Financial Management

This page gives an overview of how to view, edit, manage, review activity, and request access to cost objects in Stratocore PPMS.

Key Points

• Lab group members can request access to use one or more cost objects for their work.
• PIs and their department’s financial administrator are designated as account managers for the default cost object during lab setup.
• Financial management rights allow PIs and administrators to:
  • Manage and oversee financial accounts.
  • Link cost objects to lab groups, users, and projects.
  • Review usage and billing.
• Only valid SAP cost objects can be used in PPMS.

To View Invoices in PPMS

For Users with Group/Account Management Rights

Follow the steps below or download the guide.

1. Go to the Group/Account Management tab (visible only if you have group/account management rights in PPMS)
2. Scroll to the Invoice section to view invoices billed to your accounts or managed group
3. Select the invoice of interest to review and download for your records 

Note: Core facilities may also send invoices via email 

To Add, Grant Access, and Review Cost Object Usage

 For PIs and Financial Administrators

Follow the steps below or download the guide.

1. Go to the Profile tab
2. Scroll down to the Financial Account Information section
3. Select New account management request 
4. Enter the relevant cost object. Note: only valid SAP cost objects can be used. 
5. Save and submit the request, and wait for system administrator to approve.
6. Once approved, go to the Group/Account Management tab
7. Under Financial account management section
   1. Confirm account number is correct
   2. Select the account number of interest to review users, managers, and authorizations associated with the cost object 
8. On the cost object management page you can: 
   1. View the profiles associated with the cost object (this means it is the default cost object)
   2. View and edit the account managers
   3. View and edit individuals, groups, and projects authorized to use the cost object
   4. Review the activity associated with the cost object

To Request Cost Object Access

For Lab Members

Follow the steps below or download the guide.

1.  Go to the Profile tab
2. Under Request authorization to use a financial account
   1. Select New account authorization request
   2. Enter cost object number. Note: only valid SAP cost objects can be used.
   3. Select the cost object if it shows up in the drop down or click "create this new account" 
   4. In the note and comment field, you must add (this information is crucial to account set up and management): 
      • Your PI and department financial administrator
      • Names of who you are requesting access for (individual (you), your lab group, or specific project)
   5. Click "Save"
   6. Click "Ok"
3. Wait for a system administrator to approve your request