Adding Purchasing Contract Documents

This topic provides an overview of purchasing contract document creation and discusses how to:

Create purchasing contract documents.
Copy existing purchasing contract documents.
Adding requisition documents and wizard responses.

Pages Used to Add Purchasing Contract Documents

Page Name	Definition Name	Navigation	Usage
Contract	CNTRCT_HDR	select Supplier Contracts, then select Create Contracts and Documents, then select Contract Entry	Create purchasing contract documents.
Create Document	DOC_CREATE	select Supplier Contracts, then select Create Contracts and Documents, then select Contract Entry Click the Add a Document button on the Contract page.	Create purchasing contract documents.
Copy Document	CS_DOC_COPY_SEC	Supplier Contracts, Create Contracts and Documents, Contract Entry After copying a transactional contract and indicating that you want to copy another contract's document, click the Create Document button on the Create Document page.	Copy purchasing contract documents to create a new document.
Maintain Requisitions	REQ_FORM	Purchasing, Requisitions, Add/Update Requisitions Select a requisition for which you want to create or maintain a document, and click the Add Request Document or Modify Request Document button on the Maintain Requisitions page.	Add requisition documents.
Create Requisitions	PV_REQ_HDR_DEFAULT	eProcurement, Requisitions, Create Requisitions Create and save a requisition, then click the Add Request Document button.	Add requisition documents.
Edit Requisitions	PV_REQ_FORM	eProcurement, Manage Requisitions Select to edit a requisition that already has a requisition document, then click the Modify Request Document button on the Edit Requisition page.	Add requisition documents.

Understanding Purchasing Contract Document Creation

The integration of PeopleSoft Supplier Contract Management with PeopleSoft Purchasing purchasing contracts makes it possible for contract specialists to work directly with documents that are authored and linked to the transactional purchasing contract (Contract Entry). This topic describes how you add and copy procurement contract documents.

Note: Tasks described in this topic are similar to many of those described in the Understanding Document Life Cycles topic.

See Adding Authored Documents.

Purchasing Contact Document Creation

You can create a document for a purchasing contract from within the Contract Entry component by clicking the Add a Document button on the Contract page. You can create a document for a contract as long as a document does not exist. After creating the document, you can maintain it from within the Document Management component, which is also accessible from the Contract Entry component.

To create a purchasing contract document:

Select select Supplier Contracts, then select Create Contracts and Documents, then select Contract Entry.

Enter contract information and save the contract.
Click the Add a Document button on the Contract page.

The system displays the Create Document page and populates several fields on the page using values from the contract. If you create the contract using a request for quote or a strategic sourcing event, and the contract is related to one or more requisitions that have a request-related document, then an intermediate page appears that enables you to select the requisition document that you want to associate with the purchasing contract document. This enables you to copy forward any appropriate requisition-document wizard responses that you want to be used as default value responses in the purchasing contract document wizard. Any matching responses, based on wizard variables between the requisition request document wizard and the wizard associated with the configurator of the contract document, are copied forward as default values for the contract specialist.

This process is described in the Add a Document Page (purchasing requisition documents) topic.

Note: If you do not access the contract through the Contract page, you can use the Document Management page to access the Add a Document page. Using this page, you select Purchasing Contract as the contract type, then select the contract to which you want to add a document. You must create the purchasing contract before adding the document.
Enter basic information about the contract.

If you are using document types, you can further refine the document's structure by selecting a document type. Also, instead of creating a document, you can import a document that was created outside of the system. After importing the document from this page, the system marks the document as an imported document and displays the Document Management page. You can use the document authoring system to manage the life cycle of the imported document.

Note: Ensure that the administrator you select for the contract has also been defined as a document administrator using the User Preferences page.
Click the Create Document button.

The Document Management page appears with the document in a Draft status.

Purchasing Contact Document Copying

When you copy a transactional contract using the Contract Entry component, the system provides an option to copy the latest document along with the copied transactional contract. In this case, the new contract document maintains most of the copied content and edits, but in addition, the system runs a Refresh process to replace any old bind variables, such as supplier information or list of items, from the old contract with new values from the new contract created using the Contract Entry component.

