Award Status Inquiry Procedures

This chapter describes the award status inquiry procedures.

This chapter covers the following topics:

• Definition
• Overview
• Award Status Inquiry Procedure
• Find Award Status Window Description
• Award Status Window Description
• Resource Status Window Description
• Find Expenditure Items Window Description
• Expenditure Item Details: Actuals Window Description
• Find Commitments Window Description
• Expenditure Item Details: Commitments Window Description
• Invoice Summary Window Description
• Project Status Window Description
• Task Status Window Description

Definition

Award status inquiry enables users to quickly review actual and commitment transactions, invoices, and budget and expenditure data at the award, project, resource, or task level.

Overview

This section includes the following:

• Award Status Inquiry Features

• Award Status Inquiry Procedure and Grants Accounting Processes

• Expenditures and Commitments Viewable in Award Status Inquiry

• Resources in Award Status Inquiry

Award Status Inquiry Features

The award status inquiry feature allows users to view financial data at the award and project levels. Users can view actual and commitment data for all projects funded by an award, in addition to viewing award budget and expenditure data at the resource level for all projects funded by an award.

The Award Status window and its subsidiary windows allow users to view the following:

• award information

• summary amounts by award

• summary amounts by project

• detailed resource information at the award level and by project

• actual cost and detailed commitment information at the award level and by project

• detailed task information by project

• invoice summary information by award

The Find windows for both actual and commitment options allow users to view actual and commitment data based on query parameters.

Note: Users can view award budget and expenditure data at the resource level for all projects funded by an award only when the resource list is the same for all projects funded by the award. If projects funded by an award use different resource lists, a warning message appears and no data is displayed.

Award Status Inquiry Procedure and Grants Accounting Processes

Typically, the Award Status Inquiry procedure is performed after all other Grants Accounting processes are complete, so that relevant amounts are available. Grants Accounting processes that must be completed before the Award Status Inquiry procedure include the following:

• costing

• funds check

• burdening

• interface of supplier invoices and expense reports from Payables

• revenue and invoice generation

Expenditures and Commitments Viewable in Award Status Inquiry

The following appropriately validated expenditures and commitments are viewable in status inquiry, provided they have passed funds check.

• expenditures that have been cost distributed

• raw and burden commitments associated with purchase requisitions and purchase orders

• raw and burden commitments associated with labor distribution and manual encumbrance batches

When a purchase requisition or purchase requisition lines are auto-created to a purchase order, the commitment associated with the purchase requisition or purchase requisition lines will be relieved and a commitment associated with the purchase order will be generated.

When a purchase requisition is either cancelled or closed, the commitment will be relieved.

When a purchase order is matched to a supplier invoice, the purchase order commitment will be reduced by the amount being matched on the supplier invoice, and a supplier invoice commitment of the same amount will be visible in status inquiry.

When a purchase order is finally closed, the commitment will be relieved.

When a reversing encumbrance batch from labor distribution is interfaced to Grants Accounting, and has passed funds check, the commitment will be relieved.

When a reversing manual encumbrance batch has passed funds check, the commitment will be relieved.

Resources in Award Status Inquiry

The award status inquiry feature accumulates all appropriately validated expenditures and commitments and produces properly labeled resource lines only for resources that are Enabled on the award budget resource list. If the resources are not enabled or do not exist in the resource list, the lines produced in award status inquiry will be Unclassified.

Award Status Inquiry Procedure

The award status inquiry procedure consists of the following:

• Finding and Viewing Award Status

• Viewing Resource Status Information at the Award Level

• Viewing Actual Transactions at the Award Level

• Viewing Commitment Transactions at the Award Level

• Viewing Award Information

• Viewing Invoice Summary Information

• Viewing Project Status Information

• Viewing Resource Status Information at the Project Level

• Viewing Actual Transactions at the Project Level

• Viewing Commitment Transactions at the Project Level

Finding and Viewing Award Status

To find and view award status, perform the following steps.

1. In Grants Accounting, navigate to the Find Award Status window as follows:

   Award Status

2. Enter data in the Find Award Status window as described in the Find Award Status Window Description table.

   Note: To start over, click Clear.

3. Click Find.

   The Award Status window appears.

4. View information in the Award Status window as described in the Award Status Window Description table.

Viewing Resource Status Information at the Award Level

To view resource status information for all projects funded by an award, perform the following steps.

1. From the Award Status window, select an award.

2. Click Resource Status.

   The Resource Status window appears.

3. View information in the Resource Status window as described in the Resource Status Window Description table.

Viewing Actual Transactions at the Award Level

To view actual transactions for all projects funded by an award, perform the following steps.

1. From the Award Status window, select an award.

2. Click Actuals.

   The Find Expenditure Items window appears.

