5Maintaining Contracts and the Terms Library

This chapter contains the following:

Maintaining Contracts

A contract type is a contract category that you must select when creating a contract. It is a mandatory setup that determines the nature of the contract. For example, this step determines if the contract is a project contract, a purchasing contract, or simple nondisclosure or employment agreement. A contract type also specifies what kind of information you can enter and what contract lines, parties, and party contacts are permitted.

The contract type also specifies if electronic signature is required for contract acceptance and activation and if yes, then the standard email format to be used for notifying signers. In turn, the requirement for electronic signature means that you must designate contacts as signers on the contract. It also means that additional statuses and contract header actions are available.

This topic provides an overview of the super set of contract type setups for a broad range of contracts. When setting up individual contract types, only a subset of the fields listed here are visible. For example, the project billing option entries are visible only in contract types with a sell-intent, and the notifications fields appear only for contract types with a buy-intent.

Create contract types by selecting the Manage Contract Types task from the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area. You can also create contract types in the Contracts work area by selecting Contract Types in the Setup task heading. In each contract type you can:

  • Specify document numbering sequences for the category of global, ledger, legal entity or business unit level to enable automatic contract numbering on contracts.

  • Specify if the contract includes lines and what can be entered into them.

  • Specify if external item masters can be referenced.

  • Make it mandatory to manually capture customer acceptance after internal contract approval.

  • If electronic acceptance is required, enable the contract for electronic signature integration.

  • Specify what primary and secondary parties can be entered during contract creation.

  • Specify if one or more contacts on the contract must be designated as signers for electronic signature acceptance.

  • Specify the layout templates that will be used for printing the contract and the contract terms.

  • Specify if and when the contract owner is to be notified before the contract expires.

  • Specify the billing options for project contracts.

  • Enable the capture of contract risks.

  • Enable the ability to relate a contract to other contracts.

  • Permit the authoring of contract terms using the Contract Terms Library.

Common Contract Type Entries

The following table describes the common contract type entries:

Field or Option Description

Class

Indicates the category of the contract you are authoring. The class assigned to a contract type controls whether contract lines are allowed, and what types, on a contract.

  • Enterprise Contract: Used for authoring both buy and sell contracts where you are buying or selling items and services now. Examples of contracts of this class include contract purchase agreements, project contracts, and repository contracts.

  • Agreement: Used for authoring a sell intent contract to create a sales agreement.

  • Purchase Agreement: Used for negotiating a future purchase of goods and services.

  • Partner Agreement: Used exclusively for Oracle Fusion Partner Management.

You cannot change the class after the contract type is created.

Set

Determines the data security for contracts of this type.

Name

The name of the contract type that you select when authoring contracts.

Description

Description that you can see when managing contract types.

Allow lines

Selecting this option makes it possible for you to specify what line types can be added to the contract. You cannot change the setting after the contract type is created.

Line Class

This applies only to the Enterprise Contract class and can be set to: Project, Service, Warranty. It controls the line types you can assign to a contract type. Each type of contract determines the line type that is associated with it. For example, you can only associate subscription and coverage line types to a contract type with the Line Class set to "Service", and warranty line type to a contract type with the Line Class set to "Warranty"..

Use external item master

Selecting this option lets you reference items from an external item source master.

Note: This option is available only for sell intent contracts if you selected the available Allow lines option.

Pricing Integration

Controls how sales agreements are priced and can be selected for contract types assigned to the class "Agreement".

Note: You can set the pricing integration to Oracle Fusion Pricing.

Allow pricing during billing

Allows pricing of subscription services during contract billing rather than contract authoring. This attribute can be set when the class is Enterprise Contracts and the Line Class is Service.

Enable Automatic Numbering

Enables automatic numbering of contract lines during contract authoring.

Requires Signature

Determines if customer signature is required for contract acceptance before this type of contract can become active. After approval, the contract is set to the Pending Signature status and requires you or the signer to enter the date of customer approval to make the contract active.

Enable Electronic Signature

Determines if designated signers must sign the contract before the contract becomes active. In this case, after approval the contract moves to the Pending Signature status and when the contract is sent for signature, the contract moves to the Sent for Signature status.

Contract Numbering Method, Contract Numbering Level, and Contract Sequence Category

Specifies if you must enter the contract number manually or if it is generated automatically based on the numbering level and the document sequence category that you specify.