Note: The option to copy the latest document along with the copied transactional contract is not available when using the Batch copy method.

Note: If you are using document types, the system creates the new contract with the same document type as the original contract document.

When you copy a contract, and a document exists for the contract that you are copying from, when you save the new contract, the system displays a page prompting you to copy the document along with the new contract. If you click Yes, the system automatically creates the new contract document, and refreshes the binds. If you click No, the system does not copy the document at this time.

If you want to copy the document later, use the process described in the Copy Document Page topic.

To copy a purchase order contract document:

Determine the requirements of the contract that you want to create and locate an existing contract with similar requirements.

Ensure that the contract is the same type of contract that you want to create, such as a general order or purchase order contract, has already had a document created for it, and that the document uses the same document type that you want to use to create the contract document.
Create the contract by selecting select Supplier Contracts, then select Create Contracts and Documents, then select Contract Entry, then select and select the Add a New Value tab.

Ensure that the contract you are copying is the same type as in the Contract Process Option field.
Click the Add button.

The Contract page appears.
Click the Copy from Contract link.
Complete the search criteria, and click the Search button.

The results of the search appear in the Select Contract grid box.

Note: You must select a contract from the results list to enable the system to copy a contract. If you enter a contract ID without performing a search, you can create a new contract, but the system does not provide you the opportunity to copy its document.
Select the contract that you want to copy, and click OK.
Update the contract information, and click the Save button.

The system displays a prompt page indicating that a document exists with the original contract and prompts you to copy the contract document or create the document from a configurator or by copying the document later.
Click the Yes button.

The Create Document page appears.
Enter a document description, and click the Create Document button.

The document description is a default value from the transactional contract, and is required, so if you do not enter a value on the transactional contract, then you must enter it on this page. The system creates the document by copying the original contract and attempts to keep all original edits for any content not replace due to the refresh process, then updates any bind values from the new transactional contract.

Note: The copied contract is now considered to be the baseline contract for any future deviation reporting against this newly copied contract.

Note: When a purchasing contract or purchase order is awarded from a sourcing event, the RFx document can be copied as a starting point for the authored purchasing contract or purchase order document. This capability can be performed when Supplier Contract RFx document capabilities are defined in PeopleSoft Strategic Sourcing using the Event Summary Page.

Using Wizard Responses from Requisition Documents

Purchase order documents and purchasing contracts can originate through a requisition process. Before creating either document using this process, requesters can define information that will eventually be available for use with the contract document. Using requisition documents, requestors can define a related document and wizard responses to capture additional information for a requisition before it becomes a contract. While the requisition document itself does not feed into the contract document, the wizard responses associated with the requisition document can when you create the contract document. In addition, you can relate the requisition document to the contract document when you create the contract document.

When you set up a document type to use only with a purchase order requisition, you can specify that the system use this type when a requestor creates a PeopleSoft eProcurement or Purchasing requisition. In this case, along with the requisition, the requestor can generate a supplemental request document by launching a wizard that captures needed information pertaining to the contract request.

Using wizard responses, the requestor can provide the required information in the supporting document. After the requisition is awarded to a contract by means of an RFQ or sourcing event, the contract specialist can reference the original request document and make use of any wizard responses within that request document to help drive the content and fill in required data on the actual contract. This is possible when you create a contract document and a related requisition exists. The system prompts the contract specialist to select an associated requisition that, in turn, copies the wizard responses for the requisition document as default values for the new contract document wizard responses.

Note: Requisition documents are ad hoc documents that include document contents based on a configurator and responses to wizard questions. The document type that you define for use with requisitions determines user capabilities, such as editing the requisition document. Within Purchasing and eProcurement requisition components, you can also use the Attach to Requisition button to attach the current generated document back to the requisition along with your comments. Attaching the document back to the requisition is at a point in time, and the system does not automatically reattach any further changes to the requisition document.

Requisition documents are based on document types that enable the use of a purchase order requisition to create the a purchase order or purchasing contract document. Documents of this type must be associated with a requisition ID and business unit. You use Supplier Contract Management installation options to set the use of document types and purchase requisitions. Because requisitions are dependent on a document type, you must set the system to use document types, then you can select to use document types with purchase requisitions. As part of the setup, you define a wizard that captures additional information for the requisition and that can be used later in the purchase order contract.

