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Managing Procurement Contracts
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Table of Contents Managing Procurement Contracts .................................................................................. 2
Managing Procurement Contracts ........................................................................................... 3 Supplier Contract Overview ................................................................................................................... 4
Contract Roles and Responsibilities.................................................................................................................... 5 Managing Procurement Contracts ....................................................................................................................... 6 What's Changing? ............................................................................................................................................... 7
Contract Creation and Maintenance ........................................................................................................ 8 Creating New Contracts ...................................................................................................................................... 9
Create Purchasing Contract .......................................................................................................................... 10 Maintain Contracts ............................................................................................................................................ 56
Update/Modify a Contract............................................................................................................................ 57 Cancel a Contract ......................................................................................................................................... 79
Contract Inquiry .................................................................................................................................... 90 Inquire on a Contract ........................................................................................................................................ 91
Contract Lifecycle Management ........................................................................................................... 98 Review a Contract Expiration Notification ....................................................................................................... 99
Key Terms .......................................................................................................................................... 107 Course References .............................................................................................................................. 108 Knowledge Assessment ...................................................................................................................... 109
Glossary ......................................................................................................................... 110
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Managing Procurement Contracts
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Managing Procurement Contracts This is the Managing Procurement Contracts course within the Purchasing curriculum. If you
need a reminder on how to navigate through this course using ARC's Web Based System Training
Tool, click here for a quick reference guide.
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Supplier Contract Overview This is the Supplier Contract Overview lesson of the Managing Procurement Contracts course.
Upon completion of this lesson, you will be able to:
Identify key roles in the new ARC Contract Administration Process and highlight
primary activities by role
Describe the changes to the Contract Creation and Maintenance processes as a result of
the FIN ERP project
Estimated time to complete lesson: 15 minutes
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Contract Roles and Responsibilities
Throughout the following course, we will use the following characters to help inform you on how
responsibilities align to roles throughout the Managing Procurement Contracts course.
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Managing Procurement Contracts
The Managing Procurement Contracts course provides an overview of managing procurement
contracts within ARC.
Procurement Contracts will be administered using ARC's Supplier Contracts module. These are
centrally managed and administered by Purchasing.
Other types of contracts by Departments are not stored in ARC such as those managed by
consultants/service providers.
Users and Departments can inquire on centrally managed contracts within ARC.
There are three types of contracts that will be entered into ARC:
1. University-wide Purchasing Agreements (UwPA's)
2. Master Agreements
3. Department Select Agreements (DSA's)
The following diagram illustrates the Contract Creation process flow:
* Vendor must be approved and 'Open For Ordering' flag checked.
Benefits of the new contract process include:
Tie contract to specific Category Codes
Ability to indicate which contracts will/will not bypass Central Purchasing Workflow
Ability to track term dates (system generated term date notifications)
Ability to synchronize Vendor Contract Number in the ARC's Contracts module
Support contract compliance and policy compliance
Provide availability and transparency of available UwPA contract directly in ARC
Process tailored to School/Department needs
Improved reporting capability
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What's Changing?
The following diagram highlights the key changes to the Procurement Management Contracts
processes in ARC.
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Contract Creation and Maintenance This is the Contract Creation and Maintenance lesson of the Managing Procurement Contracts
course. Upon completion of this lesson, you will be able to:
Understand the basic functionality and structure of a Purchasing Contract
Create Purchasing Contracts
Maintain contracts by either making updates or by canceling
Estimated time to complete lesson: 45 minutes
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Creating New Contracts
A Purchasing Contract represents a UwPA, Master Agreement, or a Department Select
Agreement (DSA) contract in ARC. The Procurement Contract module has functionality that
can:
Store specific contract details, dates, and commodity information for a contract such as:
1. Description of contract goods/services
2. Contract dates
3. Associated Category Codes
4. Central Purchasing assigned Buyer
Document modifications to a contract completed in ARC
Department users with appropriate security access within ARC will have read-only/inquiry access
to contracts.
A contract within ARC is made up of 2 levels:
1. Header - stores basic details about a contract.
2. Category - stores details about the item categories associated with the contract.
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Create Purchasing Contract
In this scenario, Columbia University has agreed on a 2-year contract with Dell Computer.
Jonathan will create a new UwPA contract in ARC.
To see this transaction in ARC, please click the "See It!" button on the top of your screen. To
practice this transaction, click the "Try It!" button.
Estimated time to complete the topic: 10 minutes
Procedure
Welcome to the Create Purchasing Contract topic where you will learn how to create a
purchasing contract.
Step Action
1. Click the Procurement Contracts link.
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Step Action
2. Click the Add/Update Contracts link.
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Step Action
3. Click the Add button.
Step Action
4. The Contract Entry page displays where you can enter the new contract
information.
