then Post Invoices

          22. CIPERB will reflect the progression of its upload to Oracle

          23. To download the results of the posting, click File, then Download Excel File. A successful posting provides the Invoice number(s) in CIPERB (refer to the 'Instructions' tab in the Excel download )

          24. Open the file to review the successfully posted data

          25. To review the history of uploaded files, click File, then Batch File List

          26. Click Uploaded By and enter your name

          27. Click SEARCH JOB

          28. Results will populate

          29. The option to download previous batch files is available > CLOSE

          30. Clear Table to begin a new process