9.2 Fixed Contract Billing Limit Amendment

Purpose:  Use this document to amend a fixed price contract 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.

Amend the Billing Limit on a Fixed Contract

Navigation: NavBar > Navigator > Customer Contracts > Create and Amend > General Information

  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.  
  4. Select Search. The General Information page will display.
Find an Existing Value tab
  1. On the General tab, select the Amend Contract button.
General tab
  1. On the Amendments tab, enter the Amendment Type and Reason.
  2. Select Save.
  3. Select the Detail link. The Amendment Details page will display.
Amendments tab
  1. On the Amendment Details page, increase or decrease the Fixed Billing Adjustment amount as needed.
  2. Select Save.
  3. Select the Amendment Amount Allocation hyperlink.
Amendment Details page
  1. The Amendment Billing Allocation page displays.  
  2. In Contract Line Pricing section, enter the updated new total award amount in the New Total Amount in the New Billing Amount field.  Note: the 'New Billing Amount' should equal the 'Total Billing After Adjustment'.
  3. Uncheck the Adjust Billing Retroactively checkbox (if necessary).
  4. Uncheck the Adjust Revenue Retroactively checkbox (if necessary).
  5. Select the green Recalculate button.
  6. Select the gray Recalculate button.
  7. Select Save.

NOTE:  Notice that after you recalculate that the Allocation status will change from 'Incomplete' to 'Complete'.

  1. Select the Return to Amendment Details link.
Amendment Billing Allocation tab
  1. On the Amendment Details page, change the Amendment Status to Ready.  The Process Amendment button will display.
  2. Select the Process Amendment button.  
Amendment Details page
  1. The Amendment Status will then be Complete.  
  2. You will receive a warning message about the bill plan - Select OK.
Warning message
  1. You will also receive a message about the Accounting Distribution being inaccurate - Select OK.
Warning message
  1. The Amendment Status will then be Complete.  
  2. Select Save.
  3. Select the Return to General Information link.
Amendment Details page
  1. On the General Information page, select the Lines tab.
General Information page, Amendments tab
  1. On the Lines tab, select the Detail tab.

 

Detail tab on the Lines tab
  1. Select the Action Required link in the Billing Plan column.  The Define Billing Plan page will display.
Lines tab
  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.

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