Contracts and Grants Accounting (CGA) is pleased to share a new report within the PeopleSoft Financials Research Administration System (RAS) to further aid research administrators in identifying and reconciling open invoices. This enhancement is part of the CGA Support Team’s ongoing efforts to streamline sponsored research collections and payment processes, improve transparency, and strengthen internal controls.
The Department AR Invoice Inquiry report replaces the weekly RAS A/R Aging Report posted on the Controller’s Office website, which will no longer be updated starting September 1, 2024. RAS users can access this self-service tool to identify in real time open invoices where payment has not been received or not yet applied.
The new report will further assist department research administrators who need to perform research on AR aging items. Several filter options are available to search for open invoices.
Key Features of the Department AR Invoice Inquiry Report
For open invoices where payment has not been applied and received, the report provides the following information not available in the former RAS A/R Aging Report:
- Select the Include Child Departments checkbox to return all invoices for child departments under your selected Department ID.
- Selecting Dept ID “999999” will search across all departments in UCSF’s Dept ID tree.
- In order to search for Letter of Credit (LOC) invoices, you must enter an Award ID.
- Use the Accounting Date From and/or Accounting Thru Date filters to search for open invoices within a specific accounting date range.
- The RAS A/R Aging Report did not provide the Award PI, RSA, and CGA Service Team member assigned to an invoice. The new report allows you to search by the ID of the PI, RSA, and CGA Service Team member. Click the magnifying glass in each field to look up an ID value if needed.
- Click the hyperlinked Award ID in the results area to open the FSR/INV Documents tab in a separate browser window in order to view processed invoices.
- In addition to researching open invoices, checking Include Closed Invoices will also return invoices where payment has been applied for the specified search criteria.
Getting Started with the Department AR Inquiry Report
Departments should begin using the new report immediately. The former RAS A/R Aging Report will no longer be updated. For step-by-step instructions on running the new report, see the How to Run the Department AR Inquiry Report in PeopleSoft training guide.
During the month of August, CGA will host the following demonstration sessions to review the features of the new report and answer related questions:
- Wednesday, August 14, 11 a.m. to noon
- Wednesday, August 28, 11 a.m. to noon
Mark your calendars and click here at the start of either session to join (UCSF authentication is required).
If you need help researching a payment or have other questions about our collection and payment processes, email [email protected].