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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. Search CT in the Global Search bar
2. Enter a Department Code in the Transaction Dept. field.
3. Enter the Transaction ID
4. Click Search.
5. Select the Transaction ID link to open the Contract to copy.
6. Click the 3 dot menu on the top right of the screen and select Copy.
7. Complete the required fields to copy transaction:
Enter the Transaction Department code
Enter a Transaction Unit if needed.
Enter the Transaction ID prefix (usually the current fiscal year).
Select Auto Numbering checkbox.
Click Copy Transaction.
8. Update if necessary, the following fields under General Information in the Header's tab:
Enter Transaction Name
Transaction Description
Term Template (if applicable).
Click the 3-dot menu and select Load Terms and Conditions
If you select a new Terms Template, select related actions and select Load T and C from the Related Actions menu.
9. Scroll down to the Transaction Default section, and update the following fields:
Shipping Location
Shipping Method
Free On Board
Delivery Date
Delivery Type
Billing Location if necessary.
10. Click Save.
11. Click the 3 dot menu next to the attachments button and select Ship/Bill To Lines.
12. Click Save.
13. Navigate to the Vendor tab.
14. Update the following fields:
Vendor/Customer
Address ID
Vendor Contact ID
If Vendor Contact ID is not available, manually enter the Vendor Contact Name and Vendor Contact Phone Number.
Vendor Contact Name.
15. Click Validate.
16. Navigate to the Commodity Tab
17. For each commodity line, click the carat to expand.
Update the information in the General Line Description field in the General Information and Shipping/Billing sections.
Update the CL Description if necessary.
18. If the commodity Line Type is for an Item, update any of the following fields.
Enter the Quantity.
Select a Purchase Unit.
Enter a Unit Price.
19. If the commodity Line Type is for Service, update the following fields:
Enter a contract amount in the Contract Amount field.
Enter a service date in the Service From and Service To fields.
20. Click the Recalculate Account Lines button
21. On the same commodity line, click the Shipping/Billing section. Update the following fields:
Shipping Location
Shipping Method
Free On Board
Delivery Date
Delivery Type.
Billing Location
22. Click Save.
Repeat for each commodity line.
23. Navigate to the Accounting tab and click the carat on the line item to expand.
24. In the General Information section, update the following fields:
Event Type
Line Description
Line Amount.
25. Select the COA section and update the following fields:
Fund
Department
Unit
Appr Unit
Object
26. Alternatively, if account information was entered via the Account Distribution section, update the data in the General Information and Fund Accounting sections.
Select the Accounting Distribution tab and update the Distribution % field.
Select COA and update:
Fund
Department
Unit
Appr Unit
27. Click the Distribute Accounting Lines button
28. Upload attachments if necessary in the Header tab.
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.
29. Click Validate.
Review and correct any errors.
30. Click Submit.
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