When Contracts & Grants Billing is turned on two new tabs will display on the Award document:
Fund Manager
The Fund Managers tab identifies the individual(s) responsible for the management of Contracts & Grants Invoices for the project. Each award must have at least one Fund Manager assigned. Multiple Fund Managers can be associated with the same award, but only one of those users can be the Primary Fund Manager. Fund Managers can manually create Contracts & Grants Invoices. Contracts & Grants Invoices that suspend or are not set to auto-approve will route to all Fund Managers associated with the Award.
Invoicing
The Invoicing tab establishes how the invoice will be generated for this award, whether or not it’s a state award, if it should be auto approved, suspended or exluded from invoicing, the minimum amount to invoice, and if additional forms are required.
Title |
Description |
Invoicing Letter of Credit Fund |
Optional. If Contracts & Grants invoices on this award will be paid by letter of credit draw, select the letter of credit fund that is associated with the award. The Letter of Credit Fund Group will display underneath this field when it is completed. |
Required. The Billing Frequency determines how often invoices are generated and what displays in the Invoice Details tab on the Contracts & Grants Invoice. Cost Reimbursable Billing Frequencies:
LOC, Predetermined Billing and Milestone Billing Frequencies
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Invoicing Option |
Required. Invoicing Option determines how an invoice will be created:
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Minimum Invoice Amount |
Optional. Invoices will suspend and route to the Fund Manager if the Invoice amount is less than the Minimum Invoice Amount. |
Auto Approve |
Optional. If set to Y and there are no Suspension Categories on the invoice, the invoice will auto approve. |
State Transfer |
Optional. Identifies invoices as state transfers, however, this field does not provide any functionality and may be removed in a future release. |
Instrument Type |
Optional. Describes the funding method for the award, displays on the Contracts & Grants Invoice but does not have any additional functionality. |
Award Funding Expiration Date |
Optional. The date that the letter of credit expires for this award. |
Additional Forms Required |
Optional. Indicates if additional forms are required to be sent with the invoice. When this box is checked the invoice will suspend and route to the Fund Manager and the information in this field will display on the Contracts & Grants Invoice. |
Additional Forms Description | Required when Additional Forms Required is checked. Enter a description of the additional forms. |
Suspend Invoice | Optional. When checked the invoice will route to the Fund Manager. |
Suspend Invoice Description | Required when Suspend Invoice is checked. Specifies the reason why the invoice was suspended and will display on the Contracts & Grants Invoice. |
Dunning Campaign |
Optional. Used to associate a Dunning Campaign with the Award. |
Exclude from Invoicing |
Optional. Check this box to prevent invoices from being created. |
Reason for excluding from invoicing |
Required when Exclude from Invoicing is checked. Specifies the reason the invoice is excluded from invoicing. |
Stop Work |
Optional. Check this box to indicate that work has stopped on this invoice. When this box is checked, invoices will suspend and route to the Fund Manager. |
Stop Work Reason |
Required when Stop Work is checked. Include the reason for the Stop Work. |
Last Billed Date |
Display-only.
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Customer Address ID |
Optional. If there are multiple addresses on the customer associated with the agency, this feature allows you to select the address that should be used when creating invoices with this award. If an address is not selected, the Primary Address will be used. |
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