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How to Calculate the Cost of an Incorrect Invoice

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					Manage Award Billing
 Desk Procedures




       Page 1 of 94
Table of Contents
Table of Contents ................................................................................................................. 2
Overview............................................................................................................................... 4
Roles and Responsibilities Applicable to Business Process ................................................. 5
Financial Policies and Procedures ........................................................................................ 5
SFR Workbench ................................................................................................................... 6
   Roles Applicable to this Sub Process ............................................................................... 6
      Additional Information Page .......................................................................................... 6
      Monitor SFR Workbench ............................................................................................. 11
      Select Contract/Project to Invoice ............................................................................... 14
Review Billing Event and Bill Plan ...................................................................................... 15
   Roles Applicable to this Sub Process ............................................................................. 15
      Update Bill Plan ........................................................................................................... 15
      Update Billing Event for non LOC accounts ................................................................ 18
Review Award Milestones................................................................................................... 22
   Roles Applicable to this Sub Process ............................................................................. 22
      Milestone Status Notification ....................................................................................... 22
      Mark Milestone Complete ............................................................................................ 23
      Process Milestone ....................................................................................................... 30
Process an Amount Based/Lump Sum Contract ................................................................ 36
   Roles Applicable to this Sub Process ............................................................................. 36
      Process Other Billing Methods (Amount Based/Lump Sum Billing) CA_BI_INTFC ..... 36
Process a Rate Based/Cost Reimbursable Contract .......................................................... 43
   Roles Applicable to this Sub Process ............................................................................. 43
      Process As Incurred Billing (Cost Reimbursable Billing) CA_BI_INTFC ...................... 43
Billing Interface ................................................................................................................... 55
   Roles Applicable to this Sub Process ............................................................................. 55
      Run the Billing Interface (BIIF0001)............................................................................. 55
      Correct Interface Errors ............................................................................................... 59
Billing Worksheet ................................................................................................................ 63
   Roles Applicable to this Sub Process ............................................................................. 63
      Access the Billing Worksheet ...................................................................................... 63
      Review the Billing Worksheet ...................................................................................... 65
      Update the Billing Worksheet ...................................................................................... 66
      Print Proforma/Draft Invoice (UMDBI02) ..................................................................... 70
      Create a Draft Invoice Transaction Report (UMFCA011) ............................................ 77
      Proforma/Draft Invoice Approval and Review .............................................................. 80
      Approve the Billing Worksheet .................................................................................... 80
      Delete the Billing Worksheet ....................................................................................... 81
Finalize and Print Amount Based and Rate Based Invoices ............................................... 83
   Roles Applicable to this Sub Process ............................................................................. 83
      Review Contract Project Bills ...................................................................................... 83
      Finalize an Invoice (UM_RUN_DBI002F) .................................................................... 85
      Print an Invoice ............................................................................................................ 93
Void an Invoice ................................................................................................................... 94
Nightly Batch Process......................................................................................................... 94
   Roles Applicable to this Sub Process ............................................................................. 94

                                                          Page 2 of 94
Record Invoice Activity (BIPCC000) ............................................................................ 94
Retrieve Billing Items (PC_BI_TO_PC) ....................................................................... 94




                                             Page 3 of 94
Overview

All sponsored projects will require invoicing whether it be a single invoice or recurrent
schedule of invoicing. The Financial System has 2 types of invoicing; Amount Based
(Lump Sum) and Cost Reimbursable. All invoicing will be accomplished using Billing
Events, except for the automated LOC processes. Billing Events will be established in 4
different manors, which drive the method of billing;

   1. Date – to be used for rate based billing
   2. Date/Amount – to be used for amount based billing
   3. Date/Milestone – to be used for rate based conditional billing (i.e. a technical report
      must be completed and submitted prior to invoicing)
   4. Date/Amount/Milestone – to be used for amount based conditional billing

The Billing Events that are established on the contract will be used to populate the
Invoicing Workbench to enable the SFR accountants to monitor and manage their
workloads.
This document will walk the user through all of the sub-processes that are associated with
the Manage Award Billing process.

         SFR Workbench
         Process a Letter of Credit Contract
         Process an Amount Based Contract
         Process a Rate Based Contract
         Billing Interface
         Billing Worksheet
         Finalize an Invoice
         Nightly Batch Processes
         Void an Invoice




Frequency                 Daily


Module/Tables             Contracts and Billing


Documents Used            Custom Invoice Forms


                          As Required - Fiscal Officer, Principal Accountant (Manual
Approval Points
                          Process)


                                        Page 4 of 94
Roles and Responsibilities Applicable to Business Process

      SFR Workbench - SFR Accountants

      Process a Letter of Credit Contract – SFR A/R Accountants

      Process an Amount Based Contract - SFR Accountants

      Process a Rate Based Contract - SFR Accountants

      Billing Interface - SFR Accountants

      Billing Worksheet - SFR Accountants, Fiscal Officer/Other Approver

      Finalize an Invoice - SFR Accountants

      Nightly Batch Processes – System Administrator

      Void an Invoice - SFR Accountants



Financial Policies and Procedures

TBD




                                     Page 5 of 94
SFR Workbench

The SFR Invoicing Workbench is a tool to aid the SFR Accountants in managing and
prioritizing their workloads, monitoring their assigned accounts for invoices that are coming
due, and keeping apprized of the status of invoices that are in progress.


                                      Portion of Business
                                      Process Flow covered in
                                      this section




Roles Applicable to this Sub Process

             SFR Grant Accountant


Additional Information Page
Detailed description: The Additional Information page will house data regarding invoice
due date timing and submission statuses for invoices and reports (this document will only
discuss the invoicing information). The information on the page is used to calculate the
invoicing due dates as required by the terms and conditions for various management
reports and for display on the invoicing workbench.

The SFR accountants will establish a submission status row when an invoice is going to or
has deviated from the pre-established invoicing schedule. An invoice may appear to be
past due when looking at the dates but the submission status will clarify the reason for
delay (e.g. invoice appears to be late but the Submission Status is equal to NO Cost
Extension in Progress). In this case an Invoice can‟t be submitted because if the No Cost
Extension is granted the due date for the final invoice will also be extended (the submission
status will not stop any system processing). The due dates and submission status‟ will also
be used to provide information in the quarterly invoicing and reporting oversight
management reports that are submitted to the Controller of the University.




                                        Page 6 of 94
Navigation: Customer Contracts > Create and Amend > General
Information

The user will need to use the Contract General Information search page to access the
Contract Header General page.

Contract General Information page




   1. Select the “Additional Information” link to access the Additional Information page.

UM Additional Information page (invoicing days due)




NOTE: The Invoicing Additional Information section of this page will be set up and
maintained by the Contract Entry users.

                                       Page 7 of 94
        Field                                          Description
Invoicing Interim     This field is the number of days in which the University has to submit an
Days Due              interim invoice to the sponsoring agency.
Invoicing Final       This field indicates the number of days in which the University has to submit
Days De               a final (budget period end or grant period end) invoice to the sponsoring
                      agency
Start Date            Conversion Only field. This field is being used for conversion purposes
                      only.
Effective Date        This field is the date in which the invoicing due date terms are valid. The
                      first effective dated row that is established on a contract should have an
                      effective date this is equal to the Contract Start Date.

UM Additional Information page (invoice submission status)




   2. Click the Add Invoice Submission Status pushbutton; this will open up a blank
      Invoice Submission Status row.




                                        Page 8 of 94
                                                                               All subsequent Invoice
                                                                               Submission Status rows
                                                                               will be added or deleted
                                                                               using these pushbuttons.




Field Values and Descriptions for the UM Additional Information page, Invoice Status
row
        Field        Values Entered                       Description
Bill Plan ID         Value Varies      This field will be populated with the Bill Plan ID for the
                                       invoice that is late for submission to the sponsor.
                                       Generally there will only be 1 value that is available for
                                       selection, but in the case of Amount Based contracts
                                       that have multiple projects a submission status row will
                                       need to be established for each bill plan/project/event.
Invoice Event        Value Varies      This field will be populated with the event number
Number                                 related to the Bill Plan ID. The Event Number is the
                                       equivalent of the invoice that will be late
Invoice Event Date   Default           This field will default based on the Event Number
                                       selected above.
Due Date             Default           This field will default in based on the Event number
                                       selected above. This is the date that the invoice is due
                                       to the sponsor. Verify that the date populated in this
                                       field does coincide with a late invoice, if it doesn‟t the
                                       Event Number selected may be incorrect.
Event Status         Default           This field will also default based on the Event Number
                                       selected. It will display what status the report is in (i.e.
                                       Pending, Ready, In Progress etc.).
Billing Specialist   Value Varies      Select the Billing Specialist that is currently
                                       responsible for invoice submission for the contract.
                                       The field is a look up value in order to maintain
                                       historical information.
Billing Specialist   Default           This field will default in the name of the Billing
Name                                   Specialist that was selected in the above field

                                    Page 9 of 94
Invoice Submission     Value Varies         The user should select the value in this field that best
Status                                      describes the reason for the late submission of the
                                            invoice. Invoice Submission Status values are;
                                                   Invoice Created after Pmt Rcvd
                                                   NOGA Received after Due Date
                                                   No Approved Reason
                                                   Other
                                                   Pend Next Increment of Funding
                                                   Pend Prior Pd Rpt/Inv Spon App
                                                   Pending Carry Forward Approval
                                                   Pending Deliverable Approval
                                                   Pending Final CT Site Visit
                                                   Pending No Cost Extension
                                                   Pending Re budgeting Approval
                                                   Revised Report/Invoice
                                                   Sponsor Approved Deadline Ext


   3. Select the appropriate data for Bill Plan ID, Invoice Event Number, Billing Specialist,
      and Invoice Submission Status.
   4. Click the “Save” button.




