Invoicing
Maintenance of Billing Schedule
The Sponsored Programs Department will maintain a 'Billing Shedule' on a seperate Excel spreadsheet located on the server at
T:\USER\Contracts\GROUP\Sponsored Projects\Accounts Receivable\BILLSCHD.XLS
As part of the procedure of setting up a new project in Sponsored Programs, all relevant billing information will be entered into the billing schedule. This includes information on the granting acency, the project ID number, the award identification number assigned by the grator, the name of the principal investigator and the ending date of the project. In addition the billing type and required billing dates are marked in the calendar section of the billing schedule.
Cash Draw Down
Some of the projects can be invoiced via electronic 'Cash Draw Down' over the granting agencies or specifically designated Payment Management Systems (PMS)websites.
The electronic cash draw down should be conducted on a bi-weekly basis.
The team member(s) of the Sponsored Programs Department assigned to conduct the cash draw down will run a specifically designed query in PeopleSoft, which will determine the total accumulated expenditures for all projects invoiced via cash draw down.
The total accumulated expenditures are entered into a seperate Excel spread sheet which contains information on previously billed expenditures. Only 'Actual' expenditures will be included in the calculation, 'Encumbrances' cannot be invoiced and will therefore not be considered.
From the total amount of current expenditures , the previously billed amount is deducted in order to determine the amount to be drawn down.
(Total Current Expenditures) - (Total Amounts Previously Invoiced) = (Amont to be Drawn via Cash Draw Down)
After logging onto the PMS websites, via individual passwords, the above information is entered and the payment requested.
Regular Review of the Billing Schedule
The team member(s) of the Sponsored Programs Department assigned to invoice projects, will routinely (at least once a week) review the Billing Schedule for required or scheduled invoices.
In order to minimize the capital outlay and maximize the cashflow projects that have accumulated, or tend to accumulate large amounts of unbilled expenditures will be reviewed on a regular basis. If allowable, these projects will be billed, as soon as a substantial amount of unbilled expenditures has been accumulated.
Based on the above review the assigned team member will conduct or initiate the invoicing process.
Review of the Billable Project
After determining that the project is required or should be invoiced, the team member will review the the "Project File" (blue folder) of the project to be billed.
The team member will determine particular billing requirments, such as
- methods of calculation,
- special billing conditions,
- billing dates and deadlines,
- billing addresses and contacts,
- withholdings,
- restrictions and,
- forms to be used.
In case there are any open questions, the team member may contact the Office of Research and Sponsored Projects (ORSP) or the designated contact person at the granting agency.
As a next step the amount to be invoiced will be determined. The most current Detail Trial Balance will provide the total expenditures incurred of the project. Please note that only 'Actual' expenditures can be invoiced, 'Encumbrances' cannot be invoiced.
From the total amount of 'Actual' expenditures , the previously billed amount is deducted in order to determine the amount to be billed with the current invoice.
(Total Actual Expenditures) - (Total Amounts Previously Invoiced) = (Amont to be Billed with Current Invoice)
Preparation of a Manual Invoice
At this time, PeopleSoft is unable to produce an invoice that can directly be sent to the respective granting agency. As a result, a manual invoice will be generated and sent to the granting agency.
Update of Billing Schedule
The relevant information regarding the new invoice is entered into the 'Billing Schedule'
Adding Customers in PeopleSoft
After determining the billable amount, and the generation of a manual invoice, the billing is recorded and processed in PeopleSoft.
To Add A New Customer:
Navigation from Menu
- Customers
- Customer Information
- General Information
Add a New Value Tab
- Set ID: NRTUC
- Customer ID: Next
General Information Tab
- Date Added: 7/1/2003 (This is the effective date and should be the same on all tabs)
- Name 1: Full Name
- Short Name: 10 characters; should be a name you will remember if you ever need to look it up
Roles
- Check box next to "Bill to Customer"
- At the lower right corner of screen, go to "More"
- Click on "Subcustomer Info"
- Check the box next to "Subcustomer"
- Subcustomer 1: Chose "Grants"
- Click on the blue "General Information" link
Bill to Options Tab
- Credit Analyst: "Judy Berger"
- Collector: "Judy Berger"
Address tab
- Location: "1"
- Check the box next to "Bill to" and "Primary"
- Description: "Main"
- Address 1: This line can be used as the Attention Line or the address. The line below is the address line if the first line was used as the attention line.