Intent

Contracts can have either a sell intent (project contracts and partner agreements) or buy intent (purchase contracts).

You cannot change the intent after the contract type is created.

Buyer Role

The party role of the recipient of the goods and services in the contract. For a sales or a project contract, this is the role you set up for the customer. For a purchasing contract, it is the role you set up for the business units in your organization. You cannot edit the entry in this field after contract type creation. For sell-side contracts, the source of party role can be Customer, Internal Party or All Eligible Customers.

Seller Role

The party role of the party delivering the goods and services covered by the contract. For a sales or a project contract, this is the role you set up for one of the internal business units. For a purchasing contract, it is the role you set up for the supplier. You cannot edit this field after contract type creation.

Contract Owner Role

The contact role assigned to the owner of the contract. Contract ownership is automatically assigned to the employee who creates the contract. The owner is automatically assigned the role you specify here.

Buyer Contact Role

The role you specify in this field specifies the role of the buyer that will be copied from the contract header to the contract fulfillment lines created for contract lines. This option is available for purchase contracts only:

Requester Contact Role

In purchase contracts only: The role of employee who will be used as the creator of a requisition in Oracle Fusion Purchasing.

Contract Layout Template

The Oracle BI Publisher template that is used to print the entire contract. This option is not available if you enabled Use external item master.

Terms Layout Template

The Oracle BI Publisher template used to print the contract terms. This option is not available if you enabled Use external item master.

Notify Before Expiration, Days to Expiration, and Contact Role to be Notified

Selecting this option sends a notification before contract expiration to the individual with the role specified in the Contact Role to Be Notified the number of days specified the Days to Expiration field.

Note:
  • These options are not available if you enabled Use external item master.

  • For the notifications to appear, the process "Send Contract Expiration Notifications" must be running.

Line Types

You can enter the line types permitted by the class you selected for the contract type and only if you selected the Allow Lines option during the contract type creation.

The following table describes the possible line types.

Line Type Description Line Type Source

Free-form

Enables entry of items not tracked in inventory for purchasing. You can create master agreements in the purchasing application from lines of this type.

Free-form, buy agreement

Free-form

Enables entry of items not tracked in inventory for purchasing. You can create purchase orders in the purchasing application from lines of this type.

Free-form, buy

Item

Enables entry of inventory items for purchasing. You can create master agreements in the purchasing application from lines of this type.

Item, buy agreement

Item

Enables entry of inventory items for purchasing. You can create purchase orders in the purchasing application from lines of this type.

Item, buy

Free-form, project

Enables entry of items not tracked in inventory and displays project-related tabs and fields in a contract. You can associate and bill the line to a project in Oracle Fusion Projects.

Free-form, project-based, sell

Item, project

Enables entry of inventory items and displays project-related tabs and fields in a contract. You can associate and bill the line to a project in Oracle Fusion Projects.

Item, project-based, sell

Subscription

Enables the sale of subscription items that are tracked in inventory. These are the sale of recurrent items or services over a period of time.

Subscription, sell

Coverage

Enables the coverage of covered assets within a line in a service contract.

Coverage, sell

Warranty

Enables entry of items tracked in the inventory. It includes the sale of included and extended services in the contract.

Warranty

Product

Enables entry of a line representing the negotiated terms for future sale of an item.

Product, sell agreement, standalone

Product

Enables entry of a line representing the negotiated terms for future sale of an item.

Product, sell agreement, integrated

Group

Enables entry of a line representing the negotiated terms for future sale of a product group.

Group, sell agreement

If you enable Use external item master when creating a contract type, you can create only the line types, as listed in the following table.

Line Type Description Line Type Source

Bundle

This line type applies to sell contracts and describes the sale of bundled items tracked in inventory. Bundles can include other bundles or items.

Bundle, sell

Additional Party Roles

You can add party roles that can be added to a contract in addition to the primary parties specified in the Buyer Role and Seller Role fields. You can add multiple additional parties with the same role to the contract.

Project Billing Options

For contract types created for projects (sales-intent contract types of class Enterprise Contract and at least one project line type), you can set the project billing options, as described in the following table.

Option Description

Intercompany

Enables project billing between internal organizations.

