Reimbursable Grant/Contract Billing

Purpose:  Use this document as a reference for how to complete a Reimbursable or As-Incurred Grant Contract billing in ctcLink. For Fixed Price Contract Billing please see QRG Fixed Priced Billing.

Audience: Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Reimbursable Grant Contract Billing

Reminders

  • The Cost Collection process needs to be completed for Projects.  These are 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 ctcLink 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 be event (specific date and amount).

Recommendations

Review OLT Rows (Over the Limit)

Navigation:  Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. In the begins with field, enter the query name "CTC_PR_OLT_ROWS".
  3. Select Search.
  4. The query appears in the Search Results section at the bottom of the Query Viewer search page.
  5. Select the Run to option of your preference.  In this example, we select Run to HTML.
  6. A new window opens.  In it, you'll enter selection criteria for your query, run the query, then examine the results.
  7. Enter your Business Unit.
  8. Select the View Results button.
  9. Review the over the limit rows.
  10. To release the OLT rows, refer to QRG OLT Rows (Over the Limit).
  11. Close the new window.
Over the limit results
Review Billable Lines

The following Queries can help you identify, review and categorize Billable Lines;

  • CTC_PR_BILLABLE - Billable Projects by BU, provides a summary overview per Project number of Billable lines.
  • QFS_PC_PROJ_RESOURCE - Query from Project Resource (see QRG Managing the Project Resource Query), this query provides a detailed information per Project number. Only the lines marked billable or BIL will be 'pushed' into the Billing Module.
  • QFS_GL_ACCT_ANALYSIS - GL Ledger Table/Trial Balance, provides a summary snapshot of the Trial Balance (sort by Department# or Project#).
  • QFS_GL_ACCOUNT_ANALYSIS - GL Ledger Table/Trial Balance, provides a detailed snapshot of the Trial Balance (includes Activity field).

Navigation: Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. In the begins with field, enter the query name "CTC_PR_BILLABLE".
  3. Select Search.
  4. The query appears in the Search Results section at the bottom of the Query Viewer search page.
  5. Select the Run to option of your preference.  In this example, we select Run to HTML.
  6. A new window opens.  In it, you'll enter selection criteria for your query, run the query, then examine the results.
  7. Enter Unit.
  8. Enter Project. Optional to enter the Analysis Type, this example uses BIL or billable.
  9. Select View Results.
  10. Review the billable rows.
  11. Close the new window.
CTC_PR_BILLABLE query

The Project Resource Query provides exactly what BIL lines will be 'pushed' into Billing to create an invoice. Optional to enter a specific Project ID or leave blank to retrieve all available projects. Enter the desired Beginning and Ending Accounting dates. Optional to enter the Contract ID and view all Project IDs under that specific Contract ID number. Optional to enter an Analysis Type, such as BIL or Billable to view all billable lines. For more information on analyzing the Project Resource Query results, please see QRG Managing the Project Resource Query.

Select View Results and/or download results in Excel Spreadsheet or CVS Tex File for analysis.

Proj Resource Query

Required Steps

You must have at least one of these local college managed security roles:

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

1. Run the Contracts to Billing Interface

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

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

  1. The Process as Incurred Billing run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_CA_BI_INTFC or PROC_AS_INCURRED_BILLING (Business Unit, Process).
  3. The Process as Incurred Billing page displays.
  4. Ensure that ‘Always’ is selected in the Process Frequency drop-down box.
  5. In Contract Options section, enter or use the lookup tool to enter the following search criteria values:
    1. Business Unit.
    2. Contract ID number.
  6. Scroll down to the Billing Options section and enter or lookup the following values:
    1. Select the Date Option.
    2. From Date Option.
    3. From Date or start of your desired billing period.
    4. Through Date or end of your desired billing period.
    5. Leave the Event Date and Invoice Date as 'Current Date' (unless otherwise directed by SBCTC Accounting).

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 ctcLink 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 ctcLink Contracts and in all schools. Because we have the colleges on different Business Unit, this is not recommended in this environment.

  1. Select the Run button.
Process As Incurred Billing page
  1. The Process Scheduler Request page displays.
  2. Check the Contracts to Billing Interface checkbox.
  3. Select OK.
Process Scheduler Request
  1. The Process Scheduler Request page disappears.  The updated Process As Incurred Billing page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to QRG Process Scheduler/Process Monitor for more instructions.
Note the Process instance page
  1. The Process Monitor page displays. Select the Refresh button until the process runs to Success and Distribution status is Posted.
  2. Select the Details hyperlink on the associated CA_BI_INTFC Process name that was run.
Select the details link
  1. The Process Detail page is displayed.
  2. Select Message Log link.
Select the message log
  1. The Message Log page displays.
  2. Scroll down to view the INTFC_ID. Take note  of (or copy) this number for it will be used in the next step.

