The Oracle Grants Management module maintains detailed information on invoices. The Research Foundation (RF) customized the RF Invoices Due for Billable Awards Report to provide information to inform the accounts receivable area of when the next invoice is due for an award based upon the award information and the award invoice information. This report can sorts by billing distribution rule, next invoice due date, billing cycle and sponsor name.
The report next invoice due data is returned based upon the following criteria.
Finds all awards where the award status is equal to "Active" or "On-hold" or "Both" based upon the parameters entered, and the Billing Cycle on the award is not like Automatic, Cash Driven, and Daily. Select the invoice frequency from the List of Values. This defines how often an invoice will be produced if the award has billable costs incurred or a valid event.
For Example: Monthly.
Then looks at the Billing Distribution Rule on the award and performs the following:
Event – Finds the event that is not billed and has the earlier event date if more than one, and the amount of the bill event is greater than or less then 0.00 If there are no unbilled events award is not picked up on the report. Example – there are two events listed, one with a date of 30-jun-2008 and one with a date of 31-Jul-2008 and neither one of them are flagged as billed, display the 30-Jun-2008 as the next invoice due date.
Cost – this perform a calculation as follows
Last Bill thru Date + Billing Cycle = New Invoice Due Date. See chart below for examples
Billing cycle |
Last Bill thru Date |
Add |
Next Invoice Due Date |
Annually |
31-Jan-08 |
one year later |
31-Jan-09 |
Last Day of Month |
31-Mar-08 |
next month end |
30-Apr-08 |
Monthly |
31-Mar-08 |
next month end |
30-Apr-08 |
Qtr End FEB, MAY, AUG, NOV |
28-Feb-08 |
next quarter end of either Feb, May, Aug or Nov |
31-May-08 |
Qtr End JAN, APR, JUL, OCT |
30-Apr-08 |
next quarter end of either Jan, Apr, Jul or Oct |
31-Jul-08 |
Qtr End MAR, JUN, SEP, DEC |
30-Sep-08 |
next quarter end of either Mar, Jun, Sep or Dec |
31-Dec-08 |
Quarterly |
31-Mar-08 |
add 90 days |
30-Jun-08 |
Semester End MAY, AUG, DEC |
31-May-08 |
next semester end of May, Aug or Dec |
31-Aug-08 |
Semi Annual |
31-Jan-08 |
add 6 months |
31-Aug-09 |
A summary of parameters selected is provided at the beginning of the report. This report is used to monitor AR invoicing and when the next invoice is due, and determine appropriate action to invoice the sponsor.
This report should be run on a monthly basis and as needed by the staff responsible for reviewing invoices.
The following table describes the required and optional parameters to use to run the report:
Parameter |
Description |
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Required Parameters |
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Award Location |
Select from the list of values the campus location to run the report for. Note: For central office only if parameter is left blank report will produce for all locations.
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Award Status |
Select from the list of values the status of awards to run the report for. Choices are Active, On-Hold or Both. |
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Billing Distribution Rule |
Select from the list of values the distribution rule to run the report for. Choices are Cost, Event or Both.
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Optional Parameters |
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Award Department |
Select from the list of values the department or organization to run the report for.
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Next Due After |
Enter a date and the report will find all awards where the next due date is equal to or greater than the date entered. |
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An 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.
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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. NOTE: 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. |
The following table describes the report output:
Column Heading |
Description of Column |
Award Number |
A unique sequential number assigned to an award. An award is the record established from the award notice or contract received from a customer. An award record contains a funding source (customer), award amounts (funds), start and end dates, terms and conditions, and other information. Awards are used to fund one or more projects. |
Award Organization Name |
The department or organization associated with the award for which the invoice was generated |
Sponsor |
The customer name that is associated with the award. |
Award Period |
The award start date and end date. |
Award Status |
The current award status. |
Billing Distribution Rule |
The billing distribution rule that is associated with the award. The billing rule used for the award. Select from the List of Values:
|
Billing Cycle |
The frequency of AR invoice generation. Select the invoice frequency from the List of Values. This defines how often an invoice will be produced if the award has billable costs incurred or a valid event. For Example: Monthly. |
Billing Format |
The current billing format selection for printing invoices on the award. |
Last Bill Thru Date |
The date the last invoice was billed through in Grants. |
Next Invoice Due |
Based upon the Billing Distribution Rule and Billing cycle, determines when the next invoice is due to the sponsor for the associated award. |
Total Budget |
The total award amount that is budgeted. |
Total Expenditures |
The total expenditures from Grants for the award. |
Total Invoiced |
The total of released and transferred invoices in grants on this award. Note: this column does not include advance invoices from the AR module or unapproved invoices. |
Total Cash Receipts |
The total of all cash receipts for that associated award. |
Total Invoice Balance Due |
The sum of total cash receipts minus total invoiced. |
Effective Date: 9/24/2008 8:27:41 AM