Award Entry Procedures

This chapter describes award entry procedures.

This chapter covers the following topics:

• Definition
• Overview
• Prerequisites
• Entering An Award Procedure
• 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
• 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

Definition

An award represents the grant received by an organization that is used to fund one or more projects.

Overview

Users can enter, update, and maintain award information in the Award Management window. A new award can be created by copying an existing award or by copying an existing award template and modifying or adding award data as necessary.

Once an award is created it can be deleted provided there is no baselined budget or events. Awards with baselined budgets or manual billing and revenue events cannot be deleted.

Important: Deleting an award is an irreversible action. Once an award is deleted the associated information, such as installments, project funding, draft budgets, award key members, etc. cannot be retrieved.

Award templates are created in the Award Template Management window. To create an award template, see Award Template Entry Procedures.

The tables in this chapter describing the Award Management window and tabs contain two columns under the Type heading. The Award column pertains to the Award Management window, and the Template column pertains to the Award Template Management window.

The Installments, Credit Receivers, and Tax and Currency tab window descriptions contain an Award column only, because these tabs are not in the Award Template Management window.

This section includes the following topics:

• Award Information

• Award Rules

• Events

• References

Award Information

Users can enter and track the following award information in the Award Management window:

• basic award information

• installments

• terms and conditions

• budgetary control settings

• customer address

• funding source contacts

• award personnel

• compliances

• required reports

• references

• credit receivers

• tax and currency code information

Award Rules

When entering an award, the following rules apply:

• single award number can be used throughout the life of an award

• multiple projects can be funded from a single award

• same number cannot be used to identify a project and an award

• costing rate changes can be made during the life of an award

• once an invoice or revenue is generated, the funding source cannot be changed

• once an award is entered and saved, the award number cannot be changed

• dates entered on an award must be within a defined Projects/General Ledger period

Events

Events are used to bill based on milestones or events in a project, rather than based on actual costs.

After entering awards, users can create manual events for revenue and billing generation and review event revenue distribution lines.

References

For information on budgetary control settings, see Budget Entry Method, Budgetary Control, and Funds Check.

For information on changing budgetary control settings, see Changing Budgetary Control Settings Procedures.

For information on setting up award terms and conditions, see Award Terms and Conditions Setup.

For information on entering customer contacts in Receivables, see Oracle Receivables User Guide.

For information on award security, see Award Security Feature.

For information on setting up burden schedules, see Defining Burden Schedules, Oracle Projects Implementation Guide.

For information on entering customers in Oracle Receivables, see Oracle Receivables User Guide.

For information on credit receivers, see Credit Receivers, Oracle Projects Fundamentals.

Prerequisites

• A suitable award template must be created.

  To create an award template, see Award Template Entry Procedures.

• Bill-to and ship-to contacts of the funding source must be set up in Oracle Receivables. The contacts must be primary and active. Contacts must be defined at the customer address, business purpose, bill-to, and ship-to levels.

  To set up contacts, see Oracle Receivables User Guide.

Entering An Award Procedure

To enter an award, perform the following steps.

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

   Awards

   The Find Award window appears.

2. To create a new award based on an existing template or an existing award, choose one of the following from the drop-down list in the Search For field:

   • Templates

   • Awards

   • Templates, Awards

3. Enter data in each field of the Find Award window as described in the Find Award Window Description.

   Note: To start over, click Clear.

4. Click Find to execute the search for the item selected from the drop-down list in the Search For field.

   The Award Management Folder window appears.

5. To enter a new award, select a template or award to copy as the basis for the new award.

6. Click Copy To.

   The Award Quick Entry window appears, which contains all the information required to set up an award.

7. Enter or modify data in each field of the Award Quick Entry window as described in the Award Quick Entry Window Description.

   Note: Entries made in the Award Quick Entry window appear in the Budgetary Control, Personnel, and Compliances tabs of the Award Template Management window, as well as the Billing Format window.

8. Click OK.

   The Award Management window appears. If there is no need to view or modify the existing award, go to step 10.

