How to Enter a Contract Change Order

Transcription

1 Module: Contract Management Topic: CM Contract Processing CM Enter Contract Change Orders Munis Version 11.1 How to Enter a Contract Change Order Objective This document describes the steps taken to create a contract change order. It is intended for a Munis user who is responsible for the entry and maintenance of an organization s contract records. Overview Contract change orders are used when it is necessary to alter the amounts, accounts, line items, or any other aspect of a contract record. This process is performed in the Contract Change Orders program. You can define Workflow business rules for the creation of change orders, which requires the order to be approved before posting. Without a business rule, the change order immediately alters the original contract terms. The screenshots and field descriptions in this document are intended for use in Munis version 11.1; however, the basic process of change order entry applies to all Munis 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. nsv Page 1 of 10

2 If you intend to use Munis Workflow to submit change orders for approval, the Use Workflow for Posted Contract Changes option must be selected in the Contract Settings program. The contract to be changed must exist in the Munis system and have a status of 8 Posted. If there are any pending change orders for the contract you are editing, they must be approved and posted prior to creating a new change order. nsv Page 2 of 10

3 Procedure To create a contract change order: 1. Open the Contract Change Orders program. It looks just like regular Contract Entry, but will identify Contract Change Orders at the top right portion of the screen. Open the Tyler Menu (Large Red Arrow) Financials > Purchasing > Contract Management > Contract Change Orders *Each user s Tyler Menu will have different menu options*. Users can save Quick Links onto Dashboard. nsv Page 3 of 10

4 1. Click on the ribbon Search, if you know the contract number you need. In the Contract field key in the contract number that you are looking to edit (create a change order for). OR, On the ribbon, click Browse, and then click Accept. The program opens the contracts relating to the department that you are assigned to and have the permissions to maintain. Follow Step 3 and Click on the Contract you wish to edit values for (create a change order). Not every item you choose to edit will generate an actual change order. Changes made to generate a change orders within Munis pertain to: money, dates, accounts, and adding/delete item. You may wish to review the Contract Entry SOP prior to Contract Change Order entry. 3. Click Accept, and your new screen will be for the contract chosen. 4. Go to the TAB that you wish to edit values for. If you have multiple TABS that you have to enter changes for, you will have to click Update and Accept after each change. 5. On the ribbon, click Update. nsv Page 4 of 10

5 6. The Program opens up a blank Change Order Reason Screen. It is free form. Enter in the reason for the change. 7. Click on File, and then Save. Then click back onto File, and Click Exit. The program returns to the Contract Change Orders screen. 8. Update the fields that you wish to change as it pertains to the change order and the justification/documentation you have to support it. 9. When you have finished making updates, click Accept.The program saves your update. The change order is set to a status of Created. nsv Page 5 of 10

6 10. SEE Attaching Quotes and Justification (page 7 of this SOP) for instructions on how to upload your quotes, justification, and additional documentation into TCM (Tyler Content Module) 11. Click Release to submit the change order for approval. The change order is set to a status of Pending. 12. Once the contract change order is approved, it is updated to a status of Approved. 13. The Office of Procurement will Post the change order after it has been reviewed. 14. The program posts the change order, which alters the original contract record to reflect the changes. nsv Page 6 of 10

7 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. 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 2. Choose Requisition Attachment and Click View Documents. TCM will open. nsv Page 7 of 10

8 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 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. 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. Once it is approved by the lower numbered step, it will move to the next higher numbered step. nsv Page 8 of 10

9 Results The change order has been posted and the original contract record is altered accordingly. Status Change The change order is set to a status of None. The original contract is set to a status of Posted. Once the Change Order is released into workflow, the Radio Button beside Change Order will be filled, and the status will change from None to Pending or Approved, depending upon workflow settings. The Change order will still need to be posted. 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 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: nsv Page 9 of 10

10 Approved been through all workflow approvers; was approved and ready for Procurement to Post Closed by Contract Change Order Created still being worked on, has not been released into approval workflow Posted performed by Procurement Department Rejected began workflow approval; was rejected by one of approvers Released in approval workflow. View Approvers to see whose queue it is in 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: Approved - been through all workflow approvers; was approved and ready for Procurement to Post Created contract change order being entered in but has not been released into approval workflow Pending in approval workflow. View Approvers to see whose queue it is in Rejected - began workflow approval; was rejected by one of approvers None contract record does not have any change orders in process or previously approved If you wish to know who created/entered in a contract or contract change order. This can be found by looking at the Contract Entry Module or the Contract Change Order Module, under the Ribbon. GL Impact There is no direct impact on the general ledger by this action. If accounting changes were made to the contract, the general ledger is affected when later transactions are posted against the contract. Other Munis Modules Impact There is no impact on other Munis modules by this action. What s Next? You can view a complete history of contract changes by clicking Change History. Clicking Activity displays a list of all system activity associated with the contract. nsv Page 10 of 10