Contract Management

The Contract Management module enables governments to keep track of contracts execution, tasks, documents, payment and closure. It ensures that vendor performance meets contractual commitments. Tasks, payments, milestones, inspection reports approvals can be adapted to government specific needs through the flexible workflow capability built in the system. Workflow also offers alerting functionality to remind civil servants of specific tasks that should be performed.

Contract Management allows for the preparation, review, and execution of contracts. Contracts are created by specifying all the necessary details regarding the contract. After contract creation, the contract is subjected to a number of workflow transitions over its life cycle.

Contract Management includes payment features to manage all aspects of contract payment accounting. Contract settlements can be paid in lump sum or time based figures. Details regarding dates, amounts, sources, and recepients of payments are summarized and attached to the associated contract. Payments are created in the system and held for accounting purposes until completion or cancellation.

Support Entities

Overview

Contract Management Support Entities (Contract Management Module), as well as Other Support Entities and System Parameters (both under the Admin Module) conform the configuration resources for creating and managing contracts.

The optimum order in which the Contract Management parameters should be set up is:

1. System Parameters

For a detailed list of Contract Management System Parameters and its configuration, see System Parameters > Contract Management in the Admin Module.

2. Admin Support Entities

The following parameters required by the Contract Management are located in the Admin Module:

Payment Methods (see Support Entities > Payment)
Funding Source Types (see Support Entities > Founding Sources)
Funding Sources (see Support Entities > Founding Sources)
Projects (see Support Entities > Other Support Entities)
Document Sections (see Support Entities > Other Support Entities > Document Sections)
Contract Types (see Support Entities > Contract > Contract Types)
Guarantee Types (see Support Entities > Other Support Entities > Guarantee Types)

3. Contract Management Support Entities

Establishing the Payment Base and Contract Line Item Type support entities is necessary to proceed with Contract Management. When a Payment Base or Contract Line Item Type is defined and entered into the System, it can be referenced, modified, and applied to Contract Management processes in the future.

Payment Base

The Payment Base outlines the payment details applied to a Contract. The Payment Base may be set to Lump Sum, Time Based, and Other.

Lump Sum - Defines a one-time payment in part or in full.
Time Based - Defines payments over multiple periods as specified.
Other - Defines alternative payment methods as specified.

A created Payment Base will be stored in the System and will be available to be applied to Managed Contracts.

Contract Line Item Types

Contract Line Items are a line of deliverables of a contract. Line Items are the base for contract planning, inspections and control techniques. For this, Line Items must be subdivided or decomposed into a series of Drops or work Items.

A Line Item can refer to a Good, Service, or Work. When creating a Line Item, the Type must be specified.

Good - A tangible commodity as conditioned in the Contract.
Service - An intangible service as conditioned in the Contract.
Work - Operational services providing on behalf of the Contractor.
Other - A Line Item that differentiates from the options above.

When a Line Item is entered into the System, it is later applied to the Managed Contract and their associated processes.

Payment Base

Overview

The Payment Base outlines the payment details applied to a Contract. The Payment Base may be set to Lump Sum, Time Based, and Other.

A created Payment Base will be stored in the System and available to be applied to Managed Contracts.

Navigation

Contract Management ► Support Entities ►Payment Bases

Payment Base screen fields and Tabs

Fields	Description
Id	Unique Identifier for the Payment Base. It is auto-generated by the System.
Active	If true, the Payment Base can be used in Contract transactions. If false, the Payment Base cannot be used anymore and it would be there for reference purposes.
Payment Base Type	Values are Lump Sum, Time Base, or Other.
Unit Of Measure	Defines in which the Payment Base is measured.
Language	Language used.
Name	Name of the Payment Base.
Description	Description or instruction(s) related with the Payment Base.

Contract Line Item Type

Overview

Contract Line Items are the line of deliverables of a Contract. Line Items are the base for Contract Planning, inspections and control techniques. For this, Line Items must be subdivided or decomposed into a series of Drops or Work Items.

A Line Item can refer to a Good, Service, Work, or Other. When creating a Line Item, the Type must be specified.When a Line Item is entered into the System, it is later applied to Contract and their associated processes.

Navigation

Contract Management ► Support Entities ►Contract Line Item Types

The Contract Line Item Type screen fields and Tabs

Field	Description
Id	Unique auto-generated identifier for the Line Item Type.
Type	Line Item Type may be: Good, service, Work, or Other.
Maximum Advance	Maximum Percentage of allowed amounts for Payment Advances on Line Items (i.e., for 20% enter 20 into field).
Maximum Retention	Maximum Percentage of allowed amounts for Payment Retentions on Line Items (i.e., for 30% enter 30 into field).
Language	Language Used.
Name	Name of the Line Item Type.

Managed Contracts

Overview

A Contract is planned with detailed activities / tasks, milestones and resources. A clearly and unambiguously structured Contract detail definition ensures successful planning, monitoring, and control. The purpose of this functionality is to ensure that Government acquisitions are executed efficiently, on time, and within budget.

General information surrounding the Managed Contract is necessary to effectively carry out all contract management processes.Contracts often require a number of Attachment files to be included.

Navigation

Contract Management ► Managed Contracts

Managed Contracts screen fields and Tabs

Fields	Description
Code	Unique alphanumeric Identifier for the Contract, (i) Manujally entered by the user, or (ii) System auto-generated using a Customized Algorithm, depending on the value of the Generate Managed Contract ID parameter (see details in System Parameters > Contract Management in the Admin Module).
Workflow Status	The default value is 'In Preparation'. This is workflow related and can have these possible values: ‘Approval Requested', 'Approved', 'Closed', 'In Execution' and 'Cancelled'.
Reference Number	Refers to an internal number of the Contract used by the user.
Contract Source	User must be able to select 'Original' or 'Amendment' from the Drop Down List.Original' by default
Issue Date	System Date automatically issued at the beginning of Contract registry.
Start Date	Date in which the Contract begins to be valid.
End Date	Last date that the Contract is valid.
Contract Currency	Currency which will be used for all the Contract amounts and transactions. It should be the Original Currency of the Contract or the Domestic Currency of the client.
Contract	Reference from/to the Base Contract.
Contract Type	The Contract Type associated to a Contract. For example: Consulting Services, Goods and Services, Small Works, etc.
Payment Base	Reference to the Payment Base of the Contract such as Lump Sum, Time Base, etc.
Vendor	Reference to the contracted Vendor.
Institution	The Institution Unit that contracts the Vendor.
Contract Manager	Employee in charge of the communications related to the Contract. This Employee must belong to the Institution.
Inspection Manager	Employee in charge of performing Physical Inspections. This Employee must belong to the Institution.
Document	Reference to the Procurement Document to which this Contract is associated.
Original Currency	Original Currency of the Contract. Default value is the Domestic Currency of the client.
Institution Signing Date	Date when the Institution signs the Contract.
Vendor Signing Date	Date when the Vendor signs the Contract.
Total Amount	Total amount of the Contract.
Taxes Amount	Total amount of Contract Taxes.
Other Charges Amount	Total amount related with Other Charges of the Contract.
Net Total Amount	This attribute is calculated automatically by the System with the following formula: Contract Total Amount – Taxes Amount – Other Charges Amount.
Original Total Amount	Total amount of the Contract in its original currency.
Physical Current Progress	Current Physical Progress of the Contract which is updated depending on Line Items Physical Progresses.
Payment Current Progress	Current Payment Progress of the Contract which is updated depending on Line Items Payment Progresses.
Language	Language Used.
Abbreviation	Provide the short form of the Contract.
Description	Short Description of the Contract.
Reason For Cancelling	The user must explain the reasons behind the cancelling of a Contract. It is mandatory when the contract reaches the Cancelled status.
Reason For EarlyClosure	The user must explain th reasons behind an early closure of the Contract.
Initial Execution Fiscal Year	Filter criteria to filter the report by Initial Execution Fiscal Year.

Line Item

Overview

Since Managed Contracts can cover multiple years, Contract Planning must be done through Line Item Drops. Drops allow planning Contract deliverables in different fiscal years by registering drops with delivery dates in different fiscal years.

Each Drop can be associated with one or more Goods/Services Receive Notes (GSRN) which is registered in the Assets and Inventory System. Also, each Drop can have associated one or more Inspections. With these GSRN and Inspections, Contract Management System can validate Drops Receptions, Acceptances, and Payments.

Drops have a status which reflects the different stages of the Drop flow. Setting Drops as Received status depends on Drop Physical Current Progress must be equal to 100%.

