Entry - CMUPCM
The Contract Management (CM) Entry (CMUPCM) page is the main page of the entire CM subsystem. This page is used to define a new Contract and create the Contract Number, which is the key throughout the CM subsystem. Contract details are tracked on this page including the Status, the main Contractor ID and name, description of the Contract, Contract Type, important dates and amounts, PR information, Encumbrances, Amendments, and Retainage. The required fields have bold titles and some fields become read-only after the initial creation; these fields are gray and will not directly update. However, some read-only fields are updated as a result of changes to other fields or use of a tool. The main tool is the Send Contract to PO tool, used after approving the contract or an amendment to the contract. The tool distributes the contract to other subsystems for recording related transactions and encumbering.
Page Header
Contract No: The Contract Number is the key to the entire Contract Management subsystem. It uniquely identifies a Contract. When adding a new Contract in Add Mode, the user has two options for filling the Contract Number field, as follows:
The next-sequential Contract Number can be auto-generated from a seed value. Contract Number seed values are defined in NU Common Codes, with a Category/Value of SYNO/CONTNUM.
The Contract Number can be manually entered.
Regardless of how the Contract Number is created, it must be unique and is required. Contract Number is read-only after initial creation of the Contract.
Contractor ID: Enter the ID of the main Contractor associated with this Contract. This field validates to the Person Entity (PE) subsystem and is required. Use the lookup function to find or add a new ID in the Person/Entity database.
Status: This read-only field displays the progression of the Contract. The Status field is maintained by the system and updates as the contract progresses through various Workflow authorizations followed by the use of the Send Contract to PO tool.
Status | Description | Trigger |
|---|---|---|
NW | New Contract: This is a brand new contract. All required fields must be populated to save it. After a record has been added to the Encumbrance tab and the total amount encumbered equals the Original Amt field, the system sends the Contract for authorization through the Workflow Task List. The Status remains NW until the contract details are approved. The new contract has not been sent to the PO Purchase Requests (POUPPR) page, nor is it pre-encumbered. | Ability to fully save the records within Encumbrance tab, where records total equals the Original Amt field. |
AW | Approved and Waiting: The original encumbrances for this contract have been approved but have not been sent to Purchasing or pre-encumbered. | Authorize the new contract within the Workflow Task List. The approval process updates the contract Status from NW to AW. |
AS | Approved and Sent: The original encumbrances for this Contract have been approved, sent to Purchasing and officially pre-encumbered against the contract PR number. The original encumbrances for this Contract can no longer be modified. Select the Amendments tab to add additional funding to this contract. | Use tool Send Contract to PO. |
CL | Closed Contract: This contract is complete and closed. When the PO related to this contract is closed or the final payment is made on this contract in AP, the status will be changed by the system to CL. | Close the PO or disburse the final payment. |
Desc: Enter a short description of this contract in this field.
Manager: This field is used to hold the name of the manager responsible for the management of this contract. Manager codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of AREA.
Type: This field is used to hold the Contract Type. Type codes are client-specific and are defined in CM Codes (CMUPCD), with a Code ID of TYPE.
Original Amt: Enter the original amount of the contract in this field. The original encumbrances that are entered into the Encumbrance Tab must add up exactly to this amount. The status of the contract will not advance to AW in Workflow until and unless the Original Contract Amount equals the total of the original encumbrances.
Begin Dt: This field is used to hold the Begin Date of this contract.
Current End Dt: When a contract is first entered, this field holds the original End Date of the contract. After its original entry, the contract end date can be updated on the Amendments tab in the New End Dt field. The Send Contract to PO tool updates this date with the New End Dt (if entered) on the most recently entered amendments for this contract.
