Creating a Contract From a Requisition (RQS)
Process
This job aid describes the process of creating a Contract from a Requisition.
1. Enter RQS in the Global Search field
2. Search for the Requisition Transaction.
Enter a Department Code in the Transaction Dept field.
Enter the Transaction ID in the ID field.
Enter additional search criteria as needed to narrow your search.
Unit, Create User ID, Create Date, etc.
Select Search.
Select the Transaction ID link to open the RQS.
3. Copy forward into a Contract.
Select Copy Forward from the 3-Dot Menu.
Select the target transaction's code, CT- Create Contract.
Enter a department code in the Transaction Department Code field.
Enter a Unit Code if needed.
Enter the Transaction ID prefix into the Transaction ID field (usually the current fiscal year).
Select the Auto Numbering check box.
Select Ok.
4. Complete the Header tab
General Information section:
Verify the Transaction Name and Transaction Description are correct
Enter Reporting 1, if not copied forward from RQS
Enter Reporting 2 and Reporting 3 (optional)
Procurement Details section
Enter a Begin Date
Enter an Expiration Date
Procurement Personnel section
Verify the Issuer ID, Requestor ID, and Phone are correct
Transaction Defaults section
Verify the Shipping Location and Billing Location are correct
If purchasing items, enter the following:
Shipping Method
Free On Board
Delivery Date
Delivery Type
Select a Terms and Conditions Template from the picklist (optional)
From the 3-Dot menu select Load Terms and Conditions from the Related Actions menu
You can verify the Terms and Conditions were loaded successfully by navigating to the Terms and Conditions tab
Upload attachments if necessary
Click Save
5. Complete the Vendor tab
Select a Vendor/Customer from the picklist
Select an Address ID from the picklist
Select a Vendor Contact ID from the picklist
If the Vendor contact ID isn’t available, manually enter data for the Vendor Contact Name and Vendor Contact Phone fields
Click Save
6. Complete the Commodity tab
In the General Information section, verify the following
All commodities were copied forward from the RQS
For Line Type of Item:
Review/update the Quantity, Purchase Unit, and Unit Price
For Line Type of Service:
Review/update the Contract Amount, Service From, and Service To
In the Shipping/Billing section, verify the following:
Shipping Location
Billing Location
For Line Type of Item
Shipping Method
Free On Board
Delivery Date
Delivery Type
Click Validate to populate Accounting Line(s) from RQS
Note: the Vendor section must be populated and saved before validating for the Accounting information to populate.
If any of the amounts were changed, select Related Actions > Recalculate Accounting Lines from the 3-Dot menu
Populate the Retainage section (optional)
For a Dollar amount enter the From $, To $, and Retain $
For Percentage amount enter the From %, To %, and Retain %
7. Complete the Accounting tab
In the General Information section, verify the following:
Event Type
Line Amount
In the COA section, verify the following:
Fund
Department
Unit
Appr Unit
Object
Click Save
Repeat for each Commodity line
8. Validate and Submit
Click Validate
Correct any errors
Click Submit