9. To view or modify an existing award, select the award and click Open.

   The Award Management window appears.

Basic Award Information

1. Enter or modify data as required in each field of the upper region of the Award Management window as described in the Award Management Window Description.

Installments Tab

1. Select the Installments tab.

2. Enter or modify data in each field of the Installments tab as described in the Award Management Window Description, Installment Tab table.

   To enter installments, see Installment Entry Procedures.

Terms and Conditions Tab

1. Select the Terms and Conditions tab.

2. Enter or modify data in each field of the Terms and Conditions tab as described in the Award Management Window Description, Terms and Conditions Tab table.

Budgetary Control Tab

1. Select the Budgetary Control tab.

   Important: The default budgetary control setting and the budgetary control time interval parameters selected by users affect funds checking. To verify the compatibility of budget entry method variables with budgetary control settings and the compatibility of budget entry method time phase with budgetary control time intervals, see Budget Entry Method, Budgetary Control, and Funds Check.

2. Enter or modify data in each field of the Budgetary Control tab as described in the Award Management Window Description, Budgetary Control Tab table.

Funding Source Details Tab

1. Select the Funding Source Details tab.

   The funding source bill-to and ship-to addresses default from the Customers window in Receivables. Users can change either the bill-to or the ship-to address for the funding source. The LOC funding source does not need to match the funding source on the award. If an LOC funding source is entered, the invoice will be associated with the LOC funding source and not the award funding source.

Contacts Tab

1. Select the Contacts tab.

2. Select data in the available Contacts tab fields as described in the Award Management Window Description, Contacts Tab table.

   Note: Users can only select data in the Contacts tab that has been defined in the Customers window in Receivables.

Personnel Tab

1. Select the Personnel tab.

   The Personnel tab tracks the history of personnel associated with the award.

   Note: By default, Grants Accounting allows all users to query and update award information. Users who have access to Grants Accounting responsibility can modify award security to limit access to award information based on role. For information on award security, see Award Security Feature.

2. Enter data in each field of the Personnel tab as described in the Award Management Window Description, Personnel Tab table.

   Note: When attempting to change the Award Manager, first save the change before moving to the next line.

   Note: Employees can be associated with an award even if they do not have a User ID. Non-employees can be listed on an award by establishing an acceptable person type, user name, and system name in HRMS. For example, a visiting scientist who is not an employee could be assigned a user name of Adjunct Staff with a system name of Employee. Other non-employees could then be entered in HRMS under the new person type. For information on person types, see Oracle HRMS Enterprise and Workforce Management.

Compliances Tab

1. Select the Compliances tab.

   Note: Entering an indirect cost rate fixed date for firm schedules causes the system to use the rate in effect on that date, rather than the expenditure item date, throughout the life of the award to calculate indirect costs, such as fringe benefits and overhead.

2. Enter data in each field of the Compliances tab as described in the Award Management Window Description, Compliances Tab table.

   When you update the Indirect Cost Schedule or the Fixed Date,

   • Select Yes, to mark all unliquidated encumbrance items, which are associated with the award for recalculation.

     However, the unliquidated encumbrance items, belonging to any of the award, project and task combinations defined while setting up schedule overrides will not be marked for recalculation.

   • Select No, to use the burden schedule only for encumbrance items created after this change.

   If the Fixed Date is not specified, then only the encumbrances with dates that align with dates of any of the revisions of the burden schedule are marked for recalculation.

   When you update, if the value that you enter in the Indirect Cost Schedule field is the same as the original value, then also the encumbrance items are marked for recalculation.

3. From the Compliances tab, click Billing Format to open the Billing Format window.

4. Enter data in the Billing Format window as described in the Billing Format Window Description table. To specify billing formats, see Specifying Billing Format Procedure.

Reports Tab

1. Select the Reports tab.

2. Enter data in each field of the Reports tab as described in the Award Management Window Description, Reports Tab table.

   Note: Reports are installment driven. Generated due dates are driven by frequency, due within days, and the start and end date of the installment.

References Tab

1. Select the References tab.

2. Enter data in each field of the References tab as described in the Award Management Window Description, References Tab table.

