Creating contract groups

Contract groups are similar to the procurement groups that you set up in Purchasing. Optionally, you can update the contract header when a contract is in any state but closed or inactive.

  1. Select Application Administration > Shared.
  2. On the Groups and Companies pane, click Contract Groups.
  3. Click Create.
  4. Select a Contract Group.
  5. On the Setup tab, specify this information:
    Last Contract Number
    Specify the last contract number.
    Default Currency
    Select a default value for currency.
    What To Load To Item Number Field If Item Cannot Be Defaulted And Is Not Entered And Other Options To Combine Fields For Item Number
    Select a value:
    • Load Vendor Item If No Conflict, Leave Empty If A Conflict
    • Load Vendor Item If No Conflict, Manufacturer And Vendor Item If A Conflict
    • Always Load Manufacturer And Vendor Item
    • Always Load Manufacturer Number And Code
    • Always Load Manufacturer Code And Number
    If Vendor Item Changed Also Change Item
    Select this check box to automatically update the item on the contract line when the vendor item is changed.
    If Manufacturer Number Changed Also Change Vendor Item
    Select this check box to automatically update the vendor item when the manufacturer number is changed.
    If Auto Assigned or Entered Item in Item Master is Duplicate Of Contract Line Special Add Manufacturer Code to Item Number
    Select this check box to add the manufacturer code to the item number when an item master item is a duplicate of a contract line item.
    Auto Add UNSPSC Code
    Select this check box to automatically add the United Nations Standard Products and Services Code from the item worksheet, attribute update, and contract interface.
    When A New Line Is Added To An Active Contract Leave Contract Active
    Select this check box to keep a contract active when a new line is added. This prevents the contract from going through the approval process again.
    Allow Contract Header to be Updated When in Released, In Negotiation, Final Approval, Ready To Activate, or Active States
    When this check box is selected, you can modify the contract header fields without repeating the approval process or releasing and activating the contract.
    Allow Commitments to be Turned On For Contracts That Have Been Activated
    When this check box is selected, you can change commitments after a contract has been activated.
    Include Contract Management In Year End Commitment Rollover
    Select this check box to carry forward eligible Contract Management commitments from the current fiscal year into the new fiscal year.
    Update Attributes From
    To update attributes for contract lines and items, select a source from these options:
    • Symmetric: Attribute updates are retrieved from Symmetric Health Solutions.
    • GHX: Attribute updates are retrieved from GHX.
    • Other: Attribute updates are retrieved from another source.

    Otherwise, select Not Used.

    See the Contract Management User Guide.

    Allow Contracts To Pass Location Data To Clinical Use Systems
    Select this check box to enable contract and item location data to be shared with clinical use systems. Eligible contract lines and item records are included in the Consolidated Item Level Master Data, which is used by Clinical Bridge to support clinical workflows and reporting.
    Store Contract Lines And Locations In Consolidated Item Level Master Data
    Select this check box to enable the creation of Consolidated Item Level Master Data and location records from contract lines and locations.
    Allow Tax Override By Location
    Select this check box so that tax status and tax code values at the location level override item master values for location-specific tax handling.
    Expiration Yellow Alert
    Specify the number of days before a contract in this contract group expires to send a first alert email.
    Expiration Red Alert
    Specify the number of days before a contract in this contract group expires to send a second alert email.
    Deliverable Yellow Alert
    Specify the number of days before the deliverable due date that a first alert email will be sent to the deliverable contacts.
    Deliverable Red Alert
    Specify the number of days before the deliverable due date that a second alert email will be sent to the deliverable contacts.
    Milestone Yellow Alert
    Specify the number of days before the Milestone Date that the first alert email will be sent.
    Milestone Red Alert
    Specify the number of days before the Milestone Date that the second alert email will be sent.
    Default Lifetime Edit
    If using lifetime maximum edits, then specify the default edit level.
  6. Optionally, in the Contract Proposal Processing section, specify defaults for contract type, classification, and primary contact for requesters, suppliers, and item proposals.
  7. In the GPO Processing and GPO Defaults sections, specify this information:
    GPO Used
    Select the GPO.
    GPO Supplier
    Select a GPO Supplier to use for updating and creating new contracts.
    Contract Type
    Select a Contract Type for the interface contract when a new contract is created.
    Contract Classifications
    Select a Contract Classification for the interface contract when a new contract is created.
    Primary Contact
    Select a Primary Contact for the interface contact when a new contract is created.
    Pricing Code And Title For Distributor Contracts
    This field is required for distributor contracts. Specify a default pricing code and title.
    Member Processing
    Select Process Only Mapped Members to process only mapped members for a new contract interface record. Select Error If All Members Not Mapped if all members must be mapped.
    Top Contract Amount Threshold
    Contracts with an amount ordered greater than this amount is displayed on the contract manager top contracts widget.
    Contract URL
    Specify a URL for a document management system, including a contract number variable. A Document Management button is available on contracts. Click to access the URL in a web browser. The Contract Number variable is replaced with the actual contract number.
  8. Click Save.