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GA Billing Processor
Created on 11/15/2016 8:21:00 AM
Training Guide
Page i
Table of Contents GA Billing Processor .................................................................................................... 1
Generate Draft Revenue ........................................................................................... 1
Review and Release Revenue for All Projects ........................................................ 9
Generate Revenue Accounting Events ...................................................................16
Review Revenue - CCF-CCH ...................................................................................23
Generate Draft Invoice .............................................................................................28
Approve and Release Invoice .................................................................................37
Interface Invoice to Receivables .............................................................................42
Tie Back Invoices to Projects ..................................................................................50
Review Revenue Before Revenue Accounting Events ..........................................58
Review Revenue After Revenue Accounting Events .............................................63
Training Guide
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GA Billing Processor
Generate Draft Revenue
Generating Revenue and Invoices
In Oracle Grants Accounting, revenue is accrued and invoices are generated at the
award and installment levels.
When generating revenue and invoices for an award, the revenue item and invoice
are associated with one or more installments. The total amount available for revenue
or invoicing depends on whether the award is set for a hard or soft limit.
A revenue hard limit or/and invoice hard limit prevents revenue accrual and invoice
generation beyond the total installment amount allocated to a project or task, even if
eligible expenditures or events exist.
A soft limit issues a warning when revenue accrual and invoice generation exceed the
installment amount funded to a project or task.
Procedure This topic covers: - Generating draft revenue in Grants Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To generate a draft invoice, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Run link.
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Step Action
3. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
4. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
5. The Reports list of values is displayed. The reports list of values is used to select the appropriate report. Click the Vertical Scrollbar to find the report.
6. Click the GMS: Generate Draft Revenue for a Single Award report.
7. Click the OK button.
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Step Action
8. The Parameters window is displayed. Click the Award Number LOV button.
9. The Award Number list of values is displayed. Click the Scrollbar to find the award number.
10. Click the 10024 award number.
11. Click the OK button.
12. Click the OK button.
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Step Action
13. Click the Submit button.
14. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
15. Find the report. Click the View menu.
16. Click the Requests menu item.
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Step Action
17. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
18. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
19. Request ID 1347112 fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
20. The Draft Revenue Generation Exception Report and the Draft Revenue Generation Report are displayed.
21. This topic covered: - Generating draft revenue in Grants End of Procedure.
Review and Release Revenue for All Projects
Procedure This topic covers:
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- Reviewing and releasing revenue in Grants Estimated time to complete this topic: 3 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To review and release revenue, navigate to the Find Revenue page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor menu.
2. Click the Billing menu.
3. Click the Scrollbar to see more options.
4. Click the Revenue Review link.
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Step Action
5. The Find Revenue window is displayed. Click in the Award Number field.
6. Enter the appropriate information into the Award Number field. In this example, enter "10014".
7. Click the Find button.
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Step Action
8. The Revenue Summary window is displayed. Click the Scrollbar to see more fields.
9. Click the Scrollbar.to view more options.
10. Click the Scrollbar.to view more options.
11. Click the Scrollbar to see the end of the fields.
12. Click the Scrollbar to scroll back to the left.
13. Click the Lines button to review lines items.
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Step Action
14. The Revenue Lines window is displayed. Click the Details button.
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Step Action
15. The Event Revenue Distribution Lines window is displayed. View revenue distribution lines detail, as needed. Click the Close button.
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Step Action
16. Click the Close button.
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Step Action
17. Click the Close button.
18. This topic covered: - Reviewing and releasing revenue in Grants End of Procedure.
Generate Revenue Accounting Events
Procedure This topic covers: - Generating revenue accounting events in Grants Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To generate revenue accounting events, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Run link.
Step Action
3. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
4. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
5. The Reports list of values is displayed. The reports list of values is used to select the appropriate report. Click the Vertical Scrollbar to find the report.
