When an IADF generates revenue, the Project Manager must ensure that the funds get adjusted on the project. This process is a three-part process:

1. Reimbursement is received, and the Project Manager must complete a Report of Money Received (ROMR) form and submit the form and a check or cashier’s check to Accounts Receivables.
2. Once Accounts Receivables informs the Project Manager that the funds have been deposited, the Project Manager will complete the IADF Reimbursements/Receipts request form.
3. Once the form completes the appropriate approval workflow, the request will route to the Support Center.  A Client Relations Specialist (CRS) will be assigned the ticket to complete the transaction in Oracle.

This document is intended to walk the CRS through the process of completing the assigned request.

• The POETAF Expenditure Type must equal 52830 (OGC: Revenue IADF Reimbursement). If the request does not include the correct POETAF Amount , select Close Incomplete and inform the user to resubmit the request with the correct POETAF Expenditure Type.
• The POETAF Amount on the request form must equal a negative number. If the request’s POETAF Amount does not equal a negative number, select Close Incomplete and inform the user to resubmit the request with the correct POETAF Expenditure Type.
• The COA Amount must equal 23330 (IADF Reimbursement Clearing).  If the request does not include the correct COA Account segment, select Close Incomplete and inform the user to resubmit the request with the correct COA Account segment.
• The COA Amount must equal a positive number.  If the request does not include a positive COA Amount, select Close Incomplete and inform the user to resubmit the request with the correct COA Account segment.

Process a PPM Cost Correction from a COA Distribution to a Project

1. Sign In to access Oracle account. Select the OKTA Single-Sign-On button and then complete the sign-in steps.           
2. Select Projects.
3. Select Costs.     

   

4. Open the Taskbar and navigate to Manage Unprocessed Costs.

5. Select the Plus Sign (+) icon.  

6. Populate the appropriate fields.
   1. Expenditure Batch: Enter the Expenditure Batch number, which is the ServiceNow UC Case Number, underscore, plus Today’s Date. Example: UC12345678_07012024.
      1. Return to the ServiceNow ticket and add a worknote with the Expenditure Batch number (UC12345678_07012024) so you can reference this in future steps. This number can also be used to look up the transaction later, in the event you need to pause processing.
   2. Business Unit: Select University Individual Awards and Discretionary Funds as the Business Unit. 
   3. Source: IADF Reimbursements and Receipts
   4. Document (auto-fills): IADF Reimbursements and Receipts
   5. Document Entry (auto-fills): IADF Reimbursements and Receipts
7. Select OK.          

 

8. Under Cost Collection Details enter the Cost Details relating to the cost that is being corrected. This project is listed under Item Number 1 in the ServiceNow ticket and has a negative Amount associated with it.  Note: All applicable fields will become available after adding the Project Number.
   6. Project Number: Enter the UC POETAF Project number from the ServiceNow ticket. 
   7. Task Number: Enter the UC POETAF Task number from the ServiceNow ticket. May autofill. 
   8. Expenditure Item Date: Enter the Expenditure Item Date from the ServiceNow ticket.
   9. Expenditure Type: Should always equal  52830-OGC: Revenue – IADF Reimbursement. If the request does not include the correct Expenditure Type, you will need to Close Incomplete the request and ask the submitter to resubmit with the correct expenditure type.
   10. Expenditure Organization: Enter the UC POETAF Expenditure Org from the ServiceNow ticket.
   11. Contract Number: Enter the UC POETAF Award number from the ServiceNow ticket. May autofill.
   12. Funding Source: Enter the UC POETAF Funding Source from the ServiceNow ticket. May autofill.

Note: If field autofills, only the Funding Source number will be visible in Oracle.  Select the arrow on the right-side of the field in Oracle to view the Funding Source name as this is the information included in the ServiceNow ticket.

9. Scroll down to the Miscellaneous Transaction Details section and enter the following:
   13. Quantity: Always enter 1.
   14. Original Transaction Reference: Enter the Expenditure Batch number followed by an underscore and R1 to indicate a reversal. Example: UC12345678_07012024_R1
   15. Transaction Currency: autofill’s to USD, do not change.
   16. Transaction Raw Cost: Enter the Amount listed under Item Number 1 from the Service Now ticket.  This must be entered as a negative amount.

10. Navigate to the Accounting Details tab.
11. Enter the COA to be credited in Raw Cost Credit Account field. Use the Financial Account segment under Item Number 2 in the ServiceNow ticket.

Note: The Account Segment must equal 23330 – IADF Reimbursement Clearing. If the request does not include the correct Account segment, you will need to mark the request Closed Incomplete and ask the submitter to resubmit with the correct expenditure type. Also, because 23330 – IADF Reimbursement Clearing is a Liability, your Purpose Segment must be 010 – Balance Sheet.

