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.

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

 

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.

 

Locating Specific Data

  • Orders: Within the Transactions tab, select the Orders sub-tab. To see all history, clear the "Created Date" filter 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.

 

How to Link Transactions to a Contract

There are three primary ways to ensure spend is correctly attributed to a contract.

 

Method A: During Checkout (The Preferred Method)

This ensures the link is established before the order is even created.

  • 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 here.

 

Method B: From a Pending Requisition

If a buyer forgot to link the contract during checkout, it can be added while the request is still pending approval.

  1. Go to Transactions > View Requisitions.
  2. Click the Requisition Number for a "Pending" request.
  3. Select +Link Contract at the top of the screen.

 

Method C: From an Existing Order

You can link a contract even after a Purchase Order has been issued.

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