How to Enter a Contract and/or Contract Change Order

Transcription

1 Module: Contract Management Topic: CM Contract Processing CM Contract Entry Munis Version 11.1 How to Enter a Contract and/or Contract Change Order Objective This document describes the steps taken to enter a contract and/ or a change order to a contract in the Munis system. Overview Entry of a contract record in Munis allows your organization to track and evaluate purchases made against the contract. Depending on the enforcement method of the contract, you can control the amounts and purchase types made against the contract. Contracts can be referenced when entering invoices, purchase orders, and requisitions. Contract must be POSTED in Munis prior to creating change orders or entering requisitions against. The fields and features presented in this document refer to Munis version 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. Page 1 of 14

2 How to Enter a Contract 1. Open the Tyler Menu (Large Arrow) 2. Open the Contract Entry program. (Small Arrow) Financials > Purchasing > Contract Management > Contract Entry Ribbon 3. On the ribbon, click Add. Page 2 of 14

3 4. Complete the following fields in the contract to begin creation of the contract record: All BOLDED fields are REQUIRED. Use TAB key on keyboard to navigate from field to field and menu tab to menu tab. Field Contract Method CONTRACT HEADER Description This is your contract number; it is auto assigned by MUNIS; There are two (2) methods available (Non-Encumbered GL Accounts and Not-To-Exceed). It is recommended that you use Not-To-Exceed. Vendor Click on the ellipsis and select the vendor To Be Rolled Hold Payments Original Change Order Entered by Entered Modified Dept/Loc Bid/RFP Requisition Year/Number Project This is a System Generated Default. Do Not Change. This is a System Generated Default. Do Not Change. STANDING HEADER If the Circle to the Left of Original is filled in the record you are in is the Original Contract. The status box to the right of original tells you the status the Original Contract is in. (STATUSES ARE DEFINED AT THE END OF THIS DOCUMENT) If the Circle to the Left of Change Order is filled in the record you are in is the Change Order to the Contract. The status box to the right of Change Order tells you the status the Change Order to the Contract is in. (STATUSES ARE DEFINED AT THE END OF THIS DOCUMENT) AUDIT HEADER This field prepopulates with the entering users name. This field prepopulates with the date the record was entered This field prepopulates with the date of the last change order to this record. The Box to the left of the date gives the number of change orders generated to this record. The blank box with printed next to it we Do not use. Main Tab MAIN INFORMATION HEADER Should prepopulate to default to your three (3) digit assigned department code. Do not use. Do not use. For Informational Use Only. Page 3 of 14

4 Description Year/Period REQUIRED This is a basic description of the Contract. Prepopulates to the Current Year and Period. Contract Type Contract Sub-Type Review Code Percent Complete Administrator Workflow Notification Percentage Estimated Start OPTIONS ARE: Horry Cty Contract: To be chosen if you are using an Horry County Standard Contract for Sale, Professional Services, or other County Contract that has been Pre-Approved by Legal Vendor Contract: To be chosen if you used a contract issued by your vendor. Legal must approve these contracts prior to obtaining any county signature. Not a Required Field. Choose the sub-type that best describes your contract. Professional Services or Supplies & Equipment are the most commonly used. Do not use. This is a tracking tool for percentage complete of a project to date. Person responsible for administering the contract, to include change orders, modifications and renewals. It is recommended that this is not used; Leave as None to not use. Options allow the Administrator to be notified, notified after percentage, approve, or approve after percentage, when invoices are against contract. It is recommended that this is not used. Notification to administrator when any transaction occurs, once this landmark is reached. Works with Workflow. DATES HEADER Start date per contract documentation. Estimated Completion Date contract should be complete per contract documentation.* Bid Awarded Do not use. Approved Not Required; Use for date of County Approval/Signature. Initial Expiration This is the expiration date of the contract.* Renewal Action The date action needs to be taken by to renew / terminate the contract. Set Up Alerts to start renewal/termination action prior to this date; Extended Through This is the date the contract has been extended through, if the contract is renewed. *You must have either an Estimated Completion OR Initial Expiration. Original DAYS HEADER System Generated. Original number of days in the contract. Modified System Generated. Do Not Use. Revised System Generated.Total number of days in the contract after changes. NOTE: Days Information only populates once your information is saved. Page 4 of 14

