Purpose
This guide is intended for Payables Cost Corrections Managers who are looking to view or complete any of the below actions.
Actions
· Process a Payables Cost Correction from a Project to COA Distribution
· Process a Payables Cost Correction from a COA Distribution to another COA Distribution
· Process a Payables Cost Correction from a COA Distribution to a Project
· Process a Payables Cost Correction from a Project to a Project
Terminology
· Chart of Accounts (COA): A 10-segment combination of accounts composed of primary segments, secondary segments, and system entries that includes the following:
· Entity: Legal Entity and/or major institutional unit.
· Organization: Identifies the operational or administrative unit; hierarchies support reporting at all levels of the institution.
· Account: Describes the nature of the transaction (e.g., revenue, expense, asset, liability).
· Fund: Tracks spending restrictions and designations to categorize fund balance; detailed values track individual fund.
· Purpose: Used to designate the purpose/mission/ NACUBO classification/ high-level activity.
· Program: Used to capture formal academic or administrative program.
· Activity: Used to understand the costs and/or revenues generated by a particular activity or event.
· Site: Provides the ability to track revenue and expenses by a specific operating location.
· Affiliate: Recording off-set entity on due to and due from entries for cross-entity transactions. No user entry.
· Future: Configured and left blank for future use.
· POETAF: A 6-segment combination that represents the most granular level of detail of a project. It is a combination of project segments that describe the following:
· Project: Refers to the specific project or initiative to which the expenditure is allocated. A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award.
· Task: Specifies the specific activity or task within the project for which the expenditure is incurred. The lowest level of a project used to organize project work into smaller, more easily manageable/reportable units of work such as subawards and participant support.
· Expenditure Type: Defines the nature or category of the expenditure, such as salaries, equipment purchases, or travel expenses.
· Expenditure Organization: Denotes the organizational unit responsible for incurring the expenditure.
· Award: Indicates the funding award or contract associated with the project. An award is the umbrella record that contains comprehensive demographic and financial information for sponsored research agreement.
· Funding Source: An organization that provides funding for a sponsored research agreement.
Policy
In summary, the policy states:
· The Payment Services team is responsible for reviewing and entering expense reports and invoice corrections into the Oracle Accounts Payable module.
· All Cost Corrections require the approval of a member of the receiving Business Entity Approval Group.
· Corrections involving PPM (sponsored projects; clinical research studies, IADF, and capital projects) are made regardless of the dollar amount.
· In addition to the Business Entity Approval Group, corrections to sponsored projects must be approved by URA while corrections to clinical research studies projects must be approved by CRS.
· Corrections not involving a PPM project are made if the:
· Individual error correction exceeds $1,000.
· Correction falls within the same Fiscal Year as when the original transaction occurred.
· All approvals are obtained in ServiceNow.
· Payment Services will process AP corrections received by the 23rd calendar day of each month as part of the current accounting month.
Process a Payables Cost Correction from a Project to COA Distribution
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select Invoices.
3. Select the Search icon.
4. Search for the invoice number from the ServiceNow form.
5. Select Edit from the Actions dropdown menu.
6. Expand the Lines section and select the '+' icon to add a new line.
7. Enter the negative amount of the original project line that is being reversed then select Project/Grant Related – CC Reversal from the Distribution Set dropdown to automatically populate the Distribution Combination.
8. For that same original line being reversed, enter the project details from the ServiceNow form then select the DFF icon in the Details column.
a. Project Number: Project Number for which the cost is being corrected.
b. Task Number: Select the appropriate Project Task.
c. Expenditure Item Date: Date of expense.
d. Expenditure Type: Select the appropriate Expenditure Type relating to the expense.
e. Expenditure Organization: Select the appropriate Organization relating to the expense.
f. Contract Number: Select the Contract/Award Number relating to the expense.
g. Funding Source: Select the Funding Source related to the expense.
9. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
10. Select the '+' icon to add a second new line.
11. Enter the positive amount of the original line that was incorrectly allocated to a project and is now being allocated to a COA. Then enter the Distribution Combination (COA) from the ServiceNow form.
12. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
13. The invoice now includes two new lines. The negative line reverses the cost from the incorrect project. The positive line corrects the cost to the COA distribution. Select Validate from the Invoice Actions dropdown.
14. Once the invoice is validated, select Force Approve from the Invoice Actions dropdown.
15. Select Post to Ledger from the Invoice Actions dropdown.
16. Select View Accounting.
17. Confirm the Account lines are correct.
18. Select Done.
19. Select Save and Close.
You have now completed the steps to Process a Payables Cost Correction from a Project to a COA Distribution.
Process a Payables Cost Correction from a COA Distribution to another COA Distribution
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select Invoices.
3. Select the Search icon.
4. Search for the invoice number from the ServiceNow form.
5. Select Edit from the Actions dropdown menu.
6. Expand the Lines section and select the '+' icon to add a new line.
7. Enter the negative amount and the COA distribution of the original line being reversed that was allocated to an incorrect COA.
