Purpose

The following guide provides Provider Unit Administrators step-by-step instructions to create an Invoice or Invoices to record Internal Billing transactions for goods/services between or within University Entities (excludes UCM).

Keep in Mind

The University of Chicago Medical Center (UCM) has a separate Oracle Instance, which means that invoices between UChicago and UCM cannot be processed with the same process as other Internal Billing Invoices.

For Invoices between a UChicago Entity and UCM, please review Create a Chargeback process for step-by-step instructions.

Application Development Framework Desktop Integration (ADFDI) allows users to create multiple invoices using a spreadsheet that can be used to load specific data or transactions in mass.

Quick Reference Videos
Create an Internal Billing Invoice – Oracle Interface
Create multiple invoices – ADFDI Spreadsheet Upload
Set up ADFDI Macros to allow (only must be completed once)

Quick Reference Videos

Create an Internal Billing Invoice – Oracle Interface

Select this video for a Quick Overview of Creating an Internal Billing Invoice.

Select Payables.
Select Billing

Select the Taskbar.
Select Create Invoice.

Note: Steps 4 & 5 can be skipped by selecting Create Invoice from below Quick Actions, rather than Billing from below Apps in Step 3.

Complete Header Information

Populate the required fields in the Invoice Header section. The following fields must be filled out as follows:

Business Unit: University Internal Billing
Supplier: Use Magnifying Glass icon to search for an appropriate supplier.
- Note: In most cases, your Supplier name begins with your 3-digit Entity number.
- Note: If you are a Recharge Unit, your Supplier name will begin with you Recharge number (346xxx).
Number: Use letters, numbers, and/or symbols to create an Invoice Number.
Amount: enter “0” as amount.
Description: Not a required field but it is recommended that you complete this field.

Complete Line Information

Select the Chevron next to Lines, located just below the Invoice Header section.
Enter Amount field for Line 1.
- Note: If Line 1 is the Provider Line (Revenue), the amount entered here is a negative number, which indicates this entry is a Credit.
- Note: If you need to manually add a Line select “+.”
- Note: Description will auto-populate if Description was entered in Invoice Header section.

Select Chart of Accounts (COA) widget to enter COA string.
- Note: This example assumes the Provider Unit (Revenue side) is NOT part of Project. For Project Related Invoice Lines, select Project Related from the Distribution Set column. This will eliminate the Distribution Combination (COA string) column and you will enter the Project Number and POETAF information to the right (see Step 18 for more information).
- Note: COA string can also be entered manually, without using COA Widget.

Enter COA Strings for Provider Unit (Revenue side) of transaction.
- Note: The Account string will begin with 60xxx. The Provider Unit Administrator determines the Account number, even if one was provided by the Receiver Unit (Expense side).

Use the Scroll Bar to view fields to the right.
Enter Quantity and UOM (Unit of Measure) fields.
- Note: Once Quantity is entered, Unit Price will auto-populate, and if Unit Price is changed, Amount will automatically reflect the change.

Select Details icon.
Enter Internal Billing Date of Service.
Select OK.

Select Line 2 to enter Receiver Line (Expense side) information.
- Note: Selecting any field in Line 2 will initiate. You may also select the “+” icon at the top.
Enter Amount.
- Note: This amount will a positive number, indicating that this is the Debit entry.
- Note: If there is only one Debit entry, it must be the opposite of Line 1. If there are multiple Debit entries, the sum of the Debit entries must equal the opposite of Line 1.
- Note: Total in lower right corner should indicate $0.00 after all lines are entered.
Select COA Widget.
- Note for Project Related Entries (see 2^nd image below and/or watch this short video for a quick review): For Project Related Invoices, select Project Related from the Distribution Set column. This will “grey out” the Distribution Combination (COA string) column, and you will enter Project Number, followed by the rest of the POETAF information to the right. Please update the Expenditure Item Date, especially if the Project is a Sponsored Award.
Enter Receiver Unit COA string.
- Note: Receiver Unit should provide the Entity, Organization, Fund, and Purpose.
- Note: Account must begin with 80xxx, and the last 3 numbers must match the last 3 numbers of Provider Unit (Revenue) Account segment COA.

