Purpose

The following guide is intended for the Sponsor Setup Specialists who are looking to view or complete any of the following actions:

· Add a non-LOC sponsor online.

· Add a LOC sponsor online.

· Add a new Bill-to site to a customer.

· Associate a LOC sponsor to another Bill to Sponsor.

· Interface a sponsor from Oracle to the AURA Prime Store.

Terminology

Ship-to Customer: External party to which research services are provided.

Bill-to Customer: External party to which an invoice is issued and from which payment is expected.

· Note: Customers serve as the underlying records from which sponsors are enabled. All sponsors are customers, but not all customers are sponsors.

Sponsor: An organization that is a source of funding for sponsored research.

LOC: Letter of Credit.

· Note: The Sponsor integration from Oracle to the AURA Prime Store is a scheduled process that runs daily after the close of business. The process will run in batch creating a file in the SFTP (Secure File Transfer Protocol) folder designated for AURA sponsor data.

 

Prerequisites

None

Steps: Create a Journal Entry

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Receivable.

3. Select Billing.

4. Select the Taskbar.

5. Navigate to Customers and Select Create Customer.

· Note: Customers in Oracle are created as a three-tier hierarchy: Organization, Account, and Site. First, create the customer Organization.

6. Select Customer Type.

· Note: All sponsors are typically created as Organizations.

7. In the Organization Information section Enter Name. Also, enter the Unique Entity Identifier and Parent Customer Name (optional).

Next, create the Customer Account.

· Note: Sponsors must always have a single Customer Account.

8. Enter the account level detail for the customer: Account Description (optional), Account Type (required), Customer Class (required), and Account Established Date (required). Select AURA from Enter Additional Customer Account Information, then select Company Category, Org Classification, and Sensitive Sponsor values.

Valid Customer Class dropdown values to use for sponsors include the following:

· ASSOCIATIONS

· CHICAGO

· CORPORATE FOUNDATIONS

· CORPORATIONS

· EDUCATION

· DOD

· ENERGY

· FOUNDATIONS

· HHS/OTHER

· HHS/NIH

· NASA

· NSF

· OTHER FEDERAL

· OTHER NON FEDERAL GOVERNMENT

· STATE OF ILLINOIS

Other Customer Class dropdown values are available for use with department customers and should not be used for sponsors.

Account Type value EXTERNAL – FOREIGN will be used to set the Foreign Flag in the AURA Prime Store.

· Note: Adding an Account Terminate Date will set the Display on Chooser flag in AURA Prime to "No" and hide it from the selection.

· Note: A customer cannot be used to create awards before the Account Established Date, so it is suggested to use a date of 01/01/1951 for the creation of all new sponsors.

9. Enter the account address level detail for the customer: Account Address Set as AURA Prime Store, or APS, and From Date.

· Note: The From Date should be the same as the Account Established Date. Once saved, the Account Address Set cannot be corrected so it is important to enter correctly.

10. In the Address section enter Site Name, Mail Stop, Country, Address Line 1, Address Line 2 through 4, if required, and select the Postal Code, City, and State from the dropdown.

· Note: The state must be entered as the two-character abbreviation and not the full name. The AURA Prime Store requires the two-character abbreviation.

11. Scroll down to the Address Purpose section. Select the + icon.

12. Update the From Date (to be the same as the Account Established Date) and select Purpose as Bill to.

13. Select the + icon.

14. Update From Date (to be the same as the Account Established Date). Select Purpose as Ship-to and select Bill-to Site. Make sure Bill-to Site and Ship-to Site is indicated as Primary.

15. Highlight the purpose you want to set as primary. Select the Actions dropdown and select Set Primary.

16. Scroll to the top and select Save and Close.

17. If necessary, search the customer using Registry ID, Organization Name, Account Description, or Account Number.

18. Select Search.

19. Select the Site Number.

· Note: The lowest level in the customer hierarchy is the customer Site.

20. Navigate to the Communication section.

21. Select Edit Contacts.

22. Select the (first) + icon to create a contact.

23. Enter First Name and Last Name. If no person is known to enter as the Point of Contact, instead enter Grants Payable or Accounts Payable.

