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EBS Manual An Introduction to the EBS System for CBO Portal
SFUSD ExCEL Afterschool Program 20 Cook Street
Intro to the EBS System for CBO Portal An overview of How the New System Works
CBO Portal Website: https://sfusdexcel.force.com/CBO/s/login/
ExCEL Billing System Tips
1. Invoice for ASES, 21st CCLC and DCYF before SFUSD Backfill
2. After submitting the invoice click the Drawdown tab to ensure you have invoiced for the correct amount and have attached the back‐up documents
3. Please attach no more than 9 back‐up attachments per invoice ‐ ideally have one PDF with all back up documents
4. File size‐ no more than 4.9 MB for all files for one invoice
5. If the invoice is rejected‐ you will receive an email with the reason why the invoice is rejected
6. Resubmitting invoices with back‐up documents‐ Anytime there is a change to the back‐up documents, remove all back up documents and attach a new set. Since the system auto combines the back‐up documents if you leave old information, the system will duplicate the back‐up information.
7. Please save backup documents in portrait form all facing one direction.
8. Contact the ExCEL team through chatter regarding invoice issue. When the ExCEL team contacts you through chatter please response back in chatter.
Correcting a Rejected invoice:
1. For year round invoices NOT during the closing of the fiscal year, agencies have 2‐3 days to
resubmit their invoices back to ExCEL. The exact days will be written in the emails you receive. If
we do not receive the invoices back by the requested date, we will make the adjustments on our
end and move forward.
2. For closing of the fiscal year, agencies has up to 1 business day to resubmit their information.
Due to the number of invoices we have to process the turnaround time may only be a few
hours. If we do not receive the invoices back by the requested date/time, we will make the
adjustments on our end and move forward.
Questions regarding your invoices Status of checks‐ Contact the ExCEL Office if your agency has not
received your check after three weeks of receiving the confirmation email that says your invoice has
been processed by ExCEL.
Topic Contact Chatter
DCYF (all questions related to invoices including check status)
Justin Paz @Justin Paz
1st reviewer ASES 21st CCLC SFUSD Backfill
Beatrice HernandezDeMontecino Justin Paz
@ Beatrice HernandezDeMontecino @Justin Paz
Status of Checks‐ASES, 21st CCLC, and DCYF (reference the Voucher ID when emailing)
Jeannette Coleman @Jeanette Coleman
Duplicate or lost check Joyce Cheung @Joyce Cheung
Table of Contents
Link to the Intro Video………………………………………………………………………………………………………………….Log In …………………………………………………………………………………………………………………………………………..
1 1
CBO Account (How to Open) ………………………………………………………………………………………………………. 1 Locating accounts/mscl. features.....................................……………………………………….…….……….…… 2Account Details …………………………………………………………………..…………….............................…….….….. 5Billing Address …………………………………………………………………………………………………………………….………. 5CBO Contract Details …………………………………………………………………………………………………………….……. 6CBO Contacts and Status of Contract…………………………………………………………………………………….……. 6Encumbrances………………….…………………………………………………………………………………………………………. 7Drawdown ……………………………………………………………………………………………………………………………….…. 7Managing Budget/ Link to Video…. ……………………………………………………………………………………………… 8Selecting Account/Grant to Manage………..……………………………………………………………………….……….… 8 Manage Budget/Entering Budget………………………………………………………………………………………………… 10 Error Messages……………………………………………………………………………………………………………………..…….. 11 Professional Development Budget Restriction………………………………………………………………….….……... 12 Administrative Expenses…………………………………………………………………………………………………….……….. 12 Budget Saved Successfully Message…………………………………………………….……………………………….……… 13 Helpful Budgeting Features……………………………………………………………………………………………….………… 14 Budget = Encumbrance………………………………………………………………………………….…………….………….….. 15 Budget Revision…………………………………………………………………………………………………………………………… 15Manage Invoice/Creating an Invoice……………………………………………………………………………………………. 16Elements of the Invoicing Process….……………………………………………………………………………………………. 16Invoice Attachments……………………………………………………………………………………………………………………. 17Entering Invoice Example …………………………………………………………………………………………………………... 