3. Enter data in the Find Expenditure Items window as described in the Find Expenditure Items Window Description table.

4. Click Find.

   The Expenditure Item Details: Actuals window appears.

5. View information in the Expenditure Item Details: Actuals window as described in theExpenditure Item Details: Actuals Window Description table.

Viewing Commitment Transactions at the Award Level

To view commitment transactions for all projects funded by an award, perform the following steps.

1. From the Award Status window, select an award.

2. Click Commitments.

   The Find Commitments window appears.

3. Enter data in the Find Commitments window as described in the Find Commitments Window Description table.

4. Click Find.

   The Expenditure Item Details: Commitments window appears.

5. View information in the Expenditure Item Details: Commitments window as described in the Expenditure Item Details: Commitments Window Description table.

Viewing Award Information

To view award information, perform the following steps.

1. From the Award Status window, select an award.

2. Click Award Inquiry.

   The Award Management window appears.

3. View award information in the Award Management window.

Viewing Invoice Summary Information

To view invoice summary information for an award, perform the following steps.

1. From the Award Status window, select an award.

2. Click Invoice Review.

   The Find Invoices window appears.

3. Select an award number and click Find.

   The Invoice Summary window appears.

4. View information in the Invoice Summary window as described in the Invoice Summary Window Description table.

Viewing Project Status Information

Project Status Window

To view project level information, perform the following steps.

1. From the Award Status window, select an award.

2. Click Project Status.

   The Project Status window appears.

3. View information in the Project Status window as described in the Project Status Window Description table.

4. To view detailed task status information for a project, select a project and click Task Status.

   The Task Status window appears.

5. View information in the Task Status window as described in the Task Status Window Description table.

Viewing Resource Status Information at the Project Level

To view resource status information for a project funded by an award, perform the following steps.

1. From the Project Status window, select a project.

2. Click Resource Status.

   The Resource Status window appears.

3. View information in the Resource Status window as described in the Resource Status Window Description table.

Viewing Actual Transactions at the Project Level

To view actual transactions for a project funded by an award, perform the following steps.

1. From the Project Status window, select a project.

2. Click Actuals.

   The Find Expenditure Items window appears.

3. Enter data in the Find Expenditure Items window as described in the Find Expenditure Items Window Description table.

4. Click Find.

   The Expenditure Item Details: Actuals window appears.

5. View information in the Expenditure Item Details: Actuals window as described in the Expenditure Item Details: Actuals Window Description table.

Viewing Commitment Transactions at the Project Level

To view commitment transactions for a project funded by an award, perform the following steps.

1. From the Project Status window, select a project.

2. Click Commitments.

   The Find Commitments window appears.

3. Enter data in the Find Commitments window as described in theFind Commitments Window Description table.

4. Click Find.

   The Expenditure Item Details: Commitments window appears.

5. View information in the Expenditure Item Details: Commitments window as described in theExpenditure Item Details: Commitments Window Description table.

6. Close the window.

Find Award Status Window Description

Find Award Status Window Description

Field Name	Type	Features	Description
Operating Unit	optional	list of values	operating unit to which the award belongs
Number	optional	list of values	award number
Short Name	optional	list of values	award short name
Type	optional	list of values	award type
Organization	optional	list of values	organization receiving award
Status	optional	list of values	award status; Active, At Risk, Closed, On Hold
Purpose	optional	list of values	award purpose
Number	optional	list of values	funding source number; automatically populated when Full Name entered
Full Name	optional	list of values	funding source name; automatically populated when Number entered
Name	optional	list of values	key member name; automatically populated when Number entered
Number	optional	list of values	key member number; automatically populated when Name entered
Role	optional	list of values	key member role; available only if Name field entered
Period Start	optional	list of values	period start date for the current baseline version of the award budget
Period End	optional	list of values	period end date for the current baseline version of the award budget
Clear		button	erases data from fields
Find		button	searches for data based upon parameters entered

Award Status Window Description

Award Status Window Description

Field Name	Type	Features	Description
Award	display only		award number
Award Name	display only		award name
Revenue	display only		total accrued revenue for award
Budget	display only		total award budget
Actual Cost	display only		total amount of actuals for award
Commitment Amt	display only		total amount of commitments for award
Requisition Amount	display only		total amount of encumbered requisitions
Purchase Order Amount	display only		total amount of encumbered purchase orders
Supplier Invoice Amount	display only		total amount of encumbered supplier invoices
Manual Encumbrance Amount	display only		total amount of manual encumbrances
Total Cost	display only		total amount of expenditures for award, sum of Actual Cost and Commitment Amt
Available Balance	display only		amount of award budget remaining; Budget minus Total Cost
% Complete	display only		percent of award budget used
Resource Status		button	allows users to view award budget and expenditure data at the resource level for all projects funded by an award
Actuals		button	allows users to view actual transactions for all projects funded by an award
Commitments		button	allows users to view commitment transactions against an award across all projects
Project Status		button	allows users to view actual and commitment transactions at the project level
Award Inquiry		button	opens the Award Management window
Invoice Review		button	opens the Find Invoices window so users can select an award to view in the Invoice Summary window

