Users with the Create Contracts role can create new Contracts by selecting Contracts from the Modules menu at the top left of the screen and then selecting Create. From the Create Contracts page the user is prompted to fill out the information across the horizontal tabs about the new contract. The below sections document any information about the contract that the user enters digitally in the simple, searchable format.
Counterpart
On the Counterpart Tab You can use the dropdown to select a Supplier that is available to your Community or free type the Supplier Name. If you would like to add a contact you can click on the +Add Contact button. Please click here for more information on the Counterpart Tab.
Leadsheet
On the Leadsheet Tab you will need to fill in the fields marked with a red *. You can find a breakdown of the Leadsheet page on its dedicated help article.
Bid
On the Bid Tab you can select to Link to Unimarket Bid Request or Enter Bid Request Detail. If neither of these options applies you should select None. The Bid Request linked to Contract help article has a breakdown of the Bid Tab.
Documents
If you wish to add documents to the contract, click on +Add Document and fill in the fields marked with a red *. This is where you will upload any attachments associated with the contract. Please click here to view more information on the Documents Tab.
Members
On the Members Tab you can click on +Add Member if you would like to add more members to this contract. You can also edit existing members by clicking on the word Edit on the right hand side of their name. The Owner of the contract can only be changed on the Leadsheet. You can find more information on Contract Members on the dedicated help page.
Alerts
On the Alerts Tab you have the option to set alert notifications by clicking on +Add Alert and then filling in the fields marked with a red *. This section is not mandatory. Please click here to view more information on the Alerts Tab.
Submitting
Once your contract is complete you can select Finish. If you need to go back in and make any updates, you can do so by clicking on Contracts and then View Contracts and selecting the contract you would like to amend. You can then click on the Actions drop down on the top right and select Amend. You will then have access to all the tabs previously discussed and can make any necessary updates.
Creating a Contract through a template CSV file upload
Users with the Create Contracts role can create contracts using a CSV file upload. To get to this option click on Contracts, then View Contracts, and select Upload/Download from the Actions menu in the top right hand of the screen. On the next screen click Upload on the far right and it will open a pop up screen with two attachments available. Download Specification which gives you a list of the requirements for the form or Download Template which is the template you should fill out and then upload. Once your CSV template is filled out you can attach it in this pop up.
What do the fields in the Contract template mean?
| Column | Name | Description | Mandatory |
| A | Contract Type | An existing Contract Type name. | Y |
| B | Contract Name | The name you are giving to this contract. | Y |
| C | Description | A brief description of this contract. | Y |
| D | Contract Number | The contract number associated with this contract. | Y |
| E | Owner | An existing User name as it appears in Unimarket. | Y |
| F | Start Date | The contract start date. | Y |
| G | End Date | The contract end date. | N |
| H | Expiry Warning Date | Optionally enter a date here to be notified when this contract is expiring soon. | N |
| I | Default Contract | If yes, when this contract becomes active it will become the default for the counterpart supplier. | N |
| J | Value | Contract Value. | N |
| K | Alert Value | Enter a value here to be notified when Funds Remaining falls below this value. | N |
| L | Organization Unit | The Organization Unit that owns the contract. This can be used later for searching and filtering contracts by organization unit. | N |
| M | Purchasing Organization Unit | Members of these organization units will be able to purchase against this contract. | N |
| N | Category | An existing Category code. | N |
| O | Supplier Vendor ID | An existing Supplier Vendor ID. | N |
| P | Counterpart Name | N | |
| Q | Currency | An existing currency code. | N |
| R | Contact Title | N | |
| S | Contact Name | N | |
| T | Contact Email | Must be a valid email address. | N |
| U | Contact Phone | Prefix number-extension with length limits 5-20-20. | N |
| V | Contact Address Line 1 | N | |
| W | Contact Address Line 2 | N | |
| X | Contact Address Line 3 | N | |
| Y | Contact City | N | |
| Z | Contact Region/State | N | |
| AA | Contact Postal Code | N | |
| AB | Contact Country | An existing Country code. | N |
| AC | Document Visibility | If left blank will use the default set for your Community. Sets if the documents. Can be Set as Members Only or Always Visible. | N |
Creating a Contract from an Existing Requisition or Order
Users with the Create Contracts role can create contracts linked to existing orders or requisitions from the View Order/Requisition page. On an order, this option appears in the Action menu in the top right. On a pending requisition, the option will appear at the line level. This is because some communities allow multiple suppliers to appear on one requisition.
- From a Requisition
- From an Order
Once you have done this you will be taken to the Create Contract Screen which you'll see has various tabs you can populate to form your contract. Just click on any of the tab names below to see information explaining each one:
For information on Contracts Administration see Contracts Administration Module.