Interproject

Enables billing to other projects.

Enable Billing Controls and Billing Limit Type

Enables billing controls for each contract line, making it possible for you to specify a hard limit or a soft limit as the Billing Limit Type. A soft limit warns you if the billing limit is reached. A hard limit prevents you from billing above the limit.

Enabling Contract Fulfillment Notifications for Purchase Contracts

For purchase contracts, you can use the Notifications tab to specify what contract fulfillment notifications will be sent to what contact role. Available notifications are slightly different for each type of contract:

Note: For the notifications to appear, the process "Send Contract Fulfillment Notifications" must be running.

For contracts with purchase order fulfillment lines, you can notify contacts with a specific role:

  • A specified number of days before or after the fulfillment due date

  • When a purchase order is created from a fulfillment line

  • When a purchase order cannot be created from a fulfillment line

  • When a fulfillment line is placed on hold

  • When purchasing activity is complete on a fulfillment

For contracts with blanket purchase agreement fulfillment lines or contract purchase agreement fulfillment lines, you can notify:

  • When an agreement is created from a fulfillment line

  • When an agreement cannot be created from a fulfillment line

  • When purchasing activity is complete on a fulfillment

  • When an agreement is placed on hold

  • A specified number of days before or after the agreement end date

Enabling Contract Terms Authoring and Other Advanced Options

If you do not enable Use external item master, you can enable contract terms authoring and other advanced contract terms authoring options on the Advanced Authoring Options tab.

Note: If you enable Use external item master, the Advanced Authoring Options tab is not available but Related Contracts option is automatically enabled.

The advanced authoring options are described in the following table.

Option Description

Enable Terms Authoring

Displays the Contract Terms tab in contracts and enables contract terms authoring using contract terms templates from the Contract Terms Library. You must set up the content of the library from the Terms Library work area before you can take advantage of this feature.

Note: When this option is disabled, you can attach contract terms along with other supporting documents.

Enable Risk Management

Enables the entry of contract risks.

You must set up contract risks selecting the Manage Contracts Risks task in Oracle Fusion Functional Setup Manager.

Enable Related Contracts

Makes it possible for you to relate contracts to each other.

Enabling Customer E-Signature

For a contract created from a contract type enabled for electronic signature, the contract must be signed by all designated signers on the contract before the contract can become active. Before enabling a contract type for electronic signature, you must have used the Manage Electronic Signature setup task to set up contract user accounts with the electronic signature solution provider.

You can then select the predefined terms layout template appended with signature tags as the default template for the contract type and enable the contract for signature. In the e-Signature tab, you can further enable the contract type for electronic signature and optionally create the standard email to be used when sending the contract document to signers and recipients during the integrated electronic signature process.

On the contract that you create from a contract type enabled for electronic signature, you must designate one or more contacts on the contract as signers. Only the user with edit privileges on the contract can manage the signature process. This includes sending the contract for signature, editing the contract and sending it out again, withdrawing the contract from the signature process, and canceling the contract sent for signature.

Note: For an explanation of how to set up e-signature, see the implementation guide topic Set Up Electronic Signature.

Using the Manage Contract Line Types task, you can rename the types of lines available for selection when you create contract types. This optional implementation task is available in the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Procurement Contracts functional area.

Line Types

Line types are names you give to the contract lines.

You must associate each line type name with one of the fixed set of predefined line sources. A line source determines what item you can enter in a contract line and enables functionality of one of the integrated applications to that line. For example, project line sources expose Oracle Fusion Projects fields in contracts and make it possible for contract authors to relate lines to projects. Buy sources make it possible to create contract deliverables for the line and use those contract deliverables to create and manage purchase orders and purchase agreements in Oracle Fusion Purchasing or other integrated purchasing systems.

The application includes a set of predefined line type names for all available line sources. You may create additional names for use in different contract types. The predefined line types names are the same as the line source names they are associated with.

Line Type Sources

The application includes the following predefined line type sources, which you cannot modify or extend. If you do not enable the Use external item master option, you can create only those line type sources as described in the following table.

Line Type Source Description

Free-form, buy agreement

Enables entry of items not tracked in inventory. You can create master agreements in the purchasing application from lines of this type.

Item, buy agreement

Enables entry of inventory items. You can create master agreements in the purchasing application from lines of this type.

