9.2 Creating a Contract on Fund 146

Purpose:  Use this document to create a contract on Fund 146.

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.

These contracts do not have projects associated to them; you should not have any projects connected to these contracts.  The chartstring information should not have project information associated to them.

Creating a Contract on Fund 146

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

  1. On the General Information search page, select the Add a New Value tab.
  2. Enter or search for the Business Unit.
  3. Leave the Contract field with the default of Next.  The system will generate a contract number.  
  4. Enter or search for the Sold to Customer.  Use the sponsor or customer for  contract.
  5. Leave the Contract Classification field with the default of Standard.
  6. The Separate Fixed Billing and Revenue field should be unchecked.
  7. The Separate As Incurred Billing and Revenue field should be unchecked.
  8. Select Add.  The General Information page will display.
Add a New Value tab
  1. On the General tab, in the Contract Type field, enter or select Contract Serv.
  2. Select Save.
General tab
  1. Select the Lines tab.
  2. Select the Add Contract Lines button.  The Add Contract Lines page will display.
Lines tab
  1. In the Product field, enter in Contract.
  2. Select Search.
  3. In the search results area, a new line appears that has a product of CONTRACT_SERVICES. Check the box to select the new line.
  4. Enter Start Date and End Date to the contract on the line.
  5. Select the Add Contract Lines button.
Add Contract Lines page
  1. In the Search box, next to the Search button, a new message appears that reads "1 line(s) have been added to the contract".
  2. Select the Return to Contract Lines link.  The Contract Line page displays.
Add Contract Lines search page
  1. The Contract Line page includes the new product in the line. The line has the Start Date and the End Date that was added when the contract line was created.
  2. Select Save.
General tab on the Lines tab
  1. Select the Detail tab under the Contract Lines section.
  2. Select the Distribution link under the Accounting column.
Detail tab on the Lines tab
  1. Enter the distribution for the contract payment (for this example, WA170, 7170, 524, 20502, 261 = Dept. 20502, Fund 524, Operating Unit 7170, Class 261, State Purpose N).
  2. Select Save.
Accounting Distribution page
  1. A message box displays.  Select OK.
  2. Select the Return to General Information link.
Contract Asset accounting distributin has been changed message box on the Accounting Distribution page
  1. On the Lines tab of the General Information page, select the General tab.
  2. Select the Amount Allocation link.  The Amount Allocation page will display.
Lines tab
  1. On the Billing Allocation tab, enter the amount for the contract in the Total Billing field.
  2. Enter same amount in the Fixed Billing field.
  3. In the Contract Line Pricing section of page, enter the same amount in the Billing Amount column.
  4. Select the Recalculate button.
  5. Select Save.
  6. Select the Return to General Information link.  
Amount Allocation page, Billing Allocation tab
  1. On the Lines tab, select the Detail tab.    
General Information page, lines tab
  1. On the Details tab, select the Pending link in the Bill Plan column. The Define Billing Plan page will display.
Details tab
  1. On the Billing Plan General tab, in the Billing Default Overrides section, enter Contract in Bill By ID.
  2. Modify any other field(s) necessary for the appropriate billing information.
  3. Select the Events tab.
Events tab
  1. On the Events tab, select the Add New Event button.  A new Event Detail line will display.
Events tab
  1. Change the Define Events selection from Percent to Amount by selecting the radio button next to Amount. (This will change the Event Detail line to an amount based row and allow the event to be billed by a specific date).

NOTE:  The Event status comes over as Pending, the status should stay like that until the line is completely filled out and ready to be billed. At that point change the line to Ready.

  1. If there is a need for more billing events, click on the plus sign (+) at the end of the event detail row and enter the number of lines needed.
  2. Split out the payments so that the amounts in the events equal the TOTAL of the lines in the Event Detail.
  3. In the Amount Detail box, the Total Amount will be equal to the Remaining Amount before the record is saved.  
  4. Select Save.
  5. Select the Return to General Information link.
Events tab
  1. On the Lines tab of the General Information page, select the General tab.
  2. Change the Contract Status from Pending to Active.
General tab

The Contract is now ready for Invoicing. Billing these types of contracts will follow the same billing steps as a fixed priced or event based billing.

  1. Process Complete.

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