Exclude Item Types or Nodes from a 3rd Party Contract

Purpose: Use this document as a reference for how to remove a single item type (or more) from a Tree Node for 3rd Party Contracts.  

Audience: SF Staff, 3rd Party Contract Staff

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

  • ZD SF Third Party Contracts
  • ZZ SF Third Party Contracts

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

When setting up 3rd Party Contracts, it may be necessary to exclude a specific charge from a Tree Node so that it is not paid.  Instead of reorganizing your item types via the Tree Manager, it is much easier to simply tell specific ctcLink 3rd Party Contract to exclude such charges from out of the charge group (or Tree Nodes.)

Once students have been assigned to the contract, you will be unable to remove Tree Nodes from a contract. This process allows you to exclude Item Types or Tree Nodes after a student has been assigned, allowing you to save time to remove the unwanted Item Type/Tree Nodes.

This item type exclusion process requires two different ctcLink pages (Contract Node Change Request & Process Node Change Request.)

Contract Node Change Request

Navigation: Student Financials > Payment Plans > Third Party Contract > Contract Node Change Request

  1. The Third Party Change Request search page displays.
  2. Select the Add New Value Tab.
  3. Enter the Business Unit.
  4. Enter or search for the Contract Number.
  5. Select the Add button and the Third Party Change Request page displays.
  6. Ensure Open Request is populated in the Status drop-down field.
  7. Within the Active Third Party Nodes section:
    1. Utilizing the Find, View All, or Navigation buttons [<] / [>], locate the appropriate Line Sequence number that houses the Tree Node(s) needing adjustment.
    2. If the entire Tree Node needs to be excluded from the Third Party Contract, select the Inactivate Node checkbox.
    3. If one or multiple Item Types need to be excluded from the Tree Node, within the Exclude Item Types section:
      1. Enter or search for the Item Type.
      2. Select the Add a New Row button [+] to add multiple Item Types.
        1. Select the Remove a Row button [-] to delete a row.
  8. Repeat Step 7 as necessary.
  9. Select the Save button.
  10. Section complete.
Third Party Change request page with no data

Video Tutorial

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

View Tutorial Via Panopto

View the external link to Contract Node Change Request. This link will open in a new tab/window.

Process Node Change Request

Navigation: Student Financials > Payment Plans > Third Party Contract > Process Node Change Request

  1. The Process Node Change Request search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. The Process Node Change Request page displays.
  4. Enter the Business Unit.
  5. Enter or search for the Contract Number.
  6. Select the Run button.
  7. Section Complete. Please refer to the Process Schedule Request steps for further instructions.
Process Node Change Request page with no data.

Video Tutorial

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

View Tutorial Via Panopto

View the external link to Process Node Change Request. This link will open in a new tab/window.

Validate Exclusion(s) from a Contract

Navigation: Student Financials > Payment Plans > Third Party Contract > Create

  1. The Third Party Contract search page displays.
  2. Enter the Business Unit.
  3. Enter the Contract Number (from above).
  4. Select the Search button and the Third Party Contract tab displays.
  5. Select the Third Party Charges tab.
  6. On the adjusted Sequence Number Line, there will be a yellow triangle with an exclamation mark inside of it. Select this image and the Excluded Item Types page displays.
  7. Process complete.
Third Party Charges tab with a yellow triangle with an exclamation mark inside of it highlighed with a purple box.
Excluded Item Types page

Video Tutorial

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

View Tutorial Via Panopto

View the external link to Validate Exclusion(s) from a Contract. This link will open in a new tab/window.