Wednesday, October 15, 2014

Oracle Grants Accounting Glossary

 
accrue through date                                                                                                                                           
The date through which the system accrues revenue for a project.  When accruing revenue, the system includes expenditure items having an expenditure item date on or before the accrue through date.
 
Agreement type                                                                                                               
An implementation-defined classification of agreements negotiated with sponsors.  Typical agreement types include federal and state grants.
 
Allowed Cost Schedule
Sets specific expenditure types as closed to transactions.
 
Alternative Region
An alternative region is one of a collection of regions that occupy the same space in a window where only one region can be displayed at any time.  You identify an alternative region by a poplist icon that displays the region title, which sits on top of a horizontal line that spans the region.
 
Amendment
An installment type.  A nonfinancial change to an award, such as a change to an installment start date or end dates and agency defined budget revisions. This change does not change the overall amount of the award.
 
Amount Type                                                                                                                                     
Beginning period that the sytem uses for funds checking.
 
Approved Date
The date on which an invoice is approved.
 
Award
Grant, cooperative agreement, or contract received by an organization, which is used to fund one or more projects.
 
Award Amount
Total of all installments. All of the funds associated with the installments may not be available at the current time. Ex.: three installments for three years of an NIH award. It is the first year, so only the first installment amount is active and available, but the award total is for all three years.
 
Award Budget
A detailed estimate of the cost of that portion of a project funded by a particular award.
 
 
Award roles                                                                                                                                               
Functions that people perform in activities funded by an award. Typical award roles include Award Manager, Principal Investigator, and Award Department Fiscal Manager. These are OHSU employees, not Agency contacts.
 
Award Template
Predefined award data that repeats from award to award and is used to simplify and standardize award entry. 
 
Award Terms and Conditions
Sponsor-determined requirements for managing an award.  Typical examples of award terms and conditions categories include confidentiality, intellectual property, publications, salaries, and travel.
 
Award Type
An implementation-defined classification of awards. Typical award types include federal and private grants.
 
Baselining
The process of approving a budget for use in reporting and accounting.
 
Billing
The functions of revenue accrual and invoicing.
 
Billing Cycle
The billing period for a project.  Examples of billing cycles you can define are: a set number of days, the same day each week or month, or the project completion date.
 
Boundary Code
Ending period that the system uses for funds checking.
 
Budget
An estimate of cost or revenue for a task or project.
 
Budget Line
Estimated cost, revenue, labor hours, or other quantity for a project or task categorized by a resource.
 
Budgetary Control
Automatic calculation of whether funds are available for a new expense, calculated by subtracting expenses (both actual and encumbrances) from the budget.
 
Burden Accounting
A method of applying burden costs to raw costs to track the total burdened cost of a project.
 
Burden Costs
Costs of doing business that cannot be directly attributed to work performed. Examples of burden costs are fringe benefits and facilities and administrative costs.
 
Burdened Cost
The cost of an expenditure item. A burdened cost includes raw cost plus burden cost.
 
Burden Structure
A grouping of cost bases for a given use, which specifies what types of raw costs are included in each cost base and what burden costs are applied to the raw costs in each cost base.
 
Capital Project
A project that tracks asset development activities and costs and capitalizes costs when the asset is placed in service.
 
Close Date
The close date is typically 90 days past the award end date.
The close date is specified by the funding source. When the current date is after the close date, the user cannot charge expenditures to the award. 
 
Contact
Funding source personnel.  For example, a billing contact is someone at the funding organization who receives award invoices.
 
Cost allowability schedule
A list of expenditure types with the maximum total indirect cost that a sponsor allows for each type.
 
Cost Base
A grouping of raw costs to which burden costs are applied.
 
Descriptive Flexfield
A field that the user can extend to capture extra information not otherwise tracked by Oracle Applications.  A descriptive flexfield appears on a form as a single character, unnamed field.  The user can customize this field to capture additional information unique to its business.
 
Distribution Line
A line corresponding to an accounting transaction for an expenditure item on an invoice, or a liability on a payment.
Draft budget
A preliminary budget which may be changed without affecting revenue accrual on a project.
 
Draft Invoice
A potential project invoice that is created, adjusted, and stored in OGA.  Draft invoices require approval before they are officially accounted for in other Oracle Applications.
 
Draft Revenue
A project revenue transaction that is created, adjusted, and stored in OGA. You can adjust draft revenue before you transfer it to other Oracle Applications.
 
Encumbrance
An entry made to record anticipated expenditures of any type.
 
Encumbrance accounting
A feature that creates encumbrances automatically for requisitions, purchase orders, and invoices.
 
End Date
The date an award is no longer active. The user cannot charge an expenditure item to an award if the expenditure item date is after the award end date.
 
Event
A summary level transaction assigned to a project that generates revenue and/or billing activity.
 
Expenditure Category
An implementation-defined grouping of expenditure types by type of cost.
 
Expenditure Type
The item being charged to an award.  The expenditure will be selected from a List of Values.
 
