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Contract and Invoice Creation

Last Updated: March 10, 2026 2:46:15 PM PDT
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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

Please review the demos provided in the last drawer for training videos covering the entire PPM process.

For departments requiring training for new personnel with 3 or more attendees, 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 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 (Receivables) 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: Billing module (for Receivables) 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 (Receivables) invoices are better suited to your needs, 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 new one must be created in CIPERB [you must have appropriate user roles to access application - please reference this Blink page for clarification])
  • 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

 

The following flowchart depics the Billing Process of CIPERB vs. Oracle:

Billing Process flowchart of CIPERB vs. Oracle

Oracle Customer Accounts

The following links provide information for Oracle Customer Accounts:

  1. KB0032171 - Customer Accounts in Oracle/CIPERB
  2. KB0035096 - How To Use The CIPERB Application For Customer Accounts in Oracle
  3. KB0032971 - How to Search for a Customer

The CIPERB: Customers, Invoices, Project Expenses Report & Billing application has replaced the former ticket system of requesting new/amended customer accounts as of July 1, 2024. 

Launch CIPERB: Customers, Invoices, Project Expenses Report & Billing

Oracle Projects

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
  2. KB0033764 - How to Request PPM Project Budget and Contract Manager JR Role
  3. KB0033755 - How to Request Roles for Billing Customers in PPM or AR (Standard Roles)
  4. KB0033600 - How to Resolve PPM Contract Creation Error Messages (OKC-195742 and OKC-196156)
  5. KB0033499 - PPM Contract Amendments

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)
  2. KB0032793 - How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle (Creating an Event)
  3. KB0033499 - PPM Contract Amendments

Invoices

The following links provide information for Oracle Contract Invoices:

  1. KB0033947 - How to Run the Generate Invoices Job
  2. KB0032314 - How to Create a PPM Contract in Order to Bill External Customers (Procedure C: Invoicing)
  3. KB0032793 - How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle (Creating an Invoice)
  4. KB0033818 - Correcting Rejected Invoices
  5. KB0033271 - Creating Credit Memo in Project and Portfolio Management (PPM) Invoice
  6. KB0032208 - How to Claim Unidentified Payments (wires, ACHs & checks

Additional Resources

Additional resources are available to ensure contracts are created with the correct data needed for proper accounting practices.

  • Chart of Accounts Panorama in the BAH is designed to help you explore the UCSD Chart of Accounts and hierarchies:
    • COA Information
    • Entity
    • Standard Fund Hierarchy
    • FinU (Financial Unit)**
    • Standard Account Hierarchy
    • Function
    • Program
    • Location
    • Project
    • Activity
    • Interentity
    • Managerial Reporting Account Hierarchy
    • Managerial Reporting Fund Hierarchy
**CONTRACT OWNING ORGANIZATION will determine which FinU in your contract Chart of Accounts string will be assigned.
Please review the "FinU Hierarchy L5 code" and the "FinU Hierarchy L5 Description" [see screenshot below]

COA-L5-Description.png
  • KBA KB0034333: Accounts Receivable (AR) and Revenue Matrix for the Non-SP AR and PPM COA Billing Exception Reports

 

 

Correcting COA Errors on PPM Contracts

Important: When a contract is set up incorrectly, departments must complete the following steps in order to correct Chart of Account (COA) elements on the contract.

Contract Amendments / COA Corrections – Required Process

  1. Issue Credit Memos for All Existing Invoices
    All invoices issued under the incorrect contract must first be credited. Ensure the credit memos are submitted and fully approved.

    Reference:
    KB0033271 – Creating a Credit Memo in Project and Portfolio Management (PPM) Invoice

  2. Duplicate the Existing Contract
    Create a duplicate of the contract and update it with the correct COA elements, which may include:

    • Revenue Account

    • Fund

    • Customer Account

    • Contract Owning Organization (Financial Unit)

  3. Recreate the Invoices on the New Contract
    Generate replacement invoices on the new contract by creating new billing events that mirror the original invoices.
    Ensure the invoices are submitted and approved.

    Reference:
    KB0032793 – How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle

  4. Submit a Services & Support (S&S) Ticket
    If payments were received on the original invoices, include a list of those invoices in your ticket so payments can be transferred to the newly created invoices.

  5. Resume Invoicing on the New Contract
    Continue issuing future invoices under the corrected contract. This process ensures the contract maintains a single chartstring.

Important Notes

  • Each contract must maintain a single chartstring.
    Contracts require an exclusive chartstring to flow through all invoices under that contract.

  • Avoid amending chartstring elements on active contracts.
    Changing chartstring elements—such as Revenue, Fund, Customer Account, or Financial Unit/Organization—on an existing contract can result in multiple chartstrings being issued under a single contract. This often leads to accounting complications and time-consuming cleanup efforts.

  • Use contract duplication for COA changes.
    If chartstring segments need to change for future PPM invoices, duplicate the contract, update the necessary COA elements, and issue invoices from the new contract.

  • Include justification when submitting amendments.
    When submitting contract amendments, always include the reason for the change in the Comments section to help prevent delays or rejections.

Demo & Training Videos

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.