How to Enter a Contract

Transcription

1 Module: Contract Management Topic: CM Contract Processing CM Contract Entry Munis Version 11.1 Objective How to Enter a Contract 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. Page 1 of 17

2 Ribbon CM Contract Entry 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 Contract Description 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 Page 2 of 17

3 Field Method Vendor To Be Rolled Hold Payments Printed Description enter that in on the User Defined Tab Procurement file #. This is the contract enforcement method. You may select enforcement method: Non-Encumbered GL Accounts or Not-To-Exceed. 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 All 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. Selecting this check box indicates that the contract should be rolled to the next fiscal year when the current fiscal year is closed. (DEFAULT) 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. 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): Page 3 of 17

4 Field Dept/Loc Bid/RFP Project Description Year/Period Contract Type MAIN TAB Description This is the department or location that is responsible for the contract. (Required) Tab past this. Horry County did not purchase the Bid Management module 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. This is a basic description of the contract free form typing. Horry County will be using STANDARDIZED ENTRY. (Required) The system automatically fills in this information. This is the fiscal year and period in which the contract becomes active. 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 Review Code Percent Complete Administrator Workflow Notification Percentage Requisition Year / Number As it pertains to each type. There are multiple, matching, options for each Contract Type. (Required) Tab past this. Horry County will not be using this. 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, This field is a tracking for record tool. 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. 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 . (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. 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. 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. Page 4 of 17

5 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 Approved Initial Expiration Renewal Action Extended Through Horry County did not purchase the Bid Module. Date of signature on contract by HCG 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) The last available Date action needs to be taken to renew / terminate the contract (set-up Alert(s) as back-up) 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. Page 5 of 17

6 8. If RETAINAGE pertains to your contract, complete the following fields on the Retainage tab: The Retainage tab contains the retainage settings for the contract. It contains both a running total of retainage and the criteria for sliding scale retainage, if applicable. Updates made to this tab after the contract has been posted generate a change order. You cannot update a retainage schedule after funds have been retained for a contract. Retainage will be as per each solicitation and is not a requirement unless identified at the beginning of the solicitation / agreement process. If Retainage does not pertain to your contract, Users can take all checks out of boxes when initially creating the contract record. Users do not have to tab through all of the fields to get to the next tab User Defined. Users can simply click on to the User Defined tab. Page 6 of 17

7 Field Bonds In Lieu of Retainage Recalculate Cap and Retainage Differences with Change Orders and Payments Cap Retained to Date Remaining Liquidated Permanently Withheld Unrelieved Contract Completion Starting Percent Contract Completion Ending Percent Percent to Retain Not Required - RETAINAGE TAB - Not Required Description Selecting this check box indicates that retainage will not be applied to the contract. Bonds will be used in place of retainage for this contract. If you select this check box, no other field on the Retainage tab is accessible. Selecting this check box causes the program to recalculate the value in the Cap box when contract change orders are posted. This is the total amount to be retained from contract payments. The amount is set when the contract is initially posted, but it can be recalculated when change orders are posted and the Recalculate Cap check box is selected. This is the dollar amount that has been retained from contract payments thus far. (up to today s date) This box contains the dollar amount remaining to be retained. This is the total amount of retained funds that have been released to the vendor.(paid to date) This is the total amount of retained funds that will not be paid to the vendor. This box contains the retained amount that has not yet been relieved. These fields determine the retainage rate for a range of contract completion percentages. Standard retainage rates remain the same for the life of the contract. The default value of the Starting and Ending fields are 0 and 100 for this retainage method, which indicates that the contract retains at the same percentage for its entirety. Sliding scale retainage withholds funds from the vendor based on the completion percentage of the contract. For example, you can retain 5% of funds from the vendor until the contract is 50% complete, and then switch to a 2% retainage until the contract is complete. This is achieved by entering a range of percentage completion and a retainage rate on each line of the table. Continue to enter ranges until you reach 100% completion. 9. If you needed to enter data in the Retainage tab - After completing the Retainage tab, press Enter. The program saves your entries and advances to the User Defined tab. If Retainage is not used for your contract, you may click on the User Defined tab instead of going through the Retainage fields. 10. Complete the User Defined tab according to Horry County Government, and Horry County Procurement regulations, business practices. The information can be identified in the Contract Terms and Conditions. You must fill out the information on this tab, you cannot tab past it, and you cannot release the contract without this information being filled out. Page 7 of 17