Select Details icon.
Enter Internal Billing Date of Service.
Select OK.

Use Scroll Bar to view fields to the right and enter Quantity, Unit Price, and UOM (Unit of Measure) fields.
- Note: Once Quantity is entered, Unit Price will auto-populate, and if Unit Price is changed, Amount will automatically reflect the change.

Validate and Save

The following steps explain the submission process.
Select Save at upper right corner.
- Note: After you select Save, Not Validated will appear to the left of Invoice Actions and the entry from the Number field appears in the upper left corner as the Invoice Number.

Select Invoice Actions and then select Validate.
- Note: This action will check the Invoice for incompatible COA strings, Amounts from lines that do not add up to $0.00, and other invalid entries.

If Not Validated has changed to Validated, select Save and Close.
- Note: If you have more Internal Invoices to create, you may alternatively select Save and Create Next.

This completes the process to Create an Internal Billing Invoice. Review the next sections for instructions to create multiple Internal Billing Invoices via Application Development Framework Desktop Integration (ADFDI) process.

Create an Internal Billing Invoice – ADFDI Spreadsheet Upload

Select Payables.
Select Billing

Select the Taskbar.
Select Create Invoice from Spreadsheet.
- Note: As the Excel sheet opens, it should ask you to Login to Oracle. If it does not, follow the instructions in the Setup ADFDI Macros for Spreadsheet Upload section of this guide.
- Note: If you are processing invoices that are generally the same each month or quarter, you may save a new copy (“save as”) of the spreadsheet to your desktop or folder and update amounts, Invoice Numbers, etc.

Complete the Invoice Header fields.
- Note: Invoice Header Identifier, Business Unit, Invoice Number, Invoice Currency, Invoice Amount, Invoice Date, Supplier, Supplier Number, and Supplier Site are required fields.
- Note: Copy University Internal Billing from the Business Unit field to all the cells that will be used. This is a required field for both Provider Unit and Receiver Unit rows, but Step 8 will grey out all the Invoice Header fields for the Receiver Unit row. The remaining Invoice Header columns may be copied as well but should not be required.

Complete Line 1 (Provider / Revenue).
- Note: Line Number, Amount, and Distribution Combination are required.
- Note: For POETAF, Unhide columns CT and EK. (Some columns are hidden to decrease scrolling).
  1. Column CT is Distribution Set. Double click into this cell and select Project Related. This will override the requirement to enter a COA string into the Distribution Combination cell (Column CS).
  2. Column EK is Project Information. Double Click into this cell and enter your POETAF information, starting with the Project Number.

Change the 2^nd Row Invoice Header Identifier to match the number of the invoice you are filling out. All of the Header columns will grey out once the Invoice Header Identifier is changed.
- Note: Although greyed out, it is important to populate the Business Unit column with University Internal Billing.

Fill out Line 2 (Receiver / Expense).

Select Create Invoices.
Select Save and Submit Invoice Import.

Select University Internal Billing from Business Unit dropdown menu and then select Submit.

You have now created an Internal Billing Invoice via ADFDI.

Setup ADFDI Macros for Spreadsheet Upload

Important Note: This process assumes that ADFDI has been installed to your computer. If it has not, us the Installing ADFDI (for Excel Spreadsheet uploads to Oracle) guide to install.

The process only needs to be completed once on your computer. If you have already completed this process on the computer you are working on, you may skip to the next process.

Select Payables.
Select Billing

Select the Taskbar.
Select Create Invoice from Spreadsheet.
- Note: You can reuse the same spreadsheet; you do not need to download a new spreadsheet for every session. Save the spreadsheet to your desktop or folder.
- Note: Application Development Framework Desktop Integration (ADFDI) Excel Add-In (adfdi-excel-addin-installer.exe) must be installed. If you have not installed ADFDI already, go to your Navigator > Tools > Download Desktop Integration Installer.