4Contracts Common Configurations

This chapter contains the following:

Customer Contract Management Business Function Properties

Contract Security Setup

The contract security model provides different levels of access to administrator and non-administrator users.

Contract security works as follows:

  • You must be designated as a resource to be able to create or edit a contract.

  • Only a resource or resource organization can be team members of a contract.

The list of business units (BU) that a user can access is based on the resource organization to which the user is mapped as a resource.

Users can be of two types: administrator and non-administrator users, whose access is as follows:

  • Administrator users can create or edit contracts in all the business units they are authorized to.

  • Non-administrator user access to the contracts is controlled by team membership as follows:

    • They can create contracts in all the business units they are authorized to.

    • They can also view and edit contracts of other business units provided they are team members in those contracts.

    • All the managers of the organization in the upward resource hierarchy of a team member can also access the contract.

    • All the users below the hierarchy are also authorized to the contract.

The following table clearly illustrates the user access scenario:

Contract Privilege Administrator User Non-administrator User

Creating a contract

Can create contracts in all the BUs that the user is authorized to, based on resource/resource organization mapping.

Can create contracts in all the BUs that the user is authorized to, based on resource/resource organization mapping.

Editing a contract

Can edit all the contracts of the BUs that the user is authorized to.

Can edit all the contracts in which the user is a team member.

Note:
  • Though a user is authorized to a BU, the user may not be authorized to all contracts in that BU.

  • You can access a contract even if you are not authorized to its BU provided you are a team member in the contract.

Using the Specify Customer Contract Management Business Function Properties task, available by navigating to Setup and Maintenance work area and searching on the task name, you can specify a wide variety of business function settings for customer contracts in a specific business unit. The selections you make for these business functions impact how Oracle Enterprise Contracts behaves during contract authoring.

Using the Specify Customer Contract Management Business Function Properties task, manage these business function properties:

  • Enable related accounts

  • Set currency conversion details

    Note: You must select a default currency in the customer or supplier business function properties page, if not populated automatically from the ledger assigned to the business unit in the assign business function setup task.
  • Manage project billing options

  • Set up clause numbering

  • Set up the Contract Terms Library

    The setup options available for the Contract Terms Library are applicable to both customer and supplier contracts, and are described in the business unit setup topic for the Contract Terms Library. That topic is available as a related link to this topic.

Enabling Related Customer Accounts

Contract authors can specify bill-to, ship-to, and other accounts for the parties in a contract. Enable the related customer accounts option if you want accounts previously specified as related to the contract party to be available for selection.

Managing Currency Conversion Options

If your organization plans to transact project-related business in multiple currencies, then select the multicurrency option. This allows a contract author to override a contract's currency, which is derived from the ledger currency of the business unit. It also enables the contract author to specify currency conversion attributes to use when converting from the bill transaction currency to the contract currency and from the invoice currency to the ledger currency.

In the Bill Transaction Currency to Contract Currency region, enter currency conversion details that will normally be used, by all contracts owned by this business unit, to convert transaction amounts in the bill transaction currency to the contract currency. Newly created contracts contain the default currency conversion values, but you can override the values on any contract, if needed.

In the Invoice Currency to Ledger Currency region:

  • Enter invoice transaction conversion details if the invoice and ledger currencies can be different.

  • Enter revenue transaction conversion details if the revenue and ledger currencies can be different for as-incurred and rate-based revenue.

Managing Project Billing Options

The options available for selection in the Project Billing region control the behavior of project invoicing and revenue recognition for contracts with project-based work. Project billing can act differently for external contracts (customer billing) or intercompany and interproject contracts (internal billing).

Set these options, which apply to all contracts:

  • Select the Transfer Revenue to General Ledger option if you want to create revenue accounting events and entries, and transfer revenue journals to the general ledger. If this option is not selected, then revenue can still be generated, but will not be transferred to the general ledger.

  • Indicate if a reason is required for credit memos that are applied to invoices.

There are two sets of the following options, one for customer billing and a second for internal billing:

  • Select an invoice numbering method, either Manual or Automatic. The invoice numbering method is the method that Oracle Fusion Receivables uses to number its invoices, upon release of draft invoices from Project Billing.

    • If the invoice numbering method is Manual, then select an invoice number type, which sets the type of Receivables invoice numbers that are allowed. Valid values are Alphanumeric and Numeric.

    • If the invoice numbering method is Automatic, then enter the next invoice number to use when generating Receivables invoice numbers.

  • Select the Receivables batch source to use when transferring invoices to Receivables.

Set this option only for customer billing:

  • Indicate if you want contract authors to manually enter the Receivables transaction type on the customer contracts they create.

Managing Clause Numbering

You can choose to number clauses manually or automatically.

If you choose the automatic numbering method, you must select a determinant level for the numbering. You must then select the appropriate clause sequence category from document sequences that you set up for this numbering level.

You can specify a wide variety of Contract Terms Library settings for either customer or supplier contracts within each business unit, by 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.

For the Contract Terms Library in each business unit, you can:

  • Enable clause and template adoption.

  • Set the clause numbering method.

  • Set the clause numbering level for automatic clause numbering of contracts.

  • For a contract with no assigned ledger or legal entity, set the document sequence to Global or Business Unit level.

  • Enable the Contract Expert enabling feature.

  • Specify the layout for printed clauses and contract deviation reports.

Enabling Clause Adoption

If you plan to use clause adoption in your implementation, then set up the following:

  1. Specify a global business unit

    You must designate one of the business units in your organization as the global business unit by selecting the Global Business Unit option. This makes it possible for the other local business units to adopt and use approved content from that global business unit. If the Global Business Unit option is not available for the business unit you are setting up, this means that you already designated another business unit as global.

  2. Enable automatic adoption

    If you are implementing the adoption feature, then you can have all the global clauses in the global business unit automatically approved and available for use in the local business by selecting the Autoadopt Global Clauses option. If you do not select this option, the employee designated as the Contract Terms Library Administrator must approve all global clauses before they can be adopted and used in the local business unit. This option is available only for local business units.

  3. Specify the administrator who approves clauses available for adoption

    You must designate an employee as the Contract Terms Library administrator if you are using adoption. If you do not enable automatic adoption, then the administrator must adopt individual clauses or localize them for use in the local business unit. The administrator can also copy over any contract terms templates created in the global business unit. The clauses and contract terms templates available for adoption are listed in the administrator's Terms Library work area.

  4. Adopt global clauses for new business unit

    If you are creating a new local business unit and have to adopt existing global clauses, run the Adopt Global Clauses for a New Business Unit process. Refer to the Enterprise Scheduler processes topic for more information.

Setting Clause Numbering Options

You can set up automatic clause numbering for the clauses in the business unit by selecting Automatic in the Clause Numbering field and setting the clause numbering level. Then select the appropriate clause sequence category for the specified numbering level. You must have previously set up document sequences for the document sequence categories of global, ledger, and business unit. If clause numbering is manual, contract terms library administrators must enter unique clause numbers each time they create a clause.

You can choose to display the clause number in front of the clause title in contracts by selecting the Display Clause Number in Clause Title option.

Set Up Consistent Clause Numbering

When you skip numbering and suppress the title for a clause or section, the numbering format may look different when you download the contract. The difference in numbering format occurs as your downloaded contract follows the Microsoft Word numbering format. To enable Microsoft Word numbering format for your contract in the Enterprise Contracts UI, you must set the Consistent Microsoft Word Numbering for Contract Terms Enabled profile option as Yes.

If this profile option is set as No, you may see inconsistent numbering when you download the contract as the Microsoft Word document.

Here are the steps to enable the profile option:

  1. In the Setup and Maintenance work area, go to the Manage Administrator Profile Values task.

  2. On the Manage Administrator Profile Values page, search for and select the Consistent Microsoft Numbering for Contract Terms Enabled profile option.

  3. Set the profile option to Yes.

  4. Click Save and Close.

Enable Contract Expert

You must select the Enable Contract Expert option to be able to use the Contract Expert feature in a business unit. This setting takes precedence over enabling Contract Expert for individual contract terms templates.

Specify Printed Clause and Deviations Report Layouts

For each business unit, you can specify the Oracle BI Publisher RTF file that serves as the layout for:

  • The printed contract terms

    Enter the RTF file you want used for formatting the printed clauses in the Clause Layout Template field.

  • The contract deviations report

    The RTF file you select as the Deviations Layout Template determines the appearance of the contract deviations report PDF. This PDF is attached to the approval notification sent to contract approvers.

Supplier Contract Management Business Function Properties

You can specify a variety of business function settings for supplier contracts in a specific business unit using the Specify Supplier Contract Management Business Function Properties task, available by selecting Setup and Maintenance from the Navigator and searching on the task name.

The selections you make for these business functions impact how the Contract Terms Library behaves during supplier contract authoring.

Note: The customer must select a default currency in the customer or supplier business function properties page, if not automatically populated from the ledger assigned to the business unit in the assign business function setup task.

Manage Contract Terms Library Setup Options

The setup options available for the Contract Terms Library are applicable to both customer and supplier contracts, and are described in the business unit setup topic for the Contract Terms Library. That topic is available as a related link to this topic.

Set Up Supplier Ship-to Organization, Ship-to Location and Bill-to Location

To set up ship-to organization, create an Inventory Organization by using these steps:

  1. Navigate to Setup and Maintenance.

  2. Click Search in the Tasks side panel and type Manage Inventory Organizations. Then, select it from the options listed.

  3. Click Create in the results table.

  4. Enter Name and Organization, and select Management Business Unit and Legal Entity information from the Drop Down list. Then, click Next.

  5. In the General tab, select Schedule and Item Master Organization information. Click Save and Close.

To set up a ship-to and bill-to location, create an Inventory Organization Location by using the following steps:

  1. Search for Manage Inventory Organization Locations in the Tasks side panel.

  2. Click Manage Inventory Organization Locations on the Search page.

  3. Click Create in the results table.

  4. Enter mandatory fields and select Inventory Organization in the drop-down list.

  5. Click Submit.

Contract Terms Library Business Unit Setup

You can specify a wide variety of Contract Terms Library settings for either customer or supplier contracts within each business unit, by 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.

For the Contract Terms Library in each business unit, you can:

  • Enable clause and template adoption.

  • Set the clause numbering method.

  • Set the clause numbering level for automatic clause numbering of contracts.

  • For a contract with no assigned ledger or legal entity, set the document sequence to Global or Business Unit level.

  • Enable the Contract Expert enabling feature.

  • Specify the layout for printed clauses and contract deviation reports.

Enable Clause Adoption

If you plan to use clause adoption in your implementation, then set up the following:

  1. Specify a global business unit

    You must designate one of the business units in your organization as the global business unit by selecting the Global Business Unit option. This makes it possible for the other local business units to adopt and use approved content from that global business unit. If the Global Business Unit option is not available for the business unit you are setting up, this means that you already designated another business unit as global.

  2. Enable automatic adoption

    If you are implementing the adoption feature, then you can have all the global clauses in the global business unit automatically approved and available for use in the local business by selecting the Autoadopt Global Clauses option. If you do not select this option, the employee designated as the Contract Terms Library Administrator must approve all global clauses before they can be adopted and used in the local business unit. This option is available only for local business units.

  3. Specify the administrator who approves clauses available for adoption

    You must designate an employee as the Contract Terms Library administrator if you are using adoption. If you do not enable automatic adoption, then the administrator must adopt individual clauses or localize them for use in the local business unit. The administrator can also copy over any contract terms templates created in the global business unit. The clauses and contract terms templates available for adoption are listed in the administrator's Terms Library work area.

  4. Adopt global clauses for new business unit

    If you are creating a new local business unit and have to adopt existing global clauses, run the Adopt Global Clauses for a New Business Unit process. Refer to the Enterprise Scheduler processes topic for more information.

Set Clause Numbering Options

You can set up automatic clause numbering for the clauses in the business unit by selecting Automatic in the Clause Numbering field and setting the clause numbering level. Then select the appropriate clause sequence category for the specified numbering level. You must have previously set up document sequences for the document sequence categories of global, ledger, and business unit. If clause numbering is manual, contract terms library administrators must enter unique clause numbers each time they create a clause.

You can choose to display the clause number in front of the clause title in contracts by selecting the Display Clause Number in Clause Title option.

