Entering/Revising a Service Contract (O4) Direct Lesson

Entering/Revising a Service Contract (O4) Direct Lesson



Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Contracts - Agency link.

    Step 3
  4. Click the Work with Contract link.

    Step 4
  5. For New Service Contract, click the Add button.

    Step 5
  6. For Revision to Existing Service Contract renewal or extension, search for existing contract.

     

    Click in the Order Number field or other fields to narrow search for existing contract.

    Step 6
  7. Click the Find button.

    Step 7
  8. Enter Header Information for this Service Contract

    Step 8
  9. Order Header - if this is a Revision to the Contract

     

    Modify information on the Order Header as needed.

     

    Note:  Changes to the Order Header do not automatically update on the Detail Lines. To populate ALL information from the Order Header to the Order Detail Lines, click Form, Header to Detail, Populate.

     

    Review the Detail lines to ensure the information is correct.

     

    Note:: Information from the Order Header will NOT populate to Detail lines that are cancelled or closed (Status = 999).

    Step 9
  10. An Order Number has three components:

    o Order Number - system assigned

    o Order Type - All Service Contracts are O4 Order (Document) Type.

    o Order Fund - automatically assigned based on Business Unit

    Step 10
  11. Supplier

     

    The Address Book number of the vendor from whom you will purchase the goods

     

    o Primarily "V" search type Address Book records.

     

    NOTE:  This should NEVER be an "E" search type Address Book record.

     

    Enter the desired information into the Supplier field. Enter "500060".

    Step 11
  12. Click in the Ship To field.

    Step 12
  13. Ship To - Address to which the goods are to be delivered or the location where services are to be performed

     

    o If multiple locations, A/B # 559783 (FACILITY, MULTIPLE ADDRESSES) can be used if the service is to be completed at several locations.

     

    o The Ship To number will automatically populate the Send Invoice To field.

     

    o Primarily "F" search type Address Book records.

     

    Enter the desired information into the Ship To field. Enter "678925".

    Step 13
  14. Invoice To - the address the Vendor will send their invoice to

     

    o Automatically populates but can be overridden

     

    o Primarily "S" search type Address Book records if the invoice will not be sent to the "Ship To" address.

    Step 14
  15. Click in the Buyer Number field.

    Step 15
  16. Buyer Number - The Buyer who is  primarily responsible for bidding process for this Contract at the AGENCY

     

    Enter the desired information into the Buyer Number field. Enter "576663".

    Step 16
  17. Click in the Business Unit field.

    Step 17
  18. Business Unit - BU accountable for the Contract.

     

    Enter the desired information into the Business Unit field. Enter "65025009".

    Step 18
  19. Contract Entered (Date) - Current date will automatically populate.

    Step 19
  20. Click in the Contract Start field.

    Step 20
  21. Contract Start (Date) - Enter the date on which the service contract will begin.

     

    If the Contract Start Date field is not populated, the current date will default.

     

    Enter the desired information into the Contract Start field. Enter "1/1/2010".

    Step 21
  22. Click in the Contract Renewal field.

    Step 22
  23. Contract Renewal (Date)

     

    If the contract is New, enter the Contract Start Date.

     

    If the contract is Renewed, enter the date the service contract was renewed.

     

    If the Contract Renewal Date field is not populated, the Contract Start date will default.

     

    Enter the desired information into the Contract Renewal field. Enter "1/1/2010".

    Step 23
  24. Click in the Contract End field.

    Step 24
  25. Contract End (Date) – Enter the date that the service contract will end.

     

    If the contract is renewed or extended, Contract End Date must be updated to reflect the new end date.

     

    Enter the desired information into the Contract End field. Enter "12/31/2013".

    Step 25
  26. Order Header

     

    Modify information on the Order Header as needed.

     

    Note:  Changes to the Order Header do not automatically update on the Detail Lines. To populate ALL information from the Order Header to the Order Detail Lines, click Form, Header to Detail, Populate.

     

    Review the Detail lines to ensure the information is correct.

     

    Note:: Information from the Order Header will NOT populate to Detail lines that are cancelled or closed (Status = 999).

    Step 26
  27. Click the Additional Properties tab.

    Step 27
  28. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 28
  29. Click in the Document Description field.

    Step 29
  30. Document Description

     

    o Mandatory; this field is an overall description of the service contract.

     

    o The information will not be printed on the contract; however, it will print on Contract Reports.

     

    o This field can be used for free form text. 

     

    o This field can hold up to 30 alpha/numeric characters and will automatically capitalize.

     

    Enter the desired information into the Document Description field. Enter "SERVICE CONTRACT DESCRIPTION".

    Step 30
  31. Click in the Document Location field.

    Step 31
  32. Document Location

     

    o Mandatory

     

    o Identifies the facility where a service contract was established, this field can be pulled from the address book.

     

    o This must be a Address Book Search Type of “F” - facility

     

    Enter the desired information into the Document Location field. Enter "678925".

    Step 32
  33. Click in the Document Contact field.

    Step 33
  34. WARNING

     

    For contracts, the system is designed to require data on the Category Codes tab.  Due to this requirement, an edit error will appear at the top of the screen to highlight this requirement.

     

    Complete adding data to Additional Properties tab, then update the Category Code information prior to working with the Detail Line information.

    Step 34
  35. Document Contact

     

    o Mandatory

     

    o Identifies the primary person responsible for the service contract.  This field can be pulled from the address book.

     

    o This must be an Address Book Search Type of “B, E, N, or X”.

     

     

    Enter the desired information into the Document Contact field. Enter "100386".

    Step 35
  36. Click the Category Codes tab.

    Step 36
  37. Data on the Category Codes tab provides Renewal information about the service contract.

