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Overview

As part of a larger initiative to enhance the processes associated with administering grants, the Subawards/Purchase Orders (PO) page was created to provide Grant Administrators and Principal Investigators with key information about what is being spent on their grants and subaward projects.

The page provides summary level information, divided into two tables, to view invoices and payments made on Subawards and other Purchase Orders (PO) and has drills enabled to access more detailed, granular data if needed. By default, the page runs and automatically displays the subawards and POs based on the security of the individual who has logged in.

Data Sources

Data within this report is being fed from NYU’s financial system, fame.

Prompts

The design of the page is intended to be simple and intuitive, providing the user with a basic set of parameters to view payments made on Subawards and Purchase Orders. The table below details the options by which a user can search:

 

Filter

Description

Business Unit

Required field. The dashboard may be run only for one Business Unit at a time.  By default, WSQ01 - NYU Washington Square is selected.

PI

In Cayuse, the Principal Investigator (PI) is identified as the Lead PI.

Fiscal Year

This is the year the PO issued.

PO ID

The number generated within fame to track the purchase order for a payment.

Project

Select a project or projects or leave blank to select all projects within your chartfield security access.

 

Subaward Payments

The Subaward Payments table lists summary information for all payments made to subawardees conducting research on behalf of the University.

 

Column

Description

Project Manager

Identifies the person managing a project. For grants, the Project Manager is usually the Principal Investigator.

 

Project

Concatenation of the Project ID and Project Description. The Project ID is alphanumeric and comprised of one or two letters followed by three or four digits. The first letter identifies the school or administrative unit that owns the Project. The Project Description is the name of the Project.

 

Vendor

This is a concatenation of the Vendor's name (in this case, the subawardee) and the Vendor's ID from fame.

PO ID

The unique identifier assigned in fame to track Purchase Orders. PO IDs are unique per business unit.

PO Line Description

For each PO line, a description of the services related to the subaward agreement.

AccountThis is the account code and description as identified in fame.
PO AmountThe total amount allotted to a Purchase Order for a vendor.
Total Posted AmountThis reflects the total amount for which an invoice has been received by Accounts Payable and a voucher has been recorded in fame.
Total Paid to VendorThis reflects the amount which has been paid to the subawardee.

Purchase Orders

The Purchase Order table lists summary information for all payments made on all other grants based on the search criteria.

 

Column

Description

Project Manager

Identifies the person managing a project. For grants, the Project Manager is usually the Principal Investigator.

 

Project

Concatenation of the Project ID and Project Description. The Project ID is alphanumeric and comprised of one or two letters followed by three or four digits. The first letter identifies the school or administrative unit that owns the Project. The Project Description is the name of the Project.

 

Vendor

This is a concatenation of the Vendor's name (in this case, the subawardee) and the Vendor's ID from fame.

PO ID

The unique identifier assigned in fame to track Purchase Orders. PO IDs are unique per business unit.

PO Line Description

For each PO line, a description of the services related to the subaward agreement.

AccountThis is the account code and description as identified in fame.
PO AmountThe total amount allotted to a Purchase Order for a vendor.
Total Invoices Posted AmountThis reflects the total amount for which an invoice has been received by Accounts Payable and a voucher has been recorded in fame.
Total Paid to VendorThis reflects the amount which has been paid to the subawardee.


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