Updating Paid Invoice Activity Status

If you have grants that use a transaction-based billing method, and one or more of those grants is set up to indicate that unpaid AP invoices are not eligible for billing, after you close a payment cycle in Accounts Payable by running Payment Closing (AP170), you must update the Project Accounting application with invoice payment status information.

When an Accounts Payable invoice posts to an activity, it creates an activity transaction. If the invoice is not paid, the transaction in Project Accounting is placed on hold for billing. When the Accounts Payable invoice for the activity transaction is paid, AP178 sends information to Project Accounting to update the activity transaction, and it becomes eligible for billing. When you run AP178, the report lists the invoice distribution records whose payment status was changed.

Note: Cost-reimbursable federal grants typically use the cost-plus billing method to draw funds.

Note: If you draw funds more than once during an accounting period, we recommend that you run this procedure several times during the accounting period, at a minimum each time that you are preparing to draw funds.

Process grant-related invoice payments in the same manner that you would process any other payments in the Accounts Payable application up to closing the payments. For more information on processing Accounts Payable payments and on tasks related to closing an Accounts Payable period or year, see the Accounts Payable User Guide.

Note:

Run Paid Invoice Activity Update (AP178) each time you run Payment Closing (AP170).
You must run Invoice Distribution Closing (AP175) at least once during the accounting period. However, you can run AP175 at any time after the invoices are released and as often as needed.
You must run AP178 after closing the payment cycle (AP170) to update the payment status of invoice activity transactions created by AP175 before the invoices were paid. However, if the invoices are paid before you run AP175, the activity transactions created by AP175 will not be on hold for billing and you will not need to run AP178.

To update the paid invoice activity status

Access Paid Invoice Activity Update (AP178).
To update Project Accounting fields, use the following guidelines to enter field values:

Company

Select the invoice company for which you want to update the status on the activity.

Process Group

To update the status on the activity for a specific process group, select a valid process group for the invoice company.

Process level

To update the status on the activity for a specific process level, type or select a valid process level for the invoice company.

Post Through Date

Select either a post through date or a date range. If you select a post through date, released invoice distributions with posting dates on or before the date you type will be included. If you select a post through date, leave the From and To Date range blank.

Date Range

Select either a post through date or a date range. If you select a date range, Released invoice distributions with posting dates within (and including) the beginning and end dates of the range will be included. If you select a date range, leave the Post Through Date field blank.

Update

Select N (No) in this field to view a listing of the distributions that would be affected by the program if it was run in update mode.

Select Y (Yes) in this field to update the Project Accounting records with paid invoice information.
View the listing of updated payment transactions generated by AP178.

AP178 creates a report sorted by activity, account category, posting date, currency, vendor, and invoice. Use the following report fields guideline:

Req AC Update

Yes in this field is always paired with a Yes in the Paid field. It means that the activity's contract is flagged to exclude unpaid AP invoices on Contract Parameters (BR10.1) and the distribution has been paid.

No in this field is always paired with a blank value in the Paid field. It means that the activity's flag to exclude unpaid AP invoices on BR10.1 has changed from Yes to No. In this case, the Paid field is blank, because it does not matter whether the distribution line is paid or unpaid.

Note: The Exclude Unpaid AP field on BR10.1 indicates whether activity transactions associated with unpaid Accounts Payable invoices will be excluded from billing. To enable tracking of the payment status for these transactions, this field must be set to Yes at the time the invoice is released in Accounts Payable. If your organization uses Financial Report (Short Form) (GM269) to complete the Financial Status Report (Short Form) - SF-269, you must select Yes in this field to enable accurate calculation of cash outlays.

Paid

This field is Yes if the Req AC Update is Yes, and blank if the Req AC Update field is No.

Note: As long as any portion of an invoice has been paid, all distributions related to that invoice will be considered paid. There is no way to identify partial payment at the distribution level when an invoice is split into multiple payments.

Follow-up Tasks

To post transactions in Project Accounting, run Activity Posting (AC190) .

For more information on posting activity transactions, see the Project Accounting User Guide.
To post transactions in General Ledger, run Journal Posting (GL190)

For more information on posting general ledger transactions, see the General Ledger User Guide.