Free-form, buy

Enables entry of items not tracked in inventory. You can create purchase orders in the purchasing application from lines of this type.

Item, buy

Enables entry of inventory items. You can create purchase orders in the purchasing application from lines of this type.

Free-form, project-based, sell

Enables entry of items not tracked in inventory. You can associate and bill the line to a project in Oracle Fusion Projects.

Item, project-based, sell

Enables entry of inventory items. You can associate and bill the line to a project in Oracle Fusion Projects.

Group, sell agreement

Enables grouping of items with shared negotiated terms for the future sale of that product group. The sales are tracked by group in the sales catalog.

Product, sell agreement, standalone

Enables entry of inventory products. You can create sales agreements from lines of this type.

If you enable Use external item master, you can create only those line type sources as described in the following table.

Line Type Source Description

Subscription, sell

This line type applies to sell contracts and describes the sale of subscription items that are tracked in inventory.

Bundle, sell

This line type applies to sell contracts and describes the sale of bundled items tracked in inventory. Bundles can include other bundles or items.

This overview provides a brief summary of the key components of contracts and how an administrator can configure them.

You use the predefined party roles and party role sources and contact roles and contact role sources to set up contract parties and party contacts. You can also create additional roles and specify how to use them.

You also set up the contract type. The contract type determines the type of contract, and what kind of information you can enter for a contract. For example, the contract lines, parties, and party contacts you can enter, if you can add terms to a contract, and if deliverables are included.

The key tasks for initially configuring contracts include the following:

  • Configure and manage party roles.

  • Configure and manage party contact roles.

  • Configure contract type for contract lines, contract relationships, and contract printing and layout,

  • Select from predefined layout templates or configure your own templates for printing contracts and contract terms.

For more information about configuring the contracts application, see the Implementing Enterprise Contracts guide.

Contract Owner Assignment

Select the Assign Contract Owner task available in the Contracts work area to reassign the contract owner for a set of contracts that fit your search criteria. You can search for all contracts owned by an employee who left your organization and reassign them to another employee, for instance.

This topic covers:

  • The available search criteria for generating the list of contracts for reassignment

  • Previewing a list of contract for reassignment

  • Assigning the new owner

The Available Search Criteria for Generating the List of Contacts for Reassignment

The following search criteria are available for generating the list of contracts for reassignment:

  • Intent

    Select Sell for customer contracts or Buy for supplier contracts. Your selection of contract intent is restricted by your privileges.

  • Contract Type

    You can search for enterprise contracts by contract type. The list is restricted by the Intent you selected.

  • Business Unit

    Displays all the business units that are enabled for contracts. This list is restricted by the Intent you selected, but you do not have to have privileges to manage contracts in a business unit to be able to reassign contracts from that unit.

  • Status

    Contract status.

  • External Party

    You can select suppliers or customers depending on the intent.

  • Contract Owner

    You can select both current and past employees of your organization who own contracts.

Previewing a List of Contracts for Reassignment

You can preview a list of contracts that meet your search criteria by selecting View as your Action in the Assignment Details region.

Assigning the New Owner

You can reassign the ownership for the contracts that meet the search criteria by:

  1. Selecting Update as your Action in the Assignment Details region.

  2. Entering the new owner.

Assigning Contract Owners FAQ

Being designated as an owner on a contract makes it possible to search for the contract using the My Contracts option. In this way, contract ownership facilitates easier searching for a contract.

A contract must have at least one owner for it to be validated. You must select at least one internal contact as an owner before the contract can pass validation.

Note: By default, the Contracts pane shows the contracts for which you are the owner.

You can reassign contract ownership using the Assign Contract Owner option in the Contracts work area.

Resource Workload Management

Before a contract is approved, during contract authoring and negotiation, multiple organizations and resources may work on the contract and update it. For example, resource organizations could be Sales, Legal, Financial and Accounts. Defining user statuses and their transitions, and contract assignment enable transfers between various resources and resource organizations. Assignment and user transition actions are Actions menu items at the contract level.

The key aspects of contract workload management are as follows:

  • Contract assignment can be performed separately or at the time of performing a user transition from a seeded status or user status. You can view assignment history and status and user status change history on the contract history page.

