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setting_up_a_new_contract [2025/01/22 18:12] – tina.roblessetting_up_a_new_contract [2025/01/27 20:41] (current) – tina.robles
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 In the contract creation process: In the contract creation process:
  
-Single Template Scenario: When only one default template is configured in the system, users will be automatically redirected to the Contract Create screen upon initiating the contract creation process.+**Single Template Scenario**: When only one default template is configured in the system, users will be automatically redirected to the Contract Create screen upon initiating the contract creation process.
  
-Multiple Template Scenario: If multiple templates are available, the system will display a Contract Template Selection dialog box. Users must then: a) Choose the appropriate template from the provided dropdown menu. b) Click the "Select" button to confirm their choice. c) Upon confirmation, they will be directed to the Contract Create screen with the selected template.+**Multiple Template Scenario**: If multiple templates are available, the system will display a Contract Template Selection dialog box.  
 +Users must then:  
 +a) Choose the appropriate template from the provided dropdown menu.  
 +b) Click the "Select" button to confirm their choice.  
 +c) Upon confirmation, they will be directed to the Contract Create screen with the selected template.
  
 {{:pasted:20240802-131637.png}} {{:pasted:20240802-131637.png}}
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 Contract Structure Overview: Contract Structure Overview:
  
-Contract Header: The Contract Header is comprised of four primary sections: a) Family Information b) Date Information c) Version Information d) Termination Information+Contract Header 
 +The Contract Header is comprised of four primary sections:  
 +a) Family Information  
 +b) Date Information  
 +c) Version Information  
 +d) Termination Information
  
 Supplementary Tabs: The contract interface includes several supplementary tabs for comprehensive management: Supplementary Tabs: The contract interface includes several supplementary tabs for comprehensive management:
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-If the selected Contract Type is Autopay, the Payment Calendar will be enabled, displaying a list of payment frequencies set up by the manufacturer. This field is required.+**Contract Types and Payment Mechanisms**
  
-**Standard:** Set up contracts with any company type, expecting the company to send a claim/billback for payment.+**Autopay Contracts** 
 +Feature: Enabled Payment Calendar functionality
  
-**Autopay:** Set up contracts with Direct Customers or Brokers, expecting no claims/billbacks to request payment. Instead, the TELUS TPM system will generate a claim each period using distributor sales and the contract to determine the amount owed and make a payment.+Requirement: Selection of manufacturer-defined payment frequency
  
-**Off Invoice:** Set up contracts with Direct Customers, expecting no claims/billbacks to request payment. Instead, the GoSimple system will generate a claim each period using distributor sales and the contract to determine what was purchased. No payment is made; it is solely for reporting. Additionally, TELUS TPM sends approved Off Invoice contracts to the manufacturer so they can load them into their ERP and provide the distributor with reduced pricing directly on their invoice.+Application: Designed for Direct Customers or Brokers
  
-**Growth Standard:** Contracts can be set up with Growth pricing. Claims can be manually entered on Growth Standard contracts. To generate growth rates, a baseline of complete claim data is required. Growth claims cannot be completed until the contract's end date has passed.+Process: TELUS TPM automatically generates claims and payments based on distributor sales data 
 + 
 +Note: No manual claims/billbacks required 
 + 
 +**Standard Contracts** 
 +Application: Compatible with all company types 
 + 
 +Process: Requires company-initiated claims/billbacks for payment processing 
 + 
 +Payment: Manual claim submission required 
 + 
 +**Off Invoice Contracts** 
 +Application: Exclusive to Direct Customers 
 + 
 +Process: 
 +TELUS TPM system generates automated claims based on distributor sales 
 + 
 +No direct payments processed 
 + 
 +Approved contracts transmitted to manufacturer's ERP 
 + 
 +Benefit: Enables distributors to receive reduced pricing on invoices 
 + 
 +**Growth Standard Contracts** 
 +Feature: Supports Growth pricing structure 
 + 
 +Claims: Manual entry permitted 
 + 
 +Requirement: Complete baseline claim data needed for growth rate calculations 
 + 
 +Restriction: Claims processing available only after contract expiration 
 + 
 +**Growth Autopay Contracts** 
 +Feature: Incorporates Growth pricing structure 
 + 
 +Claims: Generated post-contract expiration 
 +Requirement: Payment Calendar (configured in Client Settings) must extend beyond contract end date 
 + 
 +Process: Automated calculation of potential payments 
 + 
 +**Street Coupon Contracts** 
 +Purpose: Manages unit-level deals for street-level customers 
 + 
 +Implementation: Requires Account Manager involvement 
 + 
 +Note: Additional setup procedures required for program processing
  
-**Growth Autopay:** Contracts can be set up with Growth pricing. Claims can be created on Growth Autopay contracts after the contract expiration date. A Payment Calendar (set up in Client Settings) with a date after the contract period's end is required for the contract to calculate a potential payment. 
  
-**Street Coupon:** Contracts used for unit-level deals payable to street-level customers. Contact your Account Manager to set up contracts of this type, as additional setup steps are needed to process this program. 
 ----- -----
  
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 {{:pasted:20240802-134738.png}} {{:pasted:20240802-134738.png}}
  
-**Delivered:** Manufacturer will deliver products to distributor location(s).  This typically results in the manufacturer charging a freight component to cover the cost.  You will use this option when the pricing on the contract is the full cost **including freight** to deliver the product to your customer.  +**Delivery Terms and Pricing Implications** 
 + 
 +**Delivered Option** 
 + 
 +Definition: Manufacturer assumes responsibility for product delivery to distributor location(s) 
 + 
 +Cost Structure: Includes integrated freight component in pricing 
 + 
 +Contract pricing reflects total cost inclusive of delivery 
 + 
 +Application: Select when contractual pricing encompasses complete delivery costs 
 + 
 +**FOB (Freight On Board) Option** 
 + 
 +Definition: Distributor assumes responsibility for product collection from manufacturer's facility 
 + 
 +Cost Structure:  Excludes freight charges from base pricing 
 + 
 +Results in reduced overall pricing 
 + 
 +Application: Select when- 
 +Customer manages product collection independently 
 + 
 +Freight costs are excluded from contractual agreement 
 + 
 +Pricing structure specifically omits delivery charges 
 + 
 +These delivery terms directly impact the final pricing structure and should be selected based on agreed-upon distribution arrangements and cost allocation between parties.
  
-**FOB:** Freight On Board - Distributor will pick up the product from the manufacturer.  This results in a lower end price due to no Freight being added on.  This one should be used when your customer picks up the product from the manufacturer and there is no freight or the deal you made with them **should not include freight**.   
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 __Date Info__ __Date Info__
- 
-Enter the Start Date and End Date for the contract in the Date Info section.  Dates can by entered by typing in the date or by making a selection in the calendar.   
  
 {{:pasted:20240802-140439.png}} {{:pasted:20240802-140439.png}}
  
-If the contract is created using a template with a specified Date Range, the contract dates must fall within the start and end dates defined by the template. If the dates are outside this range, an error will be returned upon saving, notifying the user of the correct date range.+**Contract Date Configuration** 
 + 
 +Date Entry Process: 
 + 
 +Navigate to the Date Info section 
 + 
 +Input Start Date and End Date using either: 
 +Manual date entry 
 +Calendar selection interface 
 + 
 +Template-Based Date Restrictions: a) Date Range Templates: 
 +Contract dates must align with template-defined parameters 
 +System validation ensures compliance with specified date ranges 
 +Non-compliant dates trigger error notifications indicating acceptable date parameters 
 +b) Explicit Timeframe Templates: 
 +Start and end dates are automatically populated 
 +Fields are locked for editing during contract creation 
 + 
 +No manual date modifications permitted
  
-If the contract is created using a template with an Explicit timeframe, the start and end dates will be pre-filled and non-editable during contract creation. 
  
