1. Grants Billing Process Prior: Billing Quickbooks
Current: Banner Grants Billing
Billing each month
Manual entry of expenses per line item into Quickbooks (potential for error)
Bills automated from the unbilled transactions in a given month
Accounting entries for unbilled and billed receivables
Manual entries with error rate
Automated and 100% accurate
Tracking of Payments
Manual entries into two systems: Quickbooks and Banner Finance
Daily entry of payments in Banner billing module keeps us very accurate
Aging reports and Collections
Quickbooks aging reports were good ; only as accurate and manual payments
Custom-designed aging reports in webfocus can be run to know all details for collections
Quarterly reporting of receivables to State Controller via University Controller
Tedious manual reconciliation of Quickbooks aging report to Banner Finance receivables
Produce aging report from Banner Billing module, review report for anomalies and send to University Controller team
Tracking receivables by type(federal, state, local, private)
Tedious process in excel based on fund number range
As part of billing automation, we redefined receivables codes as requested by Controller to define AR by type
Closeout of awards and final invoicing
Tedious manual process to determine how much paid (revenue) each fiscal year; multiple year awards more tedious
One screen in Banner tells all payments to date resulting in faster and more accurate closeouts

2. Conversion of Legacy Data essential for success
Know your portfolio (it affects invoice type for printing)
Cost reimbursement invoicing (monthly , quarterly)
Awards with cost sharing on bill
Fixed installments and Bills by task
Awards by letter of credit
Convert all types of bills or only some?
Convert only new awards?—this keeps you running two systems
Conversion of active awards= run one large bill for inception to date expenses over multiple years
Conversion at end of quarter is better than other months
Key to conversion is 100% accuracy in entering the ‘payments to date’