PR No: A reference for the contract within the Purchasing module. Find the contract within the POUPPR using the value within this field. This reference is also a system-generated field based on the NU Common Code with a Code Category/Value of SYNO/PR.SEED. Customize the seed with SYNO/PR.XXXX where XXXX describes the custom seed generator, and configure the custom code with CM in Associated Code 5. After the contract has been approved in the CM_APPROVE Workflow model, the contract will have Status AW. Then use the Send Contract to PO tool to complete the process to send the contract to the PO system. After the tool completes, the PR NO field populates. The PR NO field is system-generated after the first run of the Send Contract to PO tool. The contract is then officially pre-encumbered (against the PR number) within the Encumbrances system and a Purchase Request is created in the Purchasing subsystem. In the Purchasing system, the Contract No will be the PO number. Find all encumbrance records on the EN Direct Update (ENUPTR) page by searching for the PR Number in ENUPTR PR# field. The PR number is encumbered until the PR is printed, then the PO number is encumbered.
Amendment Total: This read-only field is populated by the Send Contract to PO tool after creating and approving an Amendment record. Amendments are approved in the Workflow model CM_AMEND in the Workflow Task List. After the amendment is approved, use the Send Contract to PO tool to process the approval. The Send Contract to PO webpage dialog box is displayed. Expect the message to display: Pre Encumbrance was skipped because the status of PR XXXX is [YY]. Recall that updates to a printed Purchase Order are not recognized within BusinessPlus until that Purchase Order is reprinted. To reprint, print the PO using the PO number as the selection criteria (not the PR number). After the contract is successfully sent to Purchasing, reprint the Purchase Order. Meanwhile, the Amendment Total will be the sum of all of the approved and encumbered Amendments associated with this contract. The amended amounts will display on the Encumbrances tab and will be added to the PO and within the EN system.
Assoc Cont: This optional field is used to hold an Associated Contract. Typically, this field is used on secondary contracts to identify the MASTER contract associated with it.
Current Maximum Total: This field is updated by the Send Contract to PO tool and represents the sum of Original Amt and Amendment Total fields.
RFP/BID No: This optional field can be used to hold the identifier of any RFP or BID that was used in the creation of this contract.
Contingency Amt: This optional field can be used to enter any contingency amounts. The amount entered is not encumbered. Only amounts included in the Original Amount of this contract can be encumbered.
Administrator: This coded field is typically used to identify the individual responsible for administration of this particular contract. Administrator codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of ADMIN.
Encumbrance Total: This field is maintained by the system and holds the total of all of the encumbrances, held in the Encumbrance tab, that have been processed by the Send Contract to PO tool. The value includes the original amounts and any amendments.
Amendments: This field is maintained by the system with the count of all of the approved and encumbered amendments that exist for this Contract. Review the Amendments and Encumbrance Tabs for more detail.
Contract Details Tab
Security Cd: This optional field provides the security code that is used by the Send to PO Utility.
Cycle ID: This field holds the ID of the Cycle used to track the progress of the contract on the main tab of the Contract Tracking page (CMUPTK).
DBE Actual / DBE Goal: In some cases, contracts must follow a Disadvantaged Business Enterprise (DBE) Program and provide assistance to minorities, women, and other socially or economically disadvantaged individuals to enter certain industries. In this situation, typically a certain percentage of the funds associated with the contract must be paid to a sub-contractor that falls into one of the DBE categories. Enter the percent of funds that need to be paid to sub-contractors falling into one of the DBE categories. DBE Actual is calculated by the system based on information entered in the Sub Contractor Tab of the Contract Tracking page and represents the actual percent being paid to sub-contractors falling into one of the DBE categories.
% Method To Use / Percent Complete: The Percent Complete field is only active if the Percent Method To Use field is set to M for Manual. Otherwise, it is read-only. Excluding option M, the system will perform the specified calculation after tabbing away from the Percent Method To Use field and before submitting changes to the database.
Method | Meaning |
|---|---|
M | Manual: The user enters the percent complete. |
V | Value: System-calculated as dollars paid / total contract value. |
D | Task Days: System-calculated as days completed (according to cm_track) / total days in cm_track. |
T | Tasks: System-calculated as number of completed tasks in cm_track / total number of tasks in cm_track. |
C | Calendar: System-calculated as number of days since start of contract / total days in contract (start date to end date). This may need a tool or something to trigger recalculation. |
User 1: The User 1 codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of USER1.
