The purpose of this guide is to give Provider Unit Administrators instructions on how to edit/correct an Internal Billing Invoice that has been submitted.

• There are two main types of errors discussed in this guide:
  • Managing Invoice Errors in Oracle: These are errors that prevent an Invoice that is in Oracle from processing fully.  You will correct these errors in Oracle by selecting the Invoice and making edits.  Here is a link to Common Internal Billing Invoice Errors.
  • Spreadsheet Upload Errors: These are Errors that prevent an Invoice that was created in a Spreadsheet from uploading to Oracle.  Until these errors are corrected, the Invoice will not appear in the Manage Invoices section in Oracle. Here is a link that shows you How To Search For and Correct Spreadsheet Upload Errors.          
• The ability to use certain methods to edit an Internal Billing Invoice will be restricted depending on the State of the invoice.
  • Paid – May not be able to make changes.  Best practice is to create a Credit Memo to cancel out original invoice and then submit a new, corrected invoice.
  • Approval Queue - If the invoice is in an approvers queue (i.e. a Project Manager), you will not be able to edit the invoice.  If changes need to be made, the best practice is to reach out to the approver and ask them to Reject the invoice.

 

• Provider Unit: This is the Unit that provided the good or service.  In the transaction, the Provider Unit line will have an Account segment that is Revenue and begins with 60xxx.
• Provider Unit Administrator: This is a UChicago employee that is authorized to create Internal Billing Invoices and Chargebacks.
• Receiver Unit: This is the Unit that received the good or service.  In the transaction, the Receiver Unit line will have an Account segment that is Expense and begins with 80xxx.

 

1. Quick Reference Videos
2. Common Internal Billing Invoice Errors
3. How to Search for Rejected Invoices
4. How to View Invoice Details
5. How to Correct an Internal Billing Invoice - Edit Distributions
6. How to Correct an Internal Billing Invoice - Canceling a Line
7. How to Search For and Correct Spreadsheet Upload Errors
8. Identify who created an Internal Billing Invoice

 

Overview of Editing an Internal Billing Invoice (4 minutes)

Overview of the Correct Import Errors Spreadsheet (2 minutes)

 

The following is a list of common errors that occur with Internal Billing Invoices, and actions that should be taken to correct them:

Account Segment of COA not using 60xxx for Revenue or 80xxx for Expense

• Change Account Segments of the COA to a number that starts with 60xxx for the Revenue line and 80xxx for the Expense line. Note that the last three (3) numbers should be the same for each (Example 60700 and 80700).

Expenditure Date out of range for a Project (POETAF)

• Contact Project Manager to get an updated POETAF string or change Expenditure Item Date within the POETAF String to add date that is within the range of the Project.

Invalid Distribution Set

• When using a POETAF string, Distribution Set should be set to Project Related so that the Distribution Set field (COA) is no longer a required field.

Invalid Precision in Lines Amount

• There may be additional digits in the amounts (Example: $0.533). Oracle only allows 2 digits after a decimal.

Invalid Supplier

• Either the Supplier Number or Supplier Name is incorrect. Please choose the correct values by double clicking on the Supplier Name and/or Supplier Number cell for that invoice.

Invalid Supplier Site

• Change Supplier Site to Main (Note that this is a case-sensitive input when using Spreadsheet Upload).

Invoice Amount Does not match Invoice Lines

• Change Invoice Amount to $0.00 in the Invoice Header section.

No Award or Funding Source found

• The Contract Number (Award Number) is not entered on POETAF or the Contract Number entered is no longer active. Update the POETAF information accordingly. If the updated information is not known, contact the Project Manager.

Project Cost Validation failure

• There is an issue with at least one of the segments of your POETAF string.  It could mean that you need to use a new Contract Number or that the Expenditure Item Date is out of Project's life. You will need to update the Project Number, the Expenditure Item Date, or another segment of the POETAF. Contact the Project Manager if additional direction is needed.

None of the above

• Please create a ticket through ServiceNow for resolution.

 

1. Navigate to the Payables module.
2. Select Manage Invoices.

3. Select Advanced.
   1. Note: The button will change to Basic once selected.
4. Select Add Fields drop down.
5. Select Approval Status.

6. Select Rejected from the Approval Status field.
   2. Note: You must enter other criteria, including at least one category that has “**” next to the Field Name, before selecting Search.
7. Select Search.
   1. Note: Depending on how broad or narrow your search criteria is, you may receive a warning message that your search criteria may affect performance. Select Yes to continue.

 

Once you have selected an invoice, follow these steps to view the Invoice Details.