The Invoice Submission Status will now display on the Invoicing Workbench page to help
the accountant analyze Contract status and decipher which ones need to be worked on.




                                       Page 10 of 94
Monitor SFR Workbench
Detailed description: This page will gather information from the Award, Contract Header,
Billing Plan and Contract Additional Information (part of this design) to populate this page
(SFR Invoicing Workbench). The Workbench is a list of all contracts that have invoices
coming due, within a specified period of time, with critical information regarding each
contract.

The workbench can be loaded by populating all of the search fields to narrow the amount of
returned results or just by Business Unit to get a list of all invoicing events that are set up in
the system. The default sorting for this page is by Event Date which is the equivalent of the
invoice end date.

Navigation: Customer Contracts > Create and Amend > UM Invoice and
Rept Workbench

             Select the “UM Invoicing Workbench” tab

UM Invoicing Workbench prior to search criteria being entered




Field Values and Descriptions for the UM Invoicing Workbench search criteria
          Field             Values Entered                                  Description
 Business Unit           UMSPR (Always)         This field will tell the page to search in a specific Business
                                                Unit to populate the data. Field can be populated by using
                                                the Look Up icon.
 Billing Specialist      Value Varies           Populate this field with a Billing Specialist to look at a single
                                                person‟s list of reporting events that have not been
                                                completed. Leave the field blank to look at all billing events
                                                that have not been completed. Field can be populated by
                                                using the Look Up icon.

 Event Date Thru            Value Varies            Populate this field to limit the number of billing events that
                                                    are displayed based on the Event Date (i.e. if you want to
                                                    look at all of the Events that are scheduled through the end
                                                    of January the user would enter 01/31/YYYY). Note this
                                                    field looks at event date not due date.

    1. Enter search criteria for Business Unit, Billing Specialist, and Event Date Thru as
       wanted to narrow the returned information. Click the “Search” button to populate the
       Invoice Due section based on the criteria you entered.

                                               Page 11 of 94
UM Invoicing Workbench Populated




NOTE: The page can be resorted by clicking on any of the column headers within the display grid. The user can set their own
customized sort for the page by using the “Customize” link or the populated grid can be exported for more detailed manipulation
if needed.


If a Billing Event is found to be past due and has no Invoice Submission Status established the user should select the Contract
Number Link and go back to the Additional Information Page section of this document to set one up
Field Values and Descriptions for the UM Reporting Workbench grid display (No
Entry)
        Field                                   Description
Contract Number      This is the Contract number that is assigned to the Grant. It is the equivalent
(hyperlink)          of the Award number. If the Contract number hyperlink is selected it will bring
                     the user to the Contract Header page. From the Contract Header page the
                     Additional Information page can be accessed.
Event Number         This field indicates which Billing Event for the Contract that the data row is
                     showing values for
Billing Plan ID      This field will tell the user which bill plan the invoice is due for. On an
                     amount based contract that has multiple projects there is a bill plan
                     established for each project so revenue can be recognized correctly. When
                     processed correctly all of the project invoices for a contract will populate a
                     single invoice.
Event Date           The Event Date is equal to the Invoice End Date and is the date that is used
                     for searching on this page
Due Date             This field is the date that the invoice is due to the Sponsor
PA                   This field indicates that the invoice is Pre Approved for processing, this
                     option will only be used for automated LOC accounts (i.e. DHHS or NSF)
DI                   This field indicates that the invoice is set for Direct Invoicing, this option will
                     only be used for automated LOC accounts (i.e. DHHS or NSF)
Billing Method       The Billing Method will tell the user how the contract is invoiced. The values
                     displayed here will be Amount Based which is a Lump Sum invoice or Cost
                     Reimbursable
Invoice Start        This field is the beginning date of the invoicing period
Invoice End          This field is the end date of the invoicing period
Final                This field indicates as to whether the Billing Event is a Final (budget period
                     end or Grant end report). Selected/checkmark means that it is a final.
Contract End Date    This field is the Grant End Date
Invoice Form         This is the custom invoice form that is required by the sponsor for invoicing.
                     In the Financial System all invoice forms are custom including the standard U
                     of M forms.
Event Status         This field indicates where in the process the invoice is currently at.
                     Pending = No work has been started and can‟t until the status is “Ready”
                     Ready = No work has been started but the event is ready to be invoiced
                     In Progress = Work has begun to create the invoice and it could be
                     anywhere in the process.
                     Recycled = Work was initiated but the billing worksheet was deleted so in
                     order to invoice the event the user will need to begin the process from the
                     start. This status is equal to a processing status of Ready.
                     Reversal Initiated = This status will only be seen on an Amount based
                     contract where a billing event is in the process of being reversed or “voided”.
Sponsoring Agency    This field displays the Sponsor for the research
Title                This field displays the title of the Award
Invoice Submission   This field displays a description of why the invoice is late
Status
Billing Specialist   This field shows the individual that is assigned to the contract and therefore
                     responsible for creating the invoice.




                                       Page 13 of 94
Select Contract/Project to Invoice

Detailed Description: Based on the criteria entered when the Invoicing Workbench was populated the user will be able to
analyze the Billing Events based on Event Date, Due Date, Invoice Form and Submission Status to determine the order for which
Billing Event/Invoice should be worked on.




   1. Analyze the Billing Event Information to select a Contract to Invoice based on the Event Date and Due Date
   2. Make note of the Event Status, Billing Method and whether or not it is a Final Invoice
   3. Select the Contract Number Link and;
         a. If the Invoice is not a final move forward to the Review Billing Event and Bill Plan - Update Billing Event section of
             this document
         b. If the Invoice to be worked on is a “Final Invoice” and it is a Cost Reimbursable Billing Method (Final checkbox is
             selected) select the Contract Number Link and move forward to the Review Billing Event and Bill Plan - Update Bill
             Plan section of this document




                                                          Page 14 of 94
Review Billing Event and Bill Plan

If the Billing Event for the invoice that is to be worked on is in a Pending Status the Event
must be updated to a Ready status in order for the Bill Plan to be recognized on the
Contracts to Billing Interface (CA_BI_INTFC).

If the invoice to be created is a final (budget period or grant end) the Bill Plan must be
updated to reflect that it is a final invoice. This must be done to tell the Financial System to
ignore the tolerance level of $99.99, meaning that if the invoice is for less than or equal to
$99.99 an invoice will still be generated.




                                     Portion of Business Process Flow
                                     covered in this section




Roles Applicable to this Sub Process

             SFR Grant Accountant

Update Bill Plan

Detailed Description: If the Final Invoice box is not selected on the Bill Plan and the
Invoice amount (either Amount Based or Rate Based) is less than or equal to $99.99 an
invoice will not be generated. All Final Invoices must be created regardless of the dollar
amount so the Bill Plan must be updated to recognize that it is a Final Invoice and that the
established tolerance level must be ignored.

Navigation to this page can happen 2 different ways either through clicking on the Contract
Number Link from the UM Invoicing Workbench or through menu selections as detailed
below.




                                        Page 15 of 94
Navigation: Customer Contracts > Create and Amend > General
Information

The user will need to use the General Information Search page to call up the Contract that
is to have the Billing Event updated if accessing the page through menu navigation.

Contract General Information page




   1. Select the Lines Tab




   2. Select the Detail Tab


                                      Page 16 of 94
3. Select the Billing Plan link that is titled “Ready”




4. Select the Final Bill Checkbox
5. Click the “Save” pushbutton. The Bill Plan has now been updated continue on with
   Update Billing Event section of this document.




                                      Page 17 of 94
Update Billing Event for non LOC accounts

Detailed Description: If a Billing Event for an Invoice that is to be worked on is in a
Pending Status the Billing Interface (CA_BI_INTFC) will ignore the Billing Plan for the
Contract. This will result in no data being moved to the Billing Module for invoicing. The
Billing Event will need to be updated to a Ready status.

Navigation to this page can happen 2 different ways either through clicking on the Contract
Number Link from the UM Invoicing Workbench or through menu selections as detailed
below.