Drop status of Acceptance is a requirement to authorize Contract Payments. However, the complete behavior of Drop Change Status is defined in Drop Workflow Configuration.

When a Drop (or Work Item) is finished, the public employee should officially receive that Drop registering this action in the system. Only is possible to receive drops for contracts with status equal to In Execution.

Navigation

Contract Management ► Contract Line Item Drops

Line Item screen fields and Tabs

Field	Description
Managed Contract	Managed Contract related to the Line Item Drop.
Line Item	Line Item associated with the Managed Contract, the list of Line Items to select from will be generated based on the Managed Contract.
Drop ID	Unique automatically generated identifier for the Drop
Delivery Date	Delivery Date of the Line Item Drop, last day for receiving the goods, services or works
Status	Status of the Status Line Item Drop, may be: Planned, Ready for Execution, In Execution, Received, Approval for Acceptance Requested, Accepted, or Cancelled
Fiscal Year	Fiscal Year of the Line Item Drop
Amount	Monetary Amount of the Line Item Drop
Prorated Cost	Prorated Cost of the Line Item Amount. Automatically calculated with the following formula: Drop Amount/Line Item Amount.
Quantity	Quantity of items for the drop
Current Physical Progress	Percentage representing the current physical progress/reception of the Drop. Progression ranges from 0% to 100%.
Current Payment Progress	Current progress of the payment for the Line Item Drop.
Language	Language used to register information
Abbreviation	Short name given for the Line Item Drop
Description	Short Description of the Line Item Drop.
Comments	Any comments or related information about the Line Item Drop
Inspection Tab	Collection of one or many Physical Inspections for the drop. Inspections include advances or percentages of progress of each Drop (or Work Item).
Receive Return Note Detail Tab	Collection of one or more Receive Note Details related with this Drop.

Guarantee

Overview

Contracts may be created with stipulated guarantees. Details surrounding a Guarantee will be entered and attached to a Contract. Guarantee Types include: Advance Payment Bond and Performance Bond.

Guarantee screen fields and Tabs

Fieds	Description
Reference Number	Reference Number of the Guarantee.
Guarantee Type	Reference to the Guarantee Type such as Bid Bond, Advance Payment Bond, Performance Bond, etc.
Status	Possible values: Active, In Use, or Expired. The default value is Active. This attribute is manually entered by the user, but it can be automatically updated by the System.
End Date	Date when the Guarantee Period ends.
Maximum Amount	Represents the Maximum Guaranteed Amount. This attribute must be entered in the currency of the Contract in the Managed Contract screen. The System must show the currency symbol in the screen.
Language	Language used.
Abbreviation	Short form of the Guarantee.
Description	Brief description of the Guarantee.
Comments	Brief comments related to the Guarantee.

Attachments

Overview

System allows to attach files to support the guarantee process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Guarantee Coding Block

Overview

This entity contains the collection of Coding Blocks used in Guarantee entity used for Contracts. It is a collection because Coding Blocks are registered per Fiscal Year and Contracts can be multi-year.

Guarantee Coding Block screen fields

Field	Description
Fiscal Year	Fiscal Year which the Coding Block is active
Coding Block	Ledger Coding Block. This Coding Block it is used in FA to register the Guarantee. Search function to the COA Group with attribute ‘Budget Execution’ equal to ‘True’.

Final Assembled Attachment

Overview

Managed Contracts supports attaching documents to a Contract. The Final Assembled Attachment is a collection of attached files to a particular Contract. When a Final Assembled Attachment is under Original status, the user can add, change, or remove files from the collection of attachments. So long as the Contract status has not been set to In Execution and the Final Assembled Attachment status is set to Original, modifications can be made to the collection of Attachments.

After the Contract has been set to In Execution, the Final Assembled Attachment can only be changed through Amendments. When a file Attachment has been removed from the collection of Final Assembled Attachments, the file will have Removed status. When a new file is attached, it will hold New status. When a file Attachment is updated, the old version will remain with Replaced status and the new version will have Replacement status.

Final Assembled Attachment screen fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Order	Defines the order of how the attached file should be assembled or printed.
Status	This field can have the following values: Original, New, Replaced, Replacement, and Removed. The default value will be Original.
Language	Language used.
Title	Name of the Attachment.
Description	Description of the Attachment.
Date Time	Defines the Date and Time of the Attachment.
User	Represents the user who uploaded the Attachment
Attachment language	Language of the document.

Contract Section

Overview

Each Contract can have a collection of one or many Sections related, including the order of such Sections. Such information will be inherited from the Contract Type selected, however the user can change the order, discard some Sections and add more Sections from the catalogue.

Field	Description
Order	The order number will be inherited from the Contract Type; however the user can change it. The System will ensure that no two sections within the same Contract have the same number.
Inherited	Defines whether the Contract Section was inherited or not.
Completed	This value is false (unchecked) by default. Every time, the user changes this value to true (checked). The System will record the time stamp in the field Completion Date. If the user changes this value to false (unchecked), in order to make changes, the System will assign blank to the field Completion Date.
Document Section	Reference to the Section Catalogue.
Completion Date	Automatically populated by the System with the date and time when the Completed field changes its value to true (checked).This field is visible to the user. The default value will be blank.

Managed Contract Requirement

Overview

The Contract can have zero or more Vendor Validation Rules which can be used as requirements of the contract. Also, additional requirements can be defined as Contract Sections.

Vendor Validation Rules may already exist as part of the Procurement Document for FreeBalance customers using (PEM) Public Expenditures Management, or (PEGP) Public Electronic Government Procurement.

Managed Contract Requirement screen fields

Fields	Description
Vendor Rule	The validation rules or requirements that Vendors must comply to sign a Contract. It represents the criteria set up to manage the Vendors of the contracts.

Contract Funding Source

Overview

One or more Funding Sources can be associated with a Contract, for instance: Donators, Financial Organizations, Government, etc.

Contract Founding Source screen fields

Fields	Description
Funding Source	Reference to the Funding Source base entity such as Federal Government, World Bank, International Monetary Fund, etc.
Amount	Amount given by the Funding Source organization for the Contract. This attribute must be entered in the currency of the Contract. The System will show the Currency symbol in the screen. The sum of amounts of all the Funding Sources must be less or equal to the Total Amount in the referenced Contract. The attribute is not mandatory because some Funding Sources could provide materials, products, etc. not necessarily money.
Language	Language used.
Funding Detail	Provides details of the Funding. For example, details of the materials, products, or any other Funding Source. This attribute is mandatory if the Amount field is empty.

Create a Managed Contract based on a Base Contract

Overview

Creating a new Managed Contract may be based on a previous Base Contract existing in the system. Most of the Base Contracts are associated with assets contracts; for instance, contracts surrounding maintenance or leasing of an asset. Within the system, only Base Contracts can be associated to Asset Items.

This process will start when creating a new Managed Contract. If a valid 'Document' is selected when creating a new Managed Contract, the system automatically will copy the information from the existing Base Contract to the current Managed Contract. Changes to any of the copied values may be made.

An existing Base Contract only can be referred once. When the referred Base Contract, the system must validate this condition.

To CREATE a Managed Contract based on a Base Contract, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon (you will then be in Insert Mode).

2. Find the Base Contract you want to base a Managed Contract on.

Click on the Look up Icon located next to the Document Field. .
Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Contracts, leave all fields blank.
Click Find .

3. Select the Base Contract you want to base a Managed Contract on.

Note: An existing Base Contract can only generate one Managed Contract.

Note: The system will automatically copy the information from the existing Base Contract to the current Managed Contract.

4. If required, Enter Managed Contract Fields with an asterisk , which are mandatory fields that must be filled in.

5. Make necessary Modification to the new Managed Contract, refer to Modify a Managed Contract for more information.

Note: Modifications can be made on any value copied from a Base Contract.

6. Click on the Save icon at the bottom of the Managed Contracts page to save your new Managed Contract information. A window will appear to confirm.

Create a Base Contract based on a Managed Contract

Overview

Creating a new Base Contract may be based on a previous Managed Contract existing in the system. Most of the Base Contracts are associated with assets contracts; for instance, contracts surrounding maintenance or leasing of an asset. Within the system, only Base Contracts can be associated to Assets.

This process will start when creating a new Managed Contract by clicking the 'Create Base Contract' icon. This button only will appear after the Managed Contract has been created and if the Managed Contract is not associated with an existing Base Contract. When a Base Contract is created, the system will save the new Base Contract with the information saved in the existing Managed Contract.

