Purpose
The following guide is intended for Clinical Research Finance Managers, CTFG Approval Groups, or CRS Project Managers who are looking to view or complete any of the following actions:
· Verify that deliverable (e.g., patient visit) has been completed and create billing events online or via FBDI spreadsheet upload.
· Generating an invoice in Release Status.
· Processing an invoice through to Accounts Receivable.
Action
· Create Billing Events Online or Via FBDI Upload
· Create an Event Online (Manually)
· Create an Event Via FBDI Upload
· Processing an Invoice through to Accounts Receivable
· Generating Revenue on the Contract
Terminology
· Award: Clinical Research Studies (CRS) Awards are grants, funding, or financial support provided to researchers or medical institutions to conduct clinical trials and studies. All clinical study projects managed by OCR/CTFG will start with "CRS".
· Project: Contains financial and demographic information at a more granular level of detail than the award.
· Contract: Vehicle for processing revenue and invoices according to configured methods and controls.
· Burden Schedule: Tool for calculating and applying F&A or any other rate-based add-on cost.
· Billing Events: 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.
· CRS Billing Event Types:
· Clinical Research Study Auto-Pay Invoice – Utilized when payment from the Sponsor or CRO is prompted by CRC data entered into the sponsor EDC.
· Clinical Research Study Manual Request Invoice – Utilized when payment from a sponsor is dependent upon receiving an invoice from our site.
· Billing Event Description: A short description detailing what items are included within the Billing Event entry submission. Examples include – “Start Up Fee”, “Patient Visits”, or offline invoice number (invoice number that is submitted to the sponsor or CRO via email or online portal. Example of an offline invoice number – Project number -01 (CRS10000005-01), Award# -01 (100000005-01), or FAS#-01 for existing studies (6-36XXX-01).
Create Billing Events Online or Via FBDI Upload
1. Login using Company Single Sign-On to access your Oracle account.
Create an Event Online (Manually)
1. Select Contract Management.
2. Select Invoices.
3. Select the Taskbar.
4. Select Manage events.
5. Select the plus sign to create an event manually.
6. Create an event by entering the following:
a. Business Unit
b. Organization
c. Contract Number
d. Contract Line
e. Description
f. Amount in Bill Transaction Currency
7. Once all items are populated, select Save and Close. Next, navigate ahead to step number 32 to check the billing event was created.
Create an Event Via FBDI Upload
1. Select Grants Management.
2. Select Awards.
3. Select Taskbar.
4. Select Manage Awards.
5. Search Award in the Search bar.
6. Decide which award you would like to create billing events for. Highlight that row. Leave this screen open as a reference for completing the FBDI Template.
7. Go to your email and find the Project Billing Events FBDI Template and open the file. Create Billing Events Template FBDI File linked here.
8. Enter the following information on Line 5:
a. Source Name (Ex.Award_[Initials]1.1)
b. Source Reference Choose any name (Ex.Award_[Initials]1.1)
c. Project Organization: Copy from the Manage Awards page in the lower half of the page displaying project information (Example: 26220-MED Hematology & Oncology)
d. Contract Type: University Clinical Research Studies
e. Contract Number: Copy the award number labeled 'Number' from the on the top of the page (Example: 100000021)
f. Contract Line: '1'
g. Event Type: Clinical Research Study Auto Pay Invoice or Clinical Research Study Manual Request Invoice
i. Note: Event type will either be “Clinical Research Study Manual Request Invoice” when payment from sponsor is dependent upon receiving an invoice from our site, OR “Clinical Research Study Auto-Pay Invoice” when payment from sponsor is prompted from CRC data entered into the sponsor EDC.
h. Description: Enter a short description detailing what’s covered within this particular billing event: Ex)”Start Up Fees”, or “Patient Visits”
i. Completion Date (Date the Billing Event is Created)
j. Bill Transaction Currency: USD
k. Event Amount in Bill Transaction Currency
l. Project Number: Copy the 'Project Number' displayed under the project information at the bottom of the screen (Example: CRS1001252)
m. Transaction Task Number: '1'
9. Enter the following information on Line 6 (Note: Use the same information from the rows above except where noted):
a. Source Name: Choose a corresponding name (Ex. SIT2_[Initials]1.2)
b. Source Reference: Choose a corresponding name (Ex. SIT2_[Initials]1.2)
c. Organization
d. Contract Type
e. Contract Number
f. Contract Line
g. Event Type
h. Description
i. Completion Date
j. Bill Transaction
k. Currency
l. Event Amount in Bill Transaction Currency
m. Project Number
n. Transaction Task Number
Note: To add additional billing events, repeat these steps on lines 7&8, 8&9, etc.
10. Navigate to the first tab at the bottom of the sheet labeled 'Instructions and CSV Generation'.
11. On that page, select the Generate CSV File gray box. Note: if you are unable to select the box, try saving the file to your computer, closing the file, and reopening. When you reopen select 'Enable Content'. Now the Generate CSV box should be accessible.
