Business Rules
• When the Invoice routes to FINAL, it creates an invoice pdf file for each customer address, utilizing the invoice template assigned to that address, along with a pdf file marked “copy” for each address. The pdf files are added to the Notes and Attachments tab of the Contracts & Grants Invoice document. The invoice and copy may be printed directly from the Notes and Attachments tab, or the Transmit Contracts & Grants Invoices process may be utilized to email invoices to customers or create a print file so that invoices can be mailed to the customers, based on the Method of Invoice Transmission set for each customer address.
Using the Kuali Financials Contracts and Grants module
• When Invoicing Option is set to Invoice by Award, one invoice will be created for the Award and General Ledger Pending Entries will be created for each account assigned to the Award.
• When Invoicing Option is set to Invoice by Account, an invoice will be created for each account assigned to the Award and General Ledger Pending Entries created for each account.
• When Invoicing Option is set to Invoice by Contract Control Account, an invoice will be created for each Contract Control Account associated with the accounts on the Award. General Ledger Pending Entries will be created for each Contract Control Account.
Integrating with Kuali Research
CGB will check the parent award in the Award Hierarchy to determine how to proceed:
• If Invoicing Option is set to Invoice by Award Hierarchy, all data required for creating invoicing from the parent award will be used, except the total amount. The total amount will be calculated as the sum of the obligation amounts from each award in the hierarchy. One invoice will be created for the Award Hierarchy and General Ledger Pending Entries will be created for each account associated with the hierarchy.
• If Invoicing Option is set to Invoice by Account, all data required for creating invoicing from each individual award will be used. An invoice will be created for each award in the Award Hierarchy and General Ledger Pending Entries will be created for each account.
• If Invoicing Option is set to Invoice by Contract Control Account, all data required for creating invoicing from the parent award will be used, except the total amount. The total amount needs to be calculated as the sum of the obligation amounts from each award with the same contract control account. An invoice will be created for each Contract Control Account associated with the accounts in the Award Hierarchy and General Ledger Pending Entries will be created for each Contract Control Account.
NOTE: This means there is
the possibility that "child" awards might have separate data that would be
ignored by CGB when the invoicing option is set to Invoice by Award Hierarchy or
Invoice by Contract Control Account (e.g. fund managers, lead unit).
• When Billing Frequency is Milestone or Predetermined Billing Schedule, Invoicing Option must be set to Invoice by Award.
• A Contracts & Grants Invoice will not be created if:
o The Award is not within its defined Billing Frequency
o The Award is not active.
o The Award does not have at least one active account associated with it.
o The Invoicing Option is Invoice by Award, the Award has multiple accounts, and one or more accounts have no Contract Control Account assigned to them.
o The Invoicing Option is Invoice by Award, the Award has multiple accounts, and the accounts are assigned to multiple Contract Control Accounts.
o The Invoicing Option is Invoice by Contract Control Account, and one or more accounts have no Contract Control Account assigned to them.
o The Award has no expenditures for the current invoicing period, either positive or negative.
o The Award has previously been billed for that period.
o The Award’s Agency is not associated with a valid AR Customer.
o The Award is excluded from invoicing.
o The Award has invoices currently in process: Initiated, Saved, Enroute or Exception.
o The organization associated with the Award does not have Organization Options and Organization Accounting Defaults set up.
o Final Bill is Yes.
o The Billing Frequency is Milestone and there are no milestones with a Completed Date in the current billing period.
o The Billing Frequency is Pre-Determined Billing Schedule and there are no bills with a Bill Date in the current billing period.
o The same account number is used on multiple awards.
• The following will cause Contracts & Grants invoices to suspend:
o New Total Billed Amount exceeds Award Total Amount.
o Invoice Amount is less than Invoice Minimum.
o Reports or supporting documentation are required to be attached.
o Agency Primary Address is missing or incomplete.
o Agency Alternate Address is incomplete.
o Bill Date exceeds the Award Stop Date.
o Object Codes used on the account are not assigned to Cost Categories.
o Letter of Credit Remaining Amount is not sufficient.
o Award has expired account with expenditures in the billing period.
o Award has closed account with current expenditures in the billing period.
o Award has Stop Work set to Yes.
• Contracts & Grants Invoices may be error corrected if no payments have been applied.
• Error corrected Contracts & Grants Invoice amounts are updated as follows:
o General tab:
o The Last Billed Date for the Award Account(s) and the Award are reset to the previous Last Billed Date.
o Final Billed is reset to No on the Award if Final Billed was set to Yes on the invoice being corrected.
o Amounts in the Total Previously Billed, Total Amount Billed to Date and Amount Remaining to Bill columns all reflect the reversal of the original invoice amounts.
o Invoice Details and Account Summary tabs:
o Invoice Amount for all lines is reversed.
o Budget Remaining, Total Previously Billed, Total Amount Billed to Date and Amount Remaining To Bill are recalculated for all lines.
• Error corrected Contracts & Grants Invoices:
o Do not check for or display suspension categories.
o Do not display the Transmission Details tab.
o Do not generate invoice pdf files.
o Route to final status when submitted by the Fund Manager.
o Allow Fund Managers to create new Contracts & Grants Invoices for the current billing period to replace the error corrected invoice.
• When the Invoicing Option for the Award is Milestone and the invoice is error corrected, Milestones from the original invoice are reset to unbilled, the Completion Date is removed, and the milestones are editable again.
• When the Invoicing Option for the Award is Predetermined Billing schedule and the invoice is error corrected, the Bills from the original invoice are reset to unbilled and the Bills are editable again.
Routing