 ----- -----
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 __Version Info__ __Version Info__
  
-When creating a new contract, you don't need to enter text into both the Contract Title and Contract Name fields unless you want them to be different. If they should differ, simply enter the desired text in both fields and click Save. If the title and name should be the same, just enter the text into the Contract Title field. Upon saving, the text from the Contract Title field will automatically populate the Contract Name field. Note that this functionality applies only during contract creation, not when editing.+**Contract Identification: Title and Name Configuration** 
 + 
 +Initial Contract Creation 
 + 
 +Contract Title Field: Mandatory input 
 + 
 +Contract Name Field: Optional input 
 + 
 +Differentiation Scenario: 
 +If distinct identifiers are required: a) Enter unique text in both Contract Title and Contract Name fields b) Click Save to confirm entries 
 + 
 +Unified Identification Scenario: 
 +If title and name should be identical: a) Enter desired text in Contract Title field only b) Upon saving, system automatically replicates Contract Title text into Contract Name field 
 + 
 +Important Note: 
 +This auto-population feature is exclusive to the initial contract creation process 
 +Not applicable during subsequent contract editing sessions 
 + 
 +System-Generated Fields: 
 + 
 +Contract ID: Automatically assigned upon saving 
 +Contract State: Populated post-save, indicating current status
  
-The Contract ID and Contract State will be populated once the contract is saved. 
  
 {{:pasted:20240802-140850.png}} {{:pasted:20240802-140850.png}}
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 {{:pasted:20240806-125248.png}} {{:pasted:20240806-125248.png}}
  
-1.  Products:  Enter the SKU's/Product IDs on the contract+__Contract Management: Key Functional Tabs__
  
-2. Lumpsum:  Enter the event based dollars on this tab or any deals where you do not wany sku information captured when the claim comes in.  +**Products** 
 +Purpose: Input SKUs/Product IDs associated with the contract
  
-3. Distributors:  f there are deviated rebates (blue columns on the product tab) this tab is where you would choose the eligible distributors for that contract. +**Lumpsum** 
 +Function: Record event-based financial allocations 
 +Application: Ideal for transactions not requiring specific SKU tracking upon claim submission
  
-4. Exclusions:  Autopay contracts only!  Use this tab to backout some of all of the contractated business for specific companies.  +**Distributors** 
 +Relevance: Applicable to contracts with deviated rebates (indicated by blue columns on the product tab) 
 +Purpose: Designate eligible distributors for the contract
  
-5. Backouts:  Autopay contracts only! Use this tab to specify a company/product you want to backout of the payout based off the percentage setup.  +**Exclusions** (Autopay contracts only) 
 +Function: Specify partial or complete exclusions of contracted business for designated companies
  
-6. Client Defined Fields:  These are custom by manufacturer, these can be any type of field the manufacturer wants captured on each contract.  +**Backouts** (Autopay contracts only) 
 +Purpose: Define percentage-based payout reductions for specific company/product combinations
  
-7. History:  This area will show you all updates made to the contract. +**Client Defined Fields** 
 +Nature: Customizable fields as per manufacturer requirements 
 +Function: Capture contract-specific data points
  
-8. Notes & Attachments:  This section is used to add original copies of contracts used for the customer or any notes between the contract creator and approver that are created.  +**History** 
 +Purpose: Comprehensive log of all contract modifications
  
-9. Letters:  These are the letters available for the type of contract you setup.  This will vary my manufacturer.  This tab is enabled after the contract is saved.  +**Notes & Attachments** 
 +Function: Repository for original contract documentation and internal communications 
 +Users: Contract creators and approvers
  
-10: Contact:   Here you can track who you spoke to about the deal you made.  This will make it easier when it is time to renew with that customer.  The email, name and phone number are fields on this tab.  This information is optional.  +**Letters** 
 +Content: Contract type-specific correspondence options 
 +Availability: Enabled post-contract save 
 +Note: Varies by manufacturer
  
-11. Exposure:  The probably exposure, actuals and stacked reporting information+**Contact** 
 +Purpose: Track customer communication details for future reference 
 +Fields: Email, Name, Phone Number 
 +Status: Optional information
  
-12. Claims:  All claims created using this contract will display on this tab.+**Exposure** 
 +Content: Projected exposure, actual figures, and stacked reporting data 
 + 
 +**Claims** 
 +Function: Display all claims generated under the current contract
  
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-The Products and Product Groupings are displayed on the right side of the grid, showing the products and groupings set up by the manufacturer.+**Product Selection Interface** 
 + 
 +Display Configuration: 
 + 
 +Location: Right-hand grid section 
 + 
 +Content: Displays manufacturer-configured: 
 +Individual Products 
 +Product Groupings 
 + 
 +Product Addition Methods: a) Single Item Selection: 
 +Left-click desired product/grouping 
 +Drag selection to left panel 
 +b) Multiple Item Selection: 
 +Hold Ctrl key: Select non-consecutive items 
 +Hold Shift key: Select consecutive items 
 +Drag selected items to left panel
  
-To add a product or product grouping, simply left-click on the item and drag it to the left. To add multiple products at once, use the Ctrl or Shift keys, similar to how you would in Excel or Word. 
  
 {{:pasted:20240802-141452.png}} {{:pasted:20240802-141452.png}}
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 **__Product Pricing - Fixed Rate vs. Fixed Price__** **__Product Pricing - Fixed Rate vs. Fixed Price__**
  
-**Fixed Rate** - A specific rate can be set per unit of measure (UOM), independent of the product's cost. When a fixed rate is applied, the price the customer pays for the product is irrelevant. For example, if the contract specifies a fixed rate of $1.50 per case, the customer will always be paid $1.50 per case, regardless of the product's purchase price. **Please note-Adding a product to a contract with a $0 Fixed Rate will prevent an item from receiving any rebate at all.**   +Pricing Mechanisms and Product Addition
  
 +**Fixed Rate Pricing**
  
-**Fixed Price** - A contract set up with a fixed price specifies a particular price for a given product or product grouping. Sales data is then compared to this fixed price to determine the rebate per case. This rebate will vary based on the price paid. For example, if a contract specifies a fixed price of $22.00 per case and the actual product price is $25.00 per case, the rebate allowed will be $3.00 per case.  **Please note - that adding an item at a $0 Fixed Price is giving the item away for FREE.   You can find contracts that have been set up this way in Tableau.   Go to TPM Standard Reports -> Contract Reports -> Zero Fixed Price Contracts to see if there are any contracts set up this way today. **+Definition: Predetermined rate per unit of measure (UOM), independent of product cost
  
 +Application: Customer payment based solely on contracted rate
  
 +Example: $1.50 per case rebate, regardless of purchase price
  
-**Show Purchases**+Caution: $0 Fixed Rate prevents any rebate allocation
  
 +**Fixed Price Pricing**
 +Definition: Specified price for product or product grouping
  
-If the contractee is a Direct Customer, you have the option to add products using the Show Purchases feature. Ensure that the contract's start and end dates are populated before using this feature.+Rebate Calculation: Difference between fixed price and actual sales price 
 + 
 +Example: Fixed Price: $22.00 per case Actual Price: $25.00 per case Resulting Rebate: $3.00 per case 
 + 
 +Caution: $0 Fixed Price equates to providing product at no cost 
 + 
 +Monitoring: Utilize Tableau for contract verification Path: TPM Standard Reports → Contract Reports → Zero Fixed Price Contracts 
 + 
 +**Show Purchases Feature** 
 +Applicability: Direct Customer contracts only 
 + 
 +Prerequisites: a) Populated contract start and end dates b) Selected contractee 
 + 
 +Functionality: 
 +Adds products to contract 
 +Sets estimated quantity based on actual purchase quantity 
 + 
 +Activation: Click "Show Purchases" button after meeting prerequisites
  
-For Direct Customer contracts, click the Show Purchases button to add products to the contract and set the actual purchase quantity as the estimated quantity. A contractee, along with the contract's start and end dates, must be entered before opening the Show Purchases window. 
  
