OVERVIEW
This document describes the process of the Contract Management in the VA System. This process enables the user to create the Contract Category and Contract Master Data along with definition of renewal dates, Contract Payment Terms, Payment Methods, Contract Duration and Terms & Conditions of the Contract.
CONTRACT CATEGORY
The Contract Category screen allows users to define the categories of the contracts.
To open the Contract Category screen, search for Contract Category in search utility available in Menu itself.
Tenant and Organization are auto-populated based on user login. Contract Category records may be created in (*) organization, in case users want to use the same record across all Organizations. The User may also generate Organization-specific records, by selecting a specific organization.
Enter Contract Category code or VA System auto update after save the record
User needs to enter Name of the ‘Contract Category.
User may enter Description for the record.
Check on the Active check-box.
Active check-box represents that this Contract Category is active for Contract Master in the system.
CONTRACT MASTER
The Contract Master screen allows users to define the Contracts with customers or Vendor.
To open the Contract Master screen, search for Contract Master in search utility available in Menu itself.
CONTRACT DETAILS
Contract Details tab is used to enter the details of the Contract.
Tenant and Organization are auto-populated based on user login. Contract Master records may be created in (*) organization, in case users want to use the same record across all Organizations. The User may also generate Organization-specific records, by selecting a specific organization.
Contract Number auto updates after save the record
User may select Contract Category
User needs to select Contract Type as Accounts Receivable or Accounts Payable. If Contract is with Customer then user need to select Accounts Receivable and if Contract is with Vendor then user need to select Accounts Payable.
Select the optional Contract Reference, if reference of some another contract is to be recorded.
Contract Amount auto-updates based on the sum total of Amount field of Contract line.
Contract Utilized Amount is the amount which has been utilized from the total amount of the Contract. Contract Utilized Amount auto-updates after completion of Purchase Order, Sales Order, Blanket Purchase Order, Blanket Sales Order, independent AP Invoice or independent AR Invoice.
Select the Business partner name. Bill To Location, Invoice Contact, Price List, Currency, Payment Term and Payment Method fields are auto-update from Customer or Vendor or user can manually update.
User may enter jurisdiction.
User may check Over Limit checkbox as true if user wants to consume more amount than the Contract Amount in further transactions
Select Contract Date, Contract Start Date and Contract End Date of the contract.
Duration (Years) and Duration (Months) are automatically calculated based on the Contract Start Date and Contract End Date, and it represents the duration of the contract in years and months.
User may enter Contract Summary. It provides details of the terms and conditions of the contract.
User may enter Inco Term if applicable
User may select Project if contract is created for any project.
User may select Renewal Type. If user wants to renew the contract manually then user needs to select Renewal Type as Manual and if user wants that contract should be renew automatically by the system then user need to select Renewal Type as Automatic.
If user select Automatic as renewal Type, the user needs to select No. of Cycle and Notice Days fields.
If user selects Manual as renewal Type, then user need to run Renew Contract process. The Renew Contract process is used to renew the contract.
User may add Renewal Terms.
User may check Terminate checkbox as true, if user wants to terminate the contract. The Terminate option is used to terminate the contract and prevent it from being used for future entries.
If user sets Terminate checkbox as true then user may select Termination date and add Termination Reason
The Expired Contract checkbox indicates whether the contract has expired or not. System updates Expired checkbox as true if contract becomes expired.
Check on the Active check-box.
Active check-box represents that this Contract Master is active for further transactions in the system.
CONTRACT LINE
Contract Line tab is used to enter the details of products and Charge.
Tenant, Organization and Contract are read-only fields and auto-populate based on selected record on the header tab.
Select the Product or Charge.
To selects the product, enter the name in Product text column or click on the search icon.
After clicking on the search icon, pop-up info screen opens and search the product with the help of parameters available on the left side of product Info screen. Select the product by click on check-box in front of the products. To add selected product in Contract line, click on the OK button, product is added into Contract line.
User may select Attribute Set Instance.
UOM auto-update based on selected Product.
User needs to enter the Amount for the Product or Charge line
User may enter Description and Comment for the record.
Check on the Active check-box.
Active check-box represents that this Contract Category is active for Contract Master in the system.
CONTRACT OWNER
Contract Owner tab is used to enter the details of User or Role.
Tenant, Organization and Contract are read-only fields and auto-populate based on selected record on the header tab.
Select the User or Role.
Check on the Active check-box.
Active check-box represents that this Contract Category is active for Contract Master in the system.
CONTRACT TERMS
Contract Terms tab is used to enter the details of Contract Terms.
Tenant, Organization and Contract are read-only fields and auto-populate based on selected record on the header tab.
Line No. auto-update with increment of 10, based on the number of record lines created.
User needs to select Term Description of the Contract
User may enter Summary for the Contract
Check on the Active check-box.
Active check-box represents that this Contract Category is active for Contract Master in the system.
Note: Contract Reference can be used in further transactions i.e. Blanket Purchase Order, Purchase Order, AP Invoice, Blanket Sales Order, Sales Order and AR Invoice.
Note: If further transactions are created with contract reference then user should able to select only those products or charges which are available on respective selected contract.