An existing Managed Contract can generate only one Base Contract. The button 'Generate Base Contract' only will be enabled if the existing Managed Contract hasn't generated a Base Contract until that moment.

To CREATE a Base Contract based on a Managed Contract, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Managed Contract you want to base a Base Contract on.

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Managed Contracts, leave all fields blank.
Click Find .

2. Select the Managed Contract you want to base a Base Contract on.

Note: An existing Managed Contract can only generate one Base Contract.

3. Select the Create a Base Contract Button at the bottom of the Managed Contract Screen.

Note: The Create a Base Contract Button will appear only after the Managed Contract has been created and if the Managed Contract is not associated with an existing Base Contract.

4. The system will display the following confirmation message.

5. Click Okay to Confirm the Creation of a Base Contract based on this Managed Contract or click Cancel to cancel the creation of a Base Contract based on this Managed Contract.

Note: If the user confirmed the action, attributes will be copied from the Managed Contract to the Base Contract.

Note: If the process is successful the system will assign a Contract ID for a Base Contract, which will appear on in the Contract field of the Managed Contract screen.

6. Click the Update Icon at the bottom of the screen to save your new Base Contract.

7. The following message will be displayed to the user indicating the process was successful, select Okay.

Workflow Transitions for Managed Contracts

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Overview

The Managed Contracts screen contains the general information for a Managed Contract. Managed Contracts have a specific workflow that enables a managed contract to move from the In Preparation stage to the Closed stage. Illustrated below is the Managed Contracts Workflow:

The following workflow transitions are manual. Listed below is the list of Manual Workflow Transitions illustrated above. This table indicates the transition name, previous status required, and the next status of a managed contract.

Manual Workflow Transition
Transition Name	Previous Status	Next Status
Prepare Contract (enter information)	None	In Preparation
Request for Approval	In Preparation	Approval Requested
Approve	Approval Requested	Approved
Reject	Approval Requested	In Preparation
Cancel	In Preparation, Approval Requested, In Execution	Cancelled
Start Execution	Approved	In Execution
Close	In Execution	Closed

Request Approval for a Managed Contract

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Overview

In order to approve a Contract, all mandatory information in Managed Contract entity and Line Item entity is required. This means, all the information for an Approved Contract is located in these both entities.

Before approving, users can add additionally Contract information such as Drops, Planned Inspections, Planned Payments, etc. but they are optional in that moment. Also, this additional information can be added after Contract approving. A Contract in Approval Requested status is available to be set to Approved status.

To REQUEST APPROVAL for a Managed Contract, follow the steps below:

Find the Managed Contract which you would like to change status to Approval Requested (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Request Approval for a Managed Contract, the Managed Contract status must be Created.

Note: Once approval is requested, changes to the Managed Contract are no longer permitted.

Note: After approval is requested the next step for the Managed Contract maybe: Approved or Rejected by Supervisor, or Cancelled (refer to Workflow Transitions for Managed Contracts for more information).

Select the Managed Contract you would like to Request Approval for.
Select Request Approval from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. If necessary, add a description in the Step Note field in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the transition.
Upon clicking the Finish icon a window will be displayed confirming the Managed Contract Workflow Transition was executed:

To verify that the Managed Contract status is set to Approval Requested

Open the Managed Contract screen and check that the Status field is set to Approval Requested:

Approve a Managed Contract

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Overview

In order to Approve a Contract, all mandatory information in Managed Contract entity and Line Item entity is required. All the information for an approved Contract is located in both the Managed Contract and Line Item.

Before approving, users can add additionally Contract information such as Drops, Planned Inspections and Planned Payments. Additional information can be added after Contract approving.

An Approved Contract is available to be set to In Execution status, where its conditions will take effect.

To APPROVE an Approval Request for a Managed Contract, follow the steps below:

To OPEN a Managed Contract you wish to Approve, follow the steps below:

Note: By default, users defined to approve Managed Contracts will receive an Internal Message. The System automatically generates this internal message because another user has Requested Approval to a Managed Contract:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Managed Contract you wish to Approve.

Or, you can navigate to the module and search for the Managed Contract you wish to Approve. To do this Go to Step 3 below.

Find the Managed Contract which you would like to change status to Approved (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Approve a Managed Contract, its status must be Approval Requested.

Note: Once Managed Contract request for approval is Approved, no further modifications can be made to a Contract (refer to Workflow Transitions for Managed Contracts for more information).

Select Approve from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Managed Contract Workflow Transition was executed:

To verify that the Managed Contract status is set to Approved

Open the Contract Contract screen and check that the Status field is set to Approved:

Start Executing a Managed Contract

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Overview

The Managed Contracts screen contains the general information for a Managed Contract. A contract can be set to In Execution from the Approved status by a user with the proper authority. Also, a Contract may not reach the In Execution status unless all Contract Planning information consisting of: Line Items, Drops, Planned Inspections, and Planned Payments are entered. Refer to Contract Planning Validation for more information.

To Set a Contract as IN EXECUTION, follow the steps below:

To OPEN a Contract you wish to set as In Execution, follow the steps below:

Note: By default, users defined to oversee setting Contracts In Execution will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Contract you wish to Set to In Execution.

Or, you can navigate to the module and search for the Contract you wish to set to In Execution. To do this Go to Step 3 below.

Find the Contract which you would like to change status to In Execution (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Set a contract as In Execution, Contract status must be Approved.

Note: Once Managed Contract is In Execution, the next Status for the Managed Contract may be Closed or Cancelled refer to Workflow Transitions for Managed Contracts for more information.

Select Start Execution from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the transition.

Upon clicking the Finish icon a window will be displayed confirming the Contract Workflow Transition was executed.

Click Ok on the Workflow Transition Executed window. The Contract status is now set to In Execution.

Close a Managed Contract

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Overview

Contract Closure process changes the Contract Status to Closed. Refer to Contract Closure Conditions for more Information.

To CLOSE a Contract, follow the steps below:

1. OPEN the Contract you wish to Close.

Note: By default, users defined to close Contracts will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Managed Contract you wish to Close.

Or, you can navigate to the module and search for the Managed Contract you wish to Close. To do this, go to Step 3 below.

Find the Managed Contract which you would like to change status to Closed (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Close a Contract, Contract status must be In Execution.

Note: For a Contract, Closed is the last status (refer to Workflow Transitions for Managed Contracts for more information).

Select Close from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Contract Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Contract status is now set Closed:

Contract Closure Conditions

Contract Closure process changes the Contract Status to Closed (refer to Workflow Transitions for Managed Contracts for more information).

In order to Change Contract Status to Closed, Contract must accomplish with the following conditions:

Contract current status must be equal to In Execution (refer to Start Executing a Contract for more information).
Contract End Date must have been reached (refer to Managed Contract for more information).
Contract Physical Current Progress must be equal to 100% (refer to Managed Contract for more information).
If parameter Validate Payment against Drops is equal to true, then Contract Payment Current Progress must be equal to 100% (refer to Contract Management System Parameters for more information).
All the Line Items which belong to the Contract must have status equal to Accepted (refer to Line Item for more information).
All the Payments which belong to the Contract must have status equal to Approved (refer Approve a Normal Payment or Approve an Advance Payment for more information).
No Payment Retention(s) with attribute Payment Retention Active equal to true (Non-Active Retention(s)) (refer to Contract Payment Retention for more information).

For Early Termination of a Contract, the Contract must accomplish the following conditions:

Contract current status must be equal to In Execution (refer to Start Executing a Contract for more information).
A group of Line Items which belong to the Contract must have status equal to Accepted and the rest of Line Items must have status equal to Cancelled (refer to Line Item and Contract Line Item Drops for more information).
A group of Payments which belong to the Contract must have status equal to Approved and the rest of Payments must have status equal to Cancelled (refer to Workflow Transitions for Normal Payments or Workflow Transitions for Advance Payments for more information).
No Payment Retention(s) with attribute Payment Retention Active equal to true (Non-Active Retention(s)) (refer to Contract Payment Retention for more information).
In the case of an Early Termination, the System will prompt users to enter Reasons for Early Closure.

Cancel a Managed Contract

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A Contract can be Cancelled from the In Preparation, Approval Requested, or In Execution status. When a user cancels a Contract a Reason(s) for Cancelling must be explained. The conditions of a Cancelled Contract no longer take effect.

To CANCEL a Contract, follow the steps below:

OPEN the Contract you wish to Cancel.

