Knowledge Base - Services Portal

Purpose

The following guide is intended for all stakeholders of the Sponsored Awards Process including Award Administrators and Project Billing Specialists. Processes included in this guide are:

Generate a Non-LOC Cost-Reimbursable Invoice
Create a Billing Event and Generate an Invoice for a Contract with Amount-Based Billing
Generate a Letter of Credit Draw
Update and submit non-LOC invoices for approval
Process invoices through to Account Receivables
Variation: Transfer Multiple Invoices to Accounts Receivable
Cancel an Invoice in Released Status

Terminology

Award: An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored research agreement.

Award Funding: The total anticipated funding, both direct and indirect, per Funding Source for an award.

Award Personnel: The key members associated with an award.

Billing Events: Fixed fee monetary amounts used for billing in lieu of invoicing costs incurred.

Burdening: The process of calculating indirect expense.

Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices and revenue recognition to occur for an award.

Expenditure Item: A cost transaction that includes POETAF attributes along with a transaction date and other attributes.

Funding Allocation: The proportion of total anticipated funding dedicated to a project.

Funding Sources: Funding Sources refer to the organizations or entities that provide the financial resources for a specific project(s) in an award.

Invoice Method: Billing attributes associated with one or more contract lines on a contract and used to generate sponsor invoices for the contract.

Letter of Credit (LOC): A payment method whereby the research institution is authorized to draw government funds in lieu of sending an invoice.

POETAF: An acronym that represents the most granular level of detail of a project. It is a combination of project segments that describe an expenditure item, including Project, Expenditure Organization, Expenditure Type, Task, Award, and Funding Source.

Principal Investigator: The person leading and managing the research agreement.

Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award. Multiple projects may exist to differentiate among funding years, departments, PIs, physical locations, F&A rates, or purposes such as capitalizable & non-capitalizable.

Project Budget: An estimate of planned expenses.

Revenue Method: Revenue attributes associated with one or more contract lines on a contract and used to generate revenue entries for the contract.

Revenue Recognition: The process that creates revenue entries for a contract.

Sponsor: A sponsor is an organization that provides funding for a sponsored research agreement.

Task: The lowest level of a project used to organize project work into smaller, more easily manageable/reportable, units of work such as subawards and participant support.

Prerequisites

N/A

Generate a Non-LOC Cost-Reimbursable Invoice

Use this scenario to create an invoice for a single cost-reimbursable contract. After the scenario is complete, use scenario “Update and Submit Non-LOC Invoices” to update the Final Invoice flag.

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Generate Invoices.

Populate the invoicing process parameters as follows (and accept all other default values):
- Business Unit: University Sponsored Awards
- Bill-Through Date: The end date of the period you wish to invoice (i.e., the latest Expenditure Item date).
- Invoice Date: Current Date
- LOC Processing Option: Only non-LOC
- Contract Number: Select the applicable value.
- WARNING: leaving the Contract Number blank will generate invoices for ALL non-LOC contracts through the Bill-Through Date.

Select No from the dropdown next to the Delete Approved and Approval Rejected Invoices parameter.

Select Submit.

On the confirmation pop-up select OK.

You have now completed the process to Generate a Non-LOC Cost-Reimbursable Invoice.

Create a Billing Event and Generate an Invoice for a Contract with Amount-Based Billing

Use this scenario to create an event and generate an invoice for a single contract with amount-based billing. After the scenario is complete, use scenario Update and Submit Non-LOC Invoices to update the Final Invoice flag.

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Manage Events.

Select the + icon to create a new billing event.
- Note: if desired, you can search for existing events by entering the Contract Number and selecting Search.

Select the following information from the dropdown:
- Business Unit: University Sponsored Awards
- Contract Number: As applicable
- Contract Line: As applicable
- Event Type: [refer to the callout]
- Description: Defaults based on Entry Type.
- Completion Date: Current or Prior Date (generally the date a milestone was completed, or the date indicated on a sponsor schedule)
- Amount in Bill Transaction Currency: As applicable
The user should confirm that the Organization is defaulted based on the award. Select the Project Name.
Optional: Transaction Task Name: Select the appropriate Task Name
Select Save and Close.

