Creating Proposals, Accounts & Awards

Overview

In order to create an Award, a Proposal and at least one Account must be created first. Data from the Proposal will feed into the Award.  The Account is a required field on the Award. 

Once you’ve created any proposal or account,  you can copy it to create new ones and update appropriate fields. You can also copy an Award and then look up and return a Proposal. The same proposal cannot be used on two different awards. 

Jumping to the following lookups will allow you to search for existing values so you can copy or edit or Create New. 

Proposal

Use Jump To to search for Proposal.

On the Proposal lookup, click Create New. 

Following are directions for each tab on the document that will need to be completed. Required fields are marked with an asterisk. 

Document Overview

• Document Description: Enter “Set up <proposal>” or something of your choice

Proposal Maintenance

• Agency: Look up and return the appropriate Agency.
  • NOTE: verify that the Agency is associated with a Customer. After you have searched for an agency, click on the Agency Number to open the Agency inqury - check the Customer tab. If it is blank, a customer will need to be associated with the Agency. After you complete your Proposal, look up the Agency from the Agency lookup, click edit. Refer to the Additional Fields and Tabs - Agency article. 
• Project Title: Description of the Proposal
• Start Date: Enter today's date
• Stop Date: Enterend date of the proposal/award
• Direct Cost: Total amount of the Award. 
• Indirect Cost: Amount of Indirect Cost
• Submission Date: Today’s date or a date of your choice
• Purpose: Select the appropriate value
• The remaining fields are optional. 
  • The Grant Number can be displayed on the CINV and in the email header that is sent to the sponsor. 

Organizations - required: doesn't drive CGB functionality

• Chart of Accounts: BL
• Organization: Lookup and Return a value or use PSY
• Check Primary
• Click Add
• Add additional organizations if you like

Project Director - required: doesn't drive CGB functionality

• Project Director Principal Name: ahlers (or look up and return a value)
• Check Primary
• Click Add

Submit - the Document goes to Final.

Account

Use Jump To to search for Account. 

To create a new account, it's easiest to copy an existing one. 

On the Account Lookup: 

• Enter 482430* In the Account Number Field
• Click Search, note the next number in the sequence. 
• Click Copy next to account 4824300

Following are directions for each tab on the document that will need to be completed based on copying account 4824300, if you copied a different account or use the Create New button to create an account, complete the required fields. Required fields are marked with an asterisk. 

Document Overview

• Document Description: Enter “Set up <account>” or something of your choice

Account Maintenance

• Chart Code: BL
• Account Number: <next number available in the sequence> or any available number
• Account Name: Change the Name
• Account Expiration Date: Set to a date in the future - the date the funding will expire - this date is usually a year out and is extended annually throughout the life of the award

Guidelines and Purpose

• Complete the three fields with "test" or something of your choice. 

Contracts & Grants

• Contract Control Account: If you will be invoicing by Contract Control Account, you would enter that account number here. This usually represents the account where the income and receivable would post. 
• Indirect Cost Rate: Change to 005

Blanket Approve

Award

Use Jump To to search for Award.  

On the Award Lookup, click the Create New button.

Following are directions for each tab on the document that will need to be completed. Required fields are marked with an asterisk. 

 Document Overview

• Document Description: Enter “Set up <award>” or something of your choice

 Award Maintenance

• Proposal Number: Look up and return the Proposal created for this Award - it will populate several fields on the form. Use the Start Date From field to find the proposal created above. 
• Enter the Start and Stop Dates
• Entry Date: Enter today’s date
• Grant Description: select the appropriate value

 Account

• Account Number: Enter the Account created above and/or look up and return accounts. 
• Project Director Principal Name: ahlers or lookup and return someone. 
• Click Add
• Additional Accounts can be added if multiple accounts should be charged for this award.

Fund Manager

• Fund Manager Principal Name: wjohnsto or lookup and return someone. 
• Check Primary
• Click Add
• Additional Fund Managers can be added if needed, CG Invoices created for this award will route to all fund managers. Fund Managers can also manually create invoices for their awards. 

 Invoicing

• Refer to the Additional Tabs and Fields - Award article for an explanation of the fields in this tab. 

 Submit - the Document will go to final.