Job Aid

Procurement Contracts (Demo1) – BUY Side Contract Authoring

Italics are used for notes and information .

DEMO NOTE for accessing login screen:

 From DSS Launchpad > click Launch Demo button
 From Environment Welcome page > click HomePage hyperlink to access main user
sign on screen.
Step Action
1. Objective :This script demonstrates the flow of Authoring a simple Buy side
contract with terms and conditions and you will download the contract to MS
word to collaborate with supplier and incorporate offline changes made in MS
word. Here we will use the Contract Expert tool that suggest appropriate
terms for your Contract.
2. Sign in to the application with calvin.roth / Welcome1, Click on Sign In
3. From Navigator > Contract Management > Contracts
Or
Favorites > Contracts Homepage
4. Click the Create Contract link under the Task pane along left side.
5. Enter details for BU, Type, Number and Party as given using LOV/Search:
Business Unit – USA1 Business Unit
Type – Buy: No lines
Number – “USA1 your initials”
Primary Party – Lee Supplies
For other fields, keep the default value.

Click the Save and Continue button.

6. Click in the Name field under the Header tab and enter the Name "LS
Contract your initials"
7. Click on Parties link along the left column (under the Header sub-tab)
8. Parties and contact, contract owner all gets defaulted values
9. Click on Contract Terms sub tab
10. The Template Facilities Service Agreement Terms will be defaulted as per
the Contract type.
11. Click the Action drop down LOV (next to Save button) and choose Preview
to view the terms.

It will ask whether to open the Contract or Save. You can select open option
with Adobe reader.
12. Click the OK button

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Step Action
13. Return to Contracts screen

Click the Run Contract Expert graphic.

It will ask you to update the value for Variables.

14. Click the cell under the Value column

15. Enter the value for the Variable Insurance _Amt say 10000
16. Click the Next button.
17. Answer the Question on the Expert.
Click the LOV list and select Yes for the question.
Does this agreement cover services that require the collection disposal or
handling of hazardous materials in any way?

18. Click the Next button.

It will show the clause which will be inserted into the document based on the
answer to the question. You can review the clause if required.
19. Click on the Clause Details icon to view the clause verbiage what will be
added.

When finished viewing, click Done button to close the pop up window
20. Click the Finish button.
21. You get the information Contract expert inserted the clause based on the
answer yes to the Question.

Click the OK button.
22. Clause Hazardous Material Handling has been inserted.

23. Click Save button.

24. Click the Actions (at top right corner of Contract Terms header level)

25. Click in the Download Contract field.

This is to show the word integration.

As needed, click Yes button to Warning message about saving.

26. Click/select the Word 2007 option.

27. Click the Download button.

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Step Action
28. Click the Ok button.
Save the contract terms in your machine.

29. Open the saved File in your machine to modify the clauses.
30. Modify a clause - go to Facilities Terms of Agreement clause
Change the days to 4 from 5.
31. NOTE: Sometimes the default on your Word 2007 will have the Accept icon
grayed out. You must unprotect your document. This can be done by:
Review subtab > Protect Document icon > choose from list “Restrict
Formatting and Editing” (pane will open along right side of screen) > click
“Stop Protection” button and bottom of pane. The ACCEPT icon should
now be enabled.

Click the Accept All Changes in Document menu. ( as needed, you may need
to unprotect your document to enable Accepting all Changes)

32. Click the Save menu.

And Close the document.

33. Now we need to upload the modified terms to the Contract terms directly from
Word.
Click the Actions (at top right corner of Contract Terms header level)
34. Click in the Upload Contract field.
35. Click YES button to pop up message about saving changes.
36. Click the Browse… button
To select the modified terms from your machine where it is saved.

37. Find and choose your file to upload

Click the OK button.
38. Taken to the Review Changes screen. Notice Terms of Agreement line has
“UPDATED” under the Action column.
You can verify the updated clause.
39. Click the Facilities Terms of Agreement link and you can view the
modifications

40. Click the Done button to close the Comparison window

41. Click the Accept All Changes link.

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Step Action
42. Click the Yes button to pop up window Warning message.
43. Click the Actions Button (next to Save button)
44. Click in the Validate field.

This is to ensure no errors. If any error same has to be rectified before

submitting for approval.
45. Click the Done Button after confirming there are no errors.
46. Click the Submit button.
47. It will show the validation results for error/ warnings if any. There should be
no errors as we have already validated.

Click the Submit button again.

48. End of Procedure.

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