Before you begin

• The Provider company must be created in LPG so the Contract can be linked to the Provider. All the relevant components that make up a Contract must be created (Items, Compliance Categories, Zones etc.). The relevant Contract and Compliance workgroups and managers must be set up so the Contract can be linked to them.

Procedure

1. On the LPG menu select Contracts > Create Contracts.

The Create Contract screen appears.

2. To select the Provider, do the following:

a. Click the find icon (magnifying glass).

The Find Provider window opens with all Providers listed.

b. If you wish to filter the list of Providers, enter search criteria and click the Submit

The list of Providers matching the search criteria is displayed.

c. Click [Select] next to the required Provider.

The display returns to the Create Contract screen. The selected Provider Number and Name are displayed.

d. To check the details of the selected Provider, click the expand icon next to the Provider Company Details 

The Provider Company Details are displayed.

3. Select the required Contract Template from the drop down list.

4. Click the Submit

Information is copied from the selected Contract Template into the new Contract. Depending on how the Template is set up, the required Contract components such as Panel Type, Contract Manager and Payment Terms may be linked.

5. Enter a Contract # that will uniquely identify this Contract.

6. Enter key contract dates.

Issue Date - the date the Contract is to commence.

Expiry Date - the date the Contract is to expire.  This can be left blank if an ‘open’ contract is required.

KPI Start Date - the date LPG will begin calculating KPI's for this Contract.

7. If the Vendor No is to be validated using an interface with an external system, use the find icon to select the Vendor number. Otherwise, tick the ignore Vendor Warnings

8. Select the Payment Terms, Contract Type. and relevant Contract Management Workgroups and Manager.
Contract Type – Select “Preferred” if the Contract is to be used on an ongoing basis, “Contract Pending” if it is for special or one-off purchases.

9. Select the Commercial Contract Manager workgroup (CCM Workgroup).
The CCM Workgroup is responsible for managing contract rates and settings. Typically, the Contract Manager and Compliance Workgroup will automatically be selected based on the CCM Workgroup you select. The Compliance Workgroup is responsible for managing contract documents and compliances.

10. If necessary, select a different Contract Manager and Compliance Workgroup.

11. Click the Create

The Update Contracts screen appears. The Contract is created and the Contract Status is set to Pending. The Contract cannot be made active until the Item Rates for all relevant Zones have been created and uploaded into the Contract.

12. To make the Contract active do the following:

a. Use the List Contracts screen to find and open the new Contract. See topic View/Edit Contract for details.

b. From the Zones tab on the Update Contract screen, Select the zone(s) that apply to the contract by clicking on the required zone in the Available Customer Zones section (A). This will move the zone to the Selected Contact Zones  Click on the Save Zones buttons to save the selections.

c. Return to the Contract List and click on the Contract # to access the View Contract

d. Download the Rates Template and fill in all required Rates in the spreadsheet. See topic Download & Complete a Rate Template for details.

e. Upload the edited Rates spreadsheet to the Contract. See topic Upload Rates to a Contract for details.

f. The Contract can now be edited to activate it (select “Active” from the Contract Status drop down list) on the Details tab of the Update Contract screen.

g. Update any other required Contract components as required and as the information is available. E.g. Define the Provider Compliance requirements.

Once the Contract is active, Orders can be allocated to the Provider through this Contract.