Differences

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--- setting_up_a_new_contract [2025/01/23 17:45] – tina.robles
+++ setting_up_a_new_contract [2025/06/18 18:11] (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 1077: / 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 1107: / 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 1117: / 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 1131: / 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 1141: / 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.
 -----
+**__Excel Offline Pricing Upload Capability in Contracts__**
+This highly requested enhancement enables users to update contract data through Excel spreadsheets and import the information directly into contracts, significantly streamlining the creation process for large-scale contract configurations.
+________________________________________
+**Prerequisites and System Requirements**
+__Contract Status Requirements:__
+  * Contract must be in draft status
+  * Contract type field must be completed
+  * Minimum of one SKU must exist on the product tab
+__Recommended Setup Process:__
+  * Contractee Selection Priority: Complete contractee selection before Excel configuration to ensure appropriate pricing column availability
+  * Pricing Structure Optimization: Direct vs. indirect customer selection determines available pricing options, preventing unnecessary column generation during upload process
+________________________________________
+**Product Management Capabilities**
+__SKU Addition Process:__
+  * Method: Add products directly within Excel document
+  * Identifier Requirement: Use product number as the item identifier
+  * Automatic Population: Product descriptions auto-populate upon successful Excel upload
+**Critical Configuration Requirements:**
+__Item Type Specification:__
+  * Mandatory Field: Item type must be completed for all new SKUs
+  * Upload Dependency: Products without item type designation will not process during upload
+__Leading Zero Preservation:__
+  * Issue: Excel automatically removes leading zeros from product numbers
+  * Solution: Prefix product numbers beginning with zero using single quote notation
+  * Example: Format '012345 to preserve leading zero
+________________________________________
+**Data Management and Updates**
+__Field Modification Scope:__
+  * Capability: All UI-editable contract fields can be updated through Excel
+  * Consistency: Excel modifications align with standard user interface functionality
+  * Flexibility: Comprehensive data management through familiar spreadsheet interface
+**Export and Import Process:**
+__Offline Pricing Feature Access:__
+  * Location: Product tab interface
+  * Function: "Offline Pricing" button enables export functionality
+__Product Selection Methods:__
+  * Individual Selection: Choose specific products for export and update
+  * Bulk Selection: Utilize "Check All" function for comprehensive product selection
+  * Workflow: Select desired products, then activate offline pricing feature
+________________________________________
+**Business Benefits**
+__Efficiency Enhancement:__
+  * Streamlined contract creation for complex, multi-product agreements
+  * Reduced manual data entry requirements
+  * Improved accuracy through spreadsheet-based data management
+__Scalability:__
+  * Optimized for large contract configurations
+  * Bulk product management capabilities
+  * Enhanced productivity for contract administrators
+{{:pasted:20250618-162924.png}}
+**Excel Import/Export Functionality Options**
+**__Available Operations__**
+**Export Products**
+  * Purpose: Extracts current contract product data to Excel format for external modification
+  * Application: Enables comprehensive data review and bulk updates within familiar spreadsheet environment
+  * Workflow Position: Initial step in the offline editing process
+**Import Products**
+  * Purpose: Integrates updated Excel data back into the contract system
+  * Application: Finalizes bulk modifications and applies changes to the contract configuration
+  * Workflow Position: Concluding step following Excel-based data updates
+__**Process Workflow**__
+**Step 1: Data Extraction**
+  * Utilize "Export Products" to generate Excel file containing current contract product information
+  * Review and modify data using standard Excel functionality
+**Step 2: Data Integration**
+  * Execute "Import Products" to upload revised Excel data into the contract system
+  * System validates and applies approved modifications to contract configuration
+{{:pasted:20250618-163807.png}}
+__**Export Process Workflow**__
+**Data Export Procedure**
+**Step 1: Export Initiation**
+  * Action: Select "Export" function to access product line data
+  * Display: System presents information corresponding to previously selected product lines
+  * Verification: Review displayed data to confirm accuracy of selected items
+**Step 2: Report Generation**
+  * Action: Click "Generate Report" button to initiate export process
+  * Function: System compiles selected product data into Excel-compatible format
+  * Output: Creates downloadable spreadsheet containing specified contract product information
+**Process Benefits:**
+  * Data Validation: Preview functionality ensures correct product selection before export
+  * Efficiency: Streamlined two-step process minimizes user interaction requirements
+  * Accuracy: Confirmation step reduces risk of exporting incorrect data sets
+{{:pasted:20250618-164208.png}}
+__**Report Access and File Retrieval Process**__
+**Generated Report Management**
+**Step 1: Report Completion Verification**
+  * Location: Navigate to "Generated Reports" section
+  * Status: Completed export appears in the reports queue upon successful processing
+  * Identification: Locate report by name or timestamp for accurate selection
+**Step 2: File Download and Access**
+  * Action: Click on the designated report name to initiate download
+  * File Location: Excel document automatically saves to system's default download directory
+  * File Format: Spreadsheet contains exported product data in Excel-compatible format ready for modification
+**File Management Best Practices**
+**Organization Recommendations:**
+  * File Naming: Consider renaming downloaded files with descriptive identifiers
+  * Version Control: Maintain clear file versioning for tracking modifications
+  * Storage: Organize files in dedicated project folders for efficient management
+**Next Steps:** Upon successful download, the Excel file is ready for offline editing and subsequent import back into the contract system using the Import Products functionality.
