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Oracle Grants Accounting User Guide
Release 12.1
Part Number E13567-04
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Oracle Grants Accounting User Guide

Contents

Title and Copyright Information

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Preface

Product Overview

Definition
Overview
      Multifunded Projects
      Award Management
      Flexible Funds Control by Award
      Powerful Indirect Costing
      Online Invoice Review and Approval
      Simplified Billing
      Award Status Inquiry
      Integration with Oracle Financials
      Award Security
      Government Reporting
      Award Distributions
      Multiple Organization Support
      Multi-Currency
      Integration with Oracle Subledger Accounting
      Integration with Oracle Labor Distribution
      Integration with Oracle Grants Proposal
Functionality Differences Between Projects and Grants Accounting

Oracle Grants Accounting Setup Overview

Overview
Grants Accounting Setup Checklist
Grants Accounting Setup Steps
      1. Define Responsibilities
      2. Specify Site-Level and Application-Level Profile Options
      3. Define a Ledger. Assign a Calendar, Functional Currency, and Account Structure to the Ledger
      4. Define Payables Financials Options
      5. Define Purchasing Options
      6. Define Purchasing Financials Options
      7. Define Customers
      8. Set Up Order Management Parameters
      9. Set Up Oracle Assets
      10. Set Up Locations
      11. Create Organizations
      12. Define Organization Hierarchies
      13. Define Jobs
      14. Enter Employee Information
      15. Set Up Projects Implementation Options
      16. Define Project Accounting Periods
      17. Set Up Grants Implementation Options
      18. Define Expenditure Categories
      19. Define Units of Measure
      20. Define Expenditure Types
      21. Define Non-Labor Resources
      22. Define Transaction Sources
      23. Define Labor Costing Rules
      24. Define Labor Costing Overrides
      25. Define Labor Cost Multipliers
      26. Define Cost Bases and Cost Base Types
      27. Define Burden Cost Codes
      28. Define Burden Structures
      29. Define Burden Schedules
      30. Define Payment Terms
      31. Define Credit Types
      32. Define Event Types
      33. Set Up Billing Cycles
      34. Define Budget Types
      35. Define Budget Change Reasons
      36. Define Budget Entry Methods
      37. Define Resource Lists
      38. Define Project Status
      39. Define Project Classifications
      40. Define Project Service Types
      41. Define Project Role Types
      42. Define Project Types
      43. Define Project Templates
      44. Set Up Award Purpose Codes
      45. Set Up Award Terms and Conditions
      46. Set Up Award Roles
      47. Set Up Reports
      48. Set Up Billing Forms
      49. Set Up References
      50. Set Up Allowed Cost Schedule
      51. Set Up Award Types
      52. Set Up Award Templates
      53. Set Up Subledger Accounting
      53.1. Define Custom Sources
      53.2. Define Journal Line Types
      53.3. Define Journal Entry Descriptions
      53.4. Define Mapping Sets
      53.5. Define Account Derivation Rules
      53.6. Define Journal Lines Definitions
      53.7. Define Application Accounting Definitions
      53.8. Define Subledger Accounting Methods
      53.9. Assign Application Accounting Definitions to a Subledger Accounting Method
      53.10. Assign a Subledger Accounting Method to a Ledger
      53.11. Define Post-Accounting Program Assignments
      54. Set Up Accounting for Labor Costs
      55. Set Up Accounting for Expense Report Costs
      56. Set Up Accounting for Usage Costs
      57. Set Up Accounting for Supplier Cost Adjustments
      58. Set Up Accounting for Total Burdened Costs
      59. Set Up Accounting for Event Revenue
      60. Set Up Accounting for Revenue and Invoice Amounts
      61. Set Up Accounting for Miscellaneous Transaction Costs
      62. Set Up Accounting for Burden Costs
      63. Implement Transaction Control Extensions
      64. Implement Commitments from External Systems
      65. Set Up the Account Generator to Generate the Supplier Invoice Account
      66. Define Project-Related Distribution Sets
      67. Specify the Default Supplier Cost Credit Account
      68. Set Up the Account Generator to Generate Project-Related Accounts in Purchasing
      69. Implement Oracle Grants Accounting Client Extensions
      70. Set Up Oracle Workflow
      71. Set Up Award Distributions
      72. Define Project Status Inquiry Columns

Implementation Options Setup

Definition
Overview
      Award Numbering
      Award Distribution Option
      References
Prerequisites
Specifying Award Numbering Procedure
Activating Award Distribution Option Procedure
Implementation Options Window Description

Project Types Setup

Definition
Overview
      Defining Project Types
      References
Defining Project Types Procedure

