Booking and Managing Revenue

PeopleSoft Grants integrates with PeopleSoft Project Costing and PeopleSoft Contracts to send revenue entries for award transactions to PeopleSoft General Ledger. To book revenue entries to PeopleSoft General Ledger, you need to run a series of processes ending with a process to update the tables in PeopleSoft Project Costing and PeopleSoft Contracts.

Before you can run the processes that create and book your revenue accounting entries to PeopleSoft General Ledger, make sure that the underlying revenue structures are in place.

Overall System Level

Because PeopleSoft Grants uses processes and features that are associated with other applications to recognize revenue, make sure that you perform these steps:

Step	Purpose	Navigation
Define contract asset and revenue account codes.	Tells the system where to store contract asset information.	Set Up Financials/Supply Chain, and then Common Definitions, and then Distribution Accounting, and then Distribution Code See Application Fundamentals: Establishing Distribution Rules and Sets.
Define InterUnit templates.	Associates transaction codes with accounting entry types for which you provide ChartField values to complete partial InterUnit entries. InterUnit transactions involve business units.	Set Up Financials/Supply Chain, and then Common Definitions, and then Inter/Intra Unit, and then InterUnit Template See Application Fundamentals: Setting Up Interunit and Intraunit Processing.
Define IntraUnit templates.	Associates transaction codes with accounting entry types for which you provide ChartField values to complete partial Inter/IntraUnit entries. IntraUnit transactions occur within a single PeopleSoft General Ledger business unit and involve more than one value in a lower-level balancing ChartField.	Set Up Financials/Supply Chain, and then Common Definitions, and then Inter/IntraUnit, and then IntraUnit Template See Application Fundamentals: Setting Up Interunit and Intraunit Processing.
Associate the Inter/IntraUnit templates with the PeopleSoft General Ledger business unit.	Tells the Inter/IntraUnit processor what IntraUnit templates to use to process transactions.	Set Up Financials/Supply Chain, and then Business Unit Related, and then General Ledger, and then General Ledger Definition, and then Inter/IntraUnit See PeopleSoft General Ledger: Understanding General Ledger Business Units and Options.
Define Journal Generator templates.	Converts the entries into a format that PeopleSoft General Ledger can understand.	General Ledger, Journals, Subsystem Journals, Journal Generator Template See PeopleSoft General Ledger: Understanding General Ledger Journal Entries.

The Inter/IntraUnit processor automatically creates balanced accounting entries when the entries are out of balance at the business unit level or at a lower level ChartField (like Fund or DeptID).

PeopleSoft Grants (Facilities and Administration)

To tell the system how to process F&A transactions, perform these steps:

Step	Purpose	Navigation
Define F&A options	Sets the default values that the system uses when creating F&A entries, which are then sent to PeopleSoft General Ledger.	Set Up Financials/Supply Chain, and then Business Unit Related, and then Grants, and then Setup Grants F&A Options See Establishing Facilities and Administration and Direct-Cost Cost-Sharing Options.
Define F&A offsets	Tells the system how to apply F&A revenue when the F&A process is run.	Set Up Financials/Supply Chain, and then Business Unit Related, and then Grants, and then Setup Grants F&A Options, and then Facilities Admin Offsets See Establishing Facilities and Administration and Direct-Cost Cost-Sharing Options.

Step

Purpose

Navigation

Define F&A options

Sets the default values that the system uses when creating F&A entries, which are then sent to PeopleSoft General Ledger.

Set Up Financials/Supply Chain, and then Business Unit Related, and then Grants, and then Setup Grants F&A Options

See Establishing Facilities and Administration and Direct-Cost Cost-Sharing Options.

Define F&A offsets

Tells the system how to apply F&A revenue when the F&A process is run.

Set Up Financials/Supply Chain, and then Business Unit Related, and then Grants, and then Setup Grants F&A Options, and then Facilities Admin Offsets

See Establishing Facilities and Administration and Direct-Cost Cost-Sharing Options.

PeopleSoft Project Costing

To tell the system how to convert resource lines into accounting transactions, perform this step:

Step	Purpose	Navigation
Define accounting rules	Tells the system how to convert resource transactions in PeopleSoft Project Costing to accounting lines that are later converted into journal entries by the Journal Generator.	Set Up Financials/Supply Chain, and then Product Related, and then Project Costing, and then General Options, and then Setup PC Accounting Rules See PeopleSoft Project Costing: Defining Accounting Rules.

