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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:

1. 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).

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

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

5. Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the transition.
6. 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:

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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:

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

2. 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.

3. 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).

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

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

6. Click on the Finish icon to complete the Transition transaction, or click the Discard icon to abort the Transition.
7. 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:

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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:

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

2. 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.

3. 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.

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

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

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

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

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

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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:

2. 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.

3. 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).

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

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

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

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

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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:

1. 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:

2. 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.

3. 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. 

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

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

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

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

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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:

1. 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:

2. 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.

3. 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).

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

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

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

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