As the name suggests this sub-menu will let you create a new contract.
Menu Path: Contract Management >> Active Contracts
Following are the steps to create New Contract in MeRLIN.
1.To create a New Contract, click on Create New Material Contract from the menu under Contract Management. Provide the necessary information in the General Info tab and Click on the Continue button.
Description of Fields
Field Name | Description / Purpose | Field Length |
Description | Brief the purpose of the contract | 1000 |
Supplier | Choose a supplier from the Supplier List | |
Reference Number | Enter a reference number if any | 100 |
Organization Unit | Choose from the list of available organization units where you would like to create the contract. | |
Contract Type | Defines the Type of Contract | |
Auto PO Enabled | Provision to provide Yes/No only if the contract has been created as a result of the sourcing process. If you choose Yes, a PO will be automatically created. | |
Terms and Conditions Template | Choose the Terms and Conditions associated with the contract. The terms and conditions will be displayed in the adjacent tab. Templates are defined in the Business Administration module. | |
Contract amount | Total contract amount | |
Minimum Spend | The minimum amount that can be spent | |
Maximum Spend | The maximum amount that can be spent | |
Retainage Calculation Method | The retainage can be calculated based on the Contract amount, Percentage or need not be applicable at all in certain cases. | |
Retainage Percentage | Provide the Retainage Percent, this is enabled only if the Retainage Calculation Method is selected as the percentage | |
Signed Off | Signed off Date of the contract | |
Effective From | Contract effective from the date | |
Expiring On | The expiry date of the contract | |
Delivery Location | Delivery location of the items | |
Guarantee Start and End Dates | Provide the start date and end date | |
Insurance Start Date | Start Date of the Insurance if applicable | |
Insurance End Date | End date of the Insurance for the contract if applicable. | |
Award Number | If the Contract is created from the Award Management, the respective award number will default. |
2. The Terms and Conditions tab will display the contents as per the selection made under the Terms and Conditions template under the General Information tab (previous tab). If one or more templates are selected the contents appear one after the other.
3. Click on Add Milestone to add any milestone to the existing list of milestones.
4. The Milestone can be based on two types:
Relative: Here the milestones are specified in terms of an existing milestone.
Absolute: Here the milestones are created for a specific date.
Enter the required details and Click on the Next Button
5. Click on Add documents to add any document to support the contract.
6. Upload the documents and click on Next to proceed.
7. Click on continue to proceed with the contract.
8. Add the attribute to an already existing set of attributes predefined for the contract.
9. Enter the details of the attribute and click on next to continue.
10. In the price list screen, you will be able to list of prices of Items with all the related details of the item. Download the template and fill in the required details and upload it . There is provision to download Catalogue and Non Catalogue template, update the same and get them added to the Pricelist tab.
Note: For Contracts created through Award Management, the Pricelist details are updated by default from the Award.
11. On clicking Continue, we are directed to the Purchase Order screen, where we can see the list of purchase orders, if any.
12. On clicking Continue, we get to see the Stakeholders screen. Click on Add Stakeholder to add any stakeholder to this contract.
The Buyer and these Stakeholders will be notified about the expiry dates of the Insurance and will be sent an email notification.
13. Select the role, type and the stakeholder and click on Next.
14. Under the Alerts and Notifications, select Add Alerts to add notifications to the contract to the respective stakeholders.
15. Enter the conditions for the alerts as requested in the pop-up screen and click on next to save the details. The Alert can be either based on milestones or attributes.
16. In the Approvals tab, you can add the Approvers and submit the Purchase Order for Approval.
