Procedures

Contract With

Access the Contract With page

  1. From the Main Menu, select Contracts | Work with ‘Contract With’ records.

    The Contracts Menu
  2. The ‘Contracts With’ list Page is displayed.

  3. Use the Column Headers and the Page Navigation Panel to search and navigate the Contact With list. Click a Contract With record to open that record.

Add a Contract With record

A new Contracts With can be added from:

  • The Contracts With list page,

  • The Contracts With page.

To add a new Contract With record:

  1. Access the Contract With list page.

  2. Hover over, or click the Menu Options icon, then click the ‘ New Contract With’ 1 option.

  3. Or, from the ‘Contracts With’ list page, click on a Contract With record in the list to open the ‘Contract With’ page. Hover over, or click the Menu Options icon, then click the ‘ New Contract With’ 1 option.

  4. The ‘New Contract With’ window opens. Complete the Contract With details in the window (see New Contract With window elements for details on each field).

  5. Click the Save 14 icon to complete adding the new Contract With record. The Contract With page will display with this new record. Clicking the cancel 15 icon will close the ‘New Contract With’ window without saving the record.

‘New Contract With’ window elements

‘New Contract With’ window elements

ID

Element

Description

1

‘Type’ field

Select the Contract With ‘Type’.

2

‘Trading or Short Name’ field

Enter the Contract With name.

3

‘Legal Name’ field

Enter the Legal Name of the Contract With.

4

‘Street Address’ field

Enter the Street Address of the Contract With.

5

‘Postal Address’ field

Enter the Postal Address of the Contract With.

6

‘Website’ field

Enter the Website of the Contract With.

7

Help Reference icon

Click this icon to see further information about the Reference field

8

‘Reference’ field

Enter the Reference of the Contract With.

9

Perform Business Search icon

Click this icon to Perform a Business Search for the reference number.

10

‘Telephone’ field

Enter a contact number of the Contract With.

11

‘Fax’ field

Enter a Fax number of the Contract With.

12

‘Email’ field

Enter a contact Email Address of the Contract With.

13

‘Entity verified in accordance with procurement policy.’ selector

Select this tick box if this Contract With is verified.

14

‘Save’ icon

Click this icon to save the Contract With record.

15

‘Cancel’ icon

Click this icon to Close the ‘New Contract With’ window.

View or Edit a Contract With

  1. Access the Contract With list page.

  2. Click on a Contract With record in the list. The ‘Contract With’ page 1 is displayed. Click each tab 2 to view the details of that tab. Update the Detail or Custom fields as required if you have Edit assess.
    Note: The Linked Contracts tab displays all Contracts with this Contract With.

  3. Hover over, or click the Menu Options icon, then click the Save 1 option.

Print a Contract With record

  1. Access the Contracts With list page. [The ‘Contracts With’ list page][] is displayed.

  2. Click on the Contract record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Hover over, or click the Menu Options icon, then click the Print Preview 1 option.

  4. A Preview Page opens showing a Report for this Contract With. Navigate, search, print and/or save the Report using the Preview Page Toolbar.

  5. Click the Preview Page’s ‘Close’ icon 2 when done.

Delete a Contract With record

  1. Access the Contracts With list page. [The ‘Contracts With’ list page][] is displayed.

  2. Click on the Contract record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Hover over, or click the Menu Options icon, then click the Delete 1 option.

  4. The ‘Confirm’ delete window appears. Click Yes to delete, or click No to Cancel.

Manage Contract With Notes

Notes can be added by all users.

  1. Access the Contract With list page. The ‘Contract With’ list page is displayed.

  2. Click on the Contract With record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Click the Notes tab.

Add a Contract With Note

All positions that can view a Contract With record can add notes to the record.

