9.2 OLT Rows (Over the Limit)

Purpose:  Use this document to go through the process to release the OLT transaction on the Limit Details page, so the system can convert the OLT row back to a BIL; to be sent to billing and booked to revenue.

Audience:  Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

NOTE:

  • The OLT transaction rows will not be billed nor recognized as revenue. 
  • The over-the-limit rows are excluded from billing and revenue processing until you release the OLT transaction or increase the limit and rerun the Limits process. 
  • After you release the OLT transaction on the Limit Details page, please submit a Service Ticket to request to Run the Pricing Process. The SBCTC will run a process that converts the OLT row back to a BIL so it can be sent to billing and booked to revenue the next time that the billing and revenue processes are run.

Recommend running this Query towards the mid-to-end of the Grant Budget year to be able to capture all expenses for reimbursement.

Run the CTC_PR_OLT_ROWS Query. Enter your Business Unit and select View Results.

CTC_PR_OLT_ROWS query

You must have at least one of these local college managed security roles:

  • ZC Awards Processing
  • ZZ Awards Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Grants > Awards > Award Profile > Funding Inquiry tab

Search for and select the applicable grant then navigate to the Funding Inquiry tab. Check to see if the Total Billing Limit Amount = the Total Posted Budget Amount.

The Total Award Amount should equal the Total Budgeted Amount. If a Award Contract Amendment is created, then a Project Budget Modification is needed.

Funding Inquiry
Contract Amendment

The Contract needs to have the billing limit increased to reflect the proper billing limit.  This needs to be done through a contract amendment.  

You must have at least one of these local college managed security roles:

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Customer Contracts > Create and Amend > General Information

  1. On the General Information search page, select the Find and Existing Value tab.
  2. Enter or select the Business Unit.
  3. Enter or select the Contract to be amended.  
  4. Select the Amend Contract button. The Amendments tab will display.
General Information page
  1. On the Amendments tab, select the Amendment Type.
  2. Select Save.
  3. Select the Details link.  The Amendment Details page will display.
Select Amendment Type
  1. On the Amendment Details page, select the Amendment Amount Allocation link.
Amendment Details
  1. On the Amendment Amount Allocation page, enter the Total Billing Adjustment amount.
  2. Enter the New Billing Limit.
  3. Select Recalculate.
Enter new Total Billing Adjustment
  1. Notice that the Allocation is now marked "Complete".
  2. Select Save.
  3. Select the Return to Amendment Details hyperlink.
Amendment Billing Allocation
  1. Change the Amendment Status from "Pending" to "Ready".
  2. The Process Amendment button appears.
  3. Select Process Amendment.
Amendment Details page
  1. Note that the Amendment Status is "Complete".
  2. Select the Return to General Information link.
Amendment Details
  1. The Amendments tab page displays.  
  2. Notice the Amendment Status is now "Complete".
Amendments page
Releasing OLT Rows

You must have at least one of these local college managed security roles:

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Customer Contracts > Create and Amend > General Information

  1. On the General Information page, select the Lines tab.  
  2. In the Contract Lines section, select the Detail tab.
  3. Select the Contract Terms link.  The Contract Terms page will display.
Lines tab
  1. On the Contract Terms page, select the Review Limits link. The Review Limits page will display.
Related projects page
  1. On the Review Limits page, select Search.
Review limits page
  1. Select the Excess tab.
  2. Select the Excess Amount hyperlink.
Review limits page
  1. The Limit Details window displays.
  2. Select Search.
Search limit details page
  1. The Excess Transactions displays below.
  2. In the Excess Transaction section, mark the Select Limit Transaction line(s) tagged as Over the Limit.
  3. Select the Release button, so the OLT lines can be re-priced.

Utilize the Select All or Clear All functions to quickly check/uncheck all OLT lines.

Limit details page
  1. The Review Limits page automatically saves.
  2. Notice the Excess Amount is now zero.
Review Limits page
  1. Process complete.
Cost Collection Process will turn 'OLT' Lines back into 'BIL' Lines

After the Cost Collection** process runs automatically every night, the OLT lines will be picked up as BIL lines in Project Resource ready for Billing the next day.

**If under a deadline and unable to wait until the next day, please submit a Service Ticket requesting to run the Pricing Process and include your Business Unit and Grant Contract ID number.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.