Create and Review FFIT Clinical Practice PSAs


Purpose

The following guide is intended for BSD Purchased Service Agreements (PSA) Specialists who are looking to view or complete any of the following actions:

 

Terminology

Billing Event: A project billing event represents an amount that can be invoiced to a customer, revenue recognized, or both, for a contract line and optionally for an associated project and task. In the context of FFIT Clinical Practice PSAs, Project Billing Events are used to record Revenue due to the University from UCMC when there is not an underlying Expenditure to submit for reimbursement.

 

File-Based Data Import (FBDI): Spreadsheet that can be used to load specific data or transactions in masses.

 

Prerequisite

 

Create a Clinical Practice PSA Billing Event in Oracle (User Interface)

  1. Sign Into Oracle by selecting Company Single Sign-On.

  1. Select Contract Management.
  2. Select Invoices.

  1. Navigate to Manage Events.

  1. Select the '+' icon.        

  1. Populate the appropriate fields:

  1. Scroll down to Additional Information and Select FFIT UCM COA Values for Context Prompt. Populate these fields with the appropriate values.

Note: The information in these fields should be provided by UCMC and the Account UCM field should be using the 81*** ITC Expense Account Value.         

  1. Select Save and Close.          

 

You have now completed the steps to Create a Clinical Practice PSA Billing Event in Oracle (in User Interface)

 

Create multiple Clinical Practice PSA Billing Events in Oracle (via FBDI)

  1. Open the Create Billing Events Template FBDI Document.

Note: You should be sure to use the most up to date version of the FBDI template that can be downloaded from Oracle. Oracle has quarterly updates so these templates may change.

  1. Navigate to the Project Billing Events tab.              

  1. Populate only the following columns for each row you are importing:

*The data entered in these fields needs to be identical to how the data is entered in the system.           

  1. Save the file with a unique name somewhere on your computer. Close the document and reopen it from your laptop. Navigate to the Instructions and CSV Generation tab.
  2. Select Generation CSV File and save this file somewhere on your computer.

Note: If you do not open the file from your laptop before attempting to generate the CSV file, you will get an error.

  1. Select OK.          

  1. Open Oracle in your browser and log in using Company Single Sign-On.       

  1. Navigate to Tools.
  2. Select Scheduled Process.   

  1. Select Schedule New Process.        

  1. Search for Load Interface File for Import.
  2. Select OK.          

  1. Search for Import Project Billing Events from the Import Process Drop-Down.
  2. Select Upload New File from the Data File Drop-Down. 

  1. Select Choose File.       

  1. Select the PjbBillingEventsXface.Zip file generated from the FBDI Template.
  2. Select Open.      

  1. Select OK.            

  1. Select Submit.  

  1. Select OK.          

  1. Select the Refresh button until all scheduled processes have a status of Succeeded.
  2. Select Schedule New Process.        

  1. Search Import Project Billing Events.
  2. Select OK.          

  1. Select Submit.  

  1. Select OK.            

  1. Select the Refresh button until all scheduled processes have a status of Succeeded.
  2. Select on the row labeled Import Project Billing Events: Generate Output Report.           

  1. Select the Process Details tab.
  2. Select the icon to the right of the Republish button.         

  1. In the new window, select on the gear icon.
  2. Select Export and HTML.      

  1. Review the Error Report.         

  1. In Oracle, navigate to Contract Management.
  2. Select Invoices.

  1. Navigate to Manage Events.   

  1. Search for the Billing Events using Business Unit (Funds Flow and Intercompany Transactions) and appropriate Event Type.
  2. Verify the Billing Events have been imported.         

 

You have now completed the steps to Create multiple Clinical Practice PSA Billing Events in Oracle (via FBDI)

 

Create a PPM Invoice and Transfer to AR

  1. Sign In your Oracle account by selecting Company Single Sign-On.   

  1. Select Contract Management.
  2. Select Invoices.

  1. Select Generate Invoices.     

  1. Populate the appropriate information:

  1. Select Detailed from the Generate Ineligible Data dropdown menu.   

  1. Select Submit.  

  1. On the Overview tab, select Released Invoices.
  2. Highlight the invoice and use the Actions dropdown to select Transfer Invoice Details to Receivables.     

  1. Select OK.          

  1. Navigate to Receivables.
  2. Select Billing.    

  1. Select the arrow to the right of Import Exceptions.
  2. Select Import Transactions.  

  1. Populate the appropriate fields:
  1. Submit.

  1. Select OK.          

  1. Navigate to Contract Management.
  2. Navigate to Invoices.   

  1. Navigate to Confirm Invoice Acceptance status in Receivables.       

  1. Select Funds Flow and Intercompany Transactions as the Business Unit.
  2. Select Submit.  

  1. Select OK.          

  1. Select the Released Invoices tab.
  2. Confirm the status of the invoice is Accepted.        

  1. Navigate to Receivables.
  2. Select Billing.    

  1. Navigate to Manage Transactions. 

  1. Enter Funds Flow and Intercompany Transactions as the Business Unit, and CONTRACT INVOICES as the Transaction Source.
  2. Select Search.
  3. Confirm the AR Invoice has appeared.        

 

You have now completed the process of Creating a PPM Invoice and Transferring it to Accounts Receivable.

 

Reviewing the Clinical Practice PSA Report

Business Questions:

What are the amounts by Accounting Period?

What are the amounts that have been incurred?

What are the amounts by Completion Date?

Which Billing Events have been invoiced?

Which Billing Events have revenue generated?

 

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