Note: By default, users defined to close Contracts will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Managed Contract you wish to Cancel.

Or, you can navigate to the module and search for the Managed Contract you wish to Cancel. To do this, go to Step 3 below.

Find the Managed Contract which you would like to change status to Canceled (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Cancel a Contract, Contract status may be: In Preparation, Approval Requested, and In Execution (refer to Workflow Transitions for Managed Contracts for more information).

Note: Once Cancelled the System will allow the creation of a new contract with the same Procurement Document and Vendor.

Select Cancel from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Contract Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Contract status is now set Cancelled:

Reject a Managed Contract

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Rejecting a Contract will prevent it from being included in the System as Approved. The conditions of a Rejected Contract do not take effect.

To REJECT an Approval Request for a Managed Contract, follow the steps below:

OPEN the Contract you wish to Reject.

Note: By default, users with authority to Reject a Contract will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Managed Contract you wish to Reject.

Or, you can navigate to the module and search for the Managed Contract you wish to Reject. To do this, go to Step 3 below.

Find the Contract which you would like to change status to Rejected (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Reject a Managed Contract, Managed Contract status must be Approval Requested.

Note: Once Contract has been Rejected, the Contract status will change to In Preparation (refer to Workflow Transitions for Managed Contracts for more information).

Select Reject from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Managed Contract Workflow Transition was executed:

Click OK on the Workflow Transition Executed window. The Managed Contract status is now set back to In Preparation:

Planning a Contract

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To PLAN a Managed Contract, follow the steps below:

Find the Managed Contract you would like to Plan (see details in Searching for Records or Elements in the APPENDIX).
Click on the Managed Contract you want to Plan.
Select Line Item tab at the bottom of the Managed Contract screen.
Note: Once a Contract is selected the System will automatically load a selectable list of the Line Items.

To add Drops, refer to the Create a Contract Line Item Drop instructions.
To add Inspections, refer to the Create a Contract Inspection instructions.

Note: Once Line Items, Line Item Drops, and Inspections information has been entered the Managed Contract screen will display this information in View Mode.

Click on the Update icon at the bottom of the Managed Contract screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm:

Contract Line Item Drops

Overview

Since Managed Contracts can cover multiple years, Contract Planning must be done through Line Item Drops. Drops allow planning Contract deliverables in different fiscal years simply by registering drops with delivery dates in different fiscal years.

Each Drop can be associated with one or more Goods/Services Receive Notes (GSRN) which are registered in the Assets and Inventory System. Also, each Drop can have associated one or more Inspections. With these GSRN and Inspections, Contract Management System can validate Drops Receptions, Acceptances, and Payments.

Drops have a status which reflects the different stages of the Drop flow. Setting Drops as Received status depends on Drop Physical Current Progress must be equal to 100%.

Drop status of Acceptance is a requirement to authorize Contract Payments. However, the complete behavior of Drop Change Status is defined in Drop Workflow Configuration.

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Contract Management►Contract Line Item Drops

Contract Line Item Drops screen fields

Fields	Description
Managed Contract	Managed Contract Name and ID.
Line Item	A Line Item is a list of deliverables associated with the Managed Contract.
Drop Id	Unique auto-generated identifier for the Drop.
Workflow Status	Possible values are Planned, Ready for execution,Cancelled, Paid, In Execution, Received. Default value is Planned.
Delivery Date	Last day for receieving the goods, services or works.
Fiscal Year	Associated and Current Fiscal Year.
Amount	Drop Amount.
Prorated Cost	Prorated Cost of the Line Item Amount. System calculated with the following formula: Drop Amount/Line amount.
Purchase Order	Reference to a Purchase Order entered in Financials.
Purchase Order Item	Reference to a Purchase Order Item in Financials.
Purchase Order Item Drop	Unique auto-generated identifier for a Purchase Order Item Drop.
Quantity	Quantity of items the drop will handle.
Current Physical Progress	Percentage representing the current physical progress/reception of the Drop. Progression ranges from 0% to 100%.
Current Payment Progress	Current progress of the payment for the Line Item Drop.
Language	Language Used.
Abbreviation	Short name given for the Line Item Drop.
Description	Short Description of the Line Item Drop.
Comments	Any comment of the user about the Line Item Drop.
Purchase Order ID	Signifies the purchase order id
Purchase Order Item Drop ID	Signifies the purchase order item drop id
Purchase Order Item Drop	Signifies the purchase order drop

Contract Inspection

Overview

Inspections are an important control tool within Contract Management. Physical Inspections will be performed on Inspection Dates, although more inspections could be executed as necessary. Inspections can be scheduled and alerts will be sent when applicable. The System will send notifications to Managers ahead of time to make them aware that an Inspection needs to be performed.

Inspections can be entered in two stages:During the Contract Planning, or when Physical Inspection were completed.

Inspections include advances or percentages of progress of each Drop (or Work Item). Therefore, a Drop can have one or several Inspections. Inspections allow registering Contract physical progress for any type of Contract (Goods, Services, or Works). For Contracts of Goods, Inspections can be seen as receptions.

The Inspector must register the collected information during the Physical Inspection for a specific Drop (or Work Item) within Contracts with status equal to In Execution and Drop with valid status or status equal to Ready for Execution.

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Contract Management ►Contract Inspection

Contract Inspection screen Fields

Fields	Description
Managed Contract	Managed Contract ID.
Line Item	A Line Item can refer to a Good, Service, or Work.
Line Drop	Collection of 0 or more Drops which are part of the Line item.
Inspection ID	Unique auto-generated identifier for the Inspection.
Workflow Status	This attribute can be: Planned, Expired, Completed, or Cancelled. Default value is Planned.
Planned Date	Planned Date for the Inspection.
Inspection Date	Date when the Inspection was completed.
Inspector Responsible	Employee who is responsible for the Physical Inspection.
Drop Physical Current Progress	Percentage representing the current physical progress of the Drop (Good, Service, or Work). Ex. For 20% input 20 in the field.
Comments	Any comment of the user about the Inspection (when it is planned or completed).
Quantity Received	The quantity received as recorded
Institution	The institution related to the contract.

Register a Complete Inspection

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Overview

When Information regarding the Inspection is saved, the System will automatically change the Inspection Status to Completed. Once the Inspection status is Completed, the System automatically updates the following attributes: Drop Physical Current Progress, Line Item Physical Current Progress, and Contract Physical Current Progress.

Once the Contract Inspection Status is Completed, the following attributes are automatically updated:

For Updates to Drop Physical Current Progress:

Note: This attribute will be updated only if Mandatory Goods/Services Receive Notes is false. If Mandatory Goods/Services Receive Notes is true, the Drop Physical Current Progress will be updated through the Goods/Services Receive Note (GSRN) process (refer to Mandatory Goods/Services Receive Notes for more information).

As a Drop can have one or more Inspections, the Drop Physical Current Progress will be automatically updated by with the value of the latest completed Inspection registered.
The latest completed Inspection will be determined with the latest value of the Inspection Date, which is taken from the Inspection Entity (refer to Contract Inspection for more information).

For Updates to Line Item Physical Current Progress:

This attribute is automatically updated by the System with the following formula: Sum of (Drop Prorated Cost of Total * Drop Physical Current Progress) for valid Drops belonging to the Line Item (see Contract Line Item Drops for more information).

For Updates to Contract Physical Current Progress:

This attribute is automatically updated by the System with the following formula: Sum of (Line Item Prorated Cost of Total * Line Item Physical Current Progress) for valid Line Items belonging the Contract (see Managed Contract for more information).

Contract Payment Retention

Overview

The System will identify and present payments already made and future payments to be honored by the government to a Vendor or Service Provider on a government sanctioned Contract based on the contractual requirements. For example, if the Project life cycle runs for a period of 18 months and the related Contract calls for payments to be made on three installments. The application captures this information displaying the Payment sums and related Dates along with all pertinent Project information and details.

Payments can be planned and scheduled according to Contract details. Payment authorization can be done after receiving the invoice from the Vendor, having the Good/Service/Work received and accepted; Inspection (or assessment report when applicable) and the Payment is according to the Payment schedule.

The System controls Payment Advances and Payment Retentions with maximum limits according to different items or activities within the Contract.

Retentions have an ending period during which Contract Payments are retained. This is used to ensure the proper Good, Service, or Work is provided.

