PeopleSoft Supplier Contract Management 9.1 PeopleBook

Maintaining Supply-Side Documents and Deliverables

This chapter provides an overview of external users and document collaboration, contract deliverable verification steps, and discusses how to:

Review and collaborate on external documents.
Sign external documents.
Update external contract deliverable verification steps.
Review external contract deliverable verification steps.

External Users and Document Collaboration

External users are the external supplier collaborators, signers, and deliverable owners who are outside of the customer's system that uses PeopleSoft Supplier Contract Management. These users must be defined and setup by internal or external supplier administrators so that they can manage, view, and edit contract documents.

External collaboration is the process of sending contract documents to an external user for review and updates and who then uploads the document where administrators or contract specialists can manually incorporate the reviews into a new version of the document. External users can review and comment about documents, or they can edit documents and amendments if permission has been granted in the PeopleSoft Supplier Contract Management system.

Internal contract managers or administrators can route documents for external collaboration (editing and uploading) to only the single external user who is defined as the primary contact. These external users can then route the document offline to gather inputs from the supplier side. During external collaboration, the system stages the amendment files for review on the external side and keeps the files separate from the files that are currently under version control. The administrator reconciles the returned files to decide whether to accept the files into version control or to manually copy or paste changes. Attachments are also staged so that new attachments added by the external user will have to be accepted before they become part of the core attachments.

External collaboration requires that external users have a sign on to your system using the supplier-side URL. Enabling external access to the internal PeopleSoft Supplier Contract Management system requires the setup of external web servers that are outside of an organization's firewall. For more information about external web servers, see the following PeopleTools PeopleBooks:

See PeopleTools PeopleBook: System and Server Administration.

See PeopleTools PeopleBook: Internet Technology.

External users must have a user ID created for them, or create their own user ID using the self-registration feature provided using PeopleSoft eSupplier Connection. Access to specific external documents and deliverables is secured at the row level so that external users can only view and update information if that user is enabled to do so for that particular document or deliverable. In addition the document status and certain configuration settings determine when a contract and what history external user can view through the external portal.

See Maintaining Vendor Information.

See Setting Up PeopleSoft Supplier Contract Management.

See Managing Document Life Cycles.

You can list external users using the Document Management page for each document you want to share with an external user. While you can define multiple external users for a document, each document has a primary external owner. This is the only external user who can upload modified or signed documents and comments as part of the collaboration or signing process. Other nonprimary external users can view the document but cannot make modifications. So, if multiple users at an external organization need to provide feedback and changes to a document, the primary external owner can circulate the document offline for those changes or signatures and upload the document back to the system upon completion.

For documents created against procurement contracts or purchase orders, you can define an external user as a contract collaborator using vendor contact setup. This retrieves the supply-side user ID as a default value into the document external contact including the supply side user id needed for row level document security.

See Also

Collaborating on Documents

Understanding Contract Deliverable Verification Steps

A contract deliverable is a negotiated set of conditions in a contract. The deliverable is based on a contract agreement verification step defined in the PeopleSoft Supplier Contract Management system within the Contract Entry component that specifically spells out the conditions and terms that apply to a contract. For each agreement, the contract manager can define the verification requirements, whether the agreement is compliant with the terms of the contract, as well as when and who to notify, internally and externally, when a compliance date is approaching or has passed. To enable external notification and access for external users you must define the external user on the Workflow Notification page for the agreement in the Contract Entry component.

Verification steps can be assigned to an agreement code. Verification steps define the criteria necessary to fulfill the agreement. The verification method defines how a verification owner indicates that a step has been completed. The verification methods are notify only, comments, date/time, system, yes/no, and attachment.

When a contract manager indicates that a contract agreement verification step can be owned by an external user, the system provides notification to that user and a URL to access the deliverable maintenance and review pages for the supplier. External users are those users outside of the PeopleSoft Supplier Contract Management system. External users who have been assigned ownership of a deliverable verification step can access those steps assigned to them and update the step information and view statuses in the same manner used by internal users. The agreement status itself is controlled internally, and is not accessible to external users.