+This systematic approach ensures seamless file retrieval and establishes the foundation for efficient offline contract data management.
+{{:pasted:20250618-164736.png}}
+__**Excel Document Configuration and Editing Guidelines**__
+**Document Security and Access**
+**Protected View Resolution**
+  * Security Feature: Excel may open documents in Protected View as a security precaution
+  * Action Required: Click "Enable Editing" button to activate full editing capabilities
+  * Purpose: Ensures document functionality while maintaining system security protocols
+**Document Structure and Interface**
+**Visual Consistency**
+  * Layout Design: Excel document mirrors the user interface screen layout for intuitive navigation
+  * Column Organization: Maintains identical column sequence as displayed in the contract management system
+  * Color Coding: Preserves original color scheme for visual consistency and user familiarity
+**Editing Permissions**
+  * Editable Fields: Standard white/colored columns allow data modification
+  * Protected Fields: Grey-highlighted columns are read-only and cannot be modified
+  * Data Integrity: Protection scheme ensures critical system data remains unchanged
+**Data Validation and Controls**
+**Dropdown Functionality**
+  * Controlled Fields: Fields with specific value requirements display as dropdown menus
+  * Example Application: Unit of Measure selections vary based on manufacturer client configuration settings
+  * Data Accuracy: Dropdown controls prevent invalid data entry and ensure compliance with system parameters
+  * Configuration Dependency: Available options reflect current manufacturer-specific settings and business rules
+**Business Benefits**
+**User Experience:**
+  * Familiar interface reduces learning curve and training requirements
+  * Visual cues guide proper data entry and modification procedures
+  * Automated validation prevents common data entry errors
+**System Integration:**
+  * Maintains data consistency between offline editing and system database
+  * Preserves business rules and validation requirements during external editing process
+{{:pasted:20250618-174323.png}}
+__**Field Editing Restrictions and System Validation**__
+**Data Protection Mechanisms**
+**Edit Restriction Warnings**
+  * System Response: Attempting to modify protected fields triggers Excel validation warnings
+  * Example Scenario: Item price fields may display restriction notifications when modification is attempted
+  * Purpose: Prevents unauthorized changes to system-controlled data elements
+**Consistency Protocol**
+**UI-Excel Parity Rule**
+  * Fundamental Principle: Field editing permissions maintain complete consistency between contract user interface and Excel document
+  * Access Control: Fields that are non-editable within the contract management system remain protected in the Excel environment
+  * Business Logic: Editing restrictions reflect underlying business rules and data integrity requirements
+**User Guidance**
+**Error Prevention:**
+  * Proactive Notification: Excel warnings provide immediate feedback on editing limitations
+  * Workflow Efficiency: Clear restriction indicators prevent wasted effort on non-modifiable fields
+  * System Integrity: Protection mechanisms ensure data consistency across all editing platforms
+**Best Practice:** Before attempting modifications, reference the contract user interface to verify field editability, ensuring efficient use of time and preventing unnecessary validation warnings.
