Skip to Knowledge Base content

Create a Service Contract

This guide will cover:

  • The process of creating service contracts with suppliers.
  • How to create a blanket purchase agreement.

Step One

  • Upon signing in, this home page will display. Click on the Navigator button (the three horizontal lines) in the top left corner:

  • The Navigator Bar is where you can find links directing you to all the modules and pages that you have security access for.  For this particular process, go to Navigator > Contract Management > Contracts.

Once you have selected the Contracts page link, the Overview page will display:

Step Two

  • Navigate to Tasks section on the left-hand side of the page, select Create Contract.

  • The Create Contract pop-up window will display:

  • Fill in the necessary information:
    • Business Unit will always be "UWYO.“
    • Legal Entity will always be "University of Wyoming.“
    • Type should always be the default, Service Contract. Once this is selected, additional fields will display (image shows example information completed)

Field

Description

Number

This should adhere to the General Counsel standards for Numbering and Naming:

  • 5 digit Organization number for the department that originates the contract -  Name of Supplier – Month and Year of contract creation
  • Example: 70110DellMarketingMay2017

Primary Party

The Supplier with whom you are generating the contract.

Start Date

This field will default to the current date. If necessary, change to the expected start date of service.

End Date

Enter the date of termination for this contract/agreement.

Currency

Will always be the US Dollar (USD)

Item Master

Will always be set to “University of WY”

Authoring Party

Will always be set to “Internal” for contracts.

  • Once the necessary information has been completed, select Save and Continue.
  • The Edit Contract page will appear:

Step Three

Fill in the Header Information, this includes: Overview, Parties, Deliverables, Documents, History and Notes.

sign23

Enable Electronic Signature.

DocuSign is the method used for signing contracts in WyoCloud. See instructions below.

  • Select the Overview option and complete the required fields:

Overview Information

Field

Description

Number

Will default in from previous screen.

Name

Title of Contract as it appears on the contract.

Start Date

Will default in from previous screen.

End Date

Will default in from previous screen.

Description

Detail the purpose of the contract.

Type

Will default from previous screen.

Item Master

Will default from previous screen.

Enable Electronic Signature

Always select this option so that DocuSign can be used to sign contract electronically.

  • Complete the Commitments section:

Commitments Information

Field

Description

Agreed Amount

Total dollar value of the contract.

Amount Limit

Dollar value that the contract cannot exceed.

Minimum Release Amount

The smallest one-time dollar amount that can be made within this contract.

  • Complete Payment Terms section:

Payment Terms Information

Field

Description

Payment Terms

Will always be Net 45.

Carrier

Define the carrier.

Freight Terms

Typically, this will be “Standard Freight Terms.” Select the most appropriate option.

FOB

Defaults to Wyoming Standard FOB.

  • Complete Additional Information section, as needed. There are several required fields that will need to be completed. These fields help determine workflow for contract approval. 

Additional Information

Field

Description

Academic Dept.

UW Academic department (e.g. Agriculture)

Non Academic Dept.

UW Non-Academic department (e.g. Facilities)

Foreign Supplier

When a foreign supplier is involved, the Tax Office will approve and Risk Management will be informed.

Required, Yes or No. Select No unless otherwise applicable

Technology Supplier

When a technology/software supplier is involved, IT will approve the contract.

Required, Yes or No. Select No unless otherwise applicable

Grant-Related Supplier

When grant funds are used or the contract is related to a grant, Research will approve.

Required, Yes or No. Select No unless otherwise applicable

Construction Supplier

When a construction supplier is involved, UW Operations will approve.

Required, Yes or No. Select No unless otherwise applicable

Service Supplier

When the contract is for a service, the Tax Office will approve.

Required, Yes or No. Select No unless otherwise applicable

Work Performed in Foreign Country

When Yes, the Risk Management office will approve.

Required, Yes or No. Select No unless otherwise applicable

Context Segment

Defaults, can ignore.

  • Complete the Parties section:

  • Ensure the Supplier Site is filled in.
  • Review the Deliverables, Documents, History and Notes pages.  Add information as necessary.

