Invoice Number Guidelines

The guidelines below are the Center for Clinical Studies (CCS) recommendation for Financial Coordinators to incorporate within the departments OnCore specific SOPs. These guidelines were developed to support current state OnCore invoice usage and future financial integrations. For questions, please contact Center for Clinical Studies via email at ccs_billing_services@wusm.wustl.edu.

The recommended standard invoice number should be up to 15 characters 

• The first 9 characters should be the IRB number
• The next character would be a dash
• The remaining 5 characters would be a sequential numbering, plus a designation for invoices that are not sent to the sponsor due to automated payments for visits/milestones 
  • Use “PV” at the end to indicate Patient Visits
  • You do not have to use all 5 of these characters but CCS recommends that you utilize a minimum of two characters for better identification and usage.
• No spaces are allowed in the invoice number.
• Examples:
  • Invoice sent to sponsor:  201912345-01
  • Invoice for visits/milestones not sent to sponsor:  201912345-01PV

We understand there may be a circumstance where the IRB number is not available at the time of creating an invoice. The recommended invoice number format in those instances is:

• Workday Project Number minus the PJ → Dash → Sequential Numbering
• Example:  000019937-01

OnCore-Only Invoices

For invoices that should not be included in WorkDay, follow the same guidelines as above, except the invoice number should start with a letter prefix.  CCS recommends a prefix of 'DNS' (for do not send) for invoices that do not belong in Workday because payment is not expected or was received prior to Workday go-live. For invoices for grant studies, CCS recommends a prefix of “SPA” before the standard invoice numbers.