Navigation: Customer Contracts > Create and Amend > General
Information

The user will need to use the General Information Search page to call up the Contract that
is to have the Billing Event updated if accessing the page through menu navigation.

Contract General Information page




   1. Select the Lines Tab




                                       Page 18 of 94
2. Select the Detail Tab




3. Select the Billing Plan link that is titled “Ready”




                                      Page 19 of 94
4. Select the Events Tab




                           Page 20 of 94
5. Make note of the Event Date, the user will need it for the Contracts to Billing
   Interface (CA_BI_INTFC).
6. If the Billing Event is amount based verify that the Amount to be billed is correct.
7. Click on the drop down next to the Event Status field for the Billing Event that the
   invoice is to be generated for and select the Event Status of “Ready”.




8. Click the “Save” pushbutton. The Billing Event Status has now been updated,
   continue on as directed below, If the;
       a. Billing Method is Milestone go to Review Award Milestones
       b. Billing Method is Amount Based go to Process an Amount Based/Lump Sum
           Contract
       c. Billing Method is Cost Reimbursable and the Invoice form is NOT GM_LOC
           go to Process a rate Based/Cost Reimbursable Contract




                                    Page 21 of 94
Review Award Milestones

If invoice submission is dependent upon the completion of another task such as completion
and approval of a technical report the contract billing events will be set up so that they are
linked to Milestones. Having a Milestone attached to a Billing Event it prevents an invoice
from being generated prior to the Milestone completion. The Milestone setup will happen
as a part of the initial Contract Entry, but the update of the Milestone to allow for invoicing
will be the SFR Grant Accountants responsibility. The Milestone update will involve
interaction with the Academic Departments to gain the knowledge necessary for the update
to the Milestone to ready it for processing and then invoice generation.

 Portion of Business Process Flow
 covered in this section




Roles Applicable to this Sub Process

             SFR Grant Accountant
             SFR Super User

Milestone Status Notification

Role: SFR Grant Accountant

Detailed Description: When a Milestone Billing Event appears on the users Invoicing
Workbench the internal SFR procedures should be followed for contacting the Academic
Department and Principal Investigator for confirmation of Milestone completion. Once the
confirmation of completion has been received the user should move on to the “Mark
Milestone Complete” section of this document.




                                        Page 22 of 94
Mark Milestone Complete

Role: SFR Grant Accountant

Detailed Description: After confirmation of Milestone Completion (i.e. Technical Report
Completed) the user must update the Milestone and Milestone Condition to a status of
completed. Until this happens and the Milestone is processed the Contracts to Billing
Interface will not recognize the Billing Event for Processing.

Navigation: Customer Contracts > Create and Amend > General
Information

The user will need to use the General Information Search page to call up the Contract that
is to have the Billing Event updated if accessing the page through menu navigation.

Contract General Information page




   1. Select the Lines Tab




                                      Page 23 of 94
2. Select the Detail Tab




3. Select the Billing Plan link that is titled “Ready”




                                      Page 24 of 94
4. Select the Events Tab




5. Select the link for the Milestone




                                       Page 25 of 94
6. Select the link for the Milestone Condition, depicted by the filled in circle. Note:
   There may be more than 1 Milestone Condition established for the Milestone, this
   process will need to be completed for each Milestone Condition




                                    Page 26 of 94
7. Click on the “Mark Complete” pushbutton




                                 Page 27 of 94
8. A checkmark will replace the filled in circle next to the Milestone Conditions
    confirming that it has been marked as completed.
9. Click the “Save” pushbutton
10. Then select the Milestone link, the Milestone is depicted by the unfilled circle




11. Enter the date that the Milestone and Milestone Condition were completed (i.e. the
    date that the technical report was submitted to the sponsor), if unknown enter the
    current date
12. Change the Milestone Status to “Ready” by clicking on the drop down for the field
13. Click the “Save” pushbutton




                                     Page 28 of 94
14. Select the “Return to Define Billing Plan” link




15. Verify that the Milestone Status is equal to “Ready”, the Milestone is now ready to be
    processed

NOTE: The Milestone Processing is scheduled to happen in a batch process every
night. Invoicing of the Billing Event can resume the next day. If it is imperative that the
invoice be generated the same day the user will need to supply the SFR Super User
with the Contract Number and request that the Process Milestone job be done on an Ad
Hoc basis.


                                     Page 29 of 94
Process Milestone

Role: SFR Super User

Detailed Description: The Process Milestone job will generally run in batch process at
night, but there will be the occasional circumstance when it is imperative that an invoice be
submitted to the sponsor the same day that the Milestone and Milestone Condition are
completed within the Financial System. In these circumstances the SFR Super User can
run the Process Milestone job on an Ad Hoc basis for the contract. This sub process will
walk the SFR Super User through the steps to run the job.

Navigation: Customer Contracts > Update Contract Progress > Process
Milestones

Assumptions

             The Process Milestones Run Control has been established

Process Milestones Run Control page




Field Values and Descriptions for the UM Invoicing Workbench search criteria
          Field             Values Entered                                  Description
 Business Unit           UMSPR (Always)         This field will tell the page to search in a specific Business
                                                Unit run the process against. Field can be populated by
                                                using the Look Up icon. The U of M Standard will always
                                                be UMSPR for Sponsored Contracts.
 Contract Type           <blank>                The Contract Type field can be used to run the job for
                                                multiple contracts based on the Type (i.e. Cost
                                                Reimbursable). This job will be run ad hoc only for specific
                                                Contracts so this field will not be used.
 Contract Class          <blank>                Field does not apply to Grants and will not be used

                                             Page 30 of 94
Sold To               <blank>              This field can be used to run the process by sponsor. ). This
                                           job will be run ad hoc only for specific Contracts so this field
                                           will not be used.
Contract              Value Varies         Populate this field with the specific Contract Number that the
                                           Milestone must be processed against.

   1. Populate the Business Unit and Contract fields according to the above table
      description
   2. Click on the “Run” pushbutton

Process Scheduler Request Page




Field Values and Descriptions for the Process Scheduler Request page
       Field        Values Entered                        Description
Server Name           PSUNX            This field indicates the Server that the process should run on to
                                       get the proper output. For this job the U of M Standard will be
                                       PSUNX.
Run Date              Default          This field will assign the Date Run to the Process Instance. The
                                       U of M Standard will be to accept the default value.
Recurrence            <blank>          This field tells the system how often to run this process. This
                                       field will only be used for batch processing. For Adhoc
                                       processing The U of M Standard will be to leave this field
                                       blank.
Run Time              Default          This field will assign the Time Run to the Process Instance. The
                                       U of M Standard will be to accept the default value.
Time Zone             <blank>          This field will assign the Time Zone to the Process Instance.
                                       The U of M Standard will be to leave this field blank.
Select Checkbox for   Selected/Checked The Select Checkbox is telling the Financial System which
Description                            process to run.
“Milestone Update
Process”
Type                  Web                This field tells the Process what type the output will end up
                                         being, options for selection are File, Printer and Web. The U of
                                         M Standard for this process will be Web.
Format                TXT                The option chosen here directs the process as to what the final
                                         format of the report will be. The U of M Standard for this
                                         process will be TXT.

                                      Page 31 of 94
   1. Update/verify the values on the Process Scheduler Request page according to the
      information provided in the above table
   2. Select the “OK” pushbutton; this will kick off the job to process the Milestones and
      update the record within the Financial System to Complete so the Invoicing process
      can begin. The user will be brought back to the Process Milestones run control page




   3. Select the Process Monitor link; this will bring the user to the Process Monitor page




   4. Find the most recent Process Instance for Process Name CA_MS_PRCS and click
      the “Refresh” pushbutton until;
         a. Run Status = Success
         b. Distribution Status = Posted

The Super User will now need to verify that the Milestone was processed and is ready for
the Invoicing process to begin.



                                       Page 32 of 94
Navigation: Customer Contracts > Create and Amend > General
Information

The user will need to use the General Information Search page to call up the Contract that
is to have the Billing Event updated if accessing the page through menu navigation.

Contract General Information page




   5. Select the Lines Tab




   6. Select the Detail Tab

                                      Page 33 of 94
7. Select the Billing Plan link that is titled “Ready”




8. Select the Events Tab




                                      Page 34 of 94
9. Verify the Milestone Status is equal to “Completed”
10. Notify the SFR Grant Accountant that the Milestone has been processed and that
    the invoicing process can begin.
11. Proceed with Processing as directed below;
       a. Billing Method is Amount Based go to Process an Amount Based/Lump Sum
            Contract
       b. Billing Method is Cost Reimbursable and the Invoice form is NOT GM_LOC
            go to Process a rate Based/Cost Reimbursable Contract
       c. Billing Method is Cost Reimbursable and the Invoice form IS GM_LOC go to
            Process a Letter of Credit (LOC) Contract




                                 Page 35 of 94
Process an Amount Based/Lump Sum Contract

After updating the Billing Event, Bill Plan and Milestone data, where applicable, the user
must pass the data to the Billing Module via the Contracts to Billing Interface
(CA_BI_INTFC). This is the process that actually begins the invoice generation.

