RF Grant Expenditure Export Award Level

Description

Purpose

The Research Foundation (RF) developed the customized Grant Expenditure Export report to provide a version of the Grant Sum that could be exported easily to Excel to meet the reporting needs of various sponsors by giving the capability to manipulate the data to meet the sponsor's needs. The RF Grant Expenditure Export Report does not contain header information and only displays the following required columns for sponsor reporting: Expenditure Type, Employee/Supplier Name, Expenditure Item Date, AP Invoice Number, AP Invoice Item Description/Employee Title, Purchase Order Number, Purchase Order Line Description, Check Number, Check Paid Date, and Expended/Refund Amount. It is used to provide the detailed backup documentation required by sponsors for financial and/or invoicing reports.

Frequency

Run this report as needed.

Responsibilities with Access

People with the following responsibilities are able to generate this report:

ORG Account Establishment Administrator
ORG Account Establishment Specialist
ORG Account Establishment Specialist with Budget Approval
ORG OGM Billing Specialist
ORG AR Billing Specialist
ORG Grants Inquiry
KEY Key member

Setting Report Parameters

The following table describes the required and optional parameters to use to run the report:


Parameters	Description (click in the field to see the List of Values)
Required Parameters
Project Number	The Oracle project number (Required for Project and Task level Reports)
Award Number	The Oracle award number (Required for Award and Task Level Reports. Optional for Project Level Report)
Task Number	The Oracle task number (Required for Task Level Report)
Starting Period (MON-YYYY)	The month and the year from which the data will be reported Example: MAY-2002
Ending Period	The month and the year to which the data will be report. (for example, May-2002) To report more than one month, change this date to the last month to be reported (for example, JUN-2002)

Setting Report Completion Options to Export Output into Excel

A xml report may be submitted with the format of the output set to excel. This will enable the automatic opening of the file in a spreadsheet application.

Step	Action
1	From the applicable responsibility in the Navigator window, select Processes and Reports > Submit Processes and Requests to go to the Submit a New Request form.
2	Select Single Request.
3	Click OK to go to the Submit Request form.
4	Complete the following field: Name (Title of the report to be run. Select from the List of Values.)
5	The Parameters form will be displayed if you select a request that requires parameter values. As required, enter the parameters.
6	Click OK to return to the Submit Request form.
7	Click Completion Options to return the Upon Completion Options form. Change the Format to Excel (Select from the List of Values).
8	Click OK to go to the Submit Request form.
9	Click Submit to go to the Requests form. Submitted requests are queued and run in the order in which they are received. Your current request may appear in a list of all of your requests in the Requests form.
10	Click Refresh Data until the Phase field displays Completed.
11	Click View Output. You will then be prompted to either save or open the report in excel.
12	You have successfully exported the data into Excel. To remove the blank lines select the whole spreadsheet and from the menu bar select Data > Sort and select the column to sort by and the blank lines will be gone. You can now adjust and manipulate the data. Some column widths may need to be increased for the data to be fully displayed. Select File > Save As to name the file and save it with the spreadsheet extension.

Understanding the Output

The following table describes the report output:

Column Heading	Description of Column
Award Number	This displays only on the Project level as Column 1.
Project Number	This displays only on the Award level as Column 1.
Task Number	This displays as Column 2 on the Award level and on the Project level.
Expenditure Type	The expenditure category that was charged.
Employee and/or Supplier Name	The expenditure description of the charge. For Salaries, this column displays the name of the person paid. For Other Than Personal Services (OTPS), this column displays the vendor and/or person paid.
Expenditure Item Date	For OTPS, this column displays the date the Accounts Payable invoice was entered.
AP Invoice Number	Oracle Accounts Payable invoice number assigned to item for OTPS.
AP Invoice Date	Oracle Accounts Payable invoice date from the header of the AP invoice number.
AP Invoice Description and/or Employee Title	For Salaries, this column displays the title of the person paid. For OTPS, this column displays the accounts payable invoice description field from the AP invoice header.
Purchase Order Number	The Oracle Purchase Order number assigned to the item.
Purchase Order Line Description	The description of the item assigned in the Oracle Purchase Order Line Description field.
Check Number	Individual check numbers for each OTPS item.
Check Paid Date	For Salaries, this column displays the payroll period. For OTPS, this column displays the Individual check dates for each item.
Expended/Refund Amount	The amount of the expenditure item. A negative value displays for adjustments and category refunds.

Effective Date: 2/5/2009 10:40:03 AM