Set Up Consistent Clause Numbering

When you skip numbering and suppress the title for a clause or section, the numbering format may look different when you download the contract. The difference in numbering format occurs as your downloaded contract follows the Microsoft Word numbering format. To enable Microsoft Word numbering format for your contract in the Enterprise Contracts UI, you must set the Consistent Microsoft Word Numbering for Contract Terms Enabled profile option as Yes.

If this profile option is set as No, you may see inconsistent numbering when you download the contract as the Microsoft Word document.

Here are the steps to enable the profile option:

  1. In the Setup and Maintenance work area, go to the Manage Administrator Profile Values task.

  2. On the Manage Administrator Profile Values page, search for and select the Consistent Microsoft Numbering for Contract Terms Enabled profile option.

  3. Set the profile option to Yes.

  4. Click Save and Close.

Enable Contract Expert

You must select the Enable Contract Expert option to be able to use the Contract Expert feature in a business unit. This setting takes precedence over enabling Contract Expert for individual contract terms templates.

Specify Printed Clause and Deviations Report Layouts

For each business unit, you can specify the Oracle BI Publisher RTF file that serves as the layout for:

  • The printed contract terms

    Enter the RTF file you want used for formatting the printed clauses in the Clause Layout Template field.

  • The contract deviations report

    The RTF file you select as the Deviations Layout Template determines the appearance of the contract deviations report PDF. This PDF is attached to the approval notification sent to contract approvers.

Contract Descriptive Flexfields

Use descriptive flexfields to add attributes to business object entities, and define validation for them.

All the business object entities that you can use in the application are enabled for descriptive flexfields. However, configuring descriptive flexfields is an optional task.

Context

A descriptive flexfield can have only one context segment to provide context sensitivity. The same underlying database column can be used by different segments in different contexts.

For example, you can define a Dimensions context that uses the following attributes:

  • ATTRIBUTE1 column for height

  • ATTRIBUTE2 column for width

  • ATTRIBUTE3 column for depth

You can also define a Measurements context that uses the same columns for other attributes:

  • ATTRIBUTE1 column for weight

  • ATTRIBUTE2 column for volume

  • ATTRIBUTE3 column for density

Segments and Contexts

The following table lists the different types of descriptive flexfield segments.

Segment Type Run Time Appearance

Global segment

Always available

Context segment

Determines which context-sensitive segments are displayed

Context-sensitive segment

Displayed depending on the value of the context segment

The following figure displays a descriptive flexfield having one context segment called Category for which there are three values: Resistor, Battery, and Capacitor. Additionally, the descriptive flexfield comprises two global segments that appear in each context, and three context-sensitive segments that only appear in the specific context.

The figure contains an example of how context segment
serves as a category for the attributes, whether resistor, battery,
or capacitor. Global segments are always available. However, context-sensitive
segments are available depending on the context.

Application development determines the number of segments available for configuring. During implementation, configure the flexfield by determining the following:

  • Attributes to add using the available segments

  • Context values

  • The combination of attributes in each context

Value Sets

For each global and context-sensitive segment, you configure the values permitted for the segment. Based on it, the values that end users enter are validated, including interdependent validation among the segments.

Protected Descriptive Flexfield Data

Application developers may mark some data configurations in a descriptive flexfield as protected, indicating that you can't edit them.

Once you have identified a flexfield to configure, plan the configuration in advance. Compile a list of the UI pages and other artifacts in your deployment that are affected by the configuration. Verify that you are provisioned with the roles needed to view and configure the flexfield. View the flexfield using the Highlight Flexfields command in the Administration menu while viewing the run time page where the flexfield appears. Plan how you will deploy the flexfield for test and production users. Review the tools and tasks available for managing flexfields for adding and editing flexfield segments.

Planning a descriptive flexfield can involve the following tasks:

  1. Identify existing parameters.

  2. Identify existing context values and whether the context value is derived.

  3. Identify user-defined attributes and plan the descriptive flexfield segments, segment properties, and structure.

  4. Plan validation rules.

  5. Plan initial values.

  6. Plan attribute mapping to Oracle Business Intelligence objects.

Identify Existing Descriptive Flexfield Parameters

Some descriptive flexfields provide parameters that can be used to specify the initial value of a descriptive flexfield segment. The parameter is external reference data, such as a column value or a session variable. For example, if a flexfield has a user email parameter, you can configure the initial value for a customer email attribute to be derived from that parameter.

Review the list of available parameters in the Derivation Value field in the Create Segment page for a descriptive flexfield. If you decide to use one of the parameters to set an initial value, select that parameter from the Derivation Value drop-down list when you add the descriptive flexfield segment.

Evaluate Whether the Context Value Is Derived

The context value for a descriptive flexfield might have been preconfigured to be derived from an external reference. For example, if the context is Marriage Status, then the value might be derived from an attribute in the employee business object. When the context value is derived, you might need to take the derived values and their source into consideration in your plan.

To determine whether the context value is derived, access the Edit Descriptive Flexfield task to view the list of configured context values for the flexfield. The Derivation Value field in the Context Segment region displays a list of available parameters. If context values have been preconfigured, see Oracle Applications Cloud Help for product-specific information about the use of those values.

Plan the Segments, Segment Properties, and Structure

Identify the user-defined attributes you need for a business object to determine the segments of the descriptive flexfield. Determine the segment properties such as the prompt, display type, or initial value.

The structure of the descriptive flexfield is determined by its global, context, and context-sensitive segments. Plan a global segment that captures an attribute for every instance of the business object. Plan a context for segments that depend on a condition of situation applying to a particular instance of the business object. Plan context-sensitive segments to capture attributes that are relevant in the context.

There is only one context segment available for descriptive flexfields. If you have more than one group of user-defined attributes where you could use the context segment, you will have to pick one group over the others, based on your company's needs and priorities, and add the other user-defined attributes as global segments.

Plan Validation Rules

Define each segment's validation rules and check if value sets exist for those rules or you must create new ones. If you must create a value set, you can create it either before configuring the flexfield or while creating or editing a segment.

When determining a segment's validation rules, consider the following questions:

  • What is the data type - character, date, date and time, or number?

  • Does the segment require any validation beyond data type and maximum length?

  • Should a character type value be restricted to digits, or are alphabetic characters allowed?

  • Should alphabetic characters automatically be changed to uppercase?

  • Should numeric values be zero-filled?

  • How many digits can follow the radix separator of a numeric value? In base ten numeric systems, the radix separator is decimal point.

  • Does the value need to fall within a range?

  • Should the value be selected from a list of valid values? If so, consider the following questions:

    • Can you use an existing application table from which to obtain the list of valid values, or do you need to create a list?

    • If you are using an existing table, do you need to limit the list of values using a WHERE clause?

    • Does the list of valid values depend on the value in another flexfield segment?

    • Is the list of valid values a subset of another flexfield segment's list of values?

Plan Initial Values

For every segment, list the constant value or SQL statement, if any, to use for the initial value of the user-defined attribute.

Plan How Segments Map to Oracle Business Intelligence Objects

You can extend descriptive flexfields into Oracle Transactional Business Intelligence (OTBI) for ad hoc reporting purposes. Determine the descriptive flexfield segments to be made available for reporting, and select the BI Enabled check box accordingly on the Manage Descriptive Flexfields page. You must run a process to extend the BI enabled segments into OTBI. For more information about extending the BI enabled segments into OTBI, see the Flexfields chapter in the Oracle Applications Cloud Creating and Administering Analytics and Reports guide.

Depending on the reporting needs, you may map similar context-sensitive attributes from different contexts to the same attribute in OTBI. For example, there may be a segment tracking the Product Color attribute in different contexts of a context sensitive descriptive flexfield. You can use segment labels to map these context-sensitive attributes together by defining a segment label and updating the BI Label list accordingly.

Configuring descriptive flexfields involves managing the available flexfields registered with your Oracle Applications Cloud database and configuring their flexfield-level properties, defining and managing descriptive flexfield contexts, and configuring global and context-sensitive segments.

Every descriptive flexfield is registered to include a context segment, which you may choose to use or not.

In general, configuring descriptive flexfields involves:

  1. Creating segment labels for business intelligence enabled flexfields.

  2. Configuring global segments by providing identity information, the initial default value, and the display properties.

  3. Configuring the context segment by specifying the prompt, whether the context segment should be displayed, and whether a value is required.

  4. Configuring contexts by specifying a context code, description, and name for each context value, and adding its context-sensitive segments, each of which is configured to include identifying information, the column assignment, the initial default value, and the display properties.

The following aspects are important in understanding descriptive flexfield management:

  • Segments

  • Adding segments to highlighted descriptive flexfields

  • Usages

  • Parameters

  • Delimiters

  • Initial Values

  • Business Intelligence

Segments

You can assign sequence order numbers to global segments and to context-sensitive segments in each context. Segment display is always in a fixed order. You can't enter a number for a segment if that number is already in use for a different segment.

Value sets are optional for context segments and follow specific guidelines:

  • The value set that you specify for a context segment consists of a set of context codes.

  • Each context code corresponds to a context that's appropriate for the descriptive flexfield.

  • The value set must be independent or table-validated.

  • If table-validated, the WHERE clause must not use the VALUESET.value_set_code or SEGMENT.segment_code bind variables.

  • The value set must be of data type Character with the maximum length of values being stored no larger than the context's column length.

  • If you don't specify a value set for a context segment, the valid values for that context segment are derived from the context codes. The definition of each context segment specifies the set of context-sensitive segments that can be presented when that context code is selected by the end user.

  • For reasons of data integrity, you can't delete an existing context. Instead, you can disable the associated context value in its own value set by setting its end date to a date in the past.

  • You can configure the individual global segments and context-sensitive segments in a descriptive flexfield. These segment types are differentiated by their usage, but they're configured on application pages that use most of the same properties.

Adding Segments to Highlighted Descriptive Flexfields

When you highlight flexfields on a run time page and use an Add Segment icon button to create a segment, the segment code, name, description, table column, and sequence number are set automatically. If you use an Add Segment icon button to configure descriptive flexfield segments, you can't use an existing value set. Value sets are created automatically when you add the segments. You can enter the valid values, their descriptions, and the default value or specify the formatting constraints for the value set, such as minimum and maximum values.

Depending on display type, the value set you create using the Add Segment icon button is either an independent value set or a format-only value set. The following table shows which type of value set is created depending on the segment display component you select.

Display Component Value Set Created Using Add Segment

Check Box

Independent

Drop-down List

Independent

List of Values

Independent

Radio Button Group

Independent

Text Field With Search

Independent

Text box

Format Only

Text area

Format Only

Date/Time

Format Only

Tip: After you add a context value, refresh the page to see the new value.

Usages

Descriptive flexfield usages allow for the same definition to be applied to multiple entities or application tables, such as a USER table and a USER_HISTORY table. Descriptive flexfield tables define the placeholder entity where the flexfield segment values are stored once you have configured the descriptive flexfield. When you configure a flexfield, the configuration applies to all its usages.

Parameters

Some descriptive flexfields provide parameters, which are attributes of the same or related entity objects. Parameters are public arguments to a descriptive flexfield. Parameters provide outside values in descriptive flexfield validation. You use parameters to set the initial value or derivation value of an attribute from external reference data, such as a column value or a session variable, rather than from user input. Parameters can be referenced by the logic that derives the default segment value, and by table-validated value set WHERE clauses.

Delimiters

A segment delimiter or separator visually separates segment values when the flexfield is displayed as a string of concatenated segments.

Initial Values

The SQL statement defining an initial value must be a valid statement that returns only one row and a value of the correct type.

You can use two types of SQL statements:

  • SQL statement with no binding. For example, select MIN(SALARY) from EMPLOYEES.

  • SQL statement with bind variables. You can use these bind variables in the WHERE clause of the SQL statement.

    • :{SEGMENT.<segment_code>}: Identifies a segment in the same context.

    • :{PARAMETER.<parameter_code>}: Identifies a parameter.

    • :{CONTEXT.<context_code>;SEGMENT.<segment_code>}: Identifies a segment in a different context. The context must be in the same category or in an ancestor category, and it can't be a multiple-row context.

    • :{VALUESET.<value_set_code>}: Identifies the closest prior segment in the same context that's assigned to the specified value set.

    • :{FLEXFIELD.<internal_code>}: Identifies a flexfield.