 {{:pasted:20240802-142101.png}} {{:pasted:20240802-142101.png}}
  
-A Show Purchases window will open.  Enter in From and To dates.  This can be any date range that we have sales data for.  Then click the Load button.  This will display a grid with the products, purchase quantity and UOM based on the time frame entered.+**Show Purchases: Data Retrieval Process** 
 + 
 +Initial Setup: Access the Show Purchases window 
 + 
 +Configure date parameters: From Date: Beginning of desired sales period 
 + 
 +To Date: End of desired sales period 
 + 
 +Note: Date range must fall within available sales data period 
 + 
 +Data Generation: Click the "Load" button to retrieve sales information 
 + 
 +Results Display. The system will generate a grid showing: 
 +Product listings 
 +Purchase quantities 
 +Units of Measure (UOM) 
  
 {{:pasted:20181126-163801.png}} {{:pasted:20181126-163801.png}}
  
-To add products to the contract, check the box next to each desired product row. You also have the options to Select All, Select None, Select Invert, or Select On Contract. Clicking the Select On Contract button will select all rows for products currently listed on the Product tab of the contract. This is useful for updating the estimated quantity values on a contract with actual sales data without inadvertently adding extra products. Once the products are selected, click the Add Selected to Contract button.+**Product Selection and Contract Integration** 
 + 
 +Individual Product Selection: 
 + 
 +Activate checkbox adjacent to desired product rows 
 +Bulk Selection Options: a) Select All: Choose all displayed products b) Select None: Deselect all products c) Select Invert: Toggle selection status of all products d) Select On Contract: Highlight products currently listed on the contract's Product tab 
 + 
 +Utility: Facilitates updating estimated quantities with actual sales data 
 + 
 +Benefit: Prevents unintended addition of extraneous products 
 + 
 +Contract Integration: After finalizing product selection, click "Add Selected to Contract" button 
  
 {{:pasted:20240802-142128.png}} {{:pasted:20240802-142128.png}}
 {{:pasted:20240802-142240.png}} {{:pasted:20240802-142240.png}}
  
-This action will close the window, and the selected products will be displayed on the contract. A message will appear, indicating the number of items added and/or updated. The new and modified rows will be highlighted with their checkboxes selected. Verify and add pricing for these rows.+**Product Integration Confirmation Process** 
 + 
 +System Response: Show Purchases window automatically closes 
 +Selected products populate contract display 
 +System generates confirmation message detailing: 
 +Number of items added 
 +Number of items updated 
 + 
 +Visual Indicators 
 + 
 +Newly added rows: Highlighted 
 +Modified rows: Highlighted 
 +Status: Checkboxes automatically selected for affected rows 
 +Required Action: 
 +Review highlighted entries 
 +Validate product selections 
 +Input or adjust pricing for new and modified rows
  
 {{:pasted:20240802-142257.png}} {{:pasted:20240802-142257.png}}
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 __How the estimated volume is calculated:__ __How the estimated volume is calculated:__
  
-The estimated quantity of a product on the contract is calculated as follows: The purchase quantity displayed in the Show Purchases window is divided by the number of days in the specified date range to generate a daily purchase quantity. This daily quantity is then multiplied by the number of days the contract covers and rounded to a whole number.+**Estimated Quantity Calculation and Contract Integration**
  
-For example, if a product has a purchase quantity of 810 for an entire year, the daily quantity would be 2.219. If this product is added to a contract for the period 01/01/2018 - 01/31/2018, the estimated quantity on the contract would be 2.219 multiplied by 31, resulting in an estimated quantity of 69.+Calculation Methodology: a) Daily Purchase Quantity = Total Purchase Quantity / Number of Days in Specified Range b) Estimated Contract Quantity = Daily Purchase Quantity × Contract Duration (in days) c) Final Value: Rounded to nearest whole number
  
-If the contract is being edited, amended, or renewed, and the selected product already exists on the contract, you will have the option to either update the estimated quantity with the purchase quantity or leave it unchanged. If you choose to update, only the estimated quantity will be modified, while the existing pricing will remain intact.+Example: 
 +Annual Purchase: 810 units
  
-**UOM Difference:** If the product already exists on the contract with a unit of measure (UOM) in pounds, but the purchases display a value in cases, the estimated quantity on the contract will convert the quantity from cases to pounds when the product is added via Show Purchases.+Daily Quantity: 2.219 units 
 + 
 +Contract Period: 01/01/2018 - 01/31/2018 (31 days) 
 + 
 +Estimated Quantity: 2.219 × 31 ≈ 69 units 
 + 
 +Contract Modification Scenarios:  
 + 
 +For existing products during edits, amendments, or renewals: a) Option to update estimated quantity with new purchase data b) Option to retain original estimated quantity 
 + 
 +Note: Pricing remains unaffected by quantity updates 
 + 
 +Unit of Measure (UOM) Considerations: 
 +System accommodates UOM discrepancies (e.g., pounds vs. cases) 
 +Automatic conversion applied when adding products via Show Purchases 
 + 
 +Product Uniqueness: 
 +Each product or product grouping limited to one entry per contract
  
-**Note:** A specific product or product grouping can only be added to a contract once. 
  
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 {{:pasted:20240806-130834.png}} {{:pasted:20240806-130834.png}}
  
-The Estimated Quantity can be updated based on a percent of Actual Data or Base Data.  In order to update based on Actual data, the contract must be a renewal.  To update using base data, click the estimated quantity checkbox and select Base data.  The volume will be increased by the value entered, so in the below example the base volume will be increased by 50%.+Estimated Quantity Adjustment Methods 
 + 
 +Volume Update Options: a) Actual Data-Based Updates-Availability: Limited to contract renewals only 
 +b) Base Data-Based Updates 
 + 
 +Process: 
 +Select estimated quantity checkbox, Choose "Base data" option, Enter percentage adjustment value 
 + 
 +Example: 50% input increases base volume by half 
 + 
 +Calculation Implementation: 
 + 
 +System applies specified percentage increase to base volume 
 +Adjustments reflect proportional changes to original quantities 
  
 {{:pasted:20240806-131030.png}} {{:pasted:20240806-131030.png}}
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 __Hidden Columns in the Product Grid__ __Hidden Columns in the Product Grid__
  
-The Allow Inactive Product, Won, Competitive Info, Base Quantity and Objective Quantity columns are hidden by default.  To view these columns in the grid, click on the cog (this displays when the focus is in the grid) at the end of the grid and choose column settings.  Select the column to add by clicking the check box next to the column name.+**Grid Column Customization** 
 + 
 +Default Hidden Columns: 
 +Allow Inactive Product, Won, Competitive Info, Base Quantity, Objective Quantity 
 + 
 +Column Display Process: a) Access Settings: Position cursor within grid to activate cog icon. Click cog icon to open column settings menu 
 +b) Column Selection: Navigate to desired column names. Enable visibility by activating corresponding checkboxes
  
 {{:pasted:20240806-131247.png}} {{:pasted:20240806-131247.png}}
  
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-Column Descriptions:+**Product Grid Column Specifications**
  
-1. Item Identifier:  Product SKU number+__Standard Identification Columns__: Item Identifier-Purpose: Product SKU reference number
  