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Contract Management ► Contract Payment Retention

Payment Retention screen Fields

Field	Description
ID	Unique identifier for the Payment Retention
Active	If true, Retention is active and the System must take it into account in order to complete Payments. If false, Retention is inactive because its period ends or the user change this attribute manually to false. Default value is true.
Managed Contract	Contract ID.
Line Item	A Payment Retention must be referenced to only one Line Item (or Activity) of the Contract.
Document Number	Reference number of the approval document or related document.
Document Date	Reference date of the approval document or related document.
Creation Date	Date when the Retention is created. System auto-generated.
End Date	Date when the Retention period ends.
Percentage	The percentage of amount of payment to retain.This is not a mandatory field. If value is entered, the amount field is updated based on the Percentage value. If not entered by the user, its calculated by the system, based on the value entered in the amount field.
Amount	Dollar amount of Line Item.
Current Retained Amount	Amount of Payment currently retained.
Employee Responsible	Employee who already recorded the Payment Retention. This attribute is automatically generated by the System.
Language	Language Used.
Description	Brief Description of Line Item Drop.

Advance Payment

Overview

Payment Advances are handled in a similar manner as Normal Planned Payments. Unlike Normal Planned Payments, Payment Advances have a registry. Contract Management facilitates the planing of Payment Advances. The System also supports the registration of Payment Advances at the time the advance needs to be paid.

Each Payment Advance is associated with a Line Item of the Contract. This enables the System to validate maximum Payment Advances amounts, because every Line Item allows defining a maximum limit for a better control within the Public Institution. This feature allows the manipulation of different maximum limits depending on the Line Item. For example: 10% as maximum limit for the Line Item Software but 20% for the Line Item Hardware.

Contract Payments include: Planned Payments, Payment Advances, and Payments already completed.

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Contract Management►Advance Payment

Advance Payment screen field

Field	Description
Id	Unique identifier for the Advance Payment
Workflow Status	Payment Status possible values are: Planned, Completed, Approval Requested, Approved, Cancelled. Default value is Planned.
Payment Type	Payment Type may be: Normal Payment or Payment Advance.
Planned Date	Planned date for Payment.
Document Date	Date of the Vendor document/invoice or reference date of the approval document.
Managed Contract	Contains contract and information such as: Payment Amount, Line Item, Payment Details, etc.
Line Item	A Payment Advance must be referenced to a Line Item / Activity of the contract.This attribute is used in order to the system can validate maximum payment advances amounts, such maximum amounts are defined in Line Item entity.
Current Deducted Amount	Amount of payment advance currently deducted in one or several payments made after this advance.This is read-only and automatically calculated by the system.
Offset Code	Used to associate all the costs related a particular Contract Payment. This attribute is mandatory for any Payment when it is completed.
Treasury Bank Account	Bank account used for the Payment.
Percentage	The percentage of amount of payment.This is not a mandatory field. If value is entered, the amount field is updated based on the Percentage value. If not entered by the user, its calculated by the system, based on the value entered in the amount field.
Amount	Payment Amount of the Contract. Amount is in the same currency as the Contract.
Document Number	Number of the Vendor document/invoice or reference number of the approval document.
Payment Responsible	Employee who is responsible for a Payment.
Payment Method	Payment Method such as: Cash, Check, Transfer, etc.
Funding Source	Funding Source for Payment. For example; Donations, Government, etc.
Final Amount	Final Payment Amount = Original Payment Amount - Deductions + Exchange Rate Conversion. Final amount is a monetary value in the domestic currency of the client.
Language	Language used.
Comments	Any comment from the user about the Payment.

Normal Payment

Overview

The System will identify and present Payments already made and future Payments to be honored by the government to a Vendor or Service Provider on a government sanctioned Contract based on the contractual requirements. For example, if the Project life cycle runs for a period of 18 months and the related Contract calls for Payments to be made on three installments. The application captures this information displaying the Payment sums and related dates along with all pertinent Project information and details.

The System controls Payment Advances and Payment Retentions with maximum limits according to different items or activities within the Contract.

Payment Tracking of Contracts are available based on Planned Payments and Payments already made.

This screen contains the collection of Contract Payments. It includes Planned Payments, Payment Advances, and Completed Payments.

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Contract Management►Normal Payment

Normal Payment screen fields

Field	Description
Id	Unique identifier for the Payment
Workflow Status	Payment Status possible values are: Planned, Completed, Approval Requested, Approved, Cancelled. Default value is Planned.
Payment Type	Payment Type may be: Normal Payment or Payment Advance.
Planned Date	Planned date for Payment.
Document Date	Date of the Vendor document/invoice or reference date of the approval document.
Managed Contract	Contains contract and information such as: Payment Amount, Line Item, Payment Details, etc.
Offset Code	Used to associate all the costs related a particular Contract Payment. This attribute is mandatory for any Payment when it is completed.
Treasury Bank Account	Bank account used for the Payment.
Amount	Payment Amount of the Contract. Amount is in the same currency as the Contract.
Deductions Amount by Payment Advance	Amount corresponding to deductions because of Payment Advances made previously. This amount is System auto-generated.
Deductions Amount by Payment Retention	Amount corresponding to Deductions because of active Payment Retentions. This amount is System auto-generated.
Payment Retention	The value in this attribute is to be selected at the time of creating Normal payment against the Payment Retention.
Document Number	Number of the Vendor document/invoice or reference number of the approval document.
Payment Responsible	Employee who is responsible for a Payment.
Payment Method	Payment Method such as: Cash, Check, Transfer, etc.
Funding Source	Funding Source for Payment. For example; Donations, Government, etc.
Final Amount	Final Payment Amount = Original Payment Amount - Deductions + Exchange Rate Conversion. Final amount is a monetary value in the domestic currency of the client.
Language	Language used.
Comments	Any comment from the user about the Payment.

Payment Detail

Overview

Each payment can be detailed into a collection of sub-payments each one associated with a Drop.

Also each Payment Detail has a paid amount. This is necessary because a same Drop can be paid in different Payments according to its current Physical Progress in the Payment moment. The sum of amounts of all Payment Details will be the same to the Payment Amount to which they belong.

Payment Detail screen fields

Field	Description
Amount	Amount corresponding to the Payment Detail.
Line Item	Line Item to which the Payment is corresponding.
Drop	Drop associated to the specific Line Item.
Deduction Amount by Advance	Specific deduction from Payment Amount relating to Advance Payment.
Deduction Amount by Retention	Specific deduction from Payment Amount relating to Payment Retentions.
Language	Language Used.
Comments	Brief Description of Payment detail.

Drops and Payments Association

During the registration of Planned Payments and/or Payment Advances one or more Drops can be associated with a Payment through the Payment Detail screen (refer to Payment Detail for more information).

The association between Drops and Payments is established in the Payment Detail screen. When a Payment Detail is created, the Line Item and Drop information must be entered (refer to Create a Payment Detail for more information).

When Associating Drops and Payments:

One or more Drops may be associated with a single Payment.
A Drop may be included in several Payments, in order to pay different Drop progresses or cover different Drops in a single Payment.
A Payment can include Drops of different Line Items (or Activities) of a Contract.

The Association between Payments and Drops is illustrated below:

Validation and Business Rules for Drops and Payment Association

The Validation of Valid Drops Status for Association with Payments is executed by the System through the Validate Payments Against Drops parameter (refer to Contract Management System Parameters for more information).

IF Validate Payments Against Drops is true:
- The System will validate each Payment (amounts and status) against associated Drops. The System will validate the association between Drops and Payments.
IF Validate Payments Against Drops is false:
- The System will not validate any association between Payments and Drops.

When a Payment is planned (see Create a Normal Payment for more information. Please note that Create an Advance Payment is identical to Create a Normal Payment) the user can associate one or more Drops with the Payment through the Payment Detail screen (refer to Payment Detail for more information). The associated Drops can have any status EXCEPT Cancelled (refer to Contract Line Item Drops for more information).

When a Payment is Completed (refer to Complete/Make a Normal Payment for more information. Please note that Complete/Make an Advance Payment is identical to Complete/Make a Normal Payment):

IF Payment Type is Normal Payment:
- All associated Drops must have at least the status In Execution (or Received, Approval Requested or Accepted). At any of the stages mentioned the Drop Amount and other Drop attributes cannot be changed anymore (refer to Workflow Transition for Contract Line Item Drops for more information).
IF Payment Type is Payment Advance:
- The associated Drops can have any status EXCEPT Cancelled (refer to Workflow Transition for Contract Line Item Drops for more information.