Business Intelligence

Selecting a global, context, or context-sensitive segment's BI Enabled check box specifies that the segment is available for use in Oracle Business Intelligence.

When the flexfield is imported into Oracle Business Intelligence, the label you selected from the BI Label drop-down list equalizes the segment with segments in other contexts, and maps the segment to the logical object represented by the label.

Descriptive Flexfields for Oracle Contracts

You can use descriptive flexfields to add user-specific attributes for contract contacts, contract headers, contract lines, and contract parties. You can also define validation and display properties using descriptive flexfields for those attributes.

Defining Descriptive Flexfield Segments

Use the Manage Descriptive Flexfields task in the Set up and Maintenance work area to define a segment for a descriptive flexfield for contracts. You can add more information related to contacts, headers, lines, and parties.

Oracle Contracts includes the following four descriptive flexfields.

Name Code Description

Contract Contacts

ContractPartyContactFlexfield

Fields for contact information that appear on the Parties page.

Contract Headers

ContractHeaderFlexfield

Fields for contract information that appear on the Contracts page.

Contract Line

OKC_LINES_DESC_FLEX

Fields for line information that appear on the Lines page.

Contract Parties

ContractPartyFlexfield

Fields for party information that appear on the Parties page.

Activating Descriptive Flexfields

To activate a descriptive flexfield, you must also define lookup codes and value sets along with the descriptive flexfield segment. For more information on using flexfields for user-specific attributes, see the Oracle Fusion Applications Extensibility Guide.

Example of Setting Up an Automated Contract Header Descriptive Flexfield

This example demonstrates how you create user-defined criteria based on contextual data from the contract type and associate the user-defined criteria with contract headers.

Scenario: Your company wants to be able to perform analysis on contracts created for various portions of your commercial and government customers.

Summary of Tasks

To create contextual user-defined criteria for contract headers, you first perform these tasks in the Setup and Maintenance work area.

  1. Create the contract header value set.

  2. Create the context segments on the descriptive flexfield.

  3. Deploy the modified descriptive flexfield.

Next, you perform these tasks in the Contracts work area.

  1. Create contract types associated with the descriptive flexfields.

  2. Create a contract and associate the new user-defined criteria.

Create Contract Header Value Set

Use the Setup and Maintenance work area to complete this task with the default values for fields unless the steps specify other values.

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Enterprise Contracts

    • Functional Area: Terms and Clauses Library

    • Task: Manage Contracts Value Sets

  2. On the Manage Contract Terms Value Sets page, click the Create icon in the Search Results section.

  3. Complete the initial fields, as shown in the following table.

    Field Value

    Value Set Code

    OKC_CH_TYPE_DFF

    Description

    Contract Type Code DFF

    Module

    Enterprise Contracts

    Validation Type

    Table

    Value Data Type

    Character

  4. Complete the Definition fields, which appear after you select the validation type, as shown in the following table.

    Field Value

    FROM Clause

    OKC_CONTRACT_TYPES_VL

    Value Column Name

    NAME

    ID Column Name

    CHR_TYPE

  5. Click Save and Close to return to the Manage Value Sets page.

  6. Click Cancel to return to the Overview page.

Create Context Segments

The Setup and Maintenance work area is used to complete this task. We will accept the default values for fields unless the following steps specify other values.

  1. In the Setup and Maintenance work are, go to the following:

    • Offering: Enterprise Contracts

    • Functional Area: Enterprise Contracts Base

    • Task: Manage Contract Descriptive Flexfields

  2. On the Manage Contract Descriptive Flexfields page, in the Search section Name field, enter "Contract Headers" to search and find the Contract Headers descriptive flexfield.

  3. In the Search Results section, select the Contract Headers row and click the Edit icon.

  4. On the Edit Descriptive Flexfields page, enter the following values in the Context Segment:

    Field Value

    Prompt

    Gov_or_Commercial

    Value Set

    OKC_CH_TYPE_DFF

    Default Type

    Parameter

    Default Value

    ChrType

    Display Type

    Hidden

    BI Enabled

    enabled (checked)

  5. Click Save. On the Edit Descriptive Flexfields page, click Manage Contexts.

  6. On the Manage Contexts page Search Results toolbar, click the Create icon.

  7. On the Create Context page create the context header by entering a Display Name of "Government" and clicking Save.

  8. Optionally enter a description to help with identification in the future.

  9. Create a Context Sensitive Segment by clicking Create and enter the values as shown in this table.

    Field Value

    Name

    Level

    Data Type

    Character

    Value Set

    OKC_CH_TYPE_DFF

    Default Type

    Parameter

    Default Value

    ChrType

    Prompt

    Level

    Display Type

    Hidden

    BI Enabled

    enabled (checked)

  10. Click Save and Close to return to the Edit Context: Government page.

  11. On the Context Sensitive Segments toolbar, click the Create icon.

  12. Create another segment for the Government context by clicking Create and enter the values shown in the following table.

    Field Value

    Name

    Budget

    Data Type

    Character

    Value Set

    OKC_CH_TYPE_DFF

    Default Type

    Parameter

    Default Value

    ChrType

    Prompt

    Budget

    Display Type

    Hidden

    BI Enabled

    enabled (checked)

  13. Click Save and Close to return to the Edit Context: Government page.

  14. Click Save and Close to return to the Manage Contexts page.

  15. On the Manage Contexts page Search Results toolbar, click the Create icon.

  16. On the Create Context page create the context header by entering a Display Name of "Commercial" and clicking Save. Optionally enter a description to help with identification in the future.

  17. Create a Context Sensitive Segment by clicking Create and enter the values as shown in this table.

    Field Value

    Name

    Industry

    Data Type

    Character

    Value Set

    OKC_CH_TYPE_DFF

    Default Type

    Parameter

    Default Value

    ChrType

    Prompt

    Industry

    Display Type

    Hidden

    BI Enabled

    enabled (checked)

  18. Click Save and Close to return to the Edit Context: Commercial page.

  19. On the Context Sensitive Segments toolbar, click the Create icon.

  20. Create another segment for the Commercial context by clicking Create and enter the values as shown in this table.

    Field Value

    Name

    Customer Budget

    Data Type

    Character

    Value Set

    OKC_CH_TYPE_DFF

    Default Type

    Parameter

    Default Value

    ChrType

    Prompt

    Customer Budget

    Display Type

    Hidden

    BI Enabled

    enabled (checked)

  21. Click Save and Close to return to the Edit Context: Government page.

  22. Click Save and Close to return to the Manage Contexts page.

  23. Click Done to return to the Edit Descriptive Flexfield page.

  24. Click Save and Close to return to the Manage Descriptive Flexfields page.

Deploy the Modified Contracts Header Descriptive Flexfield

You deploy the edited descriptive flexfield to expose the field in the application and make it available for use when creating user-defined criteria.

  1. In the Setup and Maintenance work are, go to the following:

    • Offering: Enterprise Contracts

    • Functional Area: Enterprise Contracts Base

    • Task: Manage Contract Descriptive Flexfields

  2. On the Search Results toolbar on the Manage Contract Descriptive Flexfields page, click Deploy Flexfield.

  3. Monitor the progress of the deployment and click OK when it completes.

  4. Click Done to return to the Search page.

  5. Click Done to return to the Setup and Maintenance Overview page.

Create the Contract Type with Context for User-Defined Criteria

Use the Contracts work area to complete this task with the default values for fields unless the steps specify other values.

  1. Click the Contracts Type task.

  2. On the Search Results toolbar, click Create.

  3. Complete the Create Contract Type fields, as shown in this table.

    Field Value

    Class

    Enterprise contract

    Set

    Common Set

    Name

    Commercial

    Intent

    Sell

    Allow lines

    disabled (unchecked)

    Buyer Role

    Customer

    Seller Role

    Supplier

    Contract Owner Role

    Contract administrator

    Code

    Commercial

    Note: This ties the contract type to the descriptive flexfield segment previously defined.
  4. Click Save and Close to return to the Manage Contract Types page.

  5. Repeat steps 2 through 4 to create a contract type named Government with a Code of Government.

Create a Contract and Associate User-Defined Criteria

Use the Contracts work area to complete this task with the default values for fields unless the steps specify other values.

  1. Click the Create Contracts task.

  2. Create a new contract using the entries as shown in the following table.

    Field Value

    Business Unit

    Vision Operations

    Legal Entity

    Vision Operations

    Type

    Commercial

    Number

    HA151101-1

    Primary Party

    General Associates

    Intent

    Sell

    Description

    Contract to demonstrate automated context sensitive descriptive flexfield.

  3. Click Save and Close on the Create Contract window to continue to the Edit Contracts page and accept any defaulted fields or enter as indicated in the table.

  4. On the Edit Contracts page open the Additional Information section and verify that the correct context sensitive segments are displayed.

  5. Click Submit to return to the Contracts work area page.

Party Contact Roles

Contact roles specify the roles that party contacts play in the contract. Your application provides predefined contact roles, but you can set up additional contact roles for use with different parties in the contract.

This topic:

  • Lists the predefined contact roles and explains how you can add your own.

  • Explains how you associate the contact roles with party roles and contact role sources.

Predefined Contact Roles

The application provides the following predefined contact roles in the extensible lookup type OKC_PARTY_CONTACT_ROLE:

Lookup Code Meaning

BUYER

Buyer

CONTRACT_ADMIN

Contract administrator

EMPLOYEE

Employee

PARTNER_CONTACT

Partner contact

PARTY_CONTACT

Customer contact

RESOURCE

Resource

RESOURCE_ORG

Resource organization

SALESPERSON

Salesperson

VENDOR_CONTACT

Supplier contact

You can add additional contact roles by selecting the Manage Contract Contact Roles task in the Setup and Maintenance work area as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area.

Making Contact Roles Available for Use in Contracts

For a contact role to be available for use in contracts, you must navigate to the Manage Contract Role Sources page by selecting the Party Role and Contact Sources task in the Contracts work area. Make the following entries for each of the party roles where you want the contact role to be available:

  1. Select the party role.

  2. Add the contact role.

  3. Enter the sell-intent contact source or the buy-intent contact source, or both. The contact sources you can enter depends on the party source settings for the party role.

The following contact sources are predefined in the application in the lookup type OKC_PARTY_CONTACT_SOURCE. You can't edit the contract role sources or add additional ones.

Lookup Code Meaning Description

OKX_PARTNER_CONTACT

Partner contact

Used exclusively for Oracle Fusion Partner Management contracts.

OKX_PCONTACT

Customer contact

Contacts of parties in the Trading Community Architecture where the party usage is External Legal Entity.

OKX_RESOURCE

Resource

The internal resource.

OKX_RESOURCE_ORG

Resource organization

The internal resource organization.

OKX_VCONTACT

Supplier contact

Contacts of parties in TCA where the party usage is Supplier.

The following figure illustrates the setup required to make a contact role available in both customer and supplier contracts.

  • The party role Customer is associated with both a sell intent and buy intent source. In a sales contract, a Customer party is a TCA party (party source Customer). In a buy-intent contract, the Customer is an internal business unit.

  • You make the contact role available in both customer and supplier contracts by specifying the Sell Intent Source as Customer contact and the Buy Intent Source as Resource or Resource organization.

  • In sales contracts, customer contacts are now TCA party contacts. In procurement contracts, customer contacts are resources.

This figure shows how you can make a contact role
available in buy-intent and sell-intent contracts.

Contract Party Roles and Sources

Party roles provide a way of specifying the roles of different parties in the contract. For example, a sales contract may include the customer, a partner, and the internal business unit selling the product and service. The application comes with predefined party roles, but you can create additional roles and specify how the roles are used in sales, purchasing, and project contracts.

This topic:

  • Lists the predefined party roles and explains how you can add your own.

  • Explains how you make those party roles available for use in buy-intent and sell-intent contracts.

Managing Party Roles

As seen in the table, the application comes with the following predefined party role names in the lookup type OKC_PARTY_ROLE. You can add additional lookup codes in the Setup and Maintenance work area by selecting the Manage Contract Party Roles task that is part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area.

Lookup Code Meaning

CUSTOMER

Customer

INTERCOMPANY

Internal party

PARTNER

Partner

SUPPLIER

Supplier

THIRD_PARTY

Third party

Making Party Roles Available for Use in Contracts

To make party roles available for use in contracts, you must:

  1. Associate each party role to the appropriate party source by selecting the Manage Contract Roles Sources task in the Contracts work area.