Resource Status Window Description

Resource Status Window Description

Field Name	Type	Features	Description
Project Number	display only		project number
Project Name	display only		project name
Resource Name	display only		resource name
Total Revenue	display only		total accrued revenue for resource
Budget Amount	display only		total resource budget
Actual Cost	display only		total amount of actuals for resource
Commitment Amt	display only		total amount of commitments for resource
Requisition Amount	display only		total amount of encumbered requisitions
Purchase Order Amount	display only		total amount of encumbered purchase orders
Supplier Invoice Amount	display only		total amount of encumbered supplier invoices
Manual Encumbrance Amount	display only		total amount of manual encumbrances
Total Cost	display only		total amount of expenditures for resource; sum of Actual Cost and Commitment Amt
Available Balance	display only		amount of resource budget remaining; Budget Amount minus Total Cost
% Complete	display only		percent of resource budget used

Find Expenditure Items Window Description

Find Expenditure Items Window Description

Field Name	Type	Features	Description
Expenditure Item Dates	optional		starting date range of expenditure items search
-	optional		ending date range of expenditure items search
Organization	optional		department or group associated with the expenditure item
Expenditure Type	optional		expenditure type
Non-Labor Resource	optional		non-labor resource
Non-Labor Resource Org	optional		organization providing non-labor resource
PA Dates	optional		starting date range of the Project Accounting period
-	optional		ending date range of the Project Accounting period
GL Dates	optional		starting date range of the GL period
-	optional		ending date range of the GL period
Clear		button	erases data from fields
Find		button	searches for data based on parameters entered

Expenditure Item Details: Actuals Window Description

Expenditure Item Details: Actuals Window Description

Field Name	Type	Features	Description
Project Number	display only		project number
Project Name	display only		project name
Task Number	display only		task number
Task Name	display only		task name
Expenditure Type	display only		expenditure type
Expenditure Item Date	display only		expenditure date
Expenditure Group	display only		expenditures groups
Expenditure Organization	display only		organization incurring expenditure
Quantity	display only		expenditure items quantity
Unit of Measure	display only		expenditure items unit of measure
NL Resource	display only		non-labor resource
NLR Org	display only		organization providing non-labor resource
Transaction Source	display only		transaction source
Supplier Invoice Num	display only		number of supplier invoice
Original Transaction Ref	display only		original transaction reference number
PA Date	display only		project accounting date
PA Period	display only		project accounting period
GL Date	display only		General Ledger date
GL Period	display only		General Ledger period
Raw Cost	display only		expenditure item direct cost
Burdened Cost	display only		burdened cost or indirect cost
Revenue Amount	display only		total accrued revenue for the actual cost (raw cost plus burden cost appears on the raw cost line; revenue amount for burden costs is zero)
Billed Amount	display only		total amount billed for the actual cost (raw cost plus burden cost appears on the raw cost line; revenue amount for burden costs is zero)

Find Commitments Window Description

Find Commitments Window Description

Field Name	Type	Features	Description
Supplier Name	optional		vendor name
Supplier Number	optional		vendor number
Expenditure Type	optional		expenditure type
Expenditure Organization	optional		department or group associated with the expenditure item
Commitment Dates	optional		starting search date of commitment
-			ending search date of commitment
Commitment Type	optional		list of values contains five options for commitment types: Invoice, Requisition, Purchase Order, Manual Encumbrance, or All; default value is All for viewing all commitment types
GL Dates	optional		starting date range of the GL period
-	optional		ending date range of the GL period
Clear		button	erases data from fields
Find		button	searches for data based on parameters entered

Expenditure Item Details: Commitments Window Description

Expenditure Item Details: Commitments Window Description

Field Name	Type	Features	Description
Project Number	display only		project number
Project Name	display only		project name
Task Number	display only		task number
Task Name	display only		task name
Expenditure Type	display only		expenditure type
Expenditure Item Date	display only		expected date of incurring commitment costs
Expenditure Organization	display only		organization incurring expenditure
Commitment Type	display only		type of commitment
Commitment Number	display only		commitment unique identifier
Description	display only		commitment description
Quantity	display only		quantity ordered for commitment
Unit of Measure	display only		commitment unit of measure
Supplier Name	display only		supplier name
Transaction Source	display only		commitment transaction source
PA Period	display only		project accounting period
PA Date	display only		project accounting date
GL Period	display only		General Ledger period
GL Date	display only		General Ledger date
Raw Cost	display only		commitment direct cost
Burdened Cost	display only		burdened cost or indirect cost