Credit Receivers Tab

1. To enter employee data and the percentage of revenue received by an individual for revenue an award earns, select the Credit Receivers tab.

2. Enter data in each field of the Credit Receivers tab as described in the Award Management Window Description, Credit Receivers Tab table.

   Note: Employees who are credit receivers must be defined as salespersons in Oracle Receivables to be entitled to sales credit. The employee name must match the salesperson name.

   To set up credit receivers, see Credit Receivers, Oracle Projects Fundamentals.

Tax and Currency Tab

1. To enter tax and currency data, select the Tax and Currency tab.

2. Enter data in each field of the Tax and Currency tab as described in the Award Management Window Description, Tax and Currency Tab table.

3. Save or save and continue as follows:

   File - Save or Save and Proceed

4. Close the window.

Deleting An Award Procedure

To delete an award, perform the following steps.

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

   Awards

   The Find Award window appears.

2. Enter the award to be deleted.

3. Click on the Find button.

   The Award Management Folder window appears.

4. To delete the award and its related information, choose Edit - Delete from the Menu option.

Find Award Window Description

Find Award Window Description

Field Name	Type	Features	Description
Search For	required	drop-down list	record type for which to search; default is Templates, Awards
Number	optional	list of values	award or template number
Short Name	optional	list of values	award or template short name
Type	optional	list of values	award type
Status	optional	list of values	award status
Organization	optional	list of values	organization that owns the award
Number	optional	list of values	funding source customer number
Name	optional	list of values	funding source customer name
Name	optional	list of values	key member name
Number	optional	list of values	key member number; automatically appears when key member name is entered in the Name field
Role	optional	list of values	key member award role
Clear		button	erases data from fields
New		button	new template; only exists in Award Template Management window
Find		button	searches for data based on parameters entered

Award Management Folder Window Description

Award Management Folder Window Description

Field Name	Type	Features	Description
Operating Unit	display only		name of the operating unit to which the award belongs
Number	display only		award or template number
Short Name	display only		award or template short name
Type	display only		award type
Status	display only		award status
Funding Source Name	display only		funding source name
Start Date	display only		award start date
Template	display only	check box	if selected, indicates record is an award template; if deselected, indicates record is an award
Copy To		button	opens Award Quick Entry window
Open		button	retrieves data on selected award

Award Quick Entry Window Description

Award Quick Entry Window Description

Field Name	Type	Features	Description
Award Number	required		award number. Award number cannot duplicate an existing award or project number.
Funding Source Name	required	list of values	funding source name
Award Short Name	required		award or template short name
Funding Source Award Number	required		sponsor-determined award number
Full Name	required		award title, 240 characters maximum. Click Edit to view full field.
Start Date	required	list of values: pop-up calendar	award start date Note: The start date entered on an award must be a date that is within a defined Projects and General Ledger period.
End Date	required	list of values: pop-up calendar	date award no longer active. Users cannot charge an expenditure item to an award if expenditure item date is after the award end date. Users can perform adjustments on existing transactions between the end and close date. Note: The end date entered on an award must be a date that is within a defined Projects and General Ledger period.
Close Date	required	list of values: pop-up calendar	award close date, which is typically 90 days past the award end date. When the system date is after the close date, users cannot charge expenditures to the award.
Award Type	required	list of values	award type
Purpose	required	list of values	award purpose
Organization	required	list of values	organization to which award is assigned Note: The organization cannot be changed once costs, revenue, or invoices exist.
Status	required	list of values	award status; seeded in system. Select Active, At Risk, Closed, or On Hold. Active allows the user to enter expenditures, accrue revenue, and bill. At Risk allows the user to enter expenditures, but not to accrue revenue or bill. Closed prevents users from adding funding, entering expenditures and events, accruing revenue, and billing. On Hold allows users to accrue revenue and bill, but not to enter expenditures.
Award Manager	required	list of values	person who provides administrative and financial management for award
Revenue Distribution Rule	required	drop-down list	revenue distribution rule used for this award. Select Cost or Event. Note: The revenue distribution rule cannot be changed once draft revenue exists.
Terms	required	list of values	billing terms
Billing Distribution Rule	required	drop-down list	billing distribution rule used for this award. Select Cost or Event. Note: The billing distribution rule cannot be changed after invoice(s) are generated for the award.
Billing Cycle	required	list of values	descriptive name of the billing cycle
Non-Labor Invoice Format	required	list of values	format used for non-labor invoices
Labor Invoice Format	required	list of values	format used for labor invoices
Indirect Cost Rate Schedule	required	list of values	burden schedule used for this award Note: The Indirect Cost Rate Schedule can be changed, but Grants Accounting will not automatically recalculate previously burdened transactions. The new schedule will only be used for existing transactions that have not yet been cost distributed or marked for recosting.
Amount Type	required	list of values	beginning period used for funds checking
Indirect Cost Rate Fixed Date	required	list of values: pop-up calendar	date burden schedule fixed for this award; entry made only if burden schedule is firm, not provisional. If used, fixed date overrides expenditure item date in selecting Burden Schedule versions.
Boundary Code	required	list of values	ending period used for funds checking
Allowed Cost Schedule	required	list of values	allowed cost schedule used for this award Note: The allowed cost schedule cannot be changed once expenditure items have been created.
Descriptive Flexfield	optional		field for user customization
Cancel		button	closes window without saving
OK		button	confirms action and closes window