Select the Taskbar.
Select Generate Invoices.

Populate the invoicing process parameters as follows (and accept all other default values):
- Business Unit: University Sponsored Awards
- Bill Through Date: Current Date
- Invoice Date: Current Date
- LOC Processing Option: Only non-LOC
- Contract Number: As applicable
- WARNING: leaving the Contract Number blank will generate invoices for ALL non-LOC contracts through the Bill-Through date.

Select No from the dropdown next to the Delete Approved and Approval Rejected Invoices parameter.

Scroll up to the top and select Submit.

On the Confirmation pop-up select OK.

You have now completed the process to Create a Billing Event and Generate an Invoice for a Contract with Amount-Based Billing.

Generate a Letter of Credit Draw

Use this scenario to create invoices for one or more Letter of Credits draws. It can be used for a single contract, all contracts on a single Letter of Credit, or all contracts on all Letters of Credit, depending on the criteria that are entered.

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Generate Invoices.

Populate the invoicing process parameters as follows (and accept all other default values):
- Business Unit: University Sponsored Awards
- Bill-Through Date: The end date of the period you wish to invoice (i.e., the latest Expenditure Item date).
- Invoice Date: Current Date
- LOC Processing Option: Single LOC (To process all LOCs at the same time, select Only LOC.)
- Contract Number: Leave blank unless you wish to generate a draw for a single contract.

Select No from the dropdown next to the Delete Approved and Approval Rejected Invoices parameter.

Select Submit.

On the confirmation pop-up select OK.

To view the invoices you generated, select Manage Invoices from the Task Bar. Search by your LOC Number and Invoice Date. All the invoices generated for your LOC should be in Released status. If so, the next scenario to run is “Process Invoice through to Account Receivables.”

For incorrectly set-up contracts the invoices will default to Draft or Submitted status. The following scenario explains how to process such invoices.

You have now completed the process to Generate a Letter of Credit Draw.

Update and Submit Non-LOC Invoices

All non-LOC invoices are created in Draft status. The Final Invoice field on the generated invoice must be populated in order to proceed with downstream processing. Non-final invoices can be approved by the billing specialist who created them. (Pending development: Final invoices will route for approval to a group of URA Billing Approvers. At present, the billing specialist who created a final invoice can approve it as well.)

Incorrectly set-up LOC contracts may also be set to default to “Draft” or “Submitted” rather than “Released” status. The Contract Administrator or Award Intake team should be asked to update the Generated Invoice Status field on the Contract Billing page. In the meantime, the steps below would apply for Sraft/Submitted LOC invoices as well.

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Manage Invoices.

Enter the Business Unit: University Sponsored Awards.
Enter the Contract Number associated with the invoice.
Select Search.
Select the desired invoice by selecting the Invoice Number hyperlink.

Under the Invoice Header section select Show More.

Review the invoice.
Select the icon next to the Additional Information field.

Select Final Invoice as No or Yes (as appropriate) from the dropdown.
Select Save and Close.

On the Edit Invoice page select Submit.

The invoice will now be in Submitted status, pending Approval.

You have now completed the process to Update and Submit Non-LOC Invoices.

Approve a Non-Final Invoice

Use this scenario to approve non-final invoices. At present, the Billing Specialist who created an invoice can follow the same steps to approve final invoices. (Pending development: Final invoices will route for approval to a group of URA Billing Approvers.)

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Manage Invoices.

Enter the Business Unit: University Sponsored Awards.
Enter the Contract Number associated with the invoice.
Select Search.
Select the desired invoice by selecting the Invoice Number hyperlink.

Select the Actions menu.
Select Approve.

The invoice will now be in Released status.

You have now completed the process to Approve a Non-Final Invoice.