The system sends email notifications as you have defined for each contract agreement and its steps to external users when verifications are due. The emails contain links to PeopleSoft Supplier Contract Management deliverable pages. As an external user, and you are not logged into the system, you can click the link to access the verification page contained in the email. When you click the link, the system links directly to the contract deliverable page that requires verification. If you are already logged into the system, you can click the link in you worklist to access the deliverable verification step.

External users can also view the agreement status information when they own a verification step. Viewing status information enables you to see the detailed metrics performance related to the agreement.

Reviewing and Collaborating on External Documents

This section provides an overview of external collaboration and discusses how to:

Search for external documents.
Collaborate on external documents.
View attachments and related authored documents.
View external document details.
View external document history.
View external collaboration history details.
Send email to contract administrators and other external users.

Understanding External Collaboration

External collaboration on documents is always initiated by the PeopleSoft system contract administrator. The administrator first reviews and updates the list of external collaborators using the External Contacts/Signers link in the Document Management component, and then clicks the Route Externally button to notify the external user that a collaboration is pending. The most common method for this notification is through email that provides a link into the supplier portal web site.

For authored documents rendered by Microsoft Word , the system makes the .xml document available for collaboration. When using Microsoft Word, external users must be using a comparable version of Microsoft Word to support the content controls that the system includes in the document. This maintains the document's capability for checking in the document.

When using Microsoft Word , the system verifies that the same document checked out is coming back in for .xml formats using an internal persistent code. The code is the document ID that represents the document. You can also collaborate with external users on imported documents such as a legacy .doc version of the file. In this case, the external user can upload as well. However; a persistent document ID is not maintained internal to the document for imported legacy files.

In addition to supporting authored .xml documents you can also import legacy documents or supplier paper such as a word .doc file and collaborate on them as well. For scenarios where you want to initiate contract negotiations with a document, but do not want to initiate a transactional contract or purchase order prior to document approval, you can first create the document as an ad hoc type, and collaborate on the document as an ad hoc document and if needed do a one-time change of the source transaction from the ad hoc to another source, such as a purchase order or purchasing contract. This enables a contract under negotiation that has been initiated from a supplier document to result in a purchase order or purchasing contract after the supplier document has been supplied. This feature is enabled with or without external collaboration.

Pages Used to Maintain External Contract Documents

Page Name	Definition Name	Navigation	Usage
Document Search	CS_DOC_SRCH_EXT	Manage Contracts, Maintain Contract Documents	Search for external contract documents. Note. External pages are designed for external system access and are available only on the supplier portal registry where SUPPLIER is in the URL instead of EMPLOYEE.
Document Management	CS_DOC_SUPP	Manage Contracts, Maintain Contract Documents Click the Document link on the Document Search page.	Maintain and collaborate on external contract documents.
Attachments and Related Authored Documents	CS_DOC_SUPP_ATT	Manage Contracts, Maintain Contract Documents Click the Contract Document link on the Document Search page, and then click the View Attachments/Related Documents link on the Document Management page.	View attachments and related authored documents for external documents.
Document Details	CS_DOC_SUPP_DET_SP	Manage Contracts, Maintain Contract Documents Click the Contract Document link on the Document Search page, and then click the Documents Details link on the Document Management page.	View external document details.
Document History	CS_DOC_SUPP_HST_SP	Manage Contracts, Maintain Contract Documents Click the Contract Document link on the Document Search page, and then click the View Document History link on the Document Management page.	View external document history.
External Collaboration History Details	CS_DOC_SUPATT_SP2	Manage Contracts, Maintain Contract Documents Click the Contract Document link on the Document Search page, click the View Document History link on the Document Management page, and click the Collaboration Details button on the Document History page.	View external collaboration history details.
Send E-mail	CS_DOC_EMAIL_EXT	Manage Contracts, Maintain Contract Documents Access a document, and click the Send E-Mail link on the Document Management page.	Send email to contract administrators and other external users.

Searching for External Documents

Access the Document Search page (Manage Contracts, Maintain Contract Documents, and click the Document link on the Document Search page).

You can search for specific documents using search criteria. After you define the criteria and click the Search button, the system populates the List of Documents section with documents that meet the criteria.

