Tips:

Finish an Ad Hoc Contract

If an Ad Hoc contract has been routed internally for collaboration, the contract is then sent for external collaboration with the vendor. This may take place in a single or multiple rounds of collaboration. Once collaboration has completed, all contracts are submitted for approval. Ad Hoc contracts may be attached to the transactional contract for collaboration and signatures.

Contents

Step 1: Find an Existing Document

Step 2: Document Management

  1. Finalize Internal Collaboration (if routed)
  2. External Collaboration (optional, except in CORE)
  3. Submit for Approval
  4. Obtain signatures and Attach & Complete Document

Appendix A: Review Document Modifications & Versions

Appendix B: Attach Related Documents

Step 1: Find an Existing Document

Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > Document Management
Tip: Add to Favorites: Favorites > My Favorites > Add to Favorites > OK

Graphic of Add a Document screen.

1. Click Find an Existing Document.
Graphic of Find an Existing Document screen
2. Select a Source Transaction: Ad Hoc. Enter additional search criteria as needed.
3. Click Search.
4. From the Search Results, click on the Document Keys link of the Contract ID you wish to open. This takes you to the Document Management page.

Step 2: Document Management

Finalize Collaboration (if routed for internal collaboration)

Graphic of Finalize Collaboration screen

1.Once Internal Collaboration has completed, click Finalize Collaboration.

External Collaboration (optional, except in CORE)

Graphic of Document Management screen

2. To send for external collaboration with the vendor, click Send to Contacts.

Graphic of Send to Contacts screen

A. Select Delivery Method: Email (follow steps B-H, below) or Manual (sent offline, manually),

B. Select Send as File Type: XML.

C. Select Files to Be Sent:

D. Enter Subject line (of email).

E. Enter Description (body of email). Provide the vendor with your contact information.

F. Enter Vendor Contacts information.

G. Ensure that your Attachments – Files are properly Selected.

H. Click OK.

Graphic of Check In screen

3. Check in document with vendor’s changes. (or Cancel Check Out if there are no vendor changes).

Submit for Approval

Graphic of Document Management screen

4. Click Submit for Approval. Then click Return to Document Management.

Obtain Signatures, Attach & Complete Document

Graphic of Document Management screen.

5. Obtain internal signatures.

Graphic of Attachments and Related Documents screen

A. Click Upload a Document Attachment File. Browse and Upload your saved file.

B. Click the Allow Email/Dispatch checkbox (as needed, to send this document to the vendor).

C. Enter a descriptive Title for the attachment.

D. To add more details, click the Description tab and enter a Document Description (optional).

E. Click OK.

6. Send to Contacts for external (vendor) signature.

7. Attach the fully signed contract via Attachments/Related Documents.

Appendix A: Review Document Modifications & Versions

Use Document Modification Summary to review a summary of the latest changes between document versions.

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

Graphic of the Add Document screen

1. Click Find an Existing Document.

Graphic of Find an Existing Document screen

2. Select a Source Transaction: Ad Hoc. Enter additional search criteria as needed.
3. Click Search.
4. From the Search Results, click on the Document Keys link of the Contract ID you wish to open. This takes you to the Document Management page.

Graphic of Document Management screen

A. Click Document Modification Summary to compare most recent and earliest document versions side by side.

Graphic of Document Modification Summary

B. Click Document Version History to review document versions, comments and answers to document wizard questions.

Graphic of Document History screen

Appendix B: 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 screen

1. Click Add/Modify 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.