  2. While managing contract types using the Manage Contract Types task in the Setup and Maintenance work area, add each party role to the contract types where you want the party role to be used. You can add a party role either as one of the two primary contract parties (the Buyer Role and the Seller Role) or as a secondary party. You can only have one Seller Role and one Buyer Role in a contract. You can have multiple secondary parties with the same role.

As seen in the table, the application includes the following party sources which you cannot modify:

Party Source Code Name Description

OKX_PARTY

Customer

Parties in the Trading Community Architecture where the party usage is External Legal Entity.

OKX_OPERUNIT

Business Unit

Internal business units.

OKX_VENDOR

Supplier

Parties in TCA where the party usage is Supplier.

OKX_INT_COMP_PARTY

Internal party

Internal parties available for Oracle Fusion Projects interproject billing.

OKX_PARTNER

Partner

Partners. This source is reserved for Oracle Fusion Partner Relationship Management.

Reusing the same party in buy and sell contracts:

You can use the same party role for both buy-intent and sell-intent contracts by associating the party role to different sources. This figure shows how you can reuse the role Customer in both buy and sell contracts. The customer for sales contracts is a TCA party (Customer). The customer for buy contracts is an internal business unit.

To reuse the same party in buy and sell contracts, you:

  1. Select the Customer party role in the Manage Contract Role Sources page.

  2. Set the Sell Intent Source to Customer and the Buy Intent Source to Business Unit.

  3. To use the party role in a contract, you must also enter it in contract types where you want to use it as one of the primary contact parties or as a secondary party.

The setup in this figure has the following effect:

  • When you create a sales contract, the Customer list of values lists external parties.

  • When you create a purchasing contract, the Customer list of values lists business units.

This figure shows how you can map the same party role
to different parties.

Contract Types

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 topic explains how to set up contract types for different kinds of enterprise contracts.

Your contract type setup depends on the type of contract you are setting up. The main types are:

  • Customer Contracts

    Your organization is selling goods and services.

  • Supplier Contracts

    Your organization is purchasing goods and services.

For these types of contracts, the key contract type settings are based on the following questions:

  • Are you selling or buying?

    For Intent, you select either Sell or Buy.

  • Are you buying or selling now or negotiating a long-term contract with terms, such as pricing, that will govern a future purchase or sale?

    For Class, select Enterprise Contract if you are buying or selling now. If you are negotiating a future purchase or sale, select one of the agreement classes, for instance Purchase Agreement for a future purchase.

  • Does the contract involve the purchase or sale of specific items?

    If the contract involves the purchase or sale of specific items, then you can specify how those items are entered into contract lines by adding different line types to the contract type. The Line Class assigned to the contract type controls the line types you can assign to a contract. Some line types in project contracts and sales agreements permit contract authors to select items tracked in inventory; others permit the entry of any item as text, for example, for free-form services. Similarly, you can only associate subscription, coverage, or warranty line types to a contract type with the Line Class set to "Service".

    Some of the line types support integration with other Oracle applications, for example, project line types support the billing of items through Oracle Project Billing. Buy-intent lines allow the capture of pricing information and support integrations to purchasing systems to create POs or blanket purchase agreements.

The combination of answers to these questions result in the numbered cases in this figure and are described in the different sections of this topic.

There are other special kinds of contracts where these questions are less relevant or do not apply. These include:

  • Partner Agreements

    Contracts with partners.

  • Miscellaneous Contracts

    Contracts such as nondisclosure agreements.

The following figure shows the decision flow when you wither buy or sell.

Contract decision tree

Customer Contracts

This section describes the settings for sell-intent contracts. Case numbers correspond to diagram that follows.

Case 3: Customer Contracts with No Lines

The following table describes how you can use the contract type settings to create simple sales contracts with no lines.

Purpose of Contract Contract Type Settings

Simple customer contract with no lines.

  • Class: Enterprise Contract

  • Intent: Sell

  • Allow Lines option: Deselected

Case 4: Customer Contracts with Lines

The following table describes the key contract type settings for sell-intent contracts for items or services. In this release, you can add lines for selling items and services that are executed as part of a project (for example, project manufactured items or professional services) or lines for services. Lines for selling regular inventory-based tangible items are planned for a future release.

Purpose of Contract Contract Type Settings

Sell items and services that are tracked and billed.

  • Class: Enterprise Contract

  • Intent: Sell

  • Allow Lines option: Selected

  • You can add two types of lines when the Class is set to Enterprise contract and the Line Class is set to Project:

    • Free-form, project

      For selling items not tracked in inventory.

    • Item, project

      For selling inventory items.

  • You can add two types of lines when the Class is set to Enterprise Contract and the Line Class is set to Service:

    • Coverage

      For selling services provided on covered assets.

    • Subscription

      For selling recurrent items or services.

  • You can add line Warranty when the Line Class is set to Warranty.

    • For selling included and extended services.

  • On the Advanced Options tab, leave the Contract Terms Authoring option not enabled for project line types.

    Note: If you use Contract Terms Library, then there is no functional link between the contract terms and the Oracle Fusion Projects application. Therefore you cannot monitor the adherence of a project to the terms in the contract.

Case 5: Contracts for Future Sales Without Lines

This table describes the key contract type setups for future-sale contracts without lines.

Purpose of Contract Contract Type Settings

Contract for future sales, without specifying the goods and services as contract lines.

  • Class: Agreement

  • Intent: Sell

  • Allow Lines option: Leave not enabled

Case 6: Contracts for Future Sales with Lines

This table describes the key contract type setups for future-sale contracts with lines.

Purpose of Contract Contract Type Settings

Create this type of contract when you know the detail of the goods or services you plan to sell to a specific customer in a period, but you do not yet know the detail of your delivery schedules. You can use this type of contract, sometimes called a blanket sales agreement, a standing order, or a blanket order, to specify negotiated prices for your items before actually selling them. Use this type of contract when the customer has negotiated volume discounts and want to create releases against these negotiated volumes, or commits to specific items, quantities, or amounts.

  • Class: Agreement

  • Intent: Sell

  • Allow Lines option: Selected

  • You can add the following types of lines:

    • Group

    • Product

Supplier Contracts

This section describes contract type settings for buy-intent contracts.

Case 7: Supplier Contracts Without Lines

The following table describes the key contract type setups for supplier contracts where you are negotiating purchase of items or services without specifying the actual items to be purchased.

Purpose of Contract Contract Type Settings

Contract where you negotiate specific terms and conditions or a purchase without specifying the goods and services as contract lines. Contract authors can create a corresponding purchase agreement within Oracle Fusion Purchasing or another integrated purchasing application by adding a contract deliverable for the contract. You can use the deliverable to monitor the status of the agreement, but purchase orders are created and tracked in purchasing.

  • Class: Enterprise Contract

  • Intent: Buy

  • Allow Lines option: Leave not enabled

Case 8: Supplier Contracts with Lines

The following table describes the key contract type setups for supplier contracts for immediate purchase of specific items or services.

Purpose of Contract Contract Type Settings

Purchase goods and services. This type of contract makes it possible for contract authors to create purchase orders in Oracle Fusion Purchasing or another integrated purchasing application from individual contract lines by adding contract deliverables. You can monitor the status of each purchase order directly from the deliverables.

  • Class: Enterprise Contract

  • Intent: Buy

  • Allow Lines option: Selected

  • You can add two types of lines:

    • Free-form

      For items not tracked by inventory.

    • Item

      For items tracked by inventory.

Case 9: Contracts for Future Purchases Without Lines

This table describes the key contract type setups for future-purchase contracts without lines.

Purpose of Contract Contract Type Settings

Contract for future purchases, without specifying the goods and services as contract lines.

  • Class: Agreement

  • Intent: Buy

  • Allow Lines option: Leave not enabled

Case 10: Contracts for Future Purchases with Lines

This table describes the key contract type setups for future-purchase contracts with lines.

Purpose of Contract Contract Type Settings

Create this type of contract when you know the detail of the goods or services you plan to buy from a specific supplier in a period, but you do not yet know the detail of your delivery schedules. You can use this type of contract, sometimes called a blanket purchase agreement, a standing order, or a blanket order, to specify negotiated prices for your items before actually purchasing them. Use this type of contract when you have negotiated volume discounts and want to create releases against these negotiated volumes, or when you commit to specific items, quantities, or amounts. You can issue a blanket release against a blanket purchase agreement to place the actual order (as long as the release is within the blanket agreement effectivity dates).

Contract authors can automatically create corresponding agreements in Oracle Fusion Purchasing or other integrated purchasing applications by adding contract deliverables and monitor the execution of those agreements from the deliverables.

  • Class: Agreement

  • Intent: Buy

  • Allow Lines option: Selected

  • You can add the following types of lines:

    • Free-form

      To purchase items not tracked by inventory.

    • Item

      To purchase items tracked by inventory.

Special Contracts

This section describes the settings you want to use for partner agreements and for miscellaneous contracts.

Case 1: Partner Agreements

Use the following contract type settings for partner agreements in Oracle Partner Relationship Management.

Purpose of Contract Contract Type Settings

Partner enrollment agreement

Oracle Fusion Partner Relationship Management uses contract types only for applying contract terms templates with boilerplate contracts, so most of the contract type entries do not apply or have no effect.

  • Class: Partner Agreement

  • Intent: Sell

  • You must enable contract terms authoring by selecting the Enable Terms Authoring option.

Case 2: Miscellaneous Contracts

The following table lists the key contract type settings for nondisclosure and other simple contracts.

Purpose of Contract Contract Type Settings

Nondisclosure agreement

  • Class: Enterprise Contract

  • Intent: Sell

  • Allow Lines option: Leave not enabled

Contract Types FAQ

You cannot delete a contract type after it is used to create a contract. However, you can enter an end date to prevent its use in future contracts.

Do I have to create contract types to author contract terms on purchase orders or sourcing documents such as RFQs?

If you want to author contract terms on individual purchase orders or other Oracle Fusion Sourcing documents, such as RFQs, you are not required to set up contract types. This is because no enterprise contracts are created. The documents themselves are the contracts. All setups to enable contract terms templates and contract terms authoring are done from within Oracle Fusion Purchasing and Sourcing applications.

Contract Risks

You select the Manage Contract Risks task from the Setup and Maintenance work area, as part of the Enterprise Contracts offering in the Enterprise Contracts Base functional area. Contract authors use this list during contract authoring to record contract risks.

Recording contract risks helps your organization prepare for potential problems. It doesn't affect contract processing.

Note: Risk names must be unique.

The level of editing a contract author can perform on contract terms depends on the privileges granted to them during security setup. This topic describes the different levels of editing privileges that system administrators can assign a contract author from the basic to the most advanced.

Privilege Levels and What They Permit

The following table lists the privileges that grant different levels of editing abilities from the basic to the most advanced. Each privilege adds additional authoring capabilities to the privileges before it, but the privileges are not cumulative. The contract author with a higher privilege must be granted privileges for the lower levels too. For example, a contract author with a level 3 privilege must be granted the level 1 and level 2 privileges as well.

Level Privilege Description

1

Author Standard Contract Terms and Conditions

Restricts contract authoring to applying contract terms templates, validating the contract, and running Contract Expert when required. It includes the ability to change the template or attach the contract terms as a file.

2

Author Additional Standard Contract Terms and Conditions

Adds the ability to add, delete, and move the standard clauses and sections after the contract terms template is applied. This includes the ability to select alternate clauses.

3

Author Nonstandard Contract Terms and Conditions

Allows authoring of nonstandard terms and conditions in the contract. This includes editing standard clauses, creating nonstandard clauses, removing contract terms, and importing edits made offline in Microsoft Word.

4

Override Contract Terms and Conditions Controls

Adds the ability to edit protected clauses and delete mandatory clauses and sections in contract terms.

Set Up Contract Text Search

If you have implemented the Oracle Enterprise Crawl and Search Framework, you can enable text searches of contracts and their attachments from within the contracts application by running the following indexing schedules:

Indexing Schedule Name Description

Enterprise Contracts

Indexes and enables text search on contracts created in Oracle Contracts.

Purchasing Contracts

Indexes and enables text search in the POs and agreements within Oracle Purchasing.

Sourcing Contracts

Indexes and enables text search in the RFIs and other negotiation documents in Oracle Sourcing.