                  Portion of Business
                  Process Flow
                  covered in this
                  section



Roles Applicable to this Sub Process

             SFR Grant Accountant

Process Other Billing Methods (Amount Based/Lump Sum Billing)
CA_BI_INTFC

Detailed Description: For an Amount Based/Lump Sum Contract where the invoice is for
a predetermined amount and not based on actual expenses the Contracts Module must
pass to the Billing Module the detail regarding the Amount Based Billing Event in order to
generate an invoice.

Assumptions

           The Billing Event is Amount Based
           The Billing Event is in Ready Status
           Milestones are in Completed Status if invoicing is based on completion of a
            task
           If the invoice to be created is a Final the Billing Plan has been updated to
            reflect this
           The run control for the CA_BI_INTFC has been created




                                       Page 36 of 94
Navigation: Customer Contracts > Schedule and Process Billing >
Process Other Billing Methods




Field Values for the Contracts to Billing Interface Process Other Billing Methods
(CA_BI_INTFC)
        Field           Values Entered                               Description
 Business Unit         UMSPR (Always)         This field will tell the page to search in a specific
                                              Business Unit run the process against. Field can
                                              be populated by using the Look Up icon. The U
                                              of M Standard will always be UMSPR for
                                              Sponsored Contracts.
 Contract Type         <blank>                The Contract Type field can be used to run the job
                                              for multiple contracts based on the Type (i.e. Cost

                                        Page 37 of 94
                                          Reimbursable). This job will be run ad hoc only
                                          for specific Contracts so this field will not be used.
Contract Class       <blank>              Field does not apply to Grants and will not be
                                          used
Sold To              <blank>              This field can be used to run the process by
                                          sponsor. ). This job will be run ad hoc only for
                                          specific Contracts so this field will not be used.
Contract             Value Varies         Populate this field with the specific Contract
                                          Number that the Invoice is to be generated
                                          against
Billing Business     <blank>              This field is additional criteria that can be used to
Unit                                      process the interface. This job will be run ad hoc
                                          only for specific Contracts so this field will not be
                                          used.
Bill To              <blank>              This field is the equivalent of the Sponsor, since
                                          this job will be run ad hoc only for specific
                                          Contracts so this field will not be used
Billing Plan         <blank>              Numeric Identifier assigned to the billing plan.
                                          This job will be run ad hoc only for specific
                                          Contracts so this field will not be used.
Billing Method       <blank>              This field tells how the amount based contract is
                                          billed. This job will be run ad hoc only for specific
                                          Contracts so this field will not be used.
Billing Specialist   <blank>              Billing specialist assigned to this contract. This
                                          job will be run ad hoc only for specific Contracts
                                          so this field will not be used.
Billing Cycle        <blank>              Identifier specified on the Bill Plan to note the
Identifier                                frequency of the bill plan. This job will be run ad
                                          hoc only for specific Contracts so this field will not
                                          be used.
Event Date           Value Varies         Use the Event Date for the Billing Event that is
                                          generating the invoice, this value was noted in a
                                          previous step
Invoice Date         Current Date         This is the date that will be displayed on the
                                          invoice

  1. Populate the run control as described in the table above.
  2. Click the “Run” pushbutton; this will bring the user to the Process Scheduler Request
     Page




                                     Page 38 of 94
Field Values and Descriptions for the Process Scheduler Request page
       Field        Values Entered                        Description
Server Name             PSUNX            This field indicates the Server that the process should run on to
                                         get the proper output. For this job the U of M Standard will be
                                         PSUNX.
Run Date                Default          This field will assign the Date Run to the Process Instance. The
                                         U of M Standard will be to accept the default value.
Recurrence              <blank>          This field tells the system how often to run this process. This
                                         field will only be used for batch processing. For Adhoc
                                         processing The U of M Standard will be to leave this field
                                         blank.
Run Time                Default          This field will assign the Time Run to the Process Instance. The
                                         U of M Standard will be to accept the default value.
Time Zone               <blank>          This field will assign the Time Zone to the Process Instance.
                                         The U of M Standard will be to leave this field blank.
Select Checkbox for     Selected/Checked The Select Checkbox is telling the Financial System which
Description                              process to run.
“Contracts to Billing
Interface”
Type                    Web                This field tells the Process what type the output will end up
                                           being, options for selection are File, Printer and Web. The U of
                                           M Standard for this process will be Web.
Format                  TXT                The option chosen here directs the process as to what the final
                                           format of the report will be. The U of M Standard for this
                                           process will be TXT.

   3. Click the “OK” pushbutton; this will bring the user back to the Process Other Billing
      Methods run control page




                                        Page 39 of 94
4. Select the “Process Monitor” link; this will bring the user to the process monitor list
   page




                                     Page 40 of 94
5. Locate the most recent process of the CA_BI_INTFC
6. Click the “Refresh” pushbutton until;
       a. Run Status = Success
       b. Distribution Status = Posted
7. Select the “Details” link at the end of the process row; this will bring the user to the
   Process Monitor Details page




8. Select the “Message Log” link, this will bring the user to the Process Monitor,
   Message Log



                                     Page 41 of 94
9. In the Message Log locate the row that gives the INTFC_ID number. Make note of
    this number as it will be needed to run the Billing Interface (BIIF0001) job
10. Move to the Billing Interface section of this document to continue the invoicing
    process




                                  Page 42 of 94
Process a Rate Based/Cost Reimbursable Contract

After updating the Billing Event, Bill Plan and Milestone data, where applicable, the user
must pass the transactional/expense data to the Billing Module via the Contracts to Billing
Interface (CA_BI_INTFC). This is the process that actually begins the invoice generation.


                    Portion of Business
                    Process Flow
                    covered in this
                    section




Roles Applicable to this Sub Process

             SFR Grant Accountant

Process As Incurred Billing (Cost Reimbursable Billing) CA_BI_INTFC

Detailed Description: For a Cost Reimbursable Contract where the invoice is based on
actual expenses the Contracts Module must pass to the Billing Module all of the expense
lines in order to generate an invoice.

Assumptions

           The Billing Event is Cost Reimbursable
           The Billing Event is in Ready Status
           Milestones are in Completed Status if invoicing is based on completion of a
            task
           If the invoice to be created is a Final the Billing Plan has been updated to
            reflect this
           The run control for the CA_BI_INTFC has been created




                                       Page 43 of 94
Navigation: Customer Contracts > Create and Amend > General
Information

For a rate based contract at times the expenses may exceed the remaining available
amount to be invoiced. In these cases the transactions will need to be analyzed to verify
that correct ratio‟s of direct to indirect are being picked up, or that salary and fringe are
being included before supply expenses. In order for this to be possible the OLT‟s (over
limit transactions) will need to be released to be included in the billing worksheet. These
steps should be followed each time a rate based invoice is being created to determine the
state of expenses.




   1. Select the Lines tab




                                        Page 44 of 94
2. Select the Detail tab




3. Select the Contract Terms link




                                    Page 45 of 94
4. Select the Review Limits link




5. Select the Search pushbutton




                                   Page 46 of 94
6. Check the Remaining Amount value
     a. If the Remaining Amount is >$0.00 skip forward to the to next listed
         navigation
     b. If the Remaining Amount is = $0.00 select the Excess tab




7. Select the Excess Amount link




                                   Page 47 of 94
8. Click the Search pushbutton




9. Select the View All link




                                 Page 48 of 94
   10. Select the checkbox before each transaction, if there are many use the Select All
       link
   11. Click the Release pushbutton




All transactions have now been released and will be sent to billing for analysis to be
described in the following billing sections.

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




                                       Page 49 of 94
Field Values for the Contracts to Billing Interface Process Other Billing Methods
(CA_BI_INTFC). Only fields that will be populated are listed, for full description see
previous section.
        Field           Values Entered                          Description

                                       Page 50 of 94
Business Unit         UMSPR (Always)       This field will tell the page to search in a specific
                                           Business Unit run the process against. Field can
                                           be populated by using the Look Up icon. The U
                                           of M Standard will always be UMSPR for
                                           Sponsored Contracts.
Contract              Value Varies         Enter the Contract Number for which the invoice is
                                           to be processed against
*BU/Proj/Act          All (Always)         This field can be utilized to narrow the Projects to
Option                                     invoice expenses against. All expenses for all
                                           projects on a contract will need to be invoiced.
Date Option           All (Always)         This field allows the user to narrow run by date
                                           type (Accounting versus Transaction). The
                                           process will never be run at any other level than
                                           all
Event Date            Value Varies         The field must be populated with the Billing Event
                                           Date assigned to the Event that the invoice is to
                                           be generated for. If the dates do not match the
                                           process will not pick up the bill plan
Invoice Date          Current Date         This is the date that will be displayed on the
                                           invoice

   1. Populate the run control as described in the table above.
   2. Click the “Run” pushbutton; this will bring the user to the Process Scheduler Request
      Page




Field Values and Descriptions for the Process Scheduler Request page
       Field        Values Entered                        Description
Server Name           PSUNX              This field indicates the Server that the process should run on to
                                         get the proper output. For this job the U of M Standard will be
                                         PSUNX.