Award Management Window Description

Award Management Window Description

Field Name	Type	Features	Description
Number	required		award or template number; award number cannot duplicate an existing project number
Template	default	check box	if selected, indicates record is an award template; if deselected, indicates record is an award. Field is not updateable.
Funding Source Name	required	list of values	funding source name
Short Name	required		award or template name
Funding Source Award Number	required		sponsor-determined award number
Full Name	required		award title, 240 characters maximum. Click Edit button to view full field.
Pre-Award Date	optional	list of values: pop-up calendar	date that enables users to charge expenditure items against an award that has not been formally received. If used, replaces start date for transaction validation. Note: The pre-award date entered on an award must be a date that is within a defined Projects and General Ledger period.
Start Date	required	list of values: pop-up calendar	award start date Note: The start date entered on an award must be a date that is within a defined Projects and General Ledger period.
End Date	required	list of values: pop-up calendar	date award no longer active; incurred date of expenditure must be on or before end date Note: The end date entered on an award must be a date that is within a defined Projects and General Ledger period.
Close Date	required	list of values: pop-up calendar	award close date. An expenditure cannot be entered or adjusted after the close date.
Award Type	required	list of values	award type
Purpose	required	list of values	award purpose
Status	required	list of values	award status; seeded in system. Select Approved, At Risk, Closed, or On Hold. Approved allows users to enter and adjust expenditures, accrue revenue, and bill. At Risk allows users to enter and adjust expenditures, but not to accrue revenue or bill. Closed prevents users from adding funding, entering expenditures and events, accruing revenue, and billing. On Hold allows users to accrue revenue and bill, but not to enter or adjust expenditures. Note: Burden is based on date of expenditure item. Burden transactions ignore status of award. For example, if expenditure item is created when award status is Active, then award status changes to Closed, and burden can still be calculated on expenditure item.
Organization	required	list of values	organization to which award is assigned; must be set up as a project-owning organization in Human Resources
Funded Amount	display only		total of all active installments; calculated from installment lines
Award Amount	display only		total of all installments; calculated from installment lines
Revenue Hard Limit	optional	check box	if selected, revenue accrual will not exceed the total funding amount for the project/task combination across all installments for a particular award
Invoice Hard Limit	optional	check box	if selected, invoice generation will not exceed the total funding amount for the project/task combination across all installments for a particular award
Funding Summary	optional	button	opens Funding Summary window
Descriptive Flexfield	optional		field for user customization

