ctcLink Reference CenterFinanceGrants/Projects/Contracts Contracts 31Activating a Cost Reimbursable Contract - 31f

Activating a Cost Reimbursable Contract - 31f

Purpose: Use this document as a reference for activating a cost reimbursable contract in ctcLink.

Audience: Settlement Manager, GL Accountant

Navigation: Main Menu > Customer Contracts > Create and Amend > General Information

  1. Use the Find an Existing Value tab of the General Information page to search for a contract:
    1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
    2. Enter or select the contract number (same as the award number) in the Contract field.
    3. Click the Search button.
Find an Existing Value tab
  1. Click the Lines tab.
  2. Under the Lines tab, use the General tab to verify the following contract details:
    1. Make sure the Product is correct for the type of contract.
    2. Make sure the Start Date and End Date on the contract line match the awarded period.
    3. Click the Detail tab.
  1. Use the Detail tab to verify the following contract details:
    1. Make sure the Bill Plan and Revenue Plan are set to pending.
    2. Click the Pending link under the Billing Plan.
  1. In the Bill Plan General page, review the Customer Information, Billing Options, and the Billing Default Overrides for any data that needs to be updated.

Note: The Billing Status is set to ‘Pending’ and the Ready at Activation field has a checkmark in it. This will allow the bill plan to become activated when the contract is set to ‘Active.

  1. Click the Save button.
  2. Click the Return to General Information link.
Bill Plan General page
  1. Under the Details tab, click the Contract Terms link.
  1. On the Related Projects page, verify the following contract terms:
    1. Ensure that all Associated Projects for this contract are listed on this page.
    2. Ensure that the Activity is correct for the Project.
    3. Ensure the Billing Limit matches the award amount for the award.
    4. Click the Return to General Information link.
  1. Click the Detail tab.
  1. Click the Distribution link under Accounting for the line. The next several steps are to add the Revenue account code to the contract for reporting purposes.
  1. Use the Accounting Distribution page to complete the contract accounting details:
    1. Verify the effective date of the contract in the Effective Date field.
    2. In the Revenue Forecast section, enter or select the GL business unit for this account in the GL Unit field.
    3. In the Revenue Forecast section, enter or select the revenue account in the Account field.
    4. In the Revenue Forecast section, enter or select the revenue department in the Dept field.
    5. In the Unbilled AR section, complete the required ChartField entries for the contract, i.e. Account, Oper Unit, Fund, Dept, Class, Project, and State Purpose.
    6. Click the Save button.
  1. Click the OK button.
Message
  1. Click the Return to General Information link.
  1. Click the Billing Amount Details tab for the contract line.
  1. On the Billing Amount Details tab, ensure the Billing Limit on the Contract Line is the same as the awarded amount.
  1. Click the General tab.
  1. Use the General page to update the status of the contract:
    1. Enter or select the new status in the Contract Status field to change the contract status to ‘ACTIVE.’
    2. Click the Save button.

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