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Step Action
5. Click the Look up Administrator/Buyer (Alt+5) button.
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Step Action
6. Click the np_tp194 link.
Step Action
7. Click the Approval Due Date button.
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Step Action
8. Click the 18 link.
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Step Action
9. Click the Vendor ID button.
Step Action
10. Click in the Short Vendor Name field.
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Step Action
11. Enter the desired information into the Short Vendor Name field. Enter "UWPA".
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Step Action
12. Click the Look Up button.
Step Action
13. Click the UWPA-001 link.
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Step Action
14. Click the Begin Date button.
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Step Action
15. Click the 25 link.
Step Action
16. Click the Expire Date button.
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Step Action
17. Click the Year dropdown button to activate the menu.
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Step Action
18. Click the 2013 list item.
Step Action
19. Click the 25 link.
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Step Action
20. Click in the Vendor Contract Ref field.
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Step Action
21. Enter the desired information into the Vendor Contract Ref field. Enter
"123456789".
Step Action
22. Click in the Description field.
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Step Action
23. Enter the desired information into the Description field. Enter "2 year contract
with Dell".
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Step Action
24. Click the Tax Exempt checkbox.
Step Action
25. Click the Thresholds & Notifications link.
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Step Action
26. Click the Send Date/Amount Notification checkbox.
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Step Action
27. Click the Date Notification Expand section button.
Step Action
28. Click in the Notify Days Before Expires field.
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Step Action
29. Enter the desired information into the Notify Days Before Expires field. Enter "30".
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Step Action
30. Click the Maximum Amount Notification Expand section button.
Step Action
31. Click in the Percent Less than Maximum field.
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Step Action
32. Enter the desired information into the Percent Less than Maximum field. Enter
"10".
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Step Action
33. Click and drag the scroll bar down to enter a Notification Assignment.
Step Action
34. Click the Notification Type dropdown button to activate the menu.
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Step Action
35. Click the Expiration list item.
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Step Action
36. Click the Look up User ID (Alt+5) button.
Step Action
37. Click in the User ID field.
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Step Action
38. Enter the desired information into the User ID field. Enter "PO_TEST_09".
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Step Action
39. Click the Look Up button.
Step Action
40. Click the PO_TEST_09 link.
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Step Action
41. Click the OK button.
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Step Action
42. Click the Allow Open Item Reference checkbox.
Step Action
43. Click the Price Can Be Changed on Order checkbox.
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Step Action
44. Click the PO Defaults link.
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Step Action
45. Click the Origin button.
Step Action
46. Click the 1UW link.
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Step Action
47. Click the OK button.
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Step Action
48. Click and drag the scroll bar down to add contract categories.
Step Action
49. Click the Look up Category (Alt+5) button.
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Step Action
50. Click in the Category field.
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Step Action
51. Enter the desired information into the Category field. Enter "4321150101".
Step Action
52. Click the Look Up button.
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Step Action
53. Click the 4321150101 link.
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Step Action
54. Click the Add multiple new rows at row 1 (Alt+7) button.
Step Action
55. Click the OK button.
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Step Action
56. Click the Look up Category (Alt+5) button.
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Step Action
57. Click in the Category field.
Step Action
58. Enter the desired information into the Category field. Enter "51000000".
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Step Action
59. Click the Look Up button.
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Step Action
60. Click the 51000000 link.
Step Action
61. Click and drag the scroll bar up to approve the contract.
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Step Action
62. Click the Status dropdown button to activate the menu.
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Step Action
63. Click the Approved list item.
Step Action
64. The Status changes to 'Approved' and the Version is updated to '1'.
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Step Action
65. Click and drag the scroll bar down to save.
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Step Action
66. Click the Save button.
Step Action
67. The Contract ID is generated after saving.
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Step Action
68. You have successfully completed creating a purchasing contract.
You can now move onto the Maintain Contracts lesson where you will learn how to
update or cancel a contract.
End of Procedure.
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Maintain Contracts
This is the Maintain Contracts lesson of the Managing Procurement Contracts course. Upon
completion of this lesson, you will be able to:
Maintain contracts either by making updates or canceling
Estimated time to complete lesson: 20 minutes
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Update/Modify a Contract
Contracts can be modified within ARC.
The condition for modifying contracts is:
Determined by the access provided by the user preference profile
Updating a contract is allowed on all contracts that currently do not have a requisition or purchase
order referencing the contract and is in the process of being sourced. The contract status is set to
'Open' so the contract cannot be selected while updates are made.
In this scenario, Jonathan will modify a UwPA contract.
