In this topic, you will learn how to define a prepay amount.
Steps:
Begin by navigating to the General Information page.
Click the Main Menu button.
Step 1Click the Customer Contracts menu.
Step 2Click the Create and Amend menu.
Step 3Click the General Information menu.
Step 4Click in the Business Unit field.
Step 5Enter the desired information into the Business Unit field.
Enter "EGV05".
Step 6Click in the Contract field.
Step 7Enter the desired information into the Contract field.
Enter "NIHPROP01".
Step 8Click the Search button.
Step 9Use the General page to set up and manage contract header information.
Step 10Click the More list.
Step 11Click the Prepaids list item.
Step 12Use the Prepaids page to establish prepaid balance amounts.
Step 13Notice that the status on the General tab is Pending. The status controls the actions that you can perform on an advance line and what the system can perform in the way of processing.
Step 14Use the Hold option to place an advance amount on hold, which prevents utilization processing against it.
To enable utilization processing for the advance amount, you must manually remove the hold. In other words, deselect this option.
For this example, leave this option deselected.
Step 15Use the Purchased Amount field to enter the full amount of the advance that was purchased. This is the total amount of the prepaid advance balance that is originally purchased by the institution. This amount remains static throughout the prepaid advance process.
Step 16Enter the desired information into the Purchased Amount field.
Enter "10000".
Step 17The Expiration Date field is for informational purposes only. No processing is associated with the field.
Step 18Click in the Expiration Date field.
Step 19Enter the desired information into the Expiration Date field.
Enter "05/14/2015".
Step 20Click the Utilization tab.
Step 21Use the Contract Line Num field to enter a contract line number. The system will apply this advance amount against the specific rate-based contract award line number.
Step 22Click in the Contract Line Num field.
Step 23Enter the desired information into the Contract Line Num field.
Enter "1".
Step 24Use the Utilization Descr for Billing field to enter a description, which is applied to the utilization line that is included in the bill.
Step 25Click in the Utilization Descr for Billing field.
Step 26Enter the desired information into the Utilization Descr for Billing field.
Enter "Grants Advance - Live Animals".
Step 27Click the Save button.
Step 28Notice that the Purchased Amount and Remaining Amount fields show 10,000.00
Step 29Click the Initial Billing tab.
Step 30Use the Prepaid Tax Timing field to select when to tax the prepaid amount.
For this example, retain the default value of Tax on Utilization. This option indicates that the tax amount is calculated when transactions are processed against the advance amount. This usually results in a tax-only invoice.
Otherwise, tax is calculated on the overall advance amount and is included on the initial advance bill.
Step 31Click the Billing Plans link.
Step 32Use the Assign Billing Plan page to assign or unassign contract lines to billing plans. You can first define billing plans and assign the contract lines to these existing billing plans, or you can first assign the lines to a new billing plan and then define the details of the billing plan.
Step 33Click the Sequence 1 option.
Step 34Click the Billing Method list.
Step 35Click the Immediate list item.
Step 36Click in the Description field.
Step 37Enter the desired information into the Description field.
Enter "Grants Advance".
Step 38Click the Assign button.
Step 39Notice that the Plan field now contains a link to the newly assigned billing plan.
Click the B102 link.
Step 40Use the Billing Plan General page to link your advance amount to a billing plan. Theoretically, you can link it to an existing plan. However, for grants, because the billing plan that you use for your award line is rate based, and the billing plan for an advance is amount based, you cannot combine the two onto the same billing plan.
Step 41Confirm that the Billing Status is Pending.
Step 42When you first open a new billing plan, several fields in the Customer Information, Billing Options, and Billing Default Overrides group boxes are pre-populated. These values come from setup that you define at the contract level on the Billing Options page or in the Billing Plan Detail template.
If no values were specified on those pages and you leave these fields blank on this page, the system uses the values for the billing business unit, bill type, and bill source that you defined for the Contracts business unit assigned to this contract, on the Contracts Definition - BU Definition page.
Step 43Billing uses a hierarchical system of defaults to determine billing options. Billing options that you do not specifically define for a billing plan appear by default from a higher level.
Options that you select in the Billing Options group box impact other aspects of your bills. For example, the selections that you make for Bill Type and Bill Source impact the format of your final invoice.
