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SCT Banner Finance

SCT Banner Finance. Grants Billing. Introductions. Name Organization Title/Function Job Responsibility SCT Banner Experience Expectations. Performance Objectives. Create proposals and proposal budgets Create grants and grant budgets

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SCT Banner Finance

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  1. SCT Banner Finance Grants Billing

  2. Introductions • Name • Organization • Title/Function • Job Responsibility • SCT Banner Experience • Expectations

  3. Performance Objectives • Create proposals and proposal budgets • Create grants and grant budgets • Establish auto calculations for indirect cost, cost share, waived indirect, and Fringe codes • Create and track events for proposals and grants • Maintain information on awarding agencies

  4. Task Objectives • At the end of this section, each attendee will be able to: • Discuss SCT Banner Finance’s Research Accounting process • Describe the three main areas within Research Accounting • Access the proposal budget forms and enter indirect cost and cost share percentages for auto calculations • Explain how to query proposal or grant information

  5. Overview • Topics • Proposal and grant associated data • Indirect costs and cost share • Proposals, proposal budgets, and events • Grants, grant budgets, and events

  6. Grant Billing • Bill sponsoring agencies • Record payments from sponsoring agencies • Perform letter-of-credit drawdowns • Track billed/unbilled receivables

  7. Grant Billing (cont.) • Topics of discussion • Bill enhancements flow • Process bills and reports • View/print bills and reports • Adjust bills • Process payments • Query forms • Reports • Other features

  8. Grant Billing Overview • Expenses against a Grant fund • Debits unbilled receivable • Credits revenue account • Expenses posted to Billing Detail table • Unbilled status • Updated with billing process

  9. Grant Billing Overview (cont.) • Billing process creates • Journal entry • Debits the billed AR account • Credits the unbilled AR accounts • Billed charge entry • Payments processed in Accounts Receivable System

  10. Process Bills and Reports Steps include: 1. Set up billing data 2. Review unbilled transactions 3. Run the billing process 4. Check for exceptions 5. Run the report process

  11. Process Bills and Reports (cont.) • Billing data setup • Billing Format Validation Form (FRVBFRM) • Create generic bill/report Format codes • Define generic or institution-defined Format codes for bills and reports • Standard Format codes delivered by SCT

  12. Process Bills and Reports (cont.) • Billing data setup • Grant Billing Format Form (FTMBFRM) • Set up data for generic bill and report format codes • Set up subtotals and expenditure groups and the data associated with the expenditure groups

  13. Process Bills and Reports (cont.) • Billing data setup • Payment Management System Code Maintenance Form (FRVPMSC) • Set up Payment Management System codes • Credit payments against a Letter-of-Credit to undistributed cast receipts account

  14. Process Bills and Reports (cont.) • Billing data setup • Billing Exclusion Maintenance Form (FTMBECL) • Set up Exclusion codes • Expenses automatically placed on Hold • Grant System Control Maintenance Form (FRASYSC) • Set up System defaults

  15. Process Bills and Reports (cont.) • Billing data setup • Grant Maintenance Form (FRAGRNT) • Set up billing information • Research Accounting Fund Maintenance Fund (FRMFUND) • Set up Billing Account code

  16. Process Bills and Reports (cont.) • Billing data setup • Grant Event Assignment Form (FRAEVGA) • Associate bill/report format to the grant • Set up billing/reporting frequency • Set up schedule for fixed billing • Detail Code Control Form (TFADETC) • Set up Detail code to process bills and payments

  17. Process Bills and Reports (cont.) • Review unbilled transactions • Unbilled Status Control Form (FRABDCN) • Update unbilled to hold • Update hold to unbilled • Enter text for placing or releasing the hold • Change the billing period date

  18. Process Bills and Reports (cont.) • Review unbilled transactions • Grant Billing Preview Report (FRRINVS) • Identifies the grants that will be selected for that billing run • Should be printed before the Research Accounting Billing Process (FRRBILL) is run

  19. Process Bills and Reports (cont.) • Billing Process (FRRBILL) • Grant/PMSC • Specific format • Fixed/cost • Audit/Update mode • Bill retainage • Bill payment withholding

  20. Process Bills and Reports (cont.) • Process bills and reports • Audit/Update mode • Send document to posting • Update unbilled to billed • Update respective bill format tables • Check for exceptions • Update Event Satisfied indicator

  21. Process Bills and Reports (cont.) • Review Exceptions • Run Billing Exception Report (FRRBEXC) • Bill without billing address • Trail-in activity • Items on hold • Line Budget item exceeded • Budget exceeded in total

  22. Process Bills and Reports (cont.) • Review exceptions • Minimum not reached • Expenses not included in the format • Trail-out activity

  23. Process Bills and Reports (cont.) • Report process • Run Research Accounting Report Process (FRRGRPT) • Updates the respective report format tables • Update the Event Satisfied indicator • Can be run by grant or PMS code