• For more information about Invoices, also see the Knowledge Base Article Understanding Invoices.

 

1. Review Approval and Notification History in the Holds and Approvals tab.
   1. Action column indicates the result of the Workflow Step.
   2. Action Date column indicates when the Action occurred.
   3. Approver indicates who initiated the Action.
2. Review Holds in the Holds and Approvals tab.
   1. Name column indicates the category of error that resulted in a Hold.
   2. Reason column provides description of the error from the Name column.
   3. Held By column indicates who created the Hold.

 

Once you have identified the error, follow these steps to correct the error(s) by editing the Distributions.  You can also make edits by Cancelling Invoice Lines that are incorrect and entering new lines.

 

1. Select the Actions dropdown menu.
2. Select Edit.

3. Select the Chevron next to Lines to open the Lines Items for the invoice.

4. Highlight the Line you need to Edit.
   1. Note: The line will highlight in Blue once selected.
5. Select the Distributions button.

6. Confirm you are editing the correct Line.
7. Highlight the Distribution Line.
   1. Note: The line will highlight in Blue once selected.
   2. Note: If you forget to highlight the line, you will get an error message that states: This invoice action isn't applicable for the invoice distribution in its current state.
8. Select the Reverse button.
   1. After selecting the Reverse button, a second line will appear with an amount that is the negative of the original line (Example: The Amount below is $150, so the new line will be -$150).

9. Select the “+” button to add another line to this Distribution.
10. Enter the correct Amount and/or Distribution Combination (aka Chart of Accounts/COA) into the new Line that appears. 
    3. Note: If a POETAF string was used, scroll the right and add that information there.
    4. Note: In this example, the Account segment was wrong, so I changed from 73300 to 80200.
11. Select Save and Close.
    2. Note: The original Distribution Combinations will still appear on the main page after you have saved your changes.  However, the Distribution Combinations entered in the Distributions window will override when processed.
    3. Note: If you have made changes to the Amount, you will also need to change the Amount in the main invoice section.

12. Select the Invoice Actions dropdown menu.
13. Select Validate.
14. Confirm that the Hyperlink next to it reads Validated.
15. Select Save and Close.

 

Once you have identified the error, follow these steps to correct the error(s) by Canceling a Line and then adding a new Line with the correct information.  You can also make edits by Editing the Distributions.

 

1. Select the Actions dropdown menu.
2. Select Edit.

3. Select the Chevron next to Lines to open the Line Items for the invoice.

4. Highlight the Line you need to Edit.
   1. Note: The line will highlight in Blue once selected.
5. Select the Cancel Line button.
   1. Note: After selecting Cancel Line, the Line will remain on the invoice, but the Amount and Quantity will be Zero (0.00).

6. Select the “+” button to add a new line to replace the one you just Cancelled.
   2. Note: The new line will appear at the top. 

7. Enter the correct Line Information in the newly created Line (Amount, Distribution Combination, etc.).

8. Repeat Steps 4-7 for any other Lines that need to be corrected.
9. Select the Invoice Actions dropdown menu.
10. Select Validate.
11. Confirm that the Hyperlink next to it reads Validated.
12. Select Save and Close.

 

If you can not find your Invoice(s) that you created using ADFDI (Spreadsheet Upload) when searching for it in Manage Invoices, there may have been an Upload Error.  Follow these steps to search for and correct Spreadsheet Upload Errors.

 

1. Navigate to the Payables Module.
2. Select Invoices.

3. Select the Taskbar.
4. Select Correct Import Errors.
   1. This will trigger the download of a new CorrectImportErrors spreadsheet.
5. Open the downloaded ADFDI Spreadsheet (Excel) from the Downloads icon in the upper right corner.

6. Select Yes in the Connect window.
   1. Note: This will trigger an Oracle Login window.
   2. If you are not prompted to long into Oracle, follow these instructions to install (or update) ADFDI to your computer.
7. Select Company Single Sign-On.
   2. Error Details for all invoices that you have viewable access to will be displayed.
   3. The Error Details are separated into two (2) sections:
      1. Invoice Headers are at the top.  There will be one row for each Invoice that has an Import Error in this section.
      2. Invoice Lines are at the bottom.  Each line of the invoices listed in the Invoice Headers section will be represented by a separate row in this section.
8. Select the Search icon at the top.
9. Select Show More in the upper right corner to reveal additional search options.
   1. Note: Button will change to Show Less after selecting.
10. Enter Search Criteria to narrow the search results.
    1. Note: The default search shows only the first 100 Invoices and 2000 total Invoice Lines.  You can amend this by selecting the Number of Invoices and Total Number of Invoice Lines fields.
11. Select Submit.