-2. Item Name:  Description of the product+__Item Name-Purpose__: Product description
  
-3.  Item Type: Either Product or Product Grouping.  +__Item Type-Options__: Product or Product Grouping
  
-4. Unit of Measure:  This will vary by manufacturer based off the UOM options setup. The pricing you add to the contract will be based off the UOM chosen here.  +__Unit of Measure (UOM)-Specification__: Manufacturer-defined options 
 +Note: Determines contract pricing basis
  
-5. Item Price:  The product default price, this is used for reference purposes only. This price does not reflect the price the customer on the contract pays.  +__Item Price-Purpose__: Reference price only 
 +Note: Not reflective of contract-specific customer pricing
  
-6. Estimated Quantity:  This is the estimated volume for the full time frame for that contract for that product or product grouping line.  This is used many times for reporting so please be as accurate as you can be.    +__Volume-Related Columns__: 6. Estimated Quantity-Purpose: Projected volume for contract duration 
 +Impact: Critical for accurate reporting
  
-7. Lift Quantity:  This editable field allows the user to enter the expected incremental volume for the product line.+__Lift Quantity-Feature__: User-editable field-Purpose: Record expected incremental volume
  
-8.  Base Quantity:  Non-editable field that is populated after Save that comes from a data feed and represents what will be sold to a customer without any promotions/rebates.+__Base Quantity-Nature__: Non-editable-Source: Data feed population post-save-Purpose: Projects non-promotional sales volume
  
-9. Rebate Direct Value Type:  **Blue column** - Direct columns are filled out when the deal is for the contractee you chose, they will be the one(s) getting the deal. These deals are **based off what the contractee bought directly from the manufacturer**.   When using this option if the contractee is a distributor then it does not matter who they sold the product to.  Examples:  Earned Income deals.  Options are - Numeric or Percent.   +__Direct Rebate Columns (Blue)__: 9. Rebate Direct Value Type-Options: Numeric or Percent-Application: Contractee-specific deals-Scope: Based on direct manufacturer purchases
-  +
-10. Rebate Direct Value:  **Blue column** - This field is for the dollar amount (if the direct value type is Numeric) or percent number (if direct value type is Percent)+
  
-11. Rebate Direct type:  **Blue column** - Options are Fixed Rate or Fixed Price.  Fixed rate is a set rate paid on the contract no matter what price the customer paid for that product.  Fixed price is a guaranteed price for that customer so the rate allowed will changed based on the sales price.  Example:  Fixed price at $10  The direct customer pays $12 the first week and $15 the third week.  They will get $2 per UOM for the first week and $5 per UOM for the third week.  +__Rebate Direct Value-Purpose__: Specifies rebate amount/percentage-Format: Based on selected value type
  
-12. Rebate Deviated Value Type:  **Pink column** - Deviated columns are filled out when the deal is for the distributors listed on the distributor tab.  The deals are **based on deals made to the distributors for what they sold to the contractee**.  Different than direct deals, who the product was sold to matters in this deal.  Customers are not paid on all purchases, just ones sold to the contractee.  Options are - Numeric or Percent.  +__Rebate Direct Type-Options__: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
  
-13. Rebate Deviated Value:  **Pink column**  This field is for the dollar amount (if the direct value type is Numeric) or percent number (if direct value type is Percent)+__Deviated Rebate Columns (Pink)__: 12. Rebate Deviated Value Type-Options: Numeric or Percent-Application: Distributor-specific deals-Scope: Based on contractee sales
  
-14. Rebate Deviated Type:  **Pink column** Options are Fixed Rate or Fixed Price.  Fixed rate is a set rate paid on the contract no matter what price the customer paid for that product.  Fixed price is a guaranteed price for that customer so the rate allowed will changed based on the sales price.  Example:  Fixed price at $10  The direct customer pays $12 the first week and $15 the third week.  They will get $2 per UOM for the first week and $5 per UOM for the third week.  +__Rebate Deviated Value-Purpose__: Specifies rebate amount/percentage-Format: Based on selected value type
  
-15.  Allow Inactive Product:  When creating a Contract with a Product Grouping, the creator has the option to Allow Inactive Products or not.  When the box is checked, any Inactive Product within that Product Grouping is an eligible Product on the Contract.+__Rebate Deviated Type-Options__: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
  
-16.  Won:  Checkbox indicates which products were Won (checked) and which were lost (un-checked) on the bid.  Users who have access to the Contract and Edit rights can check/un-check this box in both View and Edit mode.  Probable Exposure calculations include only products which were Won.+__Additional Tracking Columns__: 15. Allow Inactive Product-Purpose: Product Grouping management-Function: Controls inactive product eligibility
  
-17.  Competitive Info:  Use this section to enter in Competitive Info for the Product row to track which manufacturer won the bid.  Users who have access to the Contract and Edit rights can add this information in View or Edit mode.+__Won-Purpose__: Bid tracking-Impact: Affects Probable Exposure calculations-Access: Editable by authorized users
  
-If the contract type is **Growth** you will see a few different columns:+__Competitive Info-Purpose__: Bid winner tracking
  
-1. Rebate Growth Value Type:  Options are - Numeric or Percent. +__Access__: Editable by authorized users
  
-2. Rebate Growth Type:  Options are Fixed Rate or Fixed Price.  +__Growth Contract Specific Columns-Rebate Growth Value Type-Options__: Numeric or Percent
  
-3.  Growth Button:  Use this feature to set up tiered growth programs.  Please go to the help section for Growth Programs Explained to get more details on this.+__Rebate Growth Type-Options__: Fixed Rate or Fixed Price 
 + 
 +__Growth Button-Purpose__: Configure tiered growth programs-Reference: See Growth Programs documentation for details
  
  
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 {{:pasted:20180712-123749.png}} {{:pasted:20180712-123749.png}}
  
-The Forecast Quantity is based on the Contractee, Contract Start and End Dates and Products selected from the Forecast file.  The contract must be Saved in order for the Forecast Quantity to display/update.+**Forecast Quantity Integration and Calculation** 
 + 
 +Forecast Quantity Display Prerequisites: 
 +  - Contractee selection 
 +  - Contract start and end dates specification 
 +  - Product selection from Forecast file 
 +  - Contract must be saved for display/update 
 + 
 +Calculation Methodology: a) Daily Quantity = Total Forecast Quantity / Number of Days in Forecast Period b) Contract Forecast Quantity = Daily Quantity × Contract Duration (in days) 
 + 
 +Example: 
 +Forecast: 50 units for 01/01/2018-02/28/2018 (59 days), 
 +Daily Quantity: 50 / 59 ≈ 0.84 units/day, 
 +Contract Period: 01/01/2018-01/31/2018 (31 days), 
 +Contract Forecast Quantity: 0.84 × 31 ≈ 26.27 units
  
-The forecast quantity is calculated for the contract time frame by taking the product for the contractee, calculating a daily quantity, then multiplying that by the count of days in the contract.  For example, if the forecast quantity for product 12345 is 50 for a time frame of 01/01/2018-02/28/2018, the quantity is 0.84 per day.  If the contract time frame is 01/01/2018-01/31/2018 that is 0.84 X 31 = 26.27.  +Unit of Measure (UOM) Considerations: 
 +System performs automatic UOM conversion if contract and forecast UOMs differ
  
-The quantity displayed is based on UOM and will be converted if the contract UOM is different than the forecast quantity UOM.+Product Grouping Calculations: 
 +Forecast quantity represents sum of all products within grouping 
 +Exclusion mechanism: Prevents double-counting when individual products and their grouping are on the same contract
  
-For product groupings, the forecast quantity that displays is a sum of the forecast quantity for all products in the grouping.  If there is a product grouping AND there are products from that grouping on the contract, the forecast quantity for the product grouping will EXCLUDE the quantity for the products that are on the contract as to not double-count the forecast quantity.+Company Grouping Aggregation: 
 +For Company Grouping contractees, forecast quantity represents sum of all constituent companies
  
-If the Contractee is a Company Grouping, the value displayed will be a sum of the forecast quantity for all companies within the grouping.+Uptick Column: 
 +Purpose: Displays variance between Estimated Quantity and Forecast Quantity
  
-The Uptick column displays a difference between the Estimated Quantity and Forecast Quantity.+Mass Update Feature- 
 +Function: Aligns Estimated Quantity with Forecast Quantity 
 +Process: Select relevant product rows and click "Mass Update" 
 +Options: Set Estimated Quantity equal to or increased from Forecast Quantity
  
-To update the Estimated Quantity to be equal to or an increase of the Forecast Quantity, select the product rows to update and click Mass Update. 
  
