Oracle® Procurement Contracts

Oracle® Procurement Contracts
Implementation and Administration Guide
Release 12.2
Part No. E48946-06
August 2017
Oracle Procurement Contracts Implementation and Administration Guide, Release 12.2
Part No. E48946-06
Copyright © 2004, 2017, Oracle and/or its affiliates. All rights reserved.
Primary Author:
Prashanti Gajjala
Contributing Author:
Bhuvaneshwari Chandrasekharan, Bill Tokheim, Kundana Kolukula
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Contents
Send Us Your Comments
Preface
1
Introduction to Oracle Procurement Contracts
Oracle Procurement Contracts - Overview............................................................................... 1-1
Oracle Procurement Contracts - Key Features.......................................................................... 1-1
2
Oracle Procurement Contracts Dependencies
Installation Verification............................................................................................................ 2-1
Oracle Procurement Contracts Dependencies.......................................................................... 2-1
Mandatory Dependencies......................................................................................................... 2-1
Conditional Dependencies....................................................................................................... 2-2
3
Implementation Overview
Process Description................................................................................................................... 3-1
Implementation Task Sequence............................................................................................... 3-1
4
Setting Up Oracle Procurement Contracts
Setting Up Organizations For Contract Terms......................................................................... 4-2
Implementing Multiple Organizations Access Control...........................................................4-4
Profile Options and Profile Options Categories...................................................................... 4-6
Setting Up Approvers and Approval Workflow.................................................................... 4-12
Approval Workflows in Integrated Modules......................................................................... 4-12
Setting Up Lookup Codes....................................................................................................... 4-13
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Enabling Keyword Search.......................................................................................................4-13
Setting Up Layout Templates.................................................................................................4-13
Setting Up Purchasing Document Format.............................................................................. 4-16
Using Descriptive Flexfields...................................................................................................4-17
Setting Up Deliverable Attributes.......................................................................................... 4-18
Setting Up AutoNumbering....................................................................................................4-19
Setting Up Value Sets............................................................................................................. 4-19
Oracle Procurement Contracts Function Security.................................................................. 4-20
Importing Clauses from External Sources.............................................................................. 4-22
Setting Up Contract Folders.................................................................................................... 4-22
Setting Up Variables............................................................................................................... 4-23
Setting Up Numbering Schemes............................................................................................ 4-23
Deploy Searchable Objects..................................................................................................... 4-24
Setting Up Sections................................................................................................................. 4-25
Setting Up Standard Clauses.................................................................................................. 4-25
Setting Up Contract Templates............................................................................................... 4-25
Setting Up Contract Expert......................................................................................................4-25
Setting Up Contract Repository.............................................................................................. 4-26
Setting Up Contracts Workbench........................................................................................... 4-29
5
Implementation and Other Considerations
Overview .................................................................................................................................. 5-1
Process Overview, Implementation Considerations, and Other Considerations....................5-2
Establish Contract Standards............................................................................................... 5-2
Negotiate Contracts........................................................................................................... 5-10
Author Contracts............................................................................................................... 5-14
Approve and Sign Contracts..............................................................................................5-25
Execute and Monitor Contracts......................................................................................... 5-29
Link Related Contracts.......................................................................................................5-30
Administer Contract Changes............................................................................................5-31
Renegotiate and Close Out Contracts................................................................................ 5-33
6 Setting Up Contract Terms Library
Contract Terms Library............................................................................................................. 6-2
Managing Standard Clauses..................................................................................................... 6-2
Creating Standard Clauses........................................................................................................6-2
Defining Related Clauses......................................................................................................... 6-5
Assigning Clauses to Folders.................................................................................................... 6-6
Approving Clauses.................................................................................................................... 6-7
Managing Clauses Across Organizations................................................................................. 6-7
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Searching for Clauses..............................................................................................................6-13
Contract Clause Analysis Report............................................................................................ 6-16
Managing Changes to Standard Clauses................................................................................ 6-16
Importing Clauses................................................................................................................... 6-20
Managing Contract Templates................................................................................................6-31
Creating Contract Templates.................................................................................................. 6-32
Adding Sections and Clauses................................................................................................. 6-37
Creating Contract Template Deliverables.............................................................................. 6-38
Using Deliverable Attributes Setup....................................................................................... 6-41
Validating Templates.............................................................................................................. 6-42
Preview Templates.................................................................................................................. 6-43
Approving Templates............................................................................................................. 6-43
Searching for Templates......................................................................................................... 6-44
Managing Changes to Contract Templates.............................................................................6-45
Defining Global Templates.................................................................................................... 6-48
Managing Variables................................................................................................................ 6-49
Managing Sections.................................................................................................................. 6-54
Managing Folders....................................................................................................................6-55
7
Contract Expert Administration
Overview................................................................................................................................... 7-2
Managing Questions................................................................................................................. 7-3
Creating User Questions........................................................................................................... 7-3
Searching for Questions............................................................................................................7-5
Updating Questions.................................................................................................................. 7-6
Managing Constants................................................................................................................. 7-6
Creating Constants.................................................................................................................... 7-7
Searching for Constants............................................................................................................ 7-7
Updating Constants...................................................................................................................7-8
Managing Rules........................................................................................................................ 7-8
Creating Rules........................................................................................................................... 7-9
Searching for Rules................................................................................................................. 7-13
Activating Rules...................................................................................................................... 7-14
Disabling Rules....................................................................................................................... 7-16
Updating Rules........................................................................................................................7-17
Managing Question Sequence................................................................................................ 7-18
Creating Dependencies Between Questions.......................................................................... 7-19
Simulating Rules..................................................................................................................... 7-21
Using Contract Expert on Business Documents..................................................................... 7-21
v
A
QA Validations
Validations - Overview.............................................................................................................A-1
Contract Templates Validations............................................................................................... A-1
Contract Expert Validations......................................................................................................A-3
Business Documents Validations.............................................................................................A-5
Repository Validations............................................................................................................. A-8
B
Workflows
Workflows - Overview..............................................................................................................B-1
Approval Workflows................................................................................................................ B-1
C
Concurrent Programs
Contract Terms Library.............................................................................................................C-1
D
Seeded Data
Responsibility...........................................................................................................................D-1
Deliverables.............................................................................................................................. D-2
Document Types....................................................................................................................... D-2
Layout Template....................................................................................................................... D-3
Notifications............................................................................................................................. D-4
Procurement Notifications.......................................................................................................D-7
System Variables...................................................................................................................... D-7
Lookup Codes......................................................................................................................... D-28
Function Security.................................................................................................................... D-29
E
XML Reference
Contract Terms XML Reference................................................................................................E-1
Glossary
Index
vi
Send Us Your Comments
Oracle Procurement Contracts Implementation and Administration Guide, Release 12.2
Part No. E48946-06
Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document.
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vii
Preface
Intended Audience
Welcome to Release 12.2 of the Oracle Procurement Contracts Implementation and
Administration Guide.
Implementers and administrators of Oracle Procurement Contracts to be used in Oracle
Purchasing, Oracle iSupplier Portal, Oracle Sourcing.
See Related Information Sources on page x for more Oracle E-Business Suite product
information.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle
Accessibility Program website at http://www.oracle.com/pls/topic/lookup?
ctx=acc&id=docacc.
Access to Oracle Support
Oracle customers that have purchased support have access to electronic support
through My Oracle Support. For information, visit http://www.oracle.
com/pls/topic/lookup?ctx=acc&id=info or visit http://www.oracle.com/pls/topic/lookup?
ctx=acc&id=trs if you are hearing impaired.
Structure
1 Introduction to Oracle Procurement Contracts
This chapter describes the overview and key features of Oracle Procurement Contracts.
2 Oracle Procurement Contracts Dependencies
In this chapter you will learn about the mandatory and conditional dependencies for
Oracle Procurement Contracts to function properly.
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3 Implementation Overview
This chapter contains the order in which the Oracle Procurement Contracts
implementation tasks must be performed.
4 Setting Up Oracle Procurement Contracts
This chapter contains all the steps required to use the Oracle Procurement Contracts
application.
5 Implementation and Other Considerations
This chapter contains specific considerations for the phases of the contracts life cycle.
6 Setting Up Contract Terms Library
This chapter describes all the functions of the Contract Terms Library feature.
7 Contract Expert Administration
This chapter describes the Contract Expert feature.
A QA Validations
This appendix lists all the contract template, contract expert, business documents, and
repository validations.
B Workflows
This appendix lists the approval workflow functions.
C Concurrent Programs
This appendix lists the concurrent programs for contract terms library.
D Seeded Data
This appendix lists all the information that is predefined in Oracle Procurement
Contracts.
E XML Reference
This appendix describes the contract terms XML reference.
Glossary
Related Information Sources
You can choose from many sources of information, including online documentation,
training, and support services, to increase your knowledge and understanding of Oracle
Procurement Contracts.
Integration Repository
The Oracle Integration Repository is a compilation of information about the service
endpoints exposed by the Oracle E-Business Suite of applications. It provides a
complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets
users easily discover and deploy the appropriate business service interface for
integration with any system, application, or business partner.
The Oracle Integration Repository is shipped as part of the Oracle E-Business Suite. As
your instance is patched, the repository is automatically updated with content
appropriate for the precise revisions of interfaces in your environment.
x
Online Documentation
All Oracle E-Business Suite documentation is available online (HTML or PDF).
•
PDF - See the Oracle E-Business Suite Documentation Library for current PDF
documentation for your product with each release. The Oracle E-Business Suite
Documentation Library is also available on My Oracle Support and is updated
frequently
•
Online Help - Online help patches (HTML) are available on My Oracle Support.
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Release Notes - For information about changes in this release, including new
features, known issues, and other details, see the release notes for the relevant
product, available on My Oracle Support.
•
Oracle Electronic Technical Reference Manual - The Oracle Electronic Technical
Reference Manual (eTRM) contains database diagrams and a detailed description of
database tables, forms, reports, and programs for each Oracle E-Business Suite
product. This information helps you convert data from your existing applications
and integrate Oracle E-Business Suite data with non-Oracle applications, and write
custom reports for Oracle E-Business Suite products. The Oracle eTRM is available
on My Oracle Support.
Guides Related to All Products
Oracle E-Business Suite User's Guide
This guide explains how to navigate, enter and query data, and run concurrent requests
using the user interface (UI) of Oracle E-Business Suite. It includes information on
setting preferences and customizing the UI. In addition, this guide describes
accessibility features and keyboard shortcuts for Oracle E-Business Suite.
Guides Related to This Product
Oracle Contracts Implementation and Administration Guide
Oracle Contracts enable organizations to define the terms and conditions of a contract
between the parties that are buying and selling products or services. These can be terms
for pricing, shipment, payment, quality, and other business and legal obligations.
Oracle Contracts provides the common infrastructure components for other contracts
modules such as Oracle Sales Contracts, Oracle Procurement Contracts, Oracle Service
Contracts, and Oracle Project Contracts.
Oracle Purchasing User's Guide
This guide describes how to create and approve purchasing documents, including
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requisitions, different types of purchase orders, quotations, RFQs, and receipts. This
guide also describes how to manage your supply base through agreements, sourcing
rules, and approved supplier lists. In addition, this guide explains how you can
automatically create purchasing documents based on business rules through integration
with Oracle Workflow technology, which automates many of the key procurement
processes.
Installation and System Administration
Oracle Alert User's Guide
This guide explains how to define periodic and event alerts to monitor the status of
your Oracle E-Business Suite data.
Oracle E-Business Suite Concepts
This book is intended for all those planning to deploy Oracle E-Business Suite Release
12.2, or contemplating significant changes to a configuration. After describing the
Oracle E-Business Suite architecture and technology stack, it focuses on strategic topics,
giving a broad outline of the actions needed to achieve a particular goal, plus the
installation and configuration choices that may be available.
Oracle E-Business Suite CRM System Administrator's Guide
This manual describes how to implement the CRM Technology Foundation (JTT) and
use its System Administrator Console.
Oracle E-Business Suite Developer's Guide
This guide contains the coding standards followed by the Oracle E-Business Suite
development staff. It describes the Oracle Application Object Library components
needed to implement the Oracle E-Business Suite user interface described in the Oracle
E-Business Suite User Interface Standards for Forms-Based Products. It also provides
information to help you build your custom Oracle Forms Developer forms so that they
integrate with Oracle E-Business Suite. In addition, this guide has information for
customizations in features such as concurrent programs, flexfields, messages, and
logging.
Oracle E-Business Suite Installation Guide: Using Rapid Install
This book is intended for use by anyone who is responsible for installing or upgrading
Oracle E-Business Suite. It provides instructions for running Rapid Install either to carry
out a fresh installation of Oracle E-Business Suite Release 12.2, or as part of an upgrade
to Release 12.2.
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Oracle E-Business Suite Maintenance Guide
This guide contains information about the strategies, tasks, and troubleshooting
activities that can be used to help ensure an Oracle E-Business Suite system keeps
running smoothly, together with a comprehensive description of the relevant tools and
utilities. It also describes how to patch a system, with recommendations for optimizing
typical patching operations and reducing downtime.
Oracle E-Business Suite Security Guide
This guide contains information on a comprehensive range of security-related topics,
including access control, user management, function security, data security, and
auditing. It also describes how Oracle E-Business Suite can be integrated into a single
sign-on environment.
Oracle E-Business Suite Setup Guide
This guide contains information on system configuration tasks that are carried out
either after installation or whenever there is a significant change to the system. The
activities described include defining concurrent programs and managers, enabling
Oracle Applications Manager features, and setting up printers and online help.
Oracle E-Business Suite User Interface Standards for Forms-Based Products
This guide contains the user interface (UI) standards followed by the Oracle E-Business
Suite development staff. It describes the UI for the Oracle E-Business Suite products and
tells you how to apply this UI to the design of an application built by using Oracle
Forms.
Other Implementation Documentation
Oracle Approvals Management Implementation Guide
This guide describes transaction attributes, conditions, actions, and approver groups
that you can use to define approval rules for your business. These rules govern the
process for approving transactions in an integrated Oracle application. You can define
approvals by job, supervisor hierarchy, positions, or by lists of individuals created
either at the time you set up the approval rule or generated dynamically when the rule
is invoked. You can learn how to link different approval methods together and how to
run approval processes in parallel to shorten transaction approval process time.
Oracle Diagnostics Framework User's Guide
This guide contains information on implementing, administering, and developing
diagnostics tests for Oracle E-Business Suite using the Oracle Diagnostics Framework.
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Oracle E-Business Suite Flexfields Guide
This guide provides flexfields planning, setup and reference information for the Oracle
E-Business Suite implementation team, as well as for users responsible for the ongoing
maintenance of Oracle E-Business Suite product data. This guide also provides
information on creating custom reports on flexfields data.
Oracle E-Business Suite Integrated SOA Gateway Implementation Guide
This guide explains the details of how integration repository administrators can manage
and administer the entire service enablement process based on the service-oriented
architecture (SOA) for both native packaged public integration interfaces and composite
services - BPEL type. It also describes how to invoke Web services from Oracle EBusiness Suite by working with Oracle Workflow Business Event System, manage Web
service security, and monitor SOAP messages.
Oracle E-Business Suite Integrated SOA Gateway User's Guide
This guide describes how users can browse and view the integration interface
definitions and services that reside in Oracle Integration Repository.
Oracle E-Business Suite Multiple Organizations Implementation Guide
This guide describes how to set up multiple organizations and the relationships among
them in a single installation of an Oracle E-Business Suite product such that transactions
flow smoothly through and among organizations that can be ledgers, business groups,
legal entities, operating units, or inventory organizations. You can use this guide to
assign operating units to a security profile and assign this profile to responsibilities such
that a user can access data for multiple operating units from a single responsibility. In
addition, this guide describes how to set up reporting to generate reports at different
levels and for different contexts. Reporting levels can be ledger or operating unit while
reporting context is a named entity in the selected reporting level.
Oracle e-Commerce Gateway Implementation Guide
This guide describes implementation details, highlighting additional setup steps needed
for trading partners, code conversion, and Oracle E-Business Suite. It also provides
architecture guidelines for transaction interface files, troubleshooting information, and a
description of how to customize EDI transactions.
Oracle e-Commerce Gateway User's Guide
This guide describes the functionality of Oracle e-Commerce Gateway and the
necessary setup steps in order for Oracle E-Business Suite to conduct business with
trading partners through Electronic Data Interchange (EDI). It also describes how to run
extract programs for outbound transactions, import programs for inbound transactions,
and the relevant reports.
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Oracle iSetup User's Guide
This guide describes how to use Oracle iSetup to migrate data between different
instances of the Oracle E-Business Suite and generate reports. It also includes
configuration information, instance mapping, and seeded templates used for data
migration.
Oracle Product Hub Implementation Guide
This guide explains how to set up hierarchies of items using catalogs and catalog
categories and then to create user-defined attributes to capture all of the detailed
information (such as cost information) about an object (such as an item or change
order). It also explains how to set up optional features used in specific business cases;
choose which features meet your business' needs. Finally, the guide explains the set up
steps required to link to third party and legacy applications, then synchronize and
enrich the data in a master product information repository.
Oracle Product Hub User's Guide
This guide explains how to centrally manage item information across an enterprise,
focusing on product data consolidation and quality. The item information managed
includes item attributes, categorization, organizations, suppliers, multilevel
structures/bills of material, packaging, changes, attachments, and reporting.
Oracle Web Applications Desktop Integrator Implementation and Administration Guide
Oracle Web Applications Desktop Integrator brings Oracle E-Business Suite
functionality to a spreadsheet, where familiar data entry and modeling techniques can
be used to complete Oracle E-Business Suite tasks. You can create formatted
spreadsheets on your desktop that allow you to download, view, edit, and create Oracle
E-Business Suite data, which you can then upload. This guide describes how to
implement Oracle Web Applications Desktop Integrator and how to define mappings,
layouts, style sheets, and other setup options.
Oracle Workflow Administrator's Guide
This guide explains how to complete the setup steps necessary for any Oracle EBusiness Suite product that includes workflow-enabled processes. It also describes how
to manage workflow processes and business events using Oracle Applications Manager,
how to monitor the progress of runtime workflow processes, and how to administer
notifications sent to workflow users.
Oracle Workflow Developer's Guide
This guide explains how to define new workflow business processes and customize
existing workflow processes embedded in Oracle E-Business Suite. It also describes how
to define and customize business events and event subscriptions.
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Oracle Workflow User's Guide
This guide describes how Oracle E-Business Suite users can view and respond to
workflow notifications and monitor the progress of their workflow processes.
Oracle XML Gateway User's Guide
This guide describes Oracle XML Gateway functionality and each component of the
Oracle XML Gateway architecture, including Message Designer, Oracle XML Gateway
Setup, Execution Engine, Message Queues, and Oracle Transport Agent. It also explains
how to use Collaboration History that records all business transactions and messages
exchanged with trading partners.
The integrations with Oracle Workflow Business Event System, and the Business-toBusiness transactions are also addressed in this guide.
Oracle XML Publisher Administration and Developer's Guide
Oracle XML Publisher is a template-based reporting solution that merges XML data
with templates in RTF or PDF format to produce outputs to meet a variety of business
needs. Outputs include: PDF, HTML, Excel, RTF, and eText (for EDI and EFT
transactions). Oracle XML Publisher can be used to generate reports based on existing
Oracle E-Business Suite report data, or you can use Oracle XML Publisher's data
extraction engine to build your own queries. Oracle XML Publisher also provides a
robust set of APIs to manage delivery of your reports via e-mail, fax, secure FTP,
printer, WebDav, and more. This guide describes how to set up and administer Oracle
XML Publisher as well as how to use the Application Programming Interface to build
custom solutions. This guide is available through the Oracle E-Business Suite online
help.
Oracle XML Publisher Report Designer's Guide
Oracle XML Publisher is a template-based reporting solution that merges XML data
with templates in RTF or PDF format to produce a variety of outputs to meet a variety
of business needs. Using Microsoft Word or Adobe Acrobat as the design tool, you can
create pixel-perfect reports from the Oracle E-Business Suite. Use this guide to design
your report layouts. This guide is available through the Oracle E-Business Suite online
help.
Training and Support
Training
Oracle offers a complete set of training courses to help you master your product and
reach full productivity quickly. These courses are organized into functional learning
paths, so you take only those courses appropriate to your job or area of responsibility.
You have a choice of educational environments. You can attend courses offered by
xvi
Oracle University at any of our many Education Centers, you can arrange for our
trainers to teach at your facility, or you can use Oracle Learning Network (OLN), Oracle
University's online education utility. In addition, Oracle training professionals can tailor
standard courses or develop custom courses to meet your needs. For example, you may
want to use your organization structure, terminology, and data as examples in a
customized training session delivered at your own facility.
Support
From on-site support to central support, our team of experienced professionals provides
the help and information you need to keep your product working for you. This team
includes your Technical Representative, Account Manager, and Oracle's large staff of
consultants and support specialists with expertise in your business area, managing an
Oracle server, and your hardware and software environment.
Do Not Use Database Tools to Modify Oracle E-Business Suite Data
Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data
Browser, database triggers, or any other tool to modify Oracle E-Business Suite data
unless otherwise instructed.
Oracle provides powerful tools you can use to create, store, change, retrieve, and
maintain information in an Oracle database. But if you use Oracle tools such as
SQL*Plus to modify Oracle E-Business Suite data, you risk destroying the integrity of
your data and you lose the ability to audit changes to your data.
Because Oracle E-Business Suite tables are interrelated, any change you make using an
Oracle E-Business Suite form can update many tables at once. But when you modify
Oracle E-Business Suite data using anything other than Oracle E-Business Suite, you
may change a row in one table without making corresponding changes in related tables.
If your tables get out of synchronization with each other, you risk retrieving erroneous
information and you risk unpredictable results throughout Oracle E-Business Suite.
When you use Oracle E-Business Suite to modify your data, Oracle E-Business Suite
automatically checks that your changes are valid. Oracle E-Business Suite also keeps
track of who changes information. If you enter information into database tables using
database tools, you may store invalid information. You also lose the ability to track who
has changed your information because SQL*Plus and other database tools do not keep a
record of changes.
xvii
1
Introduction to Oracle Procurement
Contracts
This chapter describes the overview and key features of Oracle Procurement Contracts.
This chapter covers the following topics:
•
Oracle Procurement Contracts - Overview
•
Oracle Procurement Contracts - Key Features
Oracle Procurement Contracts - Overview
Procurement contracts play a critical role in all businesses. Companies rely on
procurement contracts to define:
•
Specific products or services that they buy.
•
Contract terms governing their price, shipment, payment, quality, and other mutual
obligations of the involved parties.