  • In addition, a contract manager has a consolidated view of all contracts assigned to resources and resource organizations within his organization through the Manage Workload task.

  • On the Manage Workload page, the Summary bin and the Assignments bin enable the contract manager to review and take the following actions.

Summary Bin

The Summary bin of the Manage Workload page displays in a tree like structure

  • The total number and value of contracts assigned directly to the organization and to each individual resource of that organization.

  • The total number and value of contracts assigned directly to nested resource organizations and to each individual resource within a nested resource organization.

Note: Though a contract may be assigned to an organization or nested resource organization, until the contract is assigned to a resource, the contract is considered to be unassigned.

To know the details of contracts assigned to an individual resource, click on the total contract count column for the resource in the Summary bin. To know the details of contracts as yet unassigned, click on the total contract count column for contracts assigned to the organization in the Summary bin.

Assignments Bin

The Assignment bin of the Manage Workload page displays

  • By default all contracts assigned to nested resource organizations within the organization of the manager.

  • In addition, contracts assigned to individual resources, if you disable the Resource Organizations only option.

  • Contracts by user status for example, or by assignee if you use the search criteria to create additional searches and save these.

Based on the information available, the contract manager can decide to take any of the following actions:

  • Assign unassigned contracts to individual resources. When selecting a new assignee, add the assignee to the contract team to ensure that they have full access to the contract.

  • Remove assigned contracts from a particular resource and reassign to other resources to balance resource workload. You can assign or remove from assignment multiple contracts together by selecting them in the Assignments area.

To track the progress of contracts in review, drill down to the individual contract history page to view the user statuses used, the assignee, days in review and comments.

Workload Management FAQ

As contract manager, you must ensure that contracts assigned at an organization level are further assigned to an individual resource for faster, direct action. To quickly review and identify such contracts use the Manage Workload task.

On the Manage Workload page:

  • Review the Unassigned row for the organization of the manager in the Summary bin. The Total column indicates the number of contracts directly assigned to the organization. Drill down on the Total to review the list of contracts including contract details such as contract value and assign to individual resources.

  • Review the Unassigned row for each nested resource organization in the Summary bin. Drill down on the Total to review the list of contracts including contract details such as contract value and assign to individual resources in the nested resource organization.

  • In the Assignments bin, review the default search results. By default, all contracts that are assigned to a resource organization, but not to an individual resource are displayed.

Contract Preview and Printing

Previewing and printing clauses, reports, contracts, and contract terms uses a number of Oracle Business Intelligence (BI) Publisher layout templates which specify what information is displayed in the contract and supply the headers, footers, text style, and pagination. The layout templates are RTF files stored in the BI Presentation Catalog. The application comes with samples of all the required layout templates. You can copy the sample layout templates described here, and edit the copies to add your own boilerplate text, font styles, and logos.

You can copy and edit layout templates used for:

The sample layout templates are available in different subfolders within the Enterprise Contracts folder in the catalog. You can navigate to the folders in the catalog either from the Reports and Analytics pane or by selecting the Reports and Analytics link in the Navigator. Contact your administrator to grant you the appropriate BI duty roles if these are not available.

You can download the sample templates, copy them, and edit the copies. When you upload your edited copy to the same directory, it becomes immediately available for use within the application. For specific details of configuring BI templates, see the Reports chapter in the "Creating Analytics and Reports" manual for your cloud service.

Note: The catalog includes additional layout templates which are used internally by the application. You can edit only the layout templates listed in the following section.

Printing Enterprise Contracts

The application uses two layout templates for printing enterprise contracts, including partner agreements:

  • The contract layout template

    This layout template provides the layout for printing the contract except for the contract terms.

    There are two sample layout templates available for you to copy and edit. Both sample layout templates are available in the same directory. The following table lists the layout templates that are used for contract header information.

    Sample Layout Template Name Description Location in BI Publisher Catalog Directory

    SupplierContract

    The layout of contract information for buy-intent contracts.

    Enterprise Contracts/Contract Printing/Contract Preview

    CustomerContract

    The layout of contract information for sell-intent contracts, including partner agreements.

    Enterprise Contracts/Contract Printing/Contract Preview

    SalesAgreement

    The layout of contract information for sell-intent agreements.