Process Invoice through to Account Receivables

Use this scenario to transfer invoice data from the Contracts module to the Accounts Receivable (AR) module, where it can be paired with sponsor payment (Receipt) data. There are three processes that must be run to complete the transfer to AR.

Navigate to Contract Management.
Select Invoices. (Steps 4 through 13 describe transferring a single invoice. To transfer multiple invoices at once, use separate scenario “Variation: Transfer Multiple Invoices to Accounts Receivable”, then resume from step 14 below to run the second and third processes.)

Select the Taskbar.
Select Manage Invoices.

Enter the Business Unit: University Sponsored Awards.
Enter the Contract Number associated with the invoice.
Select Search.
Select the desired invoice by selecting the Invoice Number hyperlink.

Select Actions.
From the dropdown select Transfer to Receivables.

Select OK.

Make a note of the Receivables Number for future reference.
Select the Home icon.

Navigate to Tools.
Select Scheduled Processes.

Select Schedule New Process.

Select the Dropdown icon.
Select Search.

Enter Name as Import Receivables Transactions Using AutoInvoice.
Select Search.
Select Import Receivables Transactions Using AutoInvoice.
Select OK.

Select OK.

In the Process Details window, enter the following information (accept all other default values):
- Business Unit: University Sponsored Awards
- Transaction Source: CONTRACT INVOICES

Scroll down on the Basic Options section and enter the Receivables Number (noted in step 12,) in From Transaction Number and To Transaction Number fields. (If you have multiple invoices to process, enter the range of Transaction Numbers.)
Select Submit.

Select OK.

Refresh the process.
The status of Import Receivables Transactions Using AutoInvoice changes to Succeeded.

Select Schedule New Process.
Select the Dropdown icon.
Select Search.

Enter Name as Confirm Invoice Acceptance Status in Receivables.
Select Search.
Select Confirm Invoice Acceptance Status in Receivables.
Select OK.

Select OK.

In the Process Details window, enter the following information (accept all other default values):
- Business Unit: University Sponsored Awards.
Select Submit.

Select OK.

Refresh the process.
The status of Confirm Invoice Acceptance Status in Receivables changes to Succeeded.

You have now completed the steps to process the Invoice through to Receivables.

Variation: Transfer Multiple Invoices to Accounts Receivable

Use this scenario when you would like to run the “Transfer Invoice Details to Receivables” process for more than one invoice at a time. The start of the scenario assumes that you are already logged in to Oracle and have navigated to Contracts > Invoices.

Select the Taskbar.
Select Transfer Invoice Details Receivables.

Input the appropriate Business Unit (if not populated by default) and Invoice Date.

Select Submit in the upper right corner.

A confirmation box will appear. Select OK.

Under Process Monitor, select the Refresh icon.

Eventually the Status will change to Succeeded. To view the results, select the View Output Icon for the “Transfer Invoice Details to Receivables: Generate Report” process.

A new window will appear. Select the Republish Icon.

A new window will appear. Select the gear icon
Select Export.
Select a format to view the data.

You have now completed the first of three processes to transfer Invoices through to Receivables, “Transfer Invoice Details to Accounts Receivable”. The two subsequent processes can be found in scenario Process invoices through to Account Receivables starting at step 14.

Cancel an Invoice in Released Status

Use this scenario when you need to reverse an amount-based invoice that was created by mistake or which needs to be reversed. It is only applicable for invoices that have not proceeded beyond “Released” status. Once the debit and credit invoices have been transferred to and confirmed in AR, use scenario “Offsetting a Debit/Credit Invoice in Accounts Receivable” in the Manage Sponsored Receipts QRG to offset the invoice and its reversal against each other.

Navigate to Contract Management.
Select Invoices.

Select the Taskbar.
Select Manage Invoices.

Search for the invoice in “Released” status that you want to cancel using the criteria in the upper portion of the screen. Click “Advanced” for additional search options.
Select it from the Search Results by clicking the Number hyperlink.