Report - RF Property Direct Payment Invoices-Adjustments

Description

Purpose

The Research Foundation (RF) Property Direct Payment Invoices/Adjustments Report was developed to assist campuses in monitoring and reconciling equipment purchases for inventory tracking. The report identifies direct invoice payments and invoice adjustments made to expenditure types, "equipment" and "supplies below threshold equipment" with an "approved status" and a payment date posted in the RF business applications accounts payable (AP) system. These are payments and adjustments not processed against a purchase order in the AP system. Refer to the RF Property Purchase Order Reconciliation Report" for invoice payments and invoice adjustments processed against a purchase order number in the AP system.

If an award has multiple projects that are being conducted at more than one campus location, the report will also include a separate listing of expenditures for the other campus locations for informational purposes. For example, if the University at Albany has an award and the project is also at Stony Brook University, University at Albany's report will include equipment expenditures for Albany and it will also include a separate list of equipment expenditures that occurred for the project at Stony Brook University. The project at Stony Brook University will also appear on Stony Brook's report and Stony Brook is responsible for reconciling the item.

Frequency

Report should be run monthly. The data on the report is updated daily if campuses would like to review the report more frequently.

Setting Report Parameters

The following table describes the required parameter to use to run the report:


Parameter	Description (click in the field to see the List of Values)
Required Parameters
Organization Name		Type in the three digit campus location code. For example, 010 University at Albany

Understanding the Output

The table that follows describe the report output:

Column Heading	Description of Column
Award Number	Award number for the award being charged for the expenditure.
Project Number	Project number for the project being charged for the expenditure.
Prop Title	Property title code for the award. The code identifies ownership of equipment
Invoice Number	AP invoice number
Payment Date	Date payment was made to the supplier.
Supplier Name	Name of the vendor or person supplying the goods or services. Limited to 10 characters
Description	The description field is campus specific. It may briefly describe the goods or services or it may be an additional payment reference field. Limited to 10 characters
Invoice Dist Amount	The amount of the payment or adjustment made to the "equipAward Typement" or "supply below threshold equipment" expenditure types for the specified invoice.
Invoice Amount	Total dollar amount invoiced by the supplier.
Age	Number of days invoice has aged from payment date to report run date.
Award Type	Identifies type of funds as N - nonfederal, Nonsponsored, Foreign, or Cost Sharing F - Federal or Federal Flow Through The single digit code is only used in the Property Control System (PCS). The text description is used in the RE business applications.
Award Purpose	Identifies the type of activity for which the award was established or basis for establishing the award. The two digit code is only used in the Property Control System (PCS). The text description is used in the RF business applications. Two digit codes are as follows: AI - Affiliated Income BA - Balance CR - Campus Royalties CG - Category Refund CA - Central Office Administration CP - Clinical Practice Plans CL - Clinical Trials CF - Conference CT - Contract CO - Cooperative Agreement GL - Corporate GL Holding RC - Corporate reserve SA - Cost Sharing CC - Gift Cash Corporate Restricted CN - Gift Cash Non Program Support GC - Gift Cash Program Support NC - Gift Non Cash Corp Restricted NN - Gift Non Cash Non Prog Support NP - Gift Non Cash Program Support GR - Grant IA - Interest Award IP - Intergovernmental Personnel Act Assignment Agreement MS - Miscellaneous Support NI - Nonsponsored Income OC - Other Agency OI - Other Institutional Activity PO - Payroll Overpayment PG - Planned Giving CGA PC - Planned Giving Clearing RI - Program Income Restricted UI - Program Income Unrestricted PN - Program Support Non Cash RS - Refund to Sponsors FR - RF Funded Restricted RF - RF Funded Revenue SF - Service and Facility SS - Staffing Services SC - Subcontract SG - Subgrant SA - Suspense Account
Grand Totals Page	The grand totals page summarizes the invoice distribution amount by operating location and by number of days the payment has aged.

Helpful Tips

For complete details on running Oracle reports, refer to the Run a Report help topic.
The Rf Property Direct Payment Invoices/Adjustments Report does not include the following types of expenditures:
1. Invoice types that are "credit memos." Operating locations must establish a process to ensure that when items are returned to the supplier the property control office is notified and the PCS is adjusted.
2. Payment method of "clearing" - Payment Clearing
3. Expenditure type of "Freight" ("Type" field on the Invoice Distribution window). Freight charges should be incorporated into the cost of the equipment in the PCS.
4. Certain purchasing transactions that do not invoice a payment in the accounts payable system such as loaned, donated, and fabricated property. Each operating location is responsible for establishing its own procedures for capitalizing these items and for entering them in the PCS, when appropriate. Proper communication with principal investigators and periodic physical inventory provides identification and control over these items. It is essential that the property control office be notified when loans, donations, and fabrications are involved and when nonexpenditure transactions are being made so that correct information can be recorded in the PCS.
The report is available in PDF and ASCII (TEXT) format. PDF is a formatted, printable version. ASCII can be easily pulled into a spreadsheet or word processor.
Once you select a format and run the report, you cannot change the output format. You will need to run the report again and select the desired output format on the Submit Request form.

Effective Date: 4/10/2007 2:07:28 PM