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Home > Procurement > Job Aids > Copying an Existing Contract (CT)
Process
This job aid describes steps to copy an existing Contract (CT).
1. Enter CT in the Global Search bar and click the Magnifying Glass/Search icon.
2. Search for the Contract transaction.
Enter a Department Code in the Dept. field.
Enter the Transaction ID in the ID field.
Select Search.
3. Select the ID link to open the Contract to copy.
4. Select Copy.
Enter the target transaction’s department code in the Transaction Department Code field.
Enter a Transaction Unit Code if needed.
Enter the Transaction ID prefix into the Transaction ID field (usually the current fiscal year).
Select Auto Numbering checkbox.
Click the 3-dot menu, located at the top far right of the screen
Select Copy Transaction.
5. Update if necessary the following fields on the General Information tab in the Header section.
Enter Transaction Name, Transaction Description, and Term Template (if applicable).
If you select a new Terms Template, select related actions and select Load T and C from the Related Actions menu.
6. In the Transaction Default section, update the Shipping Location, Shipping Method, Free On Board, Delivery Date, Delivery Type, and Billing Location if necessary. fields in the Transaction section in the Header section.
Select Related Actions.
Select Ship/Bill To Lines.
Select Save.
7. Update fields on the Vendor tab.
Update Vendor/Customer, Address ID, Vendor Contact ID, and Vendor Contact Name.
If Vendor Contact ID is not available, manually enter the Vendor Contact Name and Vendor Contact Phone Number.
Select Validate.
8. In the Commodity Tab, update the data in the General Information and Shipping/Billing tabs. Completed for each commodity line,
Update the CL Description if necessary.
9. If the commodity Line Type is for an Item, update any of the following fields.
Enter a quantity in the Quantity field.
Select a Purchase Unit.
Enter a Unit Price.
10. If the commodity Line Type is for Service, update any of the following fields.
Enter a contract amount in the Contract Amount field.
Enter a service date in the Service From and Service To fields.
11. Select Recalculate Accounting Lines from the tab level Related Actions menu.
12. With the same commodity line selected, select the Shipping/Billing section.
Update Shipping Location, Billing Location, Shipping Method, Free On Board, Delivery Date, and Delivery Type.
Select Save.
Repeat updating for each commodity line in turn.
13.Update fields In the Accounting Tab, in the General Information Section
Select Accounting.
In the General Information section, update the Event Type, Line Description, and Line Amount.
14. Select the COA section in the Accounting tab.
Update the Fund, Department, Unit, Appr Unit, and Object.
b. Select Validate
15. Alternatively, if account information was entered via the Account Distribution section, update the data in the General Information and Fund Accounting sections.
Select Accounting Distribution.
Update the Distribution % field.
Select COA.
Update the Fund, Department, Unit, and Appr Unit.
Select Validate and Save.
Select Distribute Accounting Lines.
16. Upload attachments if necessary.
Select File.
Select Attachments
Select Upload and Browse.
Navigate to a file and select Open.
Set Attachment Type to Standard.
Select Upload.
Select Return to Document.
17. Select Validate. Review and correct any errors, then click Submit.
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