Additional Header Pages

Page

Description

Deliverables

Add information if contract includes a physical deliverable.

Documents

Upload any additional contract documents and supporting information.

History

This page is purely informational.  It displays dates, versions and signatures.

Notes

This page is for free-form, contract related notes; you can add a note here for approvers or for yourself.

Step Four

Complete the Lines tab.  This tab describes individual pieces of the contract that can be identified later for Blanket Purchase Agreement items.

  • Click on Lines.

  • Click the plus sign (+) to add a line to the contract.

  • Enter the Name of the line and a business purpose in the Description.  Then click OK.

  • Click Save to save the line.
  • In the Overview section of the Line tab, set the Unit of Measure (UOM) to Each (EA).

Step Five

Next select the Contract Terms tab, then to Add Contract Terms.

If the supplier has provided a contract, attach the supplier contract.  Complete the required fields, then click OK.

  • Authoring Party: select External in the drop down.
  • File: select Choose File to upload the supplier contract.

sign23

At go-live no UW templates will be loaded into the system, so all contracts should be created by selecting Attached Document from the Contract Source drop down.

If the supplier contract was not provided, UW creates the contract using the Contract terms template. Complete the following required fields and click OK.

  • Authoring Party: select Internal in the drop down.
  • Contract Source: select Structured terms in the drop down.
  • Contract Terms Template: click the magnifying glass to search for the correct template.

  • Type UW in the search field and click the magnifying glass to initiate the search.

  • Select the template you wish to use and click OK.

  • Now that all required fields to Add Contract Terms are filled out, click OK.

  • Contract terms display. To view variables within the contract, click on the arrow next to Pending Variables..

  • Here variables such as Amount UW Shall Pay and Who Contractor Reports To can be entered.  Press OK when all variables are completed.

  • Click Save.

Step Six

Complete the Fulfillment tab.

  • Click Actions, then Autocreate Fulfillment Lines.

  • Complete the following fields:
    • Purchasing Category: Select appropriate cateogry from drop down.
    • Buyer: Select the buyer using the search icon.  If the buyer selected is incorrect, it will be updated when the Blanket Purchase Agreement is created.

  • Click Save

Step Seven

Next validate and submit the contract.

  • Select Actions, then Validate.

  • Correct any errors on the page, then select Done.

  • Click Submit.

  • Click Next to continue onto the next screen.
  • A message can be written to the approvers, then click Submit.

sign23

Contract must be reviewed, approved and signed by all parties before the remaining steps can be taken.

Step Eight

To activate a contract, check that all signatures have been obtained on the contract.

  • Click on the Actions drop down, then Manage Signatures.

  • After all signatures are aquired, the Status of the contract will show as Active.

Step Nine

Now that the status is active, the last step is to create the Blanket Purchase Agreement.

The Blanket Purchase Agreement (BPA) creation process allows UW buyers to set up searchable entries that users can create requisitions from. Buyers can create BPAs directly or from contracts.

  • Navigate back to your contract and go to the Fulfillment tab.  Once there, click the Actions under the lines to open up a menu and select Create Agreement.    

  • The Create Blanket Agreement popup will appear.  Here is where you can confirm the fields auto-populate from areas of the contract. Click OK.

  • When the confirmation appears, click OK.

  • The status of the fullfillment line has now changed as well. This will now go to Procurement for approval.

Step Ten

Return to the Service Contract to find the Blanket Purchase Agreement Number. This number can be used to create a requisition. The following screens show how the stages of the Blanket Purchase Agreement creation appear in the system.

  • The view before Create Agreement is done.

  • The view after Create Agreement is done.

  • Once the Agreement is imported into Procurement and approved, the status will read Agreement Created and the next two columns will be complete.

 

You have now completed the steps of Create Service Contract.

Was this helpful?
0 reviews

Details

32752
Thu 6/29/17 3:31 PM
Tue 7/18/17 10:24 AM

Files (1)

pdf

Create Service Contract.pdf

7/18/2017 10:25:25 AM