18Entering Invoice Detail for Cover Sheets …………………………………………………………………………………….. 18Personnel Details …………………………………………………………………………………………………………………….…. 19Related Program Expenses………………………………………………………………………………………………………….. 19Administration Expenses……………………………………………………………………………………………………………… 19Invoice Total………………………………………………………………………………………………………………………………… 19Certification…………………………………………………………………………………………………………………………………. 20Sign and Submit…………………………..………………………………………………………………………………………………. 20Forgot to attach attachment.…………………………………………………………………...................…………………. 21Cloning Features....................……………………………………………………………………………………………………… 23Edit Invoices………………………………………………………………………………………………………………................... 24certification and submit………………………………………………………………………………………………………....... 25Invoice Rejection………………………………………………………………………………………………………………………… 26Email Notification………………………………………………………………………………………………………………………. 26 Fixing the Invoice……………………………………………………………………………………………………..................... 26 Reasons for Invoice Rejections………………………………………………………………………………………………..…. 27 Drawdown (Invoice)Status…………………………………………………………………………………………………………… 27 Possible Status Results...................................................................................................................... 27 Billing System tips............................................................................................................................. 28
Correcting a rejected invoice............................................................................................................. 28
Intro to the EBS System for CBO Portal
An overview of How the New System Works
Introduction Video: https://www.youtube.com/watch?v=bK_vvO2xy4c
Log In Enter User Name & Password
If you are not registered, please contact the ExCEL Office at [email protected]
CBO Account Each CBO has their own Portal
To open Account
1. Go to Accounts Tab
2. Click on Your Account Name listed under Recent Accounts
1
If you do not see your account listed under Recent Accounts
3. Go to View:
4. Click on All Accounts
5. Click Go
6. Locate your account by scrolling down list of accounts
When you click on Account Name you will see the following:
2
When you click on Link you will see the following:
When you click Poll you will see the following:
3
When you click on Questions you will see the following:
When you click on More you will see the following:
Bay Area Cornrnunity Resources
Click to add lopics
,0 Question d' Lh1ki Poll
�dte something
I B I !l S Tx 11 •- :: I
Pos1: ..- 0 Follow
Followers
4
When you click on Post:
When you click on File:
When you click on New Contact:
When you click on New Case
When you click on New Note:
Account Details
1. Verify Account Information for Accuracy
5
Billing Address- Make sure that the billing address is accurate - This is where the check forpayment will be sent.
Following Account Details you will see Contacts & CBO Contracts
Contract Details & CBO Contacts
3. Verify that all contacts and contracts are listed
4. Verify that Contract Details are Correct
a. Click on the contract name to see contract Details
Contract Amount and Status of Contract
5. Check that the Contract Amount is correct
6. Check Status of Contract ‐ Is it Executed or not
o If Executed, invoicing can begin after you submit your budget
o If not executed, the invoicing cannot begin
6
Encumbrances – Grant Types
This section tells you how the Contract is Funded/grant types, object and resource codes, Encumbrance
Total, Remaining Encumbrance Amount and Invoiced Total.
7. Verify that the encumbrance information is accurate
Drawdowns (Invoices)
You will see a list of the most recent Drawdowns
8. Important to note: status of drawdowns
o Has it been reviewed and approved?
o Has it been sent for Payment?
Draft means it has not been sent to payment
ExCEL Approved means that it has been sent for payment
7
Managing Budget Managing your budget video: https://www.youtube.com/watch?v=o1K5pd9Vn7s
1. Select Contract that you want to manage Budget and invoice
a. (Click on Manage Budget/Invoice)
It will take you to a new page that will list your Encumbrances
2. Select Grant Type
a. Select the grant you wish to work with
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Selection of Grant Type continued
Upon the selection of a grant type the following window with encumbrance details will open.
