Contracts & Grants Invoice Collections

Overview

The Contracts & Grants Collection Activity document allows you to record each attempt at collecting a past due invoice. This document does not route and is used by the Tickler Report to help CGB Collectors manage overdue invoices. Collection Activity Type is associated with a Collection Event. Once a Collection Activity has been created, it can be edited using the Collection Event document.

Once a collection activity has been started for an Award, new events can be added by creating a new collection activity via the Tickler, Collection Activity Report, Contracts & Grants Aging or from the Contracts & Grants Collection Activity. New events cannot be created from the Collection Event lookup, events can only be edited from this lookup. 

Step 1 - Create a Collection Activity Type

Enter a Code and a Description. Submit. This document does not route. 

Following are some sample codes and descriptions from the Collection Activity Type Lookup: 

Step 2 - Create a Contracts & Grants Collection Activity document

The Contracts & Grants Collection Activity document contains three unique tabs—Award Information, Global Collection Event and List of Invoices—in addition to the standard tabs.

 

Award Information Tab

Click the Magnifying Glass to open the Award Lookup

After you look up and return an Award aka Proposal

Global Collection Event Tab

Select a Collection Activity Type, the date the activity occurred and a comment. Use the pencil tool to expand the comment field for more room. 

The Follow-up Date is used by the Tickler report to help the CGB Collector role monitor collection activities. 

The Completed Date is updated when an event is complete. Use the Collection Event document to modify this and other fields. 

List of Invoices Tab

Click the magnifying glass to access a list of invoices associated with this award. Return all applicable invoices. 

After an invoice is returned to the document.

Submit. This document does not route. 

Step 3 - Edit a Collection Event 

Use the Collection Event Lookup to find an event that needs to be updated. The only action available from this look up is edit. To create a new event, use the Contracts & Grants Collection Activity document.

Click Edit to open the Collection Event for editing. This document does not route. 

Reports and Lookup

Three reports are available to allow users in the AR Collector Role to manage Collections. New collection events for an award can be created from the Collection Activity Report and Tickler. 

• Collection Activity Report - displays those events (outstanding and complete) for which you are the collector and allows you to print a report. 
• Collection Event Lookup -  displays all collection events (outstanding and complete) for all collectors; the edit link only shows up for those invoices for which you are able to edit. 
• Tickler Report -  displays outstanding events for which you are the collector. 
• Contracts & Grants Aging Report - described below

Contracts & Grants Aging Report 

Allows users in the AR CGB Collector role to view agings for Billing and Processing Orgs and Customers for which they are responsible. The results that are returned on the report are based on the AR CGB Role Qualifiers. The AR CGB Role can be qualified by any combination of:

• Processing Chart and Org
• Billing Chart and Org
• Customer first initial

Enter the appropriate filters. Processing Org, Billing Org or Account Number are required. 

• Click Search to view the matching results, export to spreadsheet if desired. 
• Click Print to create a pdf report of the matching results. The pdf report breaks the invoices out by Award. 

Clicking on an amount opens the Contracts & Grants Open Invoices Report - from this Report you can create a new Collection Activity or open the Tickler Report