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Slide 1 FastFacts Feature Presentation October 13, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation October 13, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation October 13, 2009 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

2 Slide 2 Todays Topic Well be taking a look at… A brief review of the Deficit/Cash Balance Report Demonstrate the new Sponsored Invoice Detail Report

3 Slide 3 Todays Presenter Anthony Tosheff, Supervisor in Sponsored Projects Shared Services

4 Slide 4 Session Segments Presentation Anthony will provide an overview of the new BW report. During Anthonys presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Anthony will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Deficit Cash Balance Report

8 Slide 8 Deficit/Cash Balance Report Overview: Access the BW report library under Sponsored Projects/Award Run the report for a closed month, so the Automatic Revenue Recognition (ARR) program has run Right click on the report for go to Sponsored Invoice Detail Report

9 Slide 9 Key Fields Budget Revenue: The total of all revenue budgets ITD Revenue: The total of all revenue on the grant and includes Billed Revenue, Unbilled Revenue, Award Interest, Program Income Unbilled Revenue: Calculation to make ITD Revenue equal to the lesser of ITD Expense or the absolute value of the Revenue Budget Figure calculates during month end procedures Not calculated on Fixed Fees or Clinical Trails

10 Slide 10 Key Fields- continued ITD Expense: All expenses posted to the grant Deficit Balance: Calculation of ITD Revenue + ITD Expense Open Balance: Open invoices on the grant Cash Balance: Deficit Balance - Unbilled Revenue + Open Balances Cash Collected: Actual cash collected and figure includes program income and award interest

11 Slide 11 Sponsored Invoice Detail Report

12 Slide 12 Sponsored Invoice Detail Report Overview: Created to provide users a detailed breakdown of invoice information on grants. Includes all invoices, both manually and SAP generated Program income and award interest are not included Accessible from: BW report library under Sponsored Projects/Transactions Right click and use the go to option Sponsored Revenue/Expense Summary Report Deficit Cash Balance Report

13 Slide 13 Key Fields Clearing Doc Number: Document number that closed the open item FI Doc Number: Document number for the open item Posting Date: Posting date of the FI document Invoiced: Amount of Invoice Open: Outstanding balance due Paid/Closed: Revenue received or balance closed

14 Slide 14 Document Numbers Key AR Clearing Documents 14- Clearing document Lockbox or automatic clearing document 16-Clearing document Manual clearing document #-Open invoice or revenue converted from CUFS Key FI Document Numbers 9-Automated SAP invoice* 16-Clearing Document or Credit memo 18-Manual Invoice* 30-Converted Revenue from CUFS *Invoices are sent by ARSS

15 Slide 15 Common Examples

16 Slide 16 Grant With Converted Revenue Note the FI document number begins with 30 Posting date is prior to conversion to SAP Clearing Doc Number is a #, since revenue was not initially posted in SAP

17 Slide 17 Grant with an Open Balance Note the balance in the Open column FI document begins with 9 This was an automated invoice in SAP Clearing document is #, since the invoice is open, it has not been cleared

18 Slide 18 Grant Paid by Letter of Credit FI Doc Number begins with 9

19 Slide 19 Example of a Closed Invoice The FI document number is the Clearing Doc. Number Transaction nets to 0.

20 Slide 20 Example with Item Text Add Item text to the rows This is not a required or standardized field, but the information populated may be helpful

21 Slide 21 Why Dont the Balances Match? Sponsored Invoice Detail Report Deficit Cash Balance Report with drilldown of Sponsored Class in Rows Deficit Cash Balance Report includes program income and award interest

22 Slide 22 Resources Consult the job aid at: voice%20Detail%20Report%20Overview.pdf voice%20Detail%20Report%20Overview.pdf If you have any questions about using this report, please or contact your accountant in Sponsored Projects Shared Services.

23 Slide 23 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

24 Slide 24 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

25 Slide 25 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!


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