Unable to change the Sponsor ID or Customer on Award Profile or Customer Contract:
Purpose: Once a Contract or Award has been established, it is not possible to change the Customer/Sponsor. This job aid provides steps the user must follow if they need to update either the Sponsor ID on an Award Profile or the Sold to Customer on a Customer Contract.
The user has 2 options. This job aid covers the steps for option 2:
- Enter a new Grant/Contract from scratch
- If they already have a Project ID they want to use they can:
- Cancel the original Contract
- Enter a new Customer Contract from scratch and associate the existing Project ID/Activity on the Contract Terms page (Lines tab > Detail tab > Contract Terms). If a Grant, they can generate a NEW grants award on the Contract General tab, "Other Information" section - click "Create Award Profile".
* NOTE - a Project ID/Activity ID can ONLY be associated with one Contract regardless of status.
Step 1: On the Financials homepage, click on either the Grants or Customer Contracts tile depending on whether you’re updating a Grant or non-Grant related Contract.
If updating a non-Grant Contract skip to Step 4.
Step 2: In the left pane, open the Manage Proposal folder and click the Create/Maintain Proposal link to open the Maintain Proposal page.
On the Find Existing Value tab, enter the Business Unit and the Proposal ID. Click Search.
Step 3: Change the Proposal Status to "Withdrawn" and click Save.
Step 4: In the left-hand navigation pane, open the Manage Awards folder and click the Award Profile link to open the Award page.
On the Find Existing Value tab, enter the Business Unit and the Award ID. Click Search.
Step 5: Change the Status to “Withdrawn” and click Save.
Step 6: In the left navigation pane, find and click the Define Contract General Info link.
On the Find Existing Value tab, enter the Business Unit and the Contract ID. Click Search.
Step 7: Change the Contract Status to "Cancelled" and Save.
Step 8: On the Lines tab, click the Detail sub tab, and click the Contract Terms link.
Step 9: Since Activities can only be associated to one contract at a time, each Activity must be dissociated from this “Cancelled” contract to make them available for association on the new contract.
Before dissociating, note the Project ID and Activities associated with the contract so they can be re-added to the new contract once it is created.
Click the (–) button of each Project Activity row to remove them from this contract. Click OK through each error message as they are deleted. Click Save.
Step 10: Go back to the Define Contract General Info search page.
On the Add a New Value tab, enter the new/correct Sold To Customer (Sponsor if Grant). Click Add.
* After this point, the Sold To Customer/Sponsor cannot be changed on either the Contract nor the Award which will generated from this contract if it is Grant related.
Step 11: Use the Copy From Contract button to copy the information/lines from the original contract.
Enter the previous contract number, select the Copy Lines checkbox and click OK.
Step 12: On the Lines tab, click the Detail sub tab, and click the Contract Terms link.
Step 13: Enter the PC Business Unit associated with the Project.
In the Associated Project & Activities section, use the (+) button to add the Project Activities to the new contract one by one. Click Save.
Step 14: If this Contract is Grants related, on the General tab in the Other Information section you can also generate the award profile for the new contract by clicking the Create Award Profile button.
Audience: All Customer Contracts (CA) and Grants (GM) users
Author: Camille Beaulieu
Version: v1