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--- setting_up_a_new_contract [2025/06/18 16:38] – tina.robles
+++ setting_up_a_new_contract [2026/08/13 19:16] (current) – tina.robles
@@ Line 81: / Line 81: @@
 {{:pasted:20240802-132302.png}}
-**Contract Title:** Enter in a Title for this contract.
+**Contract Title:** Enter in a Title for this contract.  Choose a contract title that matches how the partner or parent entity will reference the program on submitted claims.
+**Best Practices for Contract Titles**
+**Distributor-Direct Programs**: Include the distributor's company name and location (e.g., Ben E. Keith Little Rock Marketing Program or Ben E. Keith Little Rock Fall Foodshow).
+**Indirect Operator Programs**: Align the title with the submitting entity. If an operator operates under a parent company that handles billing, reference the parent company to ensure smooth billback processing (e.g., use Darden instead of Olive Garden if Darden submits the claim).
+**Omit Dates for Renewable Programs**: Avoid putting years or dates in the title (e.g., use Ben E. Keith Little Rock Marketing rather than Ben E. Keith Little Rock 2022 Marketing). Retaining dates causes confusion when agreements renew, and system searches automatically match billbacks using both the specific date range and the contract name.
 **Contractee:** To select a Contractee, click the search button to open the Company Search.
@@ Line 344: / Line 352: @@
 __Contract Management: Key Functional Tabs__
-**Products**
+__**Products**__
 Purpose: Input SKUs/Product IDs associated with the contract
-**Lumpsum**
+__**Lumpsum**__
 Function: Record event-based financial allocations
 Application: Ideal for transactions not requiring specific SKU tracking upon claim submission
+Remaining Balance: Contract lump sum amount minus the paid claims against the lump sum
-**Distributors**
+__**Distributors**__
 Relevance: Applicable to contracts with deviated rebates (indicated by blue columns on the product tab)
 Purpose: Designate eligible distributors for the contract
-**Exclusions** (Autopay contracts only)
+__**Exclusions** (Autopay contracts only)__
-Function: Specify partial or complete exclusions of contracted business for designated companies
+__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.
-**Backouts** (Autopay contracts only)
+**Important**: Companies in the exclusion list must be either:
-Purpose: Define percentage-based payout reductions for specific company/product combinations
+The contractee (primary contract holder)
+A distributor that falls under the contractee's group (if the contract is set up as a company group)
+What Are Exclusions? Exclusions allow you to define situations where companies under a contract that normally receive the standard rate (X rate) instead receive a reduced rate or no earnings for some or all products. This accommodates scenarios where certain contractees or distributors require different payment structures.
+Example Scenario: In buying group contracts with tiered memberships, some distributors may receive 50% of the standard contract rate, while others may be excluded from payments entirely 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
+**Exclusion Configuration Results**
+Upon successful entry, the grid will display:
+  * Company details
+  * Product information
+  * Percentage adjustment fields for each entry row
+**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.
+__**Backouts** (Autopay contracts only)__
+__Purpose:__ Backouts reduce earnings for direct contractees under a direct deal by subtracting volume claimed under indirect contracts set up with exclusion companies (operators). This mechanism ensures accurate financial
+reconciliation across multiple agreements and prevents double-payment scenarios.
+**Important:** Contractees in backout configurations must be indirect (Operator) customers.
+What Are Backouts? Backouts adjust earnings on the current contract based on volume claimed under separate contracts, preventing double-payment scenarios when the same volume is claimed across multiple agreements. The system calculates reductions by identifying volume purchased by direct contractees that has already been claimed through indirect contracts with excluded operators.
+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
+This ensures USF Corp doesn't receive duplicate payments for the same cheese volume claimed under both their direct contract and the Outback indirect 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
+**Backout Entry Results**
+Upon completion, the grid displays:
+  * Company information
+  * Product details
+  * Percentage adjustment fields per row
+**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.
-**Client Defined Fields**
+__**Client Defined Fields**__
 Nature: Customizable fields as per manufacturer requirements
 Function: Capture contract-specific data points
-**History**
+__**History**__
 Purpose: Comprehensive log of all contract modifications
-**Notes & Attachments**
+__**Notes & Attachments**__
 Function: Repository for original contract documentation and internal communications
 Users: Contract creators and approvers
-**Letters**
+__**Letters**__
 Content: Contract type-specific correspondence options
 Availability: Enabled post-contract save
 Note: Varies by manufacturer
-**Contact**
+__**Contact**__
 Purpose: Track customer communication details for future reference
 Fields: Email, Name, Phone Number
 Status: Optional information
-**Exposure**
+__**Exposure**__
 Content: Projected exposure, actual figures, and stacked reporting data
-**Claims**
+__**Claims**__
 Function: Display all claims generated under the current contract
@@ Line 1387: / Line 1478: @@
 {{: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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