Understanding Contracts
This chapter provides an overview of contracts and discusses how to:
Create a personal contract list.
Review contract summaries.
Review contract details.
Analyze Contracts Data, Grants Data, and Project Costing Data using the Contracts Workbench.
Understanding Contracts
The information within a contract controls multiple business processes. Users within different departments might be responsible for setting up a contract, administering the billing for the contract, administering the revenue recognition for the contract, processing any amendments for that contract, and so forth.
Effective contract management requires the ability to analyze contracts quickly and easily to gain insight into the specifications of the contract. The My Contracts page provides a view of a contract's status and customer, as well as a drill-down link to that contract. The Review Contract Summary page provides a more detailed view of contract specifications, such as products or services being sold, as well as the value of the contract. Inquiry pages enable you to review contract details.
Creating a Personal Contract List
This section discusses how to use the My Contracts page to:
View your contracts.
Create a personal contract list.
Pages Used to Create a Personal Contract List|
Page Name |
Definition Name |
Navigation |
Usage |
|
My Contracts |
CA_MYCONTRACTS |
Customer Contracts, My Contracts |
View a list of contracts that you are actively tracking or managing. The My Contracts page provides a view of a contract's status and customer, and a drill-down link to that contract. |
|
Search Contracts |
CA_MYCONTRACT_LIST |
Click the Search Contracts link on the My Contracts page. |
Create a list of contracts that you are actively tracking or managing. Use this page to add contracts to your My Contracts page. Use search criteria at the top of the page to view a list of existing contracts matching the specified criteria. You can then add the displayed contracts to the My Contracts page. |
Viewing Your Contracts
Access the My Contracts page (Customer Contracts, My Contracts).
When you first access this page, the system displays only those contracts that you previously selected for your My Contracts list.
|
Contract |
Click the links in this column to access the General Information page for more information about a specific contract. |
|
Create New Contract |
Click to add a new contract on the Contract - General page. |
|
Search Contracts |
Click to open the Search Contracts page, which enables you to view a list of contracts based on specified search criteria. You can select contracts to add to your My Contracts page from this location. |
|
Contract Total |
Displays the contract's current total amount. This is the same value that appears in the Estimated Total field on the Contract - General page (estimated total equals the revised gross minus the revised discount (or plus the surcharge) plus noninclusive prepaids plus the estimated amount). |
Creating a Personal Contract List
Access the Search Contracts page (click the Search Contracts link on the My Contracts page).
When you first access this page, the system displays only those contracts that you previously selected for your My Contracts list.
Search Criteria
Enter specific search criteria to filter the results. If you leave these fields blank, the search returns all contracts. If you've enabled security, the system limits the list of returned contracts to those that you have permission to access.
|
My Contracts |
If you select this check box in addition to other search criteria, the system searches only for those contracts that are included in your My Contracts list. When you access this page, the system automatically selects this check box. |
|
Processing Status |
Select a check box to limit the search to contracts that are Pending, Active, or Closed. You can select multiple processing statuses. |
Contract List - General Tab
Select the General tab.
|
My Contract |
Select to add a contract to or deselect to remove a contract from your My Contracts list. |
Contract List - Details Tab
Select the Details tab.
|
My Contract |
Select to add a contract to or deselect to remove a contract from your My Contracts list. |
|
Edit |
Click to access the Contract - General page, where you can manage the details of the specific contract. |
|
Contract Total |
Displays the contract's current total amount. This is the same value that appears in the Estimated Total field on the Contract - General page (estimated total equals the revised gross minus the revised discount (or plus the surcharge) plus noninclusive prepaids plus the estimated amount). |
Reviewing Contract Summaries
Contract summaries are vital pieces of information for all organizations. The Review Contract Summary page enables you to view existing contract-related information, such as where the contract is in its life cycle, associated amendments, and contract amounts (including total amount invoiced, total cash collected, total revenue recognized, and total forecasted revenue).
This section discusses how to:
Review contract summaries.
Review contracts AR items.
Pages Used to Review Contract Summaries|
Page Name |
Definition Name |
Navigation |
Usage |
|
Review Contract Summary |
CA_CONTR_SUM_PNL |
Customer Contracts, Review Contract Summary, Review Contract Summary |
Review contract summary details. |
|
Contracts AR Items (contracts accounts receivable items) |
CA_CONTR_ITEM |
|
Review and edit AR item information. |
Reviewing Contract Summaries
Access the Review Contract Summary page (Customer Contracts, Review Contract Summary, Review Contract Summary).
This page displays the contract type, contract status, customer, business unit, region code, and other vital contract information at a glance.