                                      Page 51 of 94
Run Date                Default          This field will assign the Date Run to the Process Instance. The
                                         U of M Standard will be to accept the default value.
Recurrence              <blank>          This field tells the system how often to run this process. This
                                         field will only be used for batch processing. For Adhoc
                                         processing The U of M Standard will be to leave this field
                                         blank.
Run Time                Default          This field will assign the Time Run to the Process Instance. The
                                         U of M Standard will be to accept the default value.
Time Zone               <blank>          This field will assign the Time Zone to the Process Instance.
                                         The U of M Standard will be to leave this field blank.
Select Checkbox for     Selected/Checked The Select Checkbox is telling the Financial System which
Description                              process to run.
“Contracts to Billing
Interface”
Type                    Web                This field tells the Process what type the output will end up
                                           being, options for selection are File, Printer and Web. The U of
                                           M Standard for this process will be Web.
Format                  TXT                The option chosen here directs the process as to what the final
                                           format of the report will be. The U of M Standard for this
                                           process will be TXT.

   3. Click the “OK” pushbutton; this will bring the user back to the Process Other Billing
      Methods run control page




   4. Select the Process Monitor link; this will bring the user to the Process Monitor –
      Process List page




   5. Locate the most recent process of the CA_BI_INTFC

                                        Page 52 of 94
6. Click the “Refresh” pushbutton until;
       a. Run Status = Success
       b. Distribution Status = Posted
7. Select the “Details” link at the end of the process row; this will bring the user to the
   Process Monitor Details page




8. Select the Message Log link; this will bring the user to the Process Monitor Message
   Log page




                                     Page 53 of 94
9. In the Message Log locate the row that gives the INTFC_ID number. Make note of
    this number as it will be needed to run the Billing Interface (BIIF0001) job
10. Move to the Billing Interface section of this document to continue the invoicing
    process


                                  Page 54 of 94
Billing Interface

The Billing Interface (BIIF0001) process takes the data that was staged for Billing with the
Contracts to Billing Interface and moves it to the Billing Worksheet.




                                Portion of Business
                                Process Flow
                                covered in this
                                section


Roles Applicable to this Sub Process

             SFR Grant Accountant
             SFR Super User

Run the Billing Interface (BIIF0001)

Detailed Description: The Billing Interface processes the expense transactions or
Amount Based billing line and places them on the Billing Worksheet to allow the user to
analyze the transactions before the invoice is finalized.

Assumptions

           The Contracts to Billing Interface (CA_BI_INTFC) has been run
           The user has the INTFC_ID that was assigned in the CA_BI_INTFC
           The Billing Interface run control has been established




                                       Page 55 of 94
Navigation: Billing > Interface Transactions > Process Billing Interface
Billing Interface run control page




   1. Populate the From Interface ID and To Interface ID fields with the INTFC_ID that
      was noted at the end of the Contracts to Billing Interface process
   2. Click the “Run” pushbutton; this will bring the user to the Process Scheduler Request
      page




Field Values and Descriptions for the Process Scheduler Request page
       Field        Values Entered                        Description
Server Name            PSUNX             This field indicates the Server that the process should run on to
                                         get the proper output. For this job the U of M Standard will be
                                         PSUNX.

                                      Page 56 of 94
Run Date               Default          This field will assign the Date Run to the Process Instance. The
                                        U of M Standard will be to accept the default value.
Recurrence             <blank>          This field tells the system how often to run this process. This
                                        field will only be used for batch processing. For Adhoc
                                        processing The U of M Standard will be to leave this field
                                        blank.
Run Time               Default          This field will assign the Time Run to the Process Instance. The
                                        U of M Standard will be to accept the default value.
Time Zone              <blank>          This field will assign the Time Zone to the Process Instance.
                                        The U of M Standard will be to leave this field blank.
Select Checkbox for    Selected/Checked The Select Checkbox is telling the Financial System which
Description “Billing                    process to run.
Interface”
Select Checkbox for    Not Selected/Not     Sponsored awards to not include Value Added Tax so this
Description            Checked              process will not be run.
“Interface & VAT
Defaulting”
Type                   Web                  This field tells the Process what type the output will end up
                                            being, options for selection are File, Printer and Web. The U of
                                            M Standard for this process will be Web.
Format                 TXT                  The option chosen here directs the process as to what the final
                                            format of the report will be. The U of M Standard for this
                                            process will be TXT.

   3. Click the “OK” pushbutton; this will bring the user back to the Billing Interface run
      control page




   4. Select the Process Monitor link; this will bring the user to the Process Monitor
      Process List page




                                          Page 57 of 94
5. Locate the most recent Instance of process BIIF0001 job
6. Click the “Refresh” pushbutton until;
       a. Run Status = Success
       b. Distribution Status = Posted
7. Select the “Details” link at the end of the process row; this will bring the user to the
   Process Monitor Process Detail page




8. Select the “Message Log” link; this will bring the user to the Process Monitor
   Message Log

                                     Page 58 of 94
   9. Verify that the Billing Interface was run for the correct INTFC_ID, that there are no
      transactions in error, that a new bill header and lines were created
          a. If there are zero transactions in error move forward to the Billing Worksheet
              section of this document
          b. If there are transactions in error move to the next section of this document,
              Correct Interface Errors

Correct Interface Errors

Detailed Description: If the Billing Interface (BIIF0001) process ends with transactions in
error the data will need to be corrected and the Billing Interface run again. The data that
needs to be correct varies based on the error code received. The correction of the
interface errors will be executed by the SFR Super User.

           The SFR Grant Accountant will notify the SFR Super User that their Billing
            Interface has transactions in error and provide the Super User with the
            INTFC_ID



                                       Page 59 of 94
The following steps will be executed by the SFR Super User
Navigation: Billing > Interface Transactions > Correct Interface Errors

Review Interface – Errors search page




    1. The Super User will enter in the INTFC_ID number into the Interface ID field and
       click “Search”. If the Contract is Rate Based a row will be delivered on the search
       page for each transaction that was included in the interface that has an error. If the
       Contract is an Amount Based there is only 1 data row that is in error so the Super
       User will be brought directly into the Correct Interface Errors page. Note: For a
       Rate Based Contract the error status may not always be the same for each row that
       is in error for the interface
           a. If it is a rate based contract and more than 1 row is returned for the search
               select the first transaction that is listed, otherwise move to the next step




    2. Locate the error message for the transaction. NOTE: Not all Error Messages are
       clear and concise, refer to the table of errors and descriptions located at Home >
       PeopleBooks > PeopleSoft Enterprise Billing 8.9 PeopleBook > Correcting Billing
       Interface Process Errors

Error Message and Description from PeopleBooks
0411 - Missing Bill By Field(s) Value   One or more bill-by fields in the bill-by ID are missing values.




                                            Page 60 of 94
3. Based on the description and the configuration for the Bill-by-Identifier populate the
   missing data on the Correct Billing Interface page for each transaction row that is in
   error. Set Up Financial Supply Chain >Product Related > Billing > Bill-by-Identifier




                                    Page 61 of 94
                DO NOT use this icon. The
                data will not be recoverable
                if it is used




Page 62 of 94
   4. After each transaction is corrected be sure to save it prior to moving to the next
   5. After all transaction rows have been corrected notify the SFR Grant Accountant to
      repeat the Billing Interface (BIIF001) job.




Billing Worksheet

The Billing Worksheet is the area of the Billing Module where the SFR Grant Accountant
does their analysis of the transactional information that is to be included on the invoice.
This will be the place that expense transactions are split or deferred and where the
draft/proforma invoice will be generated from.




 Portion of Business
 Process Flow
 covered in this
 section




Roles Applicable to this Sub Process

             SFR Grant Accountant


Access the Billing Worksheet

Detailed Description: At this point in the billing process the transactions have been
assigned to a temporary invoice. The user will need to search for their specific contract
and temporary invoice to gain access to the Billing Worksheet for the analysis process to
begin.