24. Enter Title (Add independent business unit, dependent banking unit, or independent banking unit name).

25. Select Role Type as a contact.

26. Select OK.

27. Scroll down to the Account Contact Responsibilities section and select the + icon to add responsibilities (such as Bill-to and Statements).

28. Select the Responsibility Type (select Bill-to for a Bill-to customer) from the dropdown.

29. To set a Responsibility Type as primary select the Responsibility Type and select Action.

30. Select Set Primary.

31. Select Save and Close.

32. Navigate to the Settings and Actions icon.

33. Select the Setup and Maintenance link.

34. Select the Taskbar.

35. Select Search.

36. Search for Manage Sponsors and select the Search icon.

37. Select Manage Sponsors.

38. Select the + icon.

39. Select or search for Customer Name from the dropdown.

40. Select the + icon to add an account as a sponsor if it is not automatically populated.

41. Select Account Number from the dropdown if it is not automatically populated.

42. Select the Federal Checkbox (if applicable).

43. Do not select the Letter of Credit checkbox.

44. Select Save and Close.

You have now completed the process to Add a non-LOC sponsor in Oracle.

 

Add a LOC Sponsor Online

NOTE: See also scenario Associate a LOC sponsor to another Bill to Sponsor if your LOC customer will be part of a situation where draws for several sponsors are consolidated and sent to another sponsor. For example, most individual National Institutes of Health are billed to a single DHHS LOC.

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Receivables.

3. Select Billing.

4. Select the Taskbar.

5. Navigate to Customers and Select Create Customer.

6. Select Customer Type.

7. In the Organization Information section Enter Name.

8. Enter the account level detail for the customer: Account Description, Account Type, Customer Class, and Account Established Date. Select AURA from Enter Additional Customer Account Information, then select Company Category, Org Classification, and Sensitive Sponsor values.

Valid Customer Class dropdown values to use for sponsors include the following:

· ASSOCIATIONS

· CHICAGO

· CORPORATE FOUNDATIONS

· CORPORATIONS

· EDUCATION

· DOD

· ENERGY

· FOUNDATIONS

· HHS/OTHER

· HHS/NIH

· NASA

· NSF

· OTHER FEDERAL

· OTHER NON-FEDERAL GOVERNMENT

· STATE OF ILLINOIS

Other Customer Class dropdown values are available for use with department customers and should not be used for sponsors.

Account Type value EXTERNAL – FOREIGN will be used to set the Foreign Flag in the AURA Prime Store.

· Note: The customer cannot be used to create awards prior to the Account Established Date, so it is suggested to use a date of 01/01/1951.

9. Enter the account address level detail for the customer: Account Address Set AURA Prime Store and From Date. The From Date should be the same as the Account Established Date.

· Note: Once saved, the Account Address Set cannot be corrected so it is important to enter correctly.

10. In the Address section enter address information enter Site Name, Mail Stop, Country, Address Line 1, Address Line 2 through 4, if required, and select the Postal Code, City, and State from the dropdown.

11. Scroll down to the Address Purpose section. Select the + icon.

12. Update the From Date (to be the same as the Account Established Date) and select Purpose as Bill to.

13. Select the + icon.

14. Update From Date (to be the same as the Account Established Date). Select Purpose as Ship-to and select Bill-to Site.

15. Highlight the purpose you want to set as primary. Select the Actions dropdown and select Set Primary.

16. Scroll to the top and select Save and Close.

17. If necessary, search the customer using Registry ID, Organization Name, Account Description, or Account Number.

18. Select Search.

19. Select the Site Number.

20. Navigate to the Communication section.

21. Select Edit Contacts.

22. Select the (first) + icon to create a contact.

23. Enter First Name and Last Name. If no person is known to enter as the Point of Contact, instead enter Grants Payable or Accounts Payable.

24. Enter Title (Add independent business unit, dependent banking unit, or independent banking unit name).

25. Select Role Type as a contact.

26. Select OK.

27. Scroll down to the Account Contact Responsibilities section and select the + icon to add responsibilities (such as Bill-to and Statements).

