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:

  • Over the Limit (OLT) rows occur when the expense transaction(s) would result in total expenses being more than/over the limit/total value of the contract. This ususally occurs when a college increases the grant budget and does not also increase the contract limit/total value.
  • 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.

Run the CTC_PR_OLT_ROWS Query. Enter your Business Unit and select View Results. Recommend running this Query before running Grant Billing each month.

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.

Funding Inquiry

OR within the Grants WorkCenter run the Posted Budget Amount < >  Billing Limit report to verify if your Posted Budget Amount = Limit Amount.

Posted Budget Amount not equal Billing limit report
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 > Define Contract General Info

  1. On the General Information search page, select the Find and Existing Value tab.
  2. Enter Business Unit.
  3. Enter or lookup the Contract to be amended.  
  4. Select the Amend Contract button. The Amendments tab will display.
Select the Amend Contract button
  1. On the Amendments tab, use the drop down arrows to select the Amendment Type and Reason.
  2. The Process Date defaults to the current date. Select the Save button.
  3. Select the Details link.  The Amendment Details page will display.
Enter Amendment Type and Reason
  1. On the Amendment Details page, enter the Total Billing Adjustment (the amount needed to increase the Limit Amount). Select Save.
  2. Then select the Amendment Amount Allocation link.
Enter total billing adjustment and select save
  1. On the Amendment Amount Allocation page, enter the New Billing Limit.
  2. Select the Recalculate button.
Enter new Billing limit and select recalculate
  1. Notice that the Allocation is now marked "Complete". Select the Save Button.
  2. Select the Return to Amendment Details hyperlink.
save page and select return to amendment details link
  1. Use the drop down arrow to change the Amendment Status from "Pending" to "Ready".
  2. The Process Amendment button appears. Select Process Amendment button.
set amendment status to ready and select process amendment
  1. Note that the Amendment Status is "Complete". Select the Return to General Information link.
select return to general info link
  1. The Amendments tab page displays.  Notice the Amendment Status is now "Complete".
Amendment is complete
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 > Define Contract General Info

  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 select Contract Terms
  1. On the Contract Terms page, select the Review Limits link. The Review Limits page will display.
Select Review Limits
  1. On the Review Limits page, select Search button to populate the results below.
  2. In the Limits section, select the Excess tab.
  3. Select the Excess Amount hyperlink.
Select the excess tab and then select the amount hyperlink
  1. The Limit Details window displays. Select Search button to populate the results 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.

Select the limit transaction box and select Release
  1. The Review Limits page automatically saves. Notice the Excess Amount is now zero.
Review Limits page
  1. Process complete.

The 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.

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 Tutorial Via Panopto

View the external link to access the OLT Rows training session. This link will open in a new tab/window.

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