Payment Amounts against Drops Amounts

The validation of Payments against Drops is executed by the System. This validation only applies if the Validate Payments Against Drops Parameter is true and if the Payment Type is a Normal Payment (refer to Contract Management System Parameters for more information).

The Payment Amount is validated when the Payment is detailed, this occurs when the Payment is associated with one or more Drops (refer to Payment Detail for more information).

Once a Normal Payment is Detailed the System will perform the following three validations:

Note: All three validations below must occur in order to for the System to Register the Payment.

The System will validate the Current Physical Progress:

The Payment Detail Amount cannot be greater than Drop Amount multiplied by the Current Physical Drop Progress, the Formula used is: Payment Detail Amount <= (Drop Amount * Drop Physical Current Progress). Refer to Payment Detail and Contract Line Item Drops for more information.

Note: The Physical Drop Progress depends of Goods/Services Receive Notes (GSRN) or Inspections if GSRN are not utilized. (Refer Updating Drop Progress through GSRN (Goods/Services Receive Notes) or Register a Complete Inspection for more information).

Note: The System will do this validation when Payment is COMPLETED (refer to Complete/Make a Normal Payment or Complete/Make an Advance Payment for more information).

The System will validate the Maximum Tolerance: Maximum Tolerance for Payment Amounts is a System Parameter (refer to Contract Management System Parameters for more information).

The Payment Detail Amount (refer to Payment Detail) cannot be greater than Drop Amount (refer to Contract Line Item Drops) according to the Current Physical Progress/Delivery plus Maximum Tolerance.

Note: This validation only applies for partial Payment and is performed twice, when a Payment is Planned and Completed (see Workflow Transitions for Normal Payments).

The System will validate the Amount Currently Paid: This validation includes Payments that are already made to a Drop. The System Sums: the amounts (refer to Payment Detail) of all the Payments already made (Payment status equal to Approved). This Sum plus amount of the present Payment cannot be greater than Drop Amount (refer to Contract Line Item Drops for more information).

Workflow Transitions for Payments

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Overview

The Payment screen contains the collection of Contract Payments. It includes Planned Payments, Payment Advances, and Payments already completed. Payments have a specific workflow that enables a Drop to move from the Planned to the Approved stage. Illustrated below is the Payments Workflow:

The following workflow transitions are manual transitions. Below is a table with the Manual Workflow Transitions illustrated above. This table indicates the transition name, transition type, previous status required, and the next status of a Payment:

Transition Name	Transition Type	Previous Status	Next Status
Prepare Payment (enter information)	Manual	None	Planned
Complete or Make Payment	Manual	Planned	Completed
Request for Approval	Manual	Completed	Approval Requested
Approve	Manual	Approval Requested	Approved
Reject	Manual	Approval Requested	Completed
Cancel	Manual	Planned, Completed, or Approval Requested	Cancelled

Complete/Make a Payment

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Overview

Completing a Payment to a Vendor involves changing the status of a Payment from Planned to Completed. This process can be done by a user with the appropriate authority.

When an authorized user completes a Payment, the System will show a screen in which the following information is required: Document Number, Payment Method, Comments, and Comments (in Payment Details). Within the same screen, the System will calculate and show the Final Payment Amount.

The System will show the following Contract attributes: Payment Amount, Deduction Amount by Payment Advances, Deduction Amount by Payment Retention(s), Payment Detail Amount and Final Payment Amount.

The System will execute the following Validations:

Valid Drops Status for Association with Payments
Payment Amounts against Contract Amount
Payment Detail Amounts against its Payment Amount
Payment Amounts against Drops Amounts

To COMPLETE/MAKE a Payment, follow the steps below:

1. OPEN the Payment you wish to set as Completed.

Note: By default, users defined to oversee setting Payment to Completed will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Payment you wish to set to Completed.

Or, you can navigate to the module and search for the Payment you wish to set to Completed. To do this, go to Step 3 below.

Find the Payment which you would like to change status to Completed (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to set a Payment as Completed, the previous Payment status must be set to Planned.

Note: Once the Payment is set to Completed, the next status for the Payment may be Approval Requested or Canceled (refer to Workflow Transitions for Payments for more information).

Select Completed from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Payment Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Payment status is now set to Completed:

Request Approval for a Payment

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Overview

To REQUEST APPROVAL for a Payment, follow the steps below:

Find the Payment which you would like to change the status to Approval Requested (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Request Approval for a Payment, the previous Payment status must be set to Completed.

Note: Once Approval is Requested, changes to Payments are no longer permitted.

Note: After Approval is Requested, the next status for the Payment maybe set to Approved or Cancelled (refer to Workflow Transitions for Payments for more information).

Select the Payment you would like to Request for Approval.
Select Request Approval from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. If necessary, add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Payment Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Payment status is now set to Approval Requested:

Approve a Payment

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Overview

Approving a Payment involves changing the Payment status from Completed to Approved. Once the Payment status change to Approved is completed, the System will update Payment Progress for all the Drops involved in the Payment (refer to Update of Payment Progress process for more information).

If the Financial Accounting System Installed parameter is set to true, the System will associate a financial transaction (expense voucher) to the FreeBalance Financial Accounting System (refer to Contract Management System Parameters for more information).

To APPROVE an Approval Request for a Payment, follow the steps below:

Note: By default, users defined to oversee setting Payment to Approve will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Payment you wish to set to Completed.

Or, you can navigate to the module and search for the Payment you wish to set to Completed. To do this, go to Step 3 below.

Find the Payment which you would like to change the status to Approved (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Approve a Payment, the previous Payment status must be set to Approval Requested.

Note: Once the Payment Request for Approval is Approved, no further modifications can be made to a Payment (refer to Workflow Transitions for Normal Payments for more information).

Select Approve from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Payment Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Payment status is now set to Approved:

Update of Payment Progress

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Overview

Upon approval of a Payment, the Drops involved in the Payment are updated according to their Payment Progress (refer to Approve a Normal Payment for more information). The Updated Payment Progress information will be used by the System to track Payments.

The following attributes, relating to the Contract Payment Progress, will be automatically Updated:

Drop Payment Current Progress: As a Drop may be paid through several Payments, the following formula is used: Drop Payment Current Progress = Sum of (Payment Detail Amount / Drop Amount).

Note: The Sum of Payment Detail Amount will include Approved Payments which include the Drop (refer to Contract Line Item Drops for more information).

Line Item Payment Current Progress: Is updated by the System with the following formula: Line Item Payment Current Progress = Drop Prorated Cost of Total * Drop Payment Current Progress.

Note: The Line Item Payment Current Progress includes Drops that belong to the Line Item (refer Line Item for more information).

Contract Payment Current Progress: Is updated by the System with the following formula: Contract Payment Current Progress = Sum of (Line Item Prorated Cost of Total * Line Item Payment Current Progress).

Note: The Contract Payment Current Progress formula uses all the Line Items belonging to a Contract (refer to Managed Contract for more information).

Reject a Payment

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Overview

To REJECT an Approval Request for a Payment, follow the steps below:

1. OPEN the Payment you wish to Reject.

Note: By default, users with authority to Reject a Payment will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Payment you wish to Reject.

Or, you can navigate to the module and search for the Payment you wish to Reject. To do this, go to Step 3 below.

Find the Payment which you would like to change the status to Rejected (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Reject a Payment, the previous Payment status must be set to Approval Requested.

Note: Once the Payment has been Rejected, the Payment status will change back to Completed (refer to Workflow Transitions for Normal Payments for more information).

Select Reject from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Payment Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Payment status is now changed back to Completed:

Cancel a Payment

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Overview

To CANCEL a Payment, follow the steps below:

1. OPEN the Payment you wish to Cancel.

Note: By default, users defined to close a Payment will receive an Internal Message:

Open the message by selecting it; this will open a new window:

Select the Lookup icon on the new window to locate the Payment you wish to Cancel.

Or, you can navigate to the module and search for the Payment you wish to Cancel. To do this, go to Step 3 below.

Find the Payment which you would like to change the status to Cancelled (see details in Searching for Records or Elements in the APPENDIX).

Note: In order to Cancel a Payment, the previous Payment status must be set to Planned, Completed, or Approval Requested (refer to Workflow Transitions for Payments for more information).

Select Cancel from the drop down list in the Transition field:

A Transition window will be displayed confirming the Transition. Add a description in the Step Note in the Transition window:

Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
Upon clicking the Finish icon a window will be displayed confirming the Payment Workflow Transition was executed:

Click Ok on the Workflow Transition Executed window. The Payment status is now set to Cancelled:

Select and Integrate a Contract with Procurement Documents

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Overview

The Managed Contract screen contains the general information for a Managed Contract. The Managed Contract screen may also contain information regarding a Procurement Document, when a Procurement Document is integrated with a Contract. However, the Procurement Document status must be Closed Awarded in order to select and integrate with a Contract.