5 TOTALS HEADER Original System Generated. Total original dollar amount of the contract. Revised System Generated. Total dollar amount of contract after all revisions to date. Liquidated Amt System Generated. Total dollar amount of liquidated contract funds. Unrelieved System Generated. Total dollar amount of available contract funds. Open Req System Generated. Percentage of the contract currently on open requisitions Open PO System Generated. Percentage of the contract currently on open requisitions Expended System Generated. Percentage of the contract expended. Available System Generated. Percentage of the contract currently available. NOTE: Totals Information only populates once Amount or Account information is saved. 5. After completing the needed information on the Main Tab, use your tab key to move to the next tab. 6. If RETAINAGE pertains to your contract, complete the following fields on the Retainage tab: The Retainage tab contains the retainage settings for the contract. It contains both a running total of retainage and the criteria for sliding scale retainage, if applicable. Updates made to this tab after the contract has been posted generate a change order. You cannot update a retainage schedule after funds have been retained for a contract. Field Bonds In Lieu of Retainage Recalculate Cap and Retainage Differences with Change Orders and Payments Cap Retained to Date Remaining RETAINAGE TAB Description Selecting this check box indicates that retainage will not be applied to the contract. Bonds will be used in place of retainage for this contract. If you select this check box, no other field on the Retainage tab is accessible. Selecting this check box causes the program to recalculate the value in the Cap box when contract change orders are posted. This is the total amount to be retained from contract payments. The amount is set when the contract is initially posted, but it can be recalculated when change orders are posted and the Recalculate Cap check box is selected. This is the dollar amount that has been retained from contract payments thus far. (up to today s date) This box contains the dollar amount remaining to be retained. Page 5 of 14

6 Liquidated Permanently Withheld Unrelieved Contract Completion Starting Percent Contract Completion Ending Percent Percent to Retain This is the total amount of retained funds that have been released to the vendor.(paid to date) This is the total amount of retained funds that will not be paid to the vendor. This box contains the retained amount that has not yet been relieved. These fields determine the retainage rate for a range of contract completion percentages. Standard retainage rates remain the same for the life of the contract. The default value of the Starting and Ending fields are 0 and 100 for this retainage method, which indicates that the contract retains at the same percentage for its entirety. Sliding scale retainage withholds funds from the vendor based on the completion percentage of the contract. For example, you can retain 5% of funds from the vendor until the contract is 50% complete, and then switch to a 2% retainage until the contract is complete. This is achieved by entering a range of percentage completion and a retainage rate on each line of the table. Continue to enter ranges until you reach 100% completion. *Standard retainage rates remain the same for the life of the contract. The default value of the Starting and Ending fields are 0 and 100 for this retainage method, which indicates that the contract retains at the same percentage for its entirety. *Sliding scale retainage withholds funds from the vendor based on the completion percentage of the contract. For example, you can retain 5% of funds from the vendor until the contract is 50% complete, and then switch to a 2% retainage until the contract is complete. This is achieved by entering a range of percentage completion and a retainage rate on each line of the table. Continue to enter ranges until you reach 100% completion. 7. Tab to the TAiUser Defined tab. The information can be identified in the Contract Terms and Conditions. You must enter the information on this tab or you will not be able to release your contract. 8. Click the button to open up the available options for each field value. USER DEFINED TAB Question in the field Question being asked List of available answers Procurement Method? What Procurement Method was used for this contract? Choose the method pertains to your contract: IFB- Invitation for Bid RFP- Request for Proposal RFI Request for Information RFQ- Request for Quote Informal (includes contracts resulting from a quote process) Tier 5 Emergency or Sole Source Procurement Page 6 of 14

