Creating a Draft Contract

This guide helps you complete the sections that make up a Contract cover sheet and identifies the fields that must be completed to save the contract draft.

These are high-level instructions for creating a draft contract

1. Click Create from the Main Menu.
2. Select which Contract template you’d like to use.
3. Complete the Contract Basic Details section.
4. Complete the Applicable section by entering the following fields.
5. Complete the Internal Party section.
6. Complete the External Party section.
7. Complete the Terms section.
8. Click Save as Draft to save the contract.

 

1. Click Create from the Main Menu and then click Contract.

 

2. Select which Contract template you’d like to use:

• Choose the Using Blank Form option for creating a contract from scratch.

The Using Template and the Using Existing options are rarely used. Only use these options if you fully understand the pitfalls of using existing documents.

 

3. Complete the all mandatory field in the Basic Details section.

• Contract Name
• Description - enter a good description for other people who will review the contract
• Contract Type

Document Type will be pre-selected as "Agreement" and should not be changed.
The Contract # field is auto-generated once the contract is saved as a draft (See Step 8 below.)

Select Mark as Confidential if you want to allow only named individuals of this contract to view the contract.

 

4. Complete the Applicable section by entering the following fields.

• Select the Category that matches the subject of the contract, if it is different from what you have defaulted in your profile.
  
  • Click the default entry in the Default Category field.
  • Click Edit.
  • Uncheck the default category!
  • Click Search and type in a category name or select a category name from the category tree.
  • Click the blue right arrow button to expand the tree. There are three levels to the tree.
  • Click the radio button to select a category.
  • Click Done.

• Confirm that Procurement appears in the Organization Entity field.
• Confirm that your campus name appears in the Region field.
  

  

The region will be pre-populated from your Profile Settings. In the rare event that you are negotiating a multi-campus contract, select additional region(s) by using the Search and tree features described above.

Click Done to save your changes.

 

5. Complete the Internal Party section.

Note: Most fields in this section are pulled from your Profile Setup and won’t usually need to be changed, except Authorized Signatory. The Internal and External Signatories can be left blank while creating the initial draft, if you are unsure who will be signing.

• Add the name of the campus stakeholder to the Contract Sponsor field to ensure they receive all notifications.
  
• Select the default name that displays in the Authorized Signatory field.
  
• Click Search Lookup (will only display officially designated signatories, not reviewers). Select up to three names.
  
• Click Done.

Note: You can change or add signatories by clicking on the name displayed in the Authorized Signatory field that displays the selection box.

 

6. Complete the External Party section.

Only Approved and Normalized suppliers will appear in the Supplier field. If your supplier is not listed, please refer to the instructions for Submitting a Supplier for Approval.

• Type the supplier’s name in the Supplier field and the list of suppliers that matches your entry displays.
• Click on the name that exactly matches the supplier’s name.
• Type the supplier’s contact in the Supplier Contact field and select the correct name that display from the list– if the Supplier Contact is not available, see “Adding a Supplier Contact” QRG.
• Type the supplier’s signatory in the Signatory field and select the correct name that display from the list.
• Add Signatories by selecting on the name displayed in the field that displays

 

7. Complete the mandatory fields in the Terms section.

• Effective Date
• Remains in Effect
  
  • If for period of is selected, enter a number and then a period (Years, Days, Quarters, Months)
  • If Till Date is selected, enter the expiration date.
• Effective Period

 

8. Click Save as Draft to save the contract.

Which sections have to be filled out before executing the contract?

REQUIRED Fields	OPTIONAL	IGNORE
Basic Details Applicable For Internal Party External Party Terms Contract Language Additional Information --Compliance --Contract Language --General --Terms	Notes & Attachments Notifications Team Members Milestones	Lines