Oracle Procurement supports the basic business processes of the procurement contract
life cycle. Oracle Procurement Contracts enhances the ability of buying organizations to
manage these stages by adding sophisticated contract management and compliance
features to Oracle Purchasing, Oracle Sourcing, and Oracle iSupplier Portal.
Note: Oracle Contracts and Oracle Purchasing are mandatory
prerequisites for Oracle Procurement Contracts; Oracle Sourcing and
Oracle iSupplier Portal are optional.
Oracle Procurement Contracts - Key Features
Oracle Procurement Contracts supports all the stages of a complete contract life cycle.
The key stages of the contract life cycle are:
Introduction to Oracle Procurement Contracts
1-1
•
Establish Contract Standards, page 1-2
•
Author Contracts, page 1-2
•
Negotiate Contracts, page 1-2
•
Approve and Sign Contracts, page 1-3
•
Execute and Monitor Contracts, page 1-3
•
Link Related Contracts, page 1-3
•
Administer Changes, page 1-3
•
Renegotiate and Close Out Contracts, page 1-3
•
Search Contracts, page 1-3
Note: In Oracle Procurement Contracts Implementation and Administration
Guide, the expressions "contract" and "business document" both imply
any Sourcing or Purchasing document that contains contract terms.
When appropriate, the more explicit expressions "sourcing document"
and "purchasing document" are used.
Establish Contract Standards
You establish company-wide standards to manage your contracts by incorporating best
practices that ensure all contracts are authored and executed based on approved legal
and business policies and procedures. This streamlines your processes and reduces
contractual risks.
Author Contracts
When you author contract terms, you leverage standard clauses, templates, and
business rules set up in the library to define contractual obligations driven by legal and
business requirements. You also set up and monitor tasks that enable the fulfillment of
these obligations.
Negotiate Contracts
During negotiation, you create sourcing documents, such as RFIs or RFQs, with draft
contract terms. Suppliers review, respond, and may suggest changes to the contractual
terms. After all parties have reached agreement, and all sourcing documents have been
submitted, an award is made. You track and archive all interactions with the
prospective sellers for retrieval in case of disputes.
1-2
Oracle Procurement Contracts Implementation and Administration Guide
Approve and Sign Contracts
For the contract approval and signature process, you specify and communicate the
guidelines to the concerned individuals in your organization, and you authorize who
can sign the contracts in your organization. For standard contracts you fine tune your
review process; for exception cases you allocate additional legal review time.
Execute and Monitor Contracts
As you execute the contracts, you capture transactional data to enforce the agreed upon
contract terms. The contracts are monitored to ensure that the contractual obligations,
as defined in the contract terms, are fulfilled. Alerting and escalation mechanisms are
defined and adhered to.
Link Related Contracts
For contracts present in contract repository and purchasing documents, you can link the
related contracts and view the relationship hierarchy. Linking related contracts
organizes and simplifies access to contracts that are relevant to the contract at hand. In
addition, the relationship of the related contract is indicated providing visibility to the
contract hierarchy and enabling you to see contracts that are impacted, such as, a need
to extend or renegotiate, due to changes to other contracts.
Administer Changes
Define a formal contract change request process for your organization and the supplier
community. Amendments to contract terms are routed to designated individuals for
approval. You keep track of the changes for audit trail purposes.
Renegotiate and Close Out Contracts
After all contractual obligations have been fulfilled or the contract has expired, you can
renegotiate the contract to obtain optimal market pricing, or you can decide to close out
the contract.
Search Contracts
Content Search enables you to search for words or phrases in contracts and in text
contained in the attached contract documents. You can search for words or phrases both
in structured content, such as contract number, and in unstructured text, such as
content contained in attached contract documents.
Limitations of content search are that you cannot search for:
•
Special characters such as -, =, (, and so on
•
Stoplists containing words that are not indexed such as, a, and, and so on
Introduction to Oracle Procurement Contracts
1-3
•
Image files
For more information about special characters and stoplists, see Oracle Text Reference.
The content search feature uses Oracle Text indexing and requires certain concurrent
programs to be run periodically. To perform the content search, first you must run the
Create Contract Content Search concurrent program. Then, based on your requirement,
you must run the following concurrent programs periodically:
•
Synchronize Contract Content Search Index
•
Optimize Contract Content Search Text Index
•
Content Search: Generate Draft Attachments
To search for a word or phrase in contracts and in the attached contract documents:
1.
On the Contracts Content Search page enter the word or phrase and, optionally,
enter additional search criteria.
2.
The following table maps the Status Group LOV and what it means for a contract
in the contract repository, in a purchasing document, and in a sourcing document:
Status Group Value
Contract
Repository
Purchasing
Document
Sourcing
Document
Active
Approved
Approved
Active
Signed
Reserved
Open
Draft
Draft
Incomplete
Pending Approval
In Process
Pending Signature
Pre-Approved
Requires Reapproval
1-4
Oracle Procurement Contracts Implementation and Administration Guide
Preview
Status Group Value
Contract
Repository
Purchasing
Document
Sourcing
Document
Inactive
Canceled
Rejected
Closed
Rejected
Returned
Awarded
Terminated
Hold
Canceled
Frozen
Cancelled
Not Reserved
Closed
3.
Click Go. View the search results on the same page.
4.
Click the icon in the Contract File column. The Contract File page opens. This page
lists the document names as links that can be downloaded.
5.
Expand the Details column to view snippets containing the word or phrase that
you have searched for.
Introduction to Oracle Procurement Contracts
1-5
2
Oracle Procurement Contracts
Dependencies
In this chapter you will learn about the mandatory and conditional dependencies for
Oracle Procurement Contracts to function properly.
This chapter covers the following topics:
•
Installation Verification
•
Oracle Procurement Contracts Dependencies
•
Mandatory Dependencies
•
Conditional Dependencies
Installation Verification
Before proceeding with implementation of Oracle Procurements Contract and its
dependencies, you must verify that you have installed Oracle Applications correctly.
For more information, see Oracle E-Business Suite Installation Guide: Using Rapid Install.
Oracle Procurement Contracts Dependencies
To achieve the entire procurement contracts business flow, Oracle Procurement
Contracts is built on infrastructure provided by various Oracle modules. Mandatory
dependencies are required for Oracle Procurement Contracts to function properly.
Conditional dependencies, when integrated, provide additional capabilities.
This section describes mandatory and optional dependencies for Oracle Procurement
Contracts.
Mandatory Dependencies
For all the features to function properly, Oracle Procurement Contracts requires
Oracle Procurement Contracts Dependencies
2-1
installation and implementation of the following modules:
•
Oracle Purchasing: Provides the backbone to author, approve, amend,
communicate, and print contracts. For more information, see the Oracle Purchasing
User's Guide.
•
Oracle Contracts: Provides contract terms library, contract document attachment,
and contract terms authoring capabilities. For more information, see the Oracle
Contracts Implementation and Administration Guide.
•
Oracle General Ledger: Enables set up of ledgers and books. For complete setup
information, see the Oracle General Ledger User Guide. Set of Books are used as part
of the setup for autonumbering of clauses.
•
Oracle Human Resources: Provides organization setup information. Define or
confirm the definitions of your employees in Oracle Human Resources
Management System. For more information, see the Implementing Oracle HRMS
Guide.
•
Oracle Workflow: Provides notifications related to approvals of clauses, templates,
and contracts. For more information see the Oracle Workflow Administrator's Guide.
•
Oracle XML Publisher: Provides information on setting up and using RTF and PDF
templates that are used to preview and print contracts and contract templates. For
more information, see the Oracle XML Publisher Users Guide.
Conditional Dependencies
The following conditional dependencies provide additional functionality but are not
required for Oracle Procurement Contracts to function:
2-2
•
Oracle Sourcing: Provides complete contract terms negotiation capabilities. For
more information, see Oracle Sourcing Implementation and Administration Guide.
•
Oracle iSupplier Portal: Allows suppliers to view contract terms and request
changes. For more information, see the Oracle iSupplier Portal User's Guide.
•
Oracle E-Record: Provides electronic signature capabilities to Oracle Procurement
Contracts. For more information, see the Oracle E-Records Implementation Guide.
Oracle Procurement Contracts Implementation and Administration Guide
3
Implementation Overview
This chapter contains the order in which the Oracle Procurement Contracts
implementation tasks must be performed.
This chapter covers the following topics:
•
Process Description
•
Implementation Task Sequence
Process Description
In procurement organizations, there is a need to author and negotiate procurement
contracts using accepted legal and business terms. Many of these contracts tend to be
similar in nature and can be created from previously defined templates. The Oracle
Procurement Contracts Contract Terms Library is a repository of such templates and
terms (clauses). This library also contains a repository of custom contract expert rules
which bring in additional required clauses into a contract. These rules are based on
information that is available in the contract or from additional questions to which
contract authors respond during authoring. Procurement and Sourcing professionals
can then create documents (including request for quotations (RFQ), blanket purchase
agreements, and purchase orders) using standard templates, clauses, and contract
expert rules. Setting up business documents and the Oracle Procurement Contracts
Contract Terms Library are important steps in implementing Oracle Procurement
Contracts.
Implementation Task Sequence
Before installing Oracle Procurement Contracts, you must install Oracle Purchasing.
You also need to install Oracle Sourcing and Oracle iSupplier Portal, if you are planning
to utilize additional contract functionality provided by these applications.
For more information, see Oracle Procurement Contracts Dependencies , page 2-1.
The following table describes the implementation process for Oracle Procurement
Implementation Overview
3-1
Contracts:
3-2
Step
Description
Mandat
ory
Performed by Seeded
Responsibility
One Time
Set Up
1
Set up organizations
Yes
Oracle Purchasing Super User
Yes
2
Set up profile options
Yes
System Administrator
Yes
3
Set up approval
workflows
Yes
Oracle Workflow Administrator
Yes
4
Set up lookup codes
Yes
System Administrator
No
5
Enable keyword search
Yes
Contract Terms Library
Administrator
No
6
Set up layout template
Yes
XML Publisher Administrator
Yes
7
Set up purchasing
document format
Yes
Purchasing Super User
Yes
8
Associate layout template
to document types
Yes
Purchasing Super User
Yes
9
Set up descriptive
flexfields
No
System Administrator
Yes
10
Set up AutoNumbering
No
System Administrator
Yes
11
Set up value sets
Yes
System Administrator
No
12
Set up function security
No
System Administrator
Yes
13
Migrate clauses to contract
terms library
Yes
Contract Terms Library
Administrator
Yes
14
Import clauses from
external sources
No
Contract Terms Library
Administrator
No
15
Set up contract folders
No
Contract Terms Library
Administrator
No
Oracle Procurement Contracts Implementation and Administration Guide
16
Set up variables
No
Contract Terms Library
Administrator
No
17
Set up numbering schemes
No
Contract Terms Library
Administrator
No
18
Deploy Searchable Objects
Yes
Application Search
Administration
Yes
19
Set up sections
Yes
Contract Terms Library
Administrator
No
20
Set up standard clauses
Yes
Contract terms Library
Administrator
No
21
Set up contract templates
Yes
Contract Terms Library
Administrator
No
22
Set up contract expert
No
Contract Terms Library
Administrator
No
23
Set up contract repository
No
Contracts Workbench
Administrator
Yes
24
Set up contract workbench
No
Contracts Workbench
Administrator
Yes
Implementation Overview
3-3
4
Setting Up Oracle Procurement Contracts
This chapter contains all the steps required to use the Oracle Procurement Contracts
application.
This chapter covers the following topics:
•
Setting Up Organizations For Contract Terms
•
Implementing Multiple Organizations Access Control
•
Profile Options and Profile Options Categories
•
Setting Up Approvers and Approval Workflow
•
Approval Workflows in Integrated Modules
•
Setting Up Lookup Codes
•
Enabling Keyword Search
•
Setting Up Layout Templates
•
Setting Up Purchasing Document Format
•
Using Descriptive Flexfields
•
Setting Up Deliverable Attributes
•
Setting Up AutoNumbering
•
Setting Up Value Sets
•
Oracle Procurement Contracts Function Security
•
Importing Clauses from External Sources
•
Setting Up Contract Folders
•
Setting Up Variables
•
Setting Up Numbering Schemes
•
Deploy Searchable Objects
•
Setting Up Sections
Setting Up Oracle Procurement Contracts
4-1
•
Setting Up Standard Clauses
•
Setting Up Contract Templates
•
Setting Up Contract Expert
•
Setting Up Contract Repository
•
Setting Up Contracts Workbench
Setting Up Organizations For Contract Terms
To use Oracle Procurement Contracts, you must define organizations in the Oracle
Human Resources application. For more information, see Oracle HRMS Enterprise and
Workforce Management Guide. Defining your organizations is the first step in the
Procurement Contracts implementation since the contract terms library as well as
procurement and sourcing documents are managed in these organizations.
Note: If your procurement contracts implementation is global (you
intend to use the solution world-wide across your different
organizations or divisions) you must identify one global organization
for the purpose of creating clauses and templates in the contract terms
library.
In addition, you must make the following business-related decisions to determine how
your organizations need to be setup to implement Procurement Contracts:
•
How many organizations will be involved in the implementation?
•
Will any of these organizations establish and administer standard contract policies
and terms at the global level?
•
Do your local organizations require customizing to meet local business and policy
regulations?
•
Do you have the following user roles for the library defined?
•
Contract Terms Library Administrator
•
Approvers for the contract terms library for procurement contracts
Note: NOTE: The approvers of the contract terms library may
be different than approvers of the procurement contracts
themselves.
If you are also implementing Sales Contracts, you can have an
approver defined who is different than for Procurement
Contracts.
4-2
Oracle Procurement Contracts Implementation and Administration Guide
Once these decisions are made, you are ready to setup contracts. To do this, you will
find the operating unit classification in the organizations definition pages. For the
operating unit listed in the Organization Classifications region, set up the following
Contract Terms options:
•
Auto Adopt Global Clauses: This enables automatic adoption of global clauses in a
local organization. The clauses do not have to be approved separately in the local
organization if the Auto Adopt option is set to Yes.
•
Library Administrator (Buy Intent): Set a library administrator to receive
notifications including
•
•
System Failures - For example, failure of concurrent processes.
•
FYI Notifications - For example, approval of global clauses that are now ready
for adoption
Library Approver (Buy Intent):: Set a library approver for Buy Intent to route
workflow approval notifications for clauses and templates.
Note: Only users defined as FND_USERS, using the System
Administrator responsibility, can be assigned the role of Library
Administrator or Library Approver. If the users are no longer valid,
make sure the contract terms setup is modified.
•
You must set up at least one contract template for each operating unit that is
implementing Oracle Procurement Contracts. During contract authoring, this
contract template can be applied to a Sourcing or Purchasing document. For details
on how to create a contract template, see Creating Contract Templates, page 6-32.
Note: Only users defined as FND_USERS can be assigned the role
of Library Administrator or Library Approver. If the users are no
longer valid, you must update the contract terms setup in the
organizations setup.
Even if your organization only implements Procurement
Contracts, you must define an approver and administrator for the
Sell intent in the setup described above. Failure to setup an
approver and administrator for Sell intent may result in system
errors while approving your clauses and templates.
Steps:
To set up operating units:
1.
Log in to the Human Resources responsibility.
Setting Up Oracle Procurement Contracts
4-3
2.
Open the Find Organization window.
Navigation: Work Structures -> Organization -> Description.
3.
Select the desired operating unit from the list of values.
4.
Click the Find button.
5.
In the Organization Classifications region, place the cursor in the Operating Unit
classification.
6.
Click the Others button.
7.
Select the Contract Terms Setup option from the list of values.
8.
In the Contract Terms Setup window, enter values for the following options:
•
Auto Adopt Global Clauses: This enables automatic adoption of global clauses
in a local operating unit. The clauses do not have to be approved separately in
the local operating unit if the Auto Adopt option is set to Yes.
•
Library Administrator for Buy Intent: Set a library administrator Buy intent to
receive notifications when a global clause is created and needs adoption in the
local operating unit.
•
Library Approver for Buy Intent: Set a library approver for Buy intent to route
workflow approval notifications for clauses and templates.
•
Clause Sequence Category: Provide a value here if you want to activate the
AutoNumbering function for clauses in the operating unit. Leave it blank if you
want to number clauses manually. See: Setting Up AutoNumbering, page 4-19.
Note: Users who are defined as FND_USERS, using the System
Administrator responsibility, can only be assigned the role of
Library Administrators or Library Approvers. If the users are no
longer valid, you must manually update the information in the
contract terms setup. For example, if an employee is no longer with
your organization, ensure that the relevant updates are made to the
setup that was explained earlier.
Implementing Multiple Organizations Access Control
The Multiple Organizations (Multi-Org) access control feature enables you to define the
operating units within a specific responsibility that users can have access to. You can set
up Multi-Org access control in the Contract Terms Library which enables users to access
multiple operating units from one responsibility.
4-4
Oracle Procurement Contracts Implementation and Administration Guide
To define security profiles:
1.
Log in to the Human Resources responsibility.
2.
Open the Profile page.
Navigation: Security > Profile page
3.
Provide a name for the profile.
4.
Select a business group to which all the operating units belong. If you have not
defined your own business groups, select the default business group.
5.
In the Security type field, select the "Secure Organizations by organization
hierarchy and/or organization list" option from the list of values.
6.
Navigate to the Organization Security tab. At this stage, you can select one of the
following options:
•
Navigate to the Classification region and provide a list of operating units and
their names. This will be the list of operating units under the security profile.
•
Select an organization in the Organization Hierarchy field. To use this option,
you must first set up an organization hierarchy. See: Setting Up Organization
Hierarchy, page 4-5.
7.
Save your work.
8.
Run the Security List Maintenance program.
•
You should select the One Named Security Profile option as the
value for the Generate Lists for parameter and then provide the
value of the security profile that you just created.
•
If you have multiple security profiles, you can run this
program as many times as necessary. Also, you must run this
program after you update the security profile definitions.
To set up the organization hierarchy:
1.
Log in to the Human Resources responsibility.
2.
Open the Organization Hierarchy page.
Navigation: Workstructures > Organization >Hierarchy
3.
Provide a hierarchy name.
Setting Up Oracle Procurement Contracts
4-5
4.
Save your work.
5.
Provide the version number and start date.
6.
Save your work and close the window.
7.
Query the hierarchy that you just created.
8.
Navigate to the Subordinates region.
9.
If you receive a warning message that indicates "The organization is not current as
at the start date," ignore it and provide the list of operating units that you want to
include in the hierarchy.
10. Save your work.
Profile Options and Profile Options Categories
Consider the following profile options when implementing Oracle Procurement
Contracts. Generally, the system administrator sets and updates profile values. See:
Setting User Profile Options, Oracle E-Business Suite Setup Guide.
Profile options are grouped into one or more profile option categories enabling you to
view only the profile options that pertain to your application or function.
List Of Procurement Contracts Profile Categories
•
Contracts Security, page 4-7
•
Contracts Setup, page 4-8
List Of Procurement Contracts Profile Options
4-6
•
EDR: E-records and E-signatures, page 4-10
•
MO: Default Operating Unit, page 4-10
•
MO: Security Profile, page 4-10
•
OKC: Clause Import XML File Location, page 4-10
•
OKC: Contract Expert Enabled , page 4-10
•
Contracts Intent Access Control, page 4-7
•
Contract Repository Auto-Numbering Enabled, page 4-10
Oracle Procurement Contracts Implementation and Administration Guide
•
OKC: Generate deviations report for approval, page 4-11
•
OKC: Global Operating Unit, page 4-11
•
OKC: Layout Template for Contract Deviations Report, page 4-11
•
OKC:Use Clause Number in Contracts, page 4-11
•
OKC: Terms Library Intent, page 4-8
•
PO: Auto Apply Default Contract Templates, page 4-11
•
PO: Contracts Enabled, page 4-11
•
PO: Generate Amendment Documents, page 4-11
•
Self Service Accessibility Feature, page 4-12
•
OKC: Allow Deliverable Attachment Modifications, page 4-12
Contracts Security Category
The table below lists the profile options that impact Contracts Security. This profile
category is used to group all the profiles used to enforce security in Oracle Procurement
Contracts.
Contracts Security Profile Options
Profile Option
Default
User
Access
System
Administrati
on: Site
System
Administratio
n:
Application
System
Administrati
on:
Responsibili
ty
System
Administrati
on: User
Contracts Intent Access
Control, page 4-7
Update
Update
Update
Update
Update
OKC: Terms Library Intent,
page 4-8
Update
Update
Update
Update
Update
Contracts Intent Access Control
When you define a contract and indicate the contract type, the system derives the
contract's intent, which is an indication of whether the contract is buy-side, sell-side, or
neither. Each contract type can be associated only with one intent. The possible values
for Intent are Buy, Sell, Other, or any combination of these. This profile option restricts
Setting Up Oracle Procurement Contracts
4-7
the users when that are creating or viewing Repository contracts, and when they are
using the Contracts Workbench.
Note: If this profile option is not set, the user will have access to all
three intents.
OKC: Terms Library Intent
Use this profile option to restrict the Intent while creating a clause, template, or rules in
the terms library. You can set the profile option value to Buy, Sell, or All. However, for
Oracle Procurement Contracts the value should be set to Buy
Note: If you leave this profile option blank, it will have the same effect
as setting it to All.
Contracts Setup Category
The table below lists the profile options that impact Contracts Setup. This profile
category is used to group all the profiles used in the setup of Oracle Procurement
Contracts, including the contract terms library, contract expert, repository as well as
contract authoring
Contracts Setup Options
Profile Option
EDR: E-records and Esignatures, page 4-10
Default
User
Access
System
Administrati
on: Site
Update
Update
System
Administratio
n:
Application
MO: Default Operating
Unit, page 4-10
MO: Security Profile, page
4-10
OKC: Clause Import XML
File Location, page 4-10
4-8
System
Administrati
on:
Responsibili
ty
System
Administrati
on: User
Update
Update
Update
Update
Update
Oracle Procurement Contracts Implementation and Administration Guide
Update
Update
Profile Option
Default
User
Access
System
Administrati
on: Site
OKC: Contract Expert
Enabled , page 4-10
Update
Contract Repository AutoNumbering Enabled, page
4-10
Update
OKC: Enable Clause
Sorting, page 4-10
Update
Update
OKC: Generate deviations
report for approval, page 411
System
Administratio
n:
Application
System
Administrati
on:
Responsibili
ty
Update
System
Administrati
on: User
Update
Update
OKC: Global Operating
Unit, page 4-11
Update
OKC: Layout Template for
Contract Deviations
Report, page 4-11
Update
OKC:Use Clause Number
in Contracts, page 4-11
Update
Update
Update
Update
Update
PO: Auto Apply Default
Contract Templates, page
4-11
Update
Update
PO: Contracts Enabled,
page 4-11
Update
Update
PO: Generate Amendment
Documents, page 4-11
Update
Update
Update
Update
Update
Self Service Accessibility
Feature, page 4-12
Update
Update
Update
Update
Update
Setting Up Oracle Procurement Contracts
4-9
Profile Option
Default
User
Access
OKC: Allow Deliverable
Attachment Modifications,
page 4-12
System
Administrati
on: Site
System
Administratio
n:
Application
System
Administrati
on:
Responsibili
ty
System
Administrati
on: User
Update
EDR: E-records and E-signatures
Use this profile option to enable electronic signature functionality. For more
information about electronic and manual signatures, see Approve and Sign Contracts,
page 5-25.
