FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation October 13, 2009

2. Today’s Topic • We’ll be taking a look at… • A brief review of the Deficit/Cash Balance Report • Demonstrate the new Sponsored Invoice Detail Report

3. Today’s Presenter • Anthony Tosheff, Supervisor in Sponsored Projects Shared Services

4. Session Segments • Presentation • Anthony will provide an overview of the new BW report. • During Anthony’s presentation, your phone will be muted. • Q&A • After 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.

5. 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.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At 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.

7. Deficit Cash Balance Report

8. 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

9. Key Fields • Budget Revenue: The total of all revenue budgets • ITD Revenue: The total of all revenue on the grant and includes Billed Revenue, Unbilled Revenue, Award Interest, Program Income • Unbilled 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

10. Key Fields- continued • ITD Expense: All expenses posted to the grant • Deficit Balance: Calculation of ITD Revenue + ITD Expense • Open Balance: Open invoices on the grant • Cash Balance: Deficit Balance - Unbilled Revenue + Open Balances • Cash Collected: Actual cash collected and figure includes program income and award interest

11. Sponsored Invoice Detail Report

12. Sponsored Invoice Detail Report Overview: • Created to provide users a detailed breakdown of invoice information on grants. • Includes all invoices, both manually and SAP generated • Program income and award interest are not included • Accessible from: • BW report library under Sponsored Projects/Transactions • Right click and use the “go to” option • Sponsored Revenue/Expense Summary Report • Deficit Cash Balance Report

13. Key Fields • Clearing Doc Number: Document number that closed the open item • FI Doc Number: Document number for the open item • Posting Date: Posting date of the FI document • Invoiced: Amount of Invoice • Open: Outstanding balance due • Paid/Closed: Revenue received or balance closed

14. Document Numbers Key AR Clearing Documents Key FI Document Numbers 9-Automated SAP invoice* 16-Clearing Document or Credit memo 18-Manual Invoice* 30-Converted Revenue from CUFS *Invoices are sent by ARSS • 14- Clearing document • Lockbox or automatic clearing document • 16-Clearing document • Manual clearing document • #-Open invoice or revenue converted from CUFS

15. Common Examples

16. Grant With Converted Revenue • Note the FI document number begins with 30 • Posting date is prior to conversion to SAP • Clearing Doc Number is a #, since revenue was not initially posted in SAP

17. Grant with an Open Balance • Note the balance in the “Open” column • FI document begins with 9 • This was an automated invoice in SAP • Clearing document is #, since the invoice is open, it has not been cleared

18. Grant Paid by Letter of Credit • FI Doc Number begins with 9

19. Example of a Closed Invoice • The FI document number is the Clearing Doc. Number • Transaction nets to 0.

20. Example with Item Text • Add Item text to the rows • This is not a required or standardized field, but the information populated may be helpful

21. Why Don’t the Balances Match? • Sponsored Invoice Detail Report • Deficit Cash Balance Report with drilldown of Sponsored Class in Rows • Deficit Cash Balance Report includes program income and award interest

22. 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.

23. Q&A • We’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.

24. 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

25. 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!