Oracle Grants Accounting User Guide

Skip Headers

Title and Copyright Information

Send Us Your Comments

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

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

Oracle Grants Accounting User Guide

Contents