Track Invoice Payments, Voids & Refunds

Collect External Client Payment (non-UC):

External (non-UC) invoice data is automatically sent from Stratocore PPMS to Aggie Enterprise via integration and an external invoice is created. The Aggie Enterprise Invoice is then sent back to Stratocore PPMS and invoices are e-mailed from Stratocore PPMS to the client automatically. Clients may then pay online via credit card, check, or wire transfer (via Cashier’s Office).
It is the responsibility of the Facility Administration Team to follow up on any unpaid or past due external invoices.

Mark External Invoices Paid (non-UC):

External non-UC invoices are automatically marked paid when the client pays via credit card, check, or wire transfer. The paid status and corresponding payment reference may take up to 24 hours to reflect in Stratocore PPMS.

Collect External UC Client Payment:

It is the responsibility of the Core Facility administration team to complete Intercampus Order Charges to receive payment from other UC customers.

  1. From HOME, select INVOICING tab
  2. Under Other/previous invoices, select the most recently processed invoice
  3. Select IOC Invoice Summary Report
  4. Open the downloaded Excel Report
    • Compare report to invoicing. If a customer did not have an IOC chart string listed, it may not have been captured on the report.
  5. Transfer data from the report to the Campus IOC form and submit per campus instructions

Mark External Invoices Paid (EXT-UC):

After submitting your Campus IOC form, return to Stratocore PPMS and mark your external UC charges as Paid:

  1. From HOME, select INVOICING tab
  2. Click Track invoice payment from invoices in this core facility at the bottom of the page
  3. Select view/edit for the invoice to review
  4. Under Payment, click mark as paid
  5. Under Payment reference, click edit and enter intercampus journal ID (IOC) and select Save

 

 

 

Process External Invoice Void, Write-Off, Refund, or Credit Memo:

Information relating to these special invoice events is recorded in Stratocore PPMS for reference. However, the action must be completed in Aggie Enterprise.

  1. From HOME, select INVOICING tab
  2. Click Track invoice payment from invoices in this core facility at the bottom of the page
  3. Select view/edit for the invoice to review and identify the Aggie Enterprise Invoice Number
    In Aggie Enterprise:
  4. Log in and navigate to the appropriate Aggie Enterprise Invoice Number
  5. Initiate a void, write-off, refund, or credit memo (whichever appropriate) and record the Aggie Enterprise Document Number
    • Reference AE training for specific instructions
  6. In PPMS, under Payment, click mark as paid
  7. In PPMS, under Notes, enter:
    • VOID – “AE Document Number,” user initials and date
    • Write-off – “AE Document Number,” initials and date
    • Refund – “AE Document Number” – “amount,” initials and date
    • CreditMemo -“AE Document Number” -“amount,” initials and date
  8. Select Save