6. Click the GMS: Generate Revenue Accounting Events report.
7. Click the OK button.
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Step Action
8. The Parameters window is displayed. In this example, we will not change any parameters. Click the OK button.
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Step Action
9. Click the Submit button.
10. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
11. Find your request. Click the View menu.
12. Click the Requests menu item.
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Step Action
13. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
14. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
15. The report has completed. Click the View Output button.
16. The Generate Revenue Accounting Events Report is displayed.
17. This topic covered: - Generating revenue accounting events in Grants End of Procedure.
Review Revenue - CCF-CCH
Procedure This topic covers:
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- Reviewing revenue in Grants Estimated time to complete this topic: 3 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To review revenue in Grants, navigate to the Find Revenue page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCH GA Billing Processor link.
2. Click the View Revenues link.
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Step Action
3. The Find Revenue window is displayed. Click in the Project Number field.
4. Click the Award Number LOV (List of Values) button.
5. The Awards window is displayed. Enter all or a portion of an award number into the Find field. In this example, enter "%" to search the entire list.
6. Click the Find button.
7. The Awards list of vales is displayed. Click the 10008 award number.
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Step Action
8. Click the OK button.
9. Click the Find button.
Step Action
10. The Revenue Summary window for Award 10008 is displayed. Review the data in the fields on the Revenue Summary window. You may need to scroll to see additional fields. Click the Horizontal Scrollbar.
11. Click the Horizontal Scrollbar to see more fields.
12. Click the Horizontal Scrollbar.
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Step Action
13. Click the Horizontal Scrollbar to view the remaining fields.
14. You can view the line item details for the award. Click the Lines button.
Step Action
15. The Revenue Lines window is displayed. Click the Horizontal Scrollbar.
16. You have reached the end of the fields for the lines. Click the Close button.
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Step Action
17. Click the Close button.
18. This topic covered: - Reviewing revenue in Grants End of Procedure.
Generate Draft Invoice
Procedure This topic covers: - Generating a draft invoice in Grants Estimated time to complete this topic: 4 minutes
Training Guide
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To generate a draft invoice, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Manager link.
2. Click the Reports submenu.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. The submit a new request window is used to submit a single request or request set. The single request option is selected by default. Click the OK button. Click the OK button.
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Step Action
5. The Submit Request window is displayed. The submit request window is used to submit a report or request. Select the appropriate report and enter the relevant report parameters. Click the Name LOV (List of values) button.
6. The Reports list of values is displayed. The reports window is used to search for the appropriate report. Enter the search criteria in the Find field. You may enter the full or partial name of the report or use the wildcard "%" to represent one or multiple characters. Click the GMS: Generate Draft Invoices for a Single Award Name cell.
7. Click the OK button.
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Step Action
8. The Parameters window is displayed. The parameters window is used to enter report parameters. Note: The two yellow fields are required. Click the Award Number LOV button.
9. The Award Number window is displayed. The award number window is used select the appropriate award. Click the 10016 Award Number cell.
10. Click the OK button.
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Step Action
11. Note: Leave the "Bill Through Date" field blank and accept the default value for "Delete Only Unapproved Invoice" field. Click the OK button.
Step Action
12. Note: The "Name" and "Operating Unit" fields are populated. The "Parameters" field is populated with your selections. Click the Submit button.
13. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
14. We will now view the report output. Click the View menu.
15. Click the Requests menu.
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Step Action
16. The Find Requests window is displayed. The find request window is used submit a new request or search and display submitted requests. In this example, we will accept the default search values and click the Find button to perform the search.
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Step Action
17. The Requests window is displayed. The request window displays request search results. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
18. Select the report request. In this example, the appropriate report request is selected by default. Click the View Output button.
19. The Draft Invoice Generation Exception Report is displayed.
20. This topic covered: - Generating a draft invoice in Grants End of Procedure.
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Approve and Release Invoice
Reviewing invoices follows the same procedure in Grants Accounting as in Projects.
If there is any difference between the burdened actual cost amount and the invoice
amount, the invoice amount is updated with the amount equal to the burdened cost
amount. This update is made at the invoice line level for the particular burdened item.