Project Templates Setup

Definition
Overview
      Project Classes and Project Types Diagram
      Quick Entry Feature
      Reference
Prerequisites
Creating Project Templates Procedure
Projects, Templates Window Description

Award Purpose Codes Setup

Definition
Overview
Lookups Windows
References
Setting Up Award Purpose Codes Procedure
Award Purpose Code Lookups Window Description

Award Terms and Conditions Setup

Definition
Overview
Setting Up Award Terms and Conditions Procedure
Terms and Conditions Setup Form Window Description

Award Roles Setup

Definition
Overview
Setting Up Award Roles Procedure
Award Role Lookups Window Description

Reports

Definition
Overview
Setting Up Reports Procedure
Report Template Setup Window Description

Billing Forms Setup

Definition
Overview
Specifying Billing Forms Procedure
Billing Setup Form Window Description

Billing Cycle Setup

Definition
Overview
      Reference
Setting Up Billing Cycles Procedure
Billing Cycles Window Description

References Setup

Definition
Overview
Setting Up References Procedure
Reference Numbers Lookups Window Description

Allowed Cost Schedules Setup

Definition
Overview
Prerequisites
Setting Up Allowed Cost Schedules Procedure
Allowed Cost Schedules Window Description
Creating a New Allowed Cost Schedule Procedure
Copy Allowed Cost Schedule Window Description

Burdening Setup

Definition
Overview
      Burden Cost Bases and Cost Base Types
      Burden Cost Codes
      Burden Structure
      Burden Schedule
      Burden Multiplier
      Viewing Burdened Costs
      Burden Schedule Overrides
      References
Prerequisites
Defining Expenditure Types for Burden Costs Procedure
Defining Burden Details for Burden Expenditure Types Procedure
Defining Burden Cost Bases Procedure
Defining Burden Cost Codes Procedure
Defining Burden Structures Procedure
Defining Burden Schedules Procedure
Viewing Project or Award Burdened Costs Procedure
View Burdened Costs (Project) Window Description
View Burdened Costs (Award) Window Description
Setting Up Override Schedules Procedure
Override Schedules Window Description

Award Types Setup

Definition
Overview
Setting Up Award Types Procedure
Agreement Types Window Description

Award Distributions Setup

Definition
Overview
      Award Distributions
      Funding Patterns
      Implementation Options for Award Distributions
      Award Distributions with Transaction Import
      Award Distributions Funds Checking
Prerequisites
Creating Funding Patterns Procedure
Funding Pattern Window Description

Award Entry Procedures

Definition
Overview
      Award Information
      Award Rules
      Events
      References
Prerequisites
Entering An Award Procedure
      Basic Award Information
      Installments Tab
      Terms and Conditions Tab
      Budgetary Control Tab
      Funding Source Details Tab
      Contacts Tab
      Personnel Tab
      Compliances Tab
      Reports Tab
      References Tab
      Credit Receivers Tab
      Tax and Currency Tab
Deleting An Award Procedure
Find Award Window Description
Award Management Folder Window Description
Award Quick Entry Window Description
Award Management Window Description
Award Management Window Description, Installments Tab
Award Management Window Description, Terms and Conditions Tab
Award Management Window Description, Budgetary Control Tab
Award Management Window Description, Funding Source Details Tab
Award Management Window Description, Contacts Tab
Award Management Window Description, Personnel Tab
Award Management Window Description, Compliances Tab
Award Management Window Description, Reports Tab
Award Management Window Description, References Tab
Award Management Window Description, Credit Receivers Tab
Award Management Window Description, Tax and Currency Tab
Creating Events for Billing and Revenue Procedure
      Create Events for Billing and Revenue
      View Event Revenue Distribution Lines
Events Window Description
Event Revenue Distribution Lines Window Description
Specifying Billing Format Procedure
Billing Format Window Description
Letter of Credit Contacts Window Description
LOC Address Window Description

Award Template Entry Procedures

Definition
Overview
      References
Prerequisites
Entering an Award Template Procedure
Deleting An Award Template Procedure
Template Quick Entry Window Description
Award Template Management Window Description

Installment Entry Procedures

Definition
Overview
      Award Installment Entry
      Pre-Award Spending
      References
Prerequisites
Entering Installments Procedure
Entering Filed Reports Procedure
View Award Reports Due and Filed Window Description

Project Funding Procedures

Definition
Overview
      Project Funding
      Viewing Project Funding
Prerequisites
      Project Funding Prerequisites
Funding Projects Procedure
Fund Projects Window Description
Viewing Funding Summary Procedure
Funding Summary Window Description
Viewing Project Funding Procedure
Project Funding Summary Window Description
Funding History Window Description

