iLab Help > Core Admin > Billing & Invoicies

How can i tell if a fund number is expired or is expiring soon?

There are several places within the system where you (and core customers) will see indications that certain funds are due to expire within the next 30 days.

NOTE: Expiration dates will only be displayed if that information has been imported into iLab through a financial integration.  

On the Lab List view

If a fund is going to expire within 30 days, the fund will be displayed in orange in the lab’s fund grid. The expiration date of the fund can be seen when hovered over.  (Figure 1)

Figure 1: Hover over the fund to see the expiration date.

On View My Requests or View All Requests tabs

On the request list views, there will be a red circle with an exclamation point over the dollar sign icon of a request when the default fund on the request OR a fund on any of the open charges (not billing initialized, pro bono, not billable or cancelled line items) is due to expire in 30 days or has expired.  (Figure 2) 

Figure 2: View My Requests tab and View All Requests tab

Within the Payment Information section of a submitted service request

When a user toggles open a submitted service request and its corresponding Payment Information section, funds that will be expiring soon are displayed as orange, while funds that have already expired are displayed as red.

The user can hover over the fund number to see expiration date details.  (Figure 3) 

Figure 3: On the service request

On the Reservation Details page

If the reservation is scheduled to take place before the expiration date of a fund, the user can still choose the fund and create the reservation. Funds that are due to expire within 30 days will be highlighted in orange.

If a reservation is scheduled to take place after the fund is expired, the expired fund will not display in the fund drop-down menu. (Figure 4) 

Figure 4: Reservation Details page

On unconfirmed usage

Within the Confirm Usage page, unconfirmed reservations will display a red exclamation mark over the dollar sign icon if any funds on any cost allocations (including add-on charges) associated to the reservation will be expiring or have expired.  The drop-down will display all funds available and their expiration dates. (Figure 5)

Figure 5: On unconfirmed usage

On new billing events, draft/pending billing events, and view charges

A red exclamation mark will display on dollar sign icons when line items are assigned to a fund that will expire within 30 days.  An administrator may click on the dollar sign to display the payment information pop-up box and adjust the fund number. (Figure 6) 

Figure 6: On billing events

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