Contract Documents

Indexes and enables text search in documents attached to Oracle Contracts.

Purchasing Contract Documents

Indexes and enables text search in documents attached to Oracle Purchasing POs and agreements.

Sourcing Contract Documents

Indexes and enables text search in the documents attached to Oracle Sourcing RFIs and other negotiation documents.

Running Indexing Schedules

The management of indexing schedules is fully described in the Managing Search with Oracle Enterprise Crawl and Search Framework chapter in the Oracle Fusion Applications Administrator's Guide.

Contract Relationships

Contract Relationships

Contract relationships are associations between contracts. Contract relationships provide supporting and referential information for negotiating contracts. For example, a software sales contract can be related to a hardware purchase contract, so that software pricing discounts can be calculated based on the volume of hardware purchases.

You can add, update, and remove contract relationships. Before you define a contract relationship, you must set the Enable Related Documents option in the contract type. You can create relationships only at the header level, and not at the line level.

The following rules apply to contract relationships:

  • Contract relationships are one-sided. If contract A is related to contract B, then contract B is not automatically related to contract A unless it's explicitly added.

  • You can create or update relationships only for valid contracts.

Custom Validation of Contracts

Define User-Specific Validation for Contracts

In addition to the standard validation process that is done for all contracts, you can define your own user-specific validation for your contracts.

Note: The custom validation package provided here is for on-premises installations.

To define user-specific validation for your contracts:

  1. Create the user-specific packages only in the fusion_dynamic schema.

  2. To prevent the object-does-not-exist compilation error, identify all objects to be queried, and grant access to those objects before creating the package. For example, the grants could be as follows:

    • GRANT SELECT ON okc_validate_contract_t TO fusion_dynamic;

    • GRANT INSERT ON okc_validate_contract_t TO fusion_dynamic;

    • GRANT SELECT ON okc_k_headers_all_b TO fusion_dynamic;

  3. Sign in to the application as an administrator, and using the API ADM_DDL.DO_DDL(l_stmt), create the package as follows:

    • Package: OKC_CUSTOM_VALIDATION_DYD

    • Procedure: CUSTOM_VALIDATIONS

    • Parameters: IN

    • p_contract_id: Contract Id of the contract i.e okc_k_headers_all_b.id

    • p_major_version: Version of the contract i.e okc_k_headers_all_b.major_version

    • p_sequence_id: Use this sequence_id to insert errors or warning into okc_validate_contract_t

  4. Define user-specific validation messages prefixed with OKC_CUSTOM_ in FND_MESSAGES in the product OKC.

  5. Add validation logic to the procedure OKC_CUSTOM_VALIDATION_DYD.CUSTOM_VALIDATIONS.

How can I define user-specific validation for my contracts?

The following code is an example of defining user-specific validation for contracts as explained in the topic Defining User-Specific Validation for Contracts: Procedure.

Package Header
DECLARE
l_stmt clob;
BEGIN
L_stmt := 'CREATE OR REPLACE PACKAGE OKC_CUSTOM_VALIDATION_DYD AUTHID CURRENT_USER AS '||'PROCEDURE CUSTOM_VALIDATIONS ( '||'p_contract_id IN NUMBER, p_major_version IN NUMBER, p_sequence_id IN NUMBER ) ; '||
'END OKC_CUSTOM_VALIDATION_DYD ; ';
ADM_DDL.DO_DDL(l_stmt);
END;
Package Body
DECLARE
l_stmt clob;
BEGIN
L_stmt :=
'CREATE OR REPLACE PACKAGE body OKC_CUSTOM_VALIDATION_DYD AS
PROCEDURE CUSTOM_VALIDATIONS(p_contract_id IN NUMBER, p_major_version IN NUMBER, p_sequence_id IN NUMBER ) IS
CURSOR csr_test_val IS
SELECT h.id , h.major_version, h.contract_number, h.contract_number_modifier FROM fusion.okc_k_headers_all_b h
WHERE h.id = p_contract_id AND h.major_version = p_major_version AND 1 = 1 ;
BEGIN
FOR rec_test_val IN csr_test_val
LOOP
INSERT INTO fusion.okc_validate_contract_t
(
SEQUENCE_ID,
DOCUMENT_TYPE,
DOCUMENT_ID,
DOCUMENT_VERSION,
OBJECT_GROUP,
OBJECT_TYPE,
OBJECT_ID,
OBJECT_NAME,
CONTRACT_NUMBER,
CONTRACT_NUMBER_MODIFIER,
ERROR_SEVERITY,
QA_CODE,
MESSAGE_NAME,
MESSAGE_TOKEN1,
MESSAGE_VALUE1 ,
MESSAGE_TOKEN2,
MESSAGE_VALUE2,
MESSAGE_TOKEN3,
MESSAGE_VALUE3,
MESSAGE_TOKEN4 ,
MESSAGE_VALUE4,
MESSAGE_TOKEN5 ,
MESSAGE_VALUE5,
PROBLEM_SHORT_DESC,
PROBLEM_DETAILS,
PROBLEM_DETAILS_SHORT,
SUGGESTION,
REFERENCE_COLUMN1,
REFERENCE_COLUMN2,
REFERENCE_COLUMN3,
REFERENCE_COLUMN4,
REFERENCE_COLUMN5,
OBJECT_VERSION_NUMBER,
CREATION_DATE,
CREATED_BY,
LAST_UPDATED_BY,
LAST_UPDATE_DATE,
LAST_UPDATE_LOGIN
)
VALUES
(
p_sequence_id, --SEQUENCE_ID,
''ECM'', --DOCUMENT_TYPE,
rec_test_val.id, --DOCUMENT_ID,
rec_test_val.major_version, --DOCUMENT_VERSION,
''CONTRACT'', --OBJECT_GROUP,
''HEADER'', --OBJECT_TYPE,
rec_test_val.id, --OBJECT_ID,
rec_test_val.contract_number , --OBJECT_NAME,
rec_test_val.contract_number , --CONTRACT_NUMBER,
rec_test_val.contract_number_modifier , --CONTRACT_NUMBER_MODIFIER,
''E'', -- ERROR_SEVERITY,
''CHECK_CUSTOM_VALIDATION1'', -- QA_CODE,
''OKC_CUSTOM_TEST_VAL1'', -- MESSAGE_NAME DEFINED BY CUSTOMER,
NULL, -- MESSAGE_TOKEN1,
NULL, -- MESSAGE_VALUE1 ,
NULL, -- MESSAGE_TOKEN2,
NULL, -- MESSAGE_VALUE2,
NULL, -- MESSAGE_TOKEN3,
NULL, -- MESSAGE_VALUE3,
NULL, -- MESSAGE_TOKEN4,
NULL, -- MESSAGE_VALUE4,
NULL, -- MESSAGE_TOKEN5 ,
NULL, -- MESSAGE_VALUE5,
NULL, -- PROBLEM_SHORT_DESC,
NULL, -- PROBLEM_DETAILS,
NULL, -- PROBLEM_DETAILS_SHORT,
NULL, -- SUGGESTION,
NULL, -- REFERENCE_COLUMN1,
NULL, -- REFERENCE_COLUMN2,
NULL, -- REFERENCE_COLUMN3,
NULL, -- REFERENCE_COLUMN4,
NULL, -- REFERENCE_COLUMN5,
1, -- OBJECT_VERSION_NUMBER,
SYSTIMESTAMP, --CREATION_DATE,
-1, --CREATED_BY,
-1, -- LAST_UPDATED_BY,
SYSTIMESTAMP, --LAST_UPDATE_DATE,
-1 --LAST_UPDATE_LOGIN
);
commit work;
END LOOP ;
 EXCEPTION
WHEN OTHERS THEN
IF (csr_test_val%ISOPEN) THEN
CLOSE csr_test_val;
END IF;
RAISE ;
END CUSTOM_VALIDATIONS ;
END OKC_CUSTOM_VALIDATION_DYD ; ';
 ADM_DDL.DO_DDL(l_stmt);
END;
/

Contract Approvals

In Oracle Contracts, you can configure approval rules for the approval of contracts, clauses, and terms templates. To do this, you use the Approvals Management Extensions of the Oracle Service-Oriented Architecture (SOA) suite and Oracle Business Process Management Suite (BPM). BPM provides the interface to administer the approval rules. BPM Worklist administrators can access the approval rules in the BPM Worklist. Oracle Contracts provides predefined approval flows or approval tasks and predefined rule sets for them. You can use the BPM Worklist to configure the rules for a predefined approval task rule set and configure the approval group for each task. Using Oracle JDeveloper, you can edit this flow and create additional approval flows for contracts with different approval requirements.

Oracle Contracts has three predefined approval flows or approval tasks each with a predefined rule set for which you can configure the rules and approval groups based on your approval requirements, as seen in the following table:

Approval Task Rule Set Approval Group Default Approver in Group Purpose

ContractsApproval (1.0)

ContractApprovalStage : ContractsApproval

ContractApprovalGroup

customer_contract_manager_vision_operations

To approve contract attributes or contract deviation attributes before using the contract

ContractClauseApproval (1.0)

ClauseApprovalStage : ContractClauseApproval

ClauseApprovalGroup

Business Practices Director Operations

To approve clause or term attributes before adding them to the Terms Library

TemplateApprovalHumanTask (1.0)

TermsTemplateApprovalStage : TemplateApproval

TemplateApprovalGroup

Business Practices Director Operations

To approve terms template attributes before using the terms template for a contract

As a contract administrator, you can see an Administration link displayed in the BPM Worklist. To create new rules or modify existing rules, click the Administration link, click the Task Configuration tab, select the required task in the side panel, click the Data Driven tab, and select the appropriate rule set. To create or modify approval groups, click the Administration link, click the Approval Groups tab, and select the required approval group.

The approval process is the same for a supplier contract and a customer contract. Therefore, when you submit a clause, terms template or contract for approval in Procurement or in Sales, the contract approval process is invoked, which in turn invokes a set of approval rules created in AMX to build the list of approvers. AMX then sends out approval notifications to the first set of approvers and then again to the next set of approvers in the approval list every time it receives a response to an approval notification. This process is repeated until all approvals are complete.

The following figure shows how each approval rule is applied in turn to the clause, terms template or contract. and how at least one must be satisfied for the clause, terms template or contract to be approved and activated.

The figure shows how each approval rule is applied
in turn to the clause, terms template or contract. and how at least
one must be satisfied for the clause, terms template or contract to
be approved and activated.

To configure approval rules for Contracts, you can access approval tasks from the list of Tasks to be Configured using the following methods:

  • Click the Setup and Maintenance link in the navigator and search for Approval Management tasks. Expand Define Approval Management for Customer Relationship Management and click on the Go to Task button in Manage Task Configurations for Customer Relationship Management.

  • Click on the Administration link displayed in the BPM Worklist application and then click the Task Configuration tab.

The approval process is described as follows.

  1. When the contract, clause, or terms template is submitted, based on whether it satisfies the task payload attributes of the approval rule and its conditions, it is routed to the approver or approval group specified in the approval rule. The approver or majority of approvers in the group can then do any of the following:

    • Approve the contract, clause, or terms template as is

    • A link for viewing the contract is included in contract notifications by default. However, the link can be hidden using personalization

    • Reject the contract, clause, or terms template

    If approved and the contract, clause, or terms template satisfies other approval rule attributes and conditions, the approval process continues. If rejected, the approval process ends.

  2. If the contract, clause, or terms template does not satisfy any further approval rules, based on the last approval rule result, the approval process either ends or the contract, clause, or terms template is activated.

AMX configuration options for Oracle Contracts determine most of the actions that are available to the participants in the approval process. For example, as an approver:

  • You can reject the contract, clause, or terms template.

    • By default, the approval process stops when the contract, clause, or terms template is rejected and the contract, clause, or terms template returns to draft status for further editing and resubmission.

    • By default, the next approver or approval group of the next applicable approval rule is notified when you approve the contract, clause, or terms template.

    • You can also request more information from the other approver, the person who submits for approval, or both. Such requests do not affect control of the approval process, but the person from whom information is requested receives a worklist notification.

  • You cannot edit a contract in pending approval status. You can enter comments in the Notification Task Details page and reject it, so that, the approval requester can edit it.

  • You can perform ad hoc insertion of approvers.

  • You can delegate your approval responsibilities to other approvers.