MO: Default Operating Unit
Optionally use this profile, in conjunction with the MO: Security Profile, to set a default
operating unit for creating contracts. The value of this profile must be one of the
operating units in the MO: Security Profile.
MO: Security Profile
Use this profile option to determine which operating unit or group of operating units
have access to the Procurement Contracts responsibility. To set up this profile option,
you need to first implement the Multi-Org Access feature.
OKC: Clause Import XML File Location
Use this profile option to specify the location of the XML file containing the clauses and
other data that are to be imported into the Contract Terms Library.
OKC: Contract Expert Enabled
Indicates whether Contract Expert is used by an organization. Contract Expert is not
enabled if the profile option value is set to No.
Contract Repository Auto-Numbering Enabled
If this profile option is set to Yes, the system will assign numbers automatically to the
new contracts created in Contract Repository. If you set the profile option to No, the
application users must enter contract numbers manually. Contract numbers must be
unique across all manually and automatically generated numbers.
4-10
Oracle Procurement Contracts Implementation and Administration Guide
OKC: Enable Clause Sorting
Use this profile option to sort clauses in a section by the clause number.
OKC: Generate deviations report for approval
Use this profile option to control whether the deviations report is attached to the
approval workflow notification. If the profile option is set to No, the system will not
attach the deviations report to the notification.
For Oracle Sourcing, set the profile option to Not Applicable to remove this option from
the Review Contract Deviations page.
OKC: Global Operating Unit
Use this profile option to define your global organization.
Caution: Changing the value of this profile option, once it has been set,
is not recommended. This could cause data issues with clauses and
templates in the Contract Terms Library.
OKC: Layout Template for Contract Deviations Report
Identifies the layout template to control the format of the deviations report that is
attached to the approval workflow notification.
OKC:Use Clause Number in Contracts
Use this profile option to control whether the clause number is also displayed with the
clause title when viewing contract terms in the structured view during contract
authoring. For more information about structured terms, see the online help topics in
Oracle Procurement Contracts.
PO: Auto Apply Default Contract Templates
Indicates if the default contracts template should be auto-applied to the purchasing
document or not during the creation of the document.
PO: Contracts Enabled
To enable Oracle Procurement Contracts, you need to set the value of this profile to Yes.
After completing any subsequent purchasing transaction, changing the value of this
profile option to No may lead to data corruption and is not recommended.
PO: Generate Amendment Documents
To print the Amendment section in the contract document, set the value to Yes.
Setting Up Oracle Procurement Contracts
4-11
Self Service Accessibility Feature
Set to No to use the Rich Text feature in authoring clauses.
OKC: Allow Deliverable Attachment Modifications
Use this profile option to enable buyers and suppliers to update or delete attachments
for a deliverable. This profile option can be set at the site level.
Setting Up Approvers and Approval Workflow
The system supports defining a single approver for each of the Buy and Sell intents as
standard out-of-the-box functionality. Use the Operating Units setup to identify
approvers of clauses and templates in the global and local operating units. For more
information, see the Setting Up Operating Units section, page 4-2.
You can customize the approval flows for clauses and templates to route it to multiple
approvers or change approvers based on additional context using Oracle Workflow. For
more information, see the Oracle Workflow Administrator's Guide.
The workflow names are
•
Contract Template Approval: OKCTPAPP
•
Contract Clause Approval: OKCARTAP
Approval Workflows in Integrated Modules
The following table lists the workflows that govern the approval of a sourcing or
purchasing document that includes Oracle Procurement Contracts clauses and
templates:
Technical Name
Workflow Name
POAPPRV
PO Approval
PONAPPRV
Sourcing Approval
PONAWAPR
Sourcing Award Approval
You can customize approval flows. For more information, see the Oracle Workflow
Administrator's Guide.
These workflows are delivered with Oracle Purchasing and Oracle Sourcing, and can be
used to route purchasing documents and their associated contracts for special
4-12
Oracle Procurement Contracts Implementation and Administration Guide
contractual approval.
Setting Up Lookup Codes
Refer to the Look Up Codes appendix, page D-28 for the list of system, user, and
extensible lookup codes. Use these tables to identify the lookup codes that you must
define for your implementation. Use the Application Object Library Lookups window
to define the lookup codes.
Note: Modifying seeded lookup values can corrupt data that was
created using the lookup values. You cannot end date or disable seeded
values.
Enabling Keyword Search
The Procurement Contract Terms Library supports searching by keyword for both
clauses and templates. To effectively use this search feature, you must run the following
concurrent processes on a periodic basis:
•
Synchronize Clauses Text Index: This program synchronizes the clauses text index.
•
Optimize Clause Text Index: This program optimizes the clauses text index.
•
Synchronize Template Text Index: This program synchronizes the contract
templates text index.
•
Optimize Template Text Index: This program optimizes the contract templates text
index.
Note: The recommended approach would be to run the
Synchronize and Optimize concurrent programs together. The
implementation teams need to determine the frequency of running
these programs, depending on the specific business needs. If the
clauses and templates are frequently updated, run these programs
more often to obtain accurate search results.
Setting Up Layout Templates
To format and publish PDF versions of contract documents, Oracle Procurement
Contracts uses specific layout templates in Oracle XML Publisher, an application in the
Oracle E-Business Suite.
Layout templates represent the format and layout of business documents. In Oracle
XML Publisher, layout templates are created using XSL-FO, and are registered in the
Setting Up Oracle Procurement Contracts
4-13
Template Manager. For more information, see the Oracle XML Publisher User's Guide.
Oracle Procurement Contracts has seeded layout templates for each of the supported
document types. For details on the seeded layout templates, see the Seeded Data
appendix, page D-1.
The seeded layout templates cannot be modified. However, you can download a copy
of the layout to your desktop, modify it, and register it as a new layout template in
Oracle XML Publisher. This section describes basic steps required to customize layout
templates for contract templates using Oracle XML Publisher. The layout template that
you select for a contract template defines how its format and layout appears when you
generate the contract PDF.
Creating a Layout Template:
To change the layout, you need to create a new layout template in Oracle XML
Publisher.
To create a new template, you should start with a copy of one the seeded templates, for
example Oracle Contract Terms Template.
The following table displays the parameters that a layout template for contract
templates should use.
Field
Content
Application
Oracle Contracts Core
Data Source Name
Contract Terms Data Definition
Subtemplate
Unchecked
Template Type
XSL-FO
In addition, define the effective date range (start date and end date) of the layout
template such that it allows you to preview the contracts and contract templates. If you
leave the End Date field blank, you can use the layout template indefinitely.
Prerequisites
You must be familiar with Oracle XML Publisher and have access to Oracle XML
Publisher Administrator Responsibility.
1.
Log in to the XML Publisher Administrator responsibility.
2.
Click the Templates link.
The Templates Search page opens.
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Oracle Procurement Contracts Implementation and Administration Guide
3.
In the Application field, enter Oracle Contracts Core.
4.
Click Go to view the search results.
5.
Click the Duplicate icon for the Oracle Contract Terms Template.
6.
In the Code field, enter a new code for the template.
7.
In the Name field, enter a new name.
8.
Click Apply to save the new template.
9.
In the Template Files region, click the Download icon for the OKCTERM_en.XSL
file.
10. Save the template to your desktop.
11. Open the template with a text or XSL editor.
12. Modify the layout or boilerplate to suit your needs.
13. Save the template with a new name, for example, MyTemplate_en.xsl.
14. In the Template Files region, click the Update icon for the OKCTERMS_en.xsl file.
15. Click the Browse button to locate and select your customized XSL-FO stylesheet
(Example: MyTemplate_en.xsl).
16. Click Apply.
The system uploads the file and associates it with your layout template.
17. Click the Preview button to preview a sample document using your new layout
template.
Customizing the Contract Terms XSL-FO Stylesheet:
To create a stylesheet for a contract template, you need to know the structure of the
contract XML document that is transformed by the XSL stylesheet. The XSL-FO
stylesheet, in the layout template, is applied to the contract XML document
representing a contract template to create a PDF document.
For a description of the contract XML format, see the XML Reference appendix, page E1.
Associating Layout Template to Document Types:
For every operating unit that is implementing Oracle Procurement Contracts, you must
associate a layout template with the following purchasing and sourcing document
Setting Up Oracle Procurement Contracts
4-15
types:
•
Standard Purchase Order
•
Blanket Purchase Agreement
•
Contract Purchase Agreement
•
RFQ
•
RFI
•
Auction
For each document type, you need to specify a layout template for the following
sections:
•
Procurement (either purchasing or sourcing)
•
Contract Terms and Conditions
You can create custom layout templates for every section and load them to the system
using XML Publisher. The layout templates determine the format of the Procurement
and Contract sections in the PDF document.
Steps
1. Log in to the Purchasing Super User responsibility.
2.
Navigate to the Document Types form.
Navigation: Set Up > Purchasing > Document Types
3.
Select the Document Type from the list of values.
4.
Use the Document Type Layout field to associate a layout template for the
Sourcing or Purchasing section of the PDF.
5.
In the Contract Terms Layout field, set the name of the layout template that is
created for the Contract Terms and Conditions section of the PDF.
Setting Up Purchasing Document Format
To generate the contract document in the PDF format, you need to set the PO Output
Format value to PDF.
Steps:
1.
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Log in to the Purchasing Super User responsibility.
Oracle Procurement Contracts Implementation and Administration Guide
2.
Navigate to the Purchasing Options window.
Navigation: Set Up > Organization > Purchasing Options
3.
Navigate to the Control tab.
4.
In the PO Output Format field, select the PDF option from the list.
5.
Save your work.
Using Descriptive Flexfields
Oracle Procurement Contracts supports the use of descriptive flexfields for users to
enter additional information for the following:
•
Standard Clauses
•
Contract Templates
•
Variables
•
Contract Template Deliverables
•
Folders
The following table displays the information for descriptive flexfields:
Component
Name
Title
Description
Table
Standard Clause
OKC_CLAUSES
_DESCFLEX
Clause Versions
DFF
Descriptive
flexfield for
clause versions
OKC_CLAUSE_
VERSIONS
Contract
Templates
OKC_TERMS_T
MPL_DFF
Contracts
Template DFF
Contracts
Template DFF
OKC_TERMS_T
EMPLATES_AL
L
Variables
OKC_VARIABL
ES_DESCFLEX
OKC User
Defined
Variables
Flexfield
Oracle Contracts
user-defined
variables
flexfield
OKC_BUS_VARI
ABLES_B
Contract
Template
Deliverables
DELIVERABLES
_FLEX
Additional
Attributes
Additional
attributes on
deliverables
OKC_DELIVER
ABLES
Setting Up Oracle Procurement Contracts
4-17
Component
Name
Title
Description
Table
Folder
OKC_ART_DF
OKC Clause
Folders DF
Descriptive
flexfield for
folders
OKC_FOLDERS
_ALL_B
Setting Up Deliverable Attributes
Use this setup to create attribute groups and attribute templates for deliverables.
Defining Attribute Groups
You need to set up the attribute group by performing the following steps:
1.
Navigate to Contracts Terms Library Administrator responsibility, Contracts,
Deliverable Attributes Setup, and then Attribute Groups.
2.
Click the Create button. Enter the Internal Name and Display Name. Click the
Apply and Add Attributes button.
3.
Click Apply to save the attribute group.
Defining Attribute Templates
You need to set up the attribute template by performing the following steps:
1.
Navigate to Contracts Terms Library Administrator responsibility, Contracts,
Deliverable Attributes Setup, and then Attribute Templates.
2.
Click the Create Template button. Enter the Template Name and Start Date. Select a
Deliverable Category. The deliverable categories added in the
OKC_DEL_CATEGORIES lookup will be displayed in the LOV.
3.
Click Save.
4.
Click the Add Deliverable Usages button to specify a Sequence, select a Deliverable
Type, and select the Attribute Group. Click Apply.
The Attribute Group and Deliverable Type combination must be unique.
5.
Clicking the Freeze Template button will not allow you to make any edits to the
template. After freezing the template, in order to edit the template, click the Revise
Template button.
You can freeze only one template for the combination of effective dates, operating
unit, and deliverables.
6.
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Click Save.
Oracle Procurement Contracts Implementation and Administration Guide
Setting Up AutoNumbering
Use this setup to number clauses automatically during creation.
Guidelines
In all responsibilities that create clauses, set the Sequence Numbering profile option to
yes.
For more information on setting this profile option, see the Oracle E-Business Suite Setup
Guide.
Additional Information: You can only delete a numbering scheme that
is not assigned to a contract template.
If you define a numbering scheme with the "a,b,c," numbering type and
a specific level with more that 26 entries, the system does not create
further alphabets. Instead, the system uses symbols for all entries
beyond 26. Preview the template or contract, as applicable, and make
sure the numbering scheme used is changed to use some other type.
Steps:
1.
Log in to the System Administrator responsibility.
2.
Define a document sequence.
Navigation: Application > Document > Define
Enter a sequence name, the Contracts Core application, an effective date, Automatic
type, and an initial value.
3.
Define a sequence category.
Navigation: Document > Categories.
Define the category using OKC_ARTICLES_ALL as the table to be associated.
4.
Assign the category to a set of books.
Navigation: Document > Assign.
Associate the category defined with the set of books and sequence.
5.
Set the OKC: Clause Sequence Category profile option with the sequence created
above.
Setting Up Value Sets
Value sets are used in Oracle Procurement Contracts while creating user-defined
Setting Up Oracle Procurement Contracts
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variables and in Contract Expert. For more information, see the Defining Value Sets
section of the Oracle E-Business Suite Developer's Guide.
For all user-defined variables, value sets are supported subject to the following
conditions:
•
Format Types: The supported format types are Number, Character, and Standard
Date. You must only use the supported format types when defining value sets for
user-defined variables.
•
Validation Types: The supported validation types are None, Independent, and
Table. You must only use the supported validation types when defining value sets
for user-defined variables.
Based on the value set definition, the system displays the list of values in the following
formats:
•
Table: A drop-down list or a list of values.
•
Independent: A drop-down list or a list of values.
•
None: an input field in the authoring, based on the following format types:
•
For the CHAR format type, the system displays an input field.
•
For the Number format type, the system displays an input field. However,
users can only enter numeric values in this field.
•
For the Standard Date format type, the system displays a Date type field.
Note: Value set information is used in user-defined variables in
the Contract Terms Library. Deleting the value from a value set
or deleting the value set could cause data issues that impact the
following:
•
Contract templates containing clauses that use user-defined
variables.
•
Business documents that use user-defined variables in
standard and non-standard clauses.
Oracle Procurement Contracts Function Security
Oracle Procurement Contracts enables organizations to control users' access to contact
authoring features. In this way, users with different roles, such as contract negotiators,
contract administrators, and contract approvers, can have access to only those features
they need to use. For example:
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Oracle Procurement Contracts Implementation and Administration Guide
•
Contract negotiators may have standard authoring privileges allowing them access
to standard clauses and pre-approved alternates from the library.
•
Contract administrators may have additional privileges allowing them to author
non-standard clauses or remove contract terms.
•
Contract approvers or super users may have privileges that allow them to override
standard authoring controls. For instance, with override authoring privileges, users
can delete a mandatory clause from a business document or edit a protected clause.
In Oracle Purchasing, the seeded Super User menu has full access to the features
provided by Oracle Procurement Contracts. To restrict a specific function, choose one of
the following options:
•
Exclude the corresponding function from the user's responsibility.
•
Create a new menu without the corresponding function, and associate the menu
with the user responsibility.
The type of access to a business document is governed by the security features in Oracle
Purchasing, Oracle Sourcing, and Oracle iSupplier Portal. In addition to these existing
security features, Oracle Procurement Contracts provides the following levels of access
for authoring contractual terms and managing deliverables associated with a
purchasing or sourcing document:
•
No Authoring Privileges: User may be able to create a purchasing or sourcing
document, but without contract authoring privileges they would not be able to
author contract terms to a business document.
•
Standard Authoring Privileges: Users can add or remove standard clauses, update
variable values, and change the contract template.
•
Non-standard Authoring Privileges (Default): In addition to the available functions
in the Standard Authoring Privileges level, users can author non-standard clauses
and remove all the contract terms on a business document. The default access is set
at the Non-standard Authoring Privileges level.
•
Override Authoring Controls Privileges: In addition to the available functions in the
Non-standard Authoring Privileges level, users can delete mandatory clauses and
edit clause text on protected clauses.
For more information on function security, see the Seeded Data appendix, page D-29.
For information on implementation considerations for function security, see Establish
Authoring Roles and Controls , page 5-16.
Setting Up Function Security for Contract Repository
Functional security provides control over the user's access to certain functions in the
repository. A user can have View-Only, Authoring, or Administrator responsibility. The
Setting Up Oracle Procurement Contracts
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following table displays the functions that each responsibility has access to:
Function
View-Only
Responsibility
Authoring
Responsibility
Administrat
or
Responsibili
ty
View contract
Yes
Yes
Yes
Create and update contract
No
Yes
Yes
Change status from Approved to
Signed
No
Yes
Yes
Manage deliverables
No
Yes
Yes
Manage risk
No
Yes
Yes
Terminate contract
No
Yes
Yes
Update contract administrator of a
contract
No
No
Yes
Change status from Draft directly to
Signed
No
No
Yes
Import contracts
No
No
Yes
Use Repository Setup tab
No
No
Yes
Importing Clauses from External Sources
You can use the clause import feature to import existing clauses from external sources
that your organization uses. You also can use this feature on an ongoing basis, where
clause updates are continuously imported into the clause library, in order to stay
current with changes in business process or government regulations. See: Importing
Clauses , page 6-20.
Setting Up Contract Folders
You can organize clauses under different folders for easier retrieval.
For more information, see Managing Folders , page 6-55.
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Oracle Procurement Contracts Implementation and Administration Guide
Setting Up Variables
Oracle Procurement Contracts supports the use of business variables (tokens) in clause
text.
For more information, see Managing Variables , page 6-49.
Setting Up Numbering Schemes
When creating contract templates, you can apply a numbering scheme to the sections
and clauses structure. This numbering scheme is applied to business documents in
which the contract template is used.
Use the Contract Terms Library to set up and manage numbering schemes.
Steps:
1.
Log in to the Contract Terms Library Administrator responsibility.
2.
Navigate to the Numbering Schemes page.
Navigation: Library > Numbering Schemes tab> Create Numbering Scheme button
3.
Enter the Scheme Name.
4.
Optionally, enter a Description for the scheme.
5.
Optionally, select the Number Clauses check box to automatically number the
clauses in the contract.
6.
Click the Add Another Level button to define the first numbering level.
7.
Enter the following information for the numbering level:
•
In the Sequence field, choose a sequence from the list of values.
•
Optionally, enter an End Character. For example, a close parentheses ()).
•
Optionally, select the Concatenate with Child check box to ensure that the
child level includes the numbering of its parent during previewing and
printing of the contract.
For instance, you would set up the numbering scheme as:
First level:
•
a,b,c
•
end character is "."
Setting Up Oracle Procurement Contracts
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•
Concatenate with Child check box selected
Second level:
•
I,II,III
•
end character is ")"
The document will be numbered as:
•
First Level = a.
•
Second Level = a.I)
8.
Click the Refresh button to preview the layout.
9.
Optionally, add additional numbering levels.
10. Click Apply to save and close the Numbering Scheme page.
Managing Numbering Schemes:
You can make changes to your existing numbering schemes. You can also delete any
numbering scheme that is not assigned to a contract template. If the numbering scheme
has been updated in the Contract Terms Library, the next time a contract template using
that numbering scheme is used to create a new contract, the latest numbering scheme
updates are applied. For contracts that already use the numbering scheme you must
manually apply the numbering scheme to reflect the updates onto the contract.
1.
Log in to the Contract Terms Library Administrator responsibility.
2.
Navigate to the Numbering Schemes tab.
Navigation: Library > Numbering Schemes.
The system displays the list of available numbering schemes.
3.
To make changes to a numbering scheme, click the Update icon.
4.
To delete a numbering scheme click the Delete icon.
You can only delete the numbering schemes that are not used in contract templates.
Deploy Searchable Objects
From the Application Search Administration page, search and deploy the POC
(Procurement Contracts) searchable objects.
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Oracle Procurement Contracts Implementation and Administration Guide
Setting Up Sections
Sections are headings under which you organize contract clauses. The headings provide
structure and organization to a printed contract document. You can define sections that
can be used in authoring templates and contracts.
For more information, see Managing Sections, page 6-54.
Setting Up Standard Clauses
A standard clause is the text that describes the legal or business language used to
author a contract. Clauses are drafted based on both business and statutory
requirements.
For more information, see Managing Standard Clause, page 6-2.
Setting Up Contract Templates
Oracle Procurement Contracts enables you to define a standard set of templates to
easily default contract terms for contracts authored by your organization. You can
create templates that include both clauses and deliverables.
You can apply a new contract template to a sourcing or purchasing document from the
Update Contract Details page. The Apply Template LOV enables you to select an
approved template and add the clauses and deliverables. You can add multiple
templates to the solicitation, award, or modification document. When you apply
multiple templates duplicate clauses are not added.
For more information, see Managing Contract Templates , page 6-31.
Setting Up Contract Expert
Prerequisites
•
Set up the Contract Terms Library.
•
Set the Use Contract Expert profile option toYes at the site level.
For more information, see the Setting Up Profile Options section, page 4-6.
Note: Contract Expert uses Oracle Configurator to process and evaluate
the Contract Expert rules on business documents. To function properly,
in Oracle Configurator the SSL port requires a special setting.
To use Contract Expert on business documents, you need to set up Contract Expert
Setting Up Oracle Procurement Contracts
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rules in the Contract Terms Library. To set up Contract Expert rules:
•
Create and approve clauses, page 6-2
•
Create and approve contract templates, page 6-31
•
Define value sets, page 4-19
•
Create Constants, page 7-6
•
Create Questions, page 7-3
•
Create and activate a library of rules and assign them to appropriate contract
templates, page 7-8
•
Enable Contract Expert on contract templates , page 6-31
•
Determine the sequence of display of questions when Contract Expert is used on a
business document, page 7-18
Setting Up Contract Repository
Oracle Contracts provides the ability to author and maintain contract terms in buy-side
and sell-side Oracle applications. For example, contract terms can be added to purchase
agreements created in Oracle Purchasing, or to quotes created in Oracle Quoting.
