The following guide provides a Provider Unit Administrator step-by-step instructions that is billing transactions with UCM to:

• Create an invoice in the Receivables work area.
• Create multiple invoices via FBDI.
• Review university-specific accounting (receivable line/revenue line) and UCM-specific.

Keep in Mind

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

A Chargeback is an invoice used to record billing transactions for goods/services between the University and UCM. Chargebacks can flow in either direction where a chargeback that is created in the UChicago Oracle instance is an Oracle Accounts Receivable (AR) Invoice gets interfaced as a UCM AP invoice and a chargeback that is created in the UCM Oracle instance is an Oracle AR invoice that gets interfaced as a UChicago AP invoice.

A File-Based Data Import (FBDI) is a spreadsheet that can be used to load specific data or transactions in mass.[DW1] 

 

1. Login using Company Single Sign-On to access your Oracle account.

 

2. Select Receivables
3. Select Billing

4. Select the Taskbar
5. Select Create Transaction

• Note: Steps 4 & 5 can be avoided by selecting "Create Transaction" from below "Quick Actions," rather than "Billing" from below "Apps"

6. Populate the required fields under General Information and Customer.  The following fields must be filled out as follows:

• Transaction Class: Invoice (may be pre-populated)
• Business Unit: Funds Flow and Intercompany Transactions
• Transaction Source: Manual
• Transaction Type: FFIT Invoice
• Bill-to-Name:  University of Chicago Medical Center
  • Note: This will populate Ship-to Name, Payment Terms (Immediate), Bill-to Site, and Ship-to Site.

7. Select the Show More hyperlink next to the general information.

8. Select Customer Tab to verify the Account Number, Ship-to, and Site Information has properly populated.

9. Select Payment Tab to verify Payment Terms indicates "Immediate" and that Remit-to Address has populated.

10. Select Miscellaneous Tab to verify the Legal Entity information has properly populated.

11. Enter Description, Quantity, and Unit Price.
    • Note: Unit Price should be a positive number.  Amount will auto-populate once both Quantity and Unit Price are entered.

12. Select Save
    • Note: Invoice / Transaction Number will auto-populate upon selecting Save.

13.  Select the Icon under the Details field header for this line.

14.  Select FFIT UCM COA Value from the second Context Value text box.
    • Note: Leave the first Context Value text box blank.  UMC COA indicates that you will be entering the COA values for the Medical Center.  The UChicago COA value will be entered in a later step.

15.  Populate each of the UCM COA fields.
    • Entity UCM, Cost Center UCM, Fund UCM, Purpose UCM, and Site UCM are determined by the Receiver (UCM). 
    • You, as the Provider Unit Administrator, will determine the proper Account UCM. 
    • The Account UCM will begin with 81XXX.  The last three (3) numbers of the Account UCM must match the last three (3) numbers of the Account value entered in the Revenue portion of the UChicago COA string, which will begin with 61XXX.
    • Unlike UChicago COA value, the COA Value Title does not populate on webpage next to the value.  Accordingly, it is recommended that you use the Drop Down and Search function to make sure that the values entered are appropriate.
16. Select Save and Close once all UCM COA values have been entered.
    • After selecting Save and Close, the Actions menu will replace the Line Selection menu to the right of the Save button.
17. Select Save.
    • Note: If you don't select Save after selecting Save and Close, a warning message will populate in the next step.  If this happens, you may select Yes to move forward.
18. Select Edit Distributions from the Actions menu.
19. Select the COA Widget for the Receivable line.
    • Note: A string of COA value will be pre-populated but will nearly always need to be edited.
20. Review and update all fields with appropriate Receivables COA strings, and then select OK.
    • Entity, Organization, and Fund should be the same for Receivable line and Revenue line.
    • Program, Activity, Site, Affiliate, and Future should be the same for both Receivable and Revenue lines but may be "Unspecified."
    • Account will be "12635 – AR Due from FFIT Intercompany" on the Receivable line.
    • Purpose will be "010 Balance Sheet" on the Receivable line.
21. Select the COA Widget for the Revenue line.
    • Note: A string of COA value will be pre-populated but will nearly always need to be edited.
    • 
22. Review and update all fields with appropriate Revenue COA strings, and then select OK.
    • Entity, Organization, and Fund should be the same for Receivable line and Revenue line.
    • Program, Activity, Site, Affiliate, and Future should be the same for both Receivable and Revenue lines but may be "Unspecified."
    • Account will begin with "61XXX," with the last three (3) numbers matching the last three (3) numbers of the UCM COA Account number, on the Receivable line.
    • If the Fund segment begins with 346XXX (Recharge – XXXX), as shown below, the Purpose must be 820 (Recharge Operations).Once COA strings for both Receivable and Revenue lines have been updated, Select Save and Close.
23. Once COA strings for both Receivable and Revenue lines have been updated, Select Save and Close.
24. Select Complete and Review from the Complete and Create Another drop-down menu.
    • Note the Invoice / Transaction Number will auto-populate & the Status field will update from Incomplete to Complete.
    • Note this Chargeback will not be transmitted to UCM until the Chargeback is marked as Complete.
25. Select Save and Close from the Save drop-down menu.