  1. Click the Add Note 1 icon.

  2. Enter the Note text in the edit area 1. Click the Save icon 2 to save this note.

  3. Or, click the Cancel 3 icon to stop adding the Note.

Edit a Contract With Note

  1. Click the Edit Note 1 icon on the Note to update.

  2. Update the Note text in the edit area 1. Then, click the Save 2 icon to save these changes.

  3. Or, click the Cancel 3 icon to stop updating the Note.

Delete a Contract With Note

  1. Click the Delete Note 1 icon on the Note to delete.

  2. The ‘Confirm’ window appears. Click OK to delete, or click Cancel.

Update Custom Fields

The ‘Custom Fields’ tab is only displayed if Custom Fields have been configured by the Administrator. Custom Fields are your organisations required extra Contract information extended from the Details tab.

  1. Access the Contract With list page. The ‘Contract With’ list page is displayed.

  2. Click on the Contract With record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Click the Custom Fields tab. The Custom Fields tab is displayed. Update the Custom fields as required.

  4. Hover over, or click the Menu Options (Hamburger) icon, then click the Save 1 option.

Manage Contacts

  1. Access the Contract With list page. The ‘Contract With’ list page is displayed.

  2. Click on the Contract With record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Click the Contacts tab.

This tab displays all Contacts with this Contract With.

Add a Contact

  1. Click the New Contact 1 icon.

  2. Enter the Contact fields 1 through 9. See New Contact window elements for more information on each field. Click the Save 10 icon to save this Contact.

  3. Or, click the Close 11 icon to cancel adding the Contact.

New Contact window elements

‘New Contact’ window elements

ID

Element

Description

1

‘First Name’ field

Enter the First Name of the Contact.

2

‘Surname’ field

Enter the Surname of the Contact.

3

‘Title’ field

Enter the Title of the Contact.

4

‘Telephone’ field

Enter the Telephone of the Contact.

5

‘Fax’ field

Enter the Fax of the Contact.

6

‘Email’ field

Enter the Email address of the Contact.

Note: An email address is required if this person is complete Attestations.

7

‘Mobile’ field

Enter the Mobile/Cell of the Contact.

Note: This number must include the international code if using SMS Attestation verification is used. The Email 6 is required also.

8

‘Key Contact’ checkbox

Select if this Contact is a Key Contact. This value is for display purposes and does not effect any processing.

9

‘3rd Party Contact’ checkbox

Select if the Contact is a 3rd Party Contact. This value is for display purposes and does not effect any processing.

10

‘Notes’ field

Enter any additional Notes about this Contact.

11

‘Save’ icon

Click this icon to save the Contact. The ‘New Contact’ window will close and a confirming message will be displayed.

12

‘Close’ icon

Click this icon to close the window and cancel adding this Contact.

Edit a Contact

  1. Click the Edit Contact 1 icon on the Contact to edited.

  2. Update the Contact fields as required. See New Contact window elements for more information on each field. Then click the Save 1 to save these changes.

  3. Or, click the Close 2 icon to cancel updating the Contact.

Delete a Contact

  1. Click the Delete Contact 1 icon on the Contact to delete.

  2. The ‘Confirm’ window appears. Click OK to delete, or click Cancel.

View Linked Contracts

This tab display all contracts linked to this Contract With.

  1. Access the Contract With list page. The ‘Contract With’ list page is displayed.

  2. Click on the Contract With record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Click the Linked Contracts tab.

  4. Optionally, click any Contract in the Linked Contracts list to open that Contract.

Manage Other Links

The Other Links window displays the module records that are linked to this Contract With.

  1. Access the Contract With list page. The ‘Contract With’ list page is displayed.

  2. Click on the Contract With record to display its details. The ‘Contract With’ page is displayed with that record.

  3. Hover over, or click the Menu Options icon, then click the Other Links 1 option.

  4. Click on a module 1 tab to view that modules record’s that are linked to this contract With.

Add a new Link

  1. Click the Links field 1 icon.

  2. Click on the record 2 to be linked.

  3. This record will appear in the Links field 3. Click the Link 4 icon to link the record.

  4. The Linked record 5 will appear in the linked list.

Delete a Link

  1. Click the Delete Link 1 icon of the record to be delinked.

  2. The ‘Confirm’ window appears. Click OK to delinked, or click Cancel.

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