Recording primary contract information

Recording contract information

The “Contract Details” tab page appears by default, on launch of the “Manage Sale Contract” page. This section enables you to record primary contract information including customer-specific details.

Enter the following fields in the “Contract Information” group box:

Contract Classification

Use the drop-down list box to select the classification to which the contract belongs.. Mandatory. The system lists the following options:

Regular
US Defense

By default the system displays “Regular” in this field.

In the combo field alongside, select any of the following options. Data selection in this field is mandatory if ‘US Defense’ is specified as the Contract Classification. The system lists the following options only if US Defense contracts:

Contract
Task Order

By default the system leaves this field blank

Ref. Contract #/Rev #

The reference Contract under which the sub contract is being generated. Data entry in this field is mandatory when the Contract is US Defense Contract for Task Order.

Search facility enabled.

In the editable field alongside, select valid Contract / Rev. # with contract classification : US Defense / Contract in valid status.

Note that the system displays this field only for Task Orders in US Defense contracts

Note: Ensure that for a contract with classification: US Defense where the Task Order # is created with a Ref. Contract /Rev. # then the 'Effective from' and 'Effective to' of the revision of the Task Order is within the 'Effective from' and 'Effective to' of the Revision # of the Contract provided against the Ref. Contract / Rev. # .

The system displays the following in the “Contract Information” group box:

Status

Status of the contract, which could be “Draft”, “Fresh”, “Confirmed”, “Approved”, “Returned”, “Revised”, “Cancelled” or “Closed”.

Enter the following fields in the “Contract Information” group box:

Contract Type

Use the drop-down list box to specify the type of contract Mandatory. The system lists the following options:

General - Select this option, for standard terms and conditions in a contract.
Customer Specific - Select this option for a particular customer-specific terms and conditions in a contract.

The system displays “Customer Specific” by default.

Obj. Eff.

Use the drop-down list box to select the object covered in the contract. Mandatory. The system lists the following options:

Aircraft - Select this option if the object covered in the contract is aircraft.
Parts - Select this option if the object covered in the contract is part.
Others - Select this option if the object covered in the contract is for non maintenance jobs

The system displays “Part” by default.

Enter the following fields in the “Contract Information” group box:

Contract Date

The date on which the contract was entered.

Note that this date cannot be modified on revising a contract.

Contract Start Date

The date from which the contract is effective.

Contract End Date

The date until which the contract is effective.

The system displays the following:

Effective From

The starting date from which the revised contract is effective.

Note that this date cannot be modified on revising a contract.

Enter the following fields in the “Contract Information” group box:

Effective To

The ending date up to which the revised contract is effective.

Ensure that the date entered in this field is later than the “Effective From” date.

Note that this date can be modified on revising a contract.

The system displays the following:

Revision Comments

Textual description of the revision made in the contract.

Enter the following fields in the “Contract Information” group box:

Contract Stage

Use the drop-down list box to specify the stage of the contract. Mandatory. The system lists the following options:

Firm - Select this option if the contract is accepted.
Prospect - Select this option if the contract has the prospect of being accepted.
Bid - Select this option if the proposed contract may or may not be accepted.

The system displays “Firm” by default.

Note: Contracts in “Firm” stage cannot be modified to “Bid” or “Prospect”.

User Status	Use the drop-down list box to select the user status of contract. The system lists all the 'active' user statuses as defined for the category “Contract User Status” in the “Create Category Type” activity of the “Category” business component. The system retrieves all the user statuses similar to the description entered here.
Customer Service Rep.	Code identifying a representative to be contacted in terms of queries relating to the contract. Data entry in this field is mandatory if the type of contract is “Customer Specific”. Help facility available
Sale Type	Use the drop-down list box to specify the sale type of the contract. Mandatory. The system lists all the ‘Active’ sale type descriptions defined in the “Define Process Entities” activity of the “Common Master” business component. Ensure that the value specified in this filed has “Maintenance Type” set as its execution type for contracts with 'Parts', 'Aircraft' or 'Others' as its object effectivity. Note that the value in this field cannot be modified on revising a contract.
Service Type	Use the drop-down list box to select the service type that is agreed against the contract. Data selection in this field is mandatory if if the contract definition is set as ‘Yes’. The system lists the following options: Exchange Repair By default the system leaves this field blank.

Note: Ensure that a 'Service Type' is provided either at the header level in 'Contract Information' section in Contract Details tab or at Part Effectivity Line level in the multiline of the 'Part Effectivity' tab if the parameter: 'Service Type mandatory for Contract Definition’ in the ‘Set Sales Process Parameter’ under the Customer business component is set as ‘Yes’. In addition ensure that the Service Type is the same if provided at both header or part effectivity level.

Contract Category	Use the drop-down list box to select the category to which the contract belongs. The system lists all the 'active' contract categories as defined for the category “Contract Category” in the “Create Category Types” activity of the “Category” business component. The system retrieves all the contract category similar to the description entered here
Currency	The currency of the contract. Mandatory. Note that the value in this field cannot be modified on revising a contract.
Engagement Type	Use the drop-down list box to specify the engagement type of the contract. Mandatory. The system lists the following options: Full Maintenance - Indicates that all maintenance work will be performed for the incoming objects. On Request - Indicates that all maintenance work will be performed for the objects as per the request made by the customer.
Controlling Unit	The entity to which the contract belongs. Help facility available
Analysis Code	The analysis code to which the account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component. Help facility available
Contract Coverage	A brief description of the object covered in the contract. Mandatory.
Remarks	Any queries pertaining to the contract.

Enter the following fields in the “Customer Information” group box:

Customer #

The number identifying the customer with whom the contract is entered. Data entry in this field is mandatory if “Customer Specific” is specified as the “Contract Type”.

