Creating a project funding upload

  1. On the Project Funding List page, select the Project Funding By Structure tab.
  2. On the Structure tab, open the enterprise structure record.
  3. On the Upload tab, click Create.
  4. On the Main tab, specify this information:
    Run Group
    Specify a run group for the upload.
    Record Type
    Select whether the funding structure is for Posting or Summary.
    Project Funding
    Specify the name or code for the project funding source. You cannot change the name or the code after you save it.
    Description
    Provide the description for the project funding source. When you add posting external funding sources, you can use the same name as the Receivables customer.
    Parent Project Funding
    Specify the funding for the parent project.
    Address Code
    Specify the location address code for the funding.
    System Dimension
    Select this check box if the funding is the system funding.
  5. If you selected Summary as the Record Type, specify this information on the Main tab:
    Person Responsible
    Select the HR employee who is responsible for managing the project structure and its children. This field is used to control the display of the My Project forms for the Project Manager role. The person responsible can only be designated on summary level projects.
    Responsible Team
    Select the team of HR employees who are responsible for managing the project structure and its children. This field is used to control whether the My Project forms are displayed for the Project Manager role. The responsible team can only be specified on summary level projects.
    Address Code
    Specify the location address code for the project funding.
    Budget Identifier
    If you use budget edit, specify the budget identifier.
  6. If you selected Posting as the Record Type, specify this information on the Main tab:
    Include In Budget Edit
    If you use budget edit, select this check box on posting dimensions to define the accounting string to use in budget edit.
  7. On the Project Funding tab, specify this information:
    Funding Type
    Select the type of funding source. The values are External Grant, External Customer, Internal Fund, or Intercompany Billing.
    Begin Date
    Select the begin date of the funding.
    End Date
    Select the end date of the funding. If End Date is blank, then there is no end date to the funding.
    Amount
    Specify the amount of the funding. If this field is blank, then funding is unlimited.
    Currency
    Select the currency of the funding. If Amount is blank, then this field can be blank. The currency cannot be changed after the funding is attached to a project contract.
    Revenue Structure Option
    Select whether the revenue structure is specified as a full or partial finance code block for the project funding.
    • If the Type is Internal, you can select None. If you select None, GL Transaction Detail records are not created when the Journalize Invoice and Journalize Revenue actions are run.
    • If front end split is enabled on the contract, then the Finance Dimension 1 or the Accounting Unit is required in the Partial Revenue Finance Structure field. The value in this field is used as the default on the fund for expense entries.
    Revenue Recognition Option
    Select a value for revenue entries.
    • Select Summary to summarize revenue entries by code block.
    • Select Detail to create revenue entries from the originating transactions. Milestones are always recognized in detail.

    This revenue recognition option is used in both of these actions to credit revenue entries:

    • Journalize Invoices for combined methods
    • Journalize Revenue for separate methods
    Partial Revenue Finance Structure
    Specify the dimensions to override revenue for the project funding. The dimensions that are blank inherit the value from the originating expense. The list is filtered on revenue accounts because the account is generally a revenue account. If another account type is required, then any account can be specified.
    Full Revenue Finance Structure
    Specify the full revenue finance structure for the project funding. The list is filtered on revenue accounts because the account is generally a revenue account. If another account type is required, then any account can be specified.
    Department
    Select a department for the project funding source.
    Division
    Select a division for the project funding source.
    Offset Finance Structure
    If you select Internal Fund as the funding type, then provide the account string to which the project funding offset amount is posted.
    Payables Company
    Select the payables company if the project funding source type is Intercompany Billing. The payables company is the To Accounting Entity for intercompany document and intercompany billing transactions. The setup for payables company must include the intercompany billing setup.
    Payables Expense Finance Structure
    Select the dimensions to use for the finance structure when the project funding source type is Intercompany Billing.

    These dimensions are used with the finance structure for intercompany billing recharge item Payables Expense Account to generate the payables expense distribution. The finance code block for Payables begins with the finance structure for the recharge item. The blank dimensions are completed from the finance structure of the funding source.

  8. If you select External Grant as the funding type, then specify applicable dates for the grant:
    • Estimate Close Date
    • Actual Date
    • Submit Date
    • Notice Date
    • Receive Date
    • Proposal Date
  9. If you selected External Grant or External Customer as the funding type, then specify this information on the Receivable Customer tab:
    Receivable Company
    Specify the Receivables company for the grantor.
    AR Interface Option
    Select a Receivables interface option:
    • Use Summary to summarize transactions to a single Receivables line by project contract. You cannot see posting projects on any accounts receivable reports and inquiries.
    • Use Detail to create full transaction detail. Use this option if cash is applied at the line level in Receivables. Line level detail for accounts receivable reports and inquiries are displayed.
    • Use Summarize By Posting Project to summarize transactions by posting project. You can see invoice line items summarized by posting projects on accounts receivable reports and inquiries.
    Receivable Customer
    Select a customer from the specified Receivables company.
    Bill To
    Specify the customer to which to send the bill. If this field is blank, the address from the receivable customer is used on invoices as the bill to address.
    Receivable Process Level
    Select the billing process level of the specified Receivables company.
    Accounts Receivable Code
    Select the code for the customer. This code is assigned to a customer and is used to process open items and to override the process level when open items are used for memos and invoices. This field is available when the Allow Detailed Invoice Accrual Distributions field on the receivables company is not selected.
    Receivable Finance Structure
    Select the structure to use for journalizing invoices. This finance structure is used to post and report open receivables by project. If the project, funding source, or any user dimension is specified, the result is a single accounts receivable entry to that project and user dimensions. If the project field is blank, an accounts receivable entry is created for each unique posting project on the invoice. This field is available if the Allow Detailed Invoice Accrual Distributions check box on the Receivables company is selected.
    Invoice Type Code
    Select an invoice type code for the company customer. You can group invoices sent to Receivables with the invoice type code. If no values are available for this field, no invoice type codes are available for the company customer.
    Jurisdiction Code
    Select a jurisdiction code to be used for the receivable customer.
    Customer PO Number
    Specify the customer purchase order number for the funding. This number is available on the invoice for customer reference.
    Letter of Credit
    Specify a letter of credit for the funding. This option provides open items in Receivables, totaled by contract activity.
    Document Number
    Specify the document number for the funding.
  10. If the funding type is External Grant or Intercompany Billing, then select the Grant Reporting tab and specify this information:
    Grant ID
    Specify the grant ID.
    Direct Or Pass Thru
    Specify whether the grant is Direct or Pass Thru.
    • Select Direct when the institution is the prime or direct sponsor receiving the federal award.
    • Select Pass Thru when the institution is a sub contractor for the grant. Expenses incurred by the pass thru sponsor are billed to the prime. If you select pass thru, then specify the company and customer for the prime sponsor.
    Pre-Award ID
    If you use a third party pre-award system, specify a grant identification number for tracking.
    Prime Sponsor, Receivable Customer
    If you select Pass Thru, specify the receivable company and customer.
    Include In SEFA
    Select this check box to include the grant in the SEFA report.
    Prime Sponsor Award Number
    Specify the Prime Sponsor Award Number for the grant.
    Major Category
    Select the major category for the grant.
    ALN
    Select the Assistance Listing Numbers. ALN numbers are for federal programs, projects, services, and activities that provide assistance or benefits to the American public. ALNs are located on notices for federal grant and cooperative agreement awards and are used in government reporting and auditing.
    Program Title
    Select the program title for the grant.