8 User Defined questions are for the benefit of the department, and for future tasks. It is also to take the place of some items which were identified on the paper contract routing sheet. Stop and answer the questions correctly. Enterers will have to create contract change orders to correct erroneous information. Click the button to open up the available options for each field value. USER DEFINED TAB Question in the field Question being asked List of available answers Procurement Method? K awarded based on LVP? Are there K renewals? Signature Renewal type? What Procurement Method was used for this contract? Was your contract awarded based on Local Vendor Preference (LVP)? Does this contract contain any contract renewals? What signatures must be obtained for renewals to be accepted? PICK the one that pertains to your contract: IFB RFP RFI RFQ Informal (includes contracts resulting from a quote process) Tier 5 Yes or No (Defaulted to NO) Yes or No (Defaulted to NO) PICK the option that pertains to your contract: Automatic renewal happens automatically Bilateral renewal happens after both the vendor and the County sign renewal/modification documents Unilateral renewal happens after either the vendor or the County (preferred that it is the County Page 8 of 17

9 Available # renewal options? Renewal option time period? Procurement file #? Department file #? Other What are the available number of renewals options for this contract? What is the Renewal Option time period for each renewal? What is the Procurement file number? What do you file this K as? How would you look it up, if different than the Procurement file #? Additional information pertaining to the contract (as needed) initiating and signing for) signs renewal/modification documents NONE No renewal option/ Notapplicable (Defaulted) Pick the option that pertains to your contract: One 1 renewal option available Two 2 renewal options available Three 3 renewal options available Four 4 renewal options available Five 5 renewal options available NONE No renewal options available (Defaulted) Unlimit Unlimited renewals available Pick the option that pertains to your contract: 1-yr: 1-year term for each renewal 2-yr: 2-year term for each renewal 3-yr: 3-year term for each renewal 4-yr: 4-year term for each renewal 5-yr: 5-year term for each renewal NONE: No renewal terms / Nonapplicable (Defaulted) Free form entry (Limited field) This is the Historical Contract number i.e.: Free form entry (Limited field) Free form entry (Limited field) Key in any additional information which you feel is important. 11. On the Munis ribbon, click Accept. The program advances to the Accounts tab and inserts the current budget fiscal year that you are entering in for. Page 9 of 17

10 Not to Exceed: Non-Encumbered: With both methods, you have the ability to move around the columns, and to identify which column headings you want to see/use. Users must put the mouse on one of the column headings and then Right click to get the drop down list to open. If you wish to move the columns, click on the column to move and drag it to the position you want it in. Accounts are Budget/Finance related, especially with Non- Encumbered Contracts. 12. As it may pertain to your Contract and/or Contract Method complete the amount / account lines by entering a fiscal year (automated by software) and: a. Non-Encumbered Method: Enter in the GL account the funds for the contract are allocated to, and the amount. b. Not To Exceed Method: Enter in the total amount of the contract for the given fiscal year. 13. Enter as many account lines as needed (Non-Encumbered) to fully allocate the contract. The table headers can be moved to fit your needs. Users may enter in numerous fiscal years for if the amounts are already pre-defined in the contract documents (Not-To-Exceed, and Non-Encumbered) 14. If user receives a message when using Non-Encumbered method that they have account restrictions you may need to contact Finance/Budget so that they may attach appropriate permissions/roles to allow access to the account. 15. After completing the account lines, click Accept.The program saves your account allocations, and will move you to the Items Tab. Page 10 of 17

11 16. If user has completed all required information for contract, ensure required documents and alerts (if they are being used) have been uploaded into TCM software, and click Release (top Right of the Ribbon). If user has to continue entry of items on other tabs for contract, continue to follow steps as needed. SEE Attaching Quotes and Justification (page 14 of this SOP) for instructions on how to upload your quotes, justification, and additional documentation into TCM (Tyler Content Module) 17. If the contract will restrict the items that can be purchased with contract funds, click the Items tab to activate it. If you complete the Items tab, the total dollar value of all entered items must match the total amount from the Accounts tab. 18. Complete the contract line items by selecting a commodity code, inventory item, or product ID, and item description (pre- filled out by Commodity Code). 19. Enter the quantity, unit price, and unit of measure for the contract item. The program advances to a new item line after you complete each previous line. 20. Continue to enter contract items until all items eligible for contract funds have been entered. 21. Click Accept. The program saves the line items, and you can go to Sub-contractor and/or Insurance tabs (as needed). 22. If user has completed all required information for contract, ensure required documents and alerts (if they are being used) have been uploaded into TCM software, and click Release (top right of the Ribbon). If user has to continue entry of items on other tabs for contract, continue to follow steps as needed. SEE Attaching Quotes and Justification (page 14 of this SOP) for instructions on how to upload your quotes, justification, and additional documentation into TCM (Tyler Content Module) 23. Key in the Subcontractors information as it may pertain to your contract. If it is not required information for your contract, you do not need to put information here. Page 11 of 17

