How to Enter a Contract - Horry County Bid Awarded Horry County did not purchase the Bid Module....

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Transcript of How to Enter a Contract - Horry County Bid Awarded Horry County did not purchase the Bid Module....

  • CM Contract Entry

    Page 1 of 17 nsv August 7, 2015

    Module: Contract Management Topic: CM Contract Processing

    CM Contract Entry Munis Version 11.1

    How to Enter a Contract

    Objective

    This document describes the steps taken to enter a basic contract in the Munis system. It is intended for a basic Munis user that is responsible for entry of contract information into the Munis system.

    Overview

    Entry of a contract record in Munis allows your organization to track and evaluate purchases made against the contract. Depending on the enforcement method of the contract, you can control the amounts and purchase types made against the contract. Contracts can be referenced when entering invoices, purchase orders, and requisitions. Contract must be POSTED in Munis prior to referencing it for requisitions. The fields and features presented in this document refer to Munis version 11.1, but the overall process is applicable to all versions.

    Prerequisites

    Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system.

     Your organization’s chart of accounts must be set up.

     The Contract Settings program must be run.

     Permission to create new contracts must be assigned to your user role in Contract Management Roles.

  • CM Contract Entry

    Page 2 of 17 nsv August 7, 2015

    Procedure

    To create a contract: 1. Open the Tyler Menu (Large Red Arrow)

    *Each user’s Tyler Menu will have different menu options*. Users can save “Quick Links” onto Dashboard.

    2. Open the Contract Entry program. Financials > Purchasing > Contract Management > Contract Entry

    3. On the ribbon, click Add . The program opens the fields for entry.

    4. Complete the following fields in the contract header to begin creation of the contract record: All BOLDED fields are REQUIRED. Use TAB key on keyboard to navigate from field to field and menu tab to menu tab.

    Field Description

    Contract This is the contract number that is being assigned to your contract. If you have an old contract to enter in that has a historical contract number, you

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  • CM Contract Entry

    Page 3 of 17 nsv August 7, 2015

    Field Description

    enter that in on the User Defined Tab – Procurement file #.

    Method This is the contract enforcement method. You may select enforcement method: Non-Encumbered GL Accounts or Not-To-Exceed.

    Vendor

    This is the vendor number to which the contract applies. The vendor must exist in the Munis system prior to contract entry( Address 1 and Address 2 must not be all “0000000”- All “0000000” in those fields indicates that a Purchasing Card Transaction occurred, and that the PCard transaction hasn’t been merged with the correct vendor file. If all you see is a Pcard vendor, you must contact Finance to ensure you will not need to obtain a W- 9 from the vendor and provide it to Finance so that they may create the Vendor file for that particular vendor.)The program prevents assignment of one-time pay vendors to a contract.

    To Be Rolled Selecting this check box indicates that the contract should be rolled to the next fiscal year when the current fiscal year is closed. (DEFAULT)

    Hold Payments Selecting this check box prevents invoices from posting if they are associated with the contract record. Contract invoices may be created, but invoices cannot be posted.

    Printed Horry County did not purchase Contract forms – so contracts cannot be printed out of Munis.

    5. Complete the following fields on the Main tab, as it may pertain to your contract (all fields are not required):

  • CM Contract Entry

    Page 4 of 17 nsv August 7, 2015

    MAIN TAB

    Field Description

    Dept/Loc This is the department or location that is responsible for the contract. (Required)

    Bid/RFP Tab past this. Horry County did not purchase the Bid Management module

    Project If Project Management Module is part of the contract being entered into Munis Contract Module Project must be in Project Module before contract is entered into Contract Module to allow for correct association.

    Description This is a basic description of the contract – free form typing. Horry County will be using STANDARDIZED ENTRY. (Required)

    Year/Period The system automatically fills in this information. This is the fiscal year and period in which the contract becomes active.

    Contract Type Contract types can be further described in the Horry County Procurement regulation: (Required) Horry County Contract: Pre-approved by Legal Vendor Contract: Contract must be reviewed by Legal

    Contract Sub-Type As it pertains to each type. There are multiple, matching, options for each Contract Type. (Required)

    Review Code Tab past this. Horry County will not be using this.

    Percent Complete If this pertains to your contract, this is the percentage of the contract that is complete as of the entered date. This is not a required field. i.e.: As per your schedule of work, the project/contract work should be at 50 % complete by April 20, 2015. This field is a tracking for record tool.

    Administrator This is the Munis user responsible for administration of the contract. The entered user can opt to receive a notification, to approve, or not be notified when invoices are entered against the contract, or when an invoice requires approval against the contract. If Munis responsible user changes, the information will need to be updated – change order screen, but will not generate an actual contract change order. This is not a required field.

    Workflow If an administrator ID is entered, this field determines the workflow options for the contract administrator. This is not a required field. Selecting Notify causes a notification message to be sent to the administrator each time an invoice is entered against the contract on either the Munis Dashboard (home screen), or via email. (Depends on your personal settings) Selecting Approve causes a notification message to be sent, and the entered item must be approved by the administrator. If no administrator ID is entered, this option is not accessible, and no additional approvals or notifications will be needed or sent unless the field information is changed.

    Notification Percentage

    This field is only accessible if an administrator exists for the contract. When a transaction is entered against the contract that causes the completion percentage value to rise about the value entered here, the administrator is sent a notification message. This is not a required field.

    Requisition Year / Number

    You cannot enter anything here. The software will skip this field automatically. The software will cause the field to populate after requisitions are created against the contract.

  • CM Contract Entry

    Page 5 of 17 nsv August 7, 2015

    6. Complete the DATES information as it pertains to your contract initial entry, on the MAIN TAB.

    Field Description

    Estimated Start ie: Notice to Proceed **

    Estimated Completion As identified on Notice to Proceed or contract ** *

    Bid Awarded Horry County did not purchase the Bid Module.

    Approved Date of signature on contract by HCG

    Initial Expiration This is the expiration date of the contract.* If your site has activated soft closure of contracts in the Contract Settings program, this date is compared to the Extended Through date to determine when the contract is soft closed. (take this out for depts., keep for us)

    Renewal Action The last available Date action needs to be taken to renew / terminate the contract (set-up Alert(s) as back-up)

    Extended Through This is the date through which the contract has been extended. If your site has activated soft closure of contracts in the Contract Settings program, this date is compared to the Extended Through date to determine when the contract is soft closed.—Change order – Don’t use unless you have documentation to justify extension. That documentation must be uploaded into TCM.

    ** Estimated Start and Estimated Completion dates fill out the DAYS information initially **

    * It is either Initial expiration date or Estimated completion date, but not both. *

    7. After completing the needed information on the Main Tab, click Accept or Enter to move to the next tab.

  • CM Contract Entry