Contract and Invoice Creation

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:

• 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

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

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

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

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

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

• KBA KB0034333: Accounts Receivable (AR) and Revenue Matrix for the Non-SP AR and PPM COA Billing Exception Reports
  • The Simplified AR and Revenue Matrix file linked from this article references which Unbilled and Billed accounts correspond to the correct Revenue account.

NOTE: When contracts are incorrectly setup, departments are required to go through the following steps to correct any COA mistakes on the contract

Contract Amendments/COA Corrections [MUST BE DONE IN ORDER]:

1. Submit S&S ticket to have customer account switched to "Paper" for preferred invoice delivery method
2. Issue credit memos for all invoices (get them submitted and approved), support portal KB0033271
3. Amend the contract to change the Fund, Project, and/or Contract Owning Organization (Financial Unit) to the correct one and get it approved - Support Portal KB0033499
4. Generate new invoices to mirror old ones by creating new events (get them submitted and approved) - Support Portal KB0032793
5. Submit S&S ticket and provide a list if there are any payments received on old invoices to be transferred against newly created invoice/invoices
6. Submit S&S ticket to know when all of the above have been completed so that the customer account can be turned back on to "Email" for preferred invoice delivery method
7. Continue to invoice for the contract as usual
   • KB0033271 : Creating Credit Memo in Project and Portfolio Management (PPM) Invoice
   • KB0033499 : PPM Contract Amendments
   • KB0032793 : How to Create a Project Portfolio Management (PPM) Billing Invoice in Oracle