Contract and Invoice Creation
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.
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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
Oracle Customer Accounts
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KB0032171 - Customer Accounts in Oracle
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Create New Oracle Customer
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Edit Existing Oracle Customer:
Oracle Projects
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KB0033288 - Overview of Project Portfolio Management (PPM) with Attached PPM User Guide
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KB0033940 - How to use PADUA 2.0
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Oracle and Concur Role Request Form - UCSD PPM PADUA Write User JR
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Oracle PPM General Project Request
- Submit an Oracle PPM General Project Request through Services & Support
- Specific to requests of 10 or more new General Projects
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KB0032116 - How to Request New Oracle Projects and Tasks
Oracle PPM Contracts
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KB0032314 - How to Create a PPM Contract in Order to Bill External Customers
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KB0033764 - How to Request PPM Project Budget and Contract Manager JR Role
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KB0033600 - How to Resolve PPM Contract Creation Error Messages (OKC-195742 and OKC-196156)
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KB0033499 - PPM Contract Amendments
Events
The following links provide information for Oracle Contract Events:
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KB0032314 - How to Create a PPM Contract in Order to Bill External Customers (Procedure B: Create an Event)
- Click to read the How to Create a PPM Contract in Order to Bill External Customers KBA
- Section: Procedure B: Create an Event
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KB0032793 - Creating a Billing Invoice in Project Portfolio Management (PPM) - Creating an Event
- Click to read the Creating a Billing Invoice in PPM KBA
- Section: Creating an Event
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KBA KB0033499 - PPM Contract Amendments
Invoices
The following links provide information for Oracle Contract Invoices:-
KB0033947 - How to Run the Generate Invoices Job
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KB0032314 - How to Create a PPM Contract in Order to Bill External Customers (Procedure C: Invoicing)
- Click to read the How to Create a PPM Contract in Order to Bill External Customers KBA
- Section: Procedure C: Invoicing
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KB0032793 - Creating a Billing Invoice in Project Portfolio Management (PPM) - Creating an Invoice
- Click to read the Creating a Billing Invoice in PPM KBA
- Section: Creating an Invoice
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KB0033818 - Correcting Rejected Invoices
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KBA KB0033271 - Creating Credit Memo in Project and Portfolio Management (PPM) Invoice
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KBA KB0032208 - How to Claim Unidentified Payments (wires, ACHs & checks)
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.