Fixed Asset
An item owned by your business and used for operations.  Fixed assets generally have a life of more than one year, are acquired for use in the operation of the business, and are not intended for resale to customers.  Assets differ from inventory items because you use them rather than sell them.
 
Funded Amount
The total of all active installments.
 
Funds Available
The budget amount, less actuals and encumbrances.
 
Funding Source
A governmental agency, a private firm, or an individual that provides funding for a project.
 
Funds Checking
The process of verifying that sufficient funds are available to cover an expenditure plus burden expenditures.
 
GL Date
In OGA, the end date of the GL Period in which costs or revenue are transferred to Oracle General Ledger.  This date is determined from the open or future GL Period on or after the PA Date of a cost distribution line or revenue.  For invoices, the GL Date is the date within the GL Period on which an invoice is transferred to Oracle Receivables, and is based on the invoice date.
 
Grantee
The receiver of a grant.
 
Grantor
A person or organization that makes a grant.
 
Hard Limit
An option for an award that prevents revenue accrual and invoice generation beyond the amount allocated to a project or task by the agreement. 
 
Indirect Project
A project that tracks overhead activities and costs.
 
Invoice
A summarized list of charges, including payment terms, invoice item information, and other information that is sent to a customer for payment.
 
Installment
A portion of the total Award funding; installments are received in fixed amounts at specified intervals. 
 
Key Member
An employee (internal) who is assigned a role on a project.  Example: Project Manager, Project Assistant, Department Administrator.
 
LoV  (List of Values)
A list that displays the valid choices the user can enter in a specific field.
Multi-funding
A feature that allows users to fund multiple projects from a single award and a single project from multiple awards.
 
Non-labor resources
An implementation-defined asset or group of assets.
 
Original Budget
The budget amounts for a project/award at the first successful baselining of the budget.
 
PA Date
The end date of the Project Accounting (PA) Period in which costs are distributed, revenue is created, or an invoice is generated.  This date is determined from the open or future PA Period on or after the latest date of expenditure item dates and even completion dates included in a cost distribution line, revenue, or an invoice.
 
Pre-award spending
Charging expenditure items against an award that has not been formally received.
 
Project
Primary unit of work that you can break down into one or more tasks.  In Grants Accounting, an Award funds one or more Projects.
 
Project Budget
A detailed estimate of the cost of a project.  A project budget is the aggregate of all the award budgets that fund a project.
 
Project funding
An allocation of funds, generated revenue amounts, and invoiced amounts from an award to a project or top task.
 
Project template
Predefined project data that repeats from project to project and is used to simplify and standardize project entry. 
 
Project Type
A project classification that is defined during implementation that specifies essential project attributes.  The user defines a project type for each project.
 
Purpose Code
A user-defined description of an activity that an award is funding.  Purpose codes are used to identify the purpose of award funds.               (as of 4/1/02- currently not capturing data in this field)
 
Quick Entry
A feature in OGA that allows the user to specify variable project data that changes from project to project.
 
Raw Costs
Costs that are directly attributable to work performed.  Examples of raw costs are salaries and travel expenses.
 
References
User-defined values or characters that are assigned to an award for identification purposes.  Each award can have various references assigned
to it.
 
Released Date
The date on which an invoice and its associated revenue is released.
 
Report
An organized display of information that is associated with an award.  The content of a report can range from summary data to a complete listing of values.  Reports can be for internal or external purposes.
 
Resource
Labor, services, and equipment needed to track, complete, and account for project work.
 
Resource List
A list of similar resources used on specific kinds of project work.
 
Responsibility
A level of authority in the OGA Application.  Each responsibility lets you access a specific set of OGA windows, menus, reports, and data to fulfill your role in an organization.  Several users can share the same responsibility, and a single user can have multiple responsibilities.
 
Revenue
The amounts recognized as income or expected billing to be received for work on a sponsored project.
 
Revenue Accrual
The function of calculating and distributing revenue.
 
Sponsor
A funding source.  A sponsor can be a governmental agency, a private firm, or an individual.
 
Supplement
An installment type.  Additional award funding.
Supplier
A business or individual that provides goods or services or both in return for payment.
 
Task
A subdivision of project work.  Each project can have a set of top level tasks and a hierarchy of subtasks below each top level task                       (note: currently as of 4/1/02 there are only two tasks on every project: Task 1 = All Expenditures, and Task 88 = Accrued Payroll)
 
Terms and conditions
Written stipulations specified by the grantor that are indicated in an agreement or contract.
 
transactions
Actual or encumbrance expenditure items for a particular project charged against an award.
 
Transferred Date
The date on which you transfer costs, revenue, and invoices to other Oracle Applications.
 
Unbilled Receivables
The amount of open receivables that have not yet been billed for a project.  OGA calculates unbilled receivables using the following formula: (Unbilled Receivables = Revenue Accrued – Amount Invoiced)
 
Unearned Revenue
Revenue received and recorded as a liability or revenue before the revenue has been earned by providing goods or services to a customer.  OGA calculates unearned revenue using the following formula:                                                             (Unearned Revenue = Amount Invoiced – Revenue Accrued)
 
 

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