The following is a quick check list of the items that need to be done in order to get CGB ready to create invoices.
Initial Set Up
- Update Agencies with Customers; either create new customers from the Agency, or link an existing one.
- Update Awards with Fund Managers and Invoicing information.
- Update Customers with Invoice Templates and Transmission information.
- Update Accounts with Contract Control accounts.
|Parameter Name||Parameter Description|
|DEFAULT_BILLING_FREQUENCY||The default value for the billing frequency code for Awards.|
|DEFAULT_INVOICING_OPTION||The default invoicing option for new Awards, where 1 = Invoice by Award, 2 = Invoice by Account, 3 = Invoice by Contract Control Account.|
|FROM_EMAIL_ADDRESS||Sender's email address for emails sent out by the Transmit Contracts & Grants Invoices process.|
|If set to "Y", Fiscal Period 13 balances will be included in addition to period 12 when the budget and current expenditure amounts of invoice detail and account detail lines on Contracts & Grants Invoice Documents are calculated in period 01.|
Prepping Data for Invoice Creation
- Cost Reimbursable Invoices: Populate the Cost Category table.
- Organization Accounting Defaults: must be set up for each billing organization that will be used on invoices. The Billing Orgs are usually associated with the Fund Manager. The Organization Accounting Defaults is where the income object code used on the Contracts & Grants invoice comes from. A contribution is in the works to associate income and receivable object codes with fund, sub-fund and/or sub-fund type code.
- Milestone and Predetermined Billing Schedules: Populate the appropriate tables either through the UI or via the Milestone and Predetermined Billing Upload screens. Import templates can be accessed from the Help Icon on the Upload screens.
- Review the Billing Frequency table for Grace Period values. The Grace Period determines how long after the end of a billing period should invoices be created.
- Create and Upload Invoice Templates. The Invoice Templates can be created using a PDF designer such as Adobe Acrobat DC, referencing specific codes.