Event-Based Invoice Transfer to AR

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Distribution

Comptroller

GM Billing Specialist^*

Related Procedures

Event-Based Billing

Invoice Generation & Review in GA

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Transfer Event Invoices to Accounts Receivable

Grants Accounting
N ® Requests ® Run
Submit Request

1. Select Single Request.

2. Select [OK].

3. Select the name of the request from the list of values (LOV): GMS: Interface Invoices to Receivables.

The parameters window will open automatically.

4. Enter the award number of the invoice you have released in the From and To award number fields.

5. Select [OK].

6. Select [Submit].

Your request will appear in the Requests window.

7. Select [Refresh Data].

When the Status field of the Request ID line displays Normal and the Phase field displays Completed, the request has been completely processed and it may be viewed by selecting [View Output]. You can Print this report using your browser features. This report gives you the invoices (GA Invoice number, Customer, Invoice Date and Invoice Amount) transferred to AR.

8. For additional event invoices submit another request, repeating steps 1-8. All the requests that you submit for the current session appear in the Requests window.

Accounts Receivable Tieback Processes

9. Switch to the UVA GM Billing Specialist responsibility.

Grants Accounting
N ® Report ® Run
Submit Request

10. Select Single Request from the Submit a New Request window.

11. Select [OK].

Submit Request window appears.

13. Using the LOV, select [PRC: Tieback Invoices from Receivables].

The parameters window will open automatically.

15. Select [OK].

The Parameters Window will automatically close.

16. Select [Submit].

Your request will appear in the Requests window.

17. Select [Refresh Data].

Once you have run the tie back process your invoice status will be "Accepted". When viewing invoice details the AR invoice number will be referenced and any payment information will be included.

Effective: 08/18/04

Revision: 3 05/27/05

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