Contracts - Transactions Tab

  • Updated

The Transactions tab provides a real-time view of the financial activity, associated with a specific contract. It allows contract members to monitor spend, track order history, and view related invoices in one centralized location.

 

Understanding the Transactions Tab

The Transactions tab serves as a consolidated ledger for your contract.

  • Permissions: To see the "Transactions" tab and perform manual linking, you must be to the Contract Owner, a Member of the contract, or a Contracts Administrator.

  • Visibility: If a contract has no linked transactions, the Transactions tab will be hidden from view. It only appears once at least one requisition, order, or invoice has been linked to the contract.
  • Automatic Invoice Linking: Once a PO is linked to a contract, any invoices generated against that PO will automatically appear in the Transactions tab.

 

Locating Specific Data

  • Orders: Within the Transactions tab, select the Orders sub-tab. To see all history, clear the Created Date field or use the Filters button to narrow your search.
  • Invoices: Select the Invoices sub-tab. You can search by specific invoice numbers or use filters to find transactions by date or amount.

 

Accessing and Searching Transactions

  1. Go to the Contracts module and select Contracts.
  2. Locate and click on the Contract Name to open the record.
  3. Select the Transactions tab.

 

Why Linking Matters

  • Spend Tracking: Linking allows the system to calculate "Funds Remaining" on contracts with a defined value.
  • Audit Trail: It provides a clear connection between legal agreements and financial disbursements.
  • Reporting: Community Administrators can run reports to see exactly how much has been spent against specific contract numbers, across the entire institution.

 

Link a Contract at Checkout

The most common (and preferred) method to link a contract is during the checkout process (before the requisition is submitted). This ensures that the PO is governed by the contract terms (from the start), once approved.

Steps:

  • On the Checkout screen, scroll down to the Contract section.
  • In the Contract field, select the appropriate contract number from the dropdown menu.
  • Note: Only contracts associated with the supplier in your cart will appear as an option.

 

Link on a Pending Requisition

If a buyer forgot to link the contract during checkout, it can be added while the requisition is in Pending approval state.

Steps:

  • Go to Transactions > View Requisitions.
  • Click the Requisition Number for the Pending requisition.
  • Select +Link Contract at the top of the screen.

 

Link a Contract to an Existing PO

Steps:

  • Go to the Orders screen and locate the desired order.
  • Click the Order Number.
  • Select More Actions > +Link Contract.

 

Link a Contract to an Invoice

If the original PO was already linked to a contract, any invoice from that PO will automatically inherit the contract link.