Budget Entry Method, Budgetary Control, and Funds Check

Definition
Overview
      Budget Entry Method
      Budgetary Control
      Funds Check
      Budgetary Control Settings and Time Intervals
      Default Budgetary Control Settings
      Budgeting
      Multifunding
      References
Budget Entry Method Parameter Combinations
Compatibility of Budget Entry Method Parameters with Budgetary Control Settings
Budget Rollup for Funds Check
      Resource Level Rollup Example
      Task Level Rollup Example
Compatibility of Budget Entry Method Time Phase with Budgetary Control Time Intervals
Funds Check Calculations Based Upon Amount Type/Boundary Code Parameters

Budget Entry Procedures

Definition
Overview
      Budget Versions
      Budgetary Control Default Settings
      Viewing Funds Check Results of Award Budget
      Project Budgets
      Budgets and Workflow
      References
Prerequisites
Entering Award Budgets Procedure
      Entering an Original Award Budget
      Finding a Draft Award Budget
      Entering Award Budget Lines
      Copying Actuals to Award Budget Amounts
      Submitting a Draft Award Budget
      Changing Draft Award Budget Status from Submitted to Working
      Baselining a Draft Award Budget
      Revising a Baselined Award Budget
      Reviewing Historical Baselined Award Budget Versions
Award Budgets Window Description
Task Budgets Window Description
Budget Lines Window Description
Viewing Funds Check Results of Award Budget Procedure
Find Budget Funds Check Details Window Description
Budget Funds Check Results Window Description, Award Tab
Budget Funds Check Results Window Description, Top Task Tab
Budget Funds Check Results Window Description, Task Tab
Budget Funds Check Results Window Description, Resource Group Tab
Budget Funds Check Results Window Description, Resource Tab
Viewing a Project Budget Procedure
Project Budgets Window Description

Non-Sponsored Project Budget Procedure

Definition
Overview
      Functionality Differences Between Sponsored and Non-Sponsored Projects
      References
Prerequisites
Creating a Non-Sponsored Project Budget Procedure

Changing Budgetary Control Settings Procedures

Definition
Overview
      Changing Budgetary Control Settings
      Changing Budgetary Control Settings and Funds Check
      Reference
Prerequisites
Changing Budgetary Control Settings at the Award or Task Levels Procedure
Budgetary Control Window Description
Changing Budgetary Control Settings at the Resource Groups or Resource Levels Procedure
Budgetary Control - Resources Window Description
Updating Budgetary Control Default Settings
Adding or Deleting Resources or Resource Groups Procedure

Transaction Entry Procedures

Definition
Overview
      References
Prerequisites
      Award Distributions Prerequisites
Entering Requisitions Procedure
Entering Purchase Orders Procedure
Entering Supplier Invoices Procedure
Entering Expenditures Procedure
Entering Encumbrances Procedure
Expenditure Batches Window Description
Expenditures Window Description
Encumbrance Batches Window Description
Encumbrances Window Description

Transaction Processing and Funds Check Activation Procedures

Definition
Overview
      Funds Check Activation in Purchasing
      Funds Check Activation in Payables
      Invoice Entry
      Funds Check Activation in Grants Accounting
      Funds Check Results
      References
Prerequisites
Activating Funds Check Procedure
      Activating Funds Check for Requisitions in Purchasing Procedure
      Activating Funds Check for Purchase Orders in Purchasing Procedure
      Activating Funds Check for Invoices in Payables Procedure
      Activating Funds Check for Expenditures in Grants Accounting Procedure
      Activating Funds Check for Encumbrances in Grants Accounting Procedure
Viewing Funds Check Results Procedure
Find Funds Check Details Window Description
Funds Check Results Window Description
Funds Check Results Window Description, Award Tab
Funds Check Results Window Description, Top Task Tab
Funds Check Results Window Description, Task Tab
Funds Check Results Window Description, Resource Group Tab
Funds Check Results Window Description, Resource Tab

Transaction Adjustment Procedures

Definition
Overview
      Expenditure Adjustments
      Encumbrance Adjustments
      References
Prerequisites
Transferring All Expenditures Procedure
Transferring Selected Expenditures Procedure
Reversing Expenditure Batches Procedure
Reversing Expenditure Items Procedure
Reverse Expenditure Items Window Description
Reversing Encumbrance Batches Procedure
Reversing Encumbrance Items Procedure
Reverse Encumbrance Items Window Description