Ensure the following:

The number specified in this field is a valid customer number as defined in the “Customer” business component.
This field is left blank if “General” is specified as the “Contract Type”.

Note that the value in this field cannot be modified on revising a contract.

Help facility available

The system displays the following in the “Customer Information” group box:

Customer Name

The name of the customer with whom the contract is entered.

Enter the following fields in the “Customer Information” group box:

Note: The system retrieves and displays the customer information from the “Customer” business component.

Contact Person	The contact person of the customer with whom the contract is entered.
Email	The email ID of the customer with whom the contract is entered.
Phone	The phone number of the customer with whom the contract is entered.
Cust. Contract # / Rev #	The contract number for the customer with whom the contract is entered. Ensure that a value is specified in this field for customer-specific contracts.
	In the editable box alongside, enter the revision number of the contract for the customer with whom the contract is entered.
Cust. Contract Date Rev.	The revised customer contract date with whom the contract is entered. Data entry in this page is mandatory if the revised Customer Contract Revision # is greater than zero.
Revision Notes	A brief note describing the reason for revision of the customer contract. Data entry in this field is mandatory if the “Cust. Contract # / Rev #” field is modified.
Contract Nature	Use the drop-down list box to specify the nature of the contract. The system lists the following options: Primary Sub-Contract
End Cust # / Name	The customer with whom the US Defense has actually been entered into with. Data in this field is mandatory if the Contract Nature is specified as ‘Sub-Contract’. Leave this field blank if the Contract Nature is specified as ‘Primary’. The system displays the end customer number / name in this field.
Primary Contract # / Rev. #	The number identifying the primary contract / The number identifying the revision of the primary contract. Data entry in this field is mandatory if nature of the contract is Sub Contract.

Enter the following fields in the “Copy From” group box:

Note that the system allows copy actions only in Create Contract Mode.

Copy Option

Use the drop-down list box to select the document from where you wish to copy details of the contract. The system lists the following option:

Copy From Contract
Copy From Task Order

Note that the system lists the option Copy From Task Order only when copy option is being used while generating a contract with contract classification: US Defense/Task Order. By default leave this field blank.

In the editable field alongside, enter the number identifying the contract, the details of which you wish to be copied / The number identifying the revision number of the contract, the details of which you wish to be copied.

Note that details of a contract can be copied only in “Create” mode.

Ensure the following:

The value entered in this field is an active and valid contract / revision number.
The reference contract is not in cancelled status.
Enter the Customer # in the “Customer Information Section” for “Customer Specific” contracts.

Help facility available

Note: While copying contract details ensure that the a value is entered in the “Contract # / Rev. #” field in the “Contract Details” group box if “Manual” is set for the process parameter “Numbering Type” in the “Define Process Entities” of the “Common Masters” business component.

Click the “Copy” pushbutton to copy details from an existing contract.
Enter the following fields in the “Revision Details” group box:

Revision Effective From	The starting date from which the revised contract is effective.
Revision Comments	A textual description of the revision made to the contract.

Click the “Save Contract Main Info.” pushbutton to save the contract details in draft status.

The system performs the following:

On creation of a contract

Updates the primary details of the contract against the contract number.
Generates the revision number as “0”.

On modifying contract details

Updates the primary details of the contract against the contract number or revision number in which the modifications are made for contracts before their approval.

On revising contract details

Generates an incremental revision number and saves all the revisions made against the generated revision number for approved contracts.
Updates the "Contact Upload Summary" tab.

Automatic Numbering Type for US Defense Contracts

Auto-generates US Defense Contract number as per the numbering type defined against the parameter ‘Numbering Type for Contract’ in the Define Process Entities of the Common Master business component

Creation of US Defense Contract

Generates task order in ‘Draft status’
Modification of US Defense Contract
Saves the Contract in ‘Fresh’ status if the parameter ‘Reference Contract Classification for CO Generation for US Defense Jobs' in the Define Process Entities activity of the Common Master business component is set as 'Contract' and all the mandatory data are specified, else the system saves the contract in “Draft” status only.

For Contracts with Contract Classification - US Defense /Task Orders

Automatic Numbering Type for Task Orders
Auto-generates task order number as per the numbering type defined against the parameter ‘Numbering Type for Task Orders’ in the Define Process Entities of the Common Master business component

Creation of Task Order

Generates task order in ‘Draft status’

Modification of Task Order

Saves the Task Order in ‘Fresh’ status if the parameter ‘Reference Contract Classification for CO Generation for US Defense Jobs' in the 'Define Process Entities' activity of the 'Common Master' business component is set as 'Task Order' and all the mandatory data are specified, else the system saves the task order in “Draft” status only.

Click here to view "Table showing editing / revising a field is allowed"

To proceed, carryout the following:

Select the "Aircraft Effectivity" tab to record the details of aircraft covered in the contract.
Select the "Part Effectivity" tab to record part covered in the contract.
Select the "Part Serial" tab to record serial numbers for the part covered in the “Part Effectivity” tab
Select the Work Scope - US Defense tab page to record work scope details for US Defense contracts.
Select the "Work Scope" tab to record the scope of work to be performed on the object covered in the contract.
Select the "TAT - Aircraft" tab to record TAT the time required to service an aircraft for a given effectivity .
Select the "TAT - Parts" tab to record the time required to service a part for a given effectivity or repair process code.
Select the "Incl. & Excl.- Task" tab to include / exclude pricing basis for objects serviced.
Select the "Excl. - Consumed Parts" tab page to record exclusions for consumed parts.
Select the “Contract Upload Summary” tab page to view a summary of mandatory tab pages for which data is to be provided.
Click the “Confirm Contract” pushbutton to confirm a contract.

Prerequisites

4 The Contract # and Revision # must be specified in the “Contract Details” group box.