                                        Page 63 of 94
Navigation: Billing > Manage Billing Worksheet > Update Billing
Worksheet

Billing Worksheet search page




Field Values and Descriptions for the Billing Worksheet search page. All fields are
used to broaden or narrow the search results returned
       Field            Values                             Description
                        Entered
Business Unit         UMSPR            UMSPR is the Business Unit for all Sponsored Activity
                      (Always)
Customer              <blank>          The user is searching for a specific Contract and Invoice to work
                                       on, this field could potentially return multiple data rows. If
                                       Contract Number is not know this field can be used for the search
Letter of CR          <blank>          This field is the core number of the Sponsors Award Number. If
                                       the Contract Number is not known and this value is known the
                                       field can be used for the search
Invoice               <blank>          For the initial search for the Billing Worksheet the temporary
                                       invoice number is not known. For future searches after the
                                       temporary invoice number has been noted the field can be used
                                       for the search
Project               <blank>          Do not use this field. The U of M will invoice based on Contract
                                       and should therefore search based on contract.
LOC Doc ID            <blank>          Do not use this field.
Contract              Value Varies     Populate this field with the Contract number that the invoice was
                                       created on

   1. Populate the search fields based on the descriptions in the above table
   2. Click on the “Search” pushbutton; this will populate the Header Level Detail section
      of the page with the Contract and Invoice information




                                      Page 64 of 94
                                                                                              Temporary
                                                                                              Invoice
                                                                                              Number




   3. Verify the Contract Number is correct
   4. Make Note of the temporary invoice number for future use
   5. For Amount Based invoices verify that the Billing Amount is correct, for Rate Based
      invoices skip to step 5
          a. If Billing Amount is correct move forward to the Print Proforma/Draft Invoice
              section of this document
          b. If Billing Amount is not correct move forward to the Delete the Billing
              Worksheet section of this document
   6. For Rate Based invoices determine if it is an interim or final invoice
          a. If the Rate Based invoice is an interim invoice and requires no transaction
              analysis move forward to the Print Proforma/Draft Invoice section of this
              document
          b. If the Rate Based invoice is a final and requires transaction analysis go to the
              next step in this section
   7. Select the temporary invoice number link that is in the Billing Worksheet column;
      this will bring the user to the Line Details page of the invoice (Review the Billing
      Worksheet section of this document)


Review the Billing Worksheet

Detailed Description: The Line Details Page is where the SFR Grant Accountant will
analyze the transactions on rate based contracts. If analysis of late transactions must be
done on the invoice the grid can easily be sorted by selecting the “Transaction Date”
header to pull the oldest transactions to the top of the page for easier analysis. The page
can also be exported to Excel by selecting the export pushbutton.

Assumptions

           All steps in the previous (Access the Billing Worksheet) have been completed


                                       Page 65 of 94
           This sub-process is an extension of the Access the Billing Worksheet sub-
              process
                                                                                         Export Icon




   1. Verify the Contract Number is correct
   2. Select the “View All” link to bring all transactions to the page for viewing (increments
      100 rows per page but the user can easily move from group to group)
   3. Sort the data by clicking on column headers or export the data to Excel for analysis
   4. Review transactional information to determine what changes need to be made


Update the Billing Worksheet

Detailed Description: Once the analysis of the transactions is complete the user will need
to update the Billing Worksheet to tell the Financial System what to do with each expense.
Because the volume of transactions can be large the user should make sure that they are
saving their changes as they go to ensure that the system does not time out during the
update process.

Assumptions

           All steps in the Access the Billing Worksheet sub-process have been
            completed
           All steps in the Review Billing Worksheet sub-process have been completed




                                       Page 66 of 94
                                                                                           Tools to use to
                                                                                           locate individual
                                                                                           transactions




   1. Update the Billing Option for each transaction row that must be analyzed by
      selecting the drop down next to the Billing Option field and assigning an action to the
      expense. Transactions can be located within the grid using the tools such as “Find”
      or “Next Page”. The options available for selection are;
          a. Bill – Default Value. Choose this to include the transaction on the invoice
          b. Defer – Choose this option if the full amount of the expense should be held
             for a future invoice. See below detailed description of the Defer functionality
          c. Delete – DO NOT EVER USE THIS OPTION
          d. Over Limit – If during the analysis of transactions the user finds that the
             system did not mark the correct transactions as Over Limit (Analysis Type of
             OLT) some manipulation may need to be done to make currently selected
             Over Limit transactions into “Bill” and vice versa. See below detailed
             description of the Over Limit Functionality
          e. Split - Use this option if only part of the transaction should be included in the
             current invoice. See below detailed description of the Split functionality
          f. Write Off – DO NOT EVER USE THIS OPTION

Bill Transaction Detail

All transactions will default in with a Billing Option of “Bill” or “Over Limit”. For transactions
that are to be included on the invoice the Billing Option should be left as “Bill”. When
expenses exceed the billing limit (Approved Award Amount) the system will change the
analysis type to “OLT” to mark the transaction as unavailable for invoicing. The system will
perform calculations to select transactions to leave as BIL rows and make others OLT rows
in order to get the billable transaction amount as close to the billing limit as possible. This
will not necessarily coincide with what should actually be included on the invoice and
excluded based on the analysis completed (i.e. direct to indirect ratio, payroll vs. supplies,
or late transactions, etc.). So analysis types may need to be changed for certain
transactions to make them “Bill” transactions instead of “Over limit” transactions, and vice
versa (see Over Limit Transaction Detail section below), this is done by selecting Billing
Options.



                                         Page 67 of 94
   1. Select the drop down in the Billing Option field of the transaction that should be
      made into a billable expense “Bill” from an “Over Limit” expense




   2. Save Changes made often to avoid timing out
   3. Repeat Steps 1 - 2 for each transaction that will be included on the invoice that does
      not already have a Billing Option set as “Bill”
   4. Do a final Save to make sure that all updates are saved



Defer Transaction Detail

When the entire amount of a transaction is not applicable to the current billing period and
needs to be held for a future invoice the Billing Option of “Defer” will be selected




   1. Select the drop down in the Billing Option field of the transaction that should be held
      to a future invoicing period




   2. Select the Billing Option of “Defer”
   3. Enter in a date to defer the transaction until. This date should be far enough in the
      future to not infringe on the current invoice prep and finalization time period but
      before the start date of the next invoicing period.
   4. Save Changes made often to avoid timing out
   5. Repeat Steps 1 - 3 for each transaction that needs to be deferred
   6. Do a final Save to make sure that all updates are saved


Over Limit Transaction Detail

When expenses exceed the billing limit (Approved Award Amount) the system will change
the analysis type to “OLT” to mark the transaction as unavailable for invoicing. The system
will perform calculations to select transactions to leave as BIL rows and make others OLT
rows in order to get the billable transaction amount as close to the billing limit as possible.
This will not necessarily coincide with what should actually be included on the invoice and
excluded based on the analysis completed (i.e. direct to indirect ratio, payroll vs. supplies,
or late transactions, etc.). So analysis types may need to be changed for certain

                                        Page 68 of 94
transactions to make them OLT transactions instead of BIL transactions, and vice versa
(see Bill Transaction Detail section above), this is done by selecting Billing Options.




   1. Select the drop down in the Billing Option field of the transaction that should be
      made an Over Limit Transaction




   2.   Select the Billing Option of “Over Limit”
   3.   Save Changes made often to avoid timing out
   4.   Repeat Steps 1 and 2 for each transaction that needs to be made an OLT
   5.   Do a final Save to make sure that all updates are saved


Split Transaction Detail

When only part of an expense can be included in the invoice, the Billing Option of “Split” will
be selected




   1. Select the drop down in the Billing Option field for the transaction that is going to be
      split.

Close up view of a transaction row that is being split




   2. Select the Billing Option of “Split”, the Gross Extended amount field will be opened
      up and available for edit.




   3. Enter the amount that is to be included on this invoice into the Gross Extended field.
      Note that the Billing Options is now equal to Split, the Gross Extended amount is
      now equal to the value entered to be included on the invoice and the Net Extended
      amount is equal to the Gross Extended amount
   4. Save Changes made often to avoid timing out

                                        Page 69 of 94
   5. Repeat Steps 1 - 3 for each transaction that needs to be split
   6. Do a final Save to make sure that all updates are saved

Print Proforma/Draft Invoice (UMDBI02)

Detailed Description: Prior to finalizing an invoice a Proforma/Draft invoice should be
created to verify that the invoice that will be submitted to the sponsor is correct and also for
academic department review where appropriate.

Assumptions

           The temporary invoice number has been noted and retained
           The Billing Worksheet has not been approved
           The Run Control for UM Sponsored Proforma has been created and saved

Navigation: Billing > Generate Invoices > Non-Consolidated > UM
Sponsored Proforma




Field Values and Descriptions for the UM Sponsored Proforma run control page.
       Field          Values Entered                       Description
Language                English (Always)       English is the U of M standard for this run control
Language radial         Specified (Always)     Specified is the U of M standard for this run control
button
EDI Invoice Options     EDI Only (Always)      EDI Only is the U of M standard for this run control. If
                                               another option is select the process will not run correctly
Invoice Date Option     Processing Date        Processing Date is the U of M standard for this run control
radial button           (Always)
Range Selection         Invoice ID (Always)    Invoice ID is the U of M standard for this run control. If
radial button                                  another value is selected the user will be generating a
                                               draft invoice for all available invoices that match the

                                        Page 70 of 94
                                             criteria selection.
From Business Unit    UMSPR (Always)         UMSPR is the Business Unit for all Sponsored Activity
To Business Unit      UMSPR (Always)         UMSPR is the Business Unit for all Sponsored Activity
From Invoice          Value Varies           This field will be equal to the Temporary Invoice number that
                                             was noted on the Billing Worksheet Page in Step 4 of the
                                             previous “Access Billing Worksheet” section of this
                                             document
To Invoice            Value Varies           Will be equal to the „From Invoice‟ value in the previous field




                Verify that all of the values are populated correctly on the “UM
Sponsored Proforma” run control prior to executing the next step.