    Enterprise Contracts/Contract Printing/Contract Preview

  • The contract terms layout template

    This template provides the layout of the structured terms for printing and for downloading the contract terms for editing offline in Microsoft Word.

    When printing an amended contract, the selected terms layout template determines whether only a summary of amendments is printed, or both the amendment summary and the amended contract terms and conditions are printed. Additionally, you can also control the printing of the amendment summary without adjusting the terms layout template for each contract in the Contract Terms tab.

    Note: You cannot download the amendment summary to Word.

    The following table describes the layout templates used for structured terms.

    File Name Description Location in BI Publisher Catalog Directory

    ContractTermsECM

    The layout for printing the contract terms in enterprise contracts when the contract terms are authored in the application.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Download and Preview

    ContractTermsAmendmentsOnlyECM

    The layout for only printing a summary of the amendments made to contract terms in enterprise contracts.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Preview

    ContractTermsPlusAmendmentsECM

    The layout for printing the contract terms in enterprise contracts when the contract terms are authored in the application. In addition, for a contract that is under amendment, a summary of the amendments made to contract terms is included.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Preview

You specify which templates you want to use during contract type setup. This means that you can create different layout templates for each contract type. To set up contract types, select the Manage Contract Types task from the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area or Contract Types under the Setup task heading in the Contracts work area.

  • The application uses the contract layout template, specified in the Contract Layout field of the contract type, to create a PDF of the contract. If the contract does not include any contract terms, this is the only layout template used.

  • If the contract includes structured terms, then the application uses the contract terms layout template specified in the Terms Layout Template field to create the contract terms PDF. To create the contract terms PDF, you must set the terms layout template in contract type.

  • If you made amendments to the contract terms and the terms layout template specified includes an amendment summary, then the application creates a PDF document of the amendment summary. If amendments were made and the specified terms layout template includes both the amendment summary and the amended terms of the contract, then the application creates a PDF document of both.

  • If the contract terms are attached as a file and the file retains the structured terms format, the application creates the contract terms PDF from the file. Contract terms attached as a file can retain the structured XML format if the file was downloaded from the application using the Download Contract action.

  • The application then merges the two generated PDFs (one for the basic contract and the other for contract terms) into a single PDF.

  • If the contract terms are attached in a file that is not structured, then the application prints only the contents of the file. It does not print the contract information in the application or use either layout template. If you need help in editing the layout templates, download the sample XML file provided in Enterprise Contracts/Contract Printing/ContractPrintDm.

The following figure outlines how the application uses the layout templates when you print an enterprise contract:

This figure show how enterprise contracts are printed.

Printing of Contract Terms on Purchase Orders and Sourcing Documents

For printing purchasing documents with structured terms, Oracle Procurement uses two layout templates.

  • The document layout template supplied by Oracle Procurement which is located in the Procurement folder.

  • The contract terms layout template.

    The following table lists the sample files provided.

    File Name Description Location in BI Publisher Catalog Directory

    ContractTermsProcurement

    The layout for printing the contract terms in enterprise contracts when you author contract terms in the application.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Download and Preview

    ContractTermsAmendmentsOnlyProcurement

    The layout for only printing a summary of the amendments made to contract terms in enterprise contracts.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Download and Preview

    ContractTermsPlusAmendmentsProcurement

    The layout for printing the contract terms in enterprise contracts when you author the contract terms in the application. In addition, for a contract that is under amendment, a summary of the amendments made to contract terms is included.

    Enterprise Contracts/Contract Terms Printing/Contract Terms Download and Preview

You select both of these templates while setting up business unit properties using the Configure Procurement Business Function task. This task in the Setup and Maintenance work area is part of the Procurement offering in the Procurement Foundation functional area.

If you attach the contract terms rather than authoring them in the application and the attached file is not structured, then Procurement uses a third layout template which includes a brief sentence explaining that the contract terms are contained in a separate document, as described in the following table.

File Name Description Location in BI Publisher Catalog Directory

ContractTermsNoMerge

This layout template includes the following text: The contract terms for this (doc type} are listed in a separate document which is either attached to the e-mail you received or sent separately. These contract terms should be read in conjunction with this {doc type}.

The document type name is substituted in the printed contract.