Invoice Summary Window Description

Invoice Summary Window Description

Field Name	Type	Features	Description
Award Number	display only		award number
Draft Invoice	display only		potential award invoice that is created, adjusted, and stored in Grants Accounting. Draft invoices require approval, release, transfer, and acceptance before they are officially accounted for in other Oracle applications.
Customer	display only		sponsor name
Award Curr Code	display only		award currency
Invoice Currency	display only		invoice currency
Invoice Amount	display only		invoice amount
Invoice Status	display only		invoice status; Unapproved, Approved, Released, Transferred, Accepted, or Rejected
Bill Through	display only		date through which Grants Accounting picks up events and expenditure items to be billed on a particular invoice
Invoice Comment	display only		defaults from the invoice comment entered for a project
Credited Number	display only		identifier associated with a draft invoice that has been credited
Invoice Class	display only		identifies the kind of invoice
AR Invoice Num	display only		invoice number printed on an invoice; number can be tracked in Oracle Receivables. This number can be system-generated or an entered number that uniquely identifies the invoice in Receivables, depending upon the invoice numbering system implemented.
Invoice Date	display only		date printed on the invoice and the date on which an invoice receivable's aging begins. The user specifies the invoice date when the invoice is released.
Balance Due	display only		amount owed on invoice
Award Name	display only		award name
Award Distribution	display only		award distribution
Award Status	display only		award status
Project Type	display only		project type
Award Organization	display only		award organization
Award Type	display only		award type
Approved Date	display only		date invoice approved
Approved by Person Name	display only		name of person approving invoice
Release Date	display only		invoice release date
Released by Person Name	display only		name of person releasing invoice
GL Date	display only		General Ledger date
Creation Date	display only		creation date
Desc Flex	display only		descriptive flexfield
Interface Date	display only		interface date
AR Exception Reason	display only		Accounts Receivable exception reason
Invoice Set Number	display only		invoice set number
Award Amount	display only		award amount
Language	display only		invoice language
AR Invoice Currency	display only		Accounts Receivable currency code
Invoice Rate Type	display only		invoice rate type
Invoice Rate Date	display only		invoice rate date
Invoice Exchange Rate	display only		invoice exchange rate
Print 1		button	button disabled; view only through Award Status Inquiry
Approve 1		button	button disabled; view only through Award Status Inquiry
Release...		button	button disabled; view only through Award Status Inquiry
Credit...		button	button disabled; view only through Award Status Inquiry
AR Invoice	display only	button	button disabled; view only through Award Status Inquiry
Lines		button	opens to Invoice Lines window
Open		button	opens to Invoice window

Project Status Window Description

Project Status Window Description

Field Name	Type	Features	Description
Project	display only		project number
Project Name	display only		project name
Revenue	display only		total accrued revenue for project
Budget	display only		total project budget
Actual Cost	display only		total amount of actuals for project
Commitment Amt	display only		total amount of commitments for project
Requisition Amount	display only		total amount of encumbered requisitions
Purchase Order Amount	display only		total amount of encumbered purchase orders
Supplier Invoice Amount	display only		total amount of encumbered supplier invoices
Manual Encumbrance Amount	display only		total amount of manual encumbrances
Total Cost	display only		total amount of expenditures for project; sum of Actual Cost and Commitment Amt
Available Balance	display only		amount of project budget remaining; Budget minus Total Cost
% Complete	display only		percent of project budget used
Resource Status		button	allows users to view budget and expenditure data at the resource level for the selected project
Actuals		button	allows users to view actual transactions for the selected project
Commitments		button	allows users to view commitment transactions for the selected project
Task Status		button	allows users to view actual and commitment transactions at the task level

Task Status Window Description

Task Status Window Description

Field Name	Type	Features	Description
Task	display only		task number
Task Name	display only		task name
Revenue	display only		task total accrued revenue
Budget	display only		total task budget
Actual Cost	display only		task total amount of actuals
Commitment Amt	display only		task total amount of commitments
Requisition Amount	display only		total amount of encumbered requisitions
Purchase Order Amount	display only		total amount of encumbered purchase orders
Supplier Invoice Amount	display only		total amount of encumbered supplier invoices
Manual Encumbrance Amount	display only		total amount of manual encumbrances
Total Cost	display only		total amount of expenditures for task; sum of Actual Cost and Commitment Amt
Available Balance	display only		amount of task budget remaining; Budget minus Total Cost
% Complete	display only		percent of task budget used