Sponsored Awards Accounts Receivable Report Job Aid

The Sponsored Awards Accounts Receivable Report provides information about sponsored awards accounts receivable invoices. This step-by-step job aid explains how to filter and run the report.

What can I learn from the Sponsored Awards Accounts Receivable Report?

  • Review information for open invoices billed to sponsors.
  • View invoice information including Award, Sponsor, PI, and Invoice Number.
  • Use the report display options to view an ‘aging report’ with an Aging Summary to identify invoices with outstanding balances that may require follow-up.

Report Date Filters

You can choose the date range using the From and To dropdown menus. The default date range for the Sponsored Awards Accounts Receivable Report is as of the current open period.

Chartstring Filters

Run the Sponsored Awards Accounts Receivable Report for a specific Fund, and/or Dept ID.

Report Specific Filters

You can further refine your data or display additional data using these options in the Report Specific Filters section:

  1. Award
  2. Sponsor
  3. PI
  4. Invoice Number
  5. Display Codes and Descriptions
    • Display Codes Only (default)
    • Display Codes and Descriptions
    • Display Descriptions Only
  6. Report Sort -  allows you to apply a sort option to the report output.
  7. Aging Category -  allows you to view invoices for a specific aging category.
  8. Select Include Aging Summary to view outstanding invoice(s) summarized by Count and Amount grouped by aging category and the Days in AR metric.
  9. Select Exclude Letter of Credit to hide invoices that are letters of credit.

At least one of the conditionally required fields denoted by an orange triangle (▲) must be used. See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report criteria.

Report Output

  1. In addition to the report output selections of On Screen HTML (default), PDF, and Excel  , you can choose Unformatted Data  .
  2. The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
  3. Select your desired report output and click the Run Report button .

In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.

Working in the Report View

  1. In addition to selecting on the filter page, you can change Display Codes and Descriptions from the report view using the drop-down menu .
  2. You may further refine your report using the Report Sort option to group and sort records with a subtotal for each grouping .
  3. Use the Include Aging Summary checkbox to see the summary of open invoices by Count and Amount grouped by duration and the Days in AR metric .
  4. Use the Exclude Letter of Credit checkbox to show/hide invoices that are letters of credit .
  5. Click Update to refresh after making your selections .

Tips and Tricks

  • The Sponsored Awards Accounts Receivable Report includes only Open invoices.
  • The Report Date Range uses Invoice Date to determine the invoices to display in the report output. When Invoice Date is not available, Posted Date is displayed in the report output instead.
  • Age is calculated as the difference between Report Run Date and Invoice Date.
  • Age for open invoices greater than 30 days as of the report run date is formatted in red text.
  • Aging Category is based on the calculated Age field.
  • Type ahead functionality supports searching any part of the code and/or description/name in the Contract Number, Sponsor, and Invoice Number filters.
  • You can sort in ascending or descending order on any column by clicking the up (▲) and down (▼) icons. However, you cannot use the ascending/descending column sort that corresponds to selections you make using Report Sort.
  • For the easiest navigation when using MyReports, close extra browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.
  • The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
Days in AR represents the average number of days that invoices remain outstanding before payment is collected. It is calculated as:

Average Daily Charges is calculated as:A black text on a white background Description automatically generated

Additional Information and Assistance

  • More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
  • If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
  • To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.

Give Us Your Feedback