 {{:pasted:20181120-143831.png}} {{:pasted:20181120-143831.png}}
  
-Check the Estimated Quantity box to enable the row, then select a Modification Type of Forecast Data.  Enter a percent value to modify (increase) the percent by or use 0.00% to set the estimated value equal to the forecast quantity.  Click Apply to update the rows.+**Forecast Quantity Modification Process** 
 + 
 +Row Activation: 
 +  * Enable modification by selecting Estimated Quantity checkbox 
 +  * Choose "Forecast Data" from Modification Type options 
 + 
 +Quantity Adjustment: 
 +  * For exact forecast matching: Enter 0.00% 
 +  * For percentage increase: Enter desired percentage value 
 + 
 +Finalize changes: Click "Apply" button 
 + 
 +Critical Update Requirements: System requires contract save for Forecast Quantity updates when modifying: 
 +  * Contractee 
 +  * Start Date 
 +  * End Date 
 +  * Product additions/removals 
 +  * Product Grouping additions/removals 
 +  * Unit of Measure (UOM) changes
  
-**Important Note**: If any of the following fields are changed, the contract will need to be saved in order to show the updated Forecast Quantity: Contractee, Start Date, End Date, Product added/removed, Product Grouping added/removed, or UOM change. 
  
 ----- -----
 **Product Grouping Pricing Options** **Product Grouping Pricing Options**
  
-If a Product Grouping is added to the contract, but there is also a specific product from that group or a subgroup that requires different pricing, you should add both to the contract. The pricing set at the lowest level will always take precedence. Adding any level lower than the Product Grouping with a $0 Fixed Rate will generate a pending/reject reason of "Explicit Contract Rate Zero" for that specific SKU or the members of the subgroup, while allowing all other products in the parent grouping to be paid.+**Product Grouping and Pricing Hierarchy Management** 
 + 
 +Pricing Precedence 
 + 
 +Principle: Lowest-level pricing takes priority 
 +  * Application: Add both Product Grouping and specific products/subgroups when differentiated pricing is required 
 + 
 +Zero-Rate Implications: 
 +  * Scenario: $0 Fixed Rate applied to lower-level items 
 +  * Result: Generates "Explicit Contract Rate Zero" pending/reject reason 
 +  * Scope: Affects specific SKU or subgroup members only 
 +  * Benefit: Allows payment for other products within parent grouping 
 + 
 +Product Hierarchy Verification: 
 +  * Method: Hover mouse over product group name 
 +  * Display: Pop-up list of group members 
 +  * Interpretation: Absence of pop-up indicates empty product grouping 
 +  * Implication: Contract pricing will not apply to any products
  
-To ensure correct pricing for product groupings, the product hierarchy must be accurate. You can view the members of a product group by hovering your mouse over the product group name, which will display a pop-up list of the products in the group. If no pop-up appears, the product grouping is empty, and the pricing on the contract will not be applied to any products.+Empty Grouping Caution: 
 +Risk: Pricing on contract may not be applied as intended 
 +Recommendation: Verify product group contents before finalizing contract
 ----- -----
  
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 __LumpSum Tab__   __LumpSum Tab__  
 {{:pasted:20240806-134714.png}} {{:pasted:20240806-134714.png}}
-Sometimes you may want to allocate funds to a contractee that are not tied to specific SKUs. The LumpSum Tab is where you can include these non-SKU-based deals. 
  
-On the right-hand side, you will see all the eligible lump sums set up by your Admin. Simply left-click on a lump sum and drag it to the left-hand side, then fill in the description and amount. You can set up as many of these as needed. As you add more lump sums, the Probable Exposure of the contract will increase.+**Lump Sum Allocations: Non-SKU Based Funding**
  
-**Note:** Lump sums can be added multiple times to a contract. For example, you could add "Foodshows" five times. If the same lump sum is added multiple times, each instance must have a unique, hand-typed description.+The Lump Sum tab allows for the allocation of funds to contractees that are not associated with specific SKUs. This feature provides flexibility for non-product-based financial arrangements.
  
-**Lumpsum Allocations**+Process: 
 +  * Locate eligible lump sums on the right panel, as configured by your Administrator. 
 +  * Drag desired lump sums to the left panel. 
 +  * Provide a description and specify the amount for each lump sum. 
 +  * Add multiple lump sums as needed. Each addition will increase the contract's Probable Exposure. 
 +Note: Lump sums can be added multiple times within a contract. Each instance requires a unique, manually entered description.
  
-Lumpsums on a Contract can be set up to allocate percentages to products.  If your General Ledger needs all spend allocated down to the product level, you now have the capability to take lumpsum spend and allocate to the product level.  This feature is controlled by a client setting and the associated columns display only when the setting is enabled.+**Product-Level Allocation (Optional Feature)** 
 + 
 +For clients requiring all expenditures to be allocated at the product level, lump sums can be distributed across products by percentage. This functionality is governed by a client-specific setting. 
 + 
 +When enabled: 
 +  * Add lump sum events as usual. 
 +  * Product Allocation columns will appear at the end of the grid. 
 +  * Allocate percentages of the lump sum to relevant products.
  
-Add the lumpsum events.  If this featured is enabled, the Product Allocation columns will display at the end of the grid. 
  
 {{:pasted:20240806-134757.png}} {{:pasted:20240806-134757.png}}
  
-To define the allocations, click open.  The Lumpsum Product Allocation window will display.  Click on the Add Products Button at the bottom of the screen.  +**Configuring Product Allocations** 
 + 
 +  * Select "Open" to access the allocation settings 
 +  * In the Lump Sum Product Allocation window, locate and click the "Add Products" button at the bottom of the interface 
 {{:pasted:20240806-134947.png}} {{:pasted:20240806-134947.png}}
  
-Choose the products to allocate then click the select button to bring them over.  Enter in the percentage per product.  +**Product Allocation Configuration** 
 + 
 +  * Select the relevant products for allocation from the product list 
 +  * Click "Select" to import the chosen products 
 +  * Specify the allocation percentage for each selected product 
 + 
  
 {{:pasted:20240806-135054.png}}  {{:pasted:20240806-135054.png}} 
  
-The Contract Products tab displays products on the current contract.  The All Products tab displays all products as defined on the template the contract is created on.+**Product Selection Tabs** 
 + 
 +  * Contract Products Tab: Displays products currently associated with the active contract. 
 +  * All Products Tab: Shows the complete product list as defined in the contract's source template. 
  