   9. Select the “Run” pushbutton, this will bring the user to the Process Scheduler
      Request page




Field Values and Descriptions for the Process Scheduler Request page.
       Field          Values Entered                        Description
Server                PSUNX (Always)         PSUNX will be the U of M default for the UM Sponsored
                                             Proforma process
Run Date              Defaults               Accept the defaulted value
Recurrence            <blank> (Always)       Must be left blank, this field is used if the job will be run in
                                             batch process over night
Run Time              Defaults               Must be left blank, this field is used if the job will be run in
                                             batch process over night
Time Zone             <blank> (Always)       Accept the blank default
                                       Page 71 of 94
Select box for         Selected/Checked       This box must be checked for the process to run
“ProForma – Invoice    (Always)
Data Extrct” job
Type                   Web (Always)           Web will be the U of M default for the UM Sponsored
                                              Proforma process
Format                 PDF (Always)           PDF will be the U of M default for the UM Sponsored
                                              Proforma process




                  Verify that the Process Scheduler Request page is populated
correctly with the defined values or the Process will not complete successfully and
the data output will not be created.

   10. Select the “OK” pushbutton, the this will bring the user back to the UM Sponsored
       Proforma page




   11. Select the “Process Monitor” link, this will bring the user to the Process Monitor,
       Process List page




                                        Page 72 of 94
12. Click the Refresh button intermittently until the most recent UMDBI02 job has a Run
    Status = Success and a Distribution Status = Posted
13. Select the Process Name link, this will bring the user to the Process Monitor,
    Process Detail page




                                   Page 73 of 94
14. Select the link that states “xxxxx – UMDIB002 Success”, this will bring the user to
    another Process Detail page




15. Select the “View Log/Trace” link, this will bring the user to the View Log/Trace page




                                    Page 74 of 94
        Contract
        Number




                   Form Name




16. Locate the File that has a file type of “.XML”
17. Make note of the Contract Number and Form Name




                                Page 75 of 94
18. Right click on the XML file link and choose “Save Target As”, this will bring a “Save
   As” pop up box to the users screen




19. In the “Save In” area of the Save As pop up window select the navigation:
   P:\SFR\Billing_Reporting\2_XML_Output_PS by using the drop down button
20. Click the “Save” pushbutton in the pop up window. The XML file will now be saved
   to the selected directory
21. To continue with the merge of the data extract xml output with the template see
   Appendix I.
22. After merge is complete and invoice is saved and printed, review the proforma
   invoice for accuracy.
       a. If the proforma invoice is correct;
                i. If the invoice must be reviewed/approved by the academic department
                   or the users supervisor/trainer move on to section “Create Draft
                   Invoice Transaction Report” in this document (next section)
               ii. If the invoice does not require review move on to the “Approve the
                   Billing Worksheet” section of this document
       b. If the invoice needs to be reworked and can be corrected in the Billing
           Worksheet Line detail, go back to the “Update Billing Worksheet” section of
           this document.



                                    Page 76 of 94
          c. If the invoice needs to be reworked and the corrections can‟t be made in the
             Billing Worksheet move forward to the “Delete the Billing Worksheet”
             section of this document


Create a Draft Invoice Transaction Report (UMFCA011)

Detailed Description: A Draft Invoice Transaction Report will show detailed expense
information that is set to be included in the invoice total as well as those transactions that
are being deferred to a future invoicing period. This report is used for audit and review
purposes.

Assumptions

           The Billing Interface (BIIF0001) has been run
           The temporary invoice number has been obtained from the Billing Worksheet
            and documented
           A run control for the process has been established

Navigation: Grants > Interactive Reports > UM Draft Invoice Tr. Sum Rpt




   1. Populate the Contract field with the Contract Number that the report should be run
      on (noted in previous steps)
   2. Populate the Invoice field with the temporary invoice number (noted in previous
      steps)
   3. Select the “Run” pushbutton, this will bring the user to the Process Scheduler
      Request page
                                        Page 77 of 94
Field Values and Descriptions for the Process Scheduler Request page.
       Field          Values Entered                        Description
Server                  PSUNX (Always)        PSUNX will be the U of M default for the UM Sponsored
                                              Proforma process
Run Date                Defaults              Accept the defaulted value
Recurrence              <blank> (Always)      Must be left blank, this field is used if the job will be run in
                                              batch process over night
Run Time                Defaults              Must be left blank, this field is used if the job will be run in
                                              batch process over night
Time Zone               <blank> (Always)      Accept the blank default
Select box for “Draft   Selected/Checked      This box must be checked for the process to run
Invoice Tran.Sum.       (Always)
Rpt” job
Type                    Web (Always)          Web will be the U of M default for the UM Sponsored
                                              Proforma process
Format                  PDF (Always)          PDF will be the U of M default for the UM Sponsored
                                              Proforma process

   4. Verify the values are populated correctly according to the table above, this is very
      important for the process to complete correctly
   5. Select the “OK” pushbutton, this will bring the user back to the run control page




                                         Page 78 of 94
6. Select the Report Manager Link, this will bring the user to the Report Manager List
   page




7. Select the Administration tab
                                   Page 79 of 94
   8. Click the “Refresh” pushbutton until the Status = Posted for the Process with a
      Description = UMFCA011 Transaction Detail by Invoice
   9. Select the link for the process with a Description “UMFCA011 Transaction Detail by
      Invoice”. This will open up the PDF report in a new window

Need a screen shot of the report once it is migrated to TST or ENT – insert directions
for saving the PDF file.


Proforma/Draft Invoice Approval and Review

Detailed Description: Often times an invoice and the invoice detail must be reviewed and
approved prior to submission to the sponsor. This review may need to be done by the
users Supervisor/Trainer, by the Academic Department or by both. The review is to
determine accuracy of the transactions that are included and excluded from the invoice.
After all necessary approvals are received move forward to “Approve the Billing
Worksheet” section of this document.

Supervisor/Trainer Review

Bring the SFR folder, printed copy of the proforma invoice and a printed copy of the Draft
Invoice Transaction Report to the supervisor/trainer for review.

Academic Department Review

Attach a copy of the proforma invoice and the draft invoice transaction summary report to
an e-mail that is drafted to all of the academic contacts that need to review and approve the
transactional information on the invoice

Approve the Billing Worksheet

Detailed Description: The final step before Invoice finalization is to „Approve‟ the Billing
Worksheet. Once the Billing Worksheet has been approved the invoice will then be
available for finalization.

Assumptions

                                        Page 80 of 94
          The review and update of the Billing Worksheet has been completed
          All necessary/required approvals have been received
          User can use the search criteria on the Worksheet Search page to locate the
           Contract and Invoice that is currently being worked

Navigation: Billing > Manage Billing Worksheet > Update Billing
Worksheet




                                    Contract
                                    Number
                                                                              Temporary/Proforma
                                                                              Invoice Number




   1. Verify that the correct Contract Number and Temporary (Proforma) Invoice are
      populated on the search page
   2. Select the drop down in the “Worksheet Action” field for the Contract that is being
      worked and select “Approve”




                 It is very important that the user verify that all updates were made
and the displayed data is the correct Contract Number and Invoice Number prior to
completing the next step. If the next step is completed in error the invoice will need
to be taken through the finalization process and then voided

   3. Click the “Save” pushbutton. The invoice and contract detail will be removed from
      the page and the word Saved will temporarily populate the upper right hand corner
      of the page. The user should move forward to the Finalize and Print Amount Based
      and Rate Based Invoices.

Delete the Billing Worksheet


                                      Page 81 of 94
Detailed Description: On occasion it will be necessary to delete a Billing Worksheet for
reasons such as;
       Additional Charges have hit the ledger since creation
       Need to start invoice process over from the beginning because there are too
         many changes

NOTE: The billing worksheet should not be deleted if the billing event itself needs to
be modified (i.e. no cost extension granted and the billing event date needs to be
moved to a later date). In these circumstances the invoice will need to be finalized
and then voided

Navigation: Billing > Manage Billing Worksheet > Update Billing
Worksheet




                                    Contract
                                    Number
                                                                              Temporary/Proforma
                                                                              Invoice Number




   1. Verify that the correct Contract Number and Temporary (Proforma) Invoice are
      populated on the search page
   2. Select the drop down in the “Worksheet Action” field for the Contract that is being
      worked and select “Delete”




                    It is very important that the user verify that the displayed data is the
correct Contract Number and Invoice Number prior to completing the next step. The
user must also make sure that the worksheet is not being deleted because of billing
event details. If the next step is completed in error the invoice will have to be re-
created from the beginning and the billing event details will not be able to be
modified.