Revenue and Invoice Procedures

Definition
Overview
      Generating Revenue and Invoices
      Revenue and Invoicing Formats
      Revenue and Invoicing Requirements
      Billable and Active Check Boxes
      Billable Status on a Task
      Cost and Event Distribution Rules
      Controlling Billing by Top Task
      AutoAccounting Parameters
      References
Prerequisites
Reviewing Revenue Procedure
Reviewing Invoices Procedure
Adjusting Revenue Procedure
Adjusting Invoices Procedure
Controlling Billing by Top Task Procedure
Control Billing by Top Task Window Description

Award Status Inquiry Procedures

Definition
Overview
      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 Procedure
      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
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

Using Oracle Workflow in Oracle Grants Accounting Procedure

Definition
Overview
      Setting Up Notification Recipients
      Setting Up Notification Method
      Scheduling Report Notifications
      Using Workflow
      Viewing Notifications
      Approving Notifications
      Reference
Prerequisites
Setting Up Notification Recipients Procedure
Notification Control Window Description
Viewing Notifications Procedure
Approving Notifications Procedure

Government Report Procedures

Definition
Overview
      SF 1034 and SF 1035 Public Voucher for Purchases and Services Other Than Personal
      SF 269 Financial Status Report
      SF 270 Request for Advance or Reimbursement
      SF 272 Federal Cash Transactions Report
      SF 425 Federal Financial Report
      References
Prerequisites
SF 1034 and SF 1035 Public Voucher for Purchases and Services Other Than Personal Report Procedure
SF 269 Financial Status Report Procedure
      Create Draft Report
      View Existing Report
      View Report History
      Delete Report
Government Report SF269 Window Description
HISTORY-SF 269 Report History for Award Window Description
SF 270 Request for Advance or Reimbursement Report Procedure
      Create Draft Report
      View Existing Report
      View Report History
      Delete Report
Government Report SF270 Window Description
HISTORY-SF 270 Report History for Award Window Description
SF 272 Federal Cash Transactions Report Procedure
      Create Draft Report
      View Existing Report
      View Report History
      Delete Report
Government Report SF272 Window Description
HISTORY-SF 272 Report History for Award Window Description
SF 425 Federal Financial Report Procedure

Processes and Reports Procedures

Definition
Overview
      GMS: Award Overdraft Status Report
      GMS: Costing and Funds Check on Expense Report Adjustments
      GMS: Costing and Funds Check on Straight Time Labor
      GMS: Costing and Funds Check on Straight Time Labor for a Range of Projects
      GMS: Costing and Funds Check on Usages and Miscellaneous Costs
      GMS: Delete Unreleased Draft Invoices for a Range of Awards
      GMS: Distribute Supplier Cost Adjustments and Funds Check
      GMS: Distribute Supplier Cost Adjustments and Funds Check for a Range of Projects
      GMS: Encumbrance Funds Check
      GMS: Encumbrance Funds Check for a Range of Encumbrance Groups
      GMS: Encumbrance Funds Check for a Range of Projects
      GMS: Generate Draft Invoices for a Range of Awards
      GMS: Generate Draft Invoices for a Single Award
      GMS: Generate Draft Revenue for a Range of Awards
      GMS: Generate Draft Revenue for a Single Award
      GMS: Generate Revenue Accounting Events
      GMS: Installment Closeout Notification
      GMS: Interface Invoices to Receivables
      GMS: Report Notification Scheduler
      GMS: Report on Award Listings
      GMS: Report on Project Listings
      GMS: Submit Interface Streamline Process
      GMS: Unbilled Receivables Aging
      GMS: Update Actual and Encumbrance Balance
      Required Processes and Reports in Oracle Projects
GMS: Award Overdraft Status Report Procedure
GMS: Costing and Funds Check on Expense Report Adjustments
GMS: Costing and Funds Check on Straight Time Labor Procedure
GMS: Costing and Funds Check on Straight Time Labor for a Range of Projects Procedure
GMS: Costing and Funds Check on Usages and Miscellaneous Costs Procedure
GMS: Delete Unreleased Draft Invoices for a Range of Awards Procedure
GMS: Distribute Supplier Cost Adjustments and Funds Check Procedure
GMS: Distribute Supplier Cost Adjustments and Funds Check for a Range of Projects Procedure
GMS: Encumbrance Funds Check Procedure
GMS: Encumbrance Funds Check for a Range of Encumbrance Groups Procedure
GMS: Encumbrance Funds Check for a Range of Projects Procedure
GMS: Generate Draft Invoices for a Range of Awards Procedure
GMS: Generate Draft Invoices for a Single Award Procedure
GMS: Generate Draft Revenue for a Range of Awards Procedure
GMS: Generate Draft Revenue for a Single Award Procedure
GMS: Generate Revenue Accounting Events Procedure
GMS: Installment Closeout Notification Procedure
GMS: Interface Invoices to Receivables Procedure
GMS: Report Notification Scheduler Procedure
GMS: Report on Award Listings Procedure
GMS: Report on Project Listings Procedure
GMS: Submit Interface Streamline Process Procedure
GMS: Unbilled Receivables Aging Procedure
GMS: Update Actual and Encumbrance Balance Procedure
Additional Processes and Reports