User 2: The User 2 codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of USER2.
User 3: The User 3 codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of USER3.
User 4: The User 4 codes are client-specific and are defined in CM Codes (CMUPCD), with Code ID of USER4.
Comments: This is an optional, free-form text field used to hold any comments about this contract.
Dates Tab
Acceptance Dt: This optional field is typically used to hold the day a governing body/board approved the funding of this contract or the date the contractor agreed to do accept this contract.
Last Amended Dt: This is the date of the last time this contract was amended. Only those amendments that have been approved and processed using the Send Contract to PO tool are considered.
Relief of Maintenance Dt: If there is a warranty on the products or services associated with this contract, this field typically holds the date that this warranty expires.
Retainage Tab
Retainage Type:
Retain Type A: | The amount retained is calculated as a fixed percentage of each payment. Enter this % in the Fixed Percentage field designated below for Retain Type A. |
Retain Type B: | This flag allows variable retainage amounts to be entered at the time of payment. No additional information must be entered for this type of retainage. |
Retain Type C: | This option allows an additional retain type. |
Retain Type D: | This option allows an additional retain type. |
Account: This is the account number or numbers (splits) where the retainage amounts will post.
Retain Type A Section: Fixed Percentage:
Retain Type C Section: Fixed Percent with Ceiling: Up to Amt: Thereafter Amt:
Retain Type D Section: After Percent Paid: Retain Percent: Retain Amt:
Comments: Enter comments here.
Amendments Tab
Chg Order: Each time an amendment to a contract is necessary, it is created on the Amendments tab with a Change Order Number. This Change Order Number uniquely identifies this particular amendment to this contract. One Change Order can have many line items associated with it.
Change Desc: Enter a short description to identify this particular Change Order.
Encumbered: This flag is maintained by the Send Contract to PO tool. If this is selected, it means that the amendment represented by this particular Change Order has gone through Workflow approvals and has been processed by the Send Contract to PO tool. The line items associated with this Change Order have been copied over to the Encumbrances Tab by the Send Contract to PO tool. After a Change Order has been processed by the Send Contract to PO tool, it is read-only.
Primary Ref: This optional, free-form text, field can be used to record any internal reference number or ID that is tied to this Change Order.
Secondary Ref: This optional, free-form text field can be used to record any secondary internal reference number or ID that is tied to this Change Order.
New End Dt: If the Current End Date on the contract will be affected by this amendment, enter the new end date here. Lengthen or shorten the end date of this contract. First, approve the amendment within the Workflow Task List, then process the amendment by selecting the Send Contract to PO tool to update the Current End Date field on the contract. Lastly, refresh the page and the contract Current End Date changes.
Approval Dt: A system-updated field holding the date that this amendment was approved using the Amendment Approvals Workflow model (typically called CM_AMEND).
Desc: Enter a description or internal notes regarding the amendment (optional).
Item No: The Item Number is used to uniquely identify this amendment item from all of the other amendment items associated with the Change Order. The Send Contract to PO tool combines amendments with encumbrances based on Item Number.
Fiscal Year: This is the Fiscal Year in which this amendment will be effective.
Item Total: This field is maintained by the system and holds the total of all the account amounts.
Account: Enter the account numbers against which this Item Number should be encumbered. One Item Number may hold multiple accounts by activating the Account Splits feature found in the Account Controller lookup utility. The components of the account number that are required are GL Ledger, GL Key, GL Object, and Amount.
The system does not allow saving a zero percentage or amount on split line accounts. An error appears: Account line item should not have 0 percentage or amount.
Desc: Enter a description of this particular Item (optional).
Encumbrances Tab
Item No: The Item Number is used to uniquely identify this encumbrance item from all of the other encumbrance items associated with this contract. When a Purchase Request is created by the Send Contract to PO tool, this becomes the Item Number on the Purchase Request detail. The Send Contract to PO tool combines amendments with encumbrances based on Item Number.
