Contract Master File
(Contract.exe) The Contract Master File holds the information that will control the current and future prices the user will pay for the items that are under contract. In this application, enter the contract prices, and future contract prices, which will be stored by Material Code in the Inventory Master File and used in the Purchase Order Entry program.
This application is divided into two screens Contract Header and Contract Detail.
Contract Header
Contract Information
This screen is divided into two parts. At the top, enter the contract information:
Click on the New icon, CTRL+N, or File then New, and enter the following information if applicable.
Contract: The name of the contract. Enter the Contract identifier.
Contract Description: Description of the contract.
Single Vendor Only: When checked will limit the contract to the vendor selected on the Contract Header. If not checked, the user may assign vendors by line on the Contract Detail tab.
Service Contract: If checked, this will allow the user to create a service type contract without any detail lines.
Vendor: Next, you will need to choose the vendor with whom you are contracted. If you select a vendor that is invalid, the system will let you know and give you the opportunity to choose a valid vendor before moving to the detail screen. Type in the Vendor Name or use the lookup function in the Vendor Name or Vendor Number field to select the appropriate vendor from the Vendor Master File. Check the Make Main Vendor if you wish to choose this to be the Main Vendor when the contract is executed. This will update the Main Vendor information in the Inventory Master File on the ItemVend tab if necessary. This will only relate to Single Vendor Only selection.
If you need to add a vendor use the Copy Contracts program and select Change Vendor Only. All Main Vendor selections will be valid from the Contract Detail
Entry Date: Fills in the Current Date upon creation of a new contract, or may be manually added using the calendar.
Start Date: Enter the date (mm/dd/yyyy) or use the calendar when this contract will begin.
Roll Date: Enter the date (mm/dd/yyyy) or use the calendar. This field is designed to alert the user that the contract is due to expire. The roll date will be specified by the user. This notification will occur by checking the When logging into Main Menu or Via Email setting under the Purchasing Contracts section in the User Master File on the Contracts tab. When the When Logging into Menu is checked will display a popup window at Login displaying Contracts That Need Attention based on Roll Date set. When Via Email is checked will send an E-mail to the E-mail address listed on the User Info tab when the E-mail Contract Notifications program is set on the End of Day Master File program or is run manually based on the Roll Date. Also may access when clicking on the Contract System module and clicking on Tools then Check for Contracts That Need Attention. May set Days to give notice to the user for that number of days based on when the Roll date is reached. User will be warned with a popup message if Roll Date is later than the Expiration Date.
Expiration Date: Enter the date (mm/dd/yyyy) or use the calendar when this contract will end.
Classification: Using the drop down, user can select a classification of the contract.
Product Line: Using the drop down, user can select a product line of the contract.
To add a new Classification or Product Line, select Tools then Class/Product Maint, if System Option, Control Class Product Maintenance in the Contract module is set to Y. Select the Field Type (either Classification or Product Line), then click File then New, CTRL+N or the New icon and enter the new Classification or Product Line. When completed Save by clicking File then Save, CTRL+S or the Save icon. User can be assigned rights to these in the Contracts tab of the User Master File.
Memo: This button will open a memo field.
Entity: May select an Entity using the drop down.
Department: May assign a Department by entering the Department code or using the lookup. This will fill in the Department Name. May use the lookup to search by Department Name.
GPO: (Group Purchasing Organization) This is both a free form field but also has a GPO Maintenance file (accessed by the Tools menu then selecting GPO Maint) for entering the Group Purchasing Organization who negotiated the contract. If using the GPO Maintenance file, it will allow the user to create and maintain a listing of GPO Names, similar to the Classification and Product Lines. To utilize there is a System Option, Control GPO Maintenance, in the Contracts module, which when set to Y will allow designated users to maintain the GPO Maintenance File. The user would then need to be assigned rights by checking GPO Maintenance in the User Master File, under the Contracts tab in the Contract Options section. Also, when double clicking on the GPO field it will access a lookup of the GPO Names in the GPO Maintenance file. When a user is entering in the free form mode and attempts to Save the record, if the GPO Name does not exist in the GPO Maintenance file a popup Confirm screen displays to the alert the user of this fact. The user may choose to continue or to create the record. If the user chooses not to create the name in the GPO Maintenance file, the GPO caption will display in red.