+{{:pasted:20250618-175108.png}}
+**__Data Import Process and System Integration__**
+**File Preparation and Save Protocol**
+**Document Completion**
+  * Action: Save updated Excel document upon completion of all modifications
+  * Critical Requirement: Maintain original filename without alterations
+  * File Integrity: Preserving filename ensures proper system recognition and processing
+**Import Procedure**
+**Step 1: Import Function Access**
+  * Navigation: Access "Offline Pricing" feature within the contract interface
+  * Selection: Choose "Import Products" option to initiate upload process
+  * File Location: Browse and select the saved Excel document from designated storage location
+**Step 2: Upload and Integration**
+  * File Upload: System processes the selected Excel document
+  * Validation: Click "Continue" to proceed with data integration into TPM system
+  * System Integration: Updated product information is incorporated into the contract configuration
+**Critical Success Factors**
+**Filename Preservation:**
+  * Requirement: Original filename must remain unchanged for successful processing
+  * System Recognition: Filename serves as validation key for proper data mapping
+  * Error Prevention: Filename modifications may result in import failures or data misalignment
+**Process Verification:**
+  * Quality Assurance: Review imported data within TPM system to confirm accurate integration
+  * Data Validation: Verify all modifications have been properly applied to contract configuration
+{{:pasted:20250618-175835.png}}
+**__Data Validation and Error Handling Protocol__**
+**Import Validation Process**
+**Data Quality Assessment**
+  * Validation Screen: System displays comprehensive data validation results upon import initiation
+  * Error Identification: Interface clearly identifies problematic data rows requiring attention
+  * Quality Assurance: Automated validation ensures data integrity before system integration
+**Error Management and Resolution**
+**Invalid Product Number Handling**
+  * System Response: Product numbers not found in TPM database are automatically excluded from import process
+  * Row Processing: Invalid entries are skipped while valid data continues through normal import workflow
+  * Error Documentation: System provides detailed reporting on excluded items for user review and correction
+**Data Processing Logic**
+  * Selective Import: Only validated, system-recognized data is integrated into the contract
+  * Error Isolation: Invalid entries do not compromise the import of valid data elements
+  * Process Continuity: Import process continues despite individual row validation failures
+**''Best Practices''**
+**Pre-Import Verification:**
+  * Product Number Validation: Verify all product numbers exist in TPM system before import
+  * Data Accuracy: Review Excel data for completeness and accuracy prior to upload
+  * Error Prevention: Proactive validation reduces import errors and processing delays
+**Post-Import Review:**
+  * Validation Results: Carefully review validation screen for any excluded items
+  * Data Correction: Address invalid entries and re-import if necessary
+  * System Verification: Confirm successful integration of all intended data modifications
+{{:pasted:20250618-180418.png}}
+**__Incomplete Data Handling and Validation Protocols__**
+__Partial Data Import Processing__
+**Incomplete Field Management**
+  * System Behavior: New products with missing required fields trigger "Bad Row" validation warnings
+  * Import Processing: Despite validation warnings, products are still integrated into the contract configuration
+  * Data State: Items exist within the contract but remain in incomplete status pending required field completion
+__Contract Save Validation__
+**Required Field Verification**
+  * Save Process: Contract save operation initiates comprehensive data validation
+  * System Notification: TPM generates reminder messages identifying incomplete required fields
+  * User Guidance: Clear messaging directs users to specific fields requiring completion
+  * Save Prevention: Contract cannot be finalized until all required fields are properly populated
+__Data Integrity Management__
+**Two-Stage Validation Process:**
+  * Import Stage: Allows partial data entry with warning notifications
+  * Save Stage: Enforces complete data requirements for contract finalization
+**Business Benefits:**
+  * Workflow Flexibility: Users can import bulk data and complete required fields systematically
+  * Error Prevention: Multiple validation checkpoints prevent incomplete contract deployment
+  * Data Quality: Ensures all contracts meet minimum data requirements before activation
+__User Action Requirements__
+**Post-Import Tasks:**
+  * Field Completion: Address all flagged required fields identified during import validation
+  * Data Review: Verify accuracy and completeness of all imported product information
+  * Contract Finalization: Complete required fields to enable successful contract save operation
+{{:pasted:20250618-181026.png}}

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