Payments - Opportunities and Payments Related to Invoices

The following process outlines the steps for payments received following a request for invoice.

Coordinators will create Opportunities for all Fee for Service, Award, Fund Activity, and Sponsorship award types when the payment is related to an invoice request.

  1. Lan receives completed invoice request forms from project or project support team
  2. Lan adds the information from the invoice request form to the Shared Platform Invoices Smartsheet and attaches the invoice request and invoice to the appropriate row in the Smartsheet. NOTE: Lan will not add links to opportunities when the invoice request form indicates NOAWARD
  3. Based on the provided information, either create a new opportunity (if invoice is not related to an existing opportunity) or identify the existing opportunity to which the invoice applies.  
    1. If invoice is for a new opportunity, refer to the invoice request excel or invoice attached to the row. This will tell you:
      • Revenue type
      • Parent and child fund
      • Revenue code Y/N
      • Close Date/Scheduled Date - date of invoice
      • Project Funding Description
  4. Save invoice request form and invoice request in Box on the opportunity.
  5. Coordinators adds the opportunity link or payment link (both are not needed) to the corresponding column in Smartsheet. Once this step is done, the coordinator will check the “Coordinator Completed” box.  
  6. An email will be sent automatically to Lan to notify her.
  7. Lan checks the Smartsheet for rows marked “Coordinator Completed” and adds the prepared invoice to the opportunity linked in Smartsheet  
  8. Lan adds invoice number to payment and checks the “Lan Completed” box. The row is then crossed off.  

Invoices for NOAWARD Opportunities

When there’s an invoice request for a payment on an existing opportunity, the request form will either provide the award code or if it’s an existing opportunity with no award code, it will say NOAWARD.  

Coordinators will check that for those NOAWARD situations, the payments are still being applied to the correct existing opportunity.  

Invoices for Existing Opportunities where the total amount of the opportunity needs to be increased

In some instances, we might receive an invoice request for a payment that will make the sum of payments greater than the Amount of the opportunity. In these cases, the Shared Platform coordinator should be informed so they can make sure the opportunity is adjusted accordingly or a new opportunity created, if required.  

If the Amount needs to be adjusted, the Coordinator will adjust depending on the stage of the opportunity and payments received so far.  In some situations, the Revenue Coordinator may need to make the adjustment. Chatter the Revenue Coordinator on the opportunity that requires the Amount changed.  See Editing Payments.