Oracle Contracts now enables you to create miscellaneous contracts, such as license
agreements, non-disclosure agreements, and merger agreements, which are not
specifically related to the functionality of other Oracle applications. You can also create
purchase or sales agreements for miscellaneous items that are outside the normal
purchasing or sales flows, for which full execution capabilities are not required.
These types of contracts are stored in a new Contract Repository, and are called
Repository contracts. Each Repository contract will have a user-defined contract type,
unlike the contracts created in other Oracle applications, which have system-defined
contract types.
Repository Contracts are integrated with Contract Terms Library to enable Structured
Terms Authoring. A Repository contract can include supporting documents and
amendments, deliverables with notification capabilities, and risk information.
Repository contracts support a flexible approval and signature process, and a bulk
import process is available for loading legacy contracts into the system.
This section covers the following topics:
4-26
•
Setting Up Profile Options, page 4-27
•
Defining Approval Workflows, page 4-27
Oracle Procurement Contracts Implementation and Administration Guide
•
Setting Up Contract Types, page 4-27
•
Setting Up Risks, page 4-28
•
Setting Up Contact Roles, page 4-29
For more information about setting up contract repository, see Oracle Contracts
Implementation and Administration Guide.
Setting Up Profile Options
Define the following profile options:
•
Contract Repository Auto-Numbering Enabled
•
Contracts Intent Access Control
For more information, see the Setting Up Profile Options section.
Defining Approval Workflows
Define approval hierarchy and approval rules through the Oracle Approvals Manager.
For more information, see the Setting Up Approvers and Approval Workflow section,
page 4-12.
Setting Up Contract Types
When users create Repository contracts in Oracle Contracts, they must select and assign
one of the user-defined contract types, such as Non-Disclosure Agreement and
Partnership Agreement, to the contract. You must define the contract types in advance.
User can enable contract terms for Structured Terms Authoring.
Steps
1.
Log in to the Contracts Workbench Administrator responsibility.
2.
Click the Contract Types link. The contract types you define should be unique
across all organizations within the company. Note: For your reference, the Contract
Types page displays the list of seeded and current user-defined contract types.
3.
Click the Create Contract Type button. The system displays the Create Contract
Type page.
4.
In the Name field, enter a unique identifier for the contract type.
5.
Enter a Description for the contract type.
6.
Select an Intent from the list of values. Depending on the nature (Intent) of a
contract, the contract could be buy-side, sell-side, or neither. Each Contract Type
Setting Up Oracle Procurement Contracts
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should be associated with one Intent. The possible values for Intent are Buy, Sell,
and Other. If the Contracts Intent Access Control profile option is used, this
selection will limit which users will be able to select this Contract Type.
Important: If you select Intent as Other, Layout Template and
Enable Contract Terms are disabled.
7.
Select a Start Date. This is the date that the contract type becomes available.
8.
Optionally, select an End Date for the contract type. After the End Date has passed,
when creating new contracts, users will not be able to select this type.
9.
Select the Enable Contract Terms check box.
10. Select the appropriate Layout Template.
11.
Click the Apply button.
Setting Up Risks
When users create Repository contracts in Oracle Contracts, they may select multiple
risks associated with these contracts. For example: partner bankruptcy, nonperformance of a deliverable, non-compliance with non-disclosure terms, loss or
infringement of intellectual property, and damage to property or humans. This risks
must be defined in advance.
Steps
1.
Log in to the Contracts Workbench Administrator responsibility.
2.
Click the Risks link.
Note: For your reference, the Risks page displays the list of all user-
defined risks. Oracle Contracts does not provide seeded risks.
4-28
3.
The risks you define should be unique across all organizations within the
company.
4.
Click the Create Risk button. The system displays the Create Risk page.
5.
In the Name field, enter a unique identifier for the risk.
6.
Enter a Description for the risk.
7.
Select a Start Date.
Oracle Procurement Contracts Implementation and Administration Guide
8.
Optionally, select an End Date for the risk. After the End Date has passed, the risk
cannot be selected on a contract.
9.
Click Apply to save the risk.
Setting Up Contact Roles
The contact role indicates the responsibility or function of different people in a contract.
For example, an employee (internal contact) can be assigned the role of "Purchasing
Manager" in a contract. There are no seeded contact roles. You can define an unlimited
number of contact roles. These roles will be available to users when adding internal or
external contacts to a party on a Repository contract.
Steps
1.
Login to the Contracts Workbench Administrator responsibility.
2.
Click the Contact Roles. For your reference, the Contact Roles page displays the list
of all user-defined roles. The roles you define should be unique across all
organizations within the company.
3.
Click the Create Contact Role button. The system displays the Create Contact Role
page.
4.
In the Name field, enter a unique identifier for the role.
5.
Enter a Description for the role.
6.
Select a Start Date.
7.
Optionally, select an End Date for the role. After the End Date has passed, the role
cannot be selected on a contract.
8.
Click Apply to save the role.
Setting Up Contracts Workbench
A single view of all enterprise contracts is essential for effective management of contract
activities, and for reporting and analysis of outstanding supplier and customer
commitments. Oracle Contracts provides a centralized Contracts Workbench that gives
you access and visibility to all contractual agreements in the enterprise.
Contracts Workbench allows contract administrators to see which contracts require
attention, provides extensive search capabilities, and has links to common tasks such as
creating or approving a contract. Legal and financial managers can use Contracts
Workbench as a research tool. A flexible security model ensures that contracts can only
be viewed or updated by authorized users.
Setting Up Oracle Procurement Contracts
4-29
Contracts Workbench provides a single view of the following types of contracts:
•
Contracts created in buy-side and sell-side Oracle applications: purchase orders,
purchase agreements, negotiations, orders, quotes and sales agreements.
•
Repository contracts: For information, see Setting Up Contract Repository, page 426.
All of these contracts are automatically visible in the Contracts Workbench, as long as
they include contract terms.
This section covers the following topics:
•
Setting Up Profile Options, page 4-30
•
Personalizing Contracts Workbench, page 4-30
Setting Up Profile Options
You can use the Contracts Intent Access Control profile option to restrict the access to
Contracts. For more information, see the Setting Up Profile Options section.
Personalizing Contracts Workbench
Oracle Framework includes the OA Personalization Framework, which enables you to
personalize the appearance of Contracts Workbench without modifying any underlying
code.
The following are the most common ways to personalize Contracts Workbench:
1.
The default bins for the Contracts Workbench are:
•
Notifications
•
Recent Contracts
•
Expiring Contracts
•
Contract Deliverables
•
Contracts at Risk
You can use the personalization option to add the Bookmarks bin,, remove one of
the above bins, or change the order the bins are displayed.
2.
4-30
The default columns for the Advanced Search Results page are:
•
Contracts Number
•
Contract Name
Oracle Procurement Contracts Implementation and Administration Guide
•
Organization
•
Party Name
•
Contract Type
•
Intent
•
Status
•
Effective Date
You can use the personalization option to remove one of the above columns, change
the order the columns are displayed, or add any of the following columns:
•
Contract Administrator
•
Overall Risk
•
Version
•
Expiration Date
•
Termination Date
•
Amount
•
Currency
•
Authoring Party
The personalization also impacts the Export option. After performing a search, the
user can export the search results to a Comma Separated (CSV) file. The exported
file will include only the columns shown on the screen. After personalization,
columns that are available for personalization but not selected will not be included
in the CSV file.
For more information on personalization, see: Oracle Application Framework
Personalization Guide.
Setting Up Oracle Procurement Contracts
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5
Implementation and Other Considerations
This chapter contains specific considerations for the phases of the contracts life cycle.
This chapter covers the following topics:
•
Overview
•
Process Overview, Implementation Considerations, and Other Considerations
Overview
This chapter provides specific considerations for implementing Oracle Procurement
Contracts, as well as additional considerations for end-users. It also provides an
overview of the Oracle Procurement Contracts features that support the key stages of
the procurement contract life cycle.
Before you proceed with the implementation of Oracle Procurement Contracts, it is
recommended that you address the business considerations outlined in the following
table. The table also lists the sections in this guide where you can find relevant
information:
Question
Related Section
How many organizations will be involved in the
implementation?
Establish Contract Standards, page
5-2
Global Agreements, page 5-22
Which organizations will administer and control the
standard contract terms at the global level?
Establish Contract Standards, page
5-2
Implementation and Other Considerations
5-1
Question
Related Section
How does your organization currently create and store
contracts?
Clauses, page 5-4
Contract Templates, page 5-5
Deliverables, page 5-9
Variables, page 5-9
Do you need to translate your standard terms into
multiple languages?
Contract Templates, page 5-5
Does your organization have a formal approval cycle for
the standard contract terms? If so, do you need additional
approvers to approve business documents with contract
terms as compared to business documents without
contract terms?
Approvals in Oracle Procurement
Contracts, page 5-27
What are the processes that you and your suppliers will
collaborate on in order to complete and sign off on
contractual obligations?
Approve and Sign Contracts, page
5-25
What are the standard print formats for your contracts?
Printed Contract Documents, page
5-23
Are there standard business rules based on which contract
clauses need to be included while authoring a contract?
Contract Expert, page 5-6
Is the contract term always the same based on a
purchasing document type?
Automatic Application of
Templates, page 5-20
Printed Contract Documents, page
5-23
Supplier Authored Contracts,
page 5-21
Process Overview, Implementation Considerations, and Other
Considerations
This section provides process overviews and specific considerations for the phases of
the contracts life cycle.
Establish Contract Standards
5-2
Oracle Procurement Contracts Implementation and Administration Guide
Process Overview
Oracle Procurement Contracts enables you to establish and manage your contract
standards in the Contract Terms Library, a feature of Oracle Contracts. You establish
your contract standards by defining the standard clauses, contract templates, and
contract deliverables that you want to enforce while authoring your contracts.
Organizations that operate globally can use the Contract Terms Library to establish
organization-wide standards and enforce them on a global basis. To accommodate local
or country specific regulations, an organization may provide local contract library
administrators the flexibility of tailoring these global standards.
Create and Approve Standard Clauses
Standard clauses contain the standard business language to be used in contracts.
Contract administrators can create standard clauses in the library, route the clauses for
approval, and publish the clauses for use across the organization.
Contract administrators can optionally define alternate or incompatible clauses for a
standard clause. Users can insert tokens, called variables, in the clause text. These
tokens refer to the structured business terms that are negotiated on a contract. They are
replaced with the negotiated values when the contract is printed.
Create and Approve Contract Templates
Companies implement best practices by creating standard contract boilerplates
(templates) based on their unique contracting requirements.
Contract templates enable rapid assembly and creation of contracts and minimize the
overhead involved in legal review and approval. Contract templates may include a set
of pre-defined, pre-approved standard clauses. They may also include deliverables that
are tasks or documents required to fulfill a contractual obligation. For instance,
organizations may create deliverables to track the submission of a status report on the
progress of the contract.
As with standard clauses, contract administrators can route contract templates for
approval, after which the contract templates can be used in contracts.
You can create global templates which can be adopted by local organizations and
modified based on local organizations' requirements.
Implementation and Other Considerations
This section describes the implementation and other considerations for:
•
Contract Terms Library, page 5-4
•
Clauses, page 5-4
•
Contract Templates, page 5-5
Implementation and Other Considerations
5-3
•
Setting up Contract Expert Rules, page 5-6
•
Deliverables, page 5-9
•
Variables, page 5-9
Contract Terms Library
Oracle Procurement Contracts leverages Oracle Contracts' functionality for creating and
managing standard clauses and contract templates, including deliverables.
The features provided by Oracle Contracts are:
•
Contract Terms Library
•
Clauses
•
Templates
•
Deliverables
•
Variables
•
Folders
•
Sections
•
Contract Document Attachments
•
Printing Contractual Terms
For detailed description of these features, see Setting Up Contract Terms Library, page
6-2.
Before proceeding with implementation of Oracle Procurement Contracts, you should
familiarize yourself with the setup procedures related to establishing contract standards
in the Contract Terms Library.
Clauses
Implementation considerations for setting up clauses include:
5-4
•
Intent: When defining a new clause, you must specify an intent (Buy or Sell) for the
clause. After setting the intent for a clause, it cannot be changed.
•
If your organization only uses the Contract Terms Library for the Buy intent, set the
value for the OKC Clauses Library Intent profile option to Buy. This ensures that
users only create clauses with the Buy intent. For Oracle Procurement Contracts the
intent should always be Buy.
Oracle Procurement Contracts Implementation and Administration Guide
•
Include By Reference: Use this feature if you want to substitute an alternate
referenced text instead of the full clause text on a printed contract. To define
alternate text, use the Reference Text field while defining the clause. This is useful if
your printed contract is extensive and contains commonly used terms that you do
not have to repeat on every standard contract.
Note that users with the Override Authoring Controls privileges can override this
feature on a contract and choose to make the clause non-standard and include a
special text. In this case, the system does not print the reference text; instead, the
non-standard clause text from the contract is printed.
For details on the function security, see Establish Authoring Roles and Controls ,
page 5-16.
•
Keyword Search Feature: To maximize the results of the search feature for standard
clauses, ensure that the following concurrent programs are run periodically:
•
Synchronize Clause Text Index
•
Optimize Clause Text Index
The frequency of running these programs should be determined during the
implementation based on the usage frequency of the Keyword field during
search.
Other considerations for using clauses include:
•
Provision Check Box: Sourcing documents may have provisions as clauses that are
applicable during the negotiation but are not intended to be part of the final
contract. Select the Provision check box to mark such clauses as Provision. A
provision clause can only be used in sourcing documents (such as RFQ) that are
supported by Oracle Procurement Contracts.
If you require a clause to be used in both Oracle Sourcing and Oracle Purchasing,
verify that the Provision check box is not selected. You cannot change this attribute
on subsequent versions of the clause.
•
Deliverable Variables: If the printed contract needs to contain a tabular list of
deliverables, which are required to be fulfilled as part of contract execution, you
must create a clause that holds one or all the deliverable variables in it. Depending
on your business needs, you may include the deliverable variables as part of a
clause that contains additional text, or create a clause that only contains one or more
deliverable variables. Optionally, print the contract PDF document to validate the
exact location of the deliverable table within the clause text.
Contract Templates
Contract templates are required to author procurement contracts. You can consider
managing templates based on your specific needs, such as transaction types, products
Implementation and Other Considerations
5-5
or services procured, supplier categories, and so on. During contract authoring, users
can search for the appropriate contract template by the template name. So make sure
the template name reflects the major keywords that users might use during their search.
Implementation considerations for setting up contract templates include:
•
Intent: When defining a new contract template, you must specify an intent (Buy or
Sell) for the template. After setting the intent for a template, it cannot be changed.
If your organization only uses the Contract Terms Library for the Buy intent, set the
value for the OKC Clauses Library Intent profile option to Buy. This ensures that
users only create templates with the Buy intent. For Oracle Procurement Contracts
the intent should always be Buy.
•
Keyword Search Feature: To maximize the results of the search feature for contract
templates, ensure that the following concurrent programs are run periodically:
•
Synchronize Template Text Index
•
Optimize Template Text Index
Determine during implementation how often to run these programs based on
the usage frequency of the Keyword field during a search.
•
Document Types: To author procurement contracts, ensure that you have created at
least one template and assigned it to one or more procurement document types.
Examples of document types are RFQ, Auction, and Standard Purchase Order.
If you plan to use a common contract template to support multiple document types,
note the following: If the contract template contains clauses that use variables
sourced for specific document types, the system displays a warning if the same
clause is used in a contract for a different document type.
For example, if a contract template is assigned to document types RFQ and
Standard Purchase Order, you can apply the template to RFQs in Oracle Sourcing
or purchase orders in Oracle Purchasing. If this template contains a clause with a
system variable "Sourcing Document Number" the value for this variable will be
substituted on the RFQ, but not on the purchase order. For the users creating a
purchase order, the system displays a warning indicating that the variable could
not be resolved. One way to avoid issues on a contract is to carefully review the
validations results for the contract template and decide whether or not to include
clauses with these variables in the template.
•
Layout Template: When choosing a layout template for a contract template, ensure
that you do not choose the RTF type layout template. The RTF type is not supported
by Oracle Procurement Contracts.
Contract Expert Rules
Contract Expert is a rule-based contract creation tool that assists purchasing
5-6
Oracle Procurement Contracts Implementation and Administration Guide
professionals in authoring complex contracts. Using Contract Expert, organizations can
define their business policy rules that govern the contract clauses to be included in a
purchasing or sourcing document.
Contract Expert rules are defined in the contract terms library. Rules can be applicable
to specific templates or applied globally for all contracts authored in the organization.
During authoring, Contract Expert leads you through a contract creation questionnaire
and automatically adds needed clauses based on the responses that you provided
In addition to author responses, policy rules can also be based on the business terms
and other values contained in the purchasing or sourcing document, such as purchasing
category, payment term, and agreed contract amount. For example, buying
organizations may require additional clauses in contracts for the purchase of hazardous
materials, or contracts for which the supplier is located in a specific foreign country.
When setting up Contract Expert for authoring contracts consider the following:
Profile Options
•
Ensure that the Profile Option OKC: Enable Contract Expert is set to Yes before
using Contract Expert. Even if the profile option is set to No, the Contract Expert
Rules setup will still be available, but contract templates cannot be made Contract
Expert enabled unless the profile option value is Yes
Value Set Restrictions:
•
Ensure that you understand the restrictions in using Value Sets provided in the
Oracle Contracts Implementation and Administration Guide when you are creating
questions based on response type 'List of Values'. For instance, Contract Expert
does not support date based value sets. It is important you review these restrictions
to avoid errors at later stages when creating rules.
•
Remember that deleting a value set or changing the name of a value set, after using
it in a question, could potentially cause system issues when the question is used in a
business document during contract authoring.
Contract Templates and Contract Expert
•
Contract Templates must be Contract Expert enabled in order to use Contract
Expert in business documents.
•
When a global template is copied in a local organization, the rules from the global
template are not copied over. However, if the local organization already has rules
that are assigned to all templates, you would notice that those rules are available for
the template you just created.
•
Currently, the system allows you to create and approve contract templates that are
Contract Expert enabled without any clauses. However, from an implementation
perspective, it is recommended that you provide at least the outline structure in the
template. It would be useful to define all the sections of the contract and the order
Implementation and Other Considerations
5-7
and numbering sequence that needs to be used for these sections.
•
It is recommended that you provide a Default Section assignment for clauses that
are used in Contract Expert rules. This ensures that the clauses are placed in
appropriate sections when Contract Expert is used on a contract. Contract Expert
uses the following order to determine the section into which an expert clause is
placed on a contract:
•
Obtain the Default Section assignment from the Clause Definition.
•
If the default section assignment is not found in the clause definition, get the
Default Section assignment from the template.
•
You must create a contract template revision to update any of the Contract Expert
fields. However, note that if you update the Expert Clauses Mandatory check box or
the Default Section field by creating a revision, the changes take effect on all new
and existing business documents the next time Contract Expert is used on a
business document even though the template may not have been reapplied on the
business document.
•
Exception to the previous point: If you disable Contract Expert on a contract
template revision, this will not impact existing business documents that have
already run Contract Expert using the original version of the contract template,
unless the contract template is reapplied on a business document. In other words,
you can continue to run Contract Expert on the business document until you
explicitly reapply the contract template.
•
Note that if you choose to check Expert Clauses Mandatory on a contract template,
all expert clauses will be made mandatory. Use this only if this is the desired
behavior. Clauses that are made mandatory cannot be removed from the business
document.
Creating Expert Rules
5-8
•
Remember Questions and Constants can be reused across multiple organizations.
You do not need to create these in every organization
•
Questions used in rules must be manually sequenced in the order in which you
expect the sales personnel or a contract administrator to answer them. Dependent
questions must be carefully placed under the main question so that they flow
logically as the users are answering questions.
•
Remember rules are unique to an organization. So, even if you have similar rules in
different organizations, you will have to create these rules individually in each
organization. Unlike clauses or templates, rules cannot be copied across
organizations.
Oracle Procurement Contracts Implementation and Administration Guide
•
During implementation, pay additional attention to the Apply to all Templates
check box on a rule. Use it only if you are sure the rule will apply without exception
to all templates (current and future) created in the organization.
•
Note that even though draft clauses are allowed to be included in a contract
template, this does not apply to contract expert rules assigned to that template. All
clauses used in rules must be in Approved status.
•
Note that numeric value sets are not supported for questions with response type of
List of Values. If the response to your question is a number, remember to use a
constant instead.
Deliverables
Deliverables are contractual commitments and obligations that can be associated to a
contract template. This feature is specific to Oracle Procurement Contracts. Some
considerations for using deliverables include:
•
Contract Templates: You may have a common contract template that supports
multiple document types across Oracle Sourcing and Oracle Purchasing. When
such a template is applied to a purchasing document, clauses marked as
"Provisions" and deliverables of type "Negotiation" are not copied to the purchasing
document.
•
Comments: When defining a deliverable on a contract template, the comments that
you enter provide additional details of the purpose of the deliverable, to the buyer
when the buyer authors the contract deliverables. This information, in the
Comments field, is not available to the supplier from the iSupplier Portal.
•
Deliverable Types: Types of deliverable include Contractual, Internal Purchasing,
and Negotiation.
If a contract template, with all types of deliverables attached to it, is applied to a
sourcing document, all the deliverables are copied to the sourcing document.
However, only Negotiation type of deliverables can be acted upon during the
sourcing event. Applying the same contract template to a purchasing document will
not copy the Negotiation type deliverables.
Variables
Oracle Procurement Contracts supports the following types of variables:
•
System
•
User-defined
•
Deliverable
Implementation and Other Considerations
5-9
Note: Oracle Procurement Contracts does not support the Table
type variable.
Implementation considerations for setting up contract variables include:
•
Use the Value Set functionality to define values for the user-defined variables.
Other considerations for using contract variables include:
•
When using the Display Clauses feature in the Variables library, the clauses listed
are specific to the organization that you are currently in.
•
You cannot delete a variable if another procurement organization has used this
variable in a clause.
So if the system does not let you delete a variable that is not used in any clauses in
your organization, it is possible that another procurement organization is using the
variable in a clause.
•
To view the definition of a system variable used in Oracle Procurement Contracts,
you must click the Variable Name link in the Variables library. You cannot alter the
definition of system variables.
