Reimbursable Grant End-to-End Process - 31

Purpose:  Use this document to move through the Reimbursable Grant end to end process in ctcLink.

Audience:  Finance/Grant Manager

Create a Proposal

Navigation:  Main Menu > Grants > Proposals > Maintain Proposal

  1. Click on the Add a New Value tab.
  2. Enter valid value in Proposal ID field.
  3. Click Add
Add a New Value tab
  1. Click on the Proposal Tab.
  2. Enter valid values in the required fields.  (NOTE:  Notice that after you build a period that the button is now greyed out).
Proposal tab
  1. Click on the Project Tab.

Notice that the Project ID and the Proposal ID will auto populate after the proposal has been complete and saved.  The F&A department field are always set to the same department number (Department 98219 was the department number chosen by the SBCTC).

  1. Click on the Budgets tab.  (The Budget ID will also be your activity).
Budgets tab
  1. Click on the Location tab.
  2. Enter valid values for required fields.
  3. Click Save.
Location tab

Once the Proposal is saved, the Proposal Project ID number will auto populate.

The Proposal ID will become your contract number once you generate the award.

Proposal Project ID
  1. Click on the Budgets tab.
  2. Click the F & A and Pricing Setup link.
Budgets tab

Notice the Pricing Method is “As Incurred” this means it is a cost reimbursable contract.  If you do not select the pricing method or you skip the F&A section completely the Grant will default to a Cost reimbursable billing method.

Enter the Proposed Budget

Notice that the Sponsor F & A is being calculated based on the percentage that was entered.

Enter Budget Detail page
Submitting a Proposal

Navigation:  Main Menu > Grants > Proposals > Submit Proposal

Navigation path

Next you will need to “Submit” the Proposal, when a Proposal has a status of “submitted” you can no longer modify the Proposal.  You can only make changes when the proposal is in the “draft” status.  

  1. On the Submission tab, enter valid values in required fields.
  2. Click Save.
Submission tab

Notice that the proposal is now at a submitted status and not a draft status.

Proposal Status section
Generate an Award

Navigation:  Main Menu > Grants > Proposals > Generate Award

Only those proposals that have been submitted are available for award generation.

Generate Award page

Notice that after you “Generate” the Generate button is no longer available

Generate Award page

When your Project was “Generated” it pushed this information out to Project Costing and also Contracts.

Project Type

Navigation:  Main Menu > Grants > Awards > Project

You can enter a project type which is the source of the revenue.  You can also see that there is a contract number associated with the Grant/Project.

General Information tab
Finalizing the Budget

Navigation:  Main Menu > Grants > Awards > Project Budgets

Add valid values to the following fields:

  1. Operating Unit
  2. Fund
  3. Class
  4. State Purpose

Notice that the F & A line has been automatically added.

  1. Click the Finalize button.

After the finalization process, you will notice that the fields are no longer able to be edited.

Reviewing the Budget

Navigation:  Main Menu > Project Costing > Transaction Definitions > Transaction List

Project Transaction List shows the Budget amounts.

  1. Select ALL as the Analysis Grant.
  2. Enter date range.
  3. Click Search.
Transaction list page

You will notice the BUD analysis type,  this is the Budget that was finalized in the earlier step.

Transaction List page
Activating a Cost Reimbursable Contract

Navigation:  Main Menu > Customer Contracts > Create and Amend > General Information

  1. On the Find an Existing Value tab, enter WAxxx in the Business Field.
  2. Enter Award number in Contract field.
  3. Click Search.
Find an Existing Value tab

The General page is displayed.

  1. On the General page, click on the Lines tab.
  2. Click on the Details tab.
  3. Click on the Accounting Distribution hyperlink.
Lines tab

The Accounting Distribution page is displayed.

Accounting Distribution tab

Enter information in the following required fields for Revenue.

Field Name Action Notes
Effective Date Select the Start Date of the Project.
Account The account associated to the Project type used in the Project definitions pages. Value should be the same account as Project Type field.
Oper Unit Enter the Operating Unit for the college selected.  Values should be the same from the budget set up process. 
Dept Enter the Dept. used to set up the budget. Values should be the same from the budget set up process.
Class Enter the Class used to set up the budget. Values should be the same from the budget set up process.
Fund Enter Fund used to set up the budget. Values should be the same from the budget set up process.
Project Select the Primary Project for the award.
State Purpose Select the value of "N". Values should be the same from the budget set up process.