           

 

This completes the "manual" process to Create a Chargeback.  Review the next section for instructions to create multiple Chargeback Invoices via File-Based Data Import (FBDI). 

 

1. Open the AutoInvoiceTemplate_FFIT_Batch Excel document.

Notes:

1. • You may save a copy this document for future use.
   • Make sure to delete any additional tabs that may create to the right of AR_INTERFACE_CONTS_ALL.
   • Header colors indicate:
     1. Yellow - Must be completed/updated by PUA.
     2. Orange – Must be completed/updated by PUA and copied to both RA_INTERFACE_LINES_ALL and  RA_INTERFACE_DISTRIBUTIONS_ALL tabs.
     3. Green – Must be populated but are the same for every transaction so they may be simply copy/pasted.
     4. Blue (may be hidden) – System will auto-generate these values so they may be left blank.
2. Populate required fields (Yellow and Orange headers) in the RA_INTERFACE_LINES_ALL tab.
   • There will be one (1) line per invoice in this tab.
   • Unique Transaction and UCM COA columns ("AM - AV") in the RA_INTERFACE_LINES_ALL tab must equal their corresponding columns ("H – Q") in the RA_INTERFACE_DISTRIBUTIONS_ALL tab.
   • All of these fields correspond to identical entries from the Manual version above.
3. Populate required fields (Yellow and Orange headers) in the RA_INTERFACE_DISTRIBUTIONS_ALL tab.
   • There will be two (2) lines per invoice in this tab.
   • The Revenue line is the top line and the Receivable line is the bottom (the order was reversed in the Manual version)
   • All of these fields correspond to identical entries from the Manual version above.
4. Select the Generate CSV File button in the Instructions and CSV Generation tab.
   • 
5. Select Save.
   • Save this document to your Desktop or other Hard Drive folder rather than a cloud-based folder, such as Drive.
   • You may keep the same Zip File name (ArAutoinvoiceImport.zip).  Your computer will overwrite an old file, if you have one, with the new one.  You may want to save a copy of the Excel doc for your records, which can be done in cloud-based folder.
6. Log back into Oracle.  Use Company Single Sign-On to do so.
7. Select Tools.
   • Note: You may have to scroll to right on the Menu Bar
8. Select Scheduled Processes.
   • 
9. Select Schedule New Process.
   • 
10. Select the Drop-Down icon and then Search.
    • 
11. Populate Load Interface File for Import and select Search.
12. Select Load Interface File for Import and then select OK.
    • 
13. Select OK again.
    • 
14. Select the Import Process Drop-Down icon and then select Search.
    • 
15. Populate Import AutoInvoice and then select Search.
    • Note: Make sure the "I" in AutoInvoice is capitalized
16. Select Import AutoInvoice and then select OK.
    • 
17. Select the Data File Drop-Down icon.
18. Select Upload a New File.
    • 
19. Select Choose File and
20. Choose the ArAutoinvoiceImport.zip file generated from the FBDI template in Steps 4 & 5, and then select Open (you can also just "double click" on ArAutoinvoiceImport.zip instead of selecting Open).
21. Select OK.
    • 
22. Select Submit.
    • 
23. Select OK from Confirmation window.
24. Select the Refresh icon until Load File to Interface indicates a Status of Succeeded.
25. Select Schedule New Process.
    • 
26. Select Drop-Down icon and then select Search.
    • 
27. Enter Import AutoInvoice into Name, then select Search.
28. Select Import AutoInvoice, then select OK.
    • 
29. Select OK.
    • 
30. Complete the required Parameters under Basic Options
    • Business Unit: Funds Flow and Intercompany Transaction
    • Transaction Source: FFIT_Batch (Note: Bulk Upload may auto-populate, requiring you to change to FFIT Batch)
    • Default Date: Will auto-populate to today's date
31. Select Submit.
    • 
32. Select OK in the Confirmation window.
33. Select the Refresh icon until the Import AutoInvoice: Execution Report process indicates a Status of Succeeded.
34. Highlight the Import AutoInvoice: Execution Report process line and then select Republish.
    • 
35. Select the Gear Icon and then Export to your preferred report format to view the output.
    • 

Note: The report will show if any of your invoices were rejected and give a count of the number of Successfully Processed invoices.

 

40. • 1. 1.  

 

 

1. Login using Company Single Sign-On to access your Oracle account.

 

2. Select Receivables
3. Select Billing

4. Select the Taskbar.
5. Select Manage Transaction.

6. Fill in Search Criteria and then select Search.

7. Select the Transaction Number hyperlink.

8. Select Actions and then View Accounting.

9. Review the UChicago COA information.

Notes:

• Entity, Organization, and Fund COA strings are the same for both Receivables and Revenue lines.
• Receivables line Account COA should be 12635.
• Receivables line Purpose COA should 010.
• Revenue line Account COA is always 61XXX, with the last three (3) numbers equal to the last three (3) numbers of the UCM Account COA.