AP Cost Corrections

Cost corrections are processed through the creation of a $0 invoice within Oracle’s Accounts Payable module. This invoice reverses the original charge by crediting the initial chart string and applies the updated charge by debiting the revised chart string. For example, if the expenditure type is being updated from 522401 – Lab Supplies to 522201 – Office Supplies, the transaction would credit 522401 – Lab Supplies and debit 522201 – Office Supplies.

1. Login to Oracle.
2. Navigate to the Procure to Pay tab and select the Accounts Payable Module.
3. Select Task.
4. Select Advanced Search.
5. Next to “Invoice Number,” Update to Contains.
6. Search your invoice number.
7. The cost correction invoice number will be formatted as “CT_Invoice Number_Supplier Name”

When submitting the request form in ServiceNow, please ensure the accompanying Excel file is completed in full. The invoice number, supplier name, and complete chart string are required for processing. Additionally, please select "Payables Invoices or Payables Payments" as the source to ensure the request is routed to the appropriate team.

Cost Corrections are separate from PPM Self Service Cost Transfers. Please visit the PPM Cost Transfer Blink page for more information regarding that process. 

Please also see this Cost Transfer Guide to know who to reach out to depending on the type of transfer you need completed. 

When submitting your cost correction request, it is your department's responsibility to ensure that the file is filled in accurately. Please verify chart strings and amounts are correct before submitting. 

Below you will find some helpful information regarding the different types of corrections that can be made using this process:

1. GL-PPM Variance
   1. Use the GL-PPM Variance Report and determine which invoices/ payments are causing a variance on your project.
   2. More information on how to use this report can be found at the GL-PPM Reconciliation page.
2. Update Expenditure Type
   1. When updating your expenditure type, you must also update the account to match.
3. Use-Tax reversals
   1. If your invoice was charged use-tax incorrectly, you must first route through the team within IPPS who manages the transactions for confirmation. Submit a ticket to the appropriate team and if applicable, they will then route you to the correct team to process the reversal:
      1. Accounts Payable Team: Purchase order invoices
      2. Procurement Card Team: P-Card transactions
      3. Travel Team: Travel transactions

**When paying an invoice, it is always best to ensure the information you entered is accurate, this includes the expenditure type and expenditure item date. To avoid GL-PPM variances if you intend to have expenses hit PPM, include FULL POETAF details (Project, Expenditure Type, Task, and (if applicable) Funding Source).

• Complete the Excel file: ensure all required fields are filled out, including:
  • Invoice number
  • Supplier name
  • Full chart string
• Correct Source Selection:
  • Select “Payables Invoices or Payables Payments” as the source in ServiceNow to ensure proper routing.
• Chart String Accuracy:
  • Double-check that both the original and updated chart strings are accurate to avoid delays or errors in processing.
• Amount being transferred:
  • Do not exceed the invoice amount. 
  • Take use-tax into consideration. Does this need to be updated as well?
• Project:
  • Ensure the project you are using is still active prior to submitting your request. 
  • If the invoice being corrected is charged to a closed project, the correction will not be able to be processed until the project is active again. 
• When filling out your request file:
  • Roll up all invoice lines into one row per invoice, unless invoice lines contain different distribution combinations.