Award Management Window Description, Installments Tab

Award Management Window Description, Installments Tab

Field Name	Type	Features	Description
Number	required		installment number
Issue Date	optional	list of values: pop-up calendar	date installment issued
Type	required	list of values	installment type; Amendment, Award, or Supplement. Amendment is a non-financial charge to an award which doesn't allow users to enter an amount or check the Active or Billable check boxes. Award is the original funding. Supplement is additional award funds.
Description	optional		installment purpose
Start Date	required	list of values: pop-up calendar	installment start date; expenditure items or events must have a date on or after the installment start date to be billed against the installment
End Date	required	list of values: pop-up calendar	installment end date; expenditure items or events must have a date on or before the installment end date to be billed against the installment
Close Date	required	list of values: pop-up calendar	installment close date; documents the final completion date of the installment
Direct Cost	required		direct cost portion
Indirect Cost	required		indirect cost portion
Total	display only		direct and indirect cost portions total
Active	optional	check box	if selected, installment can be used to fund projects
Billable	optional	check box	if selected, installment can be used for revenue and invoice generation
Descriptive Flexfield	optional		field for user customization
Reports		button	opens View Award Reports window
Project Funding		button	opens Fund Projects window

Award Management Window Description, Terms and Conditions Tab

Award Management Window Description, Terms and Conditions Tab

Field Name	Type	Features	Description
Category	optional	list of values	terms and conditions category; items listed in category list of values are defined when users set up award terms and conditions
Code	optional	list of values	terms and conditions name
Description	optional		terms and conditions description
Operand	optional	drop-down list	operand for terms and conditions; select Less than, Greater than, Equal, Not equal, or N/A Note: This field is for information only.
Values	optional		value for terms and conditions; numeric field

Award Management Window Description, Budgetary Control Tab

Award Management Window Description, Budgetary Control Tab

Field Name	Type	Features	Description
Award	required	list of values	default budgetary control setting for award
Tasks	required	list of values	default budgetary control setting for tasks funded by award
Resource Groups	required	list of values	default budgetary control setting for resource groups funded by award
Resources	required	list of values	default budgetary control setting for resources funded by award
Enable Workflow for Budgets	optional	check box	activates Workflow
Amount Type	required	list of values	beginning period used for funds checking
Boundary Code	required	list of values	ending period used for funds checking

Award Management Window Description, Funding Source Details Tab

Award Management Window Description, Funding Source Details Tab

Field Name	Type	Features	Description
Funding Source Name	default		funding source name
Funding Source Number	default		funding source number
Bill to Address	default		address to bill; defaulted based on funding source
Ship to Address	default		address to ship; defaulted based on funding source

Award Management Window Description, Contacts Tab

Award Management Window Description, Contacts Tab

Field Name	Type	Award Template Type	Features	Description
Last	display only	display only		contact last name
First	display only	display only		contact first name
Title	display only	display only		contact title
Job	display only	display only		contact job function
Mail Stop	display only	display only		contact mail stop
Reference	display only	display only		contact employee reference number
Usage	required	optional	list of values	business purpose usage type, such as bill-to contact or ship-to contact
Primary			check box	if selected, primary contact
Active			check box	if selected, active contact
Area Code	display only	display only		contact area code
Telephone Number	display only	display only		contact telephone number
Extension	display only	display only		contact extension
Type	display only	display only		contact type
Primary			check box	if selected, primary contact
Active			check box	if selected, active contact

Award Management Window Description, Personnel Tab

Award Management Window Description, Personnel Tab

Field Name	Type	Award Template Type	Features	Description
Full Name	required	optional	list of values	employee name
Award Role	required	display only	list of values	role in projects funded by award Note: When attempting to change the Award Manager, first save the change before moving to the next line.
From	optional	optional	list of values: pop-up calendar	date employee's association with award starts
To	optional	optional	list of values: pop-up calendar	date employee's association with award ends
Required	optional	optional	check box	if selected, users must enter name and award role of personnel associated with award when creating an award

