Invoice Generation & Review in GA

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Invoice Generation & Review in GA: Flowchart

Scope

This procedure covers generating draft invoices for transfer to Accounts Receivable.

System References

Event-Based Billing

Event-Based Invoice - Generating

Event-Based Invoice - Reviewing & Approving

Event-Based Invoice Transfer to AR

Invoices Cost-Based

Invoices Cost-Based - Bill Hold

Invoices Cost-Based - Generating Draft

Invoices Cost-Based - Reviewing & Approving

Invoices Cost-Based Transfer to AR

Invoices Letter of Credit LOC

Invoices LOC - Bill Hold

Invoice LOC of Credit - Generating Draft

Invoice LOC Transfer to AR

Credit Memos

Credit Memos - Reviewing & Releasing

Credit Memos Transfer to AR

Policy

The Invoice Generation process draws information from eligible expenditure items and events, by award, and interfaces them to Accounts Receivable. Invoices can be generated on an ad hoc or a scheduled basis. For projects funded by hard limit awards, the total invoiced amount cannot exceed the total funded amount.

Responsibility

The GM Billing Specialist is responsible for generating and reviewing draft invoices to ensure against generation errors and warnings and for, releasing, approving, and interfacing invoices to Accounts Receivable (AR).

Distribution

Comptroller

GM Billing Specialist^*

Ownership

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

Activity Preface

This activity is performed on an ad hoc or scheduled basis to meet sponsor requirements regarding billing and reimbursement.

GM Billing Specialist

1. Determine whether the award is sponsored and needs to be invoiced.

2. Select the GM Billing Specialist Responsibility and navigate to the Submit Requests window.

Grants Accounting
N® Other® Requests® Run
Submit Requests

Refer to Event-Based Invoice - Generating

3. Select GMS: Generate Draft Invoices.

Can be generated for a single or range of awards.

4. Enter parameters & submit your request.

5. Review request output for errors and warnings.

6. Navigate to invoice review and review invoice for generation errors, or funding limit warnings during generation.

Grants Accounting
N ® Billing ® Invoice Review ® Find Invoices ® B ® Find ® Invoice Summary ® B ® Open ® Invoice ® B ® Invoice Exceptions

Refer to Event-Based Invoice - Reviewing & Approving

If there are generation errors in the draft invoices, goto task #7. Otherwise, goto task #9.

7. Determine the nature of the error, make corrections, and regenerate the draft invoice.

8. Review invoice to ensure that corrections were made properly.

9. Review invoice for amount, invoice lines, expenditure items, customer, award number, and status.

Review for amount, invoice lines, expenditure items, invoice customer, award number, status, et al.
If Hard Limit is checked you cannot bill for more than the amount of the award.

10. Return to the Invoice Summary form.

11. Select [Approve] for invoice selected.

12. Select [Release].

13. Navigate to Submit Requests window.

Grants Accounting
N ® Other ® Requests ® Run
Submit Requests

Refer to Event-Based Invoice - Generating

14. Select GMS: Interface Invoices to Accounts Receivable

Enter Award number range. Submit.

15. Check the status of the request to confirm that process ran properly.

When you check under invoice inquiry, the status will be "transferred" once the interface process has run successfully.

16. Navigate to the Invoice Summary window in GA.

Grants Accounting
N ® Billing ® Invoice Review ® Find Invoices ® Invoice Summary ® Invoice

Refer to Event-Based Invoice - Reviewing & Approving

17. Review the Invoice.

18. Transfer and Tie Back to AR.

Refer toEvent-Based Invoice Transfer & Tie Back

19. Print & mail invoice.

End of activity.

Effective: 06/10/09

Revision: 3 dhw

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