For the seeded system variables, see the System Variables, page D-7 section.
Negotiate Contracts
Process Overview
The contract negotiation process includes the stages of creating a sourcing document
with contract terms, publishing it, gathering responses, and finally making an award.
Online Negotiation for Oracle Sourcing Documents
To enable online negotiation of procurement contracts, Oracle Sourcing must be
implemented.
In addition to the standard negotiation processes in Oracle Sourcing, Oracle
Procurement Contracts enables buyers and suppliers to negotiate on the contractual
terms during a sourcing event and to capture additional information through supplierupdatable contractual variables.
Using Oracle Procurement Contracts, buyers and suppliers can manage deliverables
that represent obligations arising from the negotiation process. They indicate the
success or failure of the fulfillment of the deliverable by changing the status of the
deliverable for the negotiation.
For example, a buyer may require a sourcing supplier to give a project proposal
presentation within a month of bid acknowledgement, and can define this requirement
5-10
Oracle Procurement Contracts Implementation and Administration Guide
as a negotiation deliverable. The supplier performs the presentation, and updates the
deliverable status online.
Note: After buyers award business to a supplier, they can create a
purchasing document from a sourcing document. All the contract terms
are copied over except those that are specific to the sourcing document.
For more information on general negotiation operations in Oracle Sourcing, see the
Oracle Sourcing online Help.
Offline Negotiation for Oracle Purchasing Documents
In an offline business scenario, a buyer creates a draft contract in Oracle Purchasing.
The buyer and supplier then conduct negotiations offline. When both parties agree on
the contractual details, including the contract terms, the buyer submits the contract for
internal approval.
Implementation and Other Considerations
This section covers the implementation and other considerations for:
•
Authoring Negotiation Document, page 5-11
•
Contract Terms Flow Down, page 5-12
•
Contract Terms Validation in Oracle Sourcing, page 5-13
•
Online Contract Negotiations, page 5-13
•
Sourcing Templates Versus Contract Templates, page 5-13
•
Approval Workflow, page 5-13
Authoring Negotiation Documents
Implementation considerations for setting up the process of authoring negotiation with
contract terms are:
•
Contract Document Attachment:
•
Oracle Purchasing supports the use of contract document attachments on a
purchasing document, but Oracle Sourcing does not. To include additional
contract-related documents in an online negotiation, you can add them to a
sourcing document as a regular document attachment.
•
If you need to include these documents in the purchasing document, when the
negotiation is awarded, you must ensure that the purchase order is not
submitted for approval automatically from Oracle Sourcing. To do this, users of
Implementation and Other Considerations
5-11
Oracle Sourcing should make sure the Initiate Approval check box is not
selected during the award process.
As a result, the created purchasing document will have a status of Incomplete
and is not automatically routed for approval and signatures. At this point, you
can upload these attachments and classify them as Contract category in the
Manage Contract Document page.
•
Once the purchasing document is approved, you cannot attach any documents
with the Contract category unless you revise the purchasing document.
Note: The supplier-updatable variables is a feature available
only in Oracle Sourcing. So even if a purchasing document has
such a variable, suppliers cannot update it from the Oracle
iSupplier Portal application.
Other factors to consider when implementing the process of authoring negotiation with
contract terms are:
•
Flow down of Provision and Negotiation Deliverables:
•
•
You can define contractual, negotiation, and internal purchasing types of
deliverables to a sourcing document. Only negotiation deliverables can be acted
upon during the negotiation process.
Supplier Updatable Variables:
•
In the Contract Terms Library you can define a variable and enable it for
supplier updates. On sourcing documents, such as a bid, bidders are asked to
propose a value for these variables, which may be later used for analysis during
the award process. The values provided by the bidder in the awarded bid are
automatically carried over to the purchasing document.
•
You can use the user-defined variables feature to request additional
information, such as a DUNS Number, from a supplier that is then printed in
the final contract.
Contract Terms Flow Down
If you create a contract template and associate it with document types used only in
Oracle Sourcing, it will still be used on a purchasing document created after awarding a
sourcing document. You will not, however, be able to reapply the template to the
purchasing document. When you change the contract template, the current template
will not be available in the search results. Also, you cannot apply this template to a new
purchasing document.
5-12
Oracle Procurement Contracts Implementation and Administration Guide
Contract Terms Validation in Oracle Sourcing
When you publish or submit a sourcing document with contract terms for approval, the
system validates the contact terms for errors and inconsistencies. The system only
displays errors related to contract terms, but not the warning messages. Before
publishing a contract or submitting it for approval, you should always validate the
contract terms for inconsistencies using the Validate option in the Contract Terms page.
For the seeded errors and warning messages, see List of QA Validations, page A-1.
Online Contract Negotiation
As an integral part of the Oracle Sourcing process, Oracle Procurement Contracts
enables you to leverage many of Oracle Sourcing's capabilities for the purpose of
contract terms negotiation.
Supported features include:
•
Multi-round: You can use the multi-round functionality for negotiating contractual
terms. In the first round, you can invite multiple suppliers. Then, another round can
be initiated for detailed contractual negotiations with the selected supplier.
•
Online Discussion: You can use the online discussion feature in Oracle Sourcing to
negotiate the detailed contract terms interactively.
•
Amendments: Sourcing suppliers can request changes in contract terms. A sourcing
buyer can review the request and create amendments to the sourcing document if
needed.
Sourcing Template Versus Contract Templates
Oracle Sourcing provides the Sourcing Template feature to ease the process of
authoring sourcing documents. These templates include attributes, lines, supplier
details, and so forth. With Oracle Procurement Contracts, you can also apply a contract
template to a sourcing document. Contract templates are not part of the sourcing
template. You can apply a contract template and a sourcing template separately to a
sourcing document.
Approval Workflow
Some sourcing documents with contract terms may require special approvals. You can
achieve this by using the various seeded workflow functions, such as
"STANDARDCONTRACT", which checks for the existence of contract terms in a
document. You can customize the workflow to submit the document to different
approvers, based on whether the document contains non-standard clauses or other
criteria that is appropriate to your business.
For details on seeded workflow functions in sourcing approval workflow, see Approval
Workflows, page B-1.
Implementation and Other Considerations
5-13
Author Contracts
Process Overview
Contract authoring is the process of adding contract terms to a purchasing or sourcing
document.
In order to add contract terms, users of Oracle Purchasing and Oracle Sourcing must
first create their business documents.
If Oracle Procurement Contracts is installed, users can then add or view contract terms
in the following business documents:
Document Type
Required Application
RFI
Oracle Sourcing
RFQ
Oracle Sourcing
Auction
Oracle Sourcing
Response
Oracle Sourcing
Quote
Oracle Sourcing
Bid
Oracle Sourcing
Standard Purchase Order
Oracle Purchasing
Blanket Purchase Agreement
Oracle Purchasing
Contract Purchase Agreement
Oracle Purchasing
Apply a Contract Template
To add contract terms, you must first apply a pre-approved contract template to the
business document.
Execute Contract Expert Rules
Expert enabled contract templates may have rules associated with them. Based on your
responses to the questionnaire and the commercial terms of the contract, expert
includes relevant clauses automatically in the contract.
5-14
Oracle Procurement Contracts Implementation and Administration Guide
Modify and Add Contract Terms
After you have applied the contract template, you can modify the clauses and
deliverables that were added from the contract template. You can also add clauses and
deliverables specifically for the contract.
Delete Multiple Clauses, Sections, and Deliverables
You can select and delete multiple clauses, sections, and deliverables from the Contract
Terms page.
Manage Contract Document Attachments
With Oracle Procurement Contracts you can manage all your contract document
attachments specific to a contract. These attachments can be contractual agreements,
contract images or any supporting documents for the contract.
Validate the Contract
You can validate the contract, to check for inconsistencies and errors.
Preview the Contract
You can preview the contract, by generating and viewing an Adobe PDF version of the
complete business document.
For more information on creating business documents, see the Oracle Purchasing or
Oracle Sourcing online Help.
Delete Multiple Clauses, Sections, and Deliverables
You can select and delete multiple clauses, sections, and deliverables from the Contract
Terms page.
Implementation and Other Considerations
This section covers the implementation and other considerations for:
•
Establish Authoring Roles and Controls, page 5-16
•
Author Contracts, page 5-17
•
Supplier Authored Contracts, page 5-21
•
Master-Child Agreements, page 5-22
•
Global Agreements, page 5-22
•
Printed Contract Documents, page 5-23
Implementation and Other Considerations
5-15
•
Cancel Contracts, page 5-25
Establish Authoring Roles and Controls
Before using Oracle Procurement Contracts, you must determine the roles and
responsibilities of the application users. The responsibility, with the seeded Purchasing
Super User menu associated with it, will have full access to Oracle Procurement
Contracts features. To restrict any functionality to a certain user, you need to exclude
the corresponding security function from the user responsibility.
Available function security options include:
•
No Contract Access: If you want to restrict the access to author or view contract
terms to certain users, ensure that the Manage Contract Terms function is excluded
from the responsibility provided to these users.
•
Standard Contracts Authoring: Identify the users who would author standard
contracts, but may not have permissions to author non-standard terms or to remove
contract terms on a contract. For these users, remove the following functions from
their responsibilities:
•
Allow Non-standard Terms
•
Override Authoring Controls
•
Non-standard Contracts Authoring: These are users in your organization with
special responsibilities who can negotiate and author non-standard terms. For these
users, remove the Override Authoring Controls function from their responsibilities.
•
Super User Privileges: These are users in your organization with overriding
privileges. They are able to override standard privileges, to edit clauses that are text
protected, or delete mandatory clauses. Use the menu from the seeded Oracle
Procurement Contracts responsibility for these users.
For the functions that are available in Oracle Procurement Contracts for user security,
see the Seeded Responsibility section of Appendix D, page D-1.
The following table displays the differences between a responsibility with full access to
Procurement Contracts functionality to another responsibility without any access to
Oracle Procurement Contracts features.
5-16
Full Access to Procurement Contracts
No Access to Procurement Contracts
PO Entry form: The Terms window displays
the Contract Terms region. Buttons are
enabled, varied by the phase of the Authoring
flow.
PO Entry form: The Terms window displays
the Contract Terms region. Buttons are
disabled and, if applicable, users can view the
contract template name.
Oracle Procurement Contracts Implementation and Administration Guide
Full Access to Procurement Contracts
No Access to Procurement Contracts
Print capability: The generated purchase order
PDF document includes the contract terms
along with purchase order details.
Print capability: The generated purchase order
PDF document only includes the purchase
order details.
PO Summary form: The With Contract Terms
check box is visible and enabled.
PO Summary form: The With Contract Terms
check box is visible and enabled. Also, users
can obtain a list of the purchase orders, open
the purchase order, but not view the contract
terms.
Copy Function: Users can view the Contract
Terms copy choices, all radio buttons are
enabled.
Copy Function: Users can view the Contract
Terms copy choices, radio buttons are
enabled. Also, users can copy the purchase
order with contract terms to a new purchase
order, but cannot view the contract terms on
the new document.
View Contract Terms: Users can view contract
terms from the PO Summary form.
View Contract Terms: From the PO Summary
form, users cannot view contract terms. The
menu option is displayed but disabled.
The Contract Terms Library setup navigation
and Manage Deliverables page is accessible.
The Contract Terms Library setup navigation
and Manage Deliverables page is not
accessible.
Author Contracts
To create a contract, you can choose one of the following approaches:
•
New Contract: To author a contract, you can create a new purchasing document
and then apply an appropriate contract template to the document. In the new
contract, you can add or modify contract terms that were brought in from the
contract template.
•
Oracle Sourcing: You can set up a sourcing document, with contract terms, to
automatically create a purchasing document with contract terms after an award is
made.
•
Copy Purchasing Document: You can create a contract by copying an existing
contract. While copying, you have the following options:
•
Copy the contract terms from the original contract as-is.
•
Copy the contract terms from the original contract, but choose the latest
Implementation and Other Considerations
5-17
versions of the clauses from the Contract Terms Library.
•
•
Do not copy the contract terms. In this case, you can start in the copied
purchasing document by applying a default template or choosing another.
Purchasing Open Interface: You can use the existing Purchasing Open Interface to
create purchasing documents. However, contract terms cannot be imported using
the open interface. You should always import the purchasing document in the
Incomplete status if you intend to apply a contract template subsequently.
Finally, when adding standard clauses to a procurement contract, if you perform a
keyword search and encounter the error message "You have encountered an
unexpected error. Please contact your System Administrator", it is possible that
technical issues exist with the text index for clauses. If the text index has not been
created, run the concurrent programs -- as detailed in the Using the Keyword Search
Feature section -- to resolve the issue.
Using Contract Expert
The contract template for your business document must be Contract Expert enabled in
order to use this feature, except in the following case:
•
If you have applied a Contract Expert enabled contract template to a business
document, and then disabled Contract Expert in the contract template, you can
continue to use Contract Expert on the business document, as long as you have not
explicitly reapplied the contract template to the business document.
Remember the following when you are answering Contract Expert questions on a
business document:
5-18
•
Before you submit the business document for approval, you must answer all the
mandatory questions.
•
If you want to edit responses to questions that depended on others, you must edit
the lowest-level questions first, then work back up the hierarchy as far as you
require. Changing the response to a parent question without first blanking the
response to a dependent question will not cause the dependent question to be
removed from the list of questions.
•
You may select a blank answer to a lower-level question to remove it from the list of
questions.
•
If the response for a question is numeric, and you do not provide a value, the
system uses 0 as the default value. It is strongly recommended that you provide a
value, otherwise Contract Expert may bring in or remove clauses based on the
response of 0.
•
You may click the Use Contract Expert button to enter Amendment Description for
Oracle Procurement Contracts Implementation and Administration Guide
all revisions and amendments except the base document.
Remember to run Contract Expert if you have made changes to the business document.
For instance, if you have changed value of Payment Terms in your business document
and the change needs to bring in a different clause, you must run contract expert again
to bring in the revised set of clauses into the document.
If contract expert brings in clauses under a default section and you decide to move the
clauses under different sections, remember to remove the empty sections from the
document. The system will not do this automatically.
Remember, if a clause, brought in by Contract Expert, has been made non-standard or
replaced by an alternate, the system will not bring back the original clause the next time
Contract Expert is run. However, if you have removed the clause from the document
and the clause is still recommended, it will be brought back into the document.
If you have Contract Expert rule with a condition that uses the operator 'Not In' for a
variable (for example, Payment Terms) and assume the business document does not
have any payment terms filled in yet, the system will treat null as a valid value in this
condition and execute the rule. Remember this behavior when defining rules with 'Not
In'. So, in this case, if you wanted Clause A to be brought into the document if Payment
Terms was Not In 'Net 30, Net 45 or Net 60', even though the document has no payment
terms defined, Clause A will be brought into the document
You can view the contract expert history for a business document by selecting the
Contract Expert Summary value from the Actions LOV on the Contract Terms page.
The Contract Expert Summary page is available only in the view mode of the
document. On the Contract Expert Summary page, you can view contract expert
questions, responses, clauses, and policy deviations based on the contract expert rules
selected.
Using the Contract Deviations Report
Deviations are changes to contract terms in a business document that make them
different from the standards established by the following:
•
The contract terms in the contract template associated with the business document.
•
Contract Expert rules, if they apply to the business document
Note: Because deviations are based on contract terms and rules
associated with a contract template, the concept of contract term
deviations does not apply to business documents whose Contract
Source is attached document.
Remember, not every change to the business document is reported as a
deviation. For instance, if the section name has been modified or the
clauses reordered within the document, these are not deviations.
Implementation and Other Considerations
5-19
Remember, the Contract Approval Abstract is a powerful mechanism to report
justifications for the contract deviations. If you report contract deviations in a special
layout, you have several options:
•
You can modify the layout template for the deviations report to incorporate your
unique formatting needs.
•
You can download the system generated deviations report , including the approval
abstract, and format it offline and attach this offline document for approval.
Remember to use the Category 'Approval Abstract' if you want to attach this
document for approval. Only documents attached in the categories 'Contract' and
'Approval Abstract' will be attached to the approval notification.
If you plan on using your document attachment as the contract deviations report, do
not select the Generate for Approval check box in the document to avoid potentially
attaching duplicate and incorrect reports in the approval notification.
Impact of Contract Expert on Deviation Reports
There are special considerations regarding Contract Expert and the reporting of
deviations:
•
If Contract Expert has never been run on the business document, the deviation
report will not report any Contract Expert related errors. If you validate the contract
terms of the business document, the validation process will report a warning that
Contract Expert has not been run.
•
If Contract Expert has been run on the business document, the deviation report will
not report any Contract Expert related errors in the following cases:
•
•
Incomplete configuration: You have not provided responses to all the questions.
•
Invalid configuration: There are system issues with Contract Expert.
In both cases, remember to validate the contract terms of the business document to
review the errors in the validation report. If Contract Expert has been run on the
business document, and you run the deviation report, the system also runs the
Contract Expert process. This evaluates the conditions and determines if the clauses
on the document satisfy the conditions. If the results indicate that additional clauses
should be included or that some clauses should be excluded, these will individually
be reported as deviations.
Automatic Application of Contract Templates
If you have enabled the automatic application of contract templates for a Purchasing
document, that document can be automatically sourced to the appropriate vendor and
issued without any buyer intervention with your default contract. The default contract
template is applied to all outgoing standard purchase orders, blanket purchase
agreements, or contract purchase agreements.
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Oracle Procurement Contracts Implementation and Administration Guide
Setup Steps:
1.
Set the system profile PO: Auto Apply Default Contract Templates to Yes.
Note: This can be set at the Site, Application, Responsibility, or
User level as is appropriate for your organization.
2.
Using the Contract Administrator responsibility create the contract template that
you wish to be a default and assign the document type to that contract with Default
Template enabled.
Supplier Authored Contracts
At times you may receive contract documents authored by a supplier or an external
party. For example, you purchase a software program and sign a software license
agreement with a software vendor. The software vendor authors the contract,
documenting the service level agreements that both parties have consented to. If you
need to track these supplier-authored contracts, perform the following:
1.
· Navigate to the Update Contract Source page.
2.
· Set the Authoring Party as Supplier.
3.
· Upload the contract document provided by the supplier.
Oracle Procurement Contracts supports two types of Contract Source, Attached
Document and Structured Terms. In the case of Structured Terms, the contract terms are
represented by the sections and clauses included in the contract. Otherwise the contract
terms are represented by the primary contract document that is uploaded for the
contract. You can utilize the Deliverables feature in either scenario.
Collaboration using Microsoft Word
Negotiating contract terms is one of the most important activities that contract
administrators, library administrators, approvers and users carry out. Editing is needed
in the internal phases of the contract lifecycle, when contracts are authored, reviewed
and approved, and also in the external phases, when contracts are negotiated and
signed. Oracle Procurement Contracts has an in-built word processor to effectively
manage authoring and editing. However, to achieve widespread adoption, Oracle
Procurement Contracts also supports standard applications and data, especially when
collaborating with external parties, who may not always have the ability or the
inclination to adopt new technologies proposed by the internal party.
Oracle Procurement Contracts supports import of the Microsoft Word document and
the synchronization of the changes with the structured contract stored in the system.
Modifications to the original contract can be reviewed before changes are accepted. This
two-way integration with Microsoft Word streamlines the contract collaboration
process involving the buyer, contract administrator, legal and supplier. It also provides
Implementation and Other Considerations
5-21
a non-intrusive, easy to use, bidirectional and reliable integration solution.
Note: For full synchronization with Oracle Procurement Contracts, the
Microsoft Word document should be in Microsoft Office 2003 XML
format (also known as WordprocessingML). It must have been
originally exported from Oracle Procurement Contracts using the Word
Export Function.
Master-Child Agreements
Your organization may have a master service agreement (master contract) with a group
of pre-approved suppliers, and later you create separate contracts (child contract) for
specific transactions. For example, your company already has negotiated a master
service agreement for general insurance and liability clauses with an advertising firm.
Your company now wants to negotiate a separate contract for a specific advertising
campaign with the same general insurance and liability clauses. In this case, you can
design a campaign-specific child contract that references the master contract for its
general liability and insurance clauses.
To achieve this, you can consider one of the following options:
•
Capture the master agreement as a global blanket purchase agreement or a contract
purchase agreement (global or regular) with the general insurance and liability
clause. Subsequently create a standard purchase order to capture the child contract.
This standard purchase order should reference the master agreement and should
have project-specific contract terms
•
Model a contract purchase agreement after a master agreement and reference it in a
standard purchase agreement, if there are no specific lines in the master agreement.
Referencing a master contract in a standard purchase order does not copy the contract
terms from the master contract to the standard purchase order. Instead, the document
number of the global blanket agreement or the contract purchase agreement is
referenced in the standard purchase order.
Furthermore, contract terms cannot be associated with planned purchase orders and
blanket releases. Therefore, do not use a regular blanket purchase agreement as the
master contract, if a child contract will need to have additional contract terms.
Global Agreements
Contract templates that are applied to a global agreement (for example, blanket
purchase agreement or contract purchase agreement) are also effective in the operating
unit that references the global agreement.
Consider the following business case for an organization with two operating units, OU1
and OU2:
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Oracle Procurement Contracts Implementation and Administration Guide
•
You create a contract template in OU1.
•
You create a global agreement in OU1 and apply the contract template.
•
You enable the global agreement for OU2.
You can create global agreement in a central procurement organization and apply this
contract template. If you enable the global agreement for other organizations, all
operating units can utilize the contract terms associated with the global agreement, and
you do not need to author them again in these operating units.
Since the contract terms are now referenced in multiple operating units, while creating a
contract template ensure the terms are legally applicable to all the operating units in
which it is referenced directly or indirectly.
Miscellaneous Contracts
With Contract Repository you can create miscellaneous contracts, such as license
agreements, non-disclosure agreements, and merger agreements, which are not
specifically related to the purchasing function. You can create purchase agreements for
miscellaneous items that are outside the normal purchasing flow, for which full
execution capabilities are not required.
Add Contract Terms to Existing Contracts
Your organization may have critical, high value contracts already is place. You can add
contract terms to such contracts and start reaping the benefits provided by Oracle
Procurement Contracts such as embedding contract clauses on the contract and
managing deliverables.
Printed Contract Documents
Implementation considerations for printed contract documents include:
•
Customize Layout Template: Oracle Procurement Contract enables you to generate
your purchasing document with contract terms in PDF format. You can customize
the layout of the PDF document. Important factors to consider include:
•
Contract Format: You can create your own format for the contract document.
For example, you may want to place the company logo on contract documents.