Administrator: May enter the username from the User Master File or use the lookup to search by Username or Last Name
Options section
Committed Contract: Check box to indicate if it is committed contract.
LOP: Check box to indicate a letter of participation.
Rebate Attached: Check box to indicate if there is an attached rebate.
No Mid Term Price Change: Check box to indicate that the Process EDI 832 Catalogs and Process EDI 855 Confirmations programs will not be allowed to change the contract price.
Has Image: If the contract has a scanned image associated with it, this will be checked.
Replacement: If this contract is a replacement for a previous contract it may be checked and a Replacement For field will display to allow entry of the replaced Contract code.
Contract Price after Expire: When checked, the program will set the PO Cost on the ItemVend tab of the Inventory Master File to the Contract Purchase Price for all items when the Contract expires.
Contract Signed: Check box to indicate the contract has been signed.
Awaiting Counter Signature: Check box to indicate the counter signature is still needed.
Freight Factor: Check box to be used as a reference field only that there is a freight factor.
HIPAA Vendor, Date, Expiration Date and Business Partner Agreement: When the Vendor is selected for the contract this will access information from Vendor Master File on the HIPAA tab and fill in the above named fields for this section. Also, will allow access to a Memo or a scanned Business Partner Agreement under the View Agreement button if one is available.
Expected Monthly Spend: This field may be used to enter an estimated amount for comparison.
Total Items: Displays the number of items from the Contract Detail tab.
Hyperlink: May enter a hyperlink.
Total Amount to Date: Will reflect the amount spent to date in conjunction with this contract.
YTD Amt: (Year to Date Amount) Will reflect the amount spent so far this year in conjunction with this contract.
LYTD Amt: (Last Year to Date Amount) Will reflect the amount spent to this date last year in conjunction with this contract.
View/Scan Contract: Allows the user to scan a document and view its contents. (see Scanning a Document for instructions on scanning). After entering or selecting the Contract number or name, press the View/Scan Contract button to utilize. If the words View/Scan Contract display in red there is a associated scanned document.
If the System Option, Use Single Mfg Option is activated in the Contract module, this will limit a single Manufacturer to a Contract. If activated, Single Mfg Only check box will display below Start Date field.
Finally, key in CTRL+S, click the Save icon or File then Save to save the record.
On the Toolbar, there is an icon entitled Save to New (a circular arrow with an exclamation point contained with it), which will allow the user to build Headers and save them without having to click New each time.
Contract Detail
Contract Information
Click on the tab marked Contract Detail at the bottom of the screen. There are three sections to this screen. At the top, you will be able to view information about the contract and vendor, which you have selected. Also, the Status of the contract displays at the bottom right of the screen.
Pricing Information
In the middle portion you will be able to add or amend the items associated with the contract. If you are changing any information in a contract that is already in effect, the system will automatically update it for you. You will first want to enter the original contract information before entering prices that will be effective in the future.
Vendor ID and Vendor Name: This field may be utilized if assigning vendors by line. Type in the Vendor Name or use the lookup function in the Vendor Name or Vendor Number field to select the appropriate vendor from the Vendor Master File.
Material Code: To add a new record, key in CTRL+N, choose New icon or select File then New from the application menu. Select the Material Code of the contracted item by typing it in or doing a lookup in the Material Code field. The information associated with the chosen Material Code, from the Inventory Master File, will be displayed. You will be able to enter information or update the following fields:
Contract Description: Description of the item. Check the Update Description box if you wish to change the description in the Inventory Master File on the IMF tab. In order to show users when the description in the Inventory Master File does not match the Contract Description the description will display in red letters. When this occurs a speed button will display to the right of the description field that will be enabled when there is a difference. This button will display "Show/Get IMF Description" if the cursor is placed on it. Pressing the button will toggle between the Contract Description and the IMF Description. The Label (either IMF Description or Contract Description) for the field will reflect which description you are viewing. Upon selecting the Edit mode for an item where there is a difference, the Speed button will also allow the user to toggle between these two descriptions if the Update Description box is checked. If the Contract Status is "Not Executed" the change will take effect upon execution. If the Contract Status is "Executed", then the change will occur when the edited item is saved.
