Implementation of the SAP Accounts Receivable Module for Sponsored Research

Duke Finance is pleased to announce the implementation of the SAP Accounts Receivable module for sponsored research. The first phase of the roll-out includes:
  • billing activities in the Office of Sponsored Programs (OSP)
  • billing and collections activity in Duke Clinical Research Institute (DCRI)
  • cash posting and collections activity in Corporate Accounts Receivable (A/R)

This initiative will provide all areas involved in the management of post-award activities with full transparency around the billing and cash receiving processes while also enhancing the efficiency of OSP, DCRI and A/R in conducting these activities.  The implementation of the SAP Accounts Receivable module is a result of development and design efforts led by the cross-functional team of Beth Sizemore (ASM), Gail Bullock and Patti Murphy (A/R), Michelle Rigsbee, Heather Quadlin, and Sandy Hart (OSP) and from DCRI Rachel Whidby and Jerry Brooke.  The Accounts Receivable Advisory group, comprised of members from across the University, provided valuable feedback and insight into operational processes.

There are a number of benefits and features of the new SAP Accounts Receivable module for sponsored research. Listed below are a few with immediate impact to those with post-award grant management responsibilities:

  • Using SAP, departmental users will be able to identify from their desktop when sponsors are invoiced
  • Images of invoices sent to sponsors will be available in SAP (similar to Accounts Payable invoices)
  • Sponsored research receivables will be monitored and aged to place greater emphasis on the University’s cash collections efforts
  • Aging schedules will be available on-line to SAP users
  • Cash posting for sponsored research will be centralized in A/R – saving time and effort for departments

Implementation of the SAP Accounts Receivable module will begin during the first week in July for OSP and DCRI.  Training sessions will be offered for departmental users during late July and early August.  These training sessions will provide an overview of the new accounts receivable tool and attendees will have an opportunity to view the new on-line reports available for their use. Employees who are involved with post-award grant management should plan to register and attend one of the training sessions.  The dates and locations of the sessions will be published during the next couple of weeks.

The majority of tools and reports currently used by employees involved with post-award grant management will remain available in the traditional format.  As new reports and tools are developed, we anticipate the transparency around invoicing, cash receiving, aging, and collection will prove valuable to the post-award grant management community.

These changes are a part of the much larger Research Administration Continuous Improvement (RACI) Integration Initiative designed to provide streamlined services while ensuring transparency throughout the process.

Please take this opportunity to share this exciting announcement with your staff.  If you have any questions or need additional information, please contact the A/R team at AccountsReceivable at duke.edu or the OSP team at SponsoredPrograms at duke.edu

We appreciate your support and will be sending out another communication soon.