The bill amount at the invoice line detail level shows the adjusted difference on the
maximum expenditure item ID. The difference between the invoice amount and the
burdened cost is displayed as the bill rounding difference amount.
Note: Grants Accounting is based on awards rather than projects and consequently
Project field names are generally replaced by Award field names.
Note: No adjustments can be made to the Invoice Line Details window
Procedure This topic covers: - Approving and releasing an invoice in Receivables Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To approve and release an invoice, navigate to the Find Invoices page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Billing menu.
3. Click the Invoice Review link.
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Step Action
4. The Find Invoices window is displayed. Search for an award to view in the Invoice Summary window. Click in the Award Number field.
5. Click the Award Number LOV button.
6. The Awards window is displayed. The awards window is used to select the relevant award. Enter the desired information into the Find field. Enter "%".
7. Click the Find button.
8. The Awards list of values is displayed. Click the Vertical Scrollbar to see more awards.
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Step Action
9. Click the 10024 award number.
10. Click the OK button.
11. The award number and name fields are populated. Click the Find button.
Step Action
12. The Invoice Summary window is displayed. Select the award. In this example, the relevant award is highlighted by default. Click the Approve 1 button.
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Step Action
13. Click the Horizontal Scrollbar to see more fields.
14. The Invoice Status has changed to "Approved". Click the Save button.
15. The changes have been saved. Click the Release... button.
Step Action
16. The Release Invoice window is displayed. Enter the invoice number into the AR Invoice Number field. In this example, enter "10024-1".
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Step Action
17. Click the OK button.
Step Action
18. Click the Horizontal Scrollbar to check the invoice status.
19. The Invoice Status is now "Released".
20. This topic covered: - Approving and releasing an invoice in Receivables End of Procedure.
Interface Invoice to Receivables
Procedure This topic covers: - Interfacing invoices to Receivables Estimated time to complete this topic: 3 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "Interface Invoice to Receivables" request, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Reports menu.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
5. The Submit Request window is displayed. Click the Name LOV button.
6. The Reports list of values is displayed. Click the Vertical Scrollbar to find the report.
7. Click the GMS: Interface Invoices to Receivables report.
8. Click the OK button.
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Step Action
9. The Parameters window is displayed. Enter parameters to narrow your search. In this example, we will search for a range of award numbers. Enter an award number into the From Award Number field. In this example, enter "10019".
10. Click in the To Award Number field.
11. Enter an award number into the To Award Number field. In this example, enter "10024".
12. Click the OK button.
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Step Action
13. The Parameters field is populated. Click the Submit button.
14. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
15. Find your report. Click the View menu.
16. Click the Requests menu item.
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Step Action
17. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
18. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
19. Request ID fields for "Phase" and "Status" have been updated.. To display the output, click the View Output button.
20. The Account Receivable Transfer Report is displayed.
21. This topic covered: - Interfacing invoices to Receivables End of Procedure.
Tie Back Invoices to Projects
Procedure This topic covers:
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- Tying back invoices to projects in Grants Estimated time to complete this topic: 3 minutes
Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To run the "Tieback Invoices to Projects" report, navigate to the Submit a New Request page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Reports menu.
3. Click the Run link.
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Step Action
4. The Submit a New Request window is displayed. Select the type of request. The Single Request option is selected by default. Click the OK button.
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Step Action
5. The Submit Request window is displayed. Click the Name LOV (List of Values) button.
6. The Reports list of values is displayed. Click in the Find field.
7. Enter a portion of the report name before the percent sign (%) into the Find field. In this example, enter "PRC".
8. Click the Find button.
9. Reports starting with "PRC" are displayed. Click the Scrollbar to see more reports.
10. Click the PRC: Tieback Invoices from Receivables report.
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Step Action
11. Click the OK button.
Step Action
12. The Parameters window is displayed. For this example, we will not add any parameters. Click the OK button.
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Step Action
13. Click the Submit button.
14. A Decision window is displayed. Note: You may want to note the Request ID for the request you submitted. Click the No button.
