Contract Management FAQ
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- Melissa Flynn
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1 Contract Management FAQ Q: I would like to liquidate a contract. In the past I would have done a journal to accomplish this. How should I do this now? A: Contracts will now be liquidated using a utility in ONESolution. If you have a contract that needs to be liquidated, please send an to audonesolution@santacruzcounty.us with the contract number that needs to be liquidated and either purchasing or someone in the Auditor s office will take care of this for you. This process will close the contract in the contract and purchasing modules, and will disencumber the remaining balance. Q: I have requested to have a contract liquidated. How can I tell this has been accomplished? A: When you look at the contract in CMUPCM you will see the status is CL. When you look at the contract in the purchasing module, the status will be CA if the contract was liquidated without having any payments made, or DE if any payments had been made on the contact. Wednesday, November 04,
2 Q: My contract was loaded into ONESolution on the CAL. How do I trigger the initial workflow? A: To trigger the initial workflow for CAL items, please complete the following process: 1. Add Current End Date 2.Edit description (this must be done even if it is a slight change) 3.Select CAL from User 2 drop down menu 4.Save the Contract 5. Attach documentation related to the contract 6.Approve the item to initiate the approval process If a paper ADM-29 has already been created, users should add the date they first approved the item in the comments field of the Pending Tasks pop-up window. This will show up on the ADM-29 CDD report. Wednesday, November 04,
3 Q: I have a change to a contract that was loaded to the Purchasing module only. Should I process an amendment in contract management or a change order in purchasing? A: Amendments to items that do not require board approval will be entered into purchasing as a change order. Items requiring board approval will be entered into contract management using the original amount field and encumbrance tab. All original contract documentation must be attached also. These items will have to go through the full contract approval process in workflow. Q: I am working on updating the information for my CAL item. What dates do I need to update? A: Please update The Current End Date and the BOS agenda date: Q: My contract is in the workflow approval process for an amendment, but I don t see the amendment workflow in the Pending Approvals tab. Wednesday, November 04,
4 A: When a contract is in the amendment workflow, you must have the Amendment tab open in order to see the contract Amendment Approval workflow in the Pending Approvals tab at the top of the screen. Q: I would like to enter an amendment to my contract, but the amendment is for Item 2 of my encumbrance. How do I indicate this on my amendment? A: When you enter your amendment, change the item number to match the encumbrance item number you would like to change. This must be done before saving your entry because once saved this field is no longer editable. Wednesday, November 04,
5 Q: When can I process an amendment for my contract? A: Contracts must have status AS for an amendment to be entered. Q: My contract extends beyond the current fiscal year. What date should I enter on the contract? A: In the header portion of the contract, you can enter the exact begin and end date of the contract if the contract extends past the current fiscal year, however the Fiscal Year ending in the Encumbrance tab must reflect the current fiscal year only. Do not enter a future fiscal year into this field or you will be unable to make payments on the contract in the current fiscal year. Wednesday, November 04,
6 Q: My CAL item was loaded into ONESolution with an incorrect encumbrance total. How should this be corrected? A: For this year you will have to trigger the contract to go through the full approval workflow first. Once the initial workflow is complete, you will have to enter the correction as an amendment and the full amendment workflow will have to complete before the amount encumbered for your contract will be updated. We are working on changing this process for next year. Q: I have a Contract amendment approval in my Pending Tasks tab. When I click the blue link for the contract, it takes me to a blank contract screen. Why is this? What should I do? A: This is a known glitch in the system. A help desk ticket has been submitted for this, but has not been resolved yet. What you should do is: Wednesday, November 04,
7 1. Click the search button in CMUPCM 2. Enter the Contract number you are supposed to approve and click Apply 3. This will show you the contract you are supposed to approve. You can click the Pending Approvals tab to do you approval. Wednesday, November 04,
8 Q: I am trying to enter an invoice against a contract. When I click the Extract button to extract the information related to the contract, I get the error message PO Data Not Imported. Why is this? How can it be corrected? A: Please a screen shot of this issue to AUDONESolution@santacruzcounty.us someone will be able to re send your contract to PO. This issue occurs when there is a communication issue between the Contract and PO modules. Wednesday, November 04,
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