9.2 Fixed Contract Billing Limit Amendment

Purpose:  Use this document to amend a Fixed Price Contract (FPC) or limit amendment in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

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.

If a FPC Billing was started but not completed, a Limit Amendment cannot be done. Please complete the FPC Billing process and once the AR Update process is run, then a limit amendment can be made.

Navigate to the Award Profile > Funding Inquiry tab to check if the Total Budget Amount (Grant-side) matches the Total Award Amount (Contract-side).

Funding Inquiry page

Fixed Contract Billing Limit Amendment

Amend the Billing Limit When the Billing Plan is 'Ready' (not invoiced yet)

Navigation: Customer Contracts > Create and Amend > Define Contract General Info

  1. On the General Information search page, select the Find an Existing Value tab.
  2. Enter or look up the Business Unit.
  3. Enter or look up the Contract to be amended. Select Search.
  4. The General Information page will display. Select the Lines tab.
  5. Select the Detail tab to verify the Billing Plan status. If Billing Plan is 'Ready' then the FPC Award has not been invoiced yet.
  6. Select the Amend Contract button.
On the Lines tab select Amend Contract
  1. The Amendments tab appears. Under the Amendments section, select from the drop down arrows the Amendment Type and Reason.
  2. Select the Save button. Notice the Amendment Status = Pending.
  3. Select the newly added amendment row Detail link. The Amendment Details page will display.
Enter Amendment Type and Reason and save. select the detail link
  1. The Amendment Details page displays. Increase or Decrease the Fixed Billing Adjustment amount as needed.
  2. Select the Save button. Select the Amendment Amount Allocation hyperlink.
Enter in the Total Fixes Billing Adjustment amount and save. select the amendment amount allocation link
  1. The Amendment Billing Allocation tab page displays. In the Contract Billing section, enter the Total Billing Adjustment amount, the amount that is going to increase/decrease, i.e. 25,000.
  2. In Contract Line Pricing section, enter the updated new Total Award amount in the New Total Amount in the New Billing Amount field.
  3. Select the blue Recalculate button. The Fixed Billing Allocation status will change from 'Incomplete' to 'Complete'.  Note: the 'New Billing Amount' should equal the 'Total Billing After Adjustment'. (If necessary, in the Contract Line Pricing section, uncheck the Adjust Billing Retroactively checkbox and the Adjust Revenue Retroactively checkbox and select the White Recalculate box).  
  4. Select the Save button.
  5. You may get a warning message that the Accounting Distribution does not match. Select OK and continue onto the next step to correct the Distribution amounts.
Amendment Amount Allocation page

NOTE:  Notice that after you recalculate that the Fixed Billing Allocation status will change from 'Incomplete' to 'Complete' and the Total Billing Adjustment will be updated.

  1. Select the Return to Amendment Details link.
Select the Return to amendment details link
  1. On the Amendment Details page, change the Amendment Status from 'Pending' to 'Ready'.  The Process Amendment button will appear.  
  2. Select the Process Amendment button.  
  3. The Amendment Status will change from Ready to Complete.
select ready and process amendment
  1. A warning box appears, reminding you to go back and update the Billing Events.
  2. Select the OK button.
warning message, select ok
  1. The Amendment Status will then be Complete. Select the Save button.
  2. Select the Return to General Information link.
select the Return to General Info link
  1. On the General Information page, select the Lines tab.
  2. On the Lines tab, select the Detail tab.
  3. Select the Billing Plan Ready link.  The Define Billing Plan page will display.
select the ready link
  1. On the Events tab in the Amount Detail section, note the Remaining Amount.
  2. Select the plus icon [+] to add a new event. Enter the number of rows to add and select OK.
  3. Enter a Select a new Event Date and enter the increase/decrease amount (Remaining Amount) to a new event.
  4. Change the Event Status from 'Pending' to 'Ready'.
  5. Select the Save button.
Add a new event
  1. Select the Billing Plan General tab.
  2. Deselect the Hold checkbox.
  3. Select the Save button.
Billing plan general tab
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning.  Select the play button to start the video.

VIDEO COMING SOON

Video Tutorial via Panopto

View the link to Amend FPC Billing Limit When the Billing Plan is 'Ready' (not invoiced). This link will open in a new tab/window.