Unbilled AR Row Information

Field Name Action Notes
Account 101318 Values should be the same from the budget set up process.
Oper Unit Enter the Operating Unit for the college selected. Values should be the same from the budget set up process.
Dept Enter the Dept. used to set up the budget. Values should be the same from the budget set up process.
Class Enter Class used to set up the budget Values should be the same from the budget set up process.
Fund Enter Fund used to set up the budget.
Values should be the same from the budget set up process. 
Project Select the Primary Project for the award.
State Purpose Select the value of "N".

Check to see that the row goes to Valid once saved.

  1. Click Save.
  2. Click on the Return to General Information hyperlink.  The Lines page is displayed.
Lines tab
Activate Award
  1. Click on the General tab.
  2. The General page is displayed.
General tab, Contract Status field
  1. Enter information in the following required fields:
Field Name Action Notes
Contract Status Enter or select "Active" (click the magnifying glass/lookup icon to select from list. Activating the contract will set the Bill Plan and Revenue Recognition Plan to "Ready" and enable the contract for future billing and revenue recognition. 
  1. Click Save.
Expenses Incurred

Expenses are incurred and The Cost Collection Process Ran (this is a batch process that runs nightly)

You will now notice 8 lines:

BUD:  Budget

BIL:  Billable

SFA:  Sponsored F& A

ACT:  Actual expense

Transaction list page
  1. $5,000 - Budget Line (Benefits)
  2. $10,000 - Budget Line (Salary)
  3. $5,000 - Budget Line (Goods & Services)
  4. $7,600 - Budget Line (F&A)
  5. $33.33 - Billable Line (Generated from the actual expense of goods & services)
  6. $12.67 - Sponsor F&A Line (Generated from 38% of the actual expense)
  7. $12.67 - Billable Line (Generated from the 38% of the actual expense)
  8. $33.33 - Actual Expense (The actual expense of goods and services)
Billing Process for Reimbursable Contracts

This is the billing process for Reimbursable Contracts/Grants.  For Fixed Priced contracts there are different instructions.

Reminders:

  • The Cost Collection process needs to be completed for Projects; these are a nightly batch process.  
  • If you believe that there are items that were processed after the nightly batch process you will need to wait until the next business day.
  • All sponsors are in PeopleSoft with the appropriate “bill to” information, including addresses.
  • The award is fully executed. The contract has been reviewed, the bill plan finalized and the contract activated.
  • All invoices are generated from Active Contracts.
  • Contracts that are “Fixed Price” will not have billable lines, invoices will by event (specific date and amount).
Run the Billing and Over the Limit Queries

You will want to run these Queries to verify that you have the data that you are expecting on your invoice before you begin the billing process.

Review Billable Lines

Navigation:  Main Menu > Reporting Tools > Query > Query Viewer

The Query Viewer page appears.

Query Viewer
  1. Enter the query name CTC_PR_BILLABLE in the search field.
  2. Click Search. The Query appears in the Search Results.
Query Viewer page
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the billable rows.

Billable lines are created from actual expenses that have been incurred. Only lines with the  BIL analysis type will appear on the invoice.  The Cost Collection Process will create billable rows from actual expenses.  If you are missing Billable lines remember that the Cost Collection process runs nightly.

Review OLT Rows

Navigation:  Main Menu > Reporting Tools > Query > Query Viewer

The Query Viewer page appears.

Query Viewer page
  1. Enter the query name in the search field.
  2. Click Search.

    The Query appears in the Search Results.
Query Manager page
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the over the limit rows.
  4. Go to the contracts with OLT rows and place the Bill Plan on hold for each contract until the rows can be fixed.
Run the Contracts to Billing Interface

The Grant Manager will follow the preceding steps with the Awards that can be billed for the billing cycle.

Navigation:  Main Menu > Customer Contracts > Schedule and Process Billing > Process as Incurred Billing

  1. If a Run Control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab.
  2. Click Add.
  3. The Process as Incurred Billing page is displayed.  You can use the Contact or Project option depending on your billing needs.  For this example, the Project Options section was used.
Find an Existing Value tab
  1. Ensure the "Process Always" is selected in the Process Frequency drop-down box.

