1.Go to “Procurement” on the menu bar, then select “Request” and then “Create a Request”.

Procurement→Requests→Create a Request

1. Bill to Department: This will be the Department that will Approve for the Contract.

2. Required Date: Required date will automatically be set for next day delivery, use the calendar icon to change the date

3. Receiving Area: use the search icon to select the receiving area for the order. 

4. Click New: This will give the request a document number.

• Click on the “Document Overrides and Preferences” tab.
• Buyer: This is the Buyer that will be creating the Contract. Enter the Buyer Code in the “Preferred Buyer” field. If you don’t know the Buyer Code, use the magnifying glass icon to search for the Buyer.
• Supplier: This is the Supplier the Contract will be created for. Enter the Supplier Code in the “Preferred Supplier” field. If you don’t know the Supplier Code, use the magnifying glass icon to search for the Supplier.
• Click “Update”.

• Quick Notes for the Approvers: Key in the comments for the Approvers. Let them know this document is for a Contract and the length of the Contract.
• Click “Update”.

• Remarks for the Buyer: Enter comments for the Buyers to inform them that this document is for a Contract and specify the duration of the Contract.

1. Click on “Remarks”
2. Click on “Internal” and Key in the comments, then Update.
3. Click “Update” on the Procurement Request Entry.

1. On the “Details” tab, click on “Items”. This will allow you to search and attach items to your document for the Contract.

2. Using the search fields will help you find the Items you are looking for.

3. Check mark the items that need to be added the document.

4. If there are multiple pages, check mark the Items on the first page and click the scroll button to go to the next page. The system will remember all the Items the User check marked.

5. The User can even search for different types of product, check mark them, and the system will remember all the Items that were check marked.

6. Once all the Items that need to be added to the Request are selected, click “Enter Selected Lines”.

7. In order to get the Contract to have the correct total dollar amount for the length of the Contract, you will want to estimate the line item quantities. It is not about the quantities but the overall dollar amount. (Example: The Contract amount that is needed is $45,000 so this document will have 15 to 16 Cases for the Items to get it close to $45,000.)

8. Click “Create Selected Lines”.

1.Click “Update” on the procurement request entry. 

2. Click on the “Process and Finalize” button.

3. Once you are in the “Process and Finalize” screen, you have the option of printing or emailing the request to yourself as well as to others.

4. To finish click on the “Finalize” button.

1. Once the PR has been fully approved, the PR will be available to turn into a Contract. Go to “Procurement” on the menu bar, then select “Contracts” and then “Manage Contracts”.

2. On the "View Contracts" page, Click on “Create from Request”.

3. Select the PR that needs to turn into a Contract. 

4. Click “Create Contract”.

1. Click on the “Lock Box” to unlock the Contract Code.

2. Key in the Contract Code. The code must be unique and has a max of 15 characters. (The code is usually an abbreviation of the Contract name since it can only have 15 characters.) 

3. Key in the Contract Name. 

4. Using the “Bill to Department” field will automatically assign that department when creating a document from this Contract. If the Contract will be used by multiple departments, leave the “Bill to Department” field blank.

5. Put in the Start and End Date for the Contract.

6. Choose a Review Date. Review Date is the date the Buyer would like an email to remind them the Contract is about to expire.

7. Contract Cap is the overall amount for the Contract. This amount will flow over from the PR.

8. Enter in the Max per Release amount. This is the total dollar amount allotted per Release.

9. Choose a Contract Type. These types are only used for the classification of the Contract and does not change the Contract in any way.

10. Choose a Price Origin. Standard Pricing will allow bids to come through on the Items. Contract Pricing will lock the price to the specific amount that is added to the Contract.

11. Remove the quantities from the Items listed below. Click in the Order Qty field and remove all the quantities.

12. Click “Update”.

1. Creating a Contract from a Procurement Request will automatically assign the department from the PR as the sole user of the Contract. If other departments need to use the Contract or if the Contract Release Amount was changed in the header, click on “Authorized Released Accounts.”

2. Allowing All Departments to use the Contract: Delete the Department listed and uncheck “Only Allow Authorized Departments”.

3. Adding Authorized Departments: Assigning Departments to a Contract will allow only certain Departments to use the Contract instead of all Departments. Click on “Add Authorization”.

4. Select Department (Note: Authorization can also be done by Property and/or Entity).

5. Search and check mark the Department(s) allowed to use the Contract.

6. Scroll down to the bottom and key in the Release amount and Total Release amounts. Click “Update” (Note: Each entry can be for different amounts. If they are different amounts, do each entry one at a time.)

7. Check mark “Only Allow Authorized Departments”.

8. Click “Update”.