    Step 37
  38. Click in the New/Renew field.

    Step 38
  39. New/Renew

     

    o Mandatory

     

    o This field indicates if the contract is a new contract or the number of times that it has been renewed.  Use the visual assist for Category Code lookup.

     

    o This field MUST be changed during the revise process when the contract is renewed.

     

    Enter the desired information into the New/Renew field. Enter "N".

    Step 39
  40. Press [Tab].

    Step 40
  41. Extension

     

    o Populate this field during the revision process if the contract is extended.

    Step 41
  42. Funding

     

    o Optional

     

    o This field is used to indicate special funding sources such as ARRA (American Recovery and Reinvestment Act)

    Step 42
  43. Location Moved To

     

    o Populate this field with "RM" when the document is moved to Records Management. 

     

    o Verify Cancel Date is changed to reflect the contract has expired

    Step 43
  44. Enter Detail Lines for this Purchase Order

     

    Detail Lines can be entered regardless of the Tab that is displayed.

    Step 44
  45. Click in the Inventory Number field.

    Step 45
  46. NIGP Number/Inventory Number

     

    o NIGP Number/Inventory Number – represents the NIGP commodity code for items to be purchased.  If you need to finde the applicable 5-digit code, note that all Services are > 90000. This field will not print on the purchasing documents.

     

    o 3-Digit NIGP – Will populate from the NIGP Number/Inventory Number;  this is the three-digit prefix to a commodity code

     

    o NIGP Sub – Will populate from the NIGP Number/Inventory Number;  this is the two-digit commodity code suffix

     

    3-Digit NIGP and NIGP Sub automatically populate from the data entered in the NIGP Number/Inventory Number field but can be overridden.

     

    Enter the desired information into the Inventory Number field. Enter "92000".

    Step 46
  47. Click in the Quantity Ordered field.

    Step 47
  48. Quantity Ordered - Enter the quantity of the item that you require.

     

    In some cases, a service contract is for a specific dollar amount with unit & unit cost defined as $1.00.  In this situation, Quantity Ordered is equal to the total value of the contract.

     

    Enter the desired information into the Quantity Ordered field. Enter "24000".

    Step 48
  49. Click in the Tr. UoM field.

    Step 49
  50. Tr. UoM - Transaction Unit of Measure.  System defaults to EA; override this with the appropriate unit of measure if necessary.  Other options can be found using the visual assist.

     

    Enter the desired information into the Tr. UoM field. Enter "$".

    Step 50
  51. Click in the Unit Cost field.

    Step 51
  52. Unit Cost – the estimated cost per unit.

     

    Enter the desired information into the Unit Cost field. Enter "1".

    Step 52
  53. Extended Cost – The system will automatically populate this field based on the Quantity Ordered and Unit Cost fields.

    Step 53
  54. Pu. UoM - Purchase Unit of Measure.  Defaults to the same Unit of Measure in the Tr. UoM field.

     

    Pu. UoM must equal Tr. UoM or an error will occur.

    Step 54
  55. Click in the Description 1 field.

    Step 55
  56. Description 1 – This is free text – will print on all purchasing documents; enter descriptive data pertaining to the specific detail line.  System will capitalize the text.

     

    Enter the desired information into the Extended Cost field. Enter "DESCRIPTION 1".

    Step 56
  57. Click in the Description 2 field.

    Step 57
  58. Description 2 – This is free text – will print on purchasing documents; enter descriptive data that you want to appear in in system.  System will capitalize the text.

     

    Enter the desired information into the Description 2 field. Enter "DESCRIPTION 2".

    Step 58
  59. Click in the Account Number field.

    Step 59
  60. Account Number – valid business unit and object account from the Chart of Accounts.  If this field was populated on Line Defaults tab, this does not need to be filled in at the detail level.

    Step 60
  61. The following fields populate based on the Account Number:

     

    Cost Center

    Obj Acct

    Sub

    SBL Type

    Subledger

    Step 61
  62. Business Unit - Automatically populates from the Business Unit on the Order Header.  This can be revised on the detail line for purposes of split coding.

    Step 62
  63. Line Number - Automatically populates in sequence

    Step 63
  64. Ln Ty – Line Type

     

    Enter the appropriate Line Type for your order.

     

    o  J - Non-Stock Items, defaults for services

     

    o T - Text Line; indicates that text will be included on this line, but there will not be any funds/accounts associated with this line.

     

    Enter the desired information into the Ln Ty field. Enter "J".

    Step 64
  65. Dev Request - Deviation Request for Commodities and Services:

     

    o Exception Orders

    o Emergency Purchases

    o Direct Purchase Authority, DPA

    o Statewide Contract Use

    o Deviation Process

    Step 65
  66. Other fields on a detail line may be required by your Agency.  Fill these required.

    Step 66
  67. Line Attachments -

     

    Line Attachments: Text (to Detail Lines) if desired. (Please refer to the work instructions to Enter Attachments to Detail Lines)

     

    Line Attachments:  OLE (to Detail Lines) if desired.  (Please refer to the work instructions to Enter Attachments to Detail Lines)

     

    Step 67
  68. Add as many detail lines as necessary to the service contract.

     

    o Use the down arrow on the keyboard to move the cursor to the next line if required. 

     

    o Additional fields will be defaulted in, such as Extended Cost and Line Type.

     

    o If you have additional items to order, repeat step 6 until the order is complete.

     

    o The new Order Number and Order Type (O4) will appear and should be noted if you wish to do more work with them or facilitate searches later.

    Step 68
  69. Click the OK button.

    Step 69
  70. You can enter a new contract or click the Cancel button.

    Step 70
  71. Click the Close button.

    Step 71

Table of Contents  Start Topic