Note. This page does not support revenue from contract lines for which PeopleSoft Billing instead of PeopleSoft Contracts manages revenue. Therefore, revenue from contract lines with a revenue method of Billing Manages Revenue does not appear on this page.
|
Contract Number |
Click to access the General contract definition page. The contract number is vital for record keeping. The number is defined when you set up the contract. |
|
Amendment Number |
Click to access the Contract Amendment page. If an amendment is associated with this contract, the current amendment number appears. If no amendment is associated with this contract, 0000000000 appears. Use the Contracts Amendment page to create a new amendment. Note. If this is a contract in Pending status, no amendment number or link appears because an amendment is needed for a contract that is in an Active processing status only. |
Contract Amounts
This group box provides a summary of amounts for the contract's negotiated amount, discounts and surcharges, and noninclusive prepaids. In addition, the system displays the total, estimated (less prepaids), and estimated total.
|
Total Billed |
View the total amount after the Billing Finalization (BIIVC000) and the Projects/Contracts Interface (BIPCC000) processes are complete. This is the actual amount sent to the customer, which includes the extraction of any discounts. |
|
Total Collected |
View the total amount that is collected or click the Accounts Receivable button for more detailed information. The total collected amount includes sales tax. Note. The total billed may be different from the total collected because the total collected includes sales tax. Important! The system calculates a value in this field only when the bill by ID uses the contract number. Otherwise, the value will display a zero amount. |
|
|
Click to access the Contracts AR Items page. This button does not appear on the page if you do not have access to PeopleSoft Receivables or if your user profile does not provide access to the Contracts AR Items page. |
|
Total Revenue Recognized |
View the total amount of revenue recognized in the general ledger for both amount-based and rate-based contract lines. This amount includes any discounts or surcharges. Note. This amount does not include revenue from any contract lines with a revenue method of Billing Manages Revenue. |
Contract Lines
This group box lists information about contract lines: products and services sold, limits on the contract line, and the status of billing and revenue plans (if assigned).
|
Billing Plan |
If you have a billing plan, then you can click the link displaying the billing plan status. Click the link to access the Billing Plan General page, where you can view more detailed information about the contract's billing plan. |
|
Revenue Plan |
If you have a revenue plan, then you can click the link displaying the revenue plan status. Click the link to access the Revenue Plan page, where you can view more detailed information about the contract's revenue plan. |
Related Projects
This region includes information about the project description and project status.
|
Project |
If you have a project and activity attached to this contract, then you can click this link. Click the link to access the Project Summary page for the associated project and activity. |
Contract Milestones
This region includes information about contract milestones, the status of the milestone, and whether the milestone impacts billing or revenue.
|
Milestone ID |
To view more detailed information about each milestone, click the milestone located in the Milestone ID column. |
|
Billing Impact |
Indicates whether this milestone impacts billing plans that are tied to this contract. |
|
Revenue Impact |
Indicates whether this milestone impacts revenue plans that are tied to this contract. |
Reviewing Contracts AR Items
Access the Contracts AR Items page (click the Contracts AR Items button on Review Contract Summary page).
|
Business Unit |
Displays the PeopleSoft Contracts business unit. |
Accounts Receivable Items
The fields that appear in this group box are the same as those on the Item Maintenance pages in PeopleSoft Receivables.
See Changing and Reviewing Item Information.
|
AR Business Unit |
Displays the PeopleSoft Receivables business unit. |
|
Item ID |
Click to access the Item Maintenance pages for the item. |
Note. If you do not have security access to a particular business unit, items for that business unit do not appear in this list.
Reviewing Contract Details
This section lists the pages used to review contract details.
