Report - RF Property Purchase Order Reconciliation

Description

Purpose

The Research Foundation (RF) Property Purchase Order Reconciliation Report was developed to assist campuses in monitoring and reconciling equipment purchases for inventory tracking. The report identifies purchase order payments and purchase order 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. For equipment purchases made without a purchase order (as direct payments or invoice adjustments) in the AP system, refer to the RF Property Direct Payment Invoices/Adjustments Report.

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, the 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 that is at Stony Brook University will also appear on Stony Brook's report and Stony Brook is responsible for reconciling the item.

Frequency

This report should be run monthly on the fist Friday of every month or thereafter. Certain data on the report (such as PO number, award, and invoice amount) is updated daily if campuses would to review the report more frequently. PCS data from the Construction Fund, such as the PCS amount and asset number are updated monthly/ Data from the Construction Fund that is used for the reconciliation report is based on campus input through the last Friday of every month.

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		Enter 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
P.O. Number	Purchase order (PO) or blanket release number assigned by the RF business applications purchasing system.
Award Number	Award number for the award being charged for the expenditure.
Project Number	Project number for the project being charges for the expenditure.
Prop title	Property title code for the award. The code identifies ownership of equipment.
Invoice Number	AP invoice number. Limited to 20 characters.
Payment Date	Date payment was made to the supplier.
Invoice Dist Amount	The amount of the payment or adjustment made to the "equipment" or "supply below threshold equipment" expenditure types for the specified invoice.
Award Amount	The sum of the invoice distribution amounts for the purchase order number and the award.
PCS Amount	The total equipment amount entered into the SUNY Property Control System (PCS) for that PO number and award.
Difference PCS-Invoice	The difference between the PCS amount and the Award amount for the PO number and award.
Age	Number of days invoice has aged from payment date to report run date.
Spon Code	A general ledger code that identifies at a high level who the sponsor is of the award.
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 US - University Service Accounts
Asset Number	The asset number identifies the equipment in the SUNY Property Control System and it also appears on the RF decal for the physical identification of the asset.
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 Purchase Order Reconciliation Report does not include the following types of expenditures:
1. Payment method of "clearing" - Payment Clearing.
2. 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 PCS.
3. When the total award amount is $500 or less.
The report is available in PDF format which is a formatted, printable version.

Effective Date: 8/23/2007 1:32:15 PM