- City: "City"
- State: "State abbreviation"
- Postal: "zip code"
- Phone info is not required
- Click on the blue hyperlink at the bottom "Miscellaneous General Information"
Currency Detail
- Currency Code: USD
- Rate Type: CRRNT
Support Teams
- Check the box next to "Default"
- Hit "Save"
- Write TUC number on your invoice so you have it when you go to input invoices
- To continue to add customers, click the "Add" button at the bottom right side of the page
Entering Invoices in PeopleSoft
To enter invoices in PeopleSoft:
Navigation from Menu:
- Billing
- Maintain Bills
- Standard Billing
Add a New Value Tab
- Business Unit: NRTUC
- Invoice: Next
- Bill Type: GRT
- Customer: Vendor Number - Starts with TUC
- Click "Add"
Header Info Tab
- Invoice Date: Actual date of your invoice
- Accounting Date: Either the date in the current month matching the invoice month that you are inputting or if it is the end of the month and you are trying to get all of the current month's invoices input, put the monthend date. Invoices must be input WEEKLY to avoid confusion
- At the bottom of the page, click on the blue "Notes" hyperlink
Notes Hyperlink
- The header note should be "TOP"
- In the Note Text Box type the following: Project ID and below it type the month of billing it is. For example: 4201 3444 May Billing
- Click on the "Line - Info 1" Tab
Line - Info 1 Tab
- Type in the following description in the box to the right of the "Identifier" Box: Invoice #3412-2 (or whatever the invoice number really is)
- Type the amount of the invoice in the "Gross Extended" box
- At the bottom of the page, click on the blue hyperlink "Accounting"
Accounting Hyperlink
- Account: 120170
- Fund: S4000
- Dept: 24200
- Project ID:
- Click "Save"
- Click on the "Header - Info" Tab
Header - Info Tab
- Change "Status" Box to "RDY"
- Click the "Save" button
- Write the GRT number that appears at the top on the invoice. This number will be used to apply the payment to when it comes in. Don't forget to write the GRT on the invoice before you move on.
- If you have more invoices to input, click the "ADD" button at the bottom
Printing Invoices
Make sure that you put all your invoices in RDY status as you input them.
Navigation from Menu:
- Billing
- Generate Invoices
- Non-consolidated
- Single Action Invoice
Find an Existing Value Tab
- Run Control ID: Invoice
- Click "Search"
- Select "Single Action Invoice" tab
Single Action Invoice Tab
- In the "Range Selection" box, make sure the "Bill Type" radio button is selected
- Business Unit: NRTUC
- Bill Type: GRT
- Click the "Run" button
- Make sure the box next to "Single Action with Comm CNTL" is checked
- Click "OK" button
- Go to the Process Monitor and refresh until "Success" appears. This will take awhile
- When ready, click on the blue BIIVCPN link
- Click on the blue View Log/Trace
- Open the file
- Click on "Print" and select pages 1 through one number less than the last page number. The last page is just a summary page and you don't need it so we just print the invoices.
Printed Invoices
- Staple the printed invoice to the back of the invoice you generated for your billing
- Punch 3 holes in it and file in the open invoice book
After Invoice Print
After the invoices are printed, you need to run a Receivables update. VERY IMPORTANT TO REMEMBER: YOU MUST NOTIFY JUDY DICKINSON PRIOR TO RUNNING A RECEIVABLES UPDATE. IF SHE IS INPUTTING INVOICES AND YOU UPDATE THE SYSTEM, SHE WILL NOT BE ABLE TO PRINT HER INVOICES. IT IS MANDATORY THAT YOU TELL HER BEFORE YOU DO THIS STEP. SHE WILL ALWAYS TELL YOU WHEN SHE IS GOING TO RUN ONE.