                                       Page 82 of 94
   3. Click the “Save” pushbutton. The invoice and contract detail will be removed from
      the page and the word Saved will temporarily populate the upper right hand corner
      of the page. The billing event status will be changed to “Recycled”.
   4. The user should no proceed to Process an Amount Based or Rate Based Contract
      section of this document. The invoice will be re-created using the same billing event
      as the original

Finalize and Print Amount Based and Rate Based Invoices

After all reviews and updates have been made to an invoice the last steps in the process
are to finalize the invoice to record the expense and invoice information to history then to
print a hard copy of the invoice for the SFR records and for submission to the sponsor.



                                                 Portion of Business
                                                 Process Flow
                                                 covered in this
                                                 section

Roles Applicable to this Sub Process

             SFR Grant Accountant

Review Contract Project Bills

Detailed Description: The grant accountant will need to navigate to “Review Contract
Project Bills” to acquire the real invoice number. When the Billing Worksheet is approved
the invoice is assigned a real invoice number (201xxxxxxx) to replace the temporary
invoice number (NBR-TMPxxxxxx). The real invoice number is what will print on the
invoice and be archived with the transactional data.

Assumptions

           The Billing Worksheet for the Contract has been Approved and Saved

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




                                        Page 83 of 94
                                                                                         DO NOT
                                                                                         USE
                                                                                         ICONS




NOTE: All of the fields in the upper part of the page can be used to search for the real
invoice number. The Contract number should have been noted in previous steps thus will
prove to be the most direct way to search for the number. This approach is what will be
demonstrated.

Field Values and Descriptions for the Manage CA/PC Bills page.
       Field          Values Entered                        Description
Business Unit          UMSPR (Always)        The U of M Standard for Sponsored Business Unit will
                                             always be UMSPR
Contract               Value Varies          Input the Contract number noted in previous steps that the
                                             invoice is being generated for
Invoice                <blank>               This value will be unknown
Project                                      The Project number could also be used to search for the
                                             invoice. The sponsored standard will be to invoice by
                                             Contract.
Customer                                     If using Customer (sponsor) to search for the invoice the
                                             return will display all invoices that are in the same state of
                                             progression for the selected Customer
Letter of CR                                 This field is the overall agency number that all draws roll up
                                             to (i.e. NSF = Letter of CR NSF001 and all NSF grants will
                                             be drawn under this number to be individually identified by
                                             their LOC Doc ID that is assigned at the Contract Line.
LOC Doc ID                                   This is the number assigned by the sponsor to a specific
                                             grant to identify what the funds are being drawn for. This
                                             number is associated at the Contract Line within the
                                             Financial System

   1. Enter the search criteria according to the above table
   2. Select the “search” pushbutton, this will populate the display area according to the
      values used as search criteria




                                       Page 84 of 94
   3. Make note of the real invoice number that was assigned




   4. Copy the invoice number to paste into fields in future steps by highlighting the
      numbers with the mouse then executing a right click on the mouse and selecting
      “Copy”



Finalize an Invoice (UM_RUN_DBI002F)

Detailed Description: In order to move the invoice detail to history, make the transactions
unavailable for invoicing again and to create a receivable the invoice must go through a
finalization process.

Assumptions

           The Billing Worksheet has been approved
                                      Page 85 of 94
           The real invoice number is known
           A run control has been established for the process

Navigation: Billing > Generate Invoices > Non-Consolidated > UM
Sponsored Finalize




Field Values and Descriptions for the UM Sponsored Finalize run control page.
       Field          Values Entered                         Description
Language                English (Always)       English is the U of M standard for this run control
Language radial         Specified (Always)     Specified is the U of M standard for this run control
button
EDI Invoice Options     EDI Only (Always)      EDI Only is the U of M standard for this run control. If
                                               another option is select the process will not run correctly
Invoice Date Option     Processing Date        Processing Date is the U of M standard for this run control
radial button           (Always)
Posting Action radial   Batch Standard         Selecting Batch Standard will automatically set the data into
button                  (Always)               a batch for Accounts Receivable to pick up versus a manual
                                               balance and batch process to ready the data for posting to
                                               AR.
Range Selection         Invoice ID (Always)    Invoice ID is the U of M standard for this run control. If
radial button                                  another value is selected the user will be generating a
                                               draft invoice for all available invoices that match the
                                               criteria selection.
From Business Unit      UMSPR (Always)         UMSPR is the Business Unit for all Sponsored Activity
From Invoice            Value Varies           This field will be equal to the real invoice number that was
                                               noted and/or copied in the Review Contract Project Bills
                                               section of the document.
To Invoice              Value Varies           Will be equal to the „From Invoice‟ value in the previous field

   1. Update the run control with the new real invoice number that is to be finalized in the
      “From Invoice” and “To Invoice” fields.
                                          Page 86 of 94
                 It is critical to verify that the invoice number entered in the “From
Invoice” and “To Invoice” fields is correct.




   2. Select the “Run” pushbutton, this will bring the user to the Process Scheduler
      Request page




                                      Page 87 of 94
Field Values and Descriptions for the Process Scheduler Request page.
       Field          Values Entered                        Description
Server                PSUNX (Always)        PSUNX will be the U of M default for the UM Sponsored
                                            Proforma process
Run Date              Defaults              Accept the defaulted value
Recurrence            <blank> (Always)      Must be left blank, this field is used if the job will be run in
                                            batch process over night
Run Time              Defaults              Must be left blank, this field is used if the job will be run in
                                            batch process over night
Time Zone             <blank> (Always)      Accept the blank default
Select box for        Selected/Checked      This box must be checked for the process to run
“Finalize – Invoice   (Always)
Data Estrct” job
Type                  Web (Always)          Web will be the U of M default for the UM Sponsored
                                            Proforma process
Format                PDF (Always)          PDF will be the U of M default for the UM Sponsored
                                            Proforma process




                  Verify that the Process Scheduler Request page is populated
correctly with the defined values or the Process will not complete successfully and
the data output will not be created.

   3. Select the “OK” pushbutton, the this will bring the user back to the UM Sponsored
      Finalize page




                                       Page 88 of 94
4. Select the “Process Monitor” link, this will bring the user to the Process Monitor,
   Process List page




5. Click the Refresh button intermittently until the most recent UMDBI02F job has a
   Run Status = Success and a Distribution Status = Posted
6. Select the Process Name link, this will bring the user to the Process Monitor,
   Process Detail page




                                    Page 89 of 94
7. Select the link that states “xxxxx – UMDIB002 Success”, this will bring the user to
   another Process Detail page




8. Select the “View Log/Trace” link, this will bring the user to the View Log/Trace page



                                   Page 90 of 94
         Contract
         Number




                    Form Name




9. Locate the File that has a file type of “.XML”
10. Make note of the Contract Number and Form Name




                                Page 91 of 94
11. Right click on the XML file link and choose “Save Target As”, this will bring a “Save
    As” pop up box to the users screen




                                    Page 92 of 94
   12. In the “Save In” area of the Save As pop up window select the navigation:
       P:\SFR\Billing_Reporting\2_XML_Output_PS by using the drop down button
   13. Click the “Save” pushbutton in the pop up window. The XML file will now be saved
       to the selected directory
   14. To continue with the merge of the data extract xml output with the template see
       Appendix I.
   15. To archive a copy of the invoice to EDMS see Appendix II.

Print an Invoice

Detailed Description: Once the data extract has been merged with the form, all plug in
data inserted and the completed invoice saved it needs to be printed for submission to the
sponsor.

Assumptions
          The final data merge has been completed
          All plug-in information has been updated
          The finalized version of the invoice has been saved

For initial printing of the finalized invoice or report it will be done in Excel just as you would
print any other Excel Document

The reprinting of invoices or reports will happen in EDMS. See Appendix II.


                                          Page 93 of 94
Void an Invoice

If the end user feels as though they have an invoice that needs to be voided they should
see their supervisor.




Nightly Batch Process



                                                 Portion of Business
                                                 Process Flow
                                                 covered in this
                                                 section

Roles Applicable to this Sub Process

             Batch Process Only for Regular Invoicing

Record Invoice Activity (BIPCC000)

This process collects all rate based and amount based detail for invoices that were finalized
during the day and stages it for Project Costing to pick it up and update all of the Contracts
and Project Costing tables with the information.

Retrieve Billing Items (PC_BI_TO_PC)

This process picks up all of the staged data for finalized invoices from the Billing Module
and updates all of the required Project Costing and Contract tables. For example it will
update the Billing Event status from „In Progress‟ to „Completed‟, change all of the Billable
transactions to Billed transactions.




                                        Page 94 of 94

				
DOCUMENT INFO
Description: How to Calculate the Cost of an Incorrect Invoice document sample