Document Administrator	Select an administrator on which to base a document search. The document administrator is the internal user who is typically the contract specialist in an organization and the user who performs day-to-day management of documents.
From Begin Date, To Begin Date,From End Date, and To End Date	Select dates on which you want to begin and the date range for a document search. Any documents that were created starting within the from and to beginning dates and within the from and to ending dates range will be included in the search results.
All Documents	Select to view all documents for which you have view authority. You must select at least one of the three check boxes to search for documents. When you select the All Documents check box, the system inactivates the Pending Review and Pending Approval Signatures check boxes. Note. The system searches for all documents and includes ad hoc, purchase order, and purchasing contract documents in the search results. If you want to search for specific documents, use the Advanced Search Criteria section.
Pending Review	Select to access only the documents that are pending your review. These are documents that have been routed for external collaboration by the contract administrator.
Pending Approval/Signatures	Select to access only the documents that are pending your approval and signature. These documents have been routed for external digital signatures by the contract administrator. By signing the document, you are approving it.

Advanced Search Criteria

Use this section to define additional criteria for searching. Use the Source Transaction field to select individual types on which to base a search. The default value is clear, meaning that all types will appear in the search results when the system performs the search. Settings on the Installation Options page determine if purchase order and purchasing contract source transaction are enabled.

These values are available for the field:

Ad Hoc: Select to search for ad hoc contract documents that meet the remaining criteria that you define. When you select this option, the Ad Hoc ID field becomes available for you to further limit the search to a specific ID.
Purchase Orders: Select to search for purchase order contract documents that meet the remaining criteria that you define. When you select this option, the PO Number (purchase order number) field becomes available for you to further limit the search to a specific purchase order number.
Purchasing Contracts: Select to search for purchasing contract documents that meet the remaining criteria that you define. When you select this option, the Contract ID field becomes available for you to further limit the search to a specific ID.

You can also limit a document search based on a specific ad hoc ID, purchase order number, or contract ID. You can use the Lookup button to select the specific document.

List of Documents

This grid box appears with the search results when you click the Search button.

Contract Document	Displays the document name. Click the name to access the Document Management page where you can perform review, collaboration, approval, and signature tasks. The description also appears with the document.
Document Status	Displays the current status of the document in the Supplier Contract Management system. The status is synchronized with the internal system to reflect the current state. The statuses are the life cycle stages of a document. So if a document is not waiting on an action from the external user, the status can change in the internal system. The system displays Other in this field when a document has been reviewed and sent back to the PeopleSoft internal system.
Status Date and Time	Displays when the system updated the status. When a date does not appear, the document is located in the internal document authoring system.

More Details

Select the More Details tab.

This tab displays additional contract document information.

Begin DateandExpire Date	Displays the contract dates. These values come from the purchase order or purchasing contract dates. The values for ad hoc contract documents is the date the document was created.
Amendment	Displays the amendment number.
Vendor Reference Number	Displays a reference that suppliers can use to reference this contract document. The system retrieves this value from the ad hoc, purchasing contract, or purchase order ID used to create the document.

Maintaining and Collaborating on External Documents

Access the Document Management page (Manage Contracts, Maintain Contract Documents, and click the Document link on the Document Search page). When a document has been routed for external collaboration by the internal contract user, this page is accessible to the external user.

This page appears with instructional text that describes any actions that you need to perform with the contract document. The page's content depends on the source transaction type, status of the document, and internal system settings and external user authority. The system provides messages describing the status of the document that you open. For example if you've already marked a document as reviewed, a message appears indication that this document is not pending your review or approval at this time.

After receiving an external document for review or edit, you use this page to review document details, attributes, and history, edit documents, and respond to the internal contract administrator. Along with header information, the page provides links to more document details and buttons that you use to perform document tasks.