 {{:pasted:20240806-135449.png}} {{:pasted:20240806-135449.png}}
  
  
-The total allocation must equal 100% in order to save, and no products can be set with a 0% allocation. To allocate the percentages evenly between the products, click the Allocate Evenly button.  You can setup a maximum of 100 products to allocate to, and the minimum percentage per product is 1%.+**Allocation Requirements and Constraints** 
 + 
 +  * Total allocation must sum to 100% for successful saving 
 +  * Minimum allocation per product: 1% 
 +  * Maximum number of products allowed: 100 
 +  * Zero percent (0%) allocations are not permitted 
 +  * Quick Allocation: Use the "Allocate Evenly" button to automatically distribute percentages equally across selected products. 
 + 
  
 {{:pasted:20240806-135319.png}} {{:pasted:20240806-135319.png}}
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 {{:pasted:20240806-140519.png}} {{:pasted:20240806-140519.png}}
  
-To delete an allocation, click to highlight the row within the lumpsum product allocation window and then click the Delete Selected button.+**Removing Product Allocations** 
 + 
 +  * Select the target allocation row in the Lump Sum Product Allocation window 
 +  * Click "Delete Selected" to remove the highlighted allocation 
  
 {{:pasted:20240806-140535.png}} {{:pasted:20240806-140535.png}}
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 {{:pasted:20240806-140603.png}} {{:pasted:20240806-140603.png}}
  
-If you set up a contract where a deviated fixed rate or price is involved, this is where you select the eligible distributors. That way when billbacks come in, you'll know if they are truly eligible distributors asking for rebates or not.+**Distributor Eligibility for Deviated Pricing Contracts** 
 + 
 +When establishing contracts with deviated fixed rates or pricing, designating authorized distributors ensures accurate validation of billback claims and rebate eligibility. 
 + 
 +Available Distributor Views: 
 +  * Distributors Tab-Displays individual operating companies (OpCos),Lists location-specific details including city and state, Enables selection at the individual facility level 
 +  * Distributor Groupings Tab-Shows corporate-level distributor entities, Allows efficient selection of multiple locations under one corporate umbrella 
 + 
 +Example: Selecting a corporate group (e.g., Sysco Corporation) automatically includes all associated OpCos
  
-On the right hand side you'll see all the distributors your Admin Person set up.  The distributor's City and State information is also displayed.  There are two tabs: Distributors and Distributor Groupings. Distributors will show all the location level opco's available and the Distributor Groupings show the Corporate distributors eligible.  For example, if your Admin person set up the 70ish Sysco opco's and then grouped them all under the Sysco Corporation group, you could choose the Sysco Corp group and all 70 opco's would be eligible on this contract. 
  
 {{:pasted:20240806-140646.png}}  {{:pasted:20240806-140708.png}} {{:pasted:20240806-140646.png}}  {{:pasted:20240806-140708.png}}
Line 506: Line 861:
 __Exclusions Tab__ __Exclusions Tab__
  
-Exclusions are for companies ON THE CONTRACT that get a reduced or no rate on certain products on the contract.  Example: A buying group contract where the group has “tiers” of membership...certain distributors only get half of the listed contracted rate on some products, or due to separate deals they have with the manufacturer, the group doesn’t get paid at all on those products.+**Contract Exclusions Management** 
 + 
 +Purpose: Exclusions modify standard contract rates for specific entities within the contract, accommodating tiered memberships or existing manufacturer agreements. These adjustments can range from reduced rates to complete payment exclusions. 
 + 
 +Example Scenario:  
 +  * In buying group contracts with tiered memberships. Some distributors may receive 50% of the standard contract rate, others may be excluded from payments due to pre-existing manufacturer agreements 
 +  * Configuration Process: Company-Level Exclusions-Use the filter tools to locate the company- Select and drag the company row to the grid 
 +  * Specific Exclusions- Company-Product: Select both company and product rows, Company-Product Grouping: Select company and relevant product group 
 +  * Drag selected combinations to the grid
  
-To add an Exclusion, select a company, company-product or company-product grouping from the company and product lists on the right and drag it onto the grid.  To add just a company, search for the company by using the filters at the top of the grid, select the row and drag it onto the grid.  To add a company-product or company-product grouping, select the company and product/product grouping by highlighting the rows and click the company and drag that over to the grid.   
  
 {{:pasted:20240806-141903.png}} {{:pasted:20240806-141903.png}}
  
-The result will be the company and product information displaying in the grid with the option to enter percents for each row.+**Exclusion Configuration Results** 
 + 
 +  * Upon successful entry, the grid will display: 
 +  * Company details 
 +  * Product information 
 +  * Percentage adjustment fields for each entry row
  
 {{:pasted:20240806-142026.png}} {{:pasted:20240806-142026.png}}
Line 519: Line 886:
 **Reduction Percent**  **Reduction Percent** 
  
-The value entered as the reduction percent will reduce the pricing by the percent entered.  For example using the screenshot above, if a product is priced at 4% on the contract but Ben E Keith Fort Worth should be paid 3% then we need to REDUCE the value by 25%.+Rate Reduction Calculation Guide 
 + 
 +The entered reduction percentage decreases the standard contract rate proportionally. 
 +Example: 
 +  * Standard Contract Rate: 4% 
 +  * Desired Rate: 3% 
 +  * Required Reduction: 25% 
 + 
 +Formula: To achieve a lower target rate, enter the percentage reduction that will decrease the standard rate to the desired level. 
  
 ---- ----
Line 525: Line 901:
 __Backout Tab__ __Backout Tab__
  
-Backouts are for companies which are the contractees of OTHER CONTRACTS, where the volume billed back on claims for those contracts by distributors on THIS CONTRACT should reduce earnings against sales data by that amount (or a reduced rate).  Example: Set up a backout on the USF Corp contract for cheese for Outback Corp.  Any volume of cheese claimed on an Outback billback by any USF distributor eligible under the USF Corp contract during the USF Corp’s contract period  will be “backed out” of earnings. +**Backout Configuration for Cross-Contract Volume Adjustments**
  
-To add a Backout, select a company, company-product or company-product grouping from the company and product lists on the right and drag it onto the grid.  To add just a company, search for the company by using the filters at the top of the grid, select the row and drag it onto the grid.  To add a company-product or company-product grouping, select the company and product/product grouping by highlighting the rows and click the company and drag that over to the grid.  +Purpose: Backouts adjust earnings on the current contract based on volume claimed under separate contracts. This mechanism ensures accurate financial reconciliation across multiple agreements. 
 + 
 +Scenario Example:  
 +  * USF Corp contract backout for Outback Corp on cheese products: 
 +  * Any cheese volume claimed on Outback billbacks by USF distributors 
 +  * During the USF Corp contract period 
 +  * Will be deducted from earnings on the USF Corp contract 
 + 
 +Configuration Process: 
 +Company-Level Backouts 
 +  * Utilize filter tools to locate the relevant company 
 +  * Select and drag the company row to the grid 
 +  * Specific Backouts 
 +  * Company-Product: Select both company and product rows 
 +  * Company-Product Grouping: Select company and applicable product group 
 +  * Drag selected combinations to the grid 
 +  
  
 {{:pasted:20240806-142059.png}} {{:pasted:20240806-142059.png}}
  
-The result will be the company and product information displaying in the grid with the option to enter percents for each row.+**Backout Entry Results** 
 + 
 +Upon completion, the grid displays: 
 +  * Company information 
 +  * Product details 
 +  * Percentage adjustment fields per row 
  
 {{:pasted:20240806-142130.png}} {{:pasted:20240806-142130.png}}
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 **Reduction Percent**  **Reduction Percent** 
  
-The value entered as the reduction percent will reduce the pricing by the percent entered.  For example using the screenshot above, if a product is priced at 4% on the contract but Ben E Keith Fort Worth should be paid 3% then we need to REDUCE the value by 25%.+Backout Rate Calculation Guide 
 + 
 +The entered reduction percentage decreases the standard contract rate proportionally for backout calculations. 
 +Example: 
 +  * Standard Contract Rate: 4% 
 +  * Desired Backout Rate: 3% 
 +  * Required Reduction: 25% 
 + 
 +Formula: To achieve the target backout rate, enter the percentage reduction that will decrease the standard rate to the desired level.
  
