Grants Management Billing Report - uc. file · Web viewPurpose Use this procedure to generate a report of open and billed items in Grants Management for Resource Related Billing (RRB)

Work InstructionFunctional Area: Grants Management Grants Management Billing Report

Purpose

Use this procedure to generate a report of open and billed items in Grants Management for Resource Related Billing (RRB).

Trigger

Perform this procedure when Sponsors have been billed for grants and it is necessary to review the billing status.

Prerequisites

Grants must have been billed in order to appear in the report. The billings may or may not have been released to Accounting.

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Public Sector Management Grants Management Information System GM Billing Report to go to the GM Billing and Receivable Reconciliation Report screen.

Transaction Code

S_ALN_01000534

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

GM Billing and Receivable Reconciliation Report

2. Perform one of the following:If You Want To Go ToEnter the selection criteria Step 3Use the Dynamic selection option Step 10

3. As required, complete/review the following fields:

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20_GM_S_ALN_01000534_GM Billing Report_0_GMgmt_04.udc© University of Cincinnati 2/24


Field R/O/C Description

Sponsor Optional Organization or individual funding a project or program with external financial assistance or contracts; The sponsor is a role within Business Partner

Example:1000020

Grant Optional At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.

Example:1000031 to 1000033

Posting Date Optional The date a transaction is posted; SAP will default this field with the current date; However it can be changed in order to post in a future or prior period.

Example:02/07/2005

4.Select to the left of Open.

5.Select to the left of Billed.

6.Select to the left of Summarized by Grant.

7.Select to the right of Grant Currency.


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Layout Optional The layout determines the list format including column structure, sort criteria, filter conditions, etc.

Example:/RRB VIEW

You can create and save layouts within the report.

9. Go to Step 17.

10.Click .

GM Billing and Receivable Reconciliation Report (2)

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11. Click to the left of Actual Line Item Table.


12. Review the displayed information.

13. Select an item on this screen by double-clicking it in the column at the left.

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Grant Conditional At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards

Example:1000031 to 1000033

Posting Date Conditional The date a transaction is posted; SAP will default this field with the current date; However it can be changed in order to post in a future or prior period

Example:02/07/2005

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The screen display will vary according to your selection criteria. For this example a range of grants and the posting date have been selected.

15.Click .



The system defaults the selection criteria into the appropriate fields.

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17. Click .



The red status indicator represents an unbilled grant and the green status indicator represents billed grants.

19. Perform one of the following:If You Want To Then Go To

Change the layout Click . Step 20

View billing details Click the Billing number. Step 28Exit this transaction --- Step 56

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Change layout

20. Select from the Column set section those columns you want to include in the layout.

21.Click to move selection into the Columns section.

22.Click .

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Save layout

23. Perform one of the following:

If Then Go To

You do not want to save the layout as a variant Click .

Step 19

You want to save the layout as a variant

--- Step 24



Save layout Required Command to save a layout once it has been created

Example:/Fund Layout

Follow the naming convention for a Default setting variant by placing a / before the name. For a User-specific variant there is no / prior to the name.

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Name: Required A word or phrase that constitutes the distinctive designation of a person or thing

Example:Fund Layout

25. Perform one of the following:If You Want Then

To create the variant as user-specific Select to the left of User-specific.

The layout to default when running the report Select to the left of Default setting.

26.Click .

27. Return to Step 19.

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Debit Memo XXXX (L2) Display: Overview of Billing Items


29. Perform one of the following:If You Want To Then Go ToDrill-down to view the List of Billing Documents Click . Step 30

Drill-down to view accounting documents Click . Step 36

Exit the transaction --- Step 56

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List of Billing Documents



Payer Required Party billed

Example:

The system defaults to this field from a previous screen.

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Billing docs from Required Date from which billing starts

Example:


to Required Date to which billing includes

Example:


31.Select to the left of All billing docs.

32.Click .

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List of Billing Documents (2)


Note that in this example, the billing documents for these grants have been posted in FI (Finance)/Acct (i.e. released to Accounting).

34.Click twice.


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List of Documents in Accounting

36. Perform one of the following:If You Want To Then Go ToView an accounting document Click the Doc. Number. Step 37View the special purpose ledger document Click the Doc. Number. Step 40

View the controlling document Click the Doc. Number. Step 45View the funds management document Click the Doc. Number. Step 50

View the grants management document Click the Doc. Number. Step 53

Exit this transaction --- Step 56

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Display Document: Overview


38.Click .


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Ledger


41. Double-click the Doc. no. to drill-down to Special Purpose Ledger details.

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Display FI-SL local actual single docs


43.Click .


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Display Actual Cost Documents


46.Click .


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Display Actual Cost Documents

48.Click .


Display FM Document: Overview

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51.Click .


Grants Management Document


54.Click .

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56.Click until you return to the SAP Easy Access screen.

57. You have completed this transaction.

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Result

You have generated a report of open and billed items in Grants Management for Resource Related Billing (RRB).

Comments

None

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