Updating the Billing Limit by Amending a Customer Contract
Purpose: This document provides the instructions to amend a customer contract to change the total amount billable to a grant sponsor for a specific grant award.
Overview: After a customer contract has been activated, any change to the contract billing limit amounts requires an amendment. The edits made through Amendment Processing include adding new contract lines, activating pending contract lines, cancelling active contract lines, and changing billing and revenue amounts and limits on active contract lines. A user desiring to make changes to the total billing limits or line billing limits will need to amend the customer contract.
Once an amendment is pending, a user can navigate between the current view and the amendment view with editable information. The below steps show how to navigate to the amendment view at the juncture necessary to perform the desired task in this job aid, however a user can explore all aspects of the contract, clicking between “amend contract” and “current view” to navigate between the current contract structure and the pages to make edits.
Step 1: On the Financials homepage, select the Grants tile.
Step 2: The Copy Proposal page will appear. In the Manage Contracts folder, select Define Contract General Info.
Alternate navigation: Customer Contracts tile > Define Contract General Info
Step 3: Enter the Business Unit and the desired Contract ID. For this example, we will use CTR00004063. Click Search.
Step 4: Click the Amend Contract button.
Note: Amendments are numbered. The initial amendment number for the initial contract activation is 0000000000. If the contract has never been amended, the amendment number value will be 0000000001.
Step 5: For this example, we will select Amendment Type Category Scope Change and Reason Other Reason, accept the default Process Date, and click the Save button.
Step 6: Click the Amount Allocation hyperlink.
Step 7:
In the Contract Billing area of the Amendment Billing Allocation tab, you can amend a contract line to adjust the total billing limit of the contract and adjust billing limit for each contract line if necessary.
Enter in the difference between the correct amount and the current amount showing in Total Billing After Adjustment into the Total Billing Adjustment field. An increase reflects as a positive value, a decrease reflects as a negative value. Here, we’ll enter 37,500 to adjust the billing limit to $250,000.
In the Contract Line Pricing area, you establish the maximum amount that can be billed to the project(s) and activity(s) associated to this contract line. The Current Billing Limit amount represents the total allowable amount to be billed to the grantor for the specific contract line.
Here, we’ll enter 250000 into the New Billing Limit field. This value should be the final desired amount, as opposed to the adjustment difference in the previous step. Click the Save button.
Step 8: Click the Limit Check button.
Step 9: Click the OK button for the “Limit check is complete” message.
Step 10: Click the Return to General Information link.
Step 11: On the Amendments tab, click the Detail hyperlink on the amendment line currently pending.
Step 12: In the Process Date field, confirm the date you would like this amendment to the customer contract to be effective. The default value is today’s date. Confirm that the Fixed Billing Allocation and Fixed Revenue Allocation show Complete, then change the Amendment Status from Pending to Ready.
Step 13: Click the Process Amendment button if you’ve set the Process Date to today’s date or earlier. This will run the Amendment Processing engine. Click the Save button. If you’ve set the Process Date to a date in the future, the changes will be applied when that date is reached and the Amendment Processing engine is run.
Step 14: The Amendment Status will show Complete.
Done! You have successfully amended the Billing Limit on a Customer Contract.