Agency

Overview

The Agency document contains detailed identifying information pertaining to an agency. 

When Contracts & Grants Billing is turned on the Agency document is used to:

• create Contracts & Grants Invoices by linking a customer number to the agency
• facilitate collection activities by linking a dunning campaign to the agency

Agency

Most fields on this tab are self explanatory. Those needing additional explanation are described below:

• Agency Number: Is system assigned, each time a new document is created, the number increments by one. 
• Agency Type Code: Is validated and new and existing values can be added, edited and inactivated using the Agency Type Code table. 
• In State Indicator: Use to indicate if the agency is located in your institution's state. For reporting only. 
• Indirect Amount: The maximum indirect cost amount or rate that this agency allows. For reporting only. 
• Reports To Agency Number: Allows you to create a parent child relationship between agencies. For reporting only. 

NOTE: The following tabs will only display on the Agency document if Contracts & Grants Billing is turned on. 

Customer

Customer Exists?: 

• Use Existing Customer: enter or look up and return a valid AR Customer Number. Agency address is not required. 
• Create New Customer: leave the Customer Number blank, select a Customer Type. Agency address is required. Once the document is final, a Customer record will be created. Additional fields must be completed on the Customer, see CGB - Set Up Check List
• No Customer: leave Customer Number and Customer Type blank. 

Contracts & Grants

The fields in this tab are for reporting only and do not drive any system functionality. 

• CAGE Number: Commercial And Government Entity
• DODAC Number: Department of Defense Activity Address Code
• DUN and Bradstreet Number and DUNS Plus Four Number: DUNS numbers

Addresses 

Use this tab to enter one or more addresses for the Agency. Only one address may be designated as the primary address. 

• At least one address is required if Create New Customer is selected. The primary address will be used to create the AR Customer.
• Updates are not made from the Agency document. If an Agency’s address changes, you will need to update the AR Customer.
• If Country is United States, then State and Postal Code are required, otherwise, International Province and International Postal Code are required.

Collections Maintenance

State Agency: Check this box to indicate that the Agency is a state agency. This field is used in conjunction with the DUNNING_LETTERS…PAST_DUE parameters to determine how many days past due a Final Dunning letter will be generated. Different values can be established for State Agencies.

Dunning Campaign: The Dunning Campaign that will be associated with this Agency. Refer to Contracts & Grants Invoice Collections for more information.