Vendor Catalog Number: Displays the Vendor Catalog Number. You may do a lookup in this field if you want to change this number for contract purposes.
Manufacturer Catalog Number: Displays the Manufacturer Catalog Number. May remove current information and enter.
Manufacturer Name and Code: Displays Manufacturer Code and Name. Use lookup in one of these fields to change. If the System Option, Must_Enter_Mfg_Name is set in the Inventory module, user will be forced to enter a Manufacturer Name.
Unit of Purchase: The default unit of purchase may be changed by using drop down.
Conversion to LUOI: The conversion factor for the unit of purchase.
Contract Purchase Price: The price for the item.
Estimated Contract Quantity: The quantity you estimate that you will purchase over the terms of the contract.
Extension: Will be calculated to display quantity estimated times the unit price as entered above.
Future Date: Date that the Future Purchase Price will take effect. Must be entered on a line basis.
Future Purchase Price: After you have entered all the current contract information for an item, you can enter any future pricing information, if you have entered a Future Price Date in the Contract Detail. Only prices that are greater than $0.00 will change on the Future Price Date. Must be entered on a line basis. To effect the change a program called FUTEXEC must be added to the End of Day program with an AUTO parameter.
Make Main Vendor: May be used to override or exclude a line from the Main Vendor option on the Contract Header tab by un-checking it.
Consignment Item: May check to denote a consigned item.
Total Amount to Date: Will reflect the amount spent to date in conjunction with this contract for this item.
YTD Amt: (Year to Date Amount) Will reflect the amount spent so far this year in conjunction with this contract for this item.
LYTD Amt: (Last Year to Date Amount) Will reflect the amount spent to this date last year in conjunction with this contract for this item.
Pre Markup Price: May use this field to reflect the price before markup.
Markup Percent: May list the markup percentage used.
Pre Contract Price: Lists the purchase price prior to executing the contract.
If an item is not on file for a vendor, the system will allow you to add it at this time. Enter the information then save.
The table at the bottom of the screen will display all of the items currently associated with the contract. If you want to edit an item already on the contract, click on it in the table at the bottom of the screen. It will appear in the middle portion for editing purposes. If the contract is already in effect, it will automatically be updated for you. You may also delete an item that is selected.
Tier Levels
Tier Level: Field to enter the level of the tier.
Next Tier Amount: May enter the amount to reach the next tier.
Next Tier Quantity: May enter the quantity to reach the next tier.
Tier Start Month: May enter the starting month of the Tier contract. Also may use the up/down arrows to set.
Tier Start Year: May enter the starting year of the Tier contract. Also may use the up/down arrows to set.
Tier End Month: May enter the ending month of the Tier contract. Also may use the up/down arrows to set.
Tier End Year: May enter the ending year of the Tier contract. Also may use the up/down arrows to set.
Total Tier Amount: Displays total amount of dollars received against the contract.
Total Tier Quantity: Displays the total quantity received against the contract.
Regarding the Tier Level process, there is a program, E-mail Contract Notifications, which will e-mails users when the contract has reached a user defined percentage of the contract and also when it reaches 100% of the level based on tier levels set in the Contract Master File. Users are selected in the User Master File on the Contracts tab, in the Purchasing contracts section using the check box labeled, "Notify user of contracts near or at next tier level" and setting the e-mail address on the User Info tab. The percentage is set with the System Option, Tier Notification Level, in the Contracts module.
Notifications
On this tab, there is the ability to specify the notification to specified users when the System Option, Notify by Contract, in the Contracts module is set to Y. There is also a System Option, Contract Notify by Contract, in the Systems module, when set to Y will allow usage of the notification list.
Click on the New icon, CTRL+N, or File then New, and enter the Username and then Save. This will then display the Username in the grid below.