28. Select the Responsibility Type (select Bill-to for a Bill-to customer) from the dropdown.

29. To set a Responsibility Type as primary select the Responsibility Type and select Action.

30. Select Set Primary.

31. Select Save and Close.

32. Navigate to the Settings and Actions icon.

33. Select the Setup and Maintenance link.

34. Select the Taskbar.

35. Select Search.

36. Search for Manage Sponsors and select the Search icon.

37. Select Manage Sponsors.

38. Select the + icon.

39. Select or search for Customer Name from the dropdown.

40. Select the + icon to add an account as a sponsor if it is not automatically populated.

41. Select Account Number from the dropdown if it is not automatically populated.

42. Select the Federal Checkbox (select if applicable).

43. Select the Letter of Credit checkbox.

44. Select the current sponsor or related sponsor as bill-to-sponsor.

45. Enter the LOC Number and Comments.

46. Select Save and Close.

You have now completed the process to Add a LOC sponsor in Oracle.

 

Add a new Bill-to Site to a Customer

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Receivables.

3. Select Billing.

4. Select the Taskbar.

5. Navigate to Customers and Select Manage Customer.

6. Search the customer using Registry ID, Organization Name, Account Description, or Account Number.

7. Select Search.

8. Highlight your sponsor in the search results if more than one is returned, then scroll down to the Sites section and select the + icon.

9. Enter the Account Address (Set AURA Prime Store), From Date (to be the same as the Account Established Date), and Address Details for new site.

10. Scroll down to the Address Purpose section. Select the + icon.

11. Update the From Date (to 1/1/1951) and select Purpose as Bill to.

· Note: DO NOT Select the circle with a checkmark icon to set the new site as primary. The Primary flag should not be set for any new Bill-to sites without express agreement from the AURA Prime Store team. Changing the primary flag will result in unwanted changes to the AURA Prime Store.

12. Scroll to the top and select Save and Close.

13. Select the Site Number that you just created.

14. Navigate to the Communication section.

15. Select Edit Contacts.

16. Select the (first) + icon to create a contact.

17. Enter First Name and Last Name (If no person is known to enter as the Point of Contact, instead enter Grants Payable or Accounts Payable).

18. Enter Title (Add independent business unit, dependent banking unit, or independent banking unit name).

19. Select Role Type as a contact.

20. Select OK.

21. Scroll down to the Account Contact Responsibilities section and select the + icon to add responsibilities (such as Bill-to and Statements).

22. Select the Responsibility Type (select Bill-to for a Bill-to customer) from the dropdown.

23. To set a Responsibility Type as primary select the Responsibility Type and select Action.

24. Select Set Primary.

25. Select Save and Close.

You have now completed the process to Add a new bill-to site to a customer.

 

Associate a LOC Sponsor to Another Bill-to Sponsor

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate to Receivables.

3. Select Billing.

4. Select the Taskbar.

5. Navigate to customers and Select Manage Customer.

6. Search for the Ship-To customer using Registry ID, Organization Name, Account Description, or Account Number.

7. Select Search.

8. Scroll down to the Accounts section and select the Account Number link.

9. Navigate to the Relationships section.

10. Select the + icon.

11. Select the Related (Bill-to only) Account.

12. Ensure Bill-To is checked and Ship-To box is unchecked.

13. Select Account Relationship Set "AURA PrimeStore Set."

14. Update From Date to 1/1/1951.

15. Select OK.

16. Select Save and Close.

17. Navigate to the Settings and Actions icon.

18. Select the Setup and Maintenance link.

19. Select the Taskbar.

20. Select Search.

21. Search for Manage Sponsors and select the Search icon.

22. Select Manage Sponsors.

23. Select the + icon.

· NOTE: If your LOC Customer is already set up as a Sponsor, do NOT click the PLUS sign. Instead, search for the Sponsor Name, then select it from the Search Results.

24. Enter the Ship-To Customer Name (that was created in a previous scenario) SKIP THIS STEP if your LOC Customer already existed as a sponsor.

25. Select Federal if applicable.

26. Select Letter of Credit.

27. Select Use related sponsor as bill-to sponsor.

28. Select a bill to Sponsor from the dropdown.

· Note: Account Number, LOC Number and Comments will be auto populated.

29. Select Save and Close.

You have now completed the process to Associate a LOC sponsor to another Bill to Sponsor.