Fiscal Year: This is the Fiscal Year in which this encumbrance will be effective. Selection is limited to the prior fiscal year, current fiscal year, and 10 fiscal years into the future. The date to which the encumbrance will be posted is determined as follows: if the entered Fiscal Year is the current fiscal year, then today's date is used for the encumbrance. If the entered Fiscal Year is greater than the current fiscal year, then the begin date of the entered Fiscal Year will be used. If the entered Fiscal Year is prior to the current fiscal year, then the begin date of the current fiscal year will be used. Optionally the NU Common Codes Category/Value of CMEN/CONFIG may be set up to allow a grace period where a number of days into the current fiscal year, encumbrances may be posted to the previous fiscal year. If an entry falls within this grace period, the end date of the entered Fiscal Year will be used for the encumbrance.
Request Dt: This is the date when the requested encumbrances need to be posted.
Division: Enter the Division Code associated with this particular encumbrance item.
Item Total: This field is maintained by the system and holds the total of all the account amounts.
Account: Enter the account number or numbers (splits) against which this Item Number should be encumbered. One Item Number can have many account splits. The components of the account number that are required are GL Ledger, GL Key, GL Object, and Amount.
The system doesn’t allow saving a zero percentage or amount on split line accounts. An error appears: Account line item should not have 0 percentage or amount.
Description: Enter a description of this encumbrance item. This field accepts free-form text.
Posted to PO: This checkbox is selected by the system when a contract has been sent to PO by the CM to PO Utility.
Page Business Rules
Inherent to every Contract Management page are base functionality features:
Upon deletion of a parent table record, all child records associated with the specified parent will also be deleted. (For example: deleting a compliance vendor from a contract on the Contract Tracking page will result in all compliance detail records sharing the same Contractor ID being deleted as well).
When creating a new record in a table, the system automatically checks to make sure that a record with the same name (primary key) does not already exist. (For example: attempting to create a new contract with the same contract number as another contract will result in an error message).
Contract Management Business Rules
Rules triggered when initializing a new record:
Initialize the next item number in the encumbrance tab.
Initialize the next change order number in the amendments tab.
Rules triggered prior to inserting a new record:
Setting the Current Maximum Total to the Original Amount.
Check to make sure that no PO exists with the same contract number.
Inserting a new track record if no track records exist on a contract that has a specified Cycle ID.
Check the status of the parent contract prior to allowing encumbrance records to change.
Check the status of the parent contract prior to allowing amendment records to change.
Disallow additions or modifications to amendment items within a change order that have already been encumbered.
Check to make sure that all fields are filled out appropriately based upon the Retainage Type.
Rules triggered after inserting a new record:
Update the encumbrance account table with changes made to the account.
Update the amendment account table with changes made to the account.
Rules triggered prior to updating a record:
Inserting a new track record if no track records exist on a contract that has a specified Cycle ID.
Update the encumbrance account table with changes made to the account.
Check the status of the parent contract prior to allowing encumbrance records to change.
Check the Encumbrance Total and issues a warning if the total exceeds the Original Amount.
Check the status of the parent contract prior to allowing amendment records to change.
Update the amendment account table with changes made to the account.
Disallow additions or modifications to amendment items within a change order that have already been encumbered.
Check to make sure that all fields are filled out appropriately based upon the Retainage Type.
Related Pages
The table contains related BusinessPlus pages that define CM codes.
Description | Page |
|---|---|
OH Set | AP Create Update OH Set (APOHBTUB) |
Purchase Requests | PO Purchase Requests (POUPPR) |
Contract Tracking | CM Contract Tracking (CMUPTK) |
Task/Cycle Definition | CM Task/Cycle Definition (CMUPTC) |
Tools
Send Contract to PO
This process requires the user to have Purchasing Functions security access. Assign PO Number and Change PO Number after Printing roles must be selected. Without correct security, the user cannot add or update the PO number.