8. Select the DFF icon in the Details column.
9. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
10. Select the '+' icon to add a second new line.
11. Enter the positive amount and the correct Distribution Combination (COA) from the ServiceNow form.
12. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
13. The invoice now includes two new lines. The negative line reverses the cost from the incorrect COA distribution. The positive line corrects the cost to the correct COA distribution. Select Validate from the Invoice Actions dropdown.
14. Once the invoice is validated, select Force Approve from the Invoice Actions dropdown.
15. Select Post to Ledger from the Invoice Actions dropdown.
16. Select View Accounting.
17. Confirm the Account lines are correct.
18. Select Done.
19. Select Save and Close.
You have now completed the steps to Process a Payables Cost Correction from a COA Distribution to another COA Distribution.
Process a Payables Cost Correction from a COA Distribution to a Project
Note: If a payables cost correction is requested for an expense report invoice, Payables Cost Correction Manager communicates with Payables Invoice Processor to create zero dollar invoice. The zero dollar invoice includes the negative amount of the original COA distribution line that is being reversed and the positive amount being correctly allocated to a project.
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select Invoices.
3. Select the Search icon.
4. Search for the invoice number from the ServiceNow form.
5. Select Edit from the Actions dropdown menu.
6. Expand the Lines section and select the '+' icon to add a new line.
7. Enter the negative amount of the original project line that is being reversed then enter the Distribution Combination from the ServiceNow form.
8. Select the DFF icon in the Details column.
9. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
10. Select the '+' icon to add a second new line.
11. Enter the positive amount of the original line that was incorrectly allocated to a COA and is now correctly being allocated to a Project. Then select Project/Grant Related – CC Correction from the Distribution Set dropdown to automatically populate the Distribution Combination.
12. For the new correction line, enter the project details from the ServiceNow form then select the DFF icon in the Details column.
a. Project Number: Project Number for which the cost is being corrected.
b. Task Number: Select the appropriate Project Task.
c. Expenditure Item Date: Date of expense.
d. Expenditure Type: Select the appropriate Expenditure Type relating to the expense.
e. Expenditure Organization: Select the appropriate Organization relating to the expense.
f. Contract Number: Select the Contract/Award Number relating to the expense.
g. Funding Source: Select the Funding Source related to the expense.
13. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
14. The invoice now includes two new lines. The negative line reverses the cost from the incorrect COA distribution. The positive line corrects the cost to the correct project. Select Validate from the Invoice Actions dropdown.
15. Once the invoice is validated, select Force Approve from the Invoice Actions dropdown.
16. Select Post to Ledger from the Invoice Actions dropdown.
17. Select View Accounting.
18. Confirm the Account lines are correct.
19. Select Done.
20. Select Save and Close.
You have now completed the steps to Process a Payables Cost Correction from a COA Distribution to a Project
Process a Payables Cost Correction from a Project to a Project
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select Invoices.
3. Select the Search icon.
4. Search for the invoice number from the ServiceNow form.
5. Select Edit from the Actions dropdown menu.
6. Expand the Lines section and select the '+' icon to add a new line.
7. Enter the negative amount of the original project line that is being reversed then select Project/Grant Related – CC Reversal from the Distribution Set dropdown to automatically populate the Distribution Combination.
8. For that same original line being reversed, enter the project details from the ServiceNow form then select the DFF icon in the Details column.
a. Project Number: Project Number for which the cost is being corrected.
b. Task Number: Select the appropriate Project Task.
c. Expenditure Item Date: Date of expense.
d. Expenditure Type: Select the appropriate Expenditure Type relating to the expense.
e. Expenditure Organization: Select the appropriate Organization relating to the expense.
f. Contract Number: Select the Contract/Award Number relating to the expense.
g. Funding Source: Select the Funding Source related to the expense.
9. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
10. Select the '+' icon to add a second new line.
11. Enter the positive amount of the original line that was incorrectly allocated to a project and is now being allocated to a COA. Then enter the Distribution Combination (COA) from the ServiceNow form.
12. For the new correction line, enter the project details from the ServiceNow form then select the DFF icon in the Details column.
a. Project Number: Project Number for which the cost is being corrected.
b. Task Number: Select the appropriate Project Task.
c. Expenditure Item Date: Date of expense.
d. Expenditure Type: Select the appropriate Expenditure Type relating to the expense.
e. Expenditure Organization: Select the appropriate Organization relating to the expense.
f. Contract Number: Select the Contract/Award Number relating to the expense.
g. Funding Source: Select the Funding Source related to the expense.
13. Enter the ServiceNow Request Number in the Descriptive Flexfield and select OK.
14. The invoice now includes two new lines. The negative line reverses the cost from the incorrect project. The positive line corrects the cost to the correct project. Select Validate from the Invoice Actions dropdown.
15. Once the invoice is validated, select Force Approve from the Invoice Actions dropdown.
16. Select Post to Ledger from the Invoice Actions dropdown.
17. Select View Accounting.
18. Confirm the Account lines are correct.
19. Select Done.
20. Select Save and Close.
You have now completed the steps to Process a Payables Cost Correction from a Project to a Project