Creating a Contract from the Transaction Catalog
Process
This job aid describes the process of creating a Contract (CT) from the Transaction Catalog.
1. Enter CT in the Global Search field
2. Create a Contract Transaction.
Select Create.
Enter a department code in the Dept. field.
Enter a Unit code if needed.
Enter the Document ID prefix into the ID field (usually the current fiscal year)
Select the Auto Numbering check box.
Select Continue
3. Populate the Header tab
General Information section
Enter the Transaction Name in the Transaction Name field.
Enter Transaction Description in the Transaction Description field.
Enter Reporting 1, Reporting 2, and Reporting 3 fields and update as necessary
Procurement Details section
Enter the Effective Begin and Expiration Date.
Procurement Personnel section
Select a Requestor ID from the picklist
Select Save. This will populate the other fields with the Requestor’s information.
Transaction Defaults section
Shipping Location
Billing Location
Terms and Conditions Template (optional)
If you filled in the Terms Template field, select Load Terms and Conditions from the Related Actions list. This will add the Terms and Conditions to the CT from the template.
You can verify that the terms and conditions are loaded correctly by clicking on the Terms and Conditions tab. Note: Terms and Conditions can also be added individually on the Terms and Conditions tab.
4. Populate the Vendor tab
Select a Vendor Customer using the picklist
Select Save to populate the vendor fields.
If you need a different address or contact, you can choose these from the Address ID and Vendor Contact ID picklists
If the Vendor Contact ID is not available or is missing information, manually enter the Vendor Contact Name and/or Vendor Contact Phone.
Click Save.
5. Populate the Commodity tab
Click the + to insert a new line
Select a Commodity from the picklist
Click Save
Update the Commodity Line Description, if needed
Click the caret to expand the line
Populate the General Information section
Select the Line Type
For a Line Type of Item enter
Quantity
Purchase Unit
Unit Price
For a Line Type of Service enter
Contract Amount
Service From
Service To
Click Save
Populate the Retainage section (optional)
For a dollar amount enter
Range 1 From $
To $
Retain $
For a percentage enter
From %
To %
Retain %
Click Save
Populate the Shipping/Billing section
From the 3-Dot menu, select Related Actions > Use Ship/Bill from Header for each Commodity Line
For Line Type of Item enter the following
Shipping Method
Free on Board
Delivery Date
Delivery Type
6. Populate the Accounting tab
Click the + to insert a new line
Click the caret to expand the line
In the General Information section enter
Event Type
In the COA section enter
Fund
Department
Unit
Appr Unit
Click Save
Note: Line Amount populates from the Commodity Line upon saving. Update if needed when there are multiple accounting lines.
Repeat the steps above for each Commodity Line.
Click Validate
Note: the Object will populate from the Commodity Object table (COMMOB). Modify the Object if necessary to another valid object for the commodity based on the COMMOB table.
If there are multiple funding sources that apply across the multiple commodity lines, you may use the Accounting Distribution section to enter fund details for all the commodity lines at the same time.
Select the Accounting Distribution tab
Click the + to insert a new line.
Enter a percentage number in the Distribution %.
Click the caret to expand the section
In the COA section enter
Fund
Department
Unit
Appr Unit
Repeat to insert as many accounting lines as necessary.
Click Save.
Select Distribute Accounting Lines from the 3-Dot menu
Distribute accounting lines populates the Accounting tab for each commodity.
7. Select Validate and Submit
Click Validate
Correct any errors
Click Submit