Use these steps to add a requisition document:

Ensure that these Supplier Contract Management installation options are selected:
- Use Document Type.
- Use with PO Requisition.
Establish question groups and wizards for use with requisition document types.

This series of questions or question groups should relate to the kind of contracts for which you are creating the document type.
Create a document configurator that uses the wizard that you defined for requisitions.

The document configurator also provides the content of the document, such as sections and clauses that provide structure for the wizard responses.
Create a document type.

The document type should be an ad hoc type and the Use Only with PO Requisition check box should be selected. You can either define a specific configurator or use a configurator selector wizard to select a configurator.
Create a requisition in PeopleSoft Purchasing or eProcurement.
Click the Add Request Document button.

The system accesses the Add a Document page in Supplier Contract Management. This page appears with the business unit and purchase requisition and a description for the requisition document. You can change the document type that the system uses as a default value. You can also select to import and copy a document to attach to the requisition.
Click the Add a Document button and complete the wizard questions.

If you are using a configurator selector wizard, the system launches that wizard before launching the document creation wizard. When you finish the questions, the system generates the document and the Document Management page appears. You can view the document, refresh, or re-create it. Other actions available for the document depend on information defined for the document type.
Optionally, click the Attach to Requisition button in the Document Management page and enter your comments about the document.

This attaches the current document along with your comments to the requisition similar to you manually attaching the document to the requisition. Your comments appear under the Edit Comments link for the requisition. You can only attach one version of the document to the requisition at one time.

After you create a requisition document, you can update the responses to the wizard using the Modify Request Document button from within PeopleSoft Purchasing or eProcurement requisitions.

Create Document Page

Use the Create Document page (DOC_CREATE) to create a document for a purchasing contract from within the Contract Entry component.

You can create a document for a contract in any status; however the system warns you that in some cases, it might not be appropriate to add a document.

Navigation

select Supplier Contracts, then select Create Contracts and Documents, then select Contract Entry

Select a document administrator in the Administrator field. Administrators must be defined using the User Preferences page. Click the Add a Document button to create the purchasing contract document.

Image: Create Document page for a purchasing contract

This example illustrates the fields and controls on the Create Document page for a purchasing contract. You can find definitions for the fields and controls later on this page.

Use this page to define document attributes for the purchasing contract document. If you want to access a document for another purchasing contract, click the Return to Document Search link and select the contract ID.

Select a purchasing contract document type in the Document Type field. Only document types that have been defined for use with purchasing contract sources are available in the list. This is a required field and appears when document types have set for use on the Installation Options page. When you select a document type, the Configurator ID field appears depending on how the document type is defined.

If the document type uses a specific configurator, that configurator becomes the default value. If you have been authorized to override configurator values on the User Preference page, you can change this value. If not, you cannot change the value.

If the document type uses a configurator selector wizard, click the Configurator Selector button to run the selector wizard. After you complete the wizard, the system populates the field with the appropriate configurator. If the document type is defined to automatically create a document, the system creates the document when you complete the wizard without returning to this page.

Description

Enter a description for the purchasing contract document. The Description field is required to create the document.

Use Wizard Responses from Document

Select to use responses from wizard responses contained in another document. This saves you time in responding to questions and also enables you to change answer when needed. When you select this value the Import Document button is low-lighted.

Select Document

Click to access search criteria for locating another purchasing contract document that contains responses for this wizard.

Create Document

Click to launch the document generation process. If you are using a document creation wizard with the contract, the system launches the wizard.

Import Document

Click to import a legacy purchasing contract document.

See Importing Contract and Ad Hoc Documents.

Copy Document Page

Use the Copy Document page (CS_DOC_COPY_SEC) to copy existing purchasing contract documents to create a new document.

Navigation

Supplier Contracts, Create Contracts and Documents, Contract Entry

After copying a transactional contract and indicating that you want to copy another contract's document, click the Create Document button on the Create Document page.

