Amend a Contract

The Amend function is used to make any changes to an existing contract.

An amendment is necessary when the terms or original parameters of the contract has changed, which includes:

• A change in Start date (as long as the Start Date is earlier, than any linked Orders or Requisitions)
• A change in End date
• An increase in the Funds Allocated and/or
• Additional documentation needed to extend a contract.

All amendments are published in the Amendments tab. Allowing the changes made over the life of a contract, easily viewed and audited. 

Every field within an expired contract can be edited using the Amend feature, excluding existing limitations (i.e. Start Date & End Date). Users who are:

• Members of the contract with Edit permission (including the Owner) or
• Users with the Contracts Administrator role (who can amend a contract with an End Date in the past).

Create an Amendment

To amend a contract, go the Contracts module > select Contracts > locate the desired contract > click the contract name.

Select More Actions > click Amend.

Once selected, the Amendment tab will populate.

Create an Amendment Record

If you desire to allow an amendment record to be created for the change, check This change represents an amendment box.

Additional fields to insert required information and documents will populate.

Amendment Description

Insert the desired detailed information for audit trail purposes.

Effective Date

The date can be set to the current date or any date in the future. That reflects when the change to the contract will become effective.

Amendment Documents

Amendment documents can added, by selecting Browse.

This is the ideal location to store any official documents related to the change in a digital form. Eliminating the need to keep any paper documents, related to the change in any terms or parameters. Although attaching documents is not necessary, it can be very useful.

Once completed, select Continue to update the desired information. Once updated, click Finish.

Update Without Creating an Amendment Record

If the change is a simple edit (e.g. fixing a typo), the user can leave the This change represents an amendment box unchecked. This will keep the amendment from being published in the Amendments tab.

Select Continue to update the desired information. Once updated, click Finish.

View Amendment

To view Amendments, go the Contracts module > select Contracts > locate the desired contract > click the contract name > select the Amendments tab.

To include deleted Amendments in the listing, check Show Deleted Amendments box.

If the user desires to view the details (including attachments) of the amendment, select Details.

Delete An Amendment

If the user desires to delete an amendment, go the Contracts module > select Contracts > locate the desired contract > click the contract name > select the Amendments tab > click Delete > a pop-up box will appear > in the text box, add desired information > select OK.

The deleted amendment can still be viewed by selecting Show Deleted Amendments box, on the Amendments tab.