 +Note: The reduction percentage represents the proportion by which the original rate should be decreased, not the final backout rate itself. This ensures accurate adjustment of earnings based on cross-contract volume claims.
  
  
Line 546: Line 953:
 __Client Defined Fields Tab__ __Client Defined Fields Tab__
  
-If your company has extra information it wants to track on each contract, your Admin person would set up various User Defined Fields like you see above.  If they have a red asterisk that means it's required for you to enter something, otherwise it's optional.  Note: These are custom by client and can be setup as required or not required.+**Custom Contract Fields (User Defined Fields)** 
 + 
 +Your organization may implement custom tracking fields to capture contract-specific information: 
 + 
 +Field Requirements: 
 +  * Required fields are marked with a red asterisk (*) 
 +  * Unmarked fields are optional 
 + 
 +Note: These customizable fields are configured according to your organization's specific requirements and can be set as either mandatory or optional based on business needs.
  
 ---- ----
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 __History Tab__ __History Tab__
 {{:pasted:20240806-142233.png}} {{:pasted:20240806-142233.png}}
-This area tracks all the changes that happened to the contract.  As the contract gets submitted, approved or rejected, amended, renewed, etc. this area will show you the who, what, and when that's happening.+ 
 +**Contract Audit Trail** 
 + 
 +This section provides a comprehensive chronological record of all contract-related activities. 
 + 
 +Tracked Information: 
 +  * Contract submissions 
 +  * Approval or rejection events 
 +  * Amendments 
 +  * Renewals 
 +  * Other significant contract actions 
 + 
 +Each entry in the audit trail includes: 
 +  * User identification (Who) 
 +  * Action description (What) 
 +  * Timestamp (When) 
 + 
 +This detailed log ensures full transparency and accountability throughout the contract lifecycle.
  
 ---- ----
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 {{:pasted:20240806-142332.png}} {{:pasted:20240806-142332.png}}
  
-Notes and attachments entered on one version of a contract will carry over and display on all versions of that contract.  The Identifier column will show the contract version that the note and/or attachment was entered on. +**Notes and Attachments: Cross-Version Continuity** 
 + 
 +Key Features: 
 +  * Notes and attachments persist across all versions of a contract 
 +  * The Identifier column specifies the originating contract version for each entry 
 +  * This continuity ensures comprehensive documentation throughout the contract's evolution. 
 + 
 +Adding New Entries: To include additional notes or attachments, select the "Add" button located at the bottom left of the interface. 
 + 
 +This functionality maintains a cohesive record of all relevant information, regardless of contract version. 
  
-Click the Add button located on the bottom left of the screen. 
  
 {{:pasted:20240806-142345.png}} {{:pasted:20240806-142345.png}}
  
-The Note Editor allows text to be entered and one to many attachments linked to that one note.  Add a note, or copy and paste from another source.  These notes can be formatted using any of the options displayed at the top of the note section.  You can also email a user your note using the notify accounts option.  +**Note Editor and Attachment Management**
  
-To add attachments there are a couple steps.  +Note Creation: 
-  +  * Enter text directly or paste from external sources 
-1. Click the Update Files button located in the Attachments section of the popup.   +  * Apply formatting using available toolbar options 
 +  * Optional: Notify specific users via email functionality
  
-2. Find the file you want to upload and choose Open.    +Attachment Process: 
 +  - Access attachment interface via "Update Files" button 
 +  - Select file(s) for upload using system dialog 
 +  - Confirm selection with "Open" 
 + 
 +Key Features: 
 +  * Multiple attachments supported per note 
 +  * Batch file upload capability 
 +  * Rich text formatting options 
 +  * User notification system
  
-You can choose 1 to many attachments at one time. 
  
 {{:pasted:20240806-153128.png}} {{:pasted:20240806-153128.png}}
-You can also drag a document from your folder to this section to upload it.  Add the file where it says draft files here. 
  
 +**Additional Attachment Options and Notifications**
 +
 +Alternative File Upload Method:
 +  * Drag and drop files directly from your local folders to the "Draft Files" area
 +  * This method offers a streamlined approach to file attachment
 +
 +User Notification:
 +  - To alert relevant parties about the new note:
 +  - Locate and click the "Notify Accounts" button
 +  - Select appropriate recipients from the available list
  
-3. If there are people who need to receive a Notification on the note entered, click the Notify Accounts button. 
  
 {{:pasted:20240806-142806.png}} {{:pasted:20240806-142806.png}}
  
-This will open a Select Accounts window.  The top row is a filter option to search for users to notify.  Select the users to notify by highlighting the user row.  Multiple rows can be selected by using the shift or ctrl buttons.+**Recipient Selection for Note Notifications** 
 + 
 +Accessing the Selection Interface: 
 +  * The "Select Accounts" window provides user notification options 
 + 
 +Recipient Search and Selection: 
 +  - Utilize the top row filter to search for specific users 
 +  - Highlight desired recipient rows for selection 
 +  - For multiple selections: Use Shift key for contiguous selections, Use Ctrl key for non-contiguous selections
  
 {{:pasted:20240806-142840.png}} {{:pasted:20240806-142840.png}}
  
-The Notified Accounts will display at the top of the Note Editor.+**Finalizing Note Creation and Notification**
  
 +Confirmation of Notified Users:
 +  * Selected recipients appear at the top of the Note Editor interface
 +
 +Saving and Display:
 +  * After completing note content, adding attachments, and selecting recipients, click "Save"
 +  * The Notes & Attachments grid will update to reflect: Formatted text as entered in the Note Editor and a count of associated attachments in the dedicated column
  
-Once the notes, attachments and users are added, click Save.  The text will display in the Notes & Attachments grid as it was formatted in the Note Editor.  The attachments column will display a count of attachments associated with the claim note. 
  
 {{:pasted:20180712-105900.png}} {{:pasted:20180712-105900.png}}
  
  
-To cancel the action, click the Close button.+**Note and Attachment Options** 
 + 
 +Cancellation: 
 +  * Select "Close" to exit without saving changes 
 + 
 +Flexibility in Documentation: 
 +  * Notes and attachments can be added independently 
 +  * Neither field is mandatory 
 + 
 +Options include: 
 +  * Note only 
 +  * Attachment only 
 +  * Both note and attachment
  
-Both the notes and attachment fields are optional.  A note can be added without an attachment or an attachment can be added without a note. 
  
 ----- -----
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 __Letters Tab__ __Letters Tab__
  
-After the contract is approved, use the Contractee and Distributor Billback Letters to notify the companies of the pricing/rebates associated with the contract.  There is a filter at the top of the grid as well as a sort option for all columns to assist in locating the company letters.  The Distributor Billback Letters reflect Private Label Group logic.  So if products are in a Private Label Group, they will display only on the letter for the Distributors in that group.+**Post-Approval Contract Communications** 
 + 
 +Contract Letters Distribution System 
 + 
 +Two Types of Notification Letters: 
 +  * Contractee Letters: Communicate pricing and rebate details 
 +  * Distributor Billback Letters: Detail rebate structures 
 +    * Incorporates Private Label Group logic 
 +    * Products in Private Label Groups appear only on relevant distributor letters  
 + 
 +Navigation Features: 
 +  * Advanced filtering options at grid top 
 +  * Sortable columns for efficient company letter location 
 + 
 +Note: Private Label Group products are exclusively visible on letters to distributors within their designated groups, ensuring confidentiality and appropriate information distribution. 
  
