Customer Finance Administrator

Customer Finance Administrators are not required to have their own Stratocore PPMS accounts but are encouraged to create an account and request Group Management access.

Without an account, Customer Finance Administrators (who have been listed as a Group Administrative Contact for a Principal Investigator’s group) will receive emails about upcoming charges as well as emails detailing final charges along with a PDF invoice*.

(*PDF invoices are only sent to external non- and for- profit customers.)

Stratocore PPMS Accounts for Customer Finance Administrators

Customer Finance Administrators wishing to see detailed descriptions of upcoming charges or historical charges are encouraged to create a Stratocore PPMS account and request Group Management access.

Group Management

Group managers receive access to:

  • Manage Financial Accounts
    • Grant access to use financial accounts you manage
  • View historical charges
  • View upcoming charges
  • Update financial accounts on upcoming charges*
  • Update default financial accounts of users within the groups you manage

(*To update financial accounts on upcoming charges, you must first set yourself up as a manager of the financial accounts you wish to use.)

To request group management for a Principal Investigator, please contact [email protected]

If you are a Customer Finance Administrator for multiple Principal Investigators using Stratocore PPMS and wish to see details for each PI, please include a list of PI names with your email request.

Manage a Financial Account

Customer Finance Administrators may request to Manage specific financial accounts in Stratocore PPMS. As the manager, you will receive notifications any time someone in Stratocore PPMS requests to charge against this specific account you manage – it is no longer limited to members of your group.

Managing a financial account will also give you access to use the account to update any upcoming charges within your group(s.)

  1. From HOME, select PROFILE tab
  2. Under the Financial Account Information section, scroll down to the third option:
    Request authorization to MANAGE a financial account
  3. Select New account MANAGEMENT request
  4. An Account Number Request page will pop up
  5. Select the appropriate Account Type

    • UC Davis Users
      • Chart of Account (COA)
      • POET (Project Portfolio Management – PPM)
    • External UC: select your specific university
    • External Non & For Profit: select Purchase Order
  6. Click in the “search an account” box beneath Select or create an account and begin typing your financial account number
    • Previously validated numbers will appear in a drop down as you begin typing. Select the appropriate account from the list OR
    • If the account number does not appear in the drop down, select Create a new account to the right of the search box and follow the prompts
  7. Click Save
  8. Confirm by clicking Ok

Grant Users or Groups Access to Financial Accounts you Manage

Once you are the manager of a financial account, you can grant users or groups access to charge the financial account:

  1. From HOME, select the GROUP/ACCOUNT MANAGEMENT tab
  2. Under the Financial Account Management section, go to My managed accounts
  3. Select the account you want to grant access to
  4. At the bottom of the page below the section Authorizations of the account xxx, select Create a new authorization
  5. Under Authorization for, select either user or group
  6. Under Select a user/group, select the user or group to grant access to
    • You can filter to the right of the drop down. Filtering by last name is suggested.
  7. Leave all other fields as is
  8. Select Save

Update the Default Financial Account of a User

  1. From HOME, select GROUP/ACCOUNT MANAGEMENT Tab
  2. Under the Groups and Users section, locate the specific user
  3. Select change next to their name
  4. Click in the box below Please enter the new account number for XXX
  5. Select the appropriate account type:
    • UC Davis Users:
      • Chart of Account (COA)
      • POET (Project Portfolio Management – PPM)
    • External UC: select your specific university
    • External Non & For Profit: select Purchase Order
  6. Click in the “search an account” box beneath Select or create an account and begin typing your financial account number
    • Previously validated numbers will appear in a drop down as you begin typing. Select the appropriate account from the list OR
    • If the account number does not appear in the drop down, select Create a new account to the right of the search box and follow the prompts
  7. Click Save, Click Ok to confirm
  8. Select Submit account number modification request

View Historical Invoices

  1. From HOME, select GROUP/ACCOUNT MANAGEMENT Tab
  2. Under the Invoices section, you will see a list of Final Invoices
  3. Select the Invoice you wish to review

View Upcoming Charges

  1. From HOME, select GROUP/ACCOUNT MANAGEMENT Tab
  2. Under the Financial transaction review section, select Financial transaction review
  3. A list of upcoming charges will populate
    • This list will default to upcoming charges that have yet to be approved. If you have already approved some upcoming charges, you can change the view to My approved transactions at the top.

Approve Upcoming Charges

Though it is not required, you may choose to approve any upcoming charges for your group(s.)

  1. After following steps to View Upcoming Charges, select the lines you want to approve
  2. At the bottom of the page, select Approve selected transactions as-is
  3. Select Confirm

Change Financial Account for Upcoming Charges*

(*To change the financial account for upcoming charges, you must first make yourself a manager of the financial account you wish to use.)

After reviewing the upcoming charges, you may notice some charges going to the wrong financial account. To update the accounts:

  1. Select the lines you want to update the accounts for (Can only update for one financial account at a time. Repeat process as necessary for different financial accounts.)
  2. Select the option Change account for selected transactions
  3. Select the new account to use from the dropdown of accounts you manage
    • If you wish to split the charges, select the Add account (for splitting the charge)
    • Select the additional account to use from the dropdown of accounts you manage
    • Adjust the split percentage as needed (must total 100%)
  4. Select Proceed