12. Save the Zip file to an easily accessible location on your computer. Do not change the name of the Zip file.
13. There will be a second file that is created: Select save on the next file. Select OK.
14. Now, back in Oracle Cloud: Select the Navigator on the top left-hand side.
15. Select Tools.
16. Select Scheduled Processes.
17. Select the box that says Schedule New Processes.
18. Select the drop down menu and search for Load Interface File for Import. Select this option and select OK.
19. Under Import Process, select the dropdown menu and select Import Project Billing Events.
20. Select the arrow next to Data File.
21. Select Upload a New File. Find the zip file you saved. Make sure your file name has no spaces.
22. Select Submit.
23. Select OK.
24. Using the circular arrow, refresh until the status says succeeded.
25. Now once again, select the gray box that says Schedule New Process.
26. Select the dropdown menu and search for Import Project Billing Events.
27. Select this option and select OK.
28. Select Submit in the Process Details Window and select OK.
29. Select the refresh circular arrow until the status updates to succeed.
30. Select the Navigator in the top left-hand corner then Select Contract Management.
31. Select the Invoices tile.
32. On the right hand side, select the Taskbar and navigate to Manage Events.
33. Search for your award by first selecting the following: Business Unit, Contract Number or Project Number.
34. Select Search.
35. Confirm your uploaded event is in the search results.
You have now completed the process of Creating Billing Events Manually or Via FBDI Upload (Automated).
Generate an Invoice
1. On the right hand side, select the Taskbar and navigate to Generate Invoices.
2. Fill out the following fields:
a. Business Unit: Clinical Research Studies
b. Billing Type: External
c. Bill-Through Date: Today's Date
d. Create Billing Transactions: Yes
e. Create Invoice: Yes
f. Invoice Date: Enter Original Invoice date
g. From Contract Number
h. To Contract Number: Enter the second contract number if there is one (all contract numbers within this range will be accessed)
i. Contract Type: University Clinical Research Studies
3. Select Submit.
3
4. Select OK.
5. In the Overview Page, navigate to the bottom of the page and expand the Process Monitor section.
6. Select the refresh arrow until the task line has a status of Succeeded.
7. Select the Navigator in the top left-hand corner then select Contract Management.
8. Select the Invoices tile.
9. On the right hand side, select the Taskbar and navigate to Manage Invoices.
10. Search for your award by typing in Business Unit, Contract Number, and Status.
11. Remove the date from Date Field.
12. Select Search.
13. The Invoice should be generated in Released Status. Note: AR Invoice Number will be generated automatically.
14. Select the Invoice number to review the Invoice header details, review the Invoice Line details, and confirm that details are accurate.
15. Select on Contract tab and review the Contract Billing Details and confirm that details are accurate.
You have now completed the process of Generating an Invoice.
Processing an Invoice through to Accounts Receivable
1. Select Contract Management.
2. Select Invoices. Note: The CRS Finance Manager will not need to Log out and Log back in. The role package already includes the role of Account Receivable Specialist. Please remove this step.
3. Select the Taskbar.
4. Select Manage Invoices.
5. Enter the Business Unit and Contract Number and remove the date from Date Field.
6. Click Search.
7. Select the invoice that you wish to complete by selecting the invoice number.
8. At the end of that row, note down the Receivable Number(s). This AR number will be used in a later step.
9. In the Actions dropdown menu, select Transfer Invoice Detail to Receivables. Click OK on the confirmation popup window. Note: The invoice status will change from Released to Transferred. The Transfer Invoice Detail to Receivables program will be scheduled multiple times in the system.
10. Select the Navigator icon in the top left corner of the page and Navigate to Tools.
11. Select Scheduled Processes.
12. Select Schedule New Process.
13. Search for Import Receivables Transactions Using AutoInvoice.
14. Select OK.
15. In the Process Details window, enter the following information and default values:
a. Business Unit: Applicable BU
b. Transaction Source: Contract Invoices
c. From Transaction Number: Receivables Number of the first invoice generated after transferring the invoice to receivables (Take the AR Invoice Number from Step 6)
d. To Transaction Number: Receivables Number of the last invoice generated after transferring the invoice (Take the AR Invoice Number from Step 6)
16. Select Submit and then OK.
17. Refresh the process to list until the status of Import Receivables Transactions Using AutoInvoice changes to Succeeded. This program will be scheduled multiple times in the system.
18. Select Schedule New Process.
19. Then search for Confirm Invoice Acceptance Status in Receivables.
20. Select OK.
21. In the Process Details window, enter the following information (accept all other default values):
a. Business Unit: Applicable BU (University Clinical Research Studies)
22. Select Submit and OK.
23. Refresh the process to list until the status of Confirm Invoice Acceptance Status in Receivables changes to Succeeded. This program will be scheduled multiple times in the system.
24. To confirm invoice made it to Receivables, click on the Navigator icon in the top left corner of the page. Select Receivables.
25. Select Billing.
26. In the right task panel, click Manage Transactions.
27. Select the following fields:
a. Business Unit
b. Transaction Source: Contract Invoices
c. Transaction Number: Enter the receivables invoice number in the Transaction Number field.
28. Select Search. Note: If you see your Receivables number, your invoice made it into AR.
29. Select the hyperlinked invoice number to review the contract details. Note: Invoice will show up on a new screen.
30. Review contract details for the invoice and select Save.
31. To manually post the invoice to the Ledger, select under Actions the Post to Ledger option.
Generating Revenue on the Contract
1. Navigate to Contract Management.
2. Select Revenue.
3. On the Task Panel, select Generate Revenue.
4. Fill in the fields:
a. Business Unit: University Clinical Research Studies
b. From Date
c. To Date
5. Select Submit.
6. Select the Task Panel and then Manage Revenue Distributions.
7. Enter Business Unit, Accounting Period and the Revenue in Ledger Currency.
8. Select Actions then Post to Ledger.
9. Once the confirmation comes up, select View Accounting.
10. Review accounting on the page. To close, select Done.
You have now completed the process of Processing an Invoice through to Accounts Receivable.
Note: Create a Billing event with Negative Amount to adjust and correct existing invoices and revenue. This includes:
· Adjust/Correct Billing Events
· Process Adjustments to AR
· Generate New Billing Event
· Process Invoice for Billing Adjustment