  24. View/Print Bills and Reports • View bills online • Standard Billing 1034 Form (FRA134B) • Standard Billing 270 Form (FRA270B) • Standard Billing 272 Form (FRA272B) • Generic Billing Form (FRAGENB) • Can enter legacy billing information

  25. View/Print Bills and Reports (cont.) • View bills online • Enter text that will be printed on the ‘Remarks’ section of the bill • Print bills • Use Oracle reports to print bills • Use Standard Bill and Reports Form (FRABRUN)

  26. View/Print Bills and Reports(cont.) • View reports online • Standard Report 269 Form (FRA269R) • Generic Report Form (FRAGENR) • Standard Report 272 Form (FRA272R) • Enter legacy report information • Enter text that will be printed in the “Remarks” section of the report

  27. View/Print Bills and Reports(cont.) • Print reports • Use Oracle Reports to print reports • Use Standard Bill and Reports Form (FRABRUN)

  28. Adjust Bills • To adjust the bill, first reverse the bill • Run the Billing Reversal Process (FRRBREV) • This process sends a document to posting, reversing the original entries • It also updates the bill adjustment number from 0 to 1 • Make adjusting entries • Re-run the Billing process (FRRBILL) to process the adjusted bill

  29. Process Payments • Record payments • Grant Payments Entry Form (FRAAREV) • Enter payments for a specific grant • Enter payments for a PMS (Payment Management System) code

  30. Process Payments (cont.) • Apply payments to charges • Run Grants Application of Payments • Process (TRRAPPL) • Or apply manually • Unapply payments using • Grant Unapplication of Payments Form (FRAUNAP) • Unapplication of Payments Process (TRRUNAP)

  31. Process Payments (cont.) • Feed AR transactions to Finance • Account Feed Process (TGRFEED) • Creates new Document code for grant billing transactions • Finance Feed Process (FURFEED) • Transaction Interface Process (FGRTRNI) • Posting Process (FGRACTG)

  32. Query Forms • Grant Summary Query Form (FRIGSUM) • Grant Billing Query Form (FRIBILL) • Billing Detail Inquiry Form (FRIBDET) • Grant Application of Payments Query Form (FRIAPPL)

  33. Query Forms (cont.) • Standard Billing 1034 Query Form (FRI134B) • Standard Billing 272 Query Form (FRI272B) • Standard Billing 270 Query Form (FRI270B) • Generic Billing Query Form (FRIGENB) • Generic Report Query Form (FRIGENR)

  34. Reports • Grant Aging Analysis Report (TRRAGES) • Grant Reconciliation Report (TRRRCON) • Grants Collection Report (TRRCOLL) • Billing Detail Exception Report (FRRBDEX)

  35. Reports (cont.) • Fund Exception Report (FRRFEXC) • Unapplied Payments Listing Report (TRRUNPL) • Grant Ledger Exception Report (FGRGLEX)

  36. Other Features • Canadian Standard Report • Object:Access views • Grant Billing Collections Form (FRACOLL)

  37. Object:Access Views • Research Accounting - Grants Object:Access views • Create variations of reports by organizations • Grant trial balance • Reports of statistics by organizations • Status of expenditures • Summaries of purchased items • Summaries of personnel hours

  38. Object:Access Views (cont.) Grant Detail Transaction View (AF_GRANT_BUDGET_DETAIL_TRANSACTION) • Create reports which require detailed transaction activity by grant

  39. Object:Access Views(cont.) • Grant Detail Transaction View (cont.) • Main database tables accessed by this view: • FTVDTYP – Document Type Verification Table • FGBTRND – Transaction History Detail Table • FGBTRNI – Transaction History Table • FRBGRNT – Grant Header Table • FTVCOAS – Chart of Accounts Validation Table • FTVFUND – Fund Validation Table • FTVORGN – Organization Validation Table • FTVACCT – Account Validation Table • FTVPROG – Program Validation Table • FTVACTV – Activity Validation Table • FTVLOCN – Location Validation table

  40. Object:Access Views (cont.) Grant Budget Status (AF_GRANT_BUDGET_STATUS) • Create Revenue and Expenditure Analysis Reports

  41. Object:Access Views (cont.) Grant Transaction View (AF_GRANT_BUDGET_TRANSACTION) • Create reports which require summary transaction activity by grant

  42. Object:Access Views (cont.) Grant Transaction View (AF_GRANT_BUDGET_TRANSACTION) • Create reports which require summary transaction activity by grant

  43. Object:Access Views (cont.) Grant Cost View (AF_GRANT_COSTS) • Create cost reports for reconciliation purposes

  44. Object:Access Views (cont.) Grant Main View (AF_GRANT_VIEW) • Create summary reports for the entire project period

  45. Object:Access Views (cont.) Proposal Main View (AF_PROPOSAL_VIEW) • Create summary reports for the entire project period

  46. Questions

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