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Invoice4you for Research and Development

all right so good afternoon everyone thanks for joining us here today for invoice training um for the grants for me platform uh we're gonna go over a couple things uh that's really important to the new invoice system as invoicing is a bit different than what it has been in gems and so we want to make sure that we really stress what those differences are so that when you are submitting those invoices that they're not being kicked back that they'll go through as quickly as humanly possible um and we can only do that through providing you know training such as this um so i'm in one of our districts on the test site so it's not going to um submit any invoices for real uh we just want to make that very apparent um so it does a test site up here so um if someone from augusta is on i apologize that i have to use your district it was just the first one on the list that i pulled up that had the pieces that we needed so what we're going to do um in order to get to the invoices section when you log into the grants for me system is over on the left hand navigation there is a bar that for invoices and then you just simply click invoices as well and it'll bring you to this home screen when you first get here it might actually default to the 2022 invoices and as you can see there isn't an available budget because on the test sites august's application hasn't been finally approved once that final approval does go through then those numbers will show up so we're going to talk about the fy 21 um invoicing to start and then we'll kind of jump over into the fy22 because there is slight differences between the two so we're going to start with looking at just a kind of a general invoice so that's we're going to use title 1 part a as our example when you get into title 1a so when you click on that it'll kind of give you an overview of where you're at it brings in the substantial approval dates it tells you the project end date and then your allocation amounts and then the available budget and so because this data was imported from the gem system there's some nuances to it and so the first thing that you need to do for any of these is to click on the link for creating a new invoice and the system will ask you are you sure you want to start one you would hit confirm and now you're in a screen that looks kind of similar to the fy 22 application um it has a lot of the same pieces it's got the history log it's got the comment but then it has the invoice specific sections so the first one we're going to look at is the expenditure section and so when we click on expenditures it brings up the different categories this is kind of what we're used to seeing this is our budget table what you'll notice is that it doesn't tell you how much was budgeted for each of the categories at least not from first looks if you do hover over any of the cells it'll tell you what the approved budget was it'll tell you what the funds requested are and then the amount remaining the way that the budget or the invoices work for grants for me is you're not putting in the amount of money that you're requesting you're putting in the total amount request to date so for the fy 21 funds you're going to put in on your first invoice how much funding that you've invoiced for up until this point and the amount that you're requesting so you're going to combine that all together so out of this 537 000 um we'll say that augusta has spent uh 500 000 out of that uh let's see purchase services they had fifty dollars uh so we'll just put that in there save anything and travel 884 dollars i'll just put 200 here just to kind of throw something in 9600 in supplies so we'll put 6 000 anything in equipment nothing 300 other so it'll give you that total and so again the way that the invoices work is that you're putting in your expenditures to date so it's a running total of your funding that you're asking for it's not just a this is how much we need this time which is what gems used to be so that's the big shift between the gem system and the new grants for me platform is that it's a running total of how much you're asking for in order to keep track of how much you've been paid versus how much is not paid out at this time so once you've put in all of your funding you can save and go to you can either go back to the sections page typically that's where i direct people just so it's a familiar place or you could go to the next page that's another one of the options so the request is the next page and if we look at the request the general information at the top it talks about the invoice number it gives the cfda number um the project number you don't really have to worry about the voucher number uh i guess that has to do with the invoice id and then the fiscal summary is really where we're at so we see that there's their allocation is one million six uh sixty six thousand six hundred sixty three dollars and eighty one cents um and it tells you the available budget so the service period this is your beginning and end date um this is same as gem you still need to start and end date so if you want to invoice for the month of say august 08 oops okay or you can use a little calendar pickers if you don't want to you know type it in yourself and then what it talks about here is it talks about the cash received so this is the amount that you've already received through the gem system so this is the part where on the fy 21 invoices you need to make sure that again you're putting in the total amount received to date and let's see then that gives you the total cash expenditures so this is what i put into the system on that invoice so as you can see um it's still the system is showing that you know we have 465 dollars as cash on hand because i didn't put in all the expenditures once more of those expenditures get put in the caspase uh sorry cash basis expenditures will actually show um a negative or no sorry um let me go back actually because i don't want to say this wrong so i'm going to put in an extra one too many zeros all right so let me go back to request now see if it does it right okay there we go that looks better so the total cash basis is how much you're requesting in the invoice or it's the updated amount of your total expenditures the amount in red is how much you would need to be paid in order to get up to what you say your expenditures have been so that amount and then it shows you the amount that's available so the ninety four thousand eight sixteen thirty five that is the amount that is left over that came from the gem system