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Note:  Interface IDs are Global values. This INTFC_ID will be required for the next procedure.  If you do not find an INTFC_ID in the message log, do not rerun the process.  Instead, correct the interface errors using the following navigation before proceeding to the next step.  

Navigation: Billing > Interface > Transactions >Correct Interface Errors

To fix the Billing Interface Errors, please go to the Appendix section of this document to see instructions on how to fix Interface errors.  In addition to correcting the Interface Errors and saving the information at the navigation above, the Billing Specialist must also follow up with the Grants Manager to correct the Award setup configuration.  This will help prevent future interface errors for the same Award.

Note the Interface ID
2. Execute Billing Interface Process

You must have at least one of these local college managed security roles:

  • ZZ Billing Processing
  • ZZ Grant Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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: Billing > Interface Transactions > Process Billing Interface

  1. The Process Billing Interface search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_PROCESS_BIL_INTERFACE (Business Unit, Process Name).
  3. The Process Billing Interface page displays.
  4. 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).
  5. Select the Run button. Please refer to QRG Process Scheduling/Process Monitor for more instructions.

Interface IDs are Global.  Although other interface ID’s may be available for selection, the Billing/Grant 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.

Process billing interface
  1. The Process Scheduler Request page displays.
  2. Select the Billing Interface checkbox.
  3. Select OK.
Process scheduler request
  1. The Process Billing Interface page displays. Note the Process Instance number.
  2. Select the Process Monitor link to view and confirm that the BIIF0001 process finished with a Run Status of ‘Success’. For more information on this process, please see QRG Process Scheduler/Process Monitor.

Optional to select the Details and then the Message Log links to view the number of Bill Lines created.

Process monitor message log
Message log
3. Review Billing Worksheet

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry
  • ZZ Grant Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Billing > Manage Billing Worksheet > Update 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 PeopleSoft 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 PeopleSoft source systems once the changes are completed.  

  1. The Worksheet Headers tab displays.
  2. Optional to select specific search criteria by selecting the Set Filter Options link.
  3. The Set Filter Options window displays.
  4. Confirm that the Business Unit field is populated.
  5. Enter other search values as you wish.
  6. Select the Save Search or Search button.

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.

Select Search options
  1. The Set Filter Options window disappears.
  2. The contracts that match the criteria entered on Set Filter Options page appear in the Header Level Detail section of the page.
  3. Select Header Info 1 button to view the header information for a particular bill.
Worksheet headers page
  1. The Worksheet Header information for all awards that have expenses to be billed will be displayed.
  2. Review the fields and links on this page to identify any incorrect values for the Sponsor.
  3. Select Save 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.)
  4. Select the Navigation drop down menu arrow to select Header - Note.

Leave Invoice Date and Accounting Date BLANK. The system will auto-fill with the Current Date on the Pro Forma and Finalized Invoice. This avoids the invoice being 'stuck' in a prior period.

Standard Billing page
  1. The Header - Note page displays. Add information within the Note Text box.
  2. Select Save to save changes.
  3. Select the Worksheet Headers back button to return to the main Worksheet Header page

Use the Header Note page to add additional custom details, such as Grant Name, Billing Period, or ChartString data. This can help when applying payments and month and/or year end reconciliation.

Adding a Header Note
  1. The Worksheet Headers main page displays. Select Search to view pending TMP billing worksheets.
  2. Select the TMP-000000XXXX Billing Worksheet to navigate to the Billing Worksheet and review billable lines.
Temp invoice
  1. The Billing Worksheet Line Details page displays.
  2. Optional to select Defer from the Billing Option drop-down box.  A Defer Date must be entered if Defer is selected.  Click on the calendar icon to select a date in the Defer Date field. Best Practice is to defer a few days and this line will be visible after the Defer Date. For more information, please see QRG Deferring a Reimbursable Grant Line.
  3. Select Save.
  4. Select the Bill Header hyper link.

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. 

Notice your line level detail are visible by "chunks" of 20 lines or rows. Select the forward/back arrows or the View All link.