Accounts Receivable Update
VERY IMPORTANT TO REMEMBER: YOU MUST NOTIFY JUDY DICKINSON PRIOR TO RUNNING A RECEIVABLES UPDATE. IF SHE IS INPUTTING INVOICES AND YOU UPDATE THE SYSTEM, SHE WILL NOT BE ABLE TO PRINT HER INVOICES. IT IS MANDATORY THAT YOU TELL HER BEFORE YOU DO THIS STEP. SHE WILL ALWAYS TELL YOU WHEN SHE IS GOING TO RUN ONE.
Running A/R Update
Navigation Menu
- Accounts Receivable
- Update Receivables
- Request Receivables Update
- Search
- Update_Receivables
- Run
- OK
- Process Monitor
Deposits
When Judy Dickinson gives you check copies:
- First look in the invoice book for a copy of the invoice that has been put into People Soft. Pull the correct invoice out and write the correct GRT very clearly on the check copy. Highlight the GRT. If there are several GRTs being paid on a check, write the GRTs and the corresponding dollar amounts next to it.
- If the invoice is not in the invoice book, look in the folder of invoices that have not been input into People Soft yet. If the invoice is there, pull it out. Because the invoice is not input yet, there will not be a GRT number. The invoice will have to be input directly using the accounting string. Write this on the check instead of the GRT number:
120170 S4000 24200 Project ID Number
- Paperclip the check copy and the invoice together and give back to Judy Dickinson.
- This procedure needs to be done as quickly as possible because checks cannot be deposited until they are correctly identified.
- When Judy Dickinson gives you yellow receipts attached to the check copy and invoice you previously identified
- First, verify that the correct GRT number or accounting string is written on the yellow receipt copy. If any numbers are incorrect, take everything back to Judy D. immediately before she inputs the check.
- Second, verify that the project is open and active. If the invoice you generated was a final invoice, Judy Berger may have inactivated the project. Check to make sure that the project is active. If it is not active, Judy D. will have trouble posting the payment. The procedure to activate a project is to change the status to Active in the Supply Chain and then run a combo edit. Once the payment is posted, you have to go back in and inactivate the project again.
- Put receipts in receipt number order.
- Go to: T:\USER\Contracts\Group\Sponsored Projects\Monthend Worksheets\GRANTS AR LOG\Grants Ck log 05-06.xls
- In the Workbook, there is a worksheet for each month. Log in checks one month at a time according to the receipt date. As soon as the receipt date changes to a new month, use the corresponding new worksheet.
- If there are two payments on a receipt for two different projects, log each one in separately.
- If there are two GRT numbers for the same project on a receipt, log in as one line item.
- File in the appropriate control files.
- On the receipts that have payments for different projects, make an appropriate number of copies of the check stub and put it with the corresponding invoice and one of the receipt copies. Make copies of the receipt if there are more than two projects. On each, highlight one of the project numbers and file in the appropriate control file.
- Logging and filing these receipts must be done right away so that anyone looking in a control file will have the current information.
Credit Memos
Inputting Credit Memos in PeopleSoft
Navigation from Menu:
- Billing
- Maintain Bills
- Adjust Entire Bill
- Invoice #: GRT________
- Search
- Click on the radio button that says "Credit Entire Bill"
- Save
- Write new GRT number on invoice that you are crediting
- Click on the blue hyperlink "Header Info 1"
- Change invoice date and accounting date (make sure that both are in the current open month(s)
- Save
- Click ADD to generate more credit memos
- See procedure for printing invoices to print credit memos
- Match credit memos to invoices and file in the appropriate file
- Run an A/R update after checking with Judy Dickinson
- Match credits and debits
Matching Credit Memos with GRTs to Clear Aging
Navigation from Menu
- Accounts Receivable
- Maintenance
- Maintenance Worksheet
- Create Worksheet
Add a New Value Tab
- Click "ADD"
- Customer ID: TUC_______
- Build
- Find the two line items that offset each other and check the box next to each
- Click "Save"
- Click on the blue "Worksheet Action" hyperlink
- Worksheet Action: Post Now
- Save
- Run A/R update again after checking with Judy Dickinson