that we verified so that is the amount remaining for title one funds which is more than the thirty four thousand seven hundred two dollars that is needed and so what it's saying is that it's going to send a check for 34 000 702 54. so again it's that running total of expenditures that's new that people are going to have to start getting used to for the grants from me system um this does not just apply to the esea invoices this is for you know cte invoices this is for special service invoices um any of our systems that use grants for me this is how the invoicing is going to go so after the request is the related documents field so currently this is where you would upload any backup documentation that's required so again it's just a simple upload so you'd click the upload new link and then you'd select your file on your computer you can give it a name if you want you can name it whatever it is that you know seems appropriate so if you want to put title one expenditure run for you know august or you know whatever documentation that has been requested you can certainly do so and then hit create uh and then the last page is assurances this is just saying that you know you certify that the program has been conducted in ance with all specifications in compliance with federal and state laws rules regulations and funds have been expended in amounts reported and documents are available for audit all expenditures claimed in this report were incurred subsequent to effective dates have not been claimed in or under any other program so just a general assurance statement there's nothing you have to do on this page so if i go back to sections they do have these validation messages so i can go in and take a look and see what they are okay so i do have an error the related document invoice backup so nothing has been up uh uploaded at this point um so at this point it does require a minimum of one upload now we can work with our developers to get that change so that's an option um in the event that you do need to upload something the invoice will be reopened and then this will you know obviously you would have to upload something at that point but we can remove the upload requirement since that wasn't something that we previously had in gems so that is the error that we are seeing currently so once you've completed your uh let's see let me see if i can do this real quick okay so related documents let's go ahead and upload something that i just made just so i can show the process of so there's my test document so i'll hit create so now i've got my information uploaded if you need to upload more than one document you can do so um you can either up update or you can delete it so if you want to keep the same name but you just want to put a different document on there because you hit the wrong button you can do that so now if i go back to sections you can see my validation messages have been cleared they're no longer showing and so i can move the invoice to draft complete and then you check the box it says yes i certify to best my knowledge that this is accurate and complete and then you would hit confirm and at this point it would go to the state and so title one invoices are reviewed by uh arge management analyst kristy oszer uh who was unfortunately not feeling well today and not able to join us um but then it goes into her queue and then so she would log in to start reviewing so that is the title one invoices we're gonna go into the title four invoices because they are slightly different um because the buckets that they do have and so i do just want to kind of go through and show what that looks like all right so let's go back to 21 and title four all right this looks a lot better so i'm going to create a new invoice yes and let's check the expenditures so now they have the the different buckets so they've got well-rounded education and then they also have a line for non-publix so well-rounded for non-publix they've got safe and healthy safe and healthy for non-public effective use technology effective technology for non-publics so all of the and again these are all hover overs they can see exactly how much they had budgeted under each of these which helps make the table look just a little bit cleaner as far as not necessarily needing to have all of the budget totals or application budgets above as well so the same thing is going to happen with title three they'll have the three different buckets um for title three funds uh family engagement uh pd and um instructional programming so that's kind of how the title four is broken out um so again it's broken out into the three buckets uh via the different rows as well as uh if you have any non-publics that'll be broken out as well and let's see so as far as the request goes so this is actually a good example because this is similar to how the 22 invoices will go so at this point no um title iv funds have been invoiced for from this particular district and so their invoice amounts which that they would put in under the expenditures page is just whatever they needed to start with or whatever that first invoice range would be so because they hadn't asked for anything before it'll come up as a negative so i'll just throw some numbers in there just so we can see what that looks like let's throw in 50 000 and then i'll go to the request and so since nothing has been received and the request is 5000 that says that the system owes us 5 000 we know we have 242 000 on hand or in our account and so we can pay out the 50 000 which is what the system will do when it's approved all right so that's the difference between the title one invoice and the title four invoices um title two title uh title five those are going to be very similar to the title one there's not going to be anything really different there um same thing with title uh title one ds of part one and the immigrant grant as well so so only three and four are the ones that are different and so that's what we wanted to kind of demo for you guys today again the big piece between the gem system and the new grants for me system is that your invoice budget tables are going to be running totals of the account and so the good news is from what i understand from our developers and we haven't really seen this in play but once you put those initial numbers in the next invoice you create you don't have to start from scratch it'll show you what you've already put in and so at that point you would just amend the numbers to see or to show you know what is the new total for you know your salaries line what is the new total for your benefits line so yeah that's that's kind of where we're at