7 K awarded based on LVP? Are there K renewals? Signature Renewal Type Available # renewal options? Renewal option time period? Procurement file #? Department file #? Other Was your contract awarded based on Local Vendor Preference (LVP)? Does this contract contain any contract renewals? What Signatures must be obtained for renewals to be accepted? What are the available number of renewals options for this contract? What is the Renewal Option time period for each renewal? What is the Procurement file number? What do you file this K as? How would you look it up, if different than the Procurement file #? Additional information pertaining to the contract (as needed) Yes or No (Defaults to NO) Yes or No (Defaults to NO) Choose the option that pertains to your contract: Automatic No Signature needed. Automatically renews per Contract, Bilateral- County and Vendor Signatures needed. Unilateral-Should ONLY require county signature to renew. Choose the option that pertains to your contract: One 1 renewal option available Two 2 renewal options available Three 3 renewal options available Four 4 renewal options available Five 5 renewal options available NONE No renewal options available (Defaulted) Unlimit Unlimited renewals available Pick the option that pertains to your contract: 1-yr: 1-year term for each renewal 2-yr: 2-year term for each renewal 3-yr: 3-year term for each renewal 4-yr: 4-year term for each renewal 5-yr: 5-year term for each renewal NONE: No renewal terms / Nonapplicable (Defaulted) Free form entry (Limited field) This is the Historical Contract number i.e.: Free form entry (Limited field) Free form entry (Limited field) Key in any additional information which you feel is important. Page 7 of 14

8 9. Once all information is entered the, click Accept. AMOUNTS or ACCOUNTS TAB 10. Click the Amounts (for Not to Exceed Contract) or Accounts (for Non-Encumbered Contracts) Tab and insert information accordingly: Not to Exceed: Choose the Fiscal year and enter the Dollar amount for each; Continue Tabbing to enter additional Fiscal years. Non-Encumbered: Choose the Fiscal year and the Project string, and Account then tab to the Amount box and enter the Dollar amount. Continue Tabbing to enter additional Project/Accounts and Amounts. 11. After completing the account or amount lines, click Accept.The program saves your account/ amount information. ITEMS TAB 12. If you choose to restrict the items that can be purchased from this contract, click the Items tab to activate it. If you complete the Items tab, the total dollar value of all entered items must match the total amount from the Accounts tab. It is not recommended to use this. 13. Complete the contract line items by selecting a commodity code, inventory item, or product ID, and item description (pre- filled out by Commodity Code). Enter the quantity, unit price, and unit of measure for Page 8 of 14

9 the contract item. The program advances to a new item line after you complete each previous line. 14. Continue to enter contract items until all contract items are entered. 15. Click Accept. 16. Subcontractors Tab is NOT REQUIRED. Enter information if applicable. Subcontractor Name MBE MBE Certifications SUBCONTRACTORS TAB This is the vendor number for the subcontractor. If you enter a vendor who is identified as a one-time vendor, the program displays an error message. This is the vendor name for the vendor code entered in the Subcontractor box. The program completes the name as entered in the Vendors program. This column indicates that the subcontractor is a Minority Business Enterprise. This is the list of minority business certifications held by the subcontractor. Certifications are assigned in the Vendors program. Description This box contains a description of the work the subcontractor is to complete. Start/End These boxes contain the beginning and end dates of the contract work. Total Paid This is the total amount paid to the selected subcontractor. Subcontractor Goals This table contains the planned percentage and dollar amount to be spent with businesses that possess minority business enterprise certifications. The values displayed in the table are defined by clicking the Goals button and completing the Contract Goals screen. MBE Classification Gender Ethnicity Planned Percent Planned Amount These columns contain the minority business enterprise classification, gender, and ethnicity to which the goal values apply. These columns contain the planned percentage and amount of the contract to be spent with the MBE classification, gender, and ethnicity combination. 17. Click Accept to save the items, and you can go to the Insurance tab (as needed). 18. Insurance Tab is NOT REQUIRED. Enter Applicable Information. Carrier INSURANCE TAB This box contains the insurance carrier code. Page 9 of 14