When you save the newly copied purchasing contract, the system prompts you to also copy the document that exists for the contract you copied. This page appears when you select Yes to copy the existing document also. The page displays the purchasing contract that you copied to create the current contract. The Contract ID field displays the contract you created and the one for which you are creating the document.

Note: You can also copy a purchasing contract document from within the Document Management component; however, you can't do it in conjunction with copying a purchasing contract.

Note: You can copy an existing purchasing contract document only when you are using the online copy option. This function is not available using Batch copy.

Click the Create Document button to launch the generation process. The fields and the behavior of this page is similar to ad hoc and purchasing contract document creation from the Document Management component.

Add a Document Page (purchasing requisition documents)

Use the Maintain Requisitions page (REQ_FORM) to add requisition documents.

Navigation

select Purchasing, then select Requisitions, then select Add/Update Requisitions. Select a requisition for which you want to create or maintain a document, and click the Add Request Document or Modify Request Document button on the Maintain Requisitions page.

Use the Create Requisitions page (PV_REQ_HDR_DEFAULT) to add requisition documents.

Navigation

select eProcurement, then select Requisitions, then select Create, then select Requisitions. Create and save a requisition, then click the Add Request Document button.

Use the Edit Requisitions page (PV_REQ_FORM) to add requisition documents.

Navigation

select eProcurement, then select Manage Requisitions. Select to edit a requisition that already has a requisition document, then click the Modify Request Document button on the Edit Requisition page.

After creating a request and saving a requisition, you can click the Add Request Document link on the Maintain Requisitions page in PeopleSoft Purchasing to add a support document for the requisition. A similar link also exists for requisitions created using PeopleSoft eProcurement requisition pages. Using the links, you can access the document authoring system where you can select a document type and launch a wizard for use with the requisition. You can apply requisition request documents to both purchase order documents and to purchasing contracts. After you finish the wizard questions, the system creates the document using your responses. You can also modify the document using requisition pages in Purchasing and eProcurement.

See Understanding Purchasing Contract Document Creation.

To maintain the document in Purchasing, click the Modify Request Document link. When requisitions are approved from eProcurement, those requisitions are also available with the requisition document on the Purchasing Maintain Requisition page. When a requisition from either eProcurement or Purchasing has been awarded as a contract by means of an RFQ or sourcing event, the system can copy the wizard responses for the requisition forward to the newly generated contract document for any matching wizard values, which serves as a starting point for the contract specialist.

Note: Within PeopleSoft Strategic Sourcing, you cannot award events that have bid factors with agreements and clauses tied to them to a purchase order document, because the system does not transfer them to the purchase order document. You can award bid factors that have agreements and clauses tied to them only to purchasing contracts.

Note: After you create a requisition within eProcurement, you can access the document for maintenance purposes using the Add a Requisition link.

When you click the Add a Requisition link from within either eProcurement or Purchasing, the Add a Document page appears along with the requisition ID and business unit.

Image: Add a Document page for purchasing requisition documents

This example illustrates the fields and controls on the Add a Document page for purchasing requisition documents. You can find definitions for the fields and controls later on this page.

Use this page to add a document for a PeopleSoft Purchasing or eProcurement requisition request. The page appears with most of the fields populated using default values from the requisition. You can override some of the values, but the Source Transaction field value is always Ad Hoc for purchase order and purchasing transactional documents.

You can also create requisition documents starting from within Supplier Contract Management for an existing requisition. The application provides a link to requisitions and business units through which you can search for requisitions.

See Add a Document Page.

Document Type

Select the type of requisition document that you want to create. This is a required field. Values available for the field are those document types that have the Use Only with PO Requisitions check box selected on the Document Type page.

Ad Hoc ID

Enter an ad hoc ID. If you setup the document type to use automatic numbering, NEXT appears in the field. When you click the Add a Document button, the system automatically assigns a number.

Add a Document

Click to either launch a wizard that guides you through a series of questions and then creates the document, or to access the Create Document page. Using the page, you can define attributes for the document, then click the Create Document button to create the requisition document.

Copy a Document

Click to copy a document.

See Copy Document Page.