This step-by-step guide outlines the process for accessing the RAS Invoice/Payment Reconciliation Report and reconciling invoices and payments in RAS to ensure that billing is complete and payment is received.
About RAS Invoice Payment Reconciliation
Post award financial management of contracts and grants includes the requirement to accurately record and manage revenues, accounts receivable (A/R), and cash transactions for sponsored research. All sponsored research revenue, A/R and cash activity must be recorded in the PeopleSoft Research Administration System (RAS), which passes data to the UCSF financial ledgers. Key PI/Department responsibilities include:
- Submitting all required technical and financial reports timely.
- Ensuring all payments from sponsors are mailed directly to the Controller’s Office for processing.
- Reviewing the RAS Invoice/Payment Reconciliation Report to ensure that billing is complete and payment is received per the terms and conditions of the award.
- Reviewing the RAS A/R Aging Report on the Controller’s Office website for outstanding invoices.
- In coordination with CGA, following up with sponsors on untimely payments.
- In coordination with CGA, engaging the UCSF General Counsel for potential uncollectible payments when appropriate.
- Assuming responsibility for uncollectible payments that are due to the fault of the PI, department or sponsor.
How to Log into PeopleSoft RAS and Access the Invoice/Payment Reconciliation Report
- Log into MyAccess (opens in new window) (not shown). Scroll down to locate and select PeopleSoft Financials from the application menu. If you have set MyAccess to display "Favorites", you may need to change to "All Apps" or search for PeopleSoft.
- Navigate to the Award Profile page: click on the Research Administration tile , then the RAS Menu tile . The Award Profile page displays.
- Enter the Award search criteria and click Search. (not shown)
- If only one Award matches your search, the Award Profile will display.
- If more than one Award is found, click the desired Award from the list of search results.
- From the Award tab of the selected Award Profile, click on the Invoice/Payment Recon hyperlink near the bottom of the page to open the reconciliation report .
Understanding the Invoice/Payment Reconciliation Report
The Invoice/Payment Recon Details section provides a history of billing transactions through the life of the award, displaying all invoices, payments, and remaining balances. Use this report to reconcile invoices and payments to confirm that billing was completed correctly and that payments were received timely and applied to the correct invoices.
- Invoice Information is displayed in the first five columns of the report :
- Invoice – RAS invoice #
- Invoice Dt – Date expenses were invoiced
- Invoice Amt – Amount billed
- Status – Invoice status (C=closed/paid; O=open/unpaid)
- Balance – Unpaid invoice amount
- Payment & Adjustment Information is displayed in the balance of the report :
- Group Type – Invoice payment status (P=payment applied; U=unposted (reversal of pymt); M=A/R adjustment
- Payment ID – Check number or Wire ID
- Payment Dt – Date of payment or adjustment
- Payment Amt – Payment or adjustment amount
- Dt Applied – GL posting date
- AU/AO – AR item created due to over or under payment (AU=underpayment; AO=overpayment)
- WU/WO – Write-off item (WU=write-off underpayment; WO=write-off overpayment)
- Remaining Amount – Remaining balance due after the payment/adjustment was applied
- On the Invoice/Payment Reconciliation report, a summary section at the bottom provides a quick overview of the total amount invoiced, the total payments received, and any outstanding balance due .
- To close the Invoice/Payment Reconciliation report, click the Return button or the X in the upper-right corner of the window .