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--- setting_up_a_new_contract [2025/01/23 17:08] – tina.robles
+++ setting_up_a_new_contract [2025/01/27 20:41] (current) – tina.robles
@@ Line 7: / Line 7: @@
 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}}
@@ Line 17: / Line 21: @@
 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:
@@ Line 606: / Line 615: @@
 **Product Grid Column Specifications**
-Standard Identification Columns: Item Identifier-Purpose: Product SKU reference number
+__Standard Identification Columns__: Item Identifier-Purpose: Product SKU reference number
-Item Name-Purpose: Product description
+__Item Name-Purpose__: Product description
-Item Type-Options: Product or Product Grouping
+__Item Type-Options__: Product or Product Grouping
-Unit of Measure (UOM)-Specification: Manufacturer-defined options
+__Unit of Measure (UOM)-Specification__: Manufacturer-defined options
 Note: Determines contract pricing basis
-Item Price-Purpose: Reference price only
+__Item Price-Purpose__: Reference price only
 Note: Not reflective of contract-specific customer pricing
-Volume-Related Columns: 6. Estimated Quantity-Purpose: Projected volume for contract duration
+__Volume-Related Columns__: 6. Estimated Quantity-Purpose: Projected volume for contract duration
 Impact: Critical for accurate reporting
-Lift Quantity-Feature: User-editable field-Purpose: Record expected incremental volume
+__Lift Quantity-Feature__: User-editable field-Purpose: Record expected incremental volume
-Base Quantity-Nature: Non-editable-Source: Data feed population post-save-Purpose: Projects non-promotional sales volume
+__Base Quantity-Nature__: Non-editable-Source: Data feed population post-save-Purpose: Projects non-promotional sales volume
-Direct Rebate Columns (Blue): 9. Rebate Direct Value Type-Options: Numeric or Percent-Application: Contractee-specific deals-Scope: Based on direct manufacturer purchases
+__Direct Rebate Columns (Blue)__: 9. Rebate Direct Value Type-Options: Numeric or Percent-Application: Contractee-specific deals-Scope: Based on direct manufacturer purchases
-Rebate Direct Value-Purpose: Specifies rebate amount/percentage-Format: Based on selected value type
+__Rebate Direct Value-Purpose__: Specifies rebate amount/percentage-Format: Based on selected value type
-Rebate Direct Type-Options: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
+__Rebate Direct Type-Options__: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
-Deviated Rebate Columns (Pink): 12. Rebate Deviated Value Type-Options: Numeric or Percent-Application: Distributor-specific deals-Scope: Based on contractee sales
+__Deviated Rebate Columns (Pink)__: 12. Rebate Deviated Value Type-Options: Numeric or Percent-Application: Distributor-specific deals-Scope: Based on contractee sales
-Rebate Deviated Value-Purpose: Specifies rebate amount/percentage-Format: Based on selected value type
+__Rebate Deviated Value-Purpose__: Specifies rebate amount/percentage-Format: Based on selected value type
-Rebate Deviated Type-Options: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
+__Rebate Deviated Type-Options__: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
-Additional Tracking Columns: 15. Allow Inactive Product-Purpose: Product Grouping management-Function: Controls inactive product eligibility
+__Additional Tracking Columns__: 15. Allow Inactive Product-Purpose: Product Grouping management-Function: Controls inactive product eligibility
-Won-Purpose: Bid tracking-Impact: Affects Probable Exposure calculations-Access: Editable by authorized users
+__Won-Purpose__: Bid tracking-Impact: Affects Probable Exposure calculations-Access: Editable by authorized users
-Competitive Info-Purpose: Bid winner tracking
+__Competitive Info-Purpose__: Bid winner tracking
-Access: Editable by authorized users
+__Access__: Editable by authorized users
-Growth Contract Specific Columns-Rebate Growth Value Type-Options: Numeric or Percent
+__Growth Contract Specific Columns-Rebate Growth Value Type-Options__: Numeric or Percent
-Rebate Growth Type-Options: Fixed Rate or Fixed Price
+__Rebate Growth Type-Options__: Fixed Rate or Fixed Price
-Growth Button-Purpose: Configure tiered growth programs-Reference: See Growth Programs documentation for details
+__Growth Button-Purpose__: Configure tiered growth programs-Reference: See Growth Programs documentation for details
@@ Line 835: / Line 844: @@
 {{: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}}
@@ Line 845: / Line 861: @@
 __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}}
-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}}
@@ Line 858: / Line 886: @@
 **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 864: / Line 901: @@
 __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}}
-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}}
@@ Line 877: / Line 936: @@
 **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 885: / Line 953: @@
 __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.
 ----
@@ Line 891: / Line 967: @@
 __History Tab__
 {{: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.
 ----
@@ Line 899: / Line 992: @@
 {{: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}}
-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
-. 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
-. 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}}
-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
-. If there are people who need to receive a Notification on the note entered, click the Notify Accounts button.
 {{: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}}
-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}}
-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.
 -----
@@ Line 943: / Line 1086: @@
 __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}}
-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}}
-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}}
-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}}
-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}}
 -----
 __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}}
@@ Line 973: / Line 1178: @@
 __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}}
-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}}
@@ Line 983: / Line 1207: @@
 {{: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__
 {{: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
@@ Line 997: / Line 1238: @@
 {{: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.
 ----
@@ Line 1007: / Line 1259: @@
 {{: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.
 -----

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