After creating a custom XSL-FO stylesheet, you need to upload it into the XML
Publisher template repository using the XML Publisher Administrator
responsibility. Currently, Oracle Procurement Contracts only supports layout
templates of type XSL-FO.
For more information, see the XML Publisher User Guide. For details on how to
set up layout template, see Setting Up Layout Templates , page 4-13.
Implementation and Other Considerations
5-23
•
Translation: You can translate the XSL-FO stylesheet to the local language so
the content in the PDF file is created in the desired language.
•
Association: After creating your layout template, you need to associate the
layout template to the document type that you need to use it with. Use the
Document Types form to associate your layout template to the document type.
The layout templates that Oracle Procurement Contracts uses are Document
Type Layout and Contract Terms Layout. The Document Type Layout template
defines the Cover Page and the Purchasing or Sourcing Document Details. The
Contract Terms Layout template defines the Amendment, Terms, and Signature
Block.
The printed procurement contract consists of the Document Layout followed by
the Contract Terms Layout. Both templates should be consistent and created
with that knowledge in mind. For more information on seeded layout
templates, see Layout Template, page D-1 .
You should review your layout requirements for all these components, evaluate the
default print layouts, and decide if changes are needed.
Other considerations for printed contract documents include:
•
Printed document content: The system generates contract documents in PDF
format. A contract document includes the following components:
•
Cover Page: This page contains the contract effectivity text for new contracts. In
case of amendments to a contract, you can have different verbiage in the cover
page. It also has the summary of the changes that the submitter enters while
submitting the contract for approval using the Approval form.
•
Purchasing or Sourcing Document Details: This section includes the details on
the purchasing or sourcing document, such as supplier address, item, need by
date, and ship to location in a tabular structure.
•
Amendment: This section lists the details of the changes to each clause, section,
and deliverable, after a Sourcing or Purchasing document is amended.
•
Terms: All the clause text and sections as heading, along with the deliverables,
are printed in this section.
•
Signature: This section is for obtaining signatures of the relevant parties
involved in the contract.
Note: : If you upload a contract document as the representation of
the contract that was not generated by Oracle Procurement
Contracts, the system will not be able to merge the commercial
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Oracle Procurement Contracts Implementation and Administration Guide
section and the contract terms section of the Oracle Purchasing PDF
document.
Review Contract Terms
Implementation considerations for printed contract documents include:
•
Microsoft Word Integration: You can export the section and clauses included by a
contract template in a Microsoft Word format. You can send this Microsoft Word
Document to you legal user for review. You can perform spell check and track
changes utilizing the features provided by Microsoft Word.
If the review comments are minimal, you can make those changes to the clauses
and retain the structure of the contract terms. Otherwise, you can upload the
Microsoft Word document as a representation of the contract.
•
Contract Deviation Report: Oracle Procurement Contract enables you to review the
deviation in the contract terms compared to the standard contract template. You
can attach the Contract Deviation Report to the approval notification.
Cancel Contracts
Purchasing document with contract terms can only be canceled from the Enter PO form
and not from the PO Summary form.
Approve and Sign Contracts
Process Overview
Approve Contracts
A contract must be approved internally by management, and optionally by legal
professionals, before it is sent to the supplier for signing. Depending on the complexity
of your contracts, you can route them to different or additional approvers. For example,
if some contracts contain non-standard clauses that are specially negotiated, you can
route those contracts to legal professionals for additional review and approval.
See the Oracle Purchasing online Help for more details.
Sign Contracts
You must identify contract signatories and establish guidelines for the contract
signature process and communicate it across the organization. Oracle Procurement
Contracts supports two ways to sign a contract, manually or electronically. In both
cases, the supplier's acceptance of the contract is recorded.
Electronic Signature: To enable electronic signature, Oracle E-Records must be
Implementation and Other Considerations
5-25
installed. During the award process in Oracle Sourcing, you choose "Document And
Signature" as the acceptance criteria to require the supplier to electronically sign the
purchasing document that is auto-created.
In Oracle Purchasing, to require electronic signature, you set the acceptance criteria to
"Document and Signature" while authoring a contract.
After the contract is approved internally, the supplier receives a notification for
signature. The supplier signs the contract online. A notification is sent to the buyer, who
then signs the contract online. Oracle E-Records keeps the signed contract copies in the
evidence store for future reference.
Note: When you create an amendment for a signed document, the
acceptance criteria is automatically set to "Document and Signature".
You must set acceptance criteria to "None" if you do not require the
amendments to be signed by the supplier.
Digital Signature: You can enable Digital Certificate based signatures for your
organization whether a contract is signed by supplier or the buyer. Oracle Procurement
Contracts utilizes Oracle Workflow technology to enable this feature. Oracle's digital
signature is PKCS7 compliant based on X.509 certificates. You need to obtain the digital
certificate from third party certificate provider and upload these certificates to the user's
browser and also the Oracle database.
See the Oracle Workflow User's Guide for details.
Manual Signature: After the contract has been approved internally, the contract
document can be e-mailed, or printed and sent to the supplier for manual signature.
After the contract has been signed offline, the buyer can record the acceptance of the
contract in an Acceptances screen.
For more details on accepting contracts, see the Oracle Purchasing User's Guide.
Implementation and Other Considerations
This section covers the implementation and other considerations for:
•
Approve Contracts, page 5-26
•
Approval Workflow, page 5-27
•
Approvals in Oracle Procurement Contracts, page 5-27
•
Contract Statuses, page 5-28
Approve Contracts
The following factors are important to the approval process and your contract
administrators and buyers should be familiar with them:
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Oracle Procurement Contracts Implementation and Administration Guide
•
With Oracle Procurement Contracts you can approve both purchasing documents
and legal terms through the existing purchasing approval workflow. As a result,
approvers in legal and business groups can approve the document through the
same approval process and thus minimize the disputes between the approvers in
two groups. When you design or update the PO Approval workflow, you need to
include approvers for legal terms.
•
You should make it a business practice to review all validations, including
warnings, to help identify potential issues with the contract data and reduce the
number of amendments.
•
You should also make it a business practice to run the Contract Deviations report
and review those change identified.
•
To upload a contract document attachment in the Contract category, you need to
initiate a new revision. You cannot classify a contract document attachment as
Contract, if the purchasing document is in the Approved status.
•
The contract template that is applied in the initial version of a contract cannot be
removed or changed after this version is signed and accepted by the supplier and
the buyer.
•
In a new version of a purchasing document, you cannot modify contract documents
that were carried over from a previous version. You can only delete them from the
current version and upload the modified version.
•
In Oracle Procurement Contracts, buyers and suppliers can sign contracts manually
or electronically. Signer identity is authenticated by requiring users to reenter
usernames and passwords when signing contracts electronically or using a unique
digital certificate (issued by a certification authority).
•
The system-generated contract PDF is only attached to the document after
approval. If the PDF document is not attached after a purchasing document is
approved, ensure that the PO Output format in Oracle Purchasing setup is set to
PDF and the Approval workflow is functioning properly.
Approval Workflow
When a contract has a non-standard clause, you may want to route the contract to
additional or different reviewers for special approvals. You can achieve this by using
the workflow function seeded in the Purchasing Approval workflows.
For details on seeded workflow function, refer to the Approval Workflows appendix,
page B-1.
Approvals in Oracle Procurement Contracts
You should identify at which point in the business flow you want to customize your
Implementation and Other Considerations
5-27
approval workflow and you also want to identify the individuals who would be
performing the approval at each point. Given the various touch points described below,
consider the nature and extent of changes you would require to your various workflow
approval programs.
•
Approving Clauses: You approve clauses in the Contract Terms Library.
•
Approving Contract Templates: Standard clauses from the library are used for
creating contract templates. You approve templates in the Contract Terms Library.
•
Approval Before Publishing: A template can be applied to a sourcing document and
then you can submit the sourcing document for internal approvals before
publishing it to external parties.
•
Approval During Award: You can submit a sourcing document for internal
approvals before you make an award to a supplier.
•
Approving Purchase Orders: You can submit a purchasing document with contract
terms for approval.
Contract Statuses
With Oracle Procurement Contracts, the existing purchasing document status have
additional implications.
The table below lists the event in a contract life cycle and related purchasing document
status:
5-28
Event Description
Status
Buyer has approval authority on the spending
amount, but chooses to submit the purchasing
document for additional approval.
Pre-approved
Internal approver rejects the purchasing
document.
Rejected
A purchasing document is approved by the
internal approver and is waiting for supplier
and buyer signatures.
Pre-approved
Supplier or buyer rejects the purchasing
document during the signature process.
Rejected
Oracle Procurement Contracts Implementation and Administration Guide
Execute and Monitor Contracts
Process Overview
A signed document can be executed through the regular shipment and receiving
processes supported by Oracle Purchasing. In addition, buyers and suppliers can
execute and track additional contractual obligations through the deliverables feature
provided by Oracle Procurement Contracts. It is important to note that buyers and
suppliers can only manage deliverables that are assigned to them.
This section covers the implementation and other considerations for:
•
Deliverables, page 5-29
•
Supplier Contacts, page 5-29
•
Search Contract Based On Clause Usage, page 5-29
Deliverables
The due date for a deliverable can be set to:
•
Fixed due date. For example, December 10th, 2005.
•
Relative Due Date. For example, 10 days after the agreement expires.
Deliverable due dates that cannot be resolved are not displayed on the Deliverables
page until the event that it refers to actually occurs. For example, the system cannot
resolve the due date for a deliverable, if it is set to "10 days after the purchase order is
closed" until the purchase order is actually closed. The reason is, the system does not
know when the contract will be closed. Users will not have visibility to the deliverables
until the purchase order is closed.
To avoid the above situation, consider selecting events for which the due dates can be
resolved. For example, the "Agreement expires" event for blanket agreement can be
resolved based on the expiry date of the agreement. In the case of standard purchase
order, you may consider using the event "10 days after purchase order signed" instead
of "10 days after purchase order closed."
Supplier Contacts
During contract authoring, users can create one or more deliverables with a supplier
contact associated with it. However, in order for the suppliers to follow through and
manage these deliverables, they must have registered with Oracle iSupplier Portal as
users of the application.
Implementation and Other Considerations
5-29
Search Contract Based On Clause Usage
To improve future contract negotiations, or to comply with regulatory requirements,
contract administrators or legal may need to periodically review and revise their
contract standards. Analyzing the contract language used in existing contracts is a
critical step in effectively updating existing standards. Oracle Procurement Contracts
enables users to search for all contracts where certain clauses are used, or have been
modified. The search can be filtered by various criteria like contracts with a specific
supplier, contracts above a certain amount, contracts for one or all Operating Units, or
contracts authored using a specific template. Information on the number of times a
certain clause has been used or modified is also provided as part of the results.
Using Oracle Procurement Contracts you can perform the following kinds of search:
•
Contract Administrators can search for all contracts across multiple organizations
that have any clause pertaining to a specific clause type. For example, 'Termination'
to identify if any clauses are being created non-standard.
•
Legal professionals can find all contracts that use a specific clause that needs to be
modified due to new regulations.
•
Contract Administrators and legal professionals can search for keywords and text
from Oracle Purchasing and Oracle Sourcing and repository contracts.
Additional Information: Users can search for versions only if the
contract belongs to Oracle Purchasing or the Repository Contracts.
Link Related Contracts
Process Overview
While Oracle Purchasing documents may have contract terms added, standalone
contracts are stored in the contract repository. Legacy documents are, at times, scanned
and uploaded as attachments to these contracts. You can establish relationships
between contracts in the contract repository and purchasing documents. These contracts
are called related contracts and this feature is called linking related contracts. You can
link related contracts through Oracle Purchasing and the Contracts Repository. In
addition, you can view all linked contracts, including their hierarchical relationships, in
the Contracts Repository and in purchasing documents. Establishing relationships
ensures that transactional contracts and legal documents can be analyzed together
when a user assesses the commercial and legal framework required for a supplier.
Example
A Purchasing buyer of a Blanket Agreement can link the Blanket Agreement to a master
agreement in the contract repository. Or a Contract Administrator can establish a
relationship between a contract repository contract, such as, a statement of work to a
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Oracle Procurement Contracts Implementation and Administration Guide
purchasing document.
Related contracts can be related hierarchically as a parent (one level up), a peer (same
level), or a child (one level down). Each related contract can have a set of related
contracts. You can navigate to and view all the related contracts using Contract
Hierarchy. If a buyer has read only access to a related contract, then the buyer can
contact the contract owner for more information. For more information about Related
By values, see the Relationship Types section in Seed Data, Appendix D, Oracle
Contracts Implementation and Administration Guide.
Add Related Contracts
A repository contract is related to one or more repository contracts or purchasing
documents. Use the Add Related Contracts page to select the repository contract or
purchasing document with which the current contract is related, and the type of the
relationship between the contracts. For more information about steps to add related
contracts, see the online help.
Administer Contract Changes
Process Overview
You can amend a contract, including contract terms, at any time after the contract is
signed. An amendment increments the version of the Sourcing or Purchasing
document.
A contract amendment may be initiated by the buyer or the supplier. Buyers need to
review and approve change requests submitted by suppliers. To incorporate changes,
buyers need to manually update the contract terms after approving the change request.
For details on general amendments in purchasing and sourcing documents, see the
Oracle Purchasing and Oracle Sourcing online Help.
Implementation and Other Considerations
This section covers the implementation and other considerations for setting up:
•
Amendment Cover Pages, page 5-31
•
Supporting Documents, page 5-32
•
Change Requests, page 5-32
•
Printing Amendments, page 5-32
•
Amendment Workflow Functions, page 5-32
Implementation and Other Considerations
5-31
Amendment Cover Pages
With Oracle Procurement Contracts you can create custom layout for the cover page for
an amendment document. For detailed instruction on customizing your contract
document lay, refer to Setting Up Contract Terms Library.
Supporting Documents
If you have supporting documents for a contract that are critical, then changes to these
documents may need to be governed by formal revision process. A formal revision
process may require users to submit the changes for internal approval and supplier
signature before the changes become effective. For your reference, changes are
displayed in the PO Revision History page. To require a formal revision process, you
should categorize the supporting document as a "Contract"' in the contract document
attachment.
Change Requests
After the contract is signed and accepted by both parties, it can be executed. The
supplier can request changes to contract terms using Oracle iSupplier Portal. After the
buyer has reviewed and accepted the changes requested, the system does not
automatically reflect the changes to the contract terms. The buyer need to revise the
purchase order and amend the relevant contract terms.
Printing Amendments
You can make changes to a contract after it is accepted and signed by the supplier and
the buyer and it is ready to be executed. Any modification would appear in the
Amendment section of the contract PDF file, if the PO: Generate Amendment
Documents profile option is set to Yes.
Other considerations include:
•
Amendment Descriptions: When you amend a contract clause or deliverable, you
can annotate each amendment by entering text in the Amendment Description field
that is specific to that particular amendment. In order to provide the business
context and reason for amendments, you should provide an amendment
description for all amendments.
•
Print Text feature: While amending a clause in a contract, you can use the Print Text
feature to print the amended clause text in the Amendments section of the printed
contract, in addition to the amendment description.
Amendment Workflow Functions
Any changes made to a signed contract would require approval. Oracle Procurement
Contract provides you with additional workflow functions that you can use for routing
the contract for special approvals, in case contract terms are amended. For the seeded
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Oracle Procurement Contracts Implementation and Administration Guide
workflow functions in the sourcing and purchasing approval workflows, see the
Approval Workflows appendix, page B-1.
Renegotiate and Close Out Contracts
Process Overview
When a contract nears expiration, you may renegotiate or close out the contract. Using
Oracle Purchasing and Oracle Sourcing, you can renegotiate the business elements of an
existing contract.
If Oracle Procurement Contracts is enabled, you can additionally include contract terms
during your renegotiation process.
During the closeout process, you may require one or more tasks to be performed, such
as submitting a contract performance report, or creating a budget versus actual cost
analysis. With Oracle Procurement Contracts enabled, you can model these tasks as
internal deliverables and track them as part of the contract.
For more information on renegotiating and closing out contracts, see the Oracle
Purchasing and Oracle Sourcing online Help.
Implementation and Other Considerations
Monitor Expirations
You can specify start and end dates on a blanket or a contract purchase agreement. To
track the expiration of the contract, you can create an internal deliverable with a due
date such as "one month before agreement expires." The person responsible for the
deliverable would be notified and can take necessary actions before the contract expires.
Note that standard purchase orders do not support start and end effective dates. To
support closeout and renewal, you can use the Purchase Order Signed event or a fixed
due date event when setting up the deliverables.
Contract Renegotiation
Contracts that are currently executed may have to be renegotiated after they expire. You
can create a sourcing RFQ or a Reverse Auction from a purchasing document, like a
blanket purchase agreement. The relevant attributes pertaining to the purchasing
document are copied over to the newly created sourcing document. With Oracle
Procurement Contracts, the contract terms associated with the purchasing document are
copied over to the sourcing document as well.
Implementation and Other Considerations
5-33
6
Setting Up Contract Terms Library
This chapter describes all the functions of the Contract Terms Library feature.
This chapter covers the following topics:
•
Contract Terms Library
•
Managing Standard Clauses
•
Creating Standard Clauses
•
Defining Related Clauses
•
Assigning Clauses to Folders
•
Approving Clauses
•
Managing Clauses Across Organizations
•
Searching for Clauses
•
Contract Clause Analysis Report
•
Managing Changes to Standard Clauses
•
Importing Clauses
•
Managing Contract Templates
•
Creating Contract Templates
•
Adding Sections and Clauses
•
Creating Contract Template Deliverables
•
Using Deliverable Attributes Setup
•
Validating Templates
•
Preview Templates
•
Approving Templates
•
Searching for Templates
Setting Up Contract Terms Library
6-1
•
Managing Changes to Contract Templates
•
Defining Global Templates
•
Managing Variables
•
Managing Sections
•
Managing Folders
Contract Terms Library
Contract terms Library is the central library of all pre-approved clauses and contract
templates that can be used to create contracts across the enterprise.
The library gives the legal department and business organizations a powerful tool to
create reusable clauses. Clauses can be grouped into sections and stored as reusable
contract templates to codify best practices. Templates provide a framework for rapid
assembly and creation of contracts. These capabilities provide the foundations for
contract process standardization controls across the enterprise. Another key feature of
the Contracts Terms Library is the ability to establish global standards and enforce these
standards enterprise-wide. Organizations can manage clauses and templates centrally
in a global organization. Local organizations can then use or duplicate these clauses and
templates and customize them to meet their own specific local requirements.
In addition to standard clauses and contract templates, the Contract Terms Library
supports the creation and maintenance of a library of folders, sections and variables.
Managing Standard Clauses
A standard clause is the text that describes the legal or business language used to
author a contract. Clauses are drafted based on both business and statutory
requirements.
Creating Standard Clauses
You can create standard clauses in the following ways:
•
Create a clause
•
Duplicate an existing clause
Creating a Clause:
1.
Navigate to the Create Clauses page.
Navigation: Library > Clauses tab > Create Clause button
2.
6-2
Enter the following attributes:
Oracle Procurement Contracts Implementation and Administration Guide
•
Number. This field can be manually entered or automatically generated. To
automatically generate the number, see the Setting Up Auto Numbering
section.
•
Clause Title: Enter a title for the clause. The clause title is unique within an
organization.
•
Display Name: Optionally enter the display name for the clause. The display
name does not have to be a unique name. Your organization could have
alternate names with the same display name. The system uses the Display
Name on a printed contract field. If you leave this field blank, the Clause Title is
used as the display name.
•
Intent: Select the intent of the contracts that can use the clause. Select the Buy or
Sell option from the list of values.
Note: Based on the OKC: Clause Intent profile option setup, you
can create clauses for buy, sell, or both intents. If you set the profile
option to either Buy or Sell, the system provides read-only access to
the Intent field. This profile option also governs other feature in the
Contract Terms Library, including contract templates and variables.
•
Type: Use the Type field to classify the clause according to the business purpose
(for example, General or Payment terms). Select a clause type from the list of
values.
•
Default Section: Optionally select the default section from the list of values. You
can use sections as heading to format contracts. You can optionally assign
multiple sections to a clause based on an attribute. For example, if the Variable
Name attribute is Format, which is Uniform Contract Format (UCF), then you
can assign Section A to the clause.
•
Description: Optionally enter a description for the clause.
•
Status: The system controls this field. During the creation process, the clause is
in Draft status.
•
Version: The system generates the version number.
•
Start date. Accept the default or change the start date.
•
End date. Optionally enter an expiration date for the clause.
•
Provision. Provisions are used in negotiation documents in Oracle Sourcing
only. If applicable, select the Provision check box.
Setting Up Contract Terms Library
6-3
•
Protect text. To prevent modification to the clause text in documents, select the
protect Text check box.
•
Global. To make the clause available to all organizations, select the global check
box. This field is only available in the Global operating unit.
•
Text. Enter the necessary text for the clause. Clause texts can include business
variables. In the text area you can choose one of the following modes:
•
•
Rich Text. The Rich Text editor provides special formatting of the text that
is driven by business and legal requirements. The Rich Text editor provides
a Tool bar and a Text area.
•
Text. The Text mode provides a plain text area only. If you use the Rich
Text mode to enter the clause text and then toggle to the Text mode, the
system displays the HTML source for the text you have entered. However,
the system prints the clause using the Rich Text features even if you have
toggled to the Text mode.
Add Variables. Click Add Variables to search for available variables, The Add
Variables page appears. From this page you can search for available variables,
then click the Insert icon to add the variable that you want into your text, at the
location of the cursor within the text area. In the clause text, variables are
displayed as tags in the format [@variable name@].
Note: If you do not use the Rich Text editor to author clause
text, the system inserts the variables at the end of the test
instead of where the cursor is located. You can use the Cut and
Paste operation to move a variable tag, within the clause text to
the appropriate location.
6-4
•
Instructions. Optionally enter instructions on how and when to use the clause
in a contract template or business document. Users can view these instructions
when they add the clause to a contract template or business document.
•
Allow Include by Reference. Select the check box to replace the clause text with
the Reference text when the clause is used in a contract. Optionally enter the
following information:
•
Reference Source. Provide the source of the clause that may not Be printed
in full text.
•
Reference Text. Enter the reference text. The system prints the reference text
instead of the clause text, on a printed contact.
Oracle Procurement Contracts Implementation and Administration Guide
Note: If you select the Allow Include by Reference check
box, the Reference Text field becomes mandatory.
3.
To complete your operation, select one of the following buttons:
•
Submit. To submit the clause for approval, click this button.
•
Apply and Add Details. Click this button to save your work and move to the
Update Clauses page.
•
Apply. Click Apply to save the clause and close the Create Clauses page.
•
Cancel. Click Cancel to close the Create Clauses page without saving the clause.