Open/Edit Main Document	External users click to download and open the document. This button is available if you have been defined as an external user who can edit documents for collaboration and signing. After you finish editing the Microsoft Word document, you must save the document as an .xml document type.
Upload Revised Document	External users click to access the Upload Contract Document page. You use the page to locate the saved document after you've made edits. Locate and upload the field from the client machine. If all validations pass, the system updates the version of the document with any document changes as part of the check-in process. Note. The uploading of the document does not delete the local files from the client machine. You should delete these files periodically.
View Main Document (Info Only) (view main document (information only)	Click to view the document. You cannot make update the document. This button is available when you are not required to sign or approve the document.
Save Comments	Click to access the comments that you entered in the Collaborator Comments section.
Mark as Reviewed	Click to indicate that you are finished with your document revision and have entered any comments. When you click the button, the system returns your collaboration details and all documents uploaded to the contract administrator for review and acceptance, and displays the Document Search page. When accessing the Document Search page, the system removes your collaboration document and edits; however, you can still access a history version of the document that was sent to you. To access the history for documents that you have reviewed, select the All Documents check box and click the Search button.
Add Additional Attachments	Click to access the Attachments and Related Authored Documents page. You use this page to add suggested attachments to the current document. After you upload the attachments, the button is replaced with the View/Add Attachments/Related Documents button. Attachments can then be reviewed internally by the document specialist before accepting them into the system
View Document History	Click to access the Document History page. You use this page to view history information to which you have access. See Viewing Attachments and Related Authored Documents.
View Last Executed Main Document	Click to open the version of the document that was executed by the internal contract administrator. This button appears after you review or sign a document and have view access to document history. You can only view document contents and only see executed documents if the system is configured to do so.
View Attachments/Related Documents	Click to access the Attachments and Related Authored Documents page. You use this page to view documents and document details that are linked to the current document. See Viewing Attachments and Related Authored Documents.
No Attachments/Related Documents Exist	This information appears when there are not any document attachments or related documents.
Document Details	Click to access the Document Details page. You use this page to view additional details for a document. For example, if user-defined fields are enabled, the fields appear on this page. See Viewing Attachments and Related Authored Documents.
Send E-Mail	Click to access the Send E-Mail page. You use this page to notify the administrator and other external users about the document. See Sending Email to Contract Administrators and Other Supply-Side Users.

Buttons that are available on this page include:

Return Without Signing	Click to return the document without signing. This .
View Main Document (Info Only)	Click to open the last executed version of this contract document.
View Document	Click to open the last executed version of this contract document.
View Last Executed Main Document	Click to open the last executed version of this contract document.
View Last Executed Amendment File	Click to open the last executed version of this contract document.
View Last Executed Main Document	Click to open the last executed version of this contract document.
Upload Signed Document	Click to place the document back into the signature process.
Upload Signed Amendment File	Click to place the document back into the signature process.

Viewing Attachments and Related Authored Documents

Access the Attachments and Related Authored Documents page (click theView Attachments/Related Documents link on the Document Management page).

This page displays a listing of interested parties that have been defined by the contract administrator.

Viewing External Document Details

Access the Document Details page (click the Document Details link on the Document Management page).

This page provide a listing of interested parties that have been defined by the contract administrator.

See Also

Maintaining Document Details

Viewing External Document History

Access the Document History page (click the View Document History link on the Document Management page).

This page provides a history of actions that have been performed against this contract document. History information is limited to external users based on the View External History field setting on the PeopleSoft Supplier Contract Management Installation Options page. The External History Settings field values control the history that displays on this page.

If a document has been dispatched, you can view the document, but the history does not provide who the document was sent to for reviews and approvals.

See Processing Options.

Document Action	Displays the action that was performed against the document. Actions include, for example, that the document has been signed externally, executed, or routed for external review.
Updated By	Displays who performed the action against the document.
Date/Time Stamp	Displays when the action took place for updated version history for the document.
Amendment	Displays when separate amendment files are associated with the document. Click the link to access the amendment to view its state when the update was made. When multiple amendments exist, the system assigns a number to them. You can click the number to view a specific amendment.
View Document	Click to view the document that is associated with this row of data. The system opens the document using another browser session. You can review changes that have been made to the document if track changes have been used. After reviewing the document, close the browser window to exit the document.

Viewing External Collaboration History Details

Access the External Collaboration History Details (Manage Contracts, Maintain Contract Documents, click the Contract Document link on the Document Search page, click the View Document History link on the Document Management page, and click the Collaboration Details button on the Document History page).

