SF Employee and SF City Partner Support

                                                 

Create a Grants Revenue Contract for Automated Billing

 

Purpose

This document provides instructions on how to create a Customer Contract of type GRANTS or GRANTAUTOBILL in situations where the Grant Project already exists. This is known as the “bluebird” process because it skips the proposal. We will also create the Award Profile.

 

Revenue for contracts of type GRANTAUTOBILL is recognized daily as the billing processes for this contract type are scheduled to run automatically each day. Accounting for bills and payments is also created automatically. Using contract type GRANTAUTOBILL does not necessarily mean sending bills to the Sponsor, but this can be configured for your department if desired and the invoices can include your logo. Please open a ticket through SF Employee Support and we will work with you.

 

Contracts of type GRANTS should only be created if you have a business reason for manually generating bills.

 

Note

This job aid is for use in situations where the Grant Project already exists. If you don’t already have a Project for your Grant, you should start by creating a Proposal, which creates the contract and project at the same time. See the job aid “Create and Submit a Proposal.”

 

Scenario: Create a Contract and Award Profile for a Grant Project that already exists.

 

Navigation: My Apps Portal > My Dashboard > SF Financials > Financial homepage

 

 

Step 1: On the Financial homepage, select the Customer Contracts tile.

 

 

 

 

Step 2: The My Contracts page will appear. Navigate to Define Contract General Info > Add a New Value

 

 

 

 

Step 3: Enter the Business Unit and Sold To Customer (Sponsor). For this example, we’ll enter Customer ID 1000001594. Be aware that once the Contract has been set to ACTIVE or the Award has been generated, the Customer (Sponsor) cannot be changed.

 

Click the Add button.

 

 

  

 

Step 4: Enter the Description and Contract Signed date. The Contract Type will default to GRANTS. Here we will select type GRANTAUTOBILL, which automates billing and accounting. Click the Lines tab.

 

 

Step 5: Click the Add Contract Lines button, which will allow us to add a Product.

 

 

 

 

Step 6: On the Add Contract Lines page, we want to filter for GRANTS-related products. Enter Product GRANTS and click the Search button.

 

 

Step 7: The Product assigns specific defaults for the Contract Line. For this example, we’ll select Product GRANTS_INVOICE and click the Add Contract Lines button.

 

 

 

Step 8: The system will confirm the addition of the Contract Line. Click the Return to Contract Lines link.

 

 

 

Step 9: This contract will be for Fiscal Year 2026, so enter Start Date 07/01/2025 and End Date 06/30/2026 and click the Save button. The Contract Number will be generated.

 

 

 

 

Step 10: Click the Detail tab.

 

 

 

Step 11: On the Contract Line, we need to:

 

1. Relate the Billing Plan with a Department
2. Set a billing limit on the Amount Allocation page
3. Relate the Contract with the Grant Project
4. Specify the Accounting Distribution

 

Click on the Pending link in the Billing Plan column.

 

 

 

Step 12: We’ll select Bill Source Department 229982 for HSA. This specifies the department that will issue the bill. Click Save then the Return to General Information link.

 

Step 13: Click the Amount Allocation link.

 

 

 

Step 14: The Billing Allocation page allows us to establish a billing limit, which prevents us from accidentally overbilling the sponsor. 

For this example, we’ll enter $200,000 in the Total Billing and Billing Limit fields, then click the Recalculate button. The Unallocated Billing amount should be zero and the Allocation should show as Complete.

 

Step 15: Click Save then the Return to General Information link.

 

Step 16: Select the Detail tab, then click the Contract Terms link. 

 

 

 

Step 17: The Project and Activity become related to the Contract on this page. We’ll enter PC Business Unit SFGOV, the Project ID of the existing Grant Project, which in this example is 10042206, and select Activity 0001. If you are unable to add your desired activity, it may already be assigned to another Contract. You can check this via the Proj & Activities on Contracts page (Customer Contracts tile > Manage Contracts). A given Project/Activity combination cannot be assigned to more than one Contract.

 

In the Associated Rates section, the Effective Date may default to the current date. Update it to the start date of the contract. In this case, 07/01/2025.

 

 

 

Step 18: Click the Save button then the Return to General Information link.

 

 

Step 19: Select the Detail tab, then click the Distribution link in the Accounting column.

 

 

 

 

Step 20: Validate that the Effective Date is the beginning date of the contract. In this case, it is 07/01/2025 as expected. Click the Correct History button to update the Chartfield values. 

 

 

 

 

Step 21: On the Contract Asset line, leave the default value for Account and enter the Fund, Department, Authority, and the Grant Project ID. These values are only used by SF Financials if we sell fixed goods or equipment. Since we are not, the values do not matter. They are not inherited anywhere else in the system, but we can use them for reference or in queries. Click the Save button.

 

 

 

 

Step 22: Click OK to acknowledge the message.

 

 

 

 

Step 23: Scroll to the right of the Contract Asset section and check that the row is Valid. Click the Return to General Information link.

 

 

 

 

Step 24: On the General tab, change the Contract Status to ACTIVE. The page will automatically save. Remember that once this is done, the Customer (Sponsor) cannot be changed. 

 

 

 

 

Step 25: Confirm that the contract is ready for billing by selecting the Lines tab then the Detail tab. The Billing Plan and Revenue Plan should show as Ready. The Contract is complete! Next, we’ll create the Award Profile.

 

 

 

 

Step 26: Select the General tab.

 

 

 

 

Step 27: Click the Other Information arrow, the Create Award Profile button.

 

 

Step 28: Click OK to acknowledge the message.

 

 

 

 

Step 29: Click the View Award Profile link.

 

 

 

Step 30: The Award page will appear. Note that the Award ID is the same as the Contract ID and the Sponsor was inherited from the Contract. We’ll enter the following:

 

Reference Award Number: 12349 

Grant Title: HS AG CalFresh Exp State 

Award PI (Principal Investigator): Zaugg, Michael.

Purpose is optional but we’ll select: HWND (Human Welfare & Neighborhood Development) 

Award Type: State Grant

For the Start Date and End Date, we’ll enter the same dates as the Contract Line and the Project: 07/01/2025 through 06/30/2026

 

The Assistance Listing (AL) Number is for Federal Grants, so for this example we will leave it blank. If your AL Number is not listed, submit a ticket and we will route it to the appropriate team in AOSD.

 

Click the Department Credit link.

 

Step 31: On the Department Credit tab, we’ll enter Department 149649 and Credit % 100. The department is used to classify who owns the Grant. More than one department can be entered, but the total credit must be 100%. Click the Save button and the Award is now complete!