 

12. Navigate to the Additional Details tab. Populate the ServiceNow Request Number.
13. Select Save and Close.

14. If Unprocessed Cost is not listed under Search Results, search using your Expenditure Batch.
15. Under Search Results, select your transaction line (line item will highlight in blue) and choose Import Costs. 

CAUTION: Once costs are imported, no changes can be made to the Expenditure Batch except by the Oracle Solutions team. Double check that all information has been added to the Expenditure Batch before importing costs.

16. A Warning message will appear, select Yes.          
17. Navigate to the Overview tab in the top-left corner.
18. Select the Refresh icon until the Import Costs report and Import Costs: Generate Output Report have a status of Succeeded.
    1. If Status is Failed please see the Troubleshooting for Failed Reports: Imports Costs and Generate Burden Costs section of this document before proceeding to the next step.

Troubleshooting

Deleting a Transaction

Prior to importing costs, if an error message is received and the transaction cannot be corrected immediately, delete the transaction from Oracle to avoid the transaction from being manually pushed through the import and accounting processes. After Import Costs has been run, a transaction cannot be deleted.

1. Under Manage Unprocessed Costs, select the transaction that contains an error and choose the Delete Icon represented by an X. 

1. You may need to re-search for your transaction using the Expenditure Batch Number.

2. A Warning message will appear.  Select Yes to continue and delete the transaction.

Reversing a Transaction

A transaction can be reversed only if there are no accounting errors tied to it.  If a transaction contains accounting errors then this needs to be corrected through the Oracle Solutions team.  Transactions that do not contain accounting errors can be reversed if needed.  Reversals can occur if a transaction was processed twice thus causing duplicated transactions, if a transaction was processed but contained the wrong COA/POETAF and now needs to be undone, and more.

1. Under Manage Project Costs, select the transaction that requires reversing and choose the Actions drop-down menu. 

2. Under Actions, select Costing and then Reverse.

3. A Warning message will appear.  Select Yes to continue and reverse the transaction.

Failed Imports Costs Reports

If the Import Costs: Generate Output Report returns as Failed:

1. For the report’s Generate Output Report row under the Process Name column, select the report icon under the View Output column. 

2. In the new window, select the Republish icon. 

3. Another window will appear; select the gear icon, then Export, then PDF. Open the PDF and review the Error Report and Staging Validation Errors sections for details about the error(s). 

4. If the error(s) are due to incorrectly entering information into Oracle from the ServiceNow ticket, the Client Relations Specialist is responsible for correcting the error(s).  To correct manual entry errors:
   1. Open the Taskbar and navigate to Manage Unprocessed Costs. Under Search, enter the Expenditure Batch number and locate your transaction.  Highlight the transaction line and select the Pencil Icon to edit and correct information. 

5. 2. After the error has been corrected, for Project to COA return to step 15, for Project to Project return to step 20, and for COA to Project return to step 15.
6. If the error(s) are due to any other reason besides incorrectly entering information into Oracle, email the individual(s) listed under Business Unit Process Owners based on the corresponding business unit entered during step 6b of the cost correction process. 
   1. Attach the PDF of the error report and ask the process owner to correct the error in Oracle.  Errors can include, but are not limited to:
      1. Incorrect POETAF details.
      2. Expenditure Item Date falls outside the Project Start Date and Project End Date.
      3. Expenditure Item Date falls outside the Award Start Date and Award Close Date.
      4. Project is Closed.
   2. After the error has been corrected, for Project to COA return to step 15, for Project to Project return to step 20, and for COA to Project return to step 15.

Back to Top

• Security Access: may receive error when attempting to generate Account in Draft or Account and Post to Ledger.  Oracle Solutions will need to correct your Oracle permissions and security.
  • Need the seeded Financial Analyst (ORA_GL_FINANCIAL_ANALYST_JOB) role.
    • Do not use the UC GL Inquiry View All Custom (UC_CUSTOM_GL_INQUIRY_ONLY_VIEW_ALL) custom role.

• Accounting Error: may receive error when attempting to generate Account in Draft or Account and Post to Ledger.  Select View Accounting to see where the error lies.
  • If the Account is blank for the Raw cost clearing Class, then the Raw Cost Credit Account information was not added during initial steps of cost correction.  The Oracle Solutions team must correct and add this information for you, you are unable to correct this error on your own.

Oracle Navigation

• When processing more than one cost correction in a row, you may be unable to search for your project, when processing a 2^nd, 3^rd, 4^th, etc. cost correction in succession of the 1^st. If you enter the Project number and Oracle does not capture it nor does the system allow you to use the search function to capture the project, all remaining fields will remain locked down.  To trick the system, enter 1’s into the Quantity, Original Transaction Reference, and Transaction Raw Cost fields and then select the Accounting Details tab.  Then, return to the General Details tab and the remaining fields should have populated and the 1’s you entered should have disappeared.