The System will automatically copy all the Awarded Items and Item Drops of Vendor. The information is copied from the FreeBalance Procurement Module into the FreeBalance Contract Management Module. Any copied information can be modified as required.

To Select a Procurement Document for a Managed Contract, follow the steps below:

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see the list of all Managed Contracts, leave all fields blank, and click on the Find icon (see details in Searching for Records or Elements in the APPENDIX).
Select the Managed Contract you wish to add a Procurement Document to.
Select the Document you wish to Integrate with a Contract:

Click on the Lookup icon beside Document field, and then click on the Find icon to retrieve the Document list.
Select the Document you wish to Integrate with a Contract (refer to Create a Managed Contract for more information).

Note: Procurement Document status must be Closed Awarded in order to select and integrate with a Contract.

Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm:

Contract Management Reports

Overview

This section shows the different Reports available in the Contract Management module. For each Report, the Output is first presented, and then the procedure for generating the Report is made available

Contract Listing Report

Overview

This report shows a List of Contracts each one with contract information such as ID, Short Description, Type, Vendor, Start Date, End Date, Status, Total Amount, Physical Current Progress, and Payment Current Progress.

Some additional filters are available such as Contract Status, Institution, Vendor, Contract Type, Funding Source, Project, Fiscal Year, and Start Date Period.

Sort criteria by any column are possible.

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Contract Management ► Contract Management Reports ►Contract Listing Report

Definition Of Report Fields

Field	Description
Institution	If selected, the report will include the selected Institution unit and all Institutions below the selected unit
Vendor	Name of Vendor.
Contract Type	Contract Type. Ex: Big Works, Goods, Services, etc.
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year.
Start Date From	Start date of the Contract.
Start Date To	Filter criteria to filter the report by Start Date.
Contract Status	Filter criteria to filter the report by Contract Status.
Comments	Users can give additional comments on the report.
Sort	Criteria determining how the report information will be sorted are selected from the field

Contracts Summary by Institution Report

Overview

This report shows a list of Institutions each one with summary information of its Contracts such as Contracts Quantity, Total Amounts, and Already Paid Amount, etc

Navigation

Contract Management ► Contract Management Reports ► Contracts Summary by Institution Report

Contract Line Item Drop screen fields and Tab

Field	Description
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Start Date From	Filter criteria to filter the report by Start Date From
Start Date To	Filter criteria to filter the report by Start Date To
Contract Status	Filter criteria to filter the report by Contract Status
Comment	Additional comments to be added to output report
Amounts Rounding	Filter criteria to filter the report by Amounts Rounding
Sort By	Filter criteria to sort the report by the selected criteria
Id	Filter criteria to sort the report by Id
Funding Source Tab	Filter criteria to filter the report by Funding Source
Project Tab	Filter criteria to filter the report by Project

Contracts Summary by Institution Unit Report

Overview

This Report shows a List of Institutions Units which belong to the same Institution. The Report shows each Institution Unit with summary information of its Contracts such as Contract Quantity, Total Amount, and Already Paid Amount.

Navigation

Contract Management ► Contract Management Reports ► Contracts Summary by Institution Unit Report

Contracts Summary by Institution Unit Report screen fields and Tab

Field	Description
Institution	Filter criteria to filter the report by Institution
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Start Date	Filter criteria to filter the report by Start
Contract Status	Filter criteria to filter the report by Contract Status
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria
Institution Id	Filter criteria to sort the report by Institution Id
Funding Source Tab	Filter criteria to filter the report by Funding Source
Project Tab	Filter criteria to filter the report by Project

Contracts Summary by Vendor Report

Overview

This report shows a list of Vendors each one with summary information of its Contracts such as Contracts Quantity, Total Amounts, and Already Paid Amount

Navigation

Contract Management ► Contract Management Reports ► Contracts Summary by Vendor Report

Contracts Summary by Vendor Report screen fields and Tab

Field	Description
Institution	Filter criteria to filter the report by Institution
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Start Date	Filter criteria to filter the report by Start
Contract Status	Filter criteria to filter the report by Contract Status
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria
Institution Id	Filter criteria to sort the report by Institution Id
Funding Source Tab	Filter criteria to filter the report by Funding Source
Project Tab	Filter criteria to filter the report by Project

Contracts Summary By Funding Source Report

Overview

This Report shows a List of Funding Sources, each one with Contract summary information such as Total Planned Amount, Contracts Quantity, Contracts Total Amount, etc.

Navigation

Contract Management ► Contract Management Reports ► Contracts Summary by Funding Source Report

Contracts Summary by Institution Unit Report screen fields and Tab

Field	Description
Institution	Filter criteria to filter the report by Institution
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Start Date	Filter criteria to filter the report by Start
Contract Status	Filter criteria to filter the report by Contract Status
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria
Funding Source	Filter criteria to filter the report by Funding Source
Project	Filter criteria to filter the report by Project
Rounding Option	Filter criteria to filter the report by Rounding Option.

Cash Outflow Projection Report

Overview

This report provides month-wise breakdown of planned, actual and balance of the payments during a fiscal year for each managed contract under the Institution. The report displays grouping level by Institution in which it summarizes planned, actual and balance of the payments information of the managed contracts against vendors for each specific Institution.

Navigation

Contract Management ► Contract Management Reports ► Cash Outflow Projection Report

Cash Outflow Projection Report screen Fields

Field	Description
Fiscal Year	Fiscal year used as filter criteria.
Comment	Users can add comments for future reference.
Institution	Institute to be selected along with fiscal year for filtering records.

Contract Payment Follow Up Report Labels

Overview

The Contract Payment Follow Up Report Labels Report shows payment information of contracts line items and drops.

A screenshot of the Tracking of Contacts Report feature is available here. Image is shown as reference material; position and names for labels, fields, and buttons are subject to the parameter, rendering control configuration and installed the revision.

Users access the report from within the menu through this navigation path: Contract Management ► Contract Management Reports ► Tracking of Contracts.

Filters

The following table lists and describes all filter for the Contract Payment Follow Up Report Labels Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Contract ID	This field refers to id of managed contract for the report.

Visible Fields

A sample of the Contract Payment Follow Up Report Labels Report output is available here. The following table lists and describes all visible fields for the Contract Payment Follow Up Report Labels Report, in their default order. Note that some fields depend on system parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Contract	This section of the report shows details of the selected contract in the report filter.
Line Item Detail	The Line Item Detail section shows the details of the contract line item.
Drop ID	The Drop Id section contains details of the drops related to the contract line item.
Payment Details	Payment Detail section shows the payment details related to the drops.

Buttons

The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Contract Payment Follow Up Report Labels.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.
	This button allows users to generate the report as ODT.
	This button allows users to generate the report as ODS.

Contracts Summary by Project Report

Overview

This report shows a list of Projects each one with summary information of their Contracts such as Contracts Quantity, Contracts Total Amount, and Already Paid Contracts Amount

Navigation

Contract Management ►Contract Management Reports ►Contracts Summary by Project Report

Contracts Summary by Project Report screen fields and Tab

Field	Description
Institution	Filter criteria to filter the report by Institution
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Start Date	Filter criteria to filter the report by Start
Contract Status	Filter criteria to filter the report by Contract Status
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria
Funding Source Tab	Filter criteria to filter the report by Funding Source

Planned Payments By Fiscal Period Report

Overview

This report generates information about the planned contract payments during a year (fiscal periods) for each managed contract and institution. It also displays the total of amount corresponding to the planned contract payments for each fiscal period during a fiscal year.

Navigation

Contract Management ► Contract Management Reports ► Planned Payments By Fiscal Period Report.

Planned Payments By Fiscal Period Report Fields

Field	Description
Fiscal Year	Fiscal Year to which Planned Contract Payment relates, to be selected from dropdown box.
Institution	Related Institution to be selected from lookup button.
Comments	Comment on the report to be entered by users in this field.
Sort By: Institution	Sorting of report by Institution either in Ascending Order or Descending Order is done from Upward or downward button.
Sort By: Managed Contract	Sorting of report by Managed Contract either in Ascending Order or Descending Order is done from Upward or downward button.

Planned Versus Actual Payments By Fiscal Period Report

Overview

This report shows information about the planned and actual contract payments during a year (fiscal periods) for each managed contract and institution.