The page displays information about the external collaboration for a contract document. The information includes the contract ID and the date on which this document was collaborated and by whom. The Comments section contains any comments that have been made by internal and external collaborators.

View Document	Click to open the collaborated document. This button appears when the document has not been edited.
View Revised Document	Click to open the collaborated document to view updates and changes that have been made to the document.
File Name	Displays the name of the file that was uploaded as a proposed attachment to the contract document. You can upload a proposed attachment during the external review and you are authorized to review and edit the document.
Titleand Document Description	Display the name and description of the proposed attachment. You assign these when you upload the attachment.
Date Time Stamp	Displays the date and time for when an action was performed against the document.
View	Click to view the proposed attachment for the collaborated document. You cannot make updates to the proposed document.

Sending Email to Contract Administrators and Other Supply-Side Users

Access the Send E-Mail page (click the Send E-Mail link on the Document Management page).

Along with creating email content, you can use this page to select users who you want to send or copy on the email. These users have been defined by the contract administrator as interested parties and collaborators.

Subject	Enter the main topic of the email.
Message	Enter the text of the email.
Notify Contract Administrator	Select to send a copy of this email to the internal contract administrator.
Copy Self	Select to send a copy of the email to yourself.

List of Users

Use this grid to select users to whom you want to copy this email. You can select the primary recipients of the email and also copy other users by selecting the To and CC check boxes.

Signing External Documents

This section provides an overview of external document signatures and discusses how to sign external documents using digital signatures.

Understanding External Document Signatures

PeopleSoft Supplier Contract Management enables supplier-side users to use Adobe Acrobat or Microsoft Word to digitally sign contract documents. When using an Adobe PDF file, external users must have at least Adobe Acrobat 8 reader installed. When using Microsoft Word 2007, or later version, the original editable version of the document (.xml format) from the contract administrator is locked, and a signable copy is created as a .docx format that is sent to the external document owner for signing.

Note. When using Microsoft Word 2007, or later version, for the signature method, all external users providing signatures are required to use Microsoft Word 2007, or later version.

In preparation to obtain digital signatures from external users, the internal contract administrator prepares the document for Microsoft Word or Adobe PDF file and sends or dispatches it to external reviewers and signers for reviews or signatures. When the system prepares a document, it locks the editable version of the document.

See Preparing Documents for Signature.

External signatures are obtained after the system prepares the document and before or after internal signatures or internal approval using the Send to Contacts or Dispatch buttons on the Document Management page. Using a PDF format to capture signatures is a recommended method since it requires internal and external users to have only the free Adobe Reader and a valid digital certificate for signing. Adobe has partnerships with several certificate authority companies. Adobe Acrobat also comes with a free method of creating signature certificates that external users might find useful to use for initial setup and testing of the system. See the Adobe Acrobat website for more information.

Digitally signing of documents by supplier-side users is defined and setup by the internal employee-side users. This internal user sets up the signature process for internal and external users, and includes defining who the internal and external signers are and the external user who is the primary contact and listed as a signer for the document.

See Routing Documents for Internal Signatures.

To sign an external document:

Log in to the Supplier Portal.

You can also access the portal by using the link that is available in the email notification. If you log directly in to the Supplier Portal. the document's that are pending your review will appear in Documents Pending Review pagelet.

See Using Document-Related Pagelets.
Select Manage Contracts, Maintain Contract Documents and search for documents pending your signature, and click the Contract Document link on the Search page.

The system displays the Document Management page.
Click the Open Main Document for Signing button.

The system opens the document using the Microsoft Word or Adobe Acrobat program. This example illustrates how the a PDF appears when it opens:

This page displays the actual contract and provides a signature block that you can use to sign the document.
(Optionally) Route the document offline to individuals who are required to sign the document within the supplier organization.
Select Sign on the PDF toolbar.

Signing documents is similar for suppliers as for internal users. For more information about digitally signing a document:

See Signing Documents Using Digital Signatures.

Pages Used to Sign External Documents

Page Name	Definition Name	Navigation	Usage
Document Management	CS_DOC_SUPP	Manage Contracts, Maintain Contract Documents Click a document link that requires your signature.	Sign external documents using digital signatures.
Return Document Without Signing	CS_DOC_ACTIONS_SP	Click the Return Document Without Signing button on the Document Management page.	Return a document without signing. You can also provide comments about the document.