10 Carrier Name Agency Agency Name Agent Type Type Description Amount Policy Policy Start/End Notes Insurance Total The code must exist in Contract Miscellaneous Codes with the code type INSR. Insurance Carrier is optional. This box contains the name of the insurance carrier. Insurance carrier codes are created and maintained in the Contract Miscellaneous Codes program. This is the code of the insurance agency associated with the contract. The agency code must exist in Contract Miscellaneous Codes. The insurance agency code is optional. The Insurance Agency box is initially hidden; right-click on the column headings to display this box. This is the name of the agency identified by the code entered in the Agency box. This box contains the name of the insurance company representative. You can type up to 30 characters in this box. The insurance agent name is optional. This box contains the insurance type code. This code must exist in Contract Miscellaneous Codes. The Insurance Type box is initially hidden; right-click on the column headings to display this box. The insurance type code is optional. This is the description for the type of insurance identified in the Type box. This is the insurance amount. The Amount box is initially hidden; right-click on the column heading to display this box. The insurance amount is optional. This is the insurance policy number. You can enter up to 30 characters. The Policy box is initially hidden; right-click the column headings to display this box. These boxes contain the start and end dates of the insurance policy. These optional boxes are only accessible if the Policy box is completed. This box contains notes regarding the insurance carrier. The total dollar amount for insurance items 19. Click Accept. All of your initial entry information for your contract has now been entered in. 20. Once all contract information is entered uploaded all required contract documents including the county signed contract into TCM and save. A. Attach any required documentation by clicking the Attachments Button in the Munis Ribbon. The Document Mappings box will pop up. B. Click Show Counts. If you see N/A in the Count column, you cannot use that Document area to Page 10 of 14

11 save. C. It is preferred that all initial Entry of contracts be attached to the Contract/Agreement Document Map Title. Additional contract attachments can be attached to the Contract Attachment Document Map Title. D. Choose Contract/Agreement and Click View Documents. TCM will open. E. On the TCM Ribbon Click New F. 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. (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. G. Click Save and Close Viewer to return. 21. Click Release (at the top Right of the Ribbon) The program releases the contract record. Page 11 of 14

12 How to Enter a Contract Change Order To create a contract change order 1. Open the Tyler Menu (Large Arrow) 2. Open the Contract Entry program. (Small Arrow) Financials > Purchasing > Contract Management > Contract Change Orders Ribbon Page 12 of 14

13 3. Click Search on the ribbon and in the Contract field key in the contract number that you are looking to update (create a change order). OR, On the ribbon, click Browse, and a list of contracts available will show. Highlight the contract you would like to update and click Accept. 4. Click Update on the Ribbon. 5. The Change Order comments screen will open. Enter the reason for your change order Then Click File and Save. And Close this box by clicking File and Exit. 6. Click in the first field you would like to update and update as needed. Continue to move through the fields by using the tab key. If you are making changes to multiple TABS be sure to click Accept prior to switching TABS. You will need to Click UPDATE again on the new TAB to make changes. 7. When you have finished making updates, click Accept.The program saves your changes. 8. Be sure to add all Change Order Documentation to TCM. THIS IS REQUIRED. 9. Click Release to submit the change order for approval. Page 13 of 14

14 10. Once released The Office of Procurement will Review and Post the change order. 11. Once the Change Order is Posted, the original contract record will reflect the changes. Original/Status Change Order/Status 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 2 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: 0-Rejected 2-Created 4-Released 6-Approved 8-Posted 10-Closed 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: N- None C-Created P-Pending A-Approved R-Rejected Page 14 of 14