Creating a Contract from the Transaction Catalog 

2. Select Create at the top right corner of the Financial Transaction page.

3. Create a Contract Transaction:

• Transaction Dept. field: Enter the department code

• Transaction ID field: Enter the Document ID prefix (usually the current fiscal year)

• Select the Auto Numbering check box.

4. Click Continue

5. On the Header tab, under the General Information section: 

• • Enter the Transaction Name

  • Enter Transaction Description

  • Enter Reporting 1, Reporting 2, and Reporting 3 fields and update as necessary 

    • • (Click Show More for Reporting fields)

6. Scroll down to the Procurement Details section. Click Show More to enter the Begin Date and Expiration Date.

7. Scroll down to the Procurement Personnel section. Select a Requestor ID from the picklist.

• • This will populate the other fields with the Requestor’s information.

8. Scroll down to the Transaction Defaults section and enter the following fields:

• • Shipping Location

  • Billing Location

• If you are purchasing Items, enter

  • Shipping Method

  • Free on Board

  • Delivery Date

  • Delivery Type

• Terms and Conditions Template (optional)

  • • If you filled in the Terms Template field, select Load Terms and Conditions from the Related Actions list. This will add the Terms and Conditions to the CT from the template.

    • You can verify that the terms and conditions are loaded correctly by clicking on the Terms and Conditions tab. Note: Terms and Conditions can also be added individually on the Terms and Conditions tab.

9. Scroll back to the top of the page and navigate to the Vendor tab

10. Select a Vendor Customer using the picklist

11. Click Save to populate the vendor fields.

• • Click the caret to expand the vendor line and enter the Address ID  and Vendor Contact ID. If not Vendor Contact ID is available, manually enter the contact name and phone number.

12. Navigate to the Commodity tab

13. Click "+" to insert a new line

14. Select a Commodity from the picklist

• Update the Commodity Line Description, if needed

15. Click Save

16. Click the caret to expand the line and enter the following fields:

• • For a Line Type of Item:

    • • Quantity

      • Purchase Unit

      • Unit Price

  • For a Le Type of Service:

    • • Contract Amount

      • Service From and To

17. Click Save

18. Click Retainage (optional)

• • For a dollar amount enter the following:

    • Range 1 From $

    • To $

    • Retain $

  • For a percentage enter

    • From %

    • To %

    • Retain %

19. Click Save

20. From the 3-Dot menu, select Related Actions > Use Ship/Bill from Header for each Commodity Line

21. Navigate to the Accounting tab

22. Click "+" to insert a new line

23. Click the caret to expand the line

24. In the General Information section enter the Event Type

25. Click Save

26. In the COA section enter:

• Fund

• Department

• Unit

• Appr Unit

• Note: Line Amount populates from the Commodity Line upon saving. Update if needed when there are multiple accounting lines.

29. If there are multiple funding sources that apply across the multiple commodity lines, you may use the Accounting Distribution section to enter fund details for all the commodity lines at the same time.

30. Navigate to the Accounting Distribution tab

31. Click the + to insert a new line.

32. Enter a percentage number in the Distribution %.

33. Click the caret to expand the section

34. Click the COA section and enter the following:

• • Fund

  • Department

  • Unit

  • Appr Unit

35. Click Save

• Repeat to insert as many accounting lines as necessary.

36. Click on Distribute Accounting Lines 

• • Distribute Accounting Lines will populate the Accounting tab for each commodity.