Warning: The fields in the Contract Options group box limit the billing data that is included in the running of this process. The user has the option to filter by Contract, (contracts) Business Unit, Contract Type, Sold to (customer), or Bill To (customer). If you leave all fields blank, the process picks up all available billing activity in Contracts and in all schools. Because we have the colleges on different Business Unit, this is not recommended in this environment.

  1. Click the Run button in the right hand corner of the page.
  2. The Process Scheduler Request page is displayed.
  3. Check the Contracts to Billing Interface process check box.
  4. Click OK.
  5. A process instance is displayed beneath the run button on the CA_BI_INTFC run control page.
  6. Go to the Process Monitor by clicking the Process Monitor hyperlink. The Process Monitor page is displayed.
Process List tab
  1. Select the Details hyperlink on the associated CA_BI_INTFC Process name that was run. The Process Detail page is displayed.
Process Detail page
  1. Click the Message Log hyperlink.  The Message Log page is displayed.
Message Log
  1. Write down the INTFC_ID.  (This INTFC_ID will be required for the next procedure.  The interface ID is located near the bottom of the message. If you do not find an INTFC_ID in the message log, do not rerun the process. Instead, correct the interface errors using the Interface ID Corrections QRG. Unable to locate QRG-in development by Project??
  2. When you create an INTFC_ID - See Note Below.

Note: When an INTFC_ID is created you will notice in the Project Resource Query that the BI Status has been changed.  There are three different Statuses that you will see:

P- Priced (this means it is ready to be billed),

W- Worksheet (this means that it is in a billing worksheet) once the line is in the billing worksheet it will not appear on a different worksheet so you will need to release this for the worksheet if it was added incorrectly.  

N- New / Not Distributed (this is usually a Budget item).  

Now that you have successfully run the Contract to Billing Interface, the Billing Interface must be run in order to convert staged data into actual temporary bills in the Billing module.

Navigation:  Main Menu > Billing > Interface Transactions > Process Billing Interface

The Billing Interface page is displayed.

Process Billing Interface section
  1. Enter into the From Interface ID and To Interface ID fields the INTFC_ID that was created and written down from the previous procedure (Contract to Billing Interface).
    (Although other interface ID’s may be available for selection, the Billing Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface ID’s it will be more complicated for the other Billing Specialists to locate their respective bills).
  2. Click the Run button. The Process Scheduler Request page is displayed.
Process Scheduler Request section
  1. Select the Billing Interface check box
  2. Click OK.
  3. Click on the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of "Success".
    *NOTE:  The Details hyperlink contains further details on the number of Bills created.
Message Log section

Notice that there is one bill that has been created with two (2) Bill lines.

Review Billing Worksheet

The purpose of the Billing Worksheet is to allow a user to verify some of the information that would appear on an invoice before an invoice is generated. At this stage, the invoice is a temporary invoice and will have a prefix of TMP. In addition to this page ctcLink provides functionality that allows you to produce a Pro Forma invoice before approving the billing worksheet. This process allows you to produce an invoice for those individuals who may not have access to the billing worksheet or the ability to run billing processes. The pro-forma invoice shows how the real invoice will look and shows the demographic data that will appear on invoice.

The user can then return to the Billing Worksheet(s) on this page and either approve or delete each worksheet and save the page. After the page is saved, all Billing Worksheets that had an action value of Approved or Delete disappear from the page. The user will need to navigate to the Manage Contract/Project Bills. If the user needs to modify the temporary invoice, the invoice should be deleted and the billing process should be run from the beginning again to capture whatever changes occur within the CtcLink source systems once the changes are completed.  

Navigation:  Main Menu >  Billing > Manage Billing Worksheet > Update Billing Worksheet

The Update Billing Worksheet (Find an Existing Value) page is displayed.

  1. Select the Set Filter Options hyperlink and confirm that "WAxxx" is populated in the Business Unit field.  Once the values have been populated, click Save Search button.
Worksheet Headers tab

Note:  Using the Set Filter Options page, the user can search for a specific Billing Worksheet or a group of worksheets to be reviewed. This is a one-time setup step. The other fields can be used (i.e. Contract #) in the future on the ad hoc basis to filter the worksheets displayed.