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Step Action
15. Find your report. Click the View menu.
16. Click the Requests menu item.
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Step Action
17. The Find Requests window is displayed. Accept the default values. Click the Find button.
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Step Action
18. The request is now running. You may need to click the Refresh Data button to update the "Phase" and "Status" fields. Click the Refresh Data button.
19. Click the View Output button.
20. The Tie-back Report is displayed.
21. This topic covered: - Tying back invoices to projects in Grants End of Procedure.
Review Revenue Before Revenue Accounting Events
Reviewing revenue follows the same procedure in Grants Accounting as in Oracle
Projects.
Any difference between the burdened actual cost and the revenue amounts is updated
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with the amount equal to the burdened cost amount as the revenue transaction amount.
The difference between the revenue calculated and the burdened cost is then shown as
the revenue rounding difference amount at the revenue line detail level.
Note: Grants Accounting is based on awards rather than projects and consequently
Project field names are generally replaced by Award field names.
Procedure This topic covers: - Reviewing revenue before revenue accounting events in Grants Estimated time to complete this topic: 2 minutes
Step Action
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To review revenue before revenue accounting events, navigate to the Find Revenue page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Billing menu item.
3. Click the Revenue Review link.
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Step Action
4. The Find Revenue window is displayed. The find revenue window is used to select the revenue summary. Click in the Award Number field.
5. Enter an appropriate award number into the Award Number field. In this example, enter "10024".
6. Click the Find button.
Step Action
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Step Action
7. The Revenue Summary window is displayed. Review the data in the fields on the Revenue Summary window. You will need to scroll to see additional fields. Click the Vertical Scrollbar.
8. Make note of the details shown for each relevant field. Click the Vertical Scrollbar to see more of the fields.
9. Click the Vertical Scrollbar to continue your review.
10. Click the Vertical Scrollbar.
11. Click the Vertical Scrollbar to go back to the first field.
12. Review revenue details including the Lines. Click the Lines button.
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Step Action
13. The Revenue Lines window is displayed. Make note of the line details. Click the Scrollbar.
14. The rest of the line details are displayed. Click the Close button to complete the review.
15. This topic covered: - Reviewing revenue before revenue accounting events in Grants End of Procedure.
Review Revenue After Revenue Accounting Events
Procedure This topic covers: - Reviewing revenue after revenue accounting events in Grants Estimated time to complete this topic: 2 minutes
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Step Action
1. After logging on with your username and password, the Oracle Applications Home Page is displayed. To review revenue after revenue accounting events, navigate to the Find Revenue page. Note: The navigation path may vary, based on the responsibility selected. To select the correct responsibility, click the CCP GA Billing Processor link.
2. Click the Billing menu item.
3. Click the Revenue Review link.
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Step Action
4. The Find Revenue window is displayed. The find revenue window is used to select the relevant revenue summary. Click in the Award Number field.
5. Enter an appropriate award number into the Award Number field. In this example, enter "10024".
6. Click the Find button.
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Step Action
7. The Revenue Summary window is displayed. Review the data in the fields on the Revenue Summary window. You will need to scroll to see additional fields. Click the Vertical Scrollbar.
8. Make note of the details shown for each relevant field. Click the Vertical Scrollbar to see more of the fields.
9. Click the Vertical Scrollbar to continue your review.
10. Click the Vertical Scrollbar.
11. Review revenue details including the Lines. Click the Lines button.
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Step Action
12. The Revenue Lines window is displayed. Make note of the line details. Click the Vertical Scrollbar.
13. The rest of the line fields are displayed. Click the Vertical Scrollbar.
14. Click the Details button.
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Step Action
15. The Event Revenue Distribution Lines window is displayed. Click the Close button.
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Step Action
16. Click the Close button.
17. This topic covered: - Reviewing revenue after revenue accounting events in Grants End of Procedure.
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