Bill Header
  1. The Header - Info 1 page displays.
  2. Select the Pro Forma icon to review the draft temp invoice.
Pro Forma icon

The Pro Forma displays. Review as needed and close out the page. Return to Worksheet Header main page or navigate back to Update Billing Worksheet.

Pro Forma invoice

Navigation: Billing > Manage Billing Worksheet > Update Billing Worksheet

  1. The Update Billing Worksheet or main Worksheet Headers page displays.
  2. Select the check box corresponding to the appropriate contract and select the Approve Now button.  
  3. Select Save.

Only approve the worksheet if you are sure that it is correct, otherwise you should delete the worksheet and start the process over again.

Approve temp invpoice
4. Search, Select, Print Pro Forma, or Generate Invoice

You must have at least one of these local college managed security roles:

  • ZZ Billing Contracts
  • ZZ_AWE_BI_APPR_060
  • ZZ_AWE_BI_APPR_060_HI
  • ZZ_AWE_BI_APPR_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_APPR_064
  • ZZ_AW_BI_INV

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

(OR select the Manage Contract/Project Bills link from the Update Billing Worksheet page)

  1. The Review Contract/Project Bills page displays.
  2. Enter Business Unit.
  3. Enter appropriate values in any of the fields in the top portion of the page and click the Search button. Copy or write down the invoice number(s) to be finalized.

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

Also note the Pro Forma icon is available to review the invoice as it will be printed.

Review contract/bills page

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry
  • ZZ Grant Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  Billing > Generate Invoices > Non-Consolidated > Single Action Invoice

  1. The Single Action Invoice search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_SINGLE_ACTION_INV (Business Unit, Process).
  3. The Single Action Invoice page displays.
  4. Select the Print Options tab.
  5. In the Summarization Options section, select Print Both Summarized & Detail.
  6. Select Save.
  7. Return to the Single Action Invoice tab.

Once you have set your preferences for Print Options, the system will remember your select for future billings!

Print both summarized and detail
  1. The Single Action Invoice tab displays. Select the following selection parameters:
    1. Select the Posting Action to Batch Standard.
    2. Select Invoice ID.
    3. Enter Business Unit.
    4. Enter From Invoice and To Invoice.
  2. Select the Yellow Folder Icon to review what Bills are to be processed.
Bills to be processed icon
  1. The Bills To Be Processed window displays. Review as needed.
  2. Select Return.
  3. Select Run.

If the Bills To Be Processed is blank or missing information, then no Bills are ready to be processed, you may need to have your invoice 'Submit for Approval' or have an issue.

preview of bills to be processed
  1. The Process Scheduler Request page displays.
  2. Select the process Single Action w/ Comm Cntl or BIJOB03K and also verify that the type and format are set as shown below.
  3. Select OK.
single action with comm control
  1. The Process Scheduler page disappears.
  2. Note the Process Instance number and select the Process Monitor link OR navigate to the Process Monitor: Navigation > Peopletools > Process Scheduler > Process Monitor.
  3. Refresh the page until the Run Status is Success and Distribution Status is Posted.
  4. Select the Report Manager link OR navigate to Navigation > Reporting Tools > Report Manager

Optional to select the BIJOBO3K hyperlink to view the status of the process.

Process name
  1. The Reporting Manager page is displayed.
  2. Select the Administration tab.
  3. Select the BI_PRNXPN01-BI_PRNXPN01.pdf description hyperlink to view or print the invoice.

Note: The general ledger accounting entries and AR tables will be loaded as a part of the nightly batch process. If the Sponsor requires the bill to be completed in a format they provide, provide a copy of the completed Sponsor Invoice to be scanned into image now in the Business office once bill is sent out.

Report Manager page

SBCTC recommends to use the PeopleSoft Invoice (i.e. CA-574 or CA-0000000574) number as your OBIS Invoice Number or G5 Drawdown description. This will help with month/year end reconciliation as well as future audits. For more information, please see SBCTC Memo_OBIS Invoice Number.

Finalized invoice
  1. Process complete.
CRC Billing Checklist

After you understand the processes above, the following resource provides a quick 1 page checklist to print out or reference when running the Cost Reimbursable Contract Billing process.

CRC Grant Billing Checklist

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning.  Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Reimbursable Grant/Contract Billing. This link will open in a new tab/window.

