Grants Billing functionality in PeopleSoft will enable users to maintain Sponsor billing address information and perform the following: 

  • Generate invoices
  • Draw reports and receivables for grant billings
  • Monitor open receivables for outstanding balances
  • Record deposits against specific receivables

This article covers the following topics:

  • The grants business process
  • Major changes from the legacy system
  • Common questions

The relationship between award profile, project activities, and accounts receivables is somewhat different in the new system, as pictured here:

The major differences between PeopleSoft Financials and Supply Chain Management (FSCM) and the legacy system include: 

  • Centralized Sponsor data – all sponsor information, including billing addresses will be centralized in PeopleSoft and maintained by the Controller’s Office
  • Invoices and draw reports will be generated in the Billing module based on transactions interfaced from Customer Contracts
  • Invoices and draws generate specific Open Items in the Accounts Receivable module
  • Payments from Sponsors are processed in the Accounts Receivable module and applied to Open Items
  • General Ledger transactions are generated automatically based on the activities applied

Common Questions:

Q: What if our Grantors/Sponsors have unique invoicing requirements. Does the system allow for customized invoices?

A: When FSCM goes live, there will be a single standard invoice. For Grantors/Sponsors requiring unique information in their invoice, that information would need to be attached to the standard invoice.

Q: How do users handle invoices created online?

A: Users will need to manually post those entries. 

Q: Will users still need to do grants billing and grants invoicing? 

A: Yes, while many actions in FSCM are automated, grants billing and invoicing will still need to be entered because those entries are necessary to trigger the follow-on flows into the system.

Q: Are there conditions in which departments receive payments that do not go through the invoicing system?         

A: Yes, they will be similar to “dummy” invoices. Appropriate IDs will need to be used to match the payment predictor process.

Q: When processing invoices, will there be options to see the full history of voucher numbers or a paper trail history?    

A: Yes, the detail will live in project costing and users will be able to look at the bill and see the individual line items from project resource rows. 

Q: What are the matching parameters?      

A: Matching parameters will be based on an invoice/sponsor number match with a dollar amount match. 

Q: Is the invoice ID the number that is assigned by F$P or is that generated somewhere else?

A: The FSCM generated invoice ID will serve as the primary ID number for all of departmental invoices.

Q: How will allocation happen?       

A: It will be the same where the bills originate within customer contracts. Those will generate the appropriate or allocative invoice numbers.

Related Articles: 

Category: Accounts Receivable

Tags: Grantors, Grants, Sponsors, Invoicing,