Office of Research Invoicing for Core Finance Administrators - Office of Research

Invoicing for Core Finance Administrators

The invoice process should be completed a minimum of once per month to ensure timely billing of work completed. All charges must be invoiced no more than 90 days after the session or completion date.

Create a Draft Invoice:

A draft invoice will include all sessions, trainings, and services not yet invoiced, up to the date specified.
Reservations and Orders which are not yet complete will not be included.

  1. From HOME >> INVOICING tab
  2. Select the date up to, but not including, which you would like to include charges for the billing cycle
    • Do not select a date in the future
  3. Only if necessary, check the relevant boxes under Invoice options to recalculate any data (only use if the facility has made a correction or updated data in PPMS)
    • Optional: Check Recalculate Prices to recalculate the amounts in the invoice with the current price rules. Otherwise, price rules active at the time of booking/ordering will be used
    • Optional: Check Recalculate Account Numbers to recalculate the account numbers to use for the invoice. Otherwise, account numbers selected at the time of booking/ordering will be used
    • Optional: Check Recalculate Groups to recalculate the groups for the invoice. Otherwise, the group designated at the time of booking/ordering will be used
    • Optional: Check Recalculate Affiliations to recalculate the affiliations for the invoice. Otherwise, the affiliation indicated at the time of booking/ordering will be used
  4. Click “Create a draft invoice”
    • If necessary, note any user and billing account which is “not valid”
    • Check the box next to any “not valid” invoice lines and click Postpone the selected lines to the next invoice
    • Follow up with the client and facility staff and instruct them to update the billing account number associated with the “not valid” line (order/booking/etc.)
    • After the billing account number is updated, during the next invoicing cycle, be sure to check the Recalculate Account Numbers box. Only orders/bookings that were made using the default account will be updated.  Those that specifically chose an account number will remain the same.
  5. Review the invoice lines and check the box next to any items you would like to Postpone to a future invoice cycle. Then, click Postpone the selected lines to the next invoice
  6. Check the “select all” box and click Send this invoice by email and select the group PI/director, group administrative contact, and group manager
  7. Check the Add a message in the invoice box and click Send
    • Message text may be updated before clicking send

 

Cancel a Draft Invoice:

You may cancel the entire draft invoice at any time prior to validating. To do so, navigate to the Invoicing tab and click “Cancel this draft.”

Validate an Invoice:

Validation should occur after 2 days, or once all of the invoices have been accepted.

  1. Frome HOME >> INVOICING tab
  2. Click on the invoice draft
  3. If necessary, check the box next to any disputed invoice lines and click Postpone the selected lines to the next invoice
  4. Click Validate this draft invoice
  5. Confirm OK (this cannot be undone and will trigger the automated journal files)

 

Failed Transactions:

If any external transactions fail, the PPMS Admin team will send you a list of these transactions to correct any errors.

Collect External Client Payment (non-UC):

External (non-UC) invoice data is automatically sent to KFS via integration and a KFS external invoice is created. The KFS Invoice Number is then sent to PPMS and invoices are e-mailed from PPMS to the client automatically. Clients may then pay online via credit card, check, or wire transfer (via Cashier’s Office).

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 PPMS.

Collect External Client Payment (Ext-UC):

  1. From HOME >> 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 Account number, retrieve the financial account number (IOC Chart String) associated with the invoice
  5. Collect payment as per existing (non-PPMS) process using the Campus IOC form

Mark External Invoices Paid (EXT-UC):

  1. From HOME >> 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 click Save

 

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

Information relating to these special invoice events is recorded in PPMS for reference. However, the action must be triggered in KFS.

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