A screenshot of the Planned Versus Actual Payments By Fiscal Period Report is available here. Image is shown as reference material; position and names for labels, fields, and buttons are subject to the parameter, rendering control configuration and installed the revision.

Users access the report from within the menu through this navigation path: Contract Management ► Contract Management Reports ► Planned Versus Actual Payments By Fiscal Period Report.

Filters

The following table lists and describes all filter for the Monthly Report of Non-Tax Revenue Collections Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	The field refers to the fiscal year for the report.
Institution	This field allows users to select an institution to see a report for a specific institution.
Comment	The field allows users to add a custom comment to the generated report.
Sort By	This feature allows users to sort the report data by Institution, Managed Contract, Institution Description, and Managed Contract Description.

Visible Fields

A sample of the Planned Versus Actual Payments By Fiscal Period Report output is available here. The following table lists and describes all visible fields for the Planned Versus Actual Payments By Fiscal Period Report, in their default order. Note that some fields depend on system parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
ID	It refers to Managed Contract id.
Description	It shows a short description of the respective Managed Contract.
Payment Type	It shows the contract payment type planned or actual.
Fiscal Periods	This is a summary of the fiscal period column for the managed contracts belonging to the Institutions. The amount for different fiscal periods shows in their respective column of the fiscal period.
Total	This column shows the sum of all fiscal period column amounts.

Buttons

Button Image	Description
	This button allows users to generate the report as HTML.
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as MS Word.
	This button allows users to generate the report as ODT.
	This button allows users to generate the report as ODS.

Contract General Information Report

Overview

This Report shows general information for a Contract, such as ID, Reference Number, Short Description, etc.

Navigation

Contract Management ► Contract Management Reports ► Contract General Information Report

Contract General Information Report screen field and Tab

Field	Description
Contract	Filter criteria to filter the report by Contract.

Contract Line Items Report

Overview

This Report shows the List of Line Items or Activities within a Contract

Navigation

Contract Management ► Contract Management Reports ► Contract Line Items Report

Contract Line Items Report screen fields and Tab

Field	Description
Contract	Filter criteria to filter the report by Contract
Line Item Status	Filter criteria to filter the report by Line Item Status
Line Item Type	Filter criteria to filter the report by Line Item Type
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria

Contract Drops Report

Overview

This Report shows the List of Drops or Work Items within a Contract.

Navigation

Contract Management ► Contract Management Reports ► Contracts Drops Report

Contracts Drops Report screen fields and Tab

Field	Description
Contract	Filter criteria to filter the report by Contract
Line Item	Filter criteria to filter the report by Line Item
Status	Filter criteria to filter the report by Status.
Comments	Additional comments to be added to output reports
Sort By	Filter criteria to sort the report by the selected criteria
Delivery Date From	Filter criteria to filter the report by Delivery Date From
Delivery Date To	Filter criteria to filter the report by Delivery Date To

Contract Inspections Report

Overview

This Report shows the List of Physical Inspections within a Contract. Each Physical Inspection with the following information: Inspection ID, Inspection Status, Planned Date, Inspection Date, Drop Physical Progress, Line Item ID to which belongs, Drop ID to which belongs, Inspector Responsible, and Comments.

Some additional filters are available such as Inspection Status, Planned Date Period, Inspection Date Period, Drop, and Line Item.

Navigation

Contract Management ► Contract Management Reports ► Contract Inspection Report

Contract Inspection Report screen fields and Tab

Fields	Description
Contract	Filter criteria to filter the report by Contract.
Line Item	Filter criteria to filter the report by Line Item.
Line Item Drop	Filter criteria to filter the report by Line Item
Inspection Status	Filter criteria to filter the report by Inspection Status
Comments	Additional comments to be added to output reports.
Planned From Date	Filter criteria to filter the report by Planned From Date.
Planned To Date:	Filter criteria to filter the report by Planned To Date.
Inspection From Date	Filter criteria to filter the report by Inspection From Date.
Inspection To Date	Filter criteria to filter the report by Inspection To Date
Sort By	Filter criteria to sort the report by the selected criteria
Inspection Id	Filter criteria to sort the report by Inspection Id.

Contract Payments Report

Overview

This report shows a list of Payments including Normal Planned Payments and Payment Advances within a Contract.

Navigation

Contract Management ► Contract Management Reports ► Contract Payments Report

Contract Payments Report screen fields

Field	Description
Contract	Filter criteria to filter the report by Contract
Payment Status	Filter criteria to filter the report by Payment Status
Planned Date From	Filter criteria to filter the report by Planned Date From
Planned Date To	Filter criteria to filter the report by Planned Date To
Payment Date From	Filter criteria to filter the report by Payment Date From
Payment Date To	Filter criteria to filter the report by Payment Date To
Payment Type:	Filter criteria to filter the report by Payment Type
Funding Source	Filter criteria to filter the report by Funding Source
Payment Method	Filter criteria to filter the report by Payment Method
Comments	Additional comments to be added to output reports
Payment Details	Filter criteria to filter the report by Payment Details.
Sort By	Filter criteria to sort the report by the selected criteria
Payment Id	Filter criteria to sort the report by Payment Id.

Contract Payment Detail Report

Overview

This Report shows the detailed information of a Payment, such as; ID, Type, Status, Planned Date, Payment Date, etc. The report also contains Payment Detail information; a list of payment details associated with the payment. Each Payment Detail is associated with a Drop of the Contract.

Navigation

Contract Management ► Contract Management Reports ► Contract Payment Detail Report

Contract Payment Detail Report screen fields

Field	Description
Payment	Filter criteria to filter the report by Payment

Contract Payment Retentions Report

Overview

This Report shows a List of Payment Retentions within a Contract

Navigation

Contract Management ► Contract Management Reports ► Contract Payment Retentions Report

Contract Payment Retentions Report screen fields

Fields	Description
Contract	Filter criteria to filter the report by Contract.
Line Item	Filter criteria to filter the report by Line Item
End Date From:	Filter criteria to filter the report by End Date From
End Date To	Filter criteria to filter the report by End Date To.
Status	Filter criteria to filter the report by Status.
Comments	Additional comments to be added to output reports.
Sort By	Filter criteria to sort the report by the selected criteria
Payment Retention Id	Filter criteria to sort the report by Payment Retention Id

Payment Summary by Contract Report

Overview

This Report shows a List of Contracts each one with summary information of their Payments such as Contract Total Amount, Planned Payments Amount, Already Paid Amount, etc

Navigation

Contract Management ► Contract Management Reports ► Payment Summary by Contract Report

Payment Summary by Contract Report screen fields

Field	Description
Institution	Filter criteria to filter the report by Institution
Vendor	Filter criteria to filter the report by Vendor
Contract Type	Filter criteria to filter the report by Contract Type
Initial Execution Fiscal Year	Filter criteria to filter the report by Fiscal Year
Contract Status	Filter criteria to filter the report by Contract Status
Comments	Additional comments to be added to output reports
From date	Filter criteria to filter the report by Start Date From
To Date	Filter criteria to filter the report by Start Date To
Sort By	Filter criteria to sort the report by the selected criteria
Funding Source Tab	Filter criteria to filter the report by Funding Source
Project Tab	Filter criteria to filter the report by Project

Contract Physical Tracking Report

Overview

This Report shows the current situation of Physical Progress of a Contract. It includes Line Items, Drops, and Inspections each one with percentage of progress based on Physical Inspections or Receptions

Navigation

Contract Management ► Contract Management Reports ► Contract Physical Tracking Report

Contract Physical Tracking Report screen fields

Fields	Description
Contract	Filter criteria to filter the report by Contract ID

Contract Payment Tracking Report

Overview

This Report shows the current situation of Payment progress in a Contract. It includes Line Items, Drops, and Payments each one with amounts and percentages of progress based on completed Payments

Navigation

Contract Management ► Contract Management Reports ► Contract Payment Tracking Report

Contract Payment Tracking Report screen fields

Fields	Description
Contract	Filter criteria to filter the report by Contract ID

Contract Complete Tracking Report

Overview

This Report shows the current situation of Physical and Payment Progress in a Contract. It includes Line Items and Drops each one with amounts and percentages of progress based on Physical Inspections and completed Payments.

Navigation

Contract Management ► Contract Management Reports ► Contract Complete Tracking Report

Contract Complete Tracking Report screen fields

Fields	Description
Contract	Filter criteria to filter the report by Contract ID