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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 this process, go to Navigator > Contract Management > Contracts.

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

Step Two

Create a contract.

  • On the right, click on the clipboard with the check mark and once the Tasks bar opens, click Create Contract.

  • In the Create Contract pop-up, fill in the necessary information:
    • Business Unit will always be "UWYO.“
    • Legal Entity will always be "University of Wyoming.“
    • Type should always be Services Contract. When you select the Type, additional fields will display (image shows example information completed).

  • Once the necessary information has been completed, select Save and Continue.

  • The Edit Contract page will appear:

Step Three

Fill in the Contract Overview information.

  • Select the Overview tab and complete the required fields. If the contract is grant-related, please include information regarding the grant (source of funds, grant name, etc.) in the Description field on the Overview page.

  • Complete the Commitments section:

  • Complete Payment Terms section. Change Payment Terms to Net 45. If goods are not part of the contract, other fields may be left blank:

.

  • Complete Additional Information section, including required (*) fields. These fields help determine workflow for contract approval. Choosing the appropriate unit from either the Academic Department drop down or the Non Academic Department drop-down is required – choose only one. Academic Department refers to the College level unit. If the department falls under Academic Affairs, but is not a College, select Provost.

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 the Lines tab and click the plus sign (+) to add a line to the contract

 

  • 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 Details, enter required and optional information.

 

  • Scroll down to the Terms section and verify that Payment Terms is set to Net 45, Carrier is set to Best Way, Freight Terms is set to Standard Freight, and that FOB is set to Wyoming Standard FOB.  If no goods are involved, they can be left blank.

 

  • Scroll back to the top of the Line Details page and click Save in the top right corner.

Step Five

Complete the Contract Terms tab.

  • Click on the Contract Terms tab and click the Add Contract Terms button.

There are currently no templates in WyoCloud Financial Management. Templates may be available in the future, but all contracts must be entered using the Attached Document option until future notice.

  • In the Add Contract Terms pop-up, select Internal for Authoring Party, Attached Document for Contract Source, and click Browse to locate and upload the contract document. Enter a Title and Description of the contract document, then click OK.

 

Step Six

Complete the Fulfillment tab. This step is not necessary if the contract does not require the expenditure of funds.

  • Click on the Fulfillment tab and on the top right, click Actions > Autocreate Fulfillment Lines.

  • Scroll down to the Purchasing section and verify that all fields auto-populated from the Lines tab, then click the Search icon in the Buyer field and select a buyer from the Procurement Services Department.

 

  • Scroll back to the top of the page and click Save.

 

Step Seven

Complete the Parties tab.

  • Click on the Parties tab and verify that the Customer Role is UWYO and that the Supplier matches the provider of the goods or services for this contract.

 

  • In the UWYO: Team section you may add additional participants in the contract by clicking the plus button (+) or clicking on Actions > Add.

 

  • Click on the Supplier Role row, scroll down, and click the plus button (+) or Actions > Add to add a supplier contact. Note that supplier contact information must be selected, E-Mail must be present, and Signer must be checked to use DocuSign for the contract.
  • Scroll down to the Locations section and enter the following information:

 

  • Supplier Site – The site associated with this supplier. (Required)
  • Ship-to Organization – Select University of Wyoming. (Optional)
  • Ship-to Location – Select where the goods or services will be delivered on campus. (Optional)
  • Bill-to Location – Select Accounts Payable. (Optional)

 

  • Scroll back to the top of the page and click Save.

 

Step Eight

  • Review the Deliverable, Documents, History, and Notes tabs. Add information as necessary.

 

Step Nine

Validate and submit the contract.

  • From any tab in the contract, on the top right of the page click Actions > 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, and below the note, you can view the approvers by clicking on the gray triangle to the left of the word Approvers. Then click Submit.

STOP: Contract will be reviewed, approved by the applicable unit, approved by the Office of General Counsel and signed by all parties before the remaining steps can be taken.

 

Step Ten

To activate a contract, check that all signatures have been obtained on the contract. If the contract was signed via DocuSign, the contract owner should receive an email from DocuSign showing that the electronic signature process is complete.

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

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

Step Eleven

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 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 fulfillment line has now changed as well. This will now go to Procurement for approval.

 

Step Twelve

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 complete.

  • The view after Create Agreement is complete.

  • 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.

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Details

Article ID: 32752
Created
Thu 6/29/17 3:31 PM
Modified
Tue 10/3/17 11:45 AM

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