Skip to main content

System Status: 

  1. Home
  2. Finance
  3. Billing & Receivables
  4. Get Started
  5. Training
  6. Contract and Invoice Creation

Contract and Invoice Creation

Last Updated: April 19, 2023 11:28:43 AM PDT
Give feedback

Find out about the PPM contract and invoice process. These resources and training are for individuals new to UC San Diego or those interested in refreshing their knowledge of the PPM contract and invoice process.

Training Hours

Ask questions and receive guidance on the PPM contract and invoice creation process every last Wednesday of the mid-quarter on Zoom 10 a.m. - 11 a.m.

PPM Contract and Invoice Process One-on-One Sessions

For departments requiring training between the designated courses, we offer one-on-one training sessions with a member of our team who can answer questions about the process. Sign up for a PPM Contract and Invoice Process One-on-One Session directly on Calendly.

Process Overview

Before beginning the Project Portfolio Management (PPM) process, please determine one of two factors, whether or not the generated invoices will be PPM contract based or created as singular AR invoices:

 

PPM Billing Receivables Billing
Contract with a Customer Yes No
Revenue on Task Yes No
Point of Sale Receipts No Yes
Other ad-hoc Agreements Yes Yes
  • Retail Operations: Receivables module is suggested due to the volume of revenue activities
  • Non‐Retail Operations: PPM Project Billing is suggested due to flexibility of setting up contracts with multiple projects and tasks. Note that recharge operations must use PPM Project billing for external revenue to reflect revenue with each service line/task.

If you determine that AR invoices are better suited to your needs, Creating an Invoice in Receivables KBA (KB0032814) provides instructions on Creating an Invoice in Receivables.

Whichever you determine, please be aware that ALL UCSD invoices must be created through Oracle (with the exception of student/patient receivables and sponsored projects-clinical trials which go through SPARCM and Oracle).

Please do not create your own invoices as it does not provide a means to match payments once received.

~~~

Once a user has determined that the PPM process is the best means of generating invoices, multiple steps must be completed before submitting the final invoice.

  • A customer account must be established in Oracle (if one is not found, a request for a new customer must be submitted)
  • A project and corresponding task must be established in Oracle (if one does not exist, a new one must be created in PADUA)
  • Once the customer & project are verified, the contract process can begin
The following flowchart depicts the steps required to complete the PPM process:

contract-training.png

Oracle Customer Accounts

The following links provide information for Oracle Customer Accounts:

  1. KB0032171 - Customer Accounts in Oracle

    1. Click to read the Customer Accounts in Oracle KBA

  2. Create New Oracle Customer

    1. Submit a request to Create a New Oracle Customer through Services & Support

  3. Edit Existing Oracle Customer:

    1. Submit a request to edit an Existing Oracle Customer through Services & Support

Oracle Projects

The following links provide information for Oracle Projects:

  1. KB0033288 - Overview of Project Portfolio Management (PPM) with Attached PPM User Guide

    1. Click to read the Overview of PPM KBA

  2. KB0033940 - How to use PADUA 2.0

    1. Click to read the How to Use PADUA 2.0 KBA

  3. Oracle and Concur Role Request Form - UCSD PPM PADUA Write User JR

    1. Submit an Oracle and Concur Role Request Form through Services & Support

  4. Oracle PPM General Project Request

    1. Submit an Oracle PPM General Project Request through Services & Support
    2. Specific to requests of 10 or more new General Projects

  5. KB0032116 - How to Request New Oracle Projects and Tasks

    1. Click to read the How to Request New Oracle Projects and Tasks KBA

Oracle PPM Contracts

The following links provide information for Oracle PPM Contracts:

  1. KB0032314 - How to Create a PPM Contract in Order to Bill External Customers

    1. Click to read the How to Create a PPM Contract in Order to Bill External Customers KBA

  2. KB0033764 - How to Request PPM Project Budget and Contract Manager JR Role

    1. Click to read the How to Request PPM Project Budget and Contract Manager JR Role KBA

  3. KB0033600 - How to Resolve PPM Contract Creation Error Messages (OKC-195742 and OKC-196156)

    1. Click to read the How to Resolve PPM Contract Creation Error Messages KBA

  4. KB0033499 - PPM Contract Amendments

    1. Click to read the PPM Contract Amendments KBA

Events

The following links provide information for Oracle Contract Events:

  1. KB0032314 - How to Create a PPM Contract in Order to Bill External Customers (Procedure B: Create an Event)

    1. Click to read the How to Create a PPM Contract in Order to Bill External Customers KBA
    2. Section: Procedure B: Create an Event

  2. KB0032793 - Creating a Billing Invoice in Project Portfolio Management (PPM) - Creating an Event

    1. Click to read the Creating a Billing Invoice in PPM KBA
    2. Section: Creating an Event

  3. KBA KB0033499 - PPM Contract Amendments

    1. Click to read the PPM Contract Amendments KBA

Invoices

The following links provide information for Oracle Contract Invoices:

  1. KB0033947 - How to Run the Generate Invoices Job

    1. Click to read the How to Run the Generate Invoices Job KBA

  2. KB0032314 - How to Create a PPM Contract in Order to Bill External Customers (Procedure C: Invoicing)

    1. Click to read the How to Create a PPM Contract in Order to Bill External Customers KBA
    2. Section: Procedure C: Invoicing

  3. KB0032793 - Creating a Billing Invoice in Project Portfolio Management (PPM) - Creating an Invoice

    1. Click to read the Creating a Billing Invoice in PPM KBA
    2. Section: Creating an Invoice

  4. KB0033818 - Correcting Rejected Invoices

    1. Click to read the Correcting Rejected Invoices KBA

  5. KBA KB0033271 - Creating Credit Memo in Project and Portfolio Management (PPM) Invoice

    1. Click to read the Creating Credit Memo in PPM Invoice KBA

  6. KBA KB0032208 - How to Claim Unidentified Payments (wires, ACHs & checks)

    1. Click to read the How to Claim Unidentified Payments KBA

View a demo of PPM/Contract/Event/Invoice Creation here.

 

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal or call the Finance Help Line at (858) 246-4237.