ctcLink Reference CenterGrants/Projects/Contracts Contracts - MiscellaneousChanging a Cost Reimbursable Pending Contract to a Fixed Price Contract - 31f

Changing a Cost Reimbursable Pending Contract to a Fixed Price Contract - 31f

Purpose:  Use this document to change a contract line.

Audience:  Finance Staff

The function of the contract is to capture the revenue and billing parameters for the award. This includes begin and end dates used for invoicing, all of the detail invoicing information, the billing plan and the revenue capture plan. When a contract is first set up at generate award, it is created with one contract line that captures all that information. Before activating the contract, the administrator should ensure that the contract line is set up correctly. This document should only be used when a contract line was set up as cost reimbursable and the Contract is still in pending status. Only then should this process be used.

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

  1. Enter the contract number for the project you will be modifying the contract
Find an Existing Value tab
  1. Check ContractStatus field, to continue with this process the field value must be ‘PENDING’. The contract line can be deleted and a new one added if the contract is in ‘PENDING’ status, if the contract is active there are more steps that need to be taken to correct the issue. If the contract is ‘CLOSED’ or ‘CANCELLED’ then this process will not work because the contract has ended in the system and is closed.
  2. Make note of the Start Date and End Date of the contract. This information will be used at the activation of the new contract line.
  3. Click on the Details tab in the Contract Lines section of the page.
  1. Click on the Contract Terms hyperlink. The Related Projects page appears.
  1. Select the check box in front of the Project ID in the Associated Projects & Activities section of the page. Write down the project ID, to be used again at a later point in the process.
  2. Click on the minus sign (-) at the end of the row. A pop up message appears.
Delete Confirmation
  1. Click OK.  A second message appears.
Message
  1. Click OK.  The project disappears from the page.
Related Projects tab
  1. Click  Save.
  2. Click on the Return to General Information hyperlink.
  3. Click on the Lines tab.
  4. Click on the Details tab in the Contract Lines section.
  1. Click on the Pending hyperlink under Billing Plan on the line.  The Bill Plan page appears.
Billing Plan General tab
  1. Change the Billing Status field from Pending to Cancelled. All value fields will become grey.
  2. Click Save.
  3. Click on the Return to General Information hyperlink.
  4. When the Contract Lines page returns, click on the Details tab on the line.
  1. Click on the Pending hyperlink under the Revenue Plan on the contract line.  The Revenue Plan page appears.
  1. Change the Plan Status from Pending to Cancelled. All the field values on the page are greyed out.
  2. Click Save.
  3. Click on the Return to General Information hyperlink.
  4. When the Contract Lines page returns, click on the Details tab on the line.
  5. Both the Bill Plan and the Revenue Plan on the Contract line should say Cancelled.
  1. Click on the Billing Plans hyperlink at the bottom of the page.  
  1. Click on the check box at the front of contract line 1 for Grant Services.
  2. Select the Unassign button from the bottom of the page. The line information for the Grant Services line disappears.
  3. Click on the Return to General Information hyperlink.
  1. Click on the Revenue Plans hyperlink at the bottom of the page.  The Assign Revenue Plans page appears. 
  1. Select the check box on the Grant Services line in the Contract Lines to be Assigned/Unassigned section.
  2. Click on the Unassign button. The information on the Grant Services line disappears.
  3. Click on the Return to General Information hyperlink.
  4. Click on the Details tab in contract lines. The Bill and Revenue plans should now be gone from the first contract line which is the Grant Services, reimbursable line.
  1. Click on the Add Contract Lines button.
  2. From the Product Group field, select FIXED
Add Contract Lines
  1. Click Search.
  1. Click on the check box at the beginning of the fixed price product.
  2. Enter the Begin Date of the award.
  3. Enter the End Date of the award.
  4. Click on the Add Contract Lines button. The Add Contract Lines page appears again and it should say next to the search button that one line has been added to the contract.
Add Contract Lines
  1. Click on the Return to Contract Lines hyperlink. 
  1. A new contract line is now added that is Fixed Price.
  2. Click on the Details tab. 


  1. Click on the Contract Terms hyperlink for the new FIXED price contract line.
  2. The Related Projects page opens. 
  3. The Contract line should say 2 and the Product should be FIXED, if it doesn’t you may have clicked on the wrong contract line.
  1. In the PC Business Unit field, select WA170.
  2. A warning appears, click OK.
Message


  1. Under Associated Projects  Activities, enter the Project ID that was taken off the first contract line. Once the project id is in the field, select the look up next to the field to and choose the project so the appropriate project name appears.
  2. Enter the Activity. Once the Activity number is in the field, select the look up next to the field to and choose the correct activity so the appropriate activity name appears.
  1. Click on the check box in front of the project id.
  2. Click the Save button.
  3. Click on the Amount Allocation hyperlink.
  1. Enter the total amount of the award from the original contract line in the Total Billing field.
  2. In the Contract Line Pricing section of the page, enter the same amount on the Billing Amount field under the FIXED_PRICE contract line.
  3. Click on the Recalculate button.
  4. Click Save.
  5. Click on the Return to General Information hyperlink.
  1. Click on the Details tab in the Contract Lines page.
  2. Click on the Distribution hyperlink under Accounting for the FIXED row. 
  1. Change the Effective Date to the Start Date of the award.
  2. Change the Define Distribution By selection from Percent to Amount.
  3. Change the Accounting Distribution for both the Revenue line and the Unbilled AR line to reflect the project that is on the contract line. For fixed fee contracts it should be one project per contract line.
  4. Enter the Total grant amount in the Revenue Amount field, enter the necessary values in the Account field, Fund Code, Department ID, Class, Project ID, and State Purpose in the Revenue section.
  5. In the Unbilled AR section, enter the Fund Code, Department ID, Project ID, and State Purpose.
  6. Click Save button. 
  7. A message appears saying the UAR has been changed.
Message
  1. Click the OK button.
  2. Check both the Revenue and Unbilled AR rows at the end of the row to see that the entries are marked VALID on both rows.
  3. Click on the Return to General Information hyperlink.
  4. Click on the General Information tab.
  1. Click on the Lines tab.
  2. Click on the Details tab in the Contract Lines.
  1. Click on the Pending under Bill Plan for the new FIXED row. 
Billing Plan General tab


  1. Make sure that the Bill Plan has all the correct values, Customer Information, Invoice Form, Cycle ID, Bill By ID, Payment Method, Payment Terms, Billing Inquiry, and Billing Specialist. If the information is incorrect, change the values.
  2. Click on the Events tab.
  1. Change the Define Events from Percent to Amount.
  2. In the Event Detail section, change the Event Status fields to Pending on both lines.
  3. This opens the fields to allow for editing.
  4. Make the amount on the first row, the full award amount if you are billing for the full amount. (In this example $345,849.00). If you are creating more than one bill then add a row and split the amounts. The total from your events has to equal the total of the contract line.
  5. Change the date on the Event row to the date you will run the billing event.
  6. Change the Event Status from Pending to Ready.
  7. Click Save.
  8. Click on the Return to General Information hyperlink.
  9. Click on the Lines tab.
  10. Select the minus sign (-) to remove the Reimbursable Grant Services contract line.
  1. The Delete Confirmation message appears.
  2. Click OK.
Delete Confirmation
  1. A warning message appears.
  2. Click OK.
  1. Click Save.

The contract now has one contract line for a fixed price.

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