grants accounting

1. Revenue and Invoices

2. Objectives
– Describe fundamental revenue and invoice
concepts for awards
– Explain how to generate revenue and invoices
– Describe troubleshooting invoice generation

3. Agenda
– Overview of Revenue and Invoices
– Generating Revenue
– Generating Invoices
– Troubleshooting Invoice Generation

4. Overview of Revenue and Invoices
Billable and Active check boxes
Hard Limit processing
Invoice Formats
Billable status on a task
Billing by top task
Distribution Rules
Requirements
Concepts relating to generating revenue and invoices for awards

5. Billable and Active Check Boxes
Installment
Active
Funding
Billable
Revenue and
Invoicing
Selecting the checkboxes enables billing, revenue and
invoice generation use.

6. Hard Limit Processing
Installment
Amount = $ 50
Revenue = $100
Hard Limit
Soft Limit
Or
Invoice = $100
When revenue accrual and and invoice generation exceeds the installment
amount, a hard limit prevents the generation, while a soft limit issues a
warning.

7. Hard Limits
Task 1 Task 2 Task 3
A
A1 A2
Example: A1 funds P1/T1 = $50, P1/T2 = $50 and A2 funds P1/T2 = $50,
P1/T3 = $50
Installments
Hard Limit checked
for Award A
Project (P1)

8. Invoice Formats
Project
Task
Burden Cost Code
Expenditure
Organization
Installment
Burden lines for revenue and invoices are grouped by these categories
in Oracle Grants Accounting

9. Billable Status on a Task
Task 1
Task 1.2Task 1.1
Billable
Project
If the Billable check box is not checked for the lowest level task, when you
charge an expenditure item to the task, Oracle Grants Accounting flags it as
non-billable. This expenditure item will not be eligible for billing.

10. Billing by Top Task
• Using the Control Billing by Top Task
window, you can control whether a project
or task accrues revenue or generates
invoices regardless of the status of
expenditure items.
Task 1
Task 1.2Task 1.1
Revenue Status
Billing
Project

11. Distribution Rules
Cost Distribution Rule Event Distribution Rule
Creates automatic
revenue or
invoice items for
eligible actual costs
incurred
Creates manual
events
to generate revenue
and invoices
regardless of costs

12. Requirements
Available Installment
Billable Installment
Expenditure item
costed & funds checked
No bill hold
Task ready-to-accrue
Example of conditions to generate revenue and invoices

13. Agenda
– Overview of Revenue and Invoices
– Generating Revenue
– Generating Invoices
– Troubleshooting Invoice Generation

14. Overview of Revenue Flow
Oracle Grants Accounting has five primary functions for revenue accrual
1. Generate draft
revenue
3. Create accounting
and transfer to GL
5. Update award
summary amounts
REVENUE
2. Generate revenue
accounting events
4. Transfer to Oracle
General Ledger

15. Revenue Generation Flow
Generate Draft Revenue
Review Revenue
Release Revenue

16. Accrue-Through Date
The accrue-through date controls which billable expenditure items
and revenue events are processed.
Accrue-through
date

17. Generating Draft Revenue
PRC: Generate Draft
Revenue process for a
Single Award
GMS: Generate Draft
Revenue process for a
Range of Awards
Submit processes to
generate draft revenue

18. Reviewing Award Revenue
Amount
Event Description
Award
Revenue Line Info
Revenue Interface
date
Distribution Warnings
Example of the information available from the Revenue Review window

19. Detailed Accounting Transactions
• You can review detailed accounting transactions for revenue items in the
following windows:
Revenue Lines Revenue Line
Details

20. Viewing Revenue Lines
Project
Task
Expenditure Type
Expenditure
Organization
Example of groupings of revenue lines

21. Releasing Revenue
• After you review revenue, you can release it from the Revenue
Summary window.
Revenue Summary
Window

22. Revenue Accounting Flow
GMS: Generate Draft Revenue for a Single Award
or
GMS: Generate Draft Revenue for a Range of Awards
PRC: Generate Revenue Accounting Events
PRC: Create Accounting
PRC: Transfer Journal Entries to GL
(optional)
Journal Import
(Oracle General Ledger)
Subledger accounting processing flow for revenue

23. Revenue Process Flow to GL
GL journal
import
Generate revenue
accounting event
Generate
draft revenue
Revenue-
generated
expenditure
items
Revenue-
generated
events
Oracle
General Ledger
GL journal
entries
Cost-
distributed
expenditure
items
Events
Adjustments
Create accounting
in Oracle Subledger
Accounting
Transfer to
GL

24. Adjusting Revenue Transactions
• Example: A timecard item of 10 hours was accrued at $25/hour in January. You
make a retroactive labor rate change of $30/hour and mark the item for
revenue recalculation in May. The resulting revenue distribution lines are:
31-MAY01.100.41003003New RDL
31-MAY01.100.4100-25012Reversing RDL
31-JAN01.100.41002501Original RDL
GL DateAccountAmountRDL Line
No.
Reversed
RDL
Line
No.
Line

25. Agenda
– Overview of Revenue and Invoices
– Generating Revenue
– Generating Invoices
– Troubleshooting Invoice Generation

26. Overview of Invoice Flow
Generate draft invoice
Review and adjust invoice
Approve invoice
Release invoice
Interface invoice
Print Invoice
Send invoice
to sponsor
Invoice processing
flow in Oracle Grants
Accounting

27. Generating Invoices
GMS: Generate Draft
Invoices for a Range of
Awards
GMS: Generate Draft
Invoices for a Single Award
Submit process to
generate invoice for a
single award
Submit process to run
multiple invoice
generation processes

28. Interfacing Invoices To Oracle
Receivables
Create
accounting
Interface
Invoice to
Oracle
Receivables
AutoInvoice
Submit
Accounting
Oracle Grants Accounting Oracle Receivables Oracle
Subledger
Accounting
AR
Invoice
Tables
AR
Interface
Tables
Released
Invoices
Tieback
Invoice
Oracle General
Ledger
Update
Account
Balances

29. Retroactive Billing Changes
Retroactive billing
change
If you make a retroactive change to rates and markups, you need to
adjust and recalculate revenue or costs for affected items manually

30. Invoice Adjustments
Invoice
Cancellation
Invoice
Write-offs
The two types of invoice adjustments that can be made.

31. Agenda
– Overview of Revenue and Invoices
– Generating Revenue
– Generating Invoices
– Troubleshooting Invoice Generation

32. Invoice Generation Issues
Project related issues Award related issues
Transaction related
issues
Process related
issues
Examples of categories related to troubleshooting invoice
generation issues

33. Summary
– Describe fundamental revenue and invoice
concepts for awards
– Explain how to generate revenue and invoices
– Describe troubleshooting invoice generation