12. Select OK from the Confirmation window.

 

The report is organized into Two Sections (view a 2-minute overview video of this report here):

• • Invoice Headers (top): There is one Row for each Invoice that failed to import into Oracle.  The Import Errors column (Column H) indicates what type of error caused the Invoice to fail.
  • Invoice Lines (bottom): There is one Row for each Invoice Line contained in each Invoice listed in the Invoice Headers section.  The Import Errors column (Column G) indicates what type of error, if any, needs to be corrected.

13. Based on the Errors listed in the Import Errors columns (Column H for Invoice Headers and Column G for Invoice Lines), make corrections in the spreadsheet.  Here are some examples:
    3. Duplicate Invoice Number (Invoice Header): Double click on the Delete column (Column D).
       1. Note: Just saving the report, using the Save icon from the Correct Import Errors menu (located between Save and Submit Invoice Import and Search) will delete the Invoice, allowing the other Invoice of the same Invoice Number to process.
    4. Duplicate Line Number
       1. Verify if the Invoice Number is already used for that Invoice Number.  If it is a duplicate, either update the Invoice Line Number or delete the Invoice Line from the exceptions.
    5. Invalid Supplier or Inconsistent Supplier Information (Invoice Header): Update Supplier by double clicking in Supplier column (Column Q) and completing the search.  The Supplier Number and Supplier Site should auto populate.  Confirm that Supplier Site is Main (case sensitive).
    6. Accounting Date is in a Closed or Not Open Period (both Invoice Header & Invoice Lines): 
    7. Invalid Distribution (Invoice Lines): Update the COA or POETAF string.
    8. Project Cost Validation Failure (Invoice Lines): Most common issue is the Expenditure Item Date is not within the parameters of the Project. Update Project Information column (Column EE) with complete POETAF information.
       1. It is a good idea to also check the Distribution Set column (Column AC) and select Project Related, which eliminates the need for the Distribution Combination field (Column AD) to be completed.
    9. Insufficient Project Information (Invoice Lines): The POETAF is missing at least one value.  Update Project Information column (Column EE) with complete POETAF information.
       1. It is a good idea to also check the Distribution Set column (Column AC) and select Project Related, which eliminates the need for the Distribution Combination field (Column AD) to be completed.
14. Select Save and Submit Invoice Import at the top.
15. Leave On failure, continue to upload subsequent rows checked and select OK.
16. Complete the Import Payables Import window.
    2. Business Unit: University Internal Billing
    3. Source: Spreadsheet
    4. All other fields are optional.
17. Select Submit.
    2. Note the Request ID number.  You will need this number in Step 27.
18. Select OK in the Confirmation window.

19. Navigate to Oracle.
20. Select Tools.
21. Select Scheduled Processes.

22. Select Schedule New Process.
23. Search for Import Payables Invoice Report.
24. Highlight Import Payables Invoice Report line.
25. Select OK.

26. Select OK in the Schedule New Process window.

27. Enter the Request ID from Step 17.
28. Select Submit.

29. Select OK from the Confirmation window.
30. Select Chevron next to Search to open the Search area.
31. Enter Import Payables in the Name field.
32. Select Search.
33. Select Refresh icon until Import Payables Invoices Report shows a Status of Succeeded.
34. Select the row Import Payables Invoices Report.
    1. Row will highlight in Blue.
    2. Note: this will have the same Process ID from Step 17.
35. Select the icon next to Republish.

36. Select the Gear icon in the upper right corner.
37. Select an Output Type (Excel is recommended).
    4. The first tab of the report (if Excel was used) is the Payables Open Interface Audit Report, which will provide details of invoices imported successfully.
    5. The second tab of the report (if Excell was used) is the Payables Open Interface Rejections Report, which will provide details of invoices that were rejected.  You can fix these invoices by re-importing them using the Correct Import Errors ADFDI spreadsheet.

38. Select the Report from your Downloads icon in the upper right corner.

39. Once you have verified the invoices have been imported, you may navigate to Manage Invoices within the Payables module to view the invoices and confirm if any additional verification steps need to be taken.

 

1. Navigate to Reporting Hub.
2. Select Oracle Central Finance Reporting Hub.

3. Select Internal Billing Report.

4. Enter search criteria.
   1. Note: Fiscal Year defaults to 2024. Make sure you update the Fiscal Year to the Fiscal Year that the invoice you are researching was issued during.
5. Select Apply.

6. Scroll to the right.  The third to last column is Invoice Created By.