  • You can claim the approval and respond. By default, the approval process stops at the first response and the response of the first approver that responds becomes the response for the approval group.

If you change the default settings of the AMX configuration options, then different actions or action outcomes become available to this approval flow.

The approval flows for Contracts contains the following predefined rule sets:

  • Approval of contract based on estimated contract amount

  • Approval by clause approval group based on contract intent

  • Approval by template approval group based on contract intent

Approval of Contract Based on Estimated Contract Amount

The predefined rule set for approval of contracts is called ContractApprovalStage : ContractsApproval rule set.

The predefined rules include the following:

  • Approval for a contract with no estimated amount

  • Approval for contracts with an estimated amount that is more than 30,000

  • Approval for contracts with an estimated amount that is equal to or less than 30,000

You can change the predefined rules, delete the rules, or add additional rules as needed, as seen in the following table:

Rule Field Predefined Value Description

Estimate_Amount_Rule1

Condition

Task.payload.getContractHeaderResponse.result.estimatedAmount

Applicable for a total estimated contract amount of 30,000 or less.

Estimate_Amount_Rule1

List Builder

Resource

The name of the approver

Estimate_Amount_Rule1

Response Type

Required

The approval notification requires a response.

Estimate_Amount_Rule1

Participants - Users

customer_contract_manager_vision_operations

The name or ID of the contract manager.

Estimate_Amount_Rule1

Participants - Groups

null

The group ID of the contract manager is not required.

Estimate_Amount_Rule1

Participants - Apps Role

null

The role of the contract manager in the application is not required.

Estimate_Amount_Rule2

Condition

Task.payload.getContractHeaderResponse.result.estimatedAmount

Applicable for a total estimated contract amount of more than 30,000.

Estimate_Amount_Rule2

List Builder

Approval Group

Configurable list of approvers.

Estimate_Amount_Rule2

Response Type

Required

The approval notification requires a response.

Estimate_Amount_Rule2

Approval Group

ContractApprovalGroup

The group of approvers configured to approve the contract.

Estimate_Amount_Rule2

Allow empty groups

True

The group may have only the one default approver of contract manager.

Estimate_Amount_Rule3

Condition

Task.payload.getContractHeaderResponse.result.estimatedAmount

Applicable for a total estimated contract amount of null.

Estimate_Amount_Rule3

List Builder

Resource

The name of the approver

Estimate_Amount_Rule3

Response Type

Required

The approval notification requires a response.

Estimate_Amount_Rule3

Participants - Users

customer_contract_manager_vision_operations

The name or ID of the contract manager.

Estimate_Amount_Rule3

Participants - Groups

null

The group ID of the contract manager is not required.

Estimate_Amount_Rule3

Participants - Apps Role

null

The role of the contract manager in the application is not required.

Approval by Clause Approval Group Based on Contract Intent

The predefined rule set for approval of contract clauses by the approval group is called ClauseApprovalStage : ContractClauseApproval rule set.

This rule set has two predefined rules:

  • Approval by the group if the clause is of intent sell.

  • Approval by the group if the clause is of intent buy

You can change the predefined rules, delete the rules, or add additional rules as needed, as seen in the following table:

Rule Field Predefined Value Description

SellIntentClauseApproval

Condition

Task.payload.getContractClauseApprovalRuleAttributesResponse.result.articleIntent

Applicable for approval of a new clause of intent sell.

SellIntentClauseApproval

List Builder

Approval Group

Configurable list of approvers.

SellIntentClauseApproval

Response Type

Required

The approval notification requires a response.

SellIntentClauseApproval

Approval Group

ClauseApprovalGroup

The group of approvers configured to approve the new clause.

SellIntentClauseApproval

Allow empty groups

False

The group must have one or more approvers.

BuyIntentClauseApproval

Condition

Task.payload.getContractClauseApprovalRuleAttributesResponse.result.articleIntent

Applicable for approval of a new clause of intent buy.

BuyIntentClauseApproval

List Builder

Approval Group

Configurable list of approvers.

BuyIntentClauseApproval

Response Type

Required

The approval notification requires a response.

BuyIntentClauseApproval

Approval Group

ClauseApprovalGroup

The group of approvers configured to approve the new clause.

BuyIntentClauseApproval

Allow empty groups

False

The group must have one or more approvers.

Approval by Template Approval Group Based on Contract Intent

The predefined rule set for approval of a terms template by a group of approvers is called TermsTemplateApprovalStage : TemplateApproval rule set

This rule set has two predefined rules:

  • Approval by the group if the terms template is of intent sell.

  • Approval by the group if the terms template is of intent buy.

You can change the predefined rules, delete the rules, or add additional rules as needed. The following table describes these situations:

Rule Field Predefined Value Description

Rule_1

Condition

Task.payload.getTermsTemplateResponse.result.intent

Applicable for approval of a new terms template of intent buy.

Rule_1

List Builder

Approval Group

Configurable list of approvers.

Rule_1

Response Type

Required

The approval notification requires a response.

Rule_1

Approval Group

TemplateApprovalGroup

The group of approvers configured to approve the terms template.

Rule_1

Allow Empty Groups

False

The group must have one or more approvers.

Rule_2

Condition

Task.payload.getTermsTemplateResponse.result.intent

Applicable for approval of a new terms template of intent sell..

Rule_2

List Builder

Approval Group

Configurable list of approvers.

Rule_2

Response Type

Required

The approval notification requires a response.

Rule_2

Approval Group

TemplateApprovalGroup

The group of approvers configured to approve the terms template.

Rule_2

Allow Empty Groups

False

The group must have one or more approvers.

Approval rules are rules that you configure in Approval Management Extensions for the approval of contracts, contract clauses, and terms templates. Oracle Fusion Enterprise Contracts provides three predefined human tasks for contract approval, clause approval, and terms template approval. The contract approval human task has eight rule sets that are connected in a combination of series and parallel stages. The clause approval and terms template approval human tasks each provide one rule set. By using the BPM Worklist, you can define new approval rules or modify existing ones in AMX. To manage approval rules, you must be a BPM Worklist administrator.

If you are authorized to manage approval rules, you can perform the following tasks:

  • Modify existing approval rules

  • Define new approval rules

  • Understand and apply properties of rules and rule sets

If you are authorized to manage approval rules, click on the Administration link in the BPM Worklist. To define new approval rules or modify existing ones, click the Task Configuration tab and select the appropriate approval task for Contracts from the panel on the left under Tasks to be configured. Then navigate to the Rules tab. The participant tree displays all the stages of approval and the rule sets for each stage. Each rule set contains one or more approval rules. Each approval rule has an approval condition and a list of approvers. The list of approvers derived for each rule set is called a Participant. To modify rules, first click on the Edit icon and then click on the Participant. You can now modify or add rules. To generate the list of approvers, each rule requires a list builder to be associated with it.

For approval, each contract, clause, or terms template must satisfy at least one rule within a rule set. If it does not satisfy any rule in a rule set, the approval process errors and an incident is reported in Oracle Enterprise Manager Grid Control.

Modifying Existing Approval Rules

You can use the Edit icon in the Tasks to be configured pane and select the approval stage to modify rules in the rule set. You can now add, modify, or delete rules within the specified rule set. Expand the rule to view the existing if then conditions. You can change the condition criteria or values or the result or consequent action of the condition. Click on the Commit Task icon in the Tasks to be configured pane for the changes to take effect. Clicking on the Save icon saves the changes, but does not activate them. To undo changes, use the Reset icon.

Defining New Approval Rules

To create new rules, you must provide values for the following rule components:

  • Condition: Criteria that a contract, contract clause, or terms template must satisfy

  • Response type: Required or FYI. A response from the approver is required or the notification is informational.

  • List builder: Creates a list of approvers for a specific notification

To define a condition, select a Payload Type value from the list of values in the left-most condition field in the IF region. The Condition Browser displays. In the Condition Browser, open a view object (folder) and select the attribute that you want to use as the criteria. You can add multiple conditions to a rule. An example of a condition is: getContractHeaderResponse.result,estimatedAmount more than 30,000.

The following table lists view objects (folders) that are visible in the Condition Browser with their associated attributes and descriptions.

Note: The values in this table are the only ones that are relevant for you to select as conditions for contract approval rules.
View Object in Condition Browser View Object Attribute Description

PayloadType

getContractHeader

Contract identifier

PayloadType

getContractHeaderResponse

All contract header attributes listed under the Result subfolder such as estimated contract amount, contract type, freight terms, payment type, tax, and risk code

PayloadType

getDeviationResponse

Deviation attributes listed directly under Payload Type such as invalid, nonstandard, and missing clauses, policy deviation, party, and submitter

PayloadType

articleVersionId

Clause version

PayloadType

clauseTitle

Clause title or name

PayloadType

getContractsClauseApprovalRuleAttributes

All contract clause attributes such as intent, clause type, organization ID, and display name

PayloadType

getTermsTemplate

Terms template identifier

PayloadType

getTermsTemplateResponse

All terms template attributes such as intent, layout name, organization ID, terms template language, and contract expert enabled

Each approval notification generated from an approval rule must have a response type of Required or FYI. You specify the applicable response type in the THEN region on the Data driven configuration page of the BPM Worklist. If the approver should take an action in response to the notification, click the Required radio button. If the approval notification is designed as information only, click the FYI radio button.

Each rule requires a list builder to build the list of approvers. The following table shows the list builder types that are available in the BPM Worklist with their associated descriptions.

List Builder Type Description

Supervisory

Ascends the primary supervisory hierarchy, starting at the contract submitter or at a given approver, and generates the approval chain.

Job Level

Ascends the supervisory hierarchy, starting at a given approver and continuing until an approver with the appropriate job level is found.

Position

Ascends the position hierarchy, starting at a given approver's position and continuing until an approver with the appropriate position is found.

Resource

A list of approvers. You can choose a user name or a function that returns a set of approvers.

Approval Group

Group of approvers. You can create approver groups consisting of a list of users for use in the rule sets.

Each list builder type requires values for specific fields to build its approval list. In the THEN region on the Data driven configuration page of the BPM Worklist, select a type of list builder from the List Builder drop-down list and click the Create Action button. The Add Variable dialog box displays where you add specific variables for specific list builders.

The following table indicates the fields associated with each list builder type for which you must select specific values.

List Builder Type Field Description Values to Select and Sample Data

Resource

Participants

Participants can be users, groups, or application roles. For users, use a static user name or a function to retrieve a user name.

For example, use customer_contract_manager_vision_operations as the user.

Approval Group

Approval Group

Enter the approval group name. To select an approval group as a list builder, you must create the static approval groups in the BPM Worklist.

For example, use ContractApprovalGroup.

Creating Deviation-Based Rules and Rerouting Approval

You can create new approval rules for specific contract deviations in the Rules tab for the Contract Approval Human Task. To reroute approval for the Contract Approval task, select the participant level in the approval hierarchy or participant tree in the Rules tab at which to add the new deviation-based rule.

Click on the Edit icon, and then click on the Participant. You can now add a new rule to the ContractsApproval rule set. Select the required IF condition from the Condition Browser and expand the condition object to select the appropriate attribute and in the IF section of the equalsIgnoreCase condition row expand the TermsDeviations object, select the appropriate attribute and enter the contract deviation value for which you are creating additional approval routing. In the THEN section of the row, select the Approval Group List Builder, the Required Response Type, and the appropriate new approval group for the deviation that the contract approval routing must now include.

Note: You must have set up the required Approver Groups in the Approval Group tab.

For example, in the case of standard clause jurisdiction being added to the contract, you can choose to additionally route the approval to the Legal team. In this case you would select the Legal Team as the Approver Group for the Jurisdiction condition value for the attribute articleTitle. The test would be for the condition value of OKC_STD_ARTICLES_ADDED for the deviationCategoryCode attribute.

Understanding and Applying Properties of Rules and Rule Sets

The following are properties of rules and rule sets that you need to understand and apply.

  • New rule sets can only be created using Oracle JDeveloper.

  • For each contract, clause, or terms template, one rule must be true within each rule set. If not one rule in the rule set is satisfied, the approval process will error.

  • Since there can be only one rule that applies in a rule set for each contract, contract clause or terms template, you must configure the rules at the most granular level applicable and use priority within the rule to differentiate overlapping conditions. AMX does not support nested conditions.

  • All rule sets are executed in parallel or in serial with respect to the Approval Stage of the contract, clause, or terms template.