When logging into Main Menu – when checked will display a popup window at Login displaying Contracts That Need Attention. Also may access when clicking on the Contract System module and clicking on Tools then Check for Contracts That Need Attention. May set Days to give notice to the user for that number of days based on when the Roll date is reached.
Via E-mail – if checked will notify by E-mail at the E-mail address listed on the User Info tab when the E-mail Contract Notifications program is set on the End of Day Master File program or is run manually. May set Days to give notice to the user for that number of days based on when the Roll date is reached
Notify user of contracts near or at next tier level – when checked will notify users when the contract has reached a user defined percentage of the contract and also when it reaches 100% of the level based on the tier levels set in the Contract Master File on the Contract Tier tab. The percentage is set with the System Option, Tier Notification Level in the Contracts module.
Notify User of Rebates via Email – when this is checked and a rebate is entered on the Contract Rebates tab, an email notification will be sent based on the Rebate Date. The Contract Notify program must be run to generate the e-mail. If no rebate is entered on the Contract Rebates tab a popup will display to notify the user that there is no associated rebate.
When deleting a user a popup will display to confirm the deletion.
Contract (Additional)
On this tab, the user may add User Defined fields which may be set in System Options, User Contract 001 through 030, in the User Defined section.
Contract Rebates
On this tab, the user may add specific rebates associated with this contract.
The user should click on the New icon and enter the Rebate Name, Rebate Date, the Days Notice and a check box if the user wishes to receive an Email Alerts for this Rebate. This e-mail also requires that a Username and the check box, Notify Users of Rebates via Email is checked on the Notifications tab. Emails will be sent when the Contract Notify program is run. When completed click Save to add this rebate to the grid. There is also a Memo if needed.
Under the Tools menu, the user may Add Items from Itemvend by clicking Edit, then selecting this choice and a box will appear in which a Vendor may be entered or using the lookup, and the choice of Active Items Only. When ready, click the Add Items button and all items that meet the criteria will be added.
There is also Update Pricing, which will allow the user to update Contract or Future Pricing by clicking Edit and that choice. A box appears and the Type of Change, Decimal places, and the Percentage to Change can be entered. Then click the Update button to cause the change.
Execute Contract allows the user to execute a contract manually. A confirm box appears to verify that you want to do this. If answering yes, a progress bar displays until finished, then another box displays when complete stating so. May Re-execute a contract by pressing CTRL+F12 or going to Tools and then Re-Execute. There is a System Option, Execute Only After Start Date, under the Contracts module which when set to Y (Yes) will not allow the contract to be executed when the date is prior to the Start Date of the contract. A Warning message will display if the date is prior.
Un-expire Contract can be utilized if the System Option, Allow Unexpire is set in the Contracts module of System Options. This will unexpire the contract and allow it to be put back into effect again.
Toggle Pages or F6 will allow the user to flip between the Contract Header and Contract Detail tabs.
Contract History will allow a contract to be moved into history if the System Option, Use Move to History is set in the Contracts module. When selecting Move Contract to History a Confirm box will display in which the user can choose to use this process.
Find Contract by Mat Code will open a Contract Inquiry screen and allow the user to enter or lookup by Material Code or Material Code Description, Vendor Catalog or Manufacturer (Mfg) Catalog number and search for contracts with that criterion.
Export Grid will allow the user to export to screen or file, by selecting an export format.
Class/Product Maint will allow the user to access the Contract Classification / Product Class Maintenance if rights are set on the Contracts tab of the User Master File.
GPO Maint will allow the user access to a GPO Maintenance file to create and maintain a listing of GPO Names.
Change Consignment Quantity will allow access to a screen entitled, Change Consignment Quantity when an item is listed with a Type of Consignment on the Location tab of the Inventory Master File. When the screen opens it will display the Location of the consignment item or the user may lookup if there are multiple Locations and also shows the Material Code and the Default Unit of Issue. The user then may change the Original Consignment Qty by entering the new quantity and either Save, Save and Close or Close by pressing the necessary button. This will then update the Original Consign Qty on the Unit of Issue tab of the Inventory Master File.