Enterprise Contracts/Contract Terms Printing/Attached Contract Preview

Caution: If you edit the ContractTermsNoMerge layout template, then you must save it under the same name in the same directory.
  1. The application uses the document layout template specified in the Document Layout field in the PO or purchase agreement to create the PDF.

  2. If the contract includes structured terms, then the application uses the contact terms layout template to generate the contract terms PDF.

  3. If the contract terms are attached as a file and the file retains the structured terms format, then the application creates the contract terms PDF from the file. Contract terms attached as a file can retain the structured XML format if the file was downloaded from the application using the Download Contract action.

  4. If the contract terms are attached as a file that is not structured, then the application creates a small PDF of the message contained in the layout template ContractTermsNoMerge.

  5. The application merges the two PDFs into a single document PDF.

The following figure outlines how the procurement application uses these layout templates for printing:

This figure shows how procurement documents are
printed.

Printing the Contract Deviations Report

The application uses the contract deviations layout template to generate a PDF report of deviations of a contract from company standards. This report can be automatically attached to the notification sent to the contract approvers during contract authoring. You can create different layout templates for each business unit. You specify which layout template you want to use in a specific business unit using either the Specify Customer Contract Management Business Function Properties or the Specify Supplier Contract Management Business Function Properties tasks. These tasks are available in the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area.

Separate sample layout files are available for buy-intent and sell-intent contracts. Both are located in the same directory. The following table describes the layout templates used for the contract deviations report.

File Name Description Location in BI Publisher Catalog Directory

SupplierContractDeviations

The layout for printing the contract deviations for all buy-intent contracts.

Enterprise Contracts/Deviations Report/Deviations Report

SupplierContractDeviations

The layout for printing the contract deviations for all sell-intent contracts.

Enterprise Contracts/Deviations Report/Deviations Report

Previewing Contract Terms Templates

Contract Terms Library administrators as well as contract authors can preview the content of a template by selecting the preview icon. For example, a contract author may want to preview a template to verify they are selecting the correct one. The preview lists all the clauses and sections the template contains and any boilerplate included in the layout template. It does not list any additional clauses inserted by Contract Expert rules.

You can create different layout templates for each contract terms template. You specify the layout template to be used for the preview on the General tab while editing the contract terms template. The following table describes the sample layout template.

File Name Description Location in BI Publisher Catalog Directory

ContractTermsTemplate

This layout template specifies the layout of the contract terms template preview.

Enterprise Contracts/Contract Terms Printing/Contract Terms Download and Preview

Previewing and Importing Clauses

The application uses the clause layout template for:

  • Formatting individual clauses for preview:

    Library administrators can use the preview icon to view preview of individual clauses on the clause search page.

  • Formatting clauses imported from outside the application. This applies only to non-Cloud installations.

You can specify which template you want to use in a specific business unit using either the Specify Customer Contract Management Business Function Properties or the Specify Supplier Contract Management Business Function Properties tasks. These tasks are available in the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area.

The following tables describes the sample layout template provided.

File Name Description Location in BI Publisher Catalog Directory

ContractTermsLibraryClause

Specifies the layout of clause text in the Contract Terms Library.

Enterprise Contracts/Contract Terms Printing/Clause Export and Preview

Layout Templates FAQs

A RTF document that contains the contract layout for printing and preview. The templates, which can include both formatting, graphics, text, and other layout elements, are stored in the Oracle BI Publisher library. You must specify layout templates when you create a contract type to enable printing and preview of contract, contract terms and conditions, and summary of amendments made to contract terms.

No, you cannot print or create a PDF of a contract if no contract layout template is specified in the contract type that was used to create the contract. If you do not specify the terms layout template, you cannot preview the contract terms as a PDF.

Maintaining the Terms Library

Overview of Terms Library

This overview provides a brief summary of the key components of the Contract Terms Library and how an administrator can configure them. The Contract Terms Library contains terms templates that you can use to insert boilerplate terms and conditions into contracts during contract authoring.

This library contains individual sections, clauses and variables. Each clause, which is usually a single paragraph, contains text that specifies a set of legal terms. Clauses make up contract sections, which are then assembled to create a terms template or a contract's terms and conditions. Variables are used within a clause to insert information into the contract terms from a sourcing document. Finally, contract expert rules are made up of questions and responses that drive clause selection, terms template selection, and business policies and standards. .