Important to Note: Budget Invoice Deadline and Invoiced Total & Remaining Balance
A list of invoices similar to the one below will appear for the Encumbrance
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This section will list all past invoices for this encumbrance:
3. Manage Budget
Upon clicking on Manage Budget You will see a Blank page if no budget has been entered
Important to Note: Budget Total must equal Encumbrance
Budget Total cannot be less than or more than Encumbrance amount
Professional Development cannot exceed $5000
Administrative Expense are automatically calculated
The Existing Invoice Information can be a helpful tool in completing your budget
To begin entering budget
a. Click on the Manage Budget Tab
b. Enter your budget
c. Save (Note: you will not be able to save if the budget total does not equal
encumbrance and you will get an error message.
Error message when budget total is less than the encumbrance total
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Error Message when Budget Total is more than Encumbrance Total
Note: Budget will save successfully when your budget total equals encumbrance total
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Professional Development
Professional Development costs cannot exceed $5,000 per grant
Error message when you enter an amount greater than $5,000
Administrative Expenses
This amount is automatically calculated
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Administrative Expenses cont.
Error message when you enter more than the allowable amount
When you get a Budget Saved Successfully message you can begin to Invoice.
13
Helpful Budgeting Features
Existing Invoices data can be a helpful budgeting tool because it lets you know what you have
invoiced in the past so that you can adjust your budget accordingly.
Error message when you budget less than the amount of existing invoices for Subcontractors
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Budget Total = Encumbrance Total
Your Budget Total must match your Encumbrance Total before you Can Save and begin
invoicing.
Budget Revisions
Budget Revisions are now Automatic & do not require ExCEL Approval
Make as many revisions as necessary as long as Budget = Encumbrance
Submit budget revision exactly like submitting budgets
Error :
I Your Budget Total must match your Encumbrance Total of $300,000.00 befo re you can save.
Manage Invoices Manage Budget
Current Budget
Salaries 1200,000.00
~-=====================~ Fringe Benefits 125,000.00
~-=====================~ Subcontractors 12260
:::=====================:::: Related Program Expenses ~I2_5_,0_0_0_._0_0 _______ ~
Profess ional Development ~15_,0_0_0_._0_0 _______ ~
Administrative Expenses ~13_0_,0_0_0_._0_0 _______ ~
Allowed Administrative Expenses $30,000.00
BudgetTotal $287 ,260.00
Encumbrance Total $3 00 ,000.00
Budget saved successfully
Manage Invoices Manage Budget
@UIIMill:®ttm Salaries
Fringe Benefits
Su bco ntracto rs
Related Program Expenses
Profess ional Development
Administrative Expenses
Allowed Administrative Expenses
1200,000.00
125,000 00
115,000 00
125,000 00
15,000 00
130,000 00
$30,000.00
BudgetTotal $300,000.00
Encumbrance Total $300,000.00
Save Budget I [ Cancel J
Ex ist ing Invoices
Invoiced Total - Salaries $16,900
Invoiced Total - Fringe Benefits $1,485 .1
Invoiced Total - Subcont ractors $2,260.1
Invoiced Tota l -Related Program $5,000.1 Expenses
Invoiced Total -Professional $0.00 Development
Invoiced Total - Admin istrative $859.00 Expenses
Past Invoice Tota l $26,504
Existing Invoices
Invoiced Total - Salaries
Invoice<! Total - Fringe Benefits
Invoiced Total - Subcontractors
Invoiced Tota l -Related Program Expenses
Invoice<! Total -Professiona l Development
Invoiced Total - Administrative Expenses
Past Invoice Total
$16,900.00
$1,485.00
$2,260.00
$5,000.00
$0.00
$859 00
$26,504.00
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Manage Invoice ‐ Creating an Invoice Submitting your invoice video: https://www.youtube.com/watch?v=q0o68_c628c Once you have successfully saved your budget you can begin to invoice.
Criteria for Invoicing
Contract Status must be executed
A budget must be set up
To begin the process of creating an Invoice
1. Go to the Manage Invoice Tab
2. Click on Add New Invoice
You will then see the elements of the Invoicing process (1 thru 6 below)
1
2
3
4
5
6
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1. Invoice Attachments (1)
you want to start by adding attachments or Backup documentation to your invoice
a. By clicking on Attach New File
Important to note:
The First two cover pages are automatically generated and
Attachment are not required for all Invoices
Attachments Required for invoicing
Subcontractors,
supplies, and
professional development Invoices.
