The Research Foundation (RF) developed the customized RF Invoice Detail Export report to provide a version of the Invoice Detail 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 Research Foundation (RF) customized RF Invoice Detail Report is used by the Accounts Receivable business area to back up invoices on cost reimbursable awards. It is run for a specific draft invoice and can display expenditure items that are on that draft invoice for that award.
Run this report when backup is required for cost reimbursable Accounts Receivable 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 Number |
The Oracle number associated with an award
Example: 000000 |
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Draft Invoice Number |
The number of the draft invoice associated with the specific award |
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Optional Parameters |
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Project Number |
The number of a project of the specific award If you choose a project number, the report displays expenditures only for that project. If this field is left blank, the report displays expenditures for ALL projects of the specified award. |
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Task Number |
The number of a task of the specific award
If you choose a task number, the report displays expenditures only for that task. If this field is left blank, the report displays expenditures for ALL projects of the specified award. |
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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. 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 table that follows describe the report output:
Column Heading |
Description of Column |
Expenditure Type |
The category to which the expenditure item was charged |
Description |
The description of the expenditure item.
For salaries, this column displays the name of the person paid.
For Other Than Personnel Services (OTPS), this column displays the vendor and/or person paid. |
Check No. |
The individual check numbers for each salary or OTPS item |
Item Date |
The date of the payroll period for salaries; for expenditure items other than salaries, this column will be blank. |
Project Number |
The number of the project associated with the expenditure item |
Task Number |
The number of the task associated with the expenditure item |
Bill Amount |
The dollar amount of the expenditure item; a negative value indicates an adjustment or category refund |
PO Number |
The purchase order or blanket release number associated with the expenditure item |
Invoice Nbr |
The Accounts Payable Invoice Number associated with the expenditure item. |
Effective Date: 3/29/2011 12:40:18 PM