Page Name

Definition Name

Navigation

Usage

Document Management

CS_DOC_SUPP

Manage Contracts, Maintain Contract Documents

Click a document link that requires your signature.

Sign external documents using digital signatures.

Return Document Without Signing

CS_DOC_ACTIONS_SP

Click the Return Document Without Signing button on the Document Management page.

Return a document without signing. You can also provide comments about the document.

Signing External Documents Using Digital Signatures

Access the

Use this page to work with document signatures.

Document Status	Displays the document status. The value for the field when the document is waiting for your signature is Pending Signature. After uploading the signed document, the system set the status to Signed.
Owner	Displays the user ID who is responsible for signing the document.
Open Main Document for Signing	Click to open a document. After you open the document, you can use either Microsoft Word or Adobe Acrobat digital signatures to sign the document. See Signing Documents Using Digital Signatures.
Upload Signed Document	Click to upload the document after you have received other external signatures and have affixed your (the external document owner) digital signature.
Return without Signing Document	Click to return the document without a signature. When you return a document without a signature, you should provide comments about why the document was not signed. This provides the internal contract administration information on which to proceed with the contract document.

Maintaining External Contract Deliverables

This section provides an overview about external contract user access and discusses how to:

Search for contract deliverables.
Review contract deliverables.
Maintain agreement verification steps.

Understanding External Contract User Access

The system secures external contract deliverables based on the external user being setup within the Contract Entry component Workflow Notifications page for a particular verification setup. Without this setup, the contract agreement and verification steps that appears deliverables to the external user are not accessible.

Typically, as part of the contract agreement setup, you define the types of notifications and timing required for the deliverable. The system sends notifications to external users with URLs that will take them directly to view the deliverable in question. In addition, external users can access the supplier portal that you have enabled for them and navigate to review any deliverables for which they have access through menus.

Pages Used to Maintain External Contract Deliverables

Page Name	Definition Name	Navigation	Usage
Search Deliverables	CS_CNT_AG_SEARCH	Manage Contracts, Update Contract Deliverables	Search for contract deliverables.
Review Agreement	CS_CNT_AG_RESULTS	Manage Contracts, Update Contract Deliverables Click the Contract Agreement link on the Search Deliverables page.	Review contract deliverables.
Update Verifications	CS_SS_CNT_VFY	Manage Contracts, Update Contract Deliverables Click the Verifications Steps link on the Search Deliverables page.	Updating deliverable verification steps.

Searching for Contract Deliverables

Access the Contract Deliverables page (Manage Contracts, Update Contract Deliverables).

Contract ID

Select a contract ID on which to base the agreements search.

Results to Include

Select the search value that you want to use to locate contract agreements. Values include:

Category Line Agreements Only: Select to retrieve agreements assigned at the category line.

Header Agreements Only: Select to retrieve agreements assigned at the header level.

Header, Item Line, Category Line: Select to retrieve all agreements. This includes agreements at the contract header, item line, and category line. This is the default value for the field.

Item Line Agreements Only: Select to retrieve agreements assigned at the contract line level.

Vendor Contract Ref (vendor contract reference)

Enter a vendor contract reference on which to base the search. This reference provides supplemental data for defining supplier contracts. The system retrieves those contracts that use this vendor contract reference and that have agreements associated with them. You define the reference on the contract header.

Activity Status

Select a status on which to base the search. This is the current status for the step. Values include:

Completed: Select to search for verification steps that have been completed. The search results include completed steps that meet other search criteria you enter.

Failed: Select to search for verification steps that were not completed to the satisfaction of the contract administrator or in accordance with the agreed upon terms.

In Process: Select search for verification steps that have been started but are not yet been completed.

Not Started: Select to search for verification steps for which action has not begun.

Exclude Completed Status

Select to retrieve a list of verification steps that still need to be updated and exclude the ones that are in a Completed status.