Multifunding Process

Definition
Features
Multiple Awards Funding Multiple Projects Diagram
Multifunding Flow Chart
Multifunding Process
      Enter Projects
      Enter Awards
      Enter Installments
      Fund Projects
      Enter, Submit, and Baseline Award Budgets
      Enter Transactions
      Distribute Costs and Check Funds
      Generate Draft Revenue
      Generate Draft Invoices

Oracle Grants Accounting Integration with Other Oracle Applications

Definition
Integration with Oracle Purchasing and Oracle Payables
      Award Information in Purchasing and Payables
      Grants Accounting Integration with Purchasing
      Entering Requisitions
      AutoCreate
      Entering Purchase Orders
      Entering Releases
      Grants Accounting Integration with Payables
      Matching Invoices
      Entering Invoices
      Using Distribution Sets
      Account Generator in Purchasing and Payables
      Account Generator in Purchasing
      Account Generator in Payables
Grants Accounting Integration with HRMS Position Control and Labor Distribution
Grants Accounting Integration with Internet Procurement
Grants Accounting Integration with Internet Expenses

Transaction Import for Oracle Grants Accounting

Using Transaction Import in Oracle Grants Accounting
Setting Up Transaction Sources to Import Actual Transactions
Setting Up Transaction Sources to Import Encumbrance Transactions
Populating the Interface Tables and Importing Transactions
Using Award Distributions for Transaction Import
Using the Reversing Encumbrance Feature
Validating Transactions
Adjusting Imported Transactions
GMS_TRANSACTION_INTERFACE_ALL Table

Oracle Grants Accounting Workflow Process

Overview
      Notifications
      Grants Accounting Workflow Process
      Budget Subprocess
GMS Workflow Item Type
Grants Accounting Workflow Diagram
Grants Accounting Workflow Process
      Start (Node 1)
      WF Process Selector (Node 2)
      Notify: Installment Activated (Node 3)
      End (Node 4)
      Notify: Report Due (Node 5)
      Check Baselined Budget Exists (Node 6)
      Funds Checking (Node 7)
      Notify: Funds Checking Failed (S) (Node 8)
      Reset Budget Status to Rejected (Node 9)
      End (Node 10)
      Select Budget Approver (Node 11)
      Notify: Budget Approver Not Found. Resubmit? (Node 12)
      Reset Budget Status to Rejected (Node 13)
      End (Node 14)
      Budget Subprocess (Node 15)
      Notify: Budget Rejected. Resubmit? (Node 16)
      Verify Budget Rules (Node 17)
      Notify: Budget Failed Verification Rules. Resubmit? (Node 18)
      Reset Budget Status to Rejected (Node 19)
      End (Node 20)
      Reset Budget Status to Rejected (Node 21)
      End (Node 22)
      Baseline Approved Budget (Node 23)
      Notify: Budget Baseline Failed (Node 24)
      Reset Budget Status to Rejected (Node 25)
      End (Node 26)
      Funds Checking (Node 27)
      Notify: Funds Checking Failed (B) (Node 28)
      Reset Budget Status to Rejected (Node 29)
      End (Node 30)
      Notify: Budget Approved and Baselined (Node 31)
      Notify: Budget Approved and Baselined (Notify Only) (Node 32)
      Notify: Installment Closeout (Node 33)
Budget Subprocess Diagram
Budget Subprocess
      Start (Node 1)
      Notify: Budget Approval Required. Approve? (Node 2)
      End (Node 3)
      End (Node 4)
      Notify: Reminder Budget Approval Required. Approve? (Node 5)
      Loop Counter (Node 6)
Customizing Grants Accounting Workflow
      Required Modifications
      Optional Customizations
      Creating a New Custom Process

Client Extensions

Client Extensions for Oracle Grants Accounting
Allow Internal Requisitions Extension
Override Installment Date Validation Extension
Award Security Feature

Public APIs

Definition
Overview
Budget API Procedures
Budget API Rules
Budget API Prerequisites
Budget API Process Flowchart
Budget API Process
Budget API Parameters

Oracle Grants Accounting Navigation Paths

Navigation

Glossary

Index