  • Serial rule sets are designed to execute the approval process in a sequential order. The approvers in the approval list for any rule included in these rule sets are notified in a sequential order.

  • To deactivate a rule set, check the Ignore this participant check box for that rule set.

  • If the participants cannot be determined, then AMX sends out a failure notification to the user with an incident identifier. Administrators can access the incident details through the Support Workbench of the Oracle Enterprise Manager Grid Control application and restart the approval process in Oracle Enterprise Manager Grid Control after resolving the issues in the incident report.

The following figure shows how rule sets are executed.

The figure shows how rule sets are executed.

Preconfigured Data and Processes

Profile options, lookup types, and scheduled processes let you configure application behavior and refresh data.

Briefly, here's what profile options, lookup types, and scheduled processes do:

  • Profile options: Let you configure the application behavior.

  • Lookup types: Provide the lists of values in applications. Many lookup types can be modified to fit your business needs.

  • Scheduled processes: Refresh data in the applications.

Get additional information on profile options, lookup types, and scheduled processes in this chapter and in the related topics.

Profile Options

Overview of Profile Options

Profile options let you configure and control application data centrally. Administrators and setup users manage profile options in the Setup and Maintenance work area.

Profile options store various kinds of information. This table lists some examples:

Type of Information Profile Option Setting Example

User preferences

Provides access to social networking features

Installation information

Identifies the location of a portal

Configuration choices

Changes UI skins and actions

Processing options

Determines how much information to log

Profile Option Hierarchy Levels

Profile options can be set at different levels, such as site level or user level. The application gives precedence to certain levels over others, when multiple levels are set. The levels that are allowed to be set are preconfigured with the application.

In the predefined profile option levels, the hierarchy levels and their precedence are:

  1. User: This level affects only the current user. It has the highest precedence, over Site and Product.

  2. Product: This level affects a product or product family. The application gives it priority over Site level. However, if the user level is set, the user level takes precedence.

  3. Site: This level affects all applications for a given implementation. The application gives it the lowest precedence when other levels are set. If no other levels are set, however, it's the highest level.

As a best practice, set site-level profile option values before specifying values at any other level (where available). The profile option values specified at the site-level work as the default until profile option values are specified at the other levels.

This table shows an example of the predefined profile option hierarchy levels and their priorities.

Level Priority Example

Site

Lowest

Currency for a site is set to Euros.

Product

Supersedes Site

Currency for the product or set of products is set to UK pound sterling.

User

Highest, supersedes Product

Currency for a user is set to US dollars.

You can find additional information about profile options in the related topics.

Set Profile Option Values

Each profile option contains specific values that determine how it affects the application. You can add or modify the values for each profile option. Select or enter the value for one or more of the available levels (site, product, and user) so that each setting takes effect at the intended level.

Setting the Profile Value

  1. In the Setup and Maintenance work area, go to the Manage Administrator Profile Values task.

  2. On the Manage Administrator Profile Values page, search for and select the profile option.

  3. In the Profile Values section, click Add. A new row is added for you to specify the following conditions:

    • Profile Level: Specify the level at which the profile value is to be set. If the profile value applies to the entire site, select Site.

    • Product Name: If you select Product as the profile level, select a product and specify the associated profile value.

    • User Name: If you select User as the profile level, select the user name and specify the associated profile value.

    • Profile Value: Select or enter the value corresponding to the selected profile level.

    Note: For an existing entry, you can modify only the profile value.
  4. Repeat step 3 to add more rows and set the profile values.

  5. Click Save and Close.

Note: Changes in the profile values take effect for a user on the next sign in.

Use profile options to manage user preferences and control the general function of applications. For example, you can control user preferences involving language, date, time, currency, and other similar general settings.

You can create a profile option and also determine the level at which that profile option takes effect. You can also define the profile values for the profile option. The profile values appear on the Manage Administrator Profile Values page when you select the profile option.

Creating a Profile Option

  1. In the Setup and Maintenance work area, go to the Manage Profile Options task.

  2. On the page, click Actions > New.

  3. On the Create Profile Option page, fill all the fields with relevant details with specific attention to the following:

    • Use the SQL Validation field to provide an SQL statement that displays the permissible profile values to be used. Using an SQL statement, you can select the values from another table and display them as a list of values.

      For example, to display the values Yes and No from a lookup table, you can use the following SQL statement:

      select MEANING, LOOKUP_CODE from FND_LOOKUPS where LOOKUP_TYPE='YES_NO'

      As a result, on the Manage Administrator Profile Values page, the profile values Yes and No are available for selection for that profile option.

    • You can specify a date range to keep the profile option active during that period. Beyond the specified duration, the profile option automatically becomes inactive. If you no longer require the profile option, you must manually delete it from the Manage Profile Options page.

  4. Click Save and Close.

  5. On the Manage Profile Options page, search for the newly created profile option and from the results, select it.

  6. In the Profile Option Levels section, do the following:

    1. In Enabled, select the levels at which you want to enable the profile option.

      Note: You can enable a profile option at multiple levels, but a higher-level profile value overrides a lower-level value. Therefore, enable them only at the required levels.
    2. In Updatable, select the profile level at which you want implementors to have update privileges. Leave the check box deselected if you don't want the implementors to modify the profile values (they appear in read-only mode).

  7. Click Save and Close.

To edit a profile option that you created, search for it and edit the necessary details.

Note: While creating and editing profile options and profile categories, you can translate the details to the preferred languages without changing the language session of the application. To specify the translations in all the enabled language rows, use the Translation Editor option. Once the updates are made, users can view the translated text for the specific details.

The hierarchy in profile levels determines the context for making a profile option effective.

You can enable a profile option at the following levels:

  • Site level (lowest): The entire site of deployment

  • User level (highest): A specific user

After you create or edit a profile option on the Manage Profile Options page, you must enable it. You can enable it at multiple levels. The setting at the highest enabled level takes precedence over the lower levels. User level is the highest in the hierarchy and always takes precedence over the settings at the site level.

On the Manage Administrative Profile Values page, set the profile value at any of the enabled levels of the profile option.

Example of Profile Option Hierarchy

The following table shows an example of setting the currency profile option at different levels.

Profile Level Hierarchy Currency

Site

Lowest

Euro

User

Highest

US Dollar

For this example, there are two users, John and Lisa. For John, the user-level profile value currency is set to US Dollar. If the Currency profile option is enabled only at the site level, both John and Lisa would see Euro as the default currency. If the profile option is enabled at the user level, users having a different currency set as their currency profile value would see only that currency. In this case, John would see US Dollar as the default currency. If the Currency profile option is enabled at the user level and there is no user level currency defined, the site level setting takes effect. When both site and user levels are enabled, the value for the user level takes precedence over the site level value.

The general preferences such as Language, Territory, or Date Format that you access from the global header have corresponding predefined profile options.

General Preferences

When users define their preferred Date Format, Language, or Currency, they are setting the value of a profile option at the user level.

Profile Options

When users don't specify anything as their preferences, the Site level profile option takes effect.

Lookups

Lookups are lists of values in applications. You define a list of values as a lookup type consisting of a set of lookup codes, each code's translated meaning, and optionally a tag. End users see the list of translated meanings as the available values for an object.

Lookups provide a means of validation and lists of values where valid values appear on a list with no duplicate values. For example, an application might store the values Y and N in a column in a table, but when displaying those values in the user interface, Yes or No (or their translated equivalents) should be available for end users to select. For example, the two lookup codes Y and N are defined in the REQUIRED_INDICATOR lookup type.

The following table contains an example of a lookup type for marital status (MAR_STATUS) that has lookup codes for users to specify married, single, or available legal partnerships.

Lookup Code Meaning Tag

M

Married

Not applicable

S

Single

Not applicable

R

Registered Partner

+NL

DP

Domestic Partner

-FR, AU

In this case, tags are used for localizing the codes. All legislations list Married and Single. Only the Dutch legislation lists Registered Partner. And all legislations except France and Australia also list Domestic Partner.

When managing lookups, you need to understand the following.

  • Using lookups in applications

  • Configuration levels

  • Accessing lookups

  • Enabling lookups

  • The three kinds of lookups: standard, common, and set-enabled

Using Lookups in Applications

Use lookups to provide validation or a list of values for a user input field in a user interface.

An example of a lookup used for validation is a flexfield segment using a table-validated value set with values from a lookup type. An example of a lookup in a list of values is a profile option's available values from which users select one to set the profile option. Invoice Approval Status gives the option of including payables invoices of different approval statuses in a report. The lookup code values include All, so that users can report by all statuses: Approved, Resubmitted for approval, Pending or rejected, and Rejected.

Configuration Level

The configuration level of a lookup type determines whether the lookups in that lookup type can be edited. This applies data security to lookups.

Some lookup types are locked so no new codes and other changes can be added during implementation or later, as needed. Depending on the configuration level of a lookup type, you may be able to change the codes or their meanings. Some lookups are designated as extensible, so new lookup codes can be created during implementation, but the predefined lookup codes can't be modified. Some predefined lookup codes can be changed during implementation or later, as needed.

The configuration levels are user, extensible, and system. The following table shows the lookup management tasks permitted at each configuration level.

Permitted Task User Extensible System

Deleting a lookup type

Yes

No

No

Inserting new codes

Yes

Yes

No

Updating start date, end date, and enabling the lookup code

Yes

Yes, only if the code isn't predefined data

No

Deleting codes

Yes

Yes, only if the code isn't predefined data

No

Updating tags

Yes

No

No

Updating module

Yes

No

No

Predefined data means LAST_UPDATED_BY = SEED_DATA_FROM_APPLICATION.

If a product depends on a lookup, the configuration level must be system or extensible to prevent deletion.

Once the configuration level is set for a lookup type, it can't be modified. The configuration level for newly created lookup types is by default set at the User level.

Standard, Common, and Set-Enabled Lookups

The following table shows the available types of lookups.

Lookup Type Description

Standard

Lists the available codes and translated meanings.

Set-enabled

Associates a reference data set with the lookup codes.

Common

Legacy lookups or lookups that have attributes.

Standard lookups are the simplest form of lookup types consisting only of codes and their translated meaning. They differ from common lookups only in being defined in the standard lookup view. Common lookups exist for reasons of backward compatibility and differ from standard lookups only in being defined in the common lookup view. These can also be lookups having attribute columns. Set-enabled lookup types store lookup codes that are enabled for reference data sharing. At runtime, a set-enabled lookup code is visible because the value of the determinant identifies a reference data set in which the lookup code is present.

Accessing Lookups

Standard, set-enabled, and common lookups are defined in the Standard, Set-enabled, and Common views, respectively. Applications development may define lookups in an application view to restrict the UI pages where they may appear.

In lookups management tasks, lookups may be associated with a module in the application taxonomy to provide criteria for narrowing a search or limiting the number of lookups accessed by a product specific task such as Manage Purchasing Lookups.

Enabling Lookups

A lookup type is reusable for attributes stored in multiple tables.

Enable lookups based on the following.

If you make changes to a lookup, users must sign out and back in before the changes take effect. When defining a list of values for display rather than validation, limit the number of enabled lookup codes to a usable length.

To view the predefined lookups and their lookup codes, use the following tasks in the Setup and Maintenance work area:

  • Manage Standard Lookups

  • Manage Common Lookups

  • Manage Set-Enabled Lookups

Translating Lookups

You can translate the lookups that you defined to the preferred language(s) without changing the language session of the application. Use the translation option available on the lookup code table. By default, for each lookup, all the permitted language rows in the translator dialog box appear in the source language (the current session language). When you edit a particular language entry, you can modify the translated meaning and description to the language in which you want the lookup to appear. Once the updates are made, the end-users can view the lookup in the translated text.

Note: You can add the translation for only as many languages as are permitted by the administrator. The functionality to limit the number of languages displayed on the dialog box is controlled through the Translation Editor Languages profile option. It can be set at the SITE or USER level. If nothing is specified, all active languages are displayed.

Overview of Lookup Types

Lookup types in the applications provide the lists of values in application fields that are drop-down lists. For example, when closing an opportunity, salespeople can pick a reason that an opportunity was won or lost from the Win/Loss Reason field, which is a drop-down list. The values in that list are derived from the lookup type, MOO_WIN_LOSS_REASON, which has several potential values known as lookups, each with its own unique lookup code and a meaning that displays in the UI.