 {{:pasted:20240806-153451.png}} {{:pasted:20240806-153451.png}}
    
-Click here for more information on how your letters are built.[[client_letter_admin]]+**Accessing Contract Letters** 
 + 
 +For detailed information on letter construction, please refer to the Client Letter Administration guide. [[client_letter_admin]] 
 + 
 +Post-Approval Letter Retrieval Process: 
 +  - Once the contract is approved, locate and click the "Download" button 
 +  - In the resulting "Letter Downloaded" window: Use the dropdown menu to select the desired letter
  
-After the contract is Approved, click the Download button to view the letter.  This will open a Letter Downloaded window.  Select the letter to download from the dropdown. 
  
 {{:pasted:20240806-153528.png}} {{:pasted:20240806-153528.png}}
  
-If the Enable Additional Verbiage Prompt was enabled for the letter, additional sections may appear in the dropdown.  Enter in additional text here, if needed, or just leave it blank.  This is a letter setting so some manufacturers may not allow these boxes for additional verbiage. +**Optional Letter Customization** 
 + 
 +Additional Verbiage Feature (If Enabled): 
 + 
 +  * Supplementary text sections appear in the dropdown menu 
 +  * Custom text entry is optional 
 +    * Add specific content as needed 
 +    * Leave blank if no additional text is required 
 + 
 +Note: This feature's availability is determined by manufacturer-specific letter settings and may not be accessible for all contracts. 
 + 
  
 {{:pasted:20240806-153557.png}} {{:pasted:20240806-153557.png}}
  
-The only available Export Type is PDF.  Click the Generate Report button to generate the letter.  The downloaded letter will appear as a hyperlink in the Generated Reports window.  Click the hyperlink to open the letter.+**Letter Generation and Access** 
 + 
 +Export Format: 
 +  * PDF is the sole available format for letter export 
 + 
 +Generation Process: 
 +  - Click "Generate Report" to initiate letter creation 
 +  - The system will process the request 
 + 
 +Accessing the Generated Letter: 
 +  * Upon completion, a hyperlink appears in the Generated Reports window 
 +  * Click the hyperlink to open and view the PDF letter
  
 {{:pasted:20240806-153651.png}}   {{:pasted:20240806-153746.png}} {{:pasted:20240806-153651.png}}   {{:pasted:20240806-153746.png}}
  
-To close the download window click the close button in the bottom right hand corner of the window.+**Exiting Letter Download Interface** 
 + 
 +To return to the main interface: 
 + 
 +  * Select the "Close" button located in the bottom right corner 
 + 
 +This action will close the download window and return you to the previous screen. 
 {{:pasted:20240806-153802.png}} {{:pasted:20240806-153802.png}}
 ----- -----
 __Contact Tab__ __Contact Tab__
  
-This displays the Name, Email and Phone Number for the Contact related to the Contract.  The purpose of this tab is to keep track of who you communicated with on this deal so when the time comes to renew the contract you have all that information right here.  +**Contract Contact Information** 
 + 
 +This section provides key details for the primary contact associated with the contract: 
 +  * Name 
 +  * Email address 
 +  * Phone number 
 + 
 +Purpose: To maintain a centralized record of the key contact for this agreement. This information facilitates: 
 +  * Efficient communication during the contract's active period 
 +  * Streamlined renewal processes 
 +  * Continuity in contract management 
 + 
 +By keeping this information readily accessible, you ensure smooth communication channels throughout the contract lifecycle. 
 +  
  
 {{:pasted:20240806-153913.png}} {{:pasted:20240806-153913.png}}
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 __Exposure Tab__ __Exposure Tab__
  
-To Generate Exposure for a contract, click the Generate button located on the bottom right.  +**Exposure Generation**
  
 +To calculate contract exposure:
 +  * Locate and select the "Generate" button in the bottom right corner
 +
 +This action initiates the contract exposure calculation process.
 +
 + 
 {{:pasted:20240806-154442.png}} {{:pasted:20240806-154442.png}}
  
-This will generate the exposure and stacked data and display the information on several tabs.  If your contract has too many companies you will be requested to limit the data shown.  You can choose which companies you want to show the data for in the company name pull down.  +**Exposure Data Generation and Display** 
 + 
 +Process Results: 
 + 
 +  * System generates exposure calculations and stacked data 
 +  * Information is organized across multiple tabs 
 + 
 +Volume Management: For contracts with extensive company listings: 
 + 
 +  * System will prompt for data limitation 
 +  * Use company name dropdown to select specific companies for display 
 +  * This feature allows for focused analysis of relevant data sets 
 + 
 +Note: This selective display capability ensures efficient system performance while maintaining access to critical information.  
  
 {{:pasted:20240806-154605.png}} {{:pasted:20240806-154605.png}}
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 {{:pasted:20240806-154803.png}} {{:pasted:20240806-154803.png}}
  
-The Summary Tab will display the Exposure, Actuals and Remaining Amounts.  +**Exposure Analysis Overview** 
 + 
 +Summary Tab Contents: 
 + 
 +  * Exposure projections 
 +  * Actual figures 
 +  * Remaining amounts
  
-Please see the Probable Exposure Explained section of the Help Documents for detailed information on the Exposure tab.+For a comprehensive understanding of the Exposure tab and its calculations, please refer to the "Probable Exposure Explained" section in the Help Documents.
 ----- -----
  
 __Claims Tab__ __Claims Tab__
 {{:pasted:20240806-154920.png}} {{:pasted:20240806-154920.png}}
-This area shows you all the claims that came in for this contract version.  Click on the Claim hyperlink to view the claim details.  To enter a New Claim, click the New button on the bottom left of the screen.+ 
 +**Contract Claims Management** 
 + 
 +Claims Overview: This section displays all claims associated with the current contract version. 
 + 
 +Accessing Claim Details: 
 + 
 +  * Click on the hyperlinked Claim ID to view comprehensive claim information 
 + 
 +Submitting a New Claim: 
 + 
 +  * Locate and select the "New" button at the bottom left of the interface
  
  
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 {{:pasted:20240806-155024.png}} {{:pasted:20240806-155024.png}}
  
-Remember to hit the Save button in the Actions box on the top right.  This will save the contract in a Draft status. +**Finalizing Contract Actions** 
-If you created the contract in error, you can discard the contract by selecting the Revert button.+ 
 +Save Contract: 
 + 
 +  * Click "Save" in the Actions box (top right) 
 +  * Contract will be stored in Draft status 
 + 
 +Contract Removal: 
 + 
 +  * If contract creation was unintended, select "Revert" 
 +  * This action discards all entered information 
 + 
 +Note: Ensure all required information is accurate before saving or reverting, as these actions directly affect contract status.
  
 ---- ----
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 {{:pasted:20240806-155230.png}} {{:pasted:20240806-155230.png}}
  
-Click on the Submit button in the top right of the screen when the contract is ready to be Submitted.  This will change the status from Draft To Submitted.  Now it's in the Approval Process.  A notification will display when Submit is clicked, and it will display the contracts current status.+**Contract Submission Process** 
 + 
 +When the contract is finalized and ready for review: 
 + 
 +  - Locate the "Submit" button in the top right corner 
 +  - Click "Submit" to initiate the approval process 
 + 
 +System Actions: 
 + 
 +  * Contract status changes from "Draft" to "Submitted" 
 +  * Approval process is activated 
 + 
 +Confirmation: 
 + 
 +  * A notification will appear, confirming the submission 
 +  * The current contract status will be displayed
  
 +This action moves the contract into the formal review and approval workflow.
 ----- -----
setting_up_a_new_contract.1737569554.txt.gz · Last modified: 2025/01/22 18:12 by tina.robles

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