Agreements Retrieved

This grid box displays the agreements that were retrieved based on the search criteria that you enter. The agreement information includes the contract to which the agreement belongs, the agreement definition, verification steps, and the agreement activity status. Only those agreements for which you are authorized as a verification step owner appear in the list. To view other agreements associated with the contract, use the Review Contract Deliverables menu option.

Contract	Displays the contract and the contract part to which the agreement belongs, such as the header or contract line.
Contract Agreement	Click to access the Review Agreement page.
Verification Steps	Click to access the Update Verifications page. You use this page to update those verification steps for which you are the step owner.
Activity Status	Displays the agreement status, such as whether it is not started or is in process.

See Managing Contract Agreements.

Reviewing Contract Deliverable Verification Steps

Access the Update Contract Deliverables - Review Agreement page (Manage Contracts, Update Contract Deliverables, click the Contract Agreement link on the Search Deliverables page).

This page displays the details about the specific agreement that you selected in the Agreements Selected grid on the Search Deliverables page. The header provides basic information about the contract and vendor while the Contract Agreements group box displays the current agreement status, result types, target dates and other agreement details. Depending on the type of agreement verification for the deliverable, fields on the page will vary.

You cannot update fields using this page. You use the Verification Steps link on the Search Deliverables page to make changes. After you update the fields on that page, your updates appear on this page.

To view a contract document associated to the contract, click the View Contract Document button.

See Also

Predefining Agreements

Reviewing Contract External Deliverable Verification Steps

Updating Deliverable Verification Steps

Access the Update Verifications page (Manage Contracts, Update Contract Deliverables, and click the Verifications Steps link on the Search Deliverables page).

You use this page to make updates to the contract agreement. The verification steps that you can update are only those for which you are defined as the verification step owner.

Note. If you are the external step owner, you can use the an email link to access this page. The body of the email message contains the link that you use to access the PeopleSoft system. You must have the authorization to access the system.

The header information includes the contract and agreement identifier, the contract status, and begin and expire dates. Depending on the type of agreement that you are updating, the available fields on the page might be different.

View Contract Document	Click to access the Document Management page where you can view information about the contract document, including its history and collaboration details. See Maintaining and Collaborating on External Documents.
Contract	Displays the contract ID along with the contract agreement element, such as the header, line, or category.
Vendor	Displays the vendor ID associated with the contract agreement.
Category	Displays the item category to which the agreement was assigned. This field appears for category-level agreements.
Item ID	Displays the line item to which the agreement is assigned. This field appears for line-level agreements.

Verification Steps

Use this group box to update verification steps for which you are the step owner. Depending on the verification method, the system displays different fields.

Step	Displays the step sequence along with the step description.
Send E-mail	Click to send an email to the verification step owner.
Due Date	Displays when the verification is required to be complete.
Step Owner	Displays the external step owner.
Last User to Update	Displays the step sequence along with the step description.
Last Update	Displays the step sequence along with the step description.
Activity Status	Select the status that you want to apply to this verification step. This status indicates the state at which you, as a verification step owner, want to define as the step's status to the contract administrator or manager. Status values include: Completed: Select to indicate the task has been completed. Be sure to enter the verification results prior to setting the status to complete. If you do not enter attachments or comments, a date/time, or a yes/no indicator, the system displays a warning that the verification results have not yet been completed. Note. When you change the status to Complete and exit the page, you cannot make any further changes to the agreement. The page is display only when you access it again. Failed: Select to indicate the task is not completed in accordance with the agreed upon terms. In Process: Select to indicate that the task has started but has not yet been completed. Not Started: Select to indicate that no action has begun for this task.
Method	Displays the method by which a verification step owner indicates that a verification step has been completed. Verification methods include: Attaching Supporting Documents: Indicates that the verification of this agreement step is accomplished by posting supporting documentation. When you are using this method, the Attachment grid box is available. You can click the Upload a File link to attach a supporting document. Click the Upload another File link to add additional attachments when an attachment exist for the verification step. Comments: Indicates that you can verify the step by entering text or comments. Date/Time Stamp: Indicates that you need to include a date and time stamp when the step is complete. Notify: Indicates that action is not required to signify the step is completed. If you assign a workflow notification to the step, selected roles can be notified when the step's due date is approaching. You can use this method to send periodic informational notifications or reminders to various interested parties. Yes/No: Indicates that you can update the verification step online using a yes or no response. System:Indicates that the verification of this step should be provided by the system. This verification method is only valid for metric result types. When you have a metric result type, the system provides the results based on procurement history from PeopleSoft Purchasing to gather transactional agreement compliance information. See Using Agreement Metrics.
Yes/No Verification	Select either Yes or No to indicate the verification status. This field is available when the Method field is a Yes/No verification.
Notification Comments	Enter any additional information that you want to provide to the contract administrator or manager about this verification step.
Verification Comment	Enter the justification comments for this verification step.
Upload a Fileand Upload Another File	Click to upload an attachment that serves as a supporting document for verifying this step. You cannot upload attachments when the verification activity status is Completed or Failed.