12 24. Click Accept. The program saves the items, and you can go to the Insurance tab (as needed). 25. If user has completed all required information for contract, ensure required documents and alerts (if they are being used) have been uploaded into TCM software, and click Release (top right of the Ribbon). If user has to continue entry of items on other tabs for contract, continue to follow steps as needed. SEE Attaching Quotes and Justification (page 14 of this SOP) for instructions on how to upload your quotes, justification, and additional documentation into TCM (Tyler Content Module) 26. If contract requires you to enter in Insurance information, key in the needed information. 27. Click Accept. All of your initial entry information for your contract has now been entered in. 28. Click Return.When doing initial entry or a contract, the next field that you need is not viewable, and you must click return to allow those needed fields to become available. Page 12 of 17

13 29. SEE Attaching Quotes and Justification (page 14 of this SOP) for instructions on how to upload your quotes, justification, and additional documentation into TCM (Tyler Content Module) 30. Click Release. The program releases the contract record. If your site uses Munis Workflow, a workflow notification is sent to the contract approver who must manually approve the contract. If your site does not use Workflow, the contract advances to a status of Approved. Original/Status Change Order/Status CONTRACT STATUSES The Original option indicates that this is a record for an original contract. The Status list indicates the status of the contract during the contract process. When you add a new contract, the status is 2 Created and it updates automatically as the contract is moved through the process. You cannot modify the status, but the Status list is accessible when you click Search to search for a record. Status indicators: 0-Rejected 2-Created 4-Released 6-Approved 8-Posted 10-Closed The Change Order option indicates that this is a record for a contract change order. The Status list that indicates the status of the change order. The program updates the status as the change order is processed. You cannot modify the status, but the Status list is accessible when you click Search to search for a record. Status indicators are: N- None C-Created P-Pending A-Approved R-Rejected Page 13 of 17

14 Attaching Quotes and Justification 1. You can now attach any required documentation by clicking the Attachments Button in the Munis Ribbon. The Document Mappings box will pop up. Click Show Counts. If you see N/A in the Count column, you cannot use that Document area to save. It is preferred that all Initial Entry of contracts be attached to the Contract/Agreement Document Map Title. Additional contract attachements can be attached to the Contract Attachment Document Map Title. 2. Choose Contract/Agreement and Click View Documents. TCM will open. 3. On the TCM Ribbon Click New ; 4. You can now IMPORT or SCAN (if your scanner is available) documentation in to TCM a) IMPORT: Click Import. This will be allow you to browse your computer documents and select the appropriate file. Once selected click Open. YOUR FILE IS NOW ATTACHED TO TCM! There Page 14 of 17

15 are additional tools in TCM that can be used to add notes and highlights, etc. However, use of these is not required. b) SCAN: Click Scan. This will bring up the Select a Scanner Box. Select the appropriate scanner from the list and click Scan. Follow the instructions from your scanner software- once complete your scan will show in TCM. 5. Click Save and Close Viewer to return to your requisition. 6. Once you have entered all of your requested items, click Release in the Menu Section of the Ribbon. This is releasing your requisition into the workflow. This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. 7. If you have a message that you have SILVERLIGHT ISSUES. You will need to contact IT Help Desk or go the the KACE access on HC Café and download the Silverlight update. Workflow Once the Contract has been released into workflow. You can view where it is by Clicking Approvers at the bottom of the Contract screen. Below is a screen shot of the workflow for a contract. It shows each step and approver in the process, when the contract arrives in each queue, where the contract currently resides in workflow, and keeps record of who approves and when the approval takes place. Page 15 of 17

16 Results The contract is now entered in the Munis system. Once Approved and Posted, you can enter transactions against the contract (Requisitions, and Purchasing Card transactions if that option is available). Posting of contracts will be performed by the Office of Procurement. Status Change Contracts awaiting approval are set to a status of 6 Released. Approved contracts have a status of 8 Approved. GL Impact If the Contract Enforcement Method is Encumbered GL Accounts, the money for the chosen accounts is automatically encumbered, decreasing the available budget for the entered accounts. Horry County has currently opted to not use this enforcement method. Other Munis Modules Impact Once the contract is completed, approved, and posted, you can reference the contract in the Purchasing module. Page 16 of 17

17 If using the Encumbered GL Accounts enforcement method, a journal entry is made to the general ledger encumbering the money from the specified accounts-horry County has opted to not used that enforcement method. What s Next? Released contracts require workflow approval. Approved contracts, once Posted, are ready for the entry of transactions against their balance (requisitions and purchase card transactions). Posting of contracts will be performed only by the Office of Procurement. Page 17 of 17