Award Management Window Description, Compliances Tab

Award Management Window Description, Compliances Tab

Field Name	Type	Award Template Type	Features	Description
Indirect Cost Rate	required	optional	list of values	burden schedule used for this award
Indirect Cost Rate Fixed Date	optional	optional	list of values: pop-up calendar	date burden schedule fixed for this award; entry made only if burden schedule is firm, not provisional. If used, fixed date overrides expenditure item date in selecting Burden Schedule versions.
Allowed Cost Schedule	required	optional	list of values	allowed cost schedule used for this award Note: The allowed cost schedule name cannot be changed if the award is part of an active funding pattern, or once costs have been incurred.
Billing Distribution Rule	required	optional	drop-down list	billing distribution rule used for this award. Select Cost or Event.Note: if billing on cost, billings accrue revenue based on costs incurred. If billing on events, events can be predetermined amounts with set dates, or they can be milestones representing work completed by specified dates.
Revenue Distribution Rule	required	optional	drop-down list	revenue distribution rule used for this award. Select Cost or Event.
Billing Cycle	required	required	list of values	descriptive name of billing cycle
Terms	required	optional	list of values	billing terms
First Billing Offset Days	required	required		number of days that elapse between award start date and date of the award's first invoice
Events			button	opens Events window
Billing Format			button	opens Billing Format window

Award Management Window Description, Reports Tab

Award Management Window Description, Reports Tab

Field Name	Type	Features	Description
Report	optional	list of values	report name
Type	display only		report type
Frequency	required	list of values	indicates how often report is submitted
Due Within Days	required		days after event indicated in Frequency field that report is due
Send To	required	list of values	identifies location of sponsor
No. of Copies	required		number of copies required

Award Management Window Description, References Tab

Award Management Window Description, References Tab

Field Name	Type	Features	Description
References	optional	list of values	award reference number type
Value	optional		award reference number value
Required Flag	optional	check box	if selected, users must enter value as a reference when creating an award

Award Management Window Description, Credit Receivers Tab

Award Management Window Description, Credit Receivers Tab

Field Name	Type	Features	Description
Credit Type	optional	list of values	specifies type of revenue credit awarded to employees
Name	optional	list of values	employee name
Number	optional	list of values	employee number appears automatically when users choose employee name in Name field
Credit %	optional		specifies bonus percentage due employee
Transfer to AR	optional	check box	if selected, data entered in the Credit Receivers tab is transferred to Receivables
From	optional	list of values: pop-up calendar	system date appears automatically when cursor in Credit Type field
To	optional		ending date that employee receives credit

Award Management Window Description, Tax and Currency Tab

Award Management Window, Tax and Currency Tab Description

Field Name	Type	Features	Description
Allow Rate Type "User"	optional	check box	if selected, allows users to override rate type
Code	optional	list of values	currency code
Rate Date	optional	list of values: pop-up calendar	rate date
Rate Type	optional	list of values	rate type
Exchange Rate	optional		exchange rate
Output Tax Code	optional	list of vaues	retention default output tax code; PS Exempt or PS Test Tax
Output Tax Code	optional	list of values	invoice default output tax code; PS Exempt or PS Test Tax

Creating Events for Billing and Revenue Procedure

Creating Events for Billing and Revenue Procedure includes the following parts:

• Create Events for Billing and Revenue

• View Event Revenue Distribution Lines

Create Events for Billing and Revenue

To create events for billing and revenue, perform the following steps.

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

   Awards

   The Find Award window appears.

2. Click Find to execute the search for the item selected from the drop-down list in the Search For field.

3. Select an award.

4. Click Open to access the Award Management window.

5. Select the Compliances Tab.

6. To create events, the Billing Distribution Rule and Revenue Distribution Rule must be set as shown in the table below.

   Billing Distribution Rule and Revenue Distribution Rule Settings

   Billing Distribution Rule	Revenue Distribution Rule	Events
   Event	Event	Event button enabled
   Event	Cost	Event button enabled
   Cost	Cost	Event button not enabled
   Cost	Event	not allowed in Oracle Grants Accounting

   Note: The settings for the Billing Distribution Rule field and Revenue Distribution Rule field default from the settings in the Award Quick Entry window.