Pages Used to Review Contract Details|
Page Name |
Definition Name |
Navigation |
Usage |
|
CA_CNTR_HDR_IC |
Customer Contracts, Review Contract Information, Contracts, Inquire Contracts - Contract Details |
Review the details of existing contracts. From this page, you can navigate to the details of different contract attributes. |
|
|
CA_INQ_AMEND_PNG |
|
Review the amendment details of a specific contract amendment. |
|
|
CA_ATTACHMENTS_SS |
Customer Contracts, Review Contract Information, Attachments, Inquire Attachments |
Review the attachments that are connected to the contract. |
|
|
CA_INQ_NOTES_IC |
Customer Contracts, Review Contract Information, Notes, Contract Notes |
Review internal notes that have been added to a contract. |
|
|
CA_MS_LIST_SS |
Customer Contracts, Review Contract Information, Milestones, Inquire Contract Milestones |
Review the milestones that you associated with a contract. From this page, you can navigate to the details for a specific milestone. |
|
|
CA_PROJ_ACT_PNL_IC |
Customer Contracts, Review Contract Information, Projects/Activities, Inquire Project/Activities |
Review the project and activities that are associated with a contract. |
|
|
INQ_RMC18_CRITERIA |
Customer Contracts, Review Contract Information, Reimbursable Agreement, Reimbursable Agreement Inquiry Criteria |
For federal government customers, select criteria and review reimbursable agreements. |
|
|
CA_CONTR_ADDR_SS |
Click the Customer Addresses link on the Inquire Contracts - Contract Details page. |
Review the contract header defaults for these address items: bill to customer, bill to contact, and sold to customer. |
|
|
CA_CONTR_REDUC_PNL |
Click the Contract Discounts link on the Inquire Contracts - Contract Details page. |
Review any discounts that are associated with fixed-amount contract lines. |
|
|
CA_CNTR_LN_SS |
Click the Contract Lines link on the Inquire Contracts - Contract Details page. |
Review all active contract lines on a contract. From this page, you can navigate to the contract line details. |
|
|
CA_CONTR_LN_DTL_SS |
Click the product link for a contract line on the Inquire Contracts - Contract Lines page. |
Review the details for a contract line. |
|
|
CA_NOTE_LIST_SS |
Click the Contract Notes link on the Inquire Contracts - Contract Details page. |
Review internal notes that have been added to a contract. |
|
|
CA_MS_COND_SS |
Click the Milestone link for an individual milestone on the Inquire Contract Milestones page. |
Review the details that are defined for a specific milestone. From this page, you can navigate to the conditions that are defined for a milestone. |
|
|
CA_MS_COND_DTL_SS |
Click the Conditions link on the Inquire Contract Milestones (milestone detail) page. |
Review the conditions that are defined for a milestone. Milestones use milestone conditions to determine when a milestone can be marked by the system as completed. |
Analyzing Contracts Data, Grants Data, and Project Costing Data Using
the Contracts Workbench
This section provides an overview of the Contracts Workbench and discusses how to use the Contracts Workbench.
Understanding the Contracts WorkbenchContracts Workbench has been designed to act as a single location to display consolidated information from Contracts, Grants and Project Costing. This enables the user to view summary information related to Contracts, Grants, and Project Costing in a single page. The Contracts Workbench page assists the user to manage the various processes and conditions related to the Contracts Data, Grants Data, and Project Costing Data.
The data displayed in the Contracts Workbench page is based on the permission list that the user has to access PeopleSoft Contracts, Grants, and Project Costing. For example, if a user only has permission to view Contracts Data and the template that is assigned to their business unit includes Grants and Project Costing records then only the Contract Data section appears in the Contracts Workbench page.
If a user does not have permission to access Project Costing and Project Costing records are selected in the template, then the record, Related Projects (CA_DETAIL_PROJ) is displayed in the Project Costing grid.
Depending on which modules are installed, only that data is visible to the user. If Grants or Project Costing is not installed, then Grants data or Project Costing data is not visible to the user. Only Contracts data is available.
Page Used to Analyze Contracts Using the Contracts Workbench|
Page Name |
Definition Name |
Navigation |
Usage |
|
CONTRACTS |
Customer Contracts, Contracts Workbench |
Analyze PeopleSoft contracts, grants, and projects data. |
Using the Contracts Workbench
Access the Contracts Workbench page (Customer Contracts, Contracts Workbench).
There are five main sections in the Contracts Workbench page, which are the Contracts Workbench header section, the Summary Amounts section, and three data sections (Grants Data, Contracts Data, and Projects Data).
The Contracts Workbench header section displays all relevant details related to Contracts. Some of the key fields are Contract Number, Contract Type, Contract Classification, Contract Status, Customer, Currency, Business Unit, Region Code, Contract Signed, Amendment Number, and Amendment Date.
The Summary of Amounts section displays details related to Contracts and Grants. Grants amounts are visible only when a contract number is generated from a Grants contract type and the user has permission to view the Grants data in the Contracts Workbench.
The data sections include three groups; Grants Data, Contracts Data, and Projects Data.
Only the fields that are selected on the Contracts Workbench Template are displayed in the respective data grid. Each grid can be collapsed or expanded based on the requirements of the user. Some of the fields in the grids, such as Award Number in the Grants Data grid, are hyperlinked so that users can navigate to the corresponding pages and make changes or updates.
Click the Contracts AR Items button on
the Review Contract Summary page.