General Contracts

(GenContracts.exe) This is a reference file for item specific contracts. Its purpose is to record information about the existing contracts. There are 3 tabs: Header, Contract and Events.

To create a new entry click on the New Icon, CTRL+N or File then New Record and the Contract tab will be accessed. Enter the name of the contract in the Contract field. Enter the Product/Service Provided in the field, and select a Classification using the drop down. If the user wishes to add a new Classification use the General Contract Classification program to create it. Users may be assigned to the Classifications using the User to General Contract Classification program. Select the Sub Class, if the user wishes to create a new Sub Class use the General Contract Sub Class program. The Description and Status may be entered. Executed, Start and End Dates, may be entered. The Roll Date may be entered using 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 setting under the General Contracts section in the User Master File on the Contracts tab. When 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 General Contract System module and clicking on Tools then Check for General 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. There is an Automatic Renewal check box. Abstraction information (By Whom and Date) and Value may be entered in the following section. There is a Closed check box and a Closed Date that may be entered. Below that, there are7 tabs [Vendor, Department, Related Parties, Notes, User Defined Tab 1, 2 and 3 (These fields may be named in System Options under the User Defined module, User GenContracts Tab 1, 2 and 3)]. The Vendor tab is for listing Vendor information (Name Address, Contact, Phone, etc.). The Department tab contains Entity, Department, Sub Account, Project, Responsible Department, Department Contact, Signatory and Title information. If the user wishes to create a new Signatory designation it may be done using the General Contract Signatory program. The Related Parties tab allows the user to list up to 5 related parties. The Notes tab is a memo field for listing pertinent information relating to the contract and the User Defined tabs each contain 10 lines for a users’ defined purpose (These fields may be named in System Options under the User Defined module, User GenContracts 1 thru 30). When finished with the Contract tab, click the Save icon or File then Save or CTRL+S.

The Events tab allows the user to enter a specific Event that relates to the contract and a Date and memo if necessary. Select the Event Type using the drop down. Click the New icon, and enter the information in the Event field. The Date will display the current date, but may be changed using the calendar icon. When complete, click the Save icon and the event will display in the Event field below. To create a new Event Type, use the General Contract Event Type program. The Displayed Event Type field drop down allows the user to view by Event Type.

The Header tab will display all contracts that have been entered and may be searched by using the lookup in the fields at the top, using the drop down to select a classification in the Classification Shown field or clicking on a line that is displayed in the field at the bottom on the screen.

A contract may be scanned by clicking on the icon (Paper with corner turned and arrow pointing to the right) or clicking on File then View/Scan Contract. The Contract tab must be Saved before scanning the contract. Under File, the user may Export Contracts to an Excel format.

There is a System Option, Gen Contract Use User to Department, under the General Contracts module, which will restrict viewing by the users assigned to the departments. Use the Assign Users to Departments program under System Maintenance to do so.

There is a System Option, Gen Contract Validate Dept, under the General Contracts module which determines if General Contract requires a valid Department from the

There is a System Option, Gen Contract Validate Vendor, under the General Contracts module which determines if General Contract requires a valid Vendor from the Vendor Master File.

There is a System Options under General Contracts, Gen Contract Use User to Department, which when set to Y (Yes) will determine if User to Departments is used for validation.