Invoices

Invoice Dates

Wait until you have made all edits to an invoice and are ready to send it to the sponsor before entering the Invoice Date. Once you enter an Invoice Date and click Submit you will only be able to VOID or AMEND the invoice.

From the Financials Console click the Invoices vertical tab
Select the hyperlink of the Invoice number you are attempting to complete
Click "Update" at the bottom right of the invoice page
Update the Invoice No. according to the Invoice Number Guidelines
There will be blocks for Addresses, Protocol Items, Subject Milestones, and Pass Thru Items
1. You will need to go through each of these sections to complete fields in order to complete the Invoice
Set the Remit To and Bill To fields
1. Click the Select button in the Bill To block
2. A Browse Results pop up window will appear
3. Check the Select box for the payor of this invoice
4. Click Submit and the Close
Protocol Items
1. Enter the Occurred Date (REQUIRED)
2. Enter Comments for each event as applicable
3. Direct Amount - should rarely change for any events
4. Withhold? checkbox - should rarely change from its status for protocol items
5. If you need Delete an item that shouldn't be on this particular invoice, check the Delete? checkbox and then click Submit
Subject Milestone Items
1. These are added based on the finalized negotiated budget during the budget entry process and are based on the contract terms.
2. You can edit the cost of a Subject Milestone after it has been added to an invoice (before finalizing the invoice with a date). Be sure to update the Direct and Total Amounts.
3. You can add any applicable Comments to the milestone
4. The Withhold? checkbox should rarely change from its status for subject milestone items (this will have already been selected at another point in the budgeting process)
Pass Thru (Invoiceable)
1. These items that do not have a value will need the value entered in the Direct Amount field
2. If there was overhead or indirect for this study on Pass-Thru items, you will need to manually calculate the Total and enter that in the Total field
3. Enter any relevant Comments that you would like the sponsor to see in the Comments free text box
4. Withhold? checkbox should rarely change from its current status for pass thru items
Invoiceable Items
1. If additional events need to be added to the invoice, click the Invoiceable Items button at the bottom right of the page
2. A pop-up window will appear where you can view the list of Protocol Items, Subject Milestones, and Pass Thru items from which you can Select the checkbox and add them to the current invoice you are working in
Visit Variations
1. If any items from the Visit Variations tab need to be added to the invoice, click on the Visit Variations button at the bottom right of the page
2. A pop-up window will appear where you can view the list of Visit Variations from which you can Select the checkbox and add them to the current invoice you are working on.
3. Note: you can not start an invoice that has only Visit Variations. If you need an invoice that has only Visit Variation items, add and item from the Invoiceable Items tab to create the invoice, then delete the Item off the invoice.
Finalize Invoice
1. Enter any comments for the entire invoice into the Invoice Comments field at the bottom of the page
  1. These comments will also appear on the sponsor invoice
2. After ALL information has been entered, go to the top of the invoice and enter the Invoice Date
  1. Only enter an Invoice Date when you are ready to finalize the invoice.
3. Click "Submit" at the bottom of the page
4. Click "Close" to see the options for exporting the invoice to send it to the sponsor
5. After finalizing the invoice (by adding an Invoice Date), the invoice will be sent to Workday overnight.
6. The morning after finalizing an invoice, you should see a value in the Other Invoice No. field for this invoice. This value is the Customer Invoice number in Workday and is evidence that the invoice was sent to Workday successfully.
Void and Amend Invoice
1. Once you submit your invoice with a date you cannot edit anything except the comments
2. If you need to void or amend an invoice that has already had a payment applied, you will need to un-associate this payment first. See the Un-Associating Payments from an Invoice Instructions.
3. If you notice an error, click "Update" at the bottom of the screen
4. The page will refresh and the Void and Amend buttons will be available for your use at the bottom of the invoice
  1. Select Amend if you need to change the costs
    1. The invoice items previously added will remain (including comments) and the previous invoice number will no longer be editable.
    2. If you amend the invoice the same day you create it, only the latest version of the invoice will be sent to Workday (not the original).
    3. If you amend the invoice at a date after the creation date, an overnight process is required before the amended version is available in Workday.
  2. Select Void if you need to create a new invoice from scratch
    1. Items from the voided invoice will be available on the Invoiceables tab
    2. Return to to the first section on this page to re-start the invoice process.
    3. If you void the invoice the same day you create it, the invoice will never be sent to Workday.
    4. If you void the invoice at a date after the creation date, an overnight process is required before the invoice is voided in Workday.
Write-Offs
1. If WashU has agreed to decrease the amount payable through negotiations for final payment, it might be appropriate to perform a write-off.
2. The write-off functionality only becomes available on the invoice once a payment has been applied to the invoice.
  1. If the entire invoice needs to be written off, a phony payment can be manually created in OnCore and .005 can be applied to the invoice.
  2. This shouldn't decrease the amount due, but will allow one to edit the invoice to enter the write-off amounts.
  3. Please contact oncore@wustl.edu if you need assistance with this.
3. The write-off functionality in Oncore does not integrate with Workday, so if you enter a write-off amount on an OnCore invoice, this action will need to be manually duplicated on the corresponding Workday invoice.
Sending or Exporting the Invoice
1. Internal Invoice for your records
  1. To download and save an Excel or PDF version of the completed invoice, click View Excel or View PDF buttons at the bottom right of the invoice
2. Sponsor Ready Invoice
  1. In the Choose Template Drop Down, select Sponsor Invoice WUSTL
  2. Choose the report type from the drop down next to the Template Drop Down from the following choices:
    1. PDF *recommended
    2. HTML
    3. Excel
    4. CSV
    5. RTF
  3. Once you have selected the template and report type, click the Run Report hyperlink
  4. Save, Print, or Email the Invoice to the sponsor

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