7. Click Events to open the Events window.

   Note: The Event button is enabled only if a project has been funded by an award installment and the Billing or Revenue Distribution Rules are either Event/Event or Cost/Event.

8. Enter data in each field of the Events window as described in the Events Window Description, Event Tab table.

9. Save or save and continue as follows:

   File - Save or Save and Proceed

10. Close the window.

View Event Revenue Distribution Lines

To view event revenue distribution lines, perform the following steps:

1. Run the GMS: Generate Draft Revenue for a Range of Awards process or GMS: Generate Draft Revenue for a Single Award process to generate revenue for the event.

   To run the GMS: Generate Draft Revenue for a Range of Awards process, see: GMS: Generate Draft Revenue for a Range of Awards Procedure.

   To run the GMS: Generate Draft Revenue for a Single Award process, see: GMS: Generate Draft Revenue for a Single Award Procedure

2. In the Events window, click Revenue Distribution Lines to open the Event Revenue Distribution Lines window.

3. Review data in each field of the Event Revenue Distribution Lines window as described in Event Revenue Distribution Lines Window Description table.

4. Close the window.

Events Window Description

Events Window Description, Event Tab

Field Name	Type	Features	Description
Num	required		event number
Date	required	list of values: pop-up calendar	event date
Installment Number	required		installment number
Project Number	required	list of values	project number
Task Number	conditionally required	list of values	task number Note: Task number is required if funding is at the top task level. Task number is not enabled if funding is at project level only.
Expenditure Type	optional		expenditure type; used only when Revenue Distribution Rule is Event
Expenditure Organization	optional		expenditure organization; used only when Revenue Distribution Rule is Event
Revenue Distributed	default, display only	check box	if selected, indicates revenue distributed
Billed	default, display only	check box	if selected, indicates event billed
Revenue Distribution Lines		button	opens Event Revenue Distribution Lines window

Events Window Description, Amount Tab

Field Name	Type	Features	Description
Num	required		event number
Date	required	list of values: pop-up calendar	event date
Installment Number	required		installment number
Project Number	required	list of values	project number
Task Number	conditionally required	list of values	task number Note: Task number is required if funding is at the top task level. Task number is not enabled if funding is at project level only.
Revenue Amount	conditionally required		revenue amount; required only if Revenue Distribution Rule is Event
Bill Amount	conditionally required		bill amount; required only if Billing Distribution Rule is Event
Bill Hold	required	drop-down list	Yes indicates event billing is on hold; No indicates event billing is not placed on hold; Once indicates event billing on hold the first time revenue is generated and billed the next time revenue is generated.
Total			total for Revenue Amounts and Bill Amounts
Revenue Amount	conditionally required		revenue amount; required only if Revenue Distribution Rule is Event
Revenue Distributed	default, display only	check box	if selected, indicates revenue distributed
Billed	default, display only	check box	if selected, indicates event billed
Revenue Distribution Lines		button	opens Event Revenue Distribution Lines window

Events Window Description, Description Tab

Field Name	Type	Features	Description
Num	required		event number
Date	required	list of values: pop-up calendar	event date
Installment Number	required		installment number
Project Number	required	list of values	project number
Description	required		event description
Organization	required	list of values	organization name
Revenue Distributed	default, display only	check box	if selected, indicates revenue distributed
Billed	default, display only	check box	if selected, indicates event billed
Revenue Distribution Lines		button	opens Event Revenue Distribution Lines window

Event Revenue Distribution Lines Window Description

Event Revenue Distribution Lines Window Description

Field Name	Type	Features	Description
Event Number	display only		event number
Event Type	display only		event type; Manual
Line	display only		distribution line; can only have one distribution line
Amount	display only		distribution line amount
Default Account	display only		default account that revenue distribution is charged to
PA Date	display only		PA date that event date corresponds to
PA Period	display only		PA period that event date corresponds to
GL Date	display only		General Ledger date that event date corresponds to
GL Period	display only		General Ledger period that event date corresponds to
Default Account Description	display only		description of default account that revenue distribution is charged to
[Date]	display only		date that event revenue distribution lines generated

Specifying Billing Format Procedure

The Billing Format window allows users to invoice by printing invoices and mailing them, sending them by Electronic Data Interchange, or using a letter of credit drawdown.