To see this transaction in ARC, please click the "See It!" button on the top of your screen. To
practice this transaction, click the "Try It!" button.
Estimated time to complete the topic: 10 minutes
Procedure
Welcome to the Update/Modify a Contract topic where you will learn how to modify a contract.
Step Action
1. Click the Procurement Contracts link.
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Step Action
2. Click the Add/Update Contracts link.
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Step Action
3. Click the Find an Existing Value tab.
Step Action
4. Click in the Contract ID field.
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Step Action
5. Enter the desired information into the Contract ID field. Enter "%009".
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Step Action
6. Click the Search button.
Step Action
7. Click the 0000000000000000000000009 link.
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Step Action
8. Click the Status list.
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Step Action
9. Click the Open list item.
Step Action
10. Click the Expire Date button.
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Step Action
11. Click the Month list.
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Step Action
12. Click the May list item.
Step Action
13. Click the 31 link.
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Step Action
14. Click and drag the scroll bar down to add another Contract Category.
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Step Action
15. Click the Add multiple new rows at row 2 (Alt+7) button.
Step Action
16. Click the OK button.
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Step Action
17. Click the Look up Category (Alt+5) button.
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Step Action
18. Click in the Category field.
Step Action
19. Enter the desired information into the Category field. Enter "10100000".
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Step Action
20. Click the Look Up button.
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Step Action
21. Click the 10100000 link.
Step Action
22. Click and drag the scroll bar up to update the status.
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Step Action
23. Click the Status list.
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Step Action
24. Click the Approved list item.
Step Action
25. Click and drag the scroll bar down to display the Save button.
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Step Action
26. Click the Save button.
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Step Action
27. To view the user ID, date/time information of when the contract was entered,
modified, and approved, click the Activity Log link.
Step Action
28. Click the Return button.
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Step Action
29. To view a list of all transactions that have been entered against this contract, click
the Document Status link.
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Step Action
30. Click the Close button.
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Step Action
31. You have successfully completed updating/modifying a contract.
You can now move onto the Cancel a Contract topic where you will learn how to
cancel a contract.
End of Procedure.
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Cancel a Contract
In this scenario, Jonathan will cancel a UwPA contract.
To see this transaction in ARC, please click the "See It!" button on the top of your screen. To
practice this transaction, click the "Try It!" button.
Estimated time to complete the topic: 5 minutes
Procedure
Welcome to the Cancel a Contract topic where you will learn how to cancel a contract.
Step Action
1. Click the Procurement Contracts link.
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Step Action
2. Click the Add/Update Contracts link.
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Step Action
3. Click the Find an Existing Value tab.
Step Action
4. Click in the Contract ID field.
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Step Action
5. Enter the desired information into the Contract ID field. Enter "%009".
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Step Action
6. Click the Search button.
Step Action
7. Click the 0000000000000000000000009 link.
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Step Action
8. Click the Status list.
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Step Action
9. If there are no active transactions associated with the contract such as Requisitions,
Purchase Orders, Vouchers, or Receipts, the contract status can be updated to:
1. Canceled
2. Closed
3. On-Hold
Step Action
10. Click the Canceled list item.
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Step Action
11. A pop-up message displays confirming that the action will cancel the entire contact
and whether to continue.
Click the OK button.
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Step Action
12. Click and drag the scroll bar down to display the Save button.
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Step Action
13. Click the Save button.
Step Action
14. The Status now displays Canceled.
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Step Action
15. You have successfully completed how to cancel a contract.
You can now move onto the Contract Inquiry lesson where you will learn how to
inquire on a contract.
End of Procedure.
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Contract Inquiry This is the Contract Inquiry lesson of the Managing Procurement Contracts course. Upon
completion of this lesson, you will be able to:
Inquire on a contract
Estimated time to complete lesson: 10 minutes
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Inquire on a Contract
In this scenario, Carol will inquire on a contract.
To see this transaction in ARC, please click the "See It!" button on the top of your screen. To
practice this transaction, click the "Try It!" button.
Estimated time to complete the topic: 5 minutes
Procedure
Welcome to the Inquire on a Contract topic where you will learn how to inquire on a contract.
Step Action
1. Click the Procurement Contracts link.
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Step Action
2. Click the Add/Update Contracts link.
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Step Action
3. Click in the Contract ID field.
Step Action
4. Enter the desired information into the Contract ID field. Enter "%01".
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Step Action
5. Click the Search button.
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Step Action
6. Click the 0000000000000000000000001 link.
Step Action
7. The specific UwPA contract displays as read-only.
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Step Action
8. Click and drag the scroll bar down to review the contract.
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Step Action
9. Additional contract details display.
Step Action
10. You have successfully completed how to inquire on a contract.
You can now move onto Contract Lifecycle Management lesson where you will
learn how to review and manage contract alerts.
