Buyers can link a contract to a transaction (e.g. on the checkout screen, pending requisition order. To ensure all related documents are connected and easy to access. This helps with visibility, compliance, and faster audits.
Prerequisites
- The contract already exists in the system.
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.