Effective Date: |
December 19, 2016 |
Function: |
Treasury |
Contact: |
This document describes how to run queries in the Research Foundation (RF) business system using information associated with payments, to assist in identifying where the payment should be applied.
Accurate and timely posting of cash receipts is critical to maintaining accurate award cash balances. Payments arrive daily and contain information that can be used to identify where the cash should be applied.
When invoices are mailed, a remittance copy is sent to be returned with the payment. The remittance copy contains all the information needed to apply the payment. When the remittance copy is not returned, operating locations can run queries in the RF business system using any known information to help determine where to apply the cash receipt.
Run queries in the Accounts Receivable (AR) or the Grants Management (GM) module or RF Report Center (OBIEE) to determine where to apply a cash receipt. Generally you will want to query in the AR module, followed by the Grants Management module. The Grants Management query will provide an overall view of all approved and unapproved invoices, including those that are not yet in the AR module. RF Report Center is used when the first two options aren’t sufficient. The process for each is described in the sections that follow:
Step |
Role or Responsibility |
References or Tips |
Log on to the Accounts Receivable module using one of the following responsibilities:
|
Operating Location/Central Office Treasury |
|
Go to the Collections menu and click Account Details. The Find Account Details (RF) window opens. |
Operating Location/Central Office |
|
Enter the information that you have associated with the payment, in the appropriate fields, and click Find. The Invoice Review window opens, showing all approved invoices that meet the criteria entered. |
Operating Location/Central Office Treasury |
|
Log in to the Grants Management module using one of the following responsibilities:
|
Operating Location/Central Office Treasury |
|
Go to the Billing menu and click Invoice Review. The Find Invoices (RF) window opens. |
Operating Location/Central Office Treasury |
|
Enter the information that you have associated with the payment, in the appropriate fields, and click Find. The Invoice Review window opens, showing all approved and unapproved invoices that meet the criteria entered. |
Operating Location/Central Office Treasury |
|
Log in to the Report Center. |
Operating Location/Central Office Treasury |
|
Go to Shared folders/public/Accounts Receivable/AR Cash Receipt Identification Search Query |
Operating Location/Central Office Treasury |
|
Enter the information that you have associated with the payment, in the appropriate fields, and run the query (PI name, sponsor ID, Award title, etc). A listing will appear of all awards associated with the information input. |
Operating Location/Central Office |
|
None
For detailed information on running queries, refer to the work instruction, Inquire on a Cash Receipt.
For information on monitoring and reconciling cash receipts, refer to the procedure, Monitoring and Reconciling Unapplied Cash Receipts.
None
Date |
Summary of Change |
December 19, 2016 |
Update Procedure format and add additional information on ways to Identify cash receipts. |
October 21, 2005 |
New Document |
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