To Add an Invoice to the Subaward document:

1.  On the Financial tab, scroll to the bottom of the screen and click the add invoice button.

2.  A new Subaward Invoice document will open in a separate browser window.

3.  Enter a description in the Document Overview panel

4.  Enter the invoice number in the Invoice ID field

5.   Manually enter or use the calendar  icon to provide dates for the Start Date, End Date and Effective Date fields.

6.   Enter the invoiced amount in the Amount Released field
(Processed additions to the Amount Released field are reflected in the Available Amount. (Obligated Amount less the cumulative Amount Released equals the Available Amount).

7.   If desired, enter a text comment in the Comments field

8.   Use the Choose File button in the Attachment field to save the Invoice document with this entry.
( Other documents and notes may be added in the Notes and Attachments panel.)

9.   If desired, use the Notes and Attachments panel for additional information regarding the transaction.

10.            If desired, use the Ad Hoc Recipients panel to require other users or groups review, approve or acknowledge the invoice.

11.            Click the Submit or Blanket Approve button located at the bottom of the screen to route or finalize the document, depending you’re your local business practices.

12.            Close the document; close the added browser tab/window. Review the updated information in the Subaward window > Invoices panel.

Process Flow

 

Figure 1514 Subaward Document - Completion Process Flow Chart Diagram

Routing And Status

Typically the Subaward document requires a single approval, although this may vary depending on your institutional requirements and configuration.

Figure 1515 Subaward Document – Workflow Route Log

Workflow Status

Workflow status generally relates to approval-related actions - the routing of the completed document in the system for approval.

Even after approval and final disposition actions are completed, a permanent historical record of the Subaward document is always accessible.

View E-Doc Route Log:

Click action list button > Outbox link > Log column icon to view the route log for a particular e-doc. 

This allows you to review your Actions Taken and the Route Status for the document.

For more information about Workflow (a.k.a. Route) Status changes, see “Route Status” in the section Overview > Routing Fundamentals.

Document Status

Document-specific status generally relates to completion-related actions – the states of the document while it is in the process of being prepared prior to workflow routing for approval or blanket approval. 

 

Initiated:	The subaward e-doc has been generated and data entry is in process. A Document ID and Subaward ID have been assigned.     Until the subaward has been finalized, the Subaward ID number cannot be used to locate this document – the record will not appear in any subaward searches. Make note of the DOCUMENT ID (located in the upper right corner of the screen) to quickly locate this subaward in process.
Saved:	The initiated subaward e-doc has been generated with some data entry and the user has clicked the save button at the bottom of one of the pages. A Document ID and Subaward ID have been assigned.     Just as with the Initiated status, until the subaward has been finalized, the Subaward ID number cannot be used to locate this document – the record will not appear in any subaward searches. Make note of the DOCUMENT ID (located in the upper right corner of the screen) to quickly locate this subaward in process.
Enroute:	The subaward e-doc has been submitted to workflow; a user clicked the Submit button on the Subaward Actions page.  The subaward can be located by either the Subaward ID number or the Document number.  The subaward record now appears in the result set when searching via the Subaward module.
Final	The subaward e-doc has been approved.

 

The Subaward activity status is updated by the user throughout the project’s lifecycle through editing the record.  The out of the box Activity Statuses are:  Active, Inactive, Closed, Archive, and Void.

These are configurable by implementing institution, and the Central Administrator for the Subaward uses this field to set the status as desired.

 

Maintenance Document Reference:  For more information, see “Subaward Status” in the section on Maintenance Documents > Subawards.

See also:

For related information, see the section on “Award”.

Subtopics

The subtopics that follow provide information about how to use each page and/or section of this e-doc, with field description tables for each field and screen shots depicting example input.