VII. Appendix

Review Billing Details

You must have at least one of these local college managed security roles:

  • ZD Billing Inquiry
  • ZZ_AWE_BI_APPR_060
  • ZZ_AWE_BI_APPR_060_HI
  • ZZ_AWE_BI_APPR_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_APPR_064
  • ZZ_AW_BI_INV

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Billing > Review Billing Information > Details

  1. The Bill Inquiry search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
  5. The Header-Info 1 tab displays.
  6. Select the Line-Info 1 tab.
Invoice header page
  1. The Line-Info 1 tab displays.

Note: Additional information about the bill can be displayed by clicking the hyperlinks and drop-down menu options at the bottom of the page.

review bill line
Review Accounting Entries in Billing by Invoice

You must have at least one of these local college managed security roles:

  • ZD Billing Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Billing > Review Billing Information > Review Entries by Invoice

View specific accounting entry information about the invoice selected.

Note: The remaining steps are executed as part of the nightly batch processes, but are included in this document so the end user understands the entire bill creation lifecycle.

  1. The Accounting Entries by Invoice search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
  5. The Accounting Entries tab displays.
review entries by invoice

Note: The entries can be further validated by clicking the Transaction Amounts and Journal Information tabs.

Enter Bill Header Notes

Navigation: Billing > Locate Bills > Bills Not Invoiced

Header notes apply to the entire bill. To select a predefined note (one that you have already defined on the Standard Note page in General Options), select Standard Note Flag and select a note code in Std Note (standard note). Once you press Tab to exit the Std Note field, the note type ID is displayed in the Note Type field, and the predefined text for that note is displayed in the Note Text field. To create a note, do not select Standard Note Flag. Select a note type, and in the Note Text field, enter the text to appear on the invoice. Select ‘Internal Flag Only’ if you do not want the note to appear on the actual invoice.

  1. The Bills Not Invoiced page displays.
  2. Enter Business Unit.
  3. Select from "Customer" or "Contract" in the Bill To field.
  4. Select Search.
  5. Select the check box next to the invoice and select the Header Notes hyperlink to go to the Notes page.
add header notes
  1. Enter the information you would like displayed on the invoice in the Note Text section of page.
  2. Select Save.
Header note page
Correct Interface Errors from CA to BI Interface Process

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Billing > Interface Transactions > Correct Interface Errors

  1. The Review Interface-Errors search page displays.
  2. Enter the Interface ID (INTFC_ID) generated from the Contracts to Billing Interface process and/or enter the Business Unit. See CA to BI interface procedure for the steps required to find the INTFC_ID.
  3. Select Search.
  4. The rows in error during the CA to BI process display in the Search Results section of the page.
  5. Select one of the rows.
Review Interface - Errors
  1. The Billing Interface - 1 tab displays.
  2. Review the Load Status or Errors. For more information on Interface Error Codes, please see QRG Correcting Interface Errors.
  3. If able, populate the missing value. Select Save.
  4. Select Return to Search and repeat these steps for each row in error.
Billing Interface page

Note:  The Load Status displays the error associated with the row. Often the message will not provide enough detail to understand the issue. The PS_INTFC_BI_AEDS tab may also contain on the row some additional detail about the error.

Typically the error will be caused because a required field wasn’t populated during award setup.  The following fields are required fields by Billing Type:

Cost Reimbursable

Fixed Price

Cost Reimbursable (LOC)

Address Sequence Number

Address Sequence Number

Address Sequence Number

Billing Specialist

Billing Specialist

Bill Source

Billing Cycle Identifier

Billing Cycle Identifier

Contracts Business Unit

Bill Inquiry Phone

Contracts Business Unit

Contract

Contract

Contract

Invoice Date

From Date

From Date

Invoice Form

Invoice Date

Invoice Date

Letter of CreditID

Invoice Form

Invoice Form

Letter of Credit Document ID

To Date

To Date
Review Grant Billing History

You must have at least one of these local college managed security roles:

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Customer Contracts > Create and Amend > General Information

The Billing History can be reviewed after the nightly batch processes have been run. Complete the steps below to review the history.

  1. The General Information search page displays.
  2. Enter Business Unit.
  3. Enter or lookup Contract ID number.
  4. Select Search.
  5. The General tab displays.
  6. At the bottom of the page, please select the Billing Plans link.
General Information page
  1. The Assign Billing Plan page displays.
  2. Select the Plan link.
Assign Billing Plan page
  1. The Billing Plan General tab displays.
  2. Select the History tab to see all invoices created.
  3. In the Contract Billing History section, select the Billing tab to review the Billing history.
History tab showing invoices billed
  1. Process complete.

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