After the contract has the status of AW (Approved and Waiting), the Purchase Order may be created using this tool. Contract data is interfaced with the Purchasing module. Find the PO by searching for the PR number on the contract. Navigate to the POUPPR page using CMUPCM Links. Verify the Contract PO opens and displays the correct content (it will not open immediately if POUPPR is set to initialize in Add Mode; refer to page Settings, Screen Specific, Initial Screen Mode). The Contract PO inserts into POUPPR as a PO Type C, which processes similar to a Blanket PO, per an Amount. The system places the contract encumbered amount in the Blanket tab Amt field. Receiving and Extraction will occur per Amount, not Quantity as is the case for the Standard PO. However, after the Purchase Request is in POUPPR, the user may update to a PO Type T, which processes like Standard PO, per quantity or line item. If using common code CMPO/DEFAULT, also review the Ship To and Bill To tabs. The default information populates for the PEID, vendor name, and address.
The message, "Blanket [POnumber] cannot be overspent. Item Amount Requested: [Extended Amt field] Blanket Remaining: [0.00 or other value]. (PO21)" will display when creating a Contract PO (PO Type C) on the POUPPR page and the Blanket tab Amt field is less than the total of all line items Extended Amt. Enter the full amount of the Contract in the Blanket tab Amt field and press Enter. When generating Contract POs in the Contract Management module and using the Send Contract to PO tool, the system populates the Amt field. So if updating the Contract PO, Type C (manage the full dollar amount), to a Contract PO, Type T (manage quantities), a different message appears: "A non-Blanket PO cannot have a Blanket Amount. (PO113)". Resolve the message by removing the value in the Amt field of the Blanket tab.
Quantity vs Amount
How the PO is measured will be more apparent upon extracting the PO data into the AP system, such as using PO Extract within APOHBTUB, APTRBTUB, or APIPBTUB. Click the PO Extract button to open the APOHBTUBEX window with focus on PO data. At this time a warning displays if the order has not been received within Receiving (POUPRC) (you can configure to block per the PO Type). Extracting per Quantity (PO Type P & T) differs from extract dollar Amounts (PO Type B & C).
Default Third-Party Vendor Ship To or Bill To Information
When shipping to or billing a third-party vendor, an alternate Vendor Ship To ID and Billing may be defaulted into the Contract PO using an NU Common Code with a code category/value of CMPO/DEFAULT. The PEID used in the 1st and 2nd Associated Codes must be defined prior to using this common code. Each contract printed will hold this PEID, unless the user updates the PEID within the common code before running the utility to send the Contract to PO. When not using the common code, consider leaving the Associated Codes blank. If a PEID is within the common code yet not defined, the system will display a BTWebException error message and block the utility. Nonetheless, any PEID used within the common code Associated Codes must first be defined; define the alternate vendor PEID with a Ship To ID or Bill To ID on the PE Information (PEUPPE) page.
Copy Contract
Make a duplicate of an existing contract using the Copy Contract tool. Regardless of the original contract status, the reproduction will have the status of NW (New Contract). The copy will be an exact duplicate of the original with a new Contract No including encumbered records, amendments, retainage, and other information. After selecting the tool, the Copy Contract window opens with several options. Use the system seed to generate a contract number, or select Other and enter the desired contract number. Review the Original Max Amount and edit as needed. The Original Max Amount auto-populates with the Original Amt (and ignores amended values). The amount may be updated before or after the contract is copied. Select Copy Comments to copy the comments from the original contract to the duplicate copy. When finished, select Copy; multiple statements are displayed, confirming the copied content in the Copy Contract window. After the copy is complete, the copied record will be the active contract within CMUPCM. Modify the Desc (description) or other fields in the contract (cm_mcontr table) as needed. These edits activate the CM_Apprv Workflow model (or custom model) for contract approvals.
Recalc Percent Complete
This tool updates the status of the contract being tracked in the CM Contract Tracking (CMUPTK) page.
Internal Change Order
This tool creates a change order number on CMUPCM Amendment record.