Amend the Billing Limit When the Billing Plan is 'In Progress' (already invoiced)

Navigation: Customer Contracts > Create and Amend > Define Contract General Info

  1. On the General Information search page, select the Find an Existing Value tab.
  2. Enter or look up the Business Unit.
  3. Enter or look up the Contract to be amended. Select Search.
  4. The General Information page will display. Select the Lines tab.
  5. Select the Detail tab to verify the Billing Plan status. If Billing Plan = 'In Progress' that means the FPC Award has been invoiced already.
  6. Select the Amend Contract button.
Select the Amend Contract button
  1. The Amendments tab appears. Under the Amendments section, select from the drop down arrows the Amendment Type and Reason.
  2. Select the Save button. Notice the Amendment Status = Pending.
  3. Select the newly added amendment row Detail link. The Amendment Details page will display.
Select the Detail link
  1. The Amendment Details page displays. Increase or Decrease the Fixed Billing Adjustment amount as needed.
  2. Select the Save button. Select the Amendment Amount Allocation hyperlink.
Enter adjustment amount, save, and tehn amendment amount allocation link
  1. The Amendment Billing Allocation tab page displays. In the Contract Billing section, enter the Total Billing Adjustment amount, the amount that is going to increase/decrease, i.e. 50,000.
  2. In Contract Line Pricing section, enter the updated new Total Award amount in the New Total Amount in the New Billing Amount field.
  3. Select the blue Recalculate button. The Fixed Billing Allocation status will change from 'Incomplete' to 'Complete'.  Note: the 'New Billing Amount' should equal the 'Total Billing After Adjustment'. (If necessary, in the Contract Line Pricing section, uncheck the Adjust Billing Retroactively checkbox and the Adjust Revenue Retroactively checkbox and select the White Recalculate box).  
  4. Select the Save button. You may get a warning message that the Accounting Distribution does not match. Select OK and continue onto the next step to correct the Distribution amounts.

NOTE:  Notice that after you recalculate that the Fixed Billing Allocation status will change from 'Incomplete' to 'Complete' and the Total Billing Adjustment will be updated.

  1. Select the Return to Amendment Details link.
Add fixed billing adjustment and new billing amount, recalculate and save page
  1. On the Amendment Details page, change the Amendment Status from 'Pending' to 'Ready'.  The Process Amendment button will appear.  
  2. Select the Process Amendment button.  
  3. The Amendment Status will change from Ready to Complete.
Set amendment status to Ready
The process amendment button appears

If you receive a warning message about the bill plan being partially processed. Select the OK button and go back to the Bill Plan Events. If you need help at this point, please submit a service desk ticket.

  1. Select the OK button.
Warning Bill Plans in process message
  1. The Amendment Status will then be Complete. Select the Save button.
  2. Select the Return to General Information link.

*** QRG WORK IN PROGRESS below this line ***  Appreciate your patience

Select Return to Gen Info
  1. On the General Information page, select the Lines tab.
  2. On the Lines tab, select the Detail tab.
  3. Select the Action Required link in the Billing Plan column.  The Define Billing Plan page will display.

*** Steps to be added - in theory, 1 billing needs to be have completed prior amendment.

Pending Billing Plan
Action Required Billing Plan
  1. On the Events tab in the Amount Detail section, note the Remaining Amount.
  2. Select a new Event Date and enter the increase/decrease amount (Remaining Amount) to a new event.
  3. Change the Event Status from 'Pending' to 'Ready'.
  4. Select Save.
  5. Return to General Information.
Events tab
  1. On the Lines tab, select the Distribution hyperlink.
Lines tab
  1. Select the Correct History button then adjust the Revenue Amount to the newly total amended amount.
  2. Select Save.
  3. Return to the General Information.

Total Revenue Amount should equal Total Billing Amount.

Accounting Distribution page
  1. Return to the Billing Plan General tab.
  2. Select the Reviewed button (you should notice that the billing status change to "In Progress".
  3. Select Save.
Billing Plan General tab
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

VIDEO COMING SOON!

Video Tutorial via Panopto

View the link to Fixed Contract Billing Limit Amendment. This link will open in a new tab/window.

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