Configuring Lookup Types

You can configure many lookup types to fit your business needs. The level at which a lookup type is extensible determines whether the lookups in that lookup type can be edited. The levels are: User, Extensible, and System.

The following table shows which lookup management tasks are allowed at each level.

Allowed Task User Extensible System

Deleting a lookup type

Yes

No

No

Inserting new codes

Yes

Yes

No

Changing the wording that displays on the page (Meaning field)

Yes

Yes

Yes

Updating start date, end date, and enabled fields

Yes

Yes, only if the code is not predefined data

No

Deleting codes

Yes

Yes, only if the code is not predefined data

No

Updating tags

Yes

No

No

Updating module

Yes

No

No

If a product depends on a lookup type, the configuration level must be System or Extensible to prevent deletion. After the configuration level is set for a lookup type, it cannot be modified. The configuration level for lookup types created using the Define Lookups page is by default set at User level.

Sales Lookup Types

You find lookup types by accessing the associated task in the Sales offering in the Setup and Maintenance work area. Here are some of the common sales lookup tasks or task lists:

To access sales lookup types:

  1. Sign in as a setup user and navigate to the Setup and Maintenance work area.

  2. In Setup and Maintenance, go to the Sales offering.:

  3. In the list of functional areas, click the area where the lookup appears. See the list at the end of this procedure for more information.

    A list of tasks for the area is displayed.

  4. In the list of tasks, click the lookups task.

  5. In the lookup types page, modify the lookup type as needed.

The following are the Sales lookup type tasks and the functional areas where they appear:

  • Sales Foundation functional area:

    • Manage Geography Lookups

    • Manage Applications Core Standard Lookups

    • Manage Activity Standard Lookups

  • Users and Security functional area:

    • Manage Resource Role Lookups

    • Manage Resource Lookups

  • Accounts and Contracts functional area

    • Manage Group Lookups

    • Manage Source System Lookups

    • Manage Hierarchy Lookups

    • Manage Trading Community Common Lookups

    • Manage Party Usage Lookups

    • Manage Relationship Lookups

    • Manage Contact Point Lookups

    • Manage Trading Community Organization Lookups

    • Manage Trading Community Location Lookups

    • Manage Trading Community Person Lookups

    • Manage Contact Lookups

    • Manage Customer Account Lookups

    • Manage Customer Center Lookups

  • Sales Catalog and Products functional area:

    • Manage Product Group Lookups

  • Sales Campaigns functional area:

    • Manage Marketing Standard Lookups

  • Leads functional area:

    • Manage Sales Lead Standard Lookups

    • Manage Set Enabled Lookups

  • Opportunities functional area:

    • Manage Set Enabled Lookups

  • Territories functional area:

    • Manage Territory Management Non-extensible Lookups

  • Business Plans functional area:

    • Manage Business Plan Non-extensible Lookups

    • Manage Objectives Non-extensible Lookups

  • Partners functional area:

    • Manage Partner Lookups

Set-Enabled Lookup Types

Several applications support lookup types at the reference set level, allowing you to present different lists of values for different business units. You can find these in the Manage Set Enabled Lookups task within the functional area that supports these lookup types.

On any of the Manage Lookups pages, you can edit the existing lookup codes of a lookup type or add new lookup codes. You can edit lookups using the following tasks in the Setup and Maintenance work area:

  • Manage Standard Lookups

  • Manage Common Lookups

  • Manage Set-enabled Lookups

Each task contains a predefined set of lookup types that are classified and stored. Open a task to search and edit the required lookup. However, you may not be able to edit a lookup if its configuration level doesn't support editing.

Lookup types are classified using tasks that involve a group of related lookups, such as Manage Geography Lookups. Each task gives you access only to certain lookup types. However, the generic tasks provide access to all lookups types of a kind, such as common lookups associated with the Manage Common Lookups task.

If the lookup types in an application are available in the standard, common, or set-enabled lookups view, they're are central to an application. However, lookup types defined for a specific application are managed using the task for that application.

Scheduled Processes

Some tasks are too complicated or would take way too long if you had to do them manually, especially one record at a time. So, you can run scheduled processes that do the task for you, for example to import data or update the status for a bunch of records. Some processes give you printable output. Those processes might have Report in their name.

Jobs and Job Sets

Each scheduled process that you run is based on a job. The job is the executable that controls what the process can do and what parameters and other options you have for the process. A job set contains multiple jobs.

Process Sets

A process set is a scheduled process that's based on a job set. So, when you submit a process set, you're running more than one job.

Note: When you submit certain scheduled processes, the job logic causes other processes to automatically run. But in this case, you're not submitting a process set that includes those other processes.
Submission

When you submit a scheduled process, you can use its parameters to control which records are processed and how. For example, a process includes only the transactions that were edited by the person you select for a Last Updated By parameter. Some processes don't have parameters.

As part of the submission, you can also set up a schedule for the process, for example to run once a week for two months. Every time a process runs, there's a unique process ID.

Output

Some scheduled processes provide output in PDF, HTML, and other formats. For example, a process can import records and also produce output with details about those records. There are many types of output, for example a tax document or a list of transactions.

Overview of Enterprise Scheduler Processes for Enterprise Contracts

Oracle Enterprise Contracts provides predefined Enterprise Scheduler Processes. The processes can be set up to run automatically at periodic intervals using the Scheduled Processes task from the Navigator.

The following table lists the predefined scheduler processes and summarizes when they are needed:

Enterprise Scheduler Process Description Related Feature Recommended Frequency

Acquires Usage Data from an External Web Service

Name of the process used to acquire usage information from an external web service.

Usage-based rating and billing in service contracts

Whenever the consumption data is available

Adopt Global Clauses for a New Business Unit

Adopts all approved global clauses for use in a new local business unit.

Terms Library Clause Adoption

Daily

Assign Contract Owner

Assigns a new contract owner or replaces an existing contract owner.

Contract Assignees

As needed

Automatically Renew Eligible Contracts and Contract Lines

Name of the process that is used to find and renew eligible contract lines.

Basic Automated Contract Renewal

Daily to weekly

Build Keyword Search Index for Contract Clauses

Enables clause searches in the Contract Terms Library using the Keyword field by building an index of the Clause Title, Display Title, Description, and Text fields.

Terms Library Search Clauses

Daily

Build Keyword Search Index for Contract Terms Templates

Enables contract terms template searches in the Contract Terms Library using the keyword field by building an index of the Terms Template Name and Description fields.

Terms Library Search Terms Templates

Daily

Fetch Pricing Information for Service Contracts

The name of the process used to retrieve the pricing information for service contract lines from the Pricing application.

Service Contract Pricing

Daily

Fetch Service Contract Invoice Information from Receivables

Name of the process used to retrieve the service contract line invoice and credit memo information from accounts receivables.

Service Contract Billing

Daily

Generate Contract PDFs for Text Search

Used to generate PDF documents for all draft contracts to enable indexing of terms for text search.

Service Contract Billing

Daily

Import Contract Clauses from Interface Table

Validates clauses and variables in the open interface table and imports the valid clauses into the Contract Terms Library.

Terms Library Clause Import

As needed

Import Contract Clauses from XML File

Validates clauses and variables from an XML spreadsheet and imports the spreadsheet into the Contract Terms Library.

Terms Library Clause Import

As needed

Import Contract from External Systems

Imports contracts in bulk from external systems.

Contract Import

As needed

Import Default Coverage

Name of the process which is used to import default coverage.

Service Contracts Entitlements

As needed

Optimize Keyword Search Index for Contract Clauses

Optimizes the clause text index to improve clause performance of searches using the Keyword field in the Contract Terms Library.

Terms Library Clause Search

Daily

Optimize Keyword Search Index for Contract Terms Templates

Optimizes the contract terms template text index to improve performance of terms template searches using the Keyword field in the Contract Terms Library.

Terms Library Terms Template Search

Daily

Perform Timed Contract State Transitions

Name of the process that performs the timed transition of contracts from one state to another.

User Statuses and Transitions

Daily

Process Contracts Consolidated Reminder Events

The name of the program that processes consolidated reminder events in contracts.

Event Notification Rules and Template Sets

Daily

Process Contracts Event Notifications

The name of the process that is used to process event notifications in contracts.

Event Notification Rules and Template Sets

Daily

Process Installed Base Updates

Name of the process which is used to create and update contracts based on Installed Base updates.

Service Contracts Installed Base Integration

Daily

Purge Contract Clause Import Tables

Purges data from the clause interface table after clause import has completed.

Terms Library Clause Import

As needed

Purge Contract Import Interface Tables

Purges error records of the contract import interface tables.

Contract Import

As needed

Purge Contract Temporary Tables

Purges all contract temporary tables.

N/A

As needed

Send Contract Expiration Notifications

Sends contract expiration notifications to contract owners.

N/A

Daily

Send Contract Fulfillment Notifications

Sends notifications to contract fulfillment notification recipients based on the notification rules set up for the fulfillment line.

N/A

Daily

Send Contract Terms Deliverable Due Date Notifications

Sends due date notifications to the responsible party for the contract terms deliverable.

Contract Deliverables

Daily

Send Contract Terms Deliverable Escalation Notifications

Sends escalation notifications to the escalation contact, the internal contact, and the requester of contract terms deliverables. The requester is the internal employee who requested the deliverable.

Contract Deliverables

Daily

Send Contract Terms Deliverable Overdue Notifications

Sends overdue notifications to the requester and to the responsible party for a contract terms deliverable. When the responsible party is external, then the internal party is notified as well.

Contract Deliverables

Daily

Send Service Contract Billing Information to Receivables

Name of the process used to send the service contract line billing and credit information to accounts receivables.

Service Contract Billing

Daily

Track Electronic Signature Status

Track electronic signature status of contract.

Electronic Signature

Hourly

Track Purchasing Activity

Retrieve the number and the status of the purchasing documents created by the integrated procurement application from the contract fulfillment line.

N/A

As needed

Update Contract Status

Updates the status of contracts that are dependent on time. For example, updates the status to expired when the end date is reached.

N/A

Daily

Validate Imported Contract

Validates imported contract and updates bill and revenue plan details.

N/A

As needed

Caution: Oracle recommends that you do not edit any existing Enterprise Scheduler Jobs.

How can I Manage Enterprise Scheduler Processes for Enterprise Contracts?

You can view the predefined enterprise scheduler jobs for Oracle Enterprise Contracts from the application:

  1. Select Navigator > Setup and Maintenance.

  2. Search for and select the Enterprise Contracts offering.

  3. On the Setup and Maintenance page, click Setup.

  4. Select the Enterprise Contracts functional area. The tasks available for Enterprise Contracts display.

  5. Select the Manage Custom Enterprise Scheduler Jobs for Enterprise Contracts task.

  6. In the Manage Custom Enterprise Scheduler Jobs for Enterprise Contracts page, enter search criteria to search and view available Enterprise Scheduler Jobs.

Caution: It is recommended to not edit any existing Enterprise Scheduler Jobs.

User Statuses and Transitions

A contract has predefined statuses that characterize its lifecycle. In addition, you can define user statuses and their transitions.

For example, as contract manager you may want to pass the contract for a more thorough review of its sections by the appropriate team such as Legal, Financial, and Accounts. You can do this using the user statuses and transitions that you defined.

Defining User Statuses and Transitions

Define these user statuses and their transitions using the contract setup task of Manage User Statuses and Transitions and save your changes.

Note: While defining user statuses, ensure that you select the Allow Assignment check box for each of the user transitions. This enables you to assign the contract to named assignees during a user transition.

Setting Up The State-Based Event Model

Use the Event Models setup task to create new events and actions for the business object, oracle.apps.contracts.coreAuthoring.header.model.view.ContractHeaderVO.

Set these events up for each To and From state of the user transition. For seeded states you can select from available events and actions. An example of an action could be a groovy script.

Save this new State based event model and specify the condition or contract type that can use this. For contracts of the specified condition, the user statuses and transitions that you created are available as Action menu items. You can use these action menu items to pass a contract between teams for review before submitting the contract for approval.

Note: User statuses and transitions apply only to contracts that satisfy the condition defined in the Event Model. They cannot be used for contract templates.

The following figure shows the user statuses and their transitions.

Setting up new user statuses and their transitions.

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

Contract Preview and Printing FAQ

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.

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.