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FastFactsFeature Presentation

October 13, 2009

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…A brief review of the Deficit/Cash Balance ReportDemonstrate the new Sponsored Invoice Detail Report

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Today’s PresenterAnthony Tosheff, Supervisor in Sponsored Projects Shared Services

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Session Segments

PresentationAnthony will provide an overview of the new BW report.During Anthony’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Anthony will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Deficit Cash Balance Report

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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

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Key Fields

Budget Revenue: The total of all revenue budgetsITD Revenue: The total of all revenue on the grant and includes Billed Revenue, Unbilled Revenue, Award Interest, Program IncomeUnbilled 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

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Key Fields- continued

ITD Expense: All expenses posted to the grantDeficit Balance: Calculation of ITD Revenue + ITD ExpenseOpen Balance: Open invoices on the grantCash Balance: Deficit Balance - Unbilled Revenue + Open BalancesCash Collected: Actual cash collected and figure includes program income and award interest

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Sponsored Invoice Detail Report

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Sponsored Invoice Detail Report

Overview:

Created to provide users a detailed breakdown of invoice information on grants. Includes all invoices, both manually and SAP generatedProgram income and award interest are not includedAccessible from:

BW report library under Sponsored Projects/TransactionsRight click and use the “go to” option

Sponsored Revenue/Expense Summary ReportDeficit Cash Balance Report

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Key Fields

Clearing Doc Number: Document number that closed the open itemFI Doc Number: Document number for the open itemPosting Date: Posting date of the FI documentInvoiced: Amount of InvoiceOpen: Outstanding balance duePaid/Closed: Revenue received or balance closed

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Document NumbersKey AR Clearing Documents

14- Clearing documentLockbox or automatic clearing document

16-Clearing documentManual clearing document

#-Open invoice or revenue converted from CUFS

Key FI Document Numbers

9-Automated SAP invoice*16-Clearing Document or Credit memo18-Manual Invoice*30-Converted Revenue from CUFS

*Invoices are sent by ARSS

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Common Examples

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Grant With Converted Revenue

Note the FI document number begins with 30Posting date is prior to conversion to SAPClearing Doc Number is a #, since revenue was not initially posted in SAP

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Grant with an Open Balance

Note the balance in the “Open” columnFI document begins with 9

This was an automated invoice in SAPClearing document is #, since the invoice is open, it has not been cleared

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Grant Paid by Letter of Credit

FI Doc Number begins with 9

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Example of a Closed Invoice

The FI document number is the Clearing Doc. NumberTransaction nets to 0.

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Example with Item Text

Add Item text to the rowsThis is not a required or standardizedfield, but the information populatedmay be helpful

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Why Don’t the Balances Match?

Sponsored Invoice Detail Report

Deficit Cash Balance Report with drilldown of Sponsored Class in RowsDeficit Cash Balance Report includes program income and award interest

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Resources

Consult the job aid at: http://www.controller.jhu.edu/pubs/bulletin/2009/Sponsored

%20Invoice%20Detail%20Report%20Overview.pdf

If you have any questions about using this report, please email sponsoredprojectsqc@jhu.edu or contact your accountant in Sponsored Projects Shared Services.

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Q&AWe’re 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.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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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 email us at: fastfacts@jhu.edu

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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… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!