  1. Click the Search button.  (The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page).
Filter Options page

The Worksheet Header Information for all awards that have expenses to be billed will be displayed.

  1. Click on the Header Info 1 button to view the header information for a particular bill.
  2. Review the fields and links on this page to identify any incorrect values for the Sponsor.
  3. Click the Save button to save changes.

    This step is suggested on initial billings of a sponsor to ensure that the correct setup has occurred for both the sponsor and awards. Any incorrect information can be updated from these pages; however the Billing Specialist should also update the Sponsor data as well as contact the Grants Manager for Award setup problems
Worksheet Headers tab

Note:  Here is where you can change the invoice date, accounting date and the Pay Terms if needed, as shown above. You can enter Header Notes on the Billing Header Info page.  Also notice the icon Pro Forma which will give a preview of the invoice.

  1. Click the Return to Manage Billing Worksheet hyperlink to return the worksheet page.
  2. Click on the Line Details tab.  The Lines Details page is displayed.
Header - Info 1 tab
  1. Select either "Bill" or "Defer" from the Billing Option drop down box. If the line is ready to be billed, select "Bill", otherwise select "Defer".

    A Defer Date must be entered if "Defer" is selected. click on the calendar icon to select a date in the Defer Date field.  

**NOTE:  You will see the lines that are Deferred in the Temporary (Pro Forma invoice) still as line 0, but when you approve the worksheet it will remove the lines from the invoice.

Line Details tab

Note: The Lines Detail page shows all of the transaction lines to be billed that are associated with every Billing Worksheet that appeared on the previous page.  Click on the arrows in the above red box to scroll down through all of the lines if you have a large number of lines.

Spreadsheet Headers tab
  1. Click Save.
  2. Click on the Worksheet Headers tab.
  3. Click on the check box corresponding to the appropriate contract and select the Approve Now button.  Only approve the worksheet if you are sure that it is correct otherwise you need to delete the worksheet and start the process over again.
  4. Click Save.
Line Details tab

Generate Invoice

Navigation:  Main Menu > Billing > Manage Billing Worksheet > Review Contract/Project Bills

  1. On the Find an Existing Value tab, verify that "WAxxx" is populated in the Business Unit field.
  2. Enter appropriate values in any of the fields in the top portion of the page.
  3. Click Search.

Note: Specifying multiple values will help you to limit the number of results returned.

  1. Select the invoice in the hyperlink.
  2. You can now verify that all of the items are entered correctly, and that the invoice is no longer in a temporary status with the actual invoice number.
Review Contract Project Bills screen

You will want to remember your invoice number for the next step.

  1. Navigate to the following menu path:
    Main Menu > Billing > Generate Invoices > Non-Consolidated > Single Action Invoice
Single Action Invoice tab
  1. Go to the Print Options tab.
  2. Make sure that Print Both Summarized & Detail button is selected in the Summarization Options section.
  3. Return to the Single Action Invoice tab.
  1. Run and Select the Process BIJOB03K and also verify that the type and format are set as shown in image below.
  2. Click OK.
Process Scheduler Request page
  1. Navigate to the Process Monitor:
    Main Menu > Peopletools > Process Scheduler > Process Monitor
    The Process List page is displayed.
Process List tab
  1. Navigate to the Report Manager:  
    Main Menu > Reporting Tools > Report Manager
  2. Click on the Administration tab.
  3. Click on the BIXCLSUM-BIXCLSUM.pdf description hyperlink to view or print the invoice.

Example of printed report.

Items to Run Post Invoice

These are items that need to run to update and complete the billing process.

  1. To update the contract, navigate to:
    Main Menu > Billing > Generate Invoices > Utilities > Update Contracts/Project Data
Update Contract Projects Data page
  1. Navigate to the Process Monitor:
    Peopletools > Process Scheduler > Process Monitor
Process Scheduler Request page

The Project Resource Table needs to be updated: This process updates the Projects module and the PROJ_RESOURCE table by changing the BIL lines to BLD and the Billing Distribution status from Billing Worksheet (W) to Distributed (D).

  1. Navigate to:
    Project Costing > Revenue Collection > Retrieve Billing Items
Retrieve Billing Items page

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