Duplicating an Existing Clause:
You can use the Duplicate feature to create new clauses form existing ones. The
Duplicate feature is available from the Search and View Clauses pages.
1.
Navigate to the Search Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
Search and select a clause. For more information , see the searching for Clauses
section.
3.
Click the Duplicate button.
4.
In the New Clause Title field, enter a unique title.
5.
Optionally choose to copy folders and related clauses.
6.
Click the Save and Continue button.
7.
Enter of change the information as describes in the Defining Clauses section.
Defining Related Clauses
For any given clause, you can define alternate and incompatible clauses. You can use
alternate clauses as a substitute for the main clause on a contract. Incompatible clauses
cannot be used on the same contract.
Note: You can add alternate an incompatible clauses to an approved
clause without requiring the creation of a new version.
Setting Up Contract Terms Library
6-5
1.
Navigate to the Create Clauses or Update Clauses page.
2.
Open the Related Clauses subtab.
3.
Click Add Another Row.
4.
In the Relationship field, select one of the following options:
•
Alternate
•
Incompatible
5.
In the Clause Title field, enter the clause title. You can also use the List of Values
icon to search and select the clause.
6.
Click Save.
7.
Click Compare to compare related clauses. Select the two clauses that you want to
compare and then click the button.
8.
Click Compare with Current to compare the related clause with the current clause.
Select only one clause from the list and click the button
9.
Click Remove to delete a clause relationship.
Assigning Clauses to Folders
You can assign clauses to folders from the Update Clause page. Note that you must
have previously defined the folder
1.
navigate to the Clauses page.
Navigation: contract Terms Library > Clauses tab.
6-6
2.
Open a clause for update.
3.
Open the Clause Folders subtab.
4.
Click Add Another Row
5.
In the Name field, enter the folder name. You can also click the List of Values icon
to search and select the folder name.
6.
Click Save or Apply.
Oracle Procurement Contracts Implementation and Administration Guide
Approving Clauses
To make standard clauses available for use in contracts, they must be approved first.
You can
•
Approve once clause at a time.
•
Select and submit more than one clause for approval at the same time.
•
Respond to approval.
•
Comment on either approval or rejection decision.
You must have set up an approver first.
Note: The default workflow supports a single approver. However, you
can modify the workflow processes to include more approvers and
route approvals based in additional business conditions.
1.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab.
2.
Create a new clause or search and open a clause in Draft status.
3.
Click Submit to
•
Change the clause status from Draft to Pending Approval.
•
Send a workflow notification to the approver.
4.
The approver opens the notification and reviews the clause.
5.
The approver either approves or rejects the clause. As a result
•
The clause status is changed to Approved or Rejected.
•
A workflow notification informs the author of the clause of the decision.
Managing Clauses Across Organizations
This section discusses how organizations with global operations can manage clauses
across multiple organizations. This feature is useful for companies that contract with
customers across the globe with operations in different countries and locations.
Organizations are identified based on the operating unit assignments in the define
Organizations form. In this document, we refer to those operating units that have been
Setting Up Contract Terms Library
6-7
set up to use the Contract Terms Library as organizations.
A central organization can define global clauses and make them available for use by
local organizations. To define global clauses, you need to identify your global
organization, usually the corporate headquarters. The designated global organization is
responsible for the creation of clauses for business terms that need to be enforced
globally. On approval, the clauses are made available to local organizations. A
workflow notification is sent to the local organizations that need to review the clause.
In the local organizations, library administrators review the clause and decide if it needs
to be modified to meet local requirements. If necessary, the clause is modified
(localized) and routed for internal approvals. If not, the clause is adopted with no
changes or modifications and routed internally for approvals. Alternatively, local
organizations can be set up to automatically adopt all global clauses.
Prior to creating global clauses, you must
•
Set up the OKC: Global Operating Unit profile option. This is a site level profile
option to determine the operating unit that can create global clauses and templates.
A check box to identify global type clauses and templates becomes available after
you set up this profile option.
•
Create global clauses in the global organization
•
Approve global clauses to make them available in local organizations.
This section covers the following topics:
•
Adoption of Global Clauses by Local Organizations, page 6-8
•
Creating Global Clauses, page 6-9
•
Notifying Local Operating Units, page 6-9
•
Reviewing Global Clauses for Adoption, page 6-10
•
Approving Global Clauses in Local Operating Units, page 6-11
•
Viewing Adoption Status, page 6-12
•
Adopting Global Clauses in a New Operating Unit, page 6-12
Adoption of Global Clauses by Local Organizations:
You can set up your local organizations to adopt global clauses automatically or
manually.
•
6-8
Auto adoption of global clauses. This feature provides automatic adoption of global
clauses to operating units that do not require a manual review and approval
process. For example, a company with more than one operating unit can define
Oracle Procurement Contracts Implementation and Administration Guide
global clauses and make them available to all operating units. During the workflow
approval for a global clause, when the clause is approved, the system verifies the
operating units that are set to adopt clauses automatically. The system
automatically adopts the global clause for these operating units with no manual
intervention.
•
Manually adopting or localizing global clauses. For operating units that require a
review and approval process, this feature enables them to make the global clauses
available for use in their own organization. The operating units can use one of the
following:
•
Adopt Global Clause as-is. Adopt the global clause without changes. The
system records the user name and system date and time of adoption along with
the adopting organization. The local operating unit can adopt multiple global
clauses at the same time. After adoption and approval of global clauses, the
local operating unit can use the clauses to author contracts.
•
Localize Global Clauses. Localize the global clause by making some changes to
the clause or translating it to the language of the local organization. The system
creates a copy of the clause in Draft status. During localizations, you can
modify the clause text and add or delete variables from the text. You can then
submit the local clause for approval. the system records the approver name and
data as the adoption details for the clause. Note that if you are not changing the
intent of the clause text and only translating it into a local language, you can
select the translation Only check box. This is for informational purposes and
can be used to report on why a clause was localized.
Creating Global Clauses:
Use these steps to create a global clause.
1.
Create a standard clause.
2.
Select the Global check box. This check box is only available in the designated
global organization. When a global clause is approved, it remains global on all
subsequent versions. However, if an earlier version of a clause is not global, you can
make the subsequent versions global.
Note: When a global clause is approved, it remains global on all
subsequent versions. However, if an earlier version of a clause is
not global, you can make the subsequent versions global.
Notifying Local Organizations:
When a global clause is approved, the system send a notification to the library
administrators, in all local organizations, to consider the clause for adoption. In case a
Setting Up Contract Terms Library
6-9
local organization is set to automatically adopt global clauses, a notification is sent to
these organizations informing the local administrators that a new global clause has been
automatically adopted for their organization. Note that library administrators must be
set up.
Reviewing for Adoption:
As the library administrator in a local organization, you can review and adopt global
clauses.
1.
Navigate to the Clauses page.
Navigation: Contract terms Library > Clauses tab.
2.
Search for Global clauses. For more information, see Searching for Clauses, page 613.
Note that:
3.
•
A global clause that is approved (in the global operating unit) is available for
adoption in local operating units. If a global clause is on hold or expired,
although the clause is displayed in the search results, local operating units
cannot adopt or localize it.
•
In a local operating unit, the first version of an adopted global clause must be
manually assigned to a folder that is created in that operating unit. However,
after adoption, the system assigns the subsequent versions of the global clause
to the same folder.
•
Each time that a new version is created and approved for a global clause, that
version becomes available for adoption in the local operating units. Each
version of a global clause must be adopted individually.
In the Adoption Type field, choose available for Adoption
Note: For performance reasons, you cannot search for clauses by
the Adoption Type alone. In searching for clauses that are available
for adoption, you must enter additional search criteria such as
Clause Type or Keyword.
4.
Click Go to view the list of available clauses.
5.
Review every clause on a case-by-case basis and decide whether to adopt the clause
as-is or localize it.
•
6-10
If a previous version of a global clause was adopted as-is, you
Oracle Procurement Contracts Implementation and Administration Guide
must adopt subsequent versions of the clause in the same
manner. You cannot change the adoption type on subsequent
versions on a clause.
•
6.
If the first version of a global clause is localized and the next
version is now available for adoption, when you choose to
localize the second version, the Localize page displays the text
from the localized version. Currently, the system does not
provide a comparison of the current localized text and the
second version of the global text. To view the text of the second
version of the global clause, you must view the clause form the
Search page.
Click for Adoption to view the full text and clause details. At this point you can:
•
Adopt the clause as-is. In this case, you only need to submit the clause for local
approval.
•
Localize the clause. When you localize a clause, you can modify the text and
check the Translation Only check box to indicate that the changes were for
translation purposes. Submit the localized clause for approval on completing
the modifications. Note that you can delete a clause that had been localized and
is in draft status. This makes the original global clause available again for
adoption.
Approving Global Clauses in Local Organizations:
At the time a global clause is adopted and submitted for local approval, the library
administrator receives a workflow notification requesting approval for adoption of the
clause.
The local administrator can approve or reject the clause. After approval, the global
clause (or the modified localized clause) becomes available for use in the local
organization. If a clause is rejected, the local organization may choose to continue
modifying the clause, based on the rejection comments, or modify the adoption type.
For example, a clause that was previously adopted as-is can now be localized.
When local organizations adopt a global clause, the system sends a notification to the
global organization with details on date and type of adoption.
Note: When approving or rejecting a clause or contract template, you
can use the Comments section to provide your remarks in the Approval
notification. Your comments are visible to the user who has submitted
the original approval request.
Setting Up Contract Terms Library
6-11
Also, you can send the approval notifications by e-mail. However, this
would require additional configuration. For more information on how
to set up the e-mail client to receive all notifications, see the Oracle EBusiness Suite Maintenance Guide.
Viewing Adoption status:
Global organizations can monitor when and how global clauses are adopted across local
organizations. The Adoption Status report provides an overview of the adoption status
across multiple local organization for a given global clause. This report is only available
in the global organization and allows the global organization to analyze cases where the
global clauses are not adopted in a timely manner.
1.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
In the global organization, search for global clauses. For more information, see the
Searching for Clauses, page 6-13.
3.
Click the clause title to view the clause detail.
4.
select the View Adoption Status option from the list.
5.
Click Go
the View Adoption Status report provides the following information:
•
Organization Name
•
Clause Title
•
Version
•
Adoption Type (indicates if the global clause was adopted as-is or localized)
•
Translation Only (indicates if the global clause was only translated to the local
language).
•
Adoption Status (indicates if the clause was approved in the local organization
or not).
•
Adoption Date (the date the clause was adopted.
Adopting Global Clauses in a New Organization:
For any new organization that is set up to adopt global clauses, Oracle Procurement
Contracts provides a concurrent program to adopt all global clauses that were created
6-12
Oracle Procurement Contracts Implementation and Administration Guide
before the new organization was created.
To adopt the global clauses, you must run the Adopt Global Clauses for a New
Organization concurrent program. It is not necessary to rerun the program for a given
organization more than once, if all the migrated clauses and the new global clauses
have been created in the global organization at the time of running the concurrent
program.
The clause status in the new organization could be one of the following:
•
Adopted: If the organization is set up to automatically adopt clauses.
•
Available for Adoption: If the organization is set up to manually adopt clauses
Searching for Clauses
You can search or browse to find clauses in the Clauses Library. This section covers the
following topics
•
Searching for Clauses, page 6-13
•
Using the Keyword Search Feature, page 6-15
•
Browsing for Clauses, page 6-15
Searching for Clauses:
1.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
3.
In the Search region, search for clauses by
•
Operating Unit (mandatory field)
•
Keyword
•
Type
•
Title
•
Number
To access additional search options, click the Show More Search Options link. These
options are:
•
Intent
•
Status
Setting Up Contract Terms Library
6-13
•
Start and end dates
•
Provisions only
•
Variables used in the clause
•
Used in templates
•
Default section
•
Show all versions check box
•
Adoption Type (available only in local operating units)
To perform your search, you must enter information in the Operating Unit field
and one of the following fields:
6-14
•
Number
•
Title
•
Keyword
•
Type
•
Status
•
Start Date
•
End Date
•
Used in Templates
•
You cannot perform blind searches or start your search criteria
with the wildcard character (%).
•
If you do not select the Show All Versions check box, the
system displays only the latest version of the clauses that match
the search criteria.
•
Description does not work with leading searches. Also, the
description returns only those clauses for which the description
begins with the search criteria that you enter. For instance, if
you enter A% in the Description field, only those clauses for
which the description begins with the letter A are returned.
Oracle Procurement Contracts Implementation and Administration Guide
4.
Click Go to view the search results.
5.
In the Search Result section, select the check box for any clause and click one of the
following buttons:
•
Submit. Submit the clause for approval.
•
Duplicate. Create a new clause by copying from an existing clause.
•
Create New Version. Create a new version.
•
Review for Adoption. This button is available only to local organizations for
adopting global clauses. See: Approving Global Clauses in Local Operating
Units section, page 6-11.
Using the Keyword Search Feature:
You can search for clauses in the Contract Terms Library using the Keyword Search
feature. The system searches for clauses than contain the text you enter in any of the
following fields:
•
Clause Title
•
Display Name
•
Clause Description
•
Clause Text
To perform the keyword search, you must run the following concurrent programs
periodically:
•
Synchronize Clauses Text Index
•
Optimize Clauses Text Index
If you have not run the concurrent programs, the search will not provide accurate
results. The frequency for running these programs must be decided on a case-by-case
basis. You can schedule the concurrent programs to run together automatically at
predefined intervals.
Note: You do not need to run the foregoing concurrent programs for
each operating unit. Running the program synchronizes the data across
the operating units that use the Contract Terms Library.
Browsing for a Clause:
In addition to search, you can use the Browse feature to search for clauses using folders.
Setting Up Contract Terms Library
6-15
1.
Navigate to the Clauses page.
Navigation: Library > Clauses tab
2.
Click Browse to search through folders for the clause that you want to retrieve. The
system displays the list of available folders.
3.
To view all clauses assigned to a folder, select the check box for that folder.
4.
Optionally, click the clause title to view clause details.
5.
If applicable, select the check box for any clause and click and of the following
buttons:
•
Submit. Submit the clause for approval.
•
Duplicate. Create a new clause by copying from an existing clause.
•
Create New Version. Create a new version.
•
Review for Adoption. This button is available only to local organizations for
adopting global clauses.
•
Update. Open the clause for update
Contract Clause Analysis Report
The Contract Clause Analysis report enables you to search for the contracts where a
given set of clauses is used. After entering the search criteria for the clauses and the
contracts, the system displays a list of all appearances of the clauses in those contracts.
For more information on Contract Clause Analysis report, see the online help topics in
Oracle Contracts, Oracle Procurement Contracts, or Oracle Sales Contracts.
Managing Changes to Standard Clauses
This section covers the following topics
6-16
•
Updating clauses
•
Versioning clauses
•
Comparing clauses
•
Placing clauses on hold
•
Deleting clauses
Oracle Procurement Contracts Implementation and Administration Guide
Updating Clauses:
You can modify clauses and their versions subject to certain business rules. When
updating a clause, you can:
•
View and assign alternate clauses
•
View and assign incompatible clauses
•
Add clauses to folders
•
View all versions of the clause
•
Choose one version and compare with the one that is being updated
•
Change the status to On Hold (only if the clause is in Approved status)
•
Submit the clause for approval
•
Delete the clause (only if the clause is in Draft status).
Note: A new version is required if:
1.
•
The clause is inactive
•
The clause is in Approved status and the attributes that are
controlled at the clause version level need to be updates.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
Search for the clause that you want to update.
3.
Verify the clause status:
•
If the clause is in draft status, all the fields are available for update.
•
If the clause is in any other status, certain fields are protected and cannot be
updated.
4.
Click the Update icon. The system opens the clause for update.
5.
Make the necessary changes:
•
Except for the first version of a clause in draft status, you cannot change the
clause number, title, and intent.
Setting Up Contract Terms Library
6-17
•
6.
For clauses with the approved status, you cannot make changes to the
following fields: Display Name, Start Date, Provision, and Global check boxes,
Clause Text, and Allow Include by Reference.
Select one of the following actions:
•
Create new version (not available for clauses in draft status)
•
Submit for approval (only available for clauses in draft status)
•
Put on hold (not available for clauses on draft status)
•
Delete (only available for clauses in draft status).
•
Apply
•
Save
•
Cancel
Versioning Clauses:
The Versioning feature enables you to make changes to clauses that are already in use
on contracts. You can modify clause details including clause text and description. New
versions need to be approved before they can be used in contracts.
A new version is required if:
•
The clause is not in draft status
•
the clause is approved and the attributes controlled at the clause version level
require updating.
1.
Navigate to the Clauses page.
Navigation: Library > Clauses tab.
6-18
2.
In the Search region, enter the search criteria for the clause that you want.
3.
Click Go. The system displays the search results.
4.
Select the check box for the clause.
5.
Click Create New Version. Fields from the previous version are copied to the new
version. You cannot change clause title, number, and intent, when creating a new
version.
6.
Select one of the following options:
Oracle Procurement Contracts Implementation and Administration Guide
•
Apply
•
Save
•
Submit
•
Cancel
You can delete the new version of a clause if it is in draft status.
Comparing Clauses:
You can compare any two versions of a clause. the system provides a redline
comparison of the changed made to the clause text.
You can choose any two versions of a clause, and then click the Compare button
available in the Version History subtab of Updating Clause page.
Placing Clauses on Hold:
You can place clauses on hold to prevent them from being used in contract templates
and contracts. You can also release the hold to make the clause available again.
1.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
Search for the clause that you want put on hold.
3.
Verify the clause status.
4.
Click the Update icon or the clause title link.
5.
Click Put on Hold
6.
Click Yes to confirm.
7.
To release the hold, open the clause for update.
8.
Click release Hold. The system confirms the release.
Deleting Clauses:
You can only delete clauses that are in draft or rejected status.
1.
Navigate to the Clauses page.
Navigation: Contract Terms Library > Clauses tab
2.
Search for the clause you want to delete.
Setting Up Contract Terms Library
6-19
3.
Verify the clause status.
4.
Click the Update icon or the clause title link.
5.
Click Delete. The system asks you to confirm your request for deletion.
6.
Click Yes.
Importing Clauses
You use the Clause import feature to import clauses into the Contract Terms Library. In
addition to clauses, you can import the following related entities:
•
Variables
•
Value sets that are used in variables
•
Value set values
•
Clause relationships that establish a clause to be an alternate or incompatible with
one or more clauses
Clause import can also be used on an ongoing basis to update these entities in the
library.
You can import clauses and the related entities using the following methods:
•
Open Interface, page 6-26: For this method, use SQL*Loader, PL/SQL Scripts, or
JDBC to load the entities directly into the corresponding interface tables. This
process is outside the scope of the Clause import program. The clause import
validates the data and imports the content into the library.
•
XML Data File, page 6-28: Using this method, you import data directly from a
source XML file that conforms to the XML schema that is published for import. The
clause import validates the XML data and imports the content into the library.
The following tables identify and describe the attributes that are imported for each
entity:
Clauses
6-20
Attribute
Description
Clause Number
Number that identifies the clause. Two
alternatives for a clause could have the same
number.
Oracle Procurement Contracts Implementation and Administration Guide
Attribute
Description
Description
Description of the clause.
Title
Clause title or name.
Clause Type
Type of clause.
Display Title
Title that is displayed for the clause in the
application.
Start Date
Date from which the clause can be used.
End Date
Date until which the clause can be used.
Date Published
Date that uniquely identifies the updates. This
date determines whether the update is
subsequent to the one already in the clause
library and whether a new version of the
clause will be created.
Clause Text
Legal text of the clause. The variables in the
clause text should be enclosed within <Var>
and <Var/> tags.
Intent
Business intent of the clause: (B) for Buy and
(S) for Sell.
Language
Language in which the clause is authored.
Provision Indicator
Indicates whether the clause is a provision.
It only applies to clauses with the Buy intent.
Include By Reference Indicator
Indicates whether the clause should be used
by reference in a contract.
Reference Source
Source from which clause is referenced.
Reference Title
Title of the clause in the source.
Operating Unit
Operating unit using the clause.
Setting Up Contract Terms Library
6-21
Attribute
Description
Global Clause Indicator
Indicates if the clause is a global clause (all
operating units can use them).
Standard Indicator
Indicates whether the clause is standard or
nonstandard.
Clause Status
Status of the clause. Valid values are Draft,
Approved, Pending Approval, and Rejected.
Lock Text Indicator
Indicates if the clause text can be modified.
Action
Action that the import process should perform
on the clause.
Clause Relationships
Attribute
Description
Clause1 Number
Clause number of the first clause.
Source Clause1 Title
Clause title of the first clause.
Clause2 Number
Clause number of the second clause.
Source Clause2 Title
Clause title of the second clause.
Relationship Type
Relationship type code:
•
ALTERNATE: Clause1 and Clause2 are
alternatives to each other.
•
INCOMPATIBLE: Clause1 and Clause2
are incompatible with each other.
User-Defined Variables
Clauses can have variables embedded in the clause text. System variables are already
defined in the system and are available for use in clause text. However, user-defined
variables must be defined in the system before they can be used in clauses. A variable
code uniquely identifies the variable and must be specified as part of the definition. It is
6-22
Oracle Procurement Contracts Implementation and Administration Guide
recommended that the variable code follow the pattern OKC$<intent>$<code> and
must be unique in the system. For example, if the variable is the VAT code of the
supplier and is used in buy-side transactions, then the code could look like
OKC$B$VATCODE where B stands for buy intent.
User-Defined Variables
Attribute
Description
Code
Variable code that uniquely identifies the
variable.
Name
Variable name.
Description
Description of the variable.
Data Type
Data type of the value of the variable. Valid
values are Date, String, and Number.
Valueset
Code of the valueset used.
Intent
Intent of the variable: B (Buy) and S (Sell).
External User Updatable
Indicates whether suppliers can update the
variable.
•
Y, if suppliers provide the value.
•
N, if suppliers do not provide the value.
Note: This attribute is not available for
Sales Contracts.
Language
Language of the variable.
Setting Up Contract Terms Library
6-23
Attribute
Description
Contract Expert Enabled Indicator
Indicates whether the variable can be used in
Contract Expert.
•
N: Do not use in Contract Expert.
•
Y: Enabled for use in Contract Expert.
Note that the value set for the variable
should have a format type that is
character or number and validation type
independent.
Value Sets
Each user-defined variable that is embedded in the clause sources the value from a
value set. Value sets can also be defined during the import process. Value sets can either
enforce the data types or the actual values that a variable can have. It is recommended
that value sets that are defined during the import process should have a name in the
format OKC$<SOURCE>$<VALUESETNAME> to distinguish them from other value
sets in Oracle Applications. For example, a value set for a variable called Business Type
used in a FAR clause can have the name OKC$FAR$BUSINESSTYPE.
