Closing an Award

Closing an award in Grant Management involves several tasks. Use the following illustration and procedure to help you close an award.

Overview of Closing an Award
Note: An award record must be set up on Award (GM01.1) for an activity to be included in the Award Close Report.

To close an award

  1. To generate a list to help you determine if processing is complete for an award, run Award Close Report (GM401).
  2. If the report identifies some processing is required, complete the final processing.
    If the Award Close Report shows Then
    Outstanding commitments

    Relieve commitments or delete the source that created the commitment

    To get a list of outstanding commitments, run Commitment Detail Report (AC298)

    Activity transactions are not posted Run Activity Posting (AC190)
    Billable transactions are not processed Run Invoice Calculation (BR120) or Invoice Print and Interface (BR121) depending on your processes. Be sure to set the Final Invoice Label field to Yes on BR120.
    Revenue transactions are not recognized Run Revenue Calculation (BR130)
    Capitalizable transactions are not processed Run Asset Management Interface (AC160)
    Accounting unit balances are not updated Run Accounting Unit Balance Post (AC191), or run Activity Posting (AC190) with the Post Acct Unit Balances field set to Yes.
    Deliverables are not complete Enter deliverable information on Award Deliverables (GM04.1)
  3. To make sure all final processing is complete, re-run Award Close Report (GM401).
  4. Close the grant activity or activities in Project Accounting.

    To close grant activities or a single activity, you change the status for the activity or activities on Activity (AC10.1) or Mass Activity Status Change (AC112). Statuses are defined on Status (AC02.1). You want to select an "inactive" or "close" status (one that has all fields blank on AC02.1) or a "purge" status (one that has an X in the Purge field on AC02.1). When you change the status of a grant to a close/inactive or purge status, the system date of the status change becomes the award close date and displays on Award (GM01.1), Dates tab.

    Note: If you change the activity status and re-open the activity, the Actual Close Date on the award will not update again to remove the first date.