By default, invoices are addressed to the award funding source. If users are participating in a letter of credit drawdown, the letter of credit source may be different than the funding source. The Billing Format window allows users to specify the letter of credit address and contact information so that invoices are addressed to the letter of credit customer instead of the award funding source.

To specify billing format, perform the following steps.

1. In Grants Accounting, navigate to the Billing Format window as follows:

   Awards

2. In the Search For field, select the appropriate option from the drop-down list and click Find.

   The Award Management Folder window appears.

3. Select an award or template and click Open.

   The Award Management window appears.

4. Select the Compliances tab and click Billing Format.

   The Billing Format window appears.

5. In the Labor Invoice Format field, select a format for labor invoices from the list of values.

6. In the Non-Labor Invoice Format field, select a format for non-labor invoices from the list of values.

7. If no invoices are printed for this award, select the No Print radio button.

   Note: The No Print button applies only to invoices in Grants Accounting.

8. If invoices are printed for this award, select the Print Invoice radio button.

9. If electronic data interchange (EDI) is used for this award, select the EDI radio button.

10. If the EDI radio button is selected, enter an EDI transaction number in the Transaction Number field.

11. If letter of credit drawdowns are used for this award, select the Letter of Credit Drawdown radio button.

12. If the Letter of Credit Drawdown radio button is selected, select the funding source name that the invoices are sent to from the list of values in the LOC Account field.

13. Save or save and continue as follows:

    File - Save or Save and Proceed

14. For letter of credit customers, click LOC Address and select the appropriate address from the list of values.

    The LOC Address window appears. The bill-to and ship-to addresses for the LOC customer default in.

15. Save or save and continue as follows:

    File - Save or Save and Proceed

    Note: Users must save or else the letter of credit contact names do not default in the Letter of Credit Contacts window when users click LOC Contacts.

16. For letter of credit customers, click LOC Contacts and select the appropriate contact from the list of values.

Billing Format Window Description

Billing Format Window Description

Field Name	Type	Features	Description
Labor Invoice Format	required	list of values	labor invoices format
Non-Labor Invoice Format	required	list of values	non-labor invoices format
No Print	optional	radio button	if selected, indicates invoices are not printed for this award
Print Invoice	optional	radio button	if selected, indicates invoices are printed for this award
EDI	optional	radio button	if selected, indicates electronic data interchange is used for this award; display only
Transaction Number	optional		EDI transaction number used; enabled only if EDI radio button is selected; display only
Letter of Credit Drawdown	optional	radio button	indicates letter of credit drawdowns used for this award; selecting the radio button activates the LOC Account field
LOC Account	optional	list of values	name of funding source that letter of credit invoices are sent to; enabled only if Letter of Credit Drawdown radio button is selected; valid LOC accounts are determined by the Customer Relationship Option in the Projects Implementation window
LOC Address		button	opens LOC Address window
LOC Contacts		button	opens Letter of Credit Contacts window
Agency Specific Form	optional	radio button	indicates agency specific invoice form used for this award
Form Name	optional	list of values	agency specific invoice form name; enabled only if Agency Specific Form radio button is selected

Letter of Credit Contacts Window Description

Letter of Credit Contacts Window Description

Field Name	Type	Features	Description
Last	required	list of values	letter of credit contact last name
First	required	list of values	letter of credit contact first name
Title	display only		letter of credit contact title
Job	display only		letter of credit contact job function
Mail Stop	display only		letter of credit contact mail stop
Reference	display only		employee reference number
Usage	display only		business purpose usage type, such as bill-to contact or ship-to contact
Primary	display only	check box	if selected, letter of credit contact is a primary contact
Active	display only	check box	if a contact's name appears in the Letter of Credit Contacts window, the check box is selected and the contact is Active.

LOC Address Window Description

LOC Address Window Description

Field Name	Type	Features	Description
Bill To	display only		billing contact address
Ship To	display only		shipping address