Attachment Not required for invoicing
Salaries, fringe benefits &
administrative costs Invoices
DCYF Invoices
7
8
9
10
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Entering Invoice Detail for Coversheets
Suppose you forgot to add an attachment for an October Invoice with
personnel expenses (Jenny for $1000),
related program expenses (Staples $500 Oct); and
administrative expenses ($100 fringe benefit expense and $10 Admin expenses)
You will do the following:
1. Select the month the invoice is for
Note: At the beginning of the year, you will be selecting the month of July.
However, for this example we will be invoicing for the month of Oct.
o Click the box next to the month you are invoicing for
2. Under Personnel Detail (3) Click tab “save Invoice and Add 1 row”
3. Enter staff name, position name and amount
If you are paying Jenny, Program Leader $1000. Than the entry will be as follows:
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4. Under Related Program Expenses (5) Click tab “save Invoice and Add 1 row”
5. Enter vendor name, amount and date
If you have a receipt for a Staples in the amount of $500 dated Oct 9, 2017 the entry will be as follows:
6. Enter Administrative Expenses (7)
If you have fringe benefits expenses in the amount of $100 and Administrative Expenses of $10
your entries will be as follows:
Note: Invoice Total (8)
Note: Invoice Total will tally automatically and you will be able to see it under invoice total.
19
7. Certification (9)
Certify your entries by clicking in the box
8. Save Changes (10)
By clicking on Save Changes
9. Sign and Submit (10)
10. Add Signature on File to electronically sign invoices (For First Invoice Entry only)
a. Enter Name, date and sign
b. Click on Save Signature
20
Thereafter:
You will only need to click on Sign & Submit Invoice
Forgot Attachment??
If you fail to attach supporting document, you will get the following error message:
Edit invoice
1. Look for your invoice on the past invoices
2. click on manage this invoice
3. click on Edit Selected Invoice (this will reopen the invoice and allow you to edit as needed)
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4. Select Attach New File since in this scenario you forgot to add the Attachment
5. You will then choose your file and attach save and submit.
6. Save and submit
You will get a pop up message letting you know that the invoice has been successfully saved and
submitted.
22
EBS Cloning Feature:
Login to Salesforce Select the contract you want to invoice Select the grant type
Under action you have two options "Manage Invoice" and "Clone invoice" Click “Clone invoice” on the one you want to clone
Now you have an invoice that is exactly like the one you cloned
23
Click "Edit Selected Invoice" to make changes to the invoice and to submit invoices
24
Edit invoice: 1. Select Month2. Check your billing amounts3. Attach any back-up documents (for ASES, 21st CCLC and SFUSD Backfill)4. Click the certification and submit
25
Invoice Rejection
Invoice Rejection and Resubmission Video: https://www.youtube.com/watch?v=tfmL3xwTlzQ
E‐Mail Rejection Notification If your invoice has been rejected, you will receive an email notification letting you know what invoice has been rejected and why.
Fixing the Invoice 1. Go Back to the CBO Portal and search for the Invoice
2. Click on Manage/Invoice to fix invoice
3. Scroll all the way down
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4. Click on edit selected invoice
For example: if your invoice was rejected because the amount on the attachment does not match the subcontracted amount on the line item
1. make the adjustment and2. save changes3. sign and submit
Reasons for Invoice Rejection Amounts don’t match Unallowable expenses Double check expense and receipts Go to the HUB to see allowable expenses list
Drawdown Status To check the status of an invoice after submission
1. Click on the Drawdown Tab2. Check for invoice status under Drawdown Status
Possible status results: ExCEL approved ExCEL rejected ExCEL approved send for payment through SFUD system (allow 2‐4 weeks to receive check)
5100 vs 5803 No need to break out costs between 5100 or 5803 You will now only budget actual costs There is only one number you will need to worry about.
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