Tips:

Create a Transactional Contract

Contract Administrators can create transactional contracts for the purchase of goods and services. Transactional Contracts include the vendor ID, expiration/renewal dates, and maximum dollar amounts (to prevent overspending). The contract is built by answering questions in a document wizard. Contracts are routed for collaboration with colleagues to get their feedback. If edits are made (to clauses), they will be reviewed by central offices. Alternatively, a vendor-supplied contract may be used (when needed).

Contents

Step 1: Contract Entry

Step 2: Create Document

Step 3: Document Management

Alternative: Create a Transactional Contract Using Vendor-Supplied Documentation

Appendix A: Set Up Thresholds & Notifications

Appendix B: Set Up Default Collaborators

Appendix C: Attach Related Documents

Step 1: Contract Entry

Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > Contract Entry > Add a New Value tab
Tip: Add to Favorites: Favorites > My Favorites > Add to Favorites > OK

Graphic of Add a New Value tab

1. Click Add. Do not change SetID, ContractID, or Contract Process Option fields.
Graphic of Contract Entry screen
2. Enter the NetID of the Contract Administrator/Buyer (yourself or another user).

3. Select the vendor by clicking the Vendor Search link. A vendor must have an active profile in NUFinancials before a contract can be created. Add or modify a vendor as needed.
Graphic of Vendor Search.

A. Enter search criteria (do not press enter), click Search, and review Search Results.
B. Increase the number of Max Rows and click Search again (as needed).
C. Click the View All link (as needed).
D. To view an address, click the Set checkbox on a line.
E. Click the Address link.
F. Click OK to return to the search results.
G. Select the vendor for this contract by clicking the Set checkbox and then clicking OK.

4. Enter the contract’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks. This does not have to be an event’s starting date.

5. Enter the contract’s Expire Date. This should be the event’s date or later. Requisitions cannot be created/PO changed after this date. Payments are not affected by a contract’s expiration date.
6. Enter the Renewal Date of the contract (as needed). This must be 30-90 days before the Expire Date (or longer, as needed).
7. Enter the Vendor Contract Reference number (when a contract is provided by the vendor or a master agreement exists between the university and the vendor, see Preferred Vendors).
8. Enter a meaningful Description (30 characters max., required). Consult with your department for any naming conventions to use.
9. Enter a Maximum Amount to set a budget cap and prevent exceeding that amount (required). All contracts $25,000 and higher will need to be reviewed and approved by Procurement and Payment Services before being signed.  An SSJ or BD-1 must be attached..
10. Under Contract Categories – Lines – Details tab, click the magnifying glass and select a purchasing Category (required). These are the same categories as used in requisitions.

11. Click Save. Your Contract ID number is assigned at the top of the page.

Important Note!

12. To set up email notifications (recommended), click Thresholds & Notifications.
13. Click Add a Document. This takes you to the Create Document page.

Step 2: Create Document

Graphic of Create Document.

This step continues from the Contract set-up page.

  1. Select a Document Type. For a description of Document Types, see Supplier Contract Management. If you are using a vendor supplied contract, select the Document Type “UNIV Vendor Paper w/Executive Summary”.
  2. Enter the NetID of the contract’s Sponsor (proponent/negotiator, yourself or another user). They will be assigned as a collaborator on this contract.
  3. Enter the Department ID (from chart string) to be associated with this contract. It does not have to match the chartstring that will be used in the requisition/purchase order.
  4. Click Create Document. This opens the document wizard questions.

Wizard Execute – Document Creator

A. Answer all Questions in the Question Groups. Your answers will be used to populate the contract with pre-approved clauses.
B. Click Next after completing a Question Group.
C. When all questions have been answered, click Finish. This takes you to the Document Management page. If you receive a “Generation Error Log” message, contact PPS for assistance.

Step 3: Document Management

Graphic of Document Management.

1. Click View Document (read only) or Edit Document (make changes).

A. Open the XML document in Word (2007 or later, not IE plugin).
B. To edit the document, create a Contract folder on your desktop and save the file there. Do not change the file name!
C. After editing, click Check In (or Cancel Check Out if you have not made edits).
D. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
E. Enter Check In Comments.
F. Click OK.
G. Browse and Upload your saved file.
• The file name must exactly match the document you downloaded for editing.
• Changing any clauses will send the contract to Office of General Counsel for approval.
• “Checking In” a document does not automatically delete the file you saved to your computer.
• Manually delete an old file before saving a new version.

2. Click Route Internally. This takes you to the Internal Contacts / Collaborators page.

Graphic of Internal Contacts/Collaborators page.

A. Enter User NetID of the NUFinancials user you want to collaborate on this contract. The Sponsor will automatically be included as a collaborator. You may wish to Set Up Default Collaborators in advance.
B. Select which users can be a Collaborator (view only) and Can Edit During Collaboration (as needed).
C. Click + plus to add additional users (as needed).
D. Enter Collaboration Instructions.
E. Click Route Internally. Collaborators are notified via system email and their NUFinancials Worklist.

Alternative: Create a Transactional Contract Using Vendor-Supplied Documentation

Alternatively, use this process to create a Transactional Contract using vendor-supplied documentation (vendor paper).
First, complete Step 1: Contract Entry and Step 2: Create Document.

Alt. Step 3: Document Management

Graphic of Document Management

1. Click Attachments/Related Documents.

Graphic of Attachments and Related Documents

A. Click Upload Document Attachment File.
B. Browse and Upload your saved file.
C. Click the Allow Email/Dispatch checkbox.
D. Enter a descriptive Title for the attachment.
E. To add more details, click the Description tab and enter a Document Description (optional).
F. Click OK.

2. Click Route Internally. This takes you to the Internal Contacts / Collaborators page. Follow Internal Contacts / Collaborators as shown under Document Management.

Appendix A: Set Up Thresholds & Notifications

You can elect to receive an email notification when you are nearing an expiration/renewal date or amount spent by setting up Thresholds & Notifications.
1. On the Contract Entry page, click the Thresholds & Notifications link.

Graphic of Thresholds & Notifications page

2. Click Send Date/Amount Notifications.
3. Click Expand All.
4. Enter number of days to be notified before the Expiration Date (as needed).
5. Enter number of days to be notified before the Renewal Date (as needed). Approval date is not being used.
6. Enter Amount or Percent of maximum spent to trigger notification (as needed). Threshold notification amount is not being used.
7. Select Notification Type: Expiration, Renewal, or Maximum Amount.
8. Enter the NUFinancials User ID (NetID) of the person to be notified.
9. Click + plus to add a row (as needed).
10. Click OK.

Appendix B: Set Up Default Collaborators

Set up a default list of colleagues you want to collaborate on your contracts.
Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > My Document Preferences

Graphic of My Document Preferences

1. Enter the User NetID of a collaborator.
2. Select which users can be a Collaborator (view only) and Can Edit During Collaboration (as needed).
3. Click + plus to add additional users (as needed).
4. Click Save. Role Level View Access is not being used.

 

Appendix C: Attach Related Documents

You may wish to attach related documents related to the contract. This could include agreements, forms, or other Ad Hoc documents.

Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > Document Management > Find an Existing Value > Select Document Keys/Contract ID

Graphic of Document Management page

1. Click Attachments/Related Documents.

Grpahic of Attachments and Related Documents screen.

2. Upload a Document Attachment File - attach a document

3. Related Documents - attach an existing Ad Hoc document

4. Click OK.