Attachments

This grid box appears when the verification method is Attachment. You can upload attachments that support the verification step. This might be, for example, a quality checklist, that describes checks made to ensure the agreement is compliant. You can upload multiple attachments, view existing attachments and provide a description for new attachments. Select the Description tab to view or add an extended description.

See Also

Updating Agreement Statuses

Reviewing Contract External Deliverable Verification Steps

This section discusses how to review contract performance:

Review external deliverable verification steps.
Review contract performance.

Pages Used to Review Contract External Deliverable Verification Steps

Page Name	Definition Name	Navigation	Usage
Deliverables Search	CS_DOC_SRCH_EXT	Manage Contracts, Review Contract Deliverables	Search for contract deliverables.
Review Contract Deliverables - Review Agreement	CS_CNT_AG_RESULTS	Manage Contracts, Review Contract Deliverables Click the Contract Agreement link on the Search Deliverables page.	Review contract agreement details. See Updating Deliverable Verification Steps.
Review Contract Deliverables - Review Verifications	CS_SS_CNT_VFY	Manage Contracts, Review Contract Deliverables Click the Verification Steps link on the Search Deliverables page.	Review verification step details. See Updating Deliverable Verification Steps.
Review Contract Deliverables - Review Agreement	CS_CNT_AG_RESULTS	Manage Contracts, Review Contract Deliverables Click the Contract Agreement link on the Search Deliverables page.	Review contract performance. See Updating Deliverable Verification Steps.

Reviewing External Deliverable Verification Steps

Access the Review Contract Deliverables - Review Agreement page (Manage Contracts, Review Contract Deliverable, and click the Verification Steps link on the Search Deliverables page).

Reviewing Contract Performance

Access the Update Contract Deliverables - Update Verifications page.

You can view detailed metrics performance related to agreements using this page as long as it pertains to your role. For example, you cannot navigate to receipt or purchase order lists using performance detail pages if you are not authorized.

Note. Certain setup requirements are needed and the Update Procurement process for the contract must be run before metric information is available for viewing.

See Also

Reviewing Contract Agreement Statuses

Contract ID	Select a contract ID on which to base the agreements search.
Results to Include	Select the search value that you want to use to locate contract agreements. Values include: Category Line Agreements Only: Select to retrieve agreements assigned at the category line. Header Agreements Only: Select to retrieve agreements assigned at the header level. Header, Item Line, Category Line: Select to retrieve all agreements. This includes agreements at the contract header, item line, and category line. This is the default value for the field. Item Line Agreements Only: Select to retrieve agreements assigned at the contract line level.
Vendor Contract Ref (vendor contract reference)	Enter a vendor contract reference on which to base the search. This reference provides supplemental data for defining supplier contracts. The system retrieves those contracts that use this vendor contract reference and that have agreements associated with them. You define the reference on the contract header.
Activity Status	Select a status on which to base the search. This is the current status for the step. Values include: Completed: Select to search for verification steps that have been completed. The search results include completed steps that meet other search criteria you enter. Failed: Select to search for verification steps that were not completed to the satisfaction of the contract administrator or in accordance with the agreed upon terms. In Process: Select search for verification steps that have been started but are not yet been completed. Not Started: Select to search for verification steps for which action has not begun.
Exclude Completed Status	Select to retrieve a list of verification steps that still need to be updated and exclude the ones that are in a Completed status.