Tips:

Finish a Transactional Contract

After routing a transactional contract internally for collaboration, the contract administrator sends it for for external collaboration with the vendor. This may take place in a single or multiple rounds of collaboration. Once collaboration has completed, all contracts must be submitted for approval. The signed contract is then scanned and attached. Transactional contracts are dispatched and marked as "executed". Finally, the contract’s status must be changed to "approved" in order to process requisitions against them.

Contents

Step 1: Find an Existing Document

Step 2: Document Management

  1. Finalize Internal Collaboration
  2. External Collaboration
  3. Submit for Approval
  4. Obtain internal signatures and Dispatch for external signatures
  5. Dispatch, Execute & Mark as Approved

Appendix A: Create an Executive Summary

Appendix B: Review Document Modifications & Versions

Appendix C: Make changes to a document

Step 1: Find an Existing Document

Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > Document Management
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Graphic of Add a Document screen.

1. Click Find an Existing Document.
Graphic of find an exisitng document screen
2. Select a Source Transaction: Purchasing Contracts (transactional). 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 Internal Collaboration

Graphic of Finalize Collaboration screen

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

External Collaboration

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-G, below) or Manual (Click OK, send offline, manually),

B. Select Send as File Type: XML.

C. Select Files to Be Sent options:

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

E. Enter Vendor Contacts information.

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

G. 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

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. You may attach the internally signed contract via Attachments/Related Documents.

Dispatch, Execute & mark as Approved

7. Click Dispatch for external (vendor) signature.

Graphic of Send to Contacts screen

A. Select Delivery Method: Email (follow steps B-G, below) or Manual (click OK, send offline, manually).

B. Select Send as File Type: XML.

C. Select Files to Be Sent options:

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

E. Enter Vendor Contacts information.

F. Ensure that your Attachments – Files and any Related Documents are properly Selected.

G. Click OK.

Graphic of Document Management screen

8. Attach the fully signed contract via Attachments/Related documents.

9. Click Execute Contract.

10. Click Contract ID # link.

Graphic of Document Management screen

11. Set Contract Status to “Approved”.

12. Scroll down and click Save (not shown).

Appendix A: Create Executive Summary

An executive summary may be created as a cover page/tear sheet to accompany the contract for Northwestern and vendor signatures.

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 Create Executive Summary (under Document Management).

Graphic of Executive Summary screen

2. Click Create Executive Summary (under Executive Summary).

Graphic of Create Executive Summary screen

3. Enter Comments.

4. Click OK.

Graphic of Document Management screen

5. Click View Executive Summary.

Appendix B: 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: Purchasing Contracts (transactional). 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 C: Make changes to a document

To make changes to an Executed Contract, click Reset to Dispatch (removes executed status to fix a recent mistake) or Create Amendment (change after the fact).

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

Reset to Dispatch

1. Click Reset to Dispatch.

Graphic of Document Management screen

2. Make changes. As needed, you may select Other Document Actions:

3. Click Redispatch (as needed).

4. Click Execute Contract.

Create Amendment

Click Create Amendment on the Document Management page.

Graphic of Create an Amended Version

1. Select the Amendment Option: Amend Contract Only.

2. Select a Version type: Minor or Major.

3. Enter Comments describing your amendment.

4. Click OK.