End of Procedure.
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Contract Lifecycle Management This is the Contract Lifecycle Management lesson of the Managing Procurement Contracts
course. Upon completion of this lesson, you will be able to:
Review and manage contract alerts
Estimated time to complete lesson: 10 minutes
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Review a Contract Expiration Notification
The system will send a message to a Contracts Officer notifying them that a contract is about to
expire (based on the expiration date specified at the contract header). The notification is generally
set to 30 days ahead of the contract expiration date. The Contracts Officer will have the ability to
update the contracts end date (if there is an extension) or to close the contract.
In this scenario, Jonathan will review a Contract Expiration notification alert.
To see this transaction in ARC, please click the "See It!" button on the top of your screen. To
practice this transaction, click the "Try It!" button.
Estimated time to complete the topic: 10 minutes
Procedure
Welcome to the Review a Contract Expiration Notification topic where you will learn how to
review a contract expiration notification.
Step Action
1. Click the Procurement Contracts link.
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Step Action
2. Click the Add/Update Contracts link.
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Step Action
3. Click the Find an Existing Value tab.
Step Action
4. Click in the Contract ID field.
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Step Action
5. Enter the desired information into the Contract ID field. Enter "%008".
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Step Action
6. Click the Search button.
Step Action
7. Click the 0000000000000000000000008 link.
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Step Action
8. Click the Thresholds & Notifications link.
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Step Action
9. Click the Date Notification Expand section button.
Step Action
10. The Notify Days Before Expires field indicates that an email notification will get
sent to the Contracts Officer a specified number of days prior to the contract
expiration.
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Step Action
11. You have successfully completed reviewing a contract expiration notification.
You can now move onto the Course References lesson where you can review Job
Aids, Policies, and Procedures.
End of Procedure.
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Key Terms The following terms will be helpful throughout the course:
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Course References Please find links to all of the Job Aids, Policies, and Procedures that were referenced throughout
this course:
1. Getting Started with the New Web-Based Training Tool
2. Sourcing Workbench Job Aid
3. Managing Procurement Contracts Training Guide
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Knowledge Assessment If you are taking this course to obtain security access to one of Columbia University’s Financial
Systems, please ensure you have completed the following:
1. Security Application Request: All security roles must be requested by the user through
the Columbia University Financial Systems Security Application which can be found in the
Service Catalog of ServiceNow (https://columbia.service-now.com/). Note: All security roles
must be approved by both the user’s manager and Department Security Administrator (DSA) for
the School/Admin Unit to which access is being requested.
2. Training Requirements: Security access will only be granted once all training
requirements have been fulfilled. After a user has reviewed all of the applicable training material
for a particular role, users must complete the Knowledge Assessment associated with that training
course with a score of 90% or higher. The Knowledge Assessments can be found in New
CourseWorks. If you have any questions about the training required for any security role, click
here for the Course to Role job aid.
If you are taking this course for information purposes only, i.e., you are not requesting a security
role, no Knowledge Assessment is required.
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Glossary ARC Accounting and Reporting at Columbia. Columbia University's new financial
system.
Contract Represents a binding Agreement between the University and a supplier such
as an Agreement, Purchase Order, Task Order, hotel, etc.
Department
Select
Agreement
A contract that has been negotiated/vetted by Central Purchasing and
presented by a Department to establish a contractual relationship.
ERP Enterprise resource planning. ERP refers to a category of business software
that is designed to integrate functions across an organization into a single
computer system.
Field An area on a page that displays or requires data.
Master
Agreement A contract that has been negotiated/vetted by Central Purchasing and is
strictly for terms and conditions use, but generally excludes costs.
Open For
Ordering A flag within ARC's Accounts Payable module that contains vendor
information used in conjunction with the "Vendor Status" flag. If active, the
"Open For Ordering" vendor can be assigned to Procurement transactions
such as requisitions, purchase orders, and contracts.
Project Associates expenses with a specific funding source.
Purchase Order Based on a request by a Department indicating good/service, catalog number,
price and quantity. When accepted by a supplier, a purchase order forms a
binding contract.
Security Controls what level of access a user can have to pages, dollar thresholds,
data, and allowable actions in the system. Security ensures that users have the
appropriate page access and access to data required to perform their job
functions.
UwPA A University-wide Purchasing Agreement strategic contract that has been
negotiated/vetted by Central Purchasing and is available to the entire
University community.
Workflow Automatic, rule-based routing to pre-determined users based on criteria such
as role, department, commodity, account and dollar amount. Workflow
manages and tracks the flow of work.