Step

Purpose

Navigation

Define accounting rules

Tells the system how to convert resource transactions in PeopleSoft Project Costing to accounting lines that are later converted into journal entries by the Journal Generator.

Set Up Financials/Supply Chain, and then Product Related, and then Project Costing, and then General Options, and then Setup PC Accounting Rules

See PeopleSoft Project Costing: Defining Accounting Rules.

PeopleSoft Grants

To create the award substructures that are necessary for transaction processing, perform these steps:

Step	Purpose	Navigation
Prepare a proposal.	After you receive funding approval, the proposal provides information that the system uses in the award generation process to create the award substructures.	Grants, and then Proposals, and then Maintain Proposal See Establishing Proposals.
Run the award generation process.	The system uses information that is entered on the proposal to create the award substructures (such as contract and project information) that are needed for award processing.	Grants, and then Proposal, and then Generate Award See Generating Awards.
Update the award profile.	Provides award notification and award details that the system uses to process and manage award transactions.	Grants, and then Awards, and then Award Profile See Establishing Award Profiles.
Establish a project profile.	Provides information at the project level about how the system should process transactions for the particular award.	Grants, and then Awards, and then Establish Project General Info See Establishing Project Profiles.
Establish project activities.	Provides information at the activity level about how the system should process transactions for the particular award.	Grants, and then Awards, and then Update Project Activity See Establishing Project Activities.

PeopleSoft Contracts

To make the contract available for billing, revenue recognition, and application engine processing, perform these steps:

Step	Purpose	Navigation
Assign a billing plan to the contract line.	Controls when billing occurs.	Customer Contracts, and then Create and Amend, and then General Information, and then General Click the Billing Plans link. See PeopleSoft Contracts: Defining Contract Billing Options.
Activate the contract/award.	Tells the system that the contract is available for Application Engine processing.	Customer Contracts, and then Create and Amend, and then General Information, and then General See PeopleSoft Contracts: Understanding Contracts.
Assign a revenue recognition plan to the contract line.	Controls when revenue recognition occurs.	Customer Contracts, and then Create and Amend, and then General Information, and then General Click the Revenue Plans link. See PeopleSoft Contracts: Defining Contract Lines.

Step

Purpose

Navigation

Assign a billing plan to the contract line.

Controls when billing occurs.

Customer Contracts, and then Create and Amend, and then General Information, and then General

Click the Billing Plans link.

See PeopleSoft Contracts: Defining Contract Billing Options.

Activate the contract/award.

Tells the system that the contract is available for Application Engine processing.

Customer Contracts, and then Create and Amend, and then General Information, and then General

See PeopleSoft Contracts: Understanding Contracts.

Assign a revenue recognition plan to the contract line.

Controls when revenue recognition occurs.

Customer Contracts, and then Create and Amend, and then General Information, and then General

Click the Revenue Plans link.

See PeopleSoft Contracts: Defining Contract Lines.

Application Engine Processes

To book revenue entries to PeopleSoft General Ledger, run these processes:

Step	Purpose	Navigation
Run the PeopleSoft Grants F&A process.	Writes revenue accounting entries for sponsor F&A transactions to the CA_ACCTG_LN_PC table.	Grants, and then Awards, and then Process Facilities Admin See Processing Facilities and Administration Costs and Adjustments.
Run the rate-based revenue process (PSA_ACCTGGL).	Writes revenue for Project Costing/Grants to the CA_ACCTG_LN_PC table. This process picks up rate-based award lines that are linked to as-incurred revenue recognition plans.	Customer Contracts, and then Schedule and Process Revenue, and then Process As Incurred Revenue See PeopleSoft Contracts: Understanding Revenue Plan Processing.
Run the Journal Generator process.	Imports the accounting entries that were staged in the CA_ACCTG_LN_PC table into PeopleSoft General Ledger.	General Ledger, and then Journals, and then Subsystem Journals, and then Generate Jrnl from Subsystem See PeopleSoft General Ledger: Understanding Journal Processing.
Run the Journal Generator Update process.	Takes the completed journal information for the award/contract line and updates the GL_DISTRIB_STATUS on the PROJ_RESOURCE table for your revenue rows to D for distributed	Customer Contracts, and then Schedule and Process Revenue, and then Retrieve GL Updates See PeopleSoft Contracts: Understanding Revenue Plan Processing.