This document identifies issues and related requirements necessary to correctly generate an Accounts Receivable (AR) invoice. Information provided can be used to determine why an invoice is not generating or why a transaction is not included on an invoice.
The following table lists issues that affect generation of an invoice:
Issues |
Requirements |
Award Manager |
The award must have a valid award manager defined.
|
Award Status |
The status on the award must be "Active" or "On-Hold." |
Billing Cycle |
Review the billing cycle in comparison to the bill-through-date on the invoice. Important! Award start date and first billing offset days should be reviewed in conjunction with the billing cycle. |
Billing Distribution Rule |
Review the billing distribution rule established on the award. The billing distribution rule determines "how" invoices will be generated. Either based on cost incurred (cost) or based on a fixed schedule or completion of a milestone (event). If the Billing Distribution Rule is “Event,” a valid event must exist. Events must be set up within the award start and end dates to successfully generate and transfer to AR. Note: This field can be changed after an invoice has been released; therefore, the Billing Distribution Rule should be reviewed in conjunction with the actual award terms since both cost and event invoices may exist. |
First Billing Offset Days |
Check to see that the offset days has a value in the field and that the value is correct based on the award billing cycle and the start date of the award. The First Billing Offset Days determines the number of days between the award start date and the generation of the first invoice. For more information, refer to: First Billing Offset Days-Functionality and Use. |
Award Budget |
Must be at least $1.00 and the budget must be baselined to generate revenue and invoices. Note: Standard Projects functionality prevents revenue and invoice generation for $0 revenue budgets. |
Final Invoices |
To ensure all expenditures are captured in the final invoice, final invoices should be regenerated with a "Date Through" value of the current date. For more information on regenerating invoices, refer to the Regenerate a Sponsor Invoice process help. |
Invoice Date |
Review that the Invoice Date is equal to or greater than the Award Start Date. Note: Invoices produced before the start date of the award will be rejected when transferred to the Accounts Receivable module of the RF's business system. |
Hard Limit Flag |
Check to see if the hard limit box is enabled (checked.) The hard limit functionality is only recommended for use on Letter of Credit (LOC) awards, which have additional monitoring by the Finance Office at central office. If the Hard Limit box is checked on an award other than LOC, uncheck the box in the Award Management form. The system will regenerate the invoice in the overnight processing to include any additional expenditures. |
Project Status |
A project must be in "Approved" or "Pending Close" status to allow invoicing. |
Task Manager |
Review the following:
|
Zero Dollar Invoices |
Invoices produced for $0 will be rejected when transferred from the Grants Management module to the Accounts Receivable module of the RF's business system. |
The following table lists issues that may cause transactions to not appear on invoices:
Issues |
Requirements |
Award and Installment Close Dates |
The close date on the award and all active installments must be a date in the future in order for unbilled items to post to an invoice. |
Award and Installment Start and End Dates |
All active installments must have start and end dates the same as the start and end dates of the award. These dates must be the same to ensure revenue and invoicing runs correctly on the award. |
Award Status |
The status on the award must be "Active" or "On-Hold." |
Billable |
The billable flag on the expenditure must be set to "Yes." To verify the billable status:
|
Billing Hold |
The billing hold status must be set to “No.” To verify the billing hold status:
|
Expenditure Item Dates |
|
Funds Checking |
Only transactions that have successfully passed funds checking are cost distributed and available for invoicing. |
Hard Limit Flag |
Check to see if the hard limit box is enabled (checked.) The hard limit functionality is only recommended for use on Letter of Credit (LOC) awards, which have additional monitoring by the Finance Office at central office. If the Hard Limit box is checked on an award other than LOC, uncheck the box in the Award Management form. The system will regenerate the invoice in the overnight processing to include any additional expenditures. |
Project Status |
A project must be in "Approved" or "Pending Close" status for a transaction to appear on an invoice. |
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