Step 44Select the Pre Approved option to bypass the billing worksheet review and approval process. Selecting this option sends the invoices directly to Billing without first creating a temporary bill. Selecting this option does not bypass the invoice approval process within Billing.
To use the streamline billing process, you must select this option.
Step 45Click the Pre Approved option.
Step 46The Direct Invoice option is available if you have selected the Pre Approved option for this bill plan ID. Select the Direct Invoice option to bypass the invoice approval process within Billing. Doing this creates bills in RDY status and bypasses the billing worksheet.
To use the streamline billing process, you must select this option.
Step 47Click the Direct Invoice option.
Step 48When you run the Contracts Billing Interface process, fields that are left blank in the Billing Default Overrides group box are populated with default values according to the default hierarchy for the Billing business unit.
Step 49Use the Utilization Descr for Billing field to enter a description, which is applied to the utilization line that is included in the bill.
Step 50Click in the Invoice Form field.
Step 51Enter the desired information into the Invoice Form field.
Enter "GM_270".
Step 52Use the Cycle ID field to associate a billing plan with a bill cycle that you have defined on the Bill Cycle page. When you run the Contracts Billing Interface process, you can specify that it should process only billing plans of a specific billing cycle type.
If you enter a cycle ID, you must also specify a value for the Bill By ID field.
Step 53Click in the Cycle ID field.
Step 54Enter the desired information into the Cycle ID field.
Enter "ON-DEMAND".
Step 55Use the Bill By ID field to enter an ID for grouping bill lines on invoices.
Click in the Bill By ID field.
Step 56Enter the desired information into the Bill By ID field.
Enter "GM_CASH".
Step 57Use the Billing Inquiry field to enter a billing inquiry phone number to associate with this billing plan. Billing inquiry phone numbers are established on the Bill Inquiry Phone page.
Step 58Click in the Billing Inquiry field.
Step 59Use the Billing Specialist field to enter a code for a billing specialist. Billing Specialists are established on the Billing Specialist page.
An example of a billing specialist is a functional user whose daily job includes filling out billing plans.
Step 60Enter the desired information into the Billing Inquiry field.
Enter "800-444-4000".
Step 61Click in the Billing Specialist field.
Step 62Enter the desired information into the Billing Specialist field.
Enter "ACE".
Step 63Use the scrollbar to view additional information on the page.
Step 64Click the Save button.
Step 65Click the Billing Plan Lines link.
Step 66Use the Billing Plan Lines page to create bill lines for a billing plan
Step 67Click in the Description field.
Step 68Enter the desired information into the Description field.
Enter "Grants Advance".
Step 69Click the Save button.
Step 70Next, navigate back to the Prepaids page.
Click the General Information menu.
Step 71Click the More list.
Step 72Click the Prepaids list item.
Step 73Click the Deferred Revenue Distribution tab.
Step 74Use the Distribution Code field to enter a separate deferred revenue distribution code for your prepaid advance amounts. This enables you to easily keep track of these expenditures.
Step 75Click in the Distribution Code field.
Step 76Enter the desired information into the Distribution Code field.
Enter "DFR REV".
Step 77Use the scrollbar to view additional information on the page.
Step 78Click in the Fund Code field.
Step 79Enter the desired information into the Fund Code field.
Enter "F200".
Step 80Use the scrollbar to view additional information on the page.
Step 81
Click the General tab.
Step 82Click the Status list.
Step 83Click the Ready list item.
Step 84Click the Save button.
Step 85Click the Return to General Information link.
Step 86Next, navigate to the Billing Options page.
Click the More list.
Step 87Click the Billing Options list item.
Step 88Use the Billing Options page to enter billing option defaults for the contract. These billing options appear by default onto the billing plans that are created for the contract lines for this contract. You can override these options at the billing plan level.
Step 89Next, change the method of payment for the bill to Cost Reimbursable.
Click the Cost Reimbursable option.
Step 90Click the Save button.
Step 91Click the General tab.
Step 92Verify that the Contract Status is "ACTIVE".
Step 93Click the Save button.
Step 94Congratulations, you have successfully learned how to define an advance grant amount for a contract.