Each valueset should have the following attributes:
Value Sets
Attribute
Description
Name
Name of the value set.
Description
Description of the value set.
Format Type
Format of the values that are provided by the
value set:
Minimum Size of Values
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•
D (Date)
•
N (Number)
•
C (Character)
Minimum number of characters for each value
in the value set. Valid values are 1–38.
Oracle Procurement Contracts Implementation and Administration Guide
Attribute
Description
Maximum Size of Values
Maximum number of characters for each
value in the value set. Valid values are 1–38.
Uppercase Values Allowed Indicator
Indicates whether uppercase values are
allowed:
•
Y: Allowed
•
N: Not Allowed
Precision Allowed for Number Types
Number of decimal points allowed for
number values.
Validation Type
Validation type for the value set:
•
N: None
•
I: Independent
Each value set that has validation type of independent should have a list of valid
values.
Value Set Values
Attribute
Description
Value
Actual value
Description
Description of the value
Interface Tables Used for Import:
The following tables are used during the import process:
Setting Up Contract Terms Library
6-25
Interface Tables Used for Import
Table Name
Description
OKC_ART_INTERFACE_ALL
This is the main interface table where the
users load data from external systems.
OKC_ART_RELS_INTERFACE
This is the interface table that stores the
relationships between clauses.
OKC_VARIABLES_INTERFACE
This interface table is used to import variables
that are used in clauses.
OKC_VALUESETS_INTERFACE
This interface table is used to import value
sets that are used in variables.
OKC_VS_VALUES_INTERFACE
This interface table stores the values for the
value sets that are used in variables.
OKC_ART_INT_ERRORS
This table stores the errors that are reported
by the run in the validation or import mode.
OKC_ART_INT_BATPROCS_ALL
This is an internal system table that stores the
batch run details. This includes the processing
status as well as all the parameters that are
used for the run.
For detailed information about the preceding tables, see the Oracle eTechnical Reference
guide (eTRM).
Clause Import - Open Interface Method:
The following tasks constitute the Clause Import With Open Interface procedure:
6-26
•
Preparing and loading data
•
Importing in validate mode
•
Reviewing error messages
•
Correcting errors
•
Importing data into the library
•
Approving imported clauses in draft status
Oracle Procurement Contracts Implementation and Administration Guide
•
Purging interface records
Prerequisites
•
Set up necessary lookup codes, for example, clause types.
•
Set up all necessary data, for example, variables and sections.
•
Operating unit setup:
•
Set up clause approvers for Buy and Sell intent.
•
Determine whether the AutoNumbering option should be set up for the
operating unit.
Steps
1. Format the data in a form that is suitable for loading into the interface table. For
example, if you are using SQL*Loader to load data into the interface tables, you can
choose to use a comma separated data file (CSV) and a control file that describes the
data format.
2.
Run the Import Clauses concurrent program in validation mode to identify any
invalid data or errors. This is recommended but not a mandatory step. You can
specify the following parameters for the Import Clauses concurrent program:
Concurrent
Program
Parameter
Possible Values
Mandat
ory
Function
Batch Name
Name of the batch
Yes
Provide a batch name to easily identify
the records that you are importing.
Run in
Validation
Mode
Yes / No
No
Set to Yes if you want to run in
validation mode to identify potential
errors.
Setting Up Contract Terms Library
6-27
Concurrent
Program
Parameter
Possible Values
Mandat
ory
Function
Commit Size
1 to 300
Yes
Indicates the maximum number of
records that the system processes and
commits to the database at one time.
For example, if you have 1,000 records
to be imported and your commit size is
set to 100, and an error occurs on the
150th record, the system has already
processed the first 100, and the data
will not be reprocessed the next time
that you run the program. Consult your
database administrator for the
appropriate value.
3.
The Import program generates a report that lists the success and error messages.
The errors at this stage would primarily be related to data format or missing
required data. Review the report and correct the errors outside the system and
prepare the data for a reload.
4.
Reload the data into the interface table after correcting the errors.
5.
Run the Import Clauses concurrent program in import mode to create or update
data in the library. If the program was run previously in the validation mode with
no errors, then the import should succeed. The Import program generates a report
that lists the success and error messages. Records with errors remain in the interface
tables until they are purged or corrected.
6.
If clauses are imported in Draft status, they must be approved before they are
available for authoring contracts. If they are imported in the pending approval
status, the system automatically routes the clauses to approvers for review and
approval.
7.
Purge the Interface records. See: Purge Interface Records, page 6-31.
Clause Import - XML Data File Method:
Prerequisites
Set up the following:
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•
Necessary lookup codes, for example, clause types.
•
Necessary data, for example, variables and sections.
Oracle Procurement Contracts Implementation and Administration Guide
•
•
For the operating unit:
•
Set up clause approvers for Buy and Sell intent.
•
Determine whether the AutoNumbering option should be set up.
The OKC: Clause Import XML File Location profile option. This specifies the
location (file directory) of the XML file. This is mandatory setup for using the XMLbased import.
To import clauses using XML
1. Data preparation: Format the data to be imported in a form that is suitable for XML
import. This involves generating an XML file with the clause data that conforms to
the XML schema that was published for import (see the table below for how to
access the schema definition file in Oracle XML Publisher).
Schema Definition
File Name
Application
XML Schema
XML Preview File
Clause Import XML
Data Definition
Contracts Core
OKCXMLIMPDFN.
xsd
OKCXMLIMPDFN.
xml
2.
Staging the XML import file: Copy the XML file to the location specified by the
OKC: Clause Import XML File Location profile option.
3.
Import in the Validate mode: Run the Import Clauses from XML File concurrent
program in the Validate mode to identify any invalid data or errors. This is
recommended but is not a mandatory step. The program parses the XML file and
populates the interface tables. You can specify the following parameters for the
concurrent program:
Parameter
XML File Name
Possible
Values
Defa
ult
Manda
tory
Function
No
Yes
Name of the XML import file. The
file must be present in the location
that is specified by the profile
option OKC: Clause Import XML
File Location.
Setting Up Contract Terms Library
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6-30
Parameter
Possible
Values
Defa
ult
Manda
tory
Function
Default
Operating Unit
Any operating
unit for which
contract terms
are enabled
No
No
Identifies the operating unit for
which the Import process needs to
run. Leave it blank if the operating
unit has already been provided for
each record in the XML file. This
value is used as the default for
those records for which the
operating unit is not provided.
Create as Global
Clause (Default)
Yes/No
No
No
If this parameter is set to Yes, it will
import all clauses as global clauses.
Note that the operating unit in
which the clauses are imported
must be set up as the global
operating unit.
Default Clause
Status
Approved,
Draft, Pending
Approval
No
No
This identifies the status in which to
import the clauses. Leave it blank if
the records already have a status.
This value is used as the default for
those records for which the status is
not provided.
Validate Only
Yes/No
Yes
No
Run the Import process in validate
mode to identify invalid data or
errors.
4.
Review the error messages: The import program generates a report that lists the
success and error messages. The errors at this stage would primarily be related to
data format or missing required data. Review the report and correct the errors
outside the system and prepare the data for a reload.
5.
Correct the errors: Review the report in the log file and correct errors in the XML
data file.
6.
Import data into the library: Run the Import Clauses from XML File concurrent
program in import mode to create or update data in the library. If the program was
run previously in validation mode with no errors, then the import should go
through successfully. The Import program generates a report that lists the success
and error messages.
7.
Approvals: If clauses are imported in the Draft status, they must be approved
Oracle Procurement Contracts Implementation and Administration Guide
before they are available for authoring contracts. If they are imported in the
Pending Approval status, the system automatically routes the clauses to approvers
for review and approval.
8.
Purge the interface records. See: Purge Interface Records, page 6-31.
Purge Interface Records:
To optimize performance, you should periodically run the Purge Clause Import
Interface Table concurrent program. This program purges records in the interface tables
for clauses and the other related entities.
The following table describes the parameters for the Purge program:
Concurrent Program
Parameter
Mandat
ory
Purpose
Start Date, End Date
No
Use the Start and End Dates to identify the range of
dates for interface records that need to be purged.
Process Status
No
Provide a specific status if you want to purge
interface records with that status. The possible
values are Error, Success, and Warning.
Batch Name
No
Provide a specific batch name if you want to purge
records belonging to that batch only.
Note: If you do not specify any parameters, the system displays the
following warning message: "No parameters found for this run. This
request will delete all the records for your organization in the interface
tables."
Managing Contract Templates
Oracle Contracts enables you to define a standard set of templates to easily default
terms for contracts authored by your organization. You can create templates that
include both clauses and deliverables. These templates can then be used to default
clauses and deliverables on a contract.
Not that the Deliverables functionality is currently supported only on contract
templates with the Buy intent.
1.
Setting Up Contract Terms Library
6-31
Creating Contract Templates
To create a contract template, you can:
•
Create a new contract template
•
Duplicate from an existing template
Creating a New Contract Template:
1.
Navigate to the Create Template page
2.
Select an operating unit from the list of values. The list of values is based on the
security profile that was defined for the responsibility that you are using. For more
information, see Setting Up Operating Units, page 4-2 and Setting Up Profile
Options, page 4-6.
Note: After you save a template, you cannot change its operating
unit, even if the template is in Draft status. Make your selection
carefully when creating a template from the list of available
operating units.
3.
Enter a unique name for the template. This template name must be unique within
an organization.
4.
Select the intent for the template. Normally for procurement it would be Buy.
Note: You cannot change the intent on a template even if the
template is in draft status if it contains clauses or deliverables or is
associated to one of more document types. You must remove these
if you want to change the intent.
6-32
5.
Accept the default start date (system date) or change the date.
6.
Optionally, enter a description for the template.
7.
When you create a new template, the system sets the template status to draft.
Except for the On Hold status, the system controls all statuses on a template. You
can manually change the status of a template from Approved to On Hold.
8.
Link all contract templates that have the same context and purpose but are in
different languages. To do this, use the Language and Translated from Template
fields to specify the language and primary template for the contract template:
Oracle Procurement Contracts Implementation and Administration Guide
•
The list of values for the Languages field displays all active
languages that have been installed in your instance.
•
The list of values for the Translated from Template field
includes all contract templates that are in the same operating
unit as the current template, with the same intent but in a
different language.
•
If you select a Translated From template, you also must select a
language for the template.
•
You cannot update the Translated From Template field on a
template that is referenced by other translated templates.
•
You can update the Language and Translated from Template
fields after approval without requiring a template revision.
After you save the template, the system displays the Translated Templates subtab.
If applicable, the subtab displays the following information: Name, Description,
Language, Status, and Translated From.
9.
Select a layout template from the list of values. The layout template is used by the
system to prepare the template for preview.
10. Optionally, enter an instructions for using the template.
11. Optionally, select the Global check box to make the template available for
duplication in all operating units. This is applicable only for global operating units.
For more information, see the Global Templates section, page 6-48.
12. Select the Contract Expert Enabled check box to make the Contract Expert feature
available on a business document to which the template is applied. By selecting the
check box:
•
Contract Expert rules can be assigned to the template.
•
All existing Contract Expert rules with the Apply to All Templates option
selected are assigned to the template automatically. For more information about
creating and assigning rules, see the Creating Rules , page 7-9section.
•
The system displays the Rules subtab (after the user has saved the template).
From the Rules subtab, you can view the Contract Expert rules that are
applicable to the contract template. Also, you can view the sequence of
questions that are used in the rules.
13. Select the Expert Clauses Mandatory check box if you want to make the clauses,
Setting Up Contract Terms Library
6-33
brought in by Contract Expert, mandatory on the business documents. You can
select the Expert Clauses Mandatory check box only if you first select the Contract
Expert Enabled check box.
Note: Selecting this box makes all of the Contract Expert clauses
mandatory on the contract. You cannot apply this option to only
certain clauses.
14. Select a Default Section if the template is enabled for Contract Expert.
Contract Expert places the clauses that it selects into the Default section of the
template if those clauses do not have a default section assigned to them in the
library.
Note: If you want to make changes to the Contract Expert fields
after a contract template has been approved, see the special
considerations that apply when you change Contract Expert fields
on contract template revision, page 7-1.
15. In the Document Types region, you can assign the template to one or more business
document types. This allows the users to select this template during authoring a
contract for this document type.
16. To add a document type, click Add Another Row and enter the following
information:
•
Select the Document Type from the list of values.
•
Optionally, select the Default Template check box to set the template as a
default for all business documents that are authored using that document. type.
All contract types for Repository Contracts.
For Oracle Sourcing the valid document types are:
•
RFQ
•
RFI
•
Auction
For Oracle Purchasing the valid document types are:
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•
Standard Purchase Order
•
Blanket Purchase Agreement
Oracle Procurement Contracts Implementation and Administration Guide
•
Contract Purchase Agreement
17. Click Apply and Add Details.
18. Add sections and clauses to the template. See Adding Sections and Clauses, page 6-
37.
19. If Contract Expert is enabled on the contract template, you can click the Rules tab to
view the list of rules that are assigned to the template. From the Rules table, you can
click a rule link to view the rule details.
You can also view the question sequence in the Questions table.
You can change the question sequence for the contract template on the Contract
Expert tab. For more information, see the Managing Question Sequence section,
page 7-18.
20. Add deliverables to the template. See Creating Contract Template Deliverables,
page 6-38.
21. From the Actions menu, choose:
•
Submit. Submit the template for approval. A contract template created with no
clauses or deliverables cannot be submitted for approval.
•
Validate. Run the QA check process to validate that the template is correct. If
the validation returns errors, you cannot submit the template for approval until
the errors are corrected.
•
Preview. Preview the contract template to ensure that the format and layout of
the template is according to the organization's contract printing standards.
•
Delete. Delete the contract template. You can only delete templates in draft or
rejected status.
Consider the following when creating and using contract templates:
•
Searching for templates: As a convenience, you can perform blind searches on
contract templates. If you are not sure about the criteria to search for templates,
clicking Go, without entering any criteria, displays all the templates that exist in the
system. However, note that Operating Unit is a mandatory search parameter.
•
Using Language and Translated from Template features: If your company creates
contracts in multiple languages, you may want to consider using these features. The
Language and Translated from Template fields help you when selecting a contract
template that you want to apply to a business document. In addition, if you are
using Oracle iStore, the system automatically displays the template in the
appropriate language, based on the language preferences setup.
Setting Up Contract Terms Library
6-35
•
Clauses used in language templates: Clauses do not have languages associated with
them. So, if you are creating templates in a specific language, ensure the clauses that
you want to add to the template are also in the appropriate language.
•
Default section for Contract Expert: This section is used to bring in Contracts Expert
clauses that are not already assigned to any other section. From an implementation
perspective, if you use Contract Expert to bring in the clause, a default section
should be assigned to that clause.
Also, the list of values, for the default section on the template, is based on the
sections that are created in the Contract Terms Library. For example, if you create a
new section on the template, you cannot set this section as the default section.
If a section that was assigned as the default section is later inactivated, this change
will not impact existing contracts. However, when the template is next updated, an
appropriate warning is provided to update the default section assignment.
•
A contract template that is enabled for Contract Expert can also contain standard
clauses and sections. As with all contract templates, its constituent clauses and
sections are automatically added to a business document when the contract
template is applied to the business document.
•
Clauses are not mandatory for templates enabled for Contract Expert. However,
they are mandatory for other templates.
Duplicating from an Existing Template:
You can create new templates by copying existing templates. Templates that the same
organization has created are available to copy, regardless of the template status. The
system copies all clauses and deliverables from the original template to the new one.
You can also duplicate a global template in the local organization.
6-36
1.
Navigate to the Contract Templates page.
2.
Search for the source template.
3.
In the Results section, select the source template.
4.
Click Duplicate to open the Duplicate Contract Template page.
5.
In the Name field, enter a new name for the template. The system copies the entire
content of the source template along with the new section, subsections, layout, and
formatting details to the new template. The new template's status is draft.
6.
Make other necessary changes to the new template.
7.
Save the template.
Oracle Procurement Contracts Implementation and Administration Guide
8.
From the Actions menu, select an action and click Go.
Adding Sections and Clauses
Use these procedures to add sections and clauses to a template.
1.
Navigate to the Create Contract Templates page.
2.
Enter the general information for the template.
3.
Click Apply and Add Details.
4.
Navigate to the Clauses subtab. In the Clauses subtab, you can define the structure
and layout of the template consisting of sections, subsections and clauses. This is
the component that contains all the contract terms. From the Clauses subtab, you
have access to the following options:
•
Add Sections. You can build a hierarchy of sections and subsections and insert
clauses into this hierarchy. You can create a section or select from a library of
sections. If you pick a section from the library, you cannot override the section
name. To add clauses, you need to define at least one section on the template.
•
Add Clauses. To add a clause, select a location for the clause in the hierarchy
and click the Add Clause button. You can insert clauses only in the context of a
section or subsection. You can search for clauses by browsing through folders,
or based on:
•
Keyword
•
Number
•
Clause Type
•
Title
•
Default Section
•
Provisions Only. Select the check box only if you want to search for
Provision type clauses (this field is available for templates with the Buy
intent only).
5.
To make a clause mandatory in the template, select Mandatory. You cannot delete a
mandatory clause (except through special privileges) on a contract.
6.
You can display the Required When Applicable column on the Clause tab of the
Contract Template page by personalizing the page. Required When Applicable is an
additional descriptor for the clause. For example, optionally if the status is Required
Setting Up Contract Terms Library
6-37
When Applicable and the clause is selected, then you must not delete the clause in
the business document.
7.
If a clause has alternate relationships defined, the Select Alternate icon is enabled.
Click Select alternate to view all the alternates for the clause on the template. If you
select an alternate clause, it replaces the original clause on the template.
8.
After creating the necessary sections and subsections and inserting clauses, you can
use the Move button to change the order of clauses and sections in the template.
Select the sections or clauses that you want to move and click Move. Select the
location in the hierarchy where you want to move the selections to. Then, for
sections, use the Location field to indicate whether you want to move before, after
or within the selected location.
9.
You can apply a numbering scheme to the sections and clauses structure. Use the
Renumber button to renumber the terms. Note that if you have used the Move
feature to reorganize sections or clauses, or added or removed sections or clauses,
the system will not automatically renumber the sections and clauses. You need to
use the Renumber feature to reapply the numbering scheme.
Creating Contract Template Deliverables
Business enter into contractual agreements with their trading partners, and as part of
the contractual agreement, will have commitments to fulfill. The commitments on the
contracts, besides products and services bought or sold, are classified as deliverables,
under the Terms and Conditions of the contract. In addition to the contractual
commitments that business need to fulfill, they might define other internal tasks that
contribute to the overall execution of the contract.
You can define deliverables as part of the contract template creation process. If a
contract refers to a contract template, all deliverables associated with that template are
copied to the contract.
Note: You can only define deliverables for templates with the Buy
intent.
1.
Navigate to the Create Contract Templates page.
2.
In the Deliverable subtab, select Create Deliverable.
3.
Enter the Deliverable Name. This is the name of the task being requested.
4.
Select the deliverable type. You can define the following type of deliverables:
•
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Contractual Deliverable. A deliverable on a contractual document (for example,
Purchase Orders, Blanket Purchase Agreement)
Oracle Procurement Contracts Implementation and Administration Guide
•
Negotiation Deliverable. A deliverable on a negotiation document (for example,
Request for Quote (RFQ), Request for Information (RFI)).
•
Internal Purchasing Deliverable. Internal Purchasing deliverables are used to
track internal schedules and commitments relevant to a contract. They are not
part of the contractual terms of a contract and hence do not directly represent a
formal commitment between the parties.
5.
Select the responsible Party. The responsible party is specified as the party that
fulfills the deliverable.
6.
Optionally, enter the Description of the task and how to perform it.
7.
Optionally, select Buyer Contact. The buyer contact is the person responsible for
performing the deliverable if you select the Buyer Organization as the responsible
party. In case the supplier company is responsible for performing the deliverable,
the buyer contact is responsible to accept the fulfillment of the deliverable.
8.
Optionally, select the Requester. This is the name of the person who has requested
the deliverable. The requester usually verifies if the deliverable was completed
satisfactorily.
9.
Optionally, enter any Comments. These comments are visible only to the internal
users of the buying organization.
10. Use the Due Date region to define one time or recurring deliverables.
A one time deliverable can have a fixed due date relative to a contract lifecycle
event on the document.
With a relative due date, you can identify a date that is based on a period of time
before or after a certain business document event. For example, five days after the
contract is signed, or two weeks after the RFQ is published. In this case, you need to
specify both the period of time and the event. For deliverables that have a relative
due date, the actual due date will be calculated when the contract on which the
template is applied is approved or is signed.
You are not required to provide a fixed due date for a deliverable on a contact
template. However, you are required to provide complete due date information if
the deliverable is a one time deliverable with a relative due date, or a recurring
deliverable.
All events related to business documents with the same intent as the template are
available for users to choose while defining a relative due date. Selecting a
particular business document event for a due date on a deliverable would also
make the deliverable specific to that given business document for execution (for
example, five days after the blanket purchase agreement is closed). This deliverable
is copied over and executed only on a blanket purchase agreement. If the contract
Setting Up Contract Terms Library
6-39
template containing this deliverable is applied on a purchase order document, the
deliverable is dropped. If the same contract template is applied on a negotiation, for
example, an RFQ which concludes in a blanket purchase agreement award, then the
deliverables related to the blanket purchase agreement are retained on the
negotiation document and carried forward to the blanket purchase agreement.
Deliverables can also be of a recurring nature. For example, a progress report is due
every first Monday of the month. You can define a recurring deliverable by
selecting the repeating due date type. The repeating deliverable instances are
created upon approval or signing of the contract they are on. You can track and
update the status of each instance like a one time deliverable. To create a recurring
deliverable, you need to enter the following:
•
Start Date. This is specified through a fixed date or a date relative to a certain
event.
•
Repeating Type. For example: daily, weekly, or monthly.
•
Frequency. In combination with the repeating Type, this gives the frequency of
the repeating deliverable, such as every six weeks, or every three months.
•
In case of weekly frequency events, the day of the week on which to repeat.
•
In case of monthly frequency events, the month on which to repeat.
Example
A report needs to be sent on the fifth day of the month every three months (every
quarter) after the purchase agreement is signed. In this case:
•
The event is the signing of the purchase agreement.
•
Frequency is monthly.
•
Interval is 3.
•
Day of the month is 5.
11. Use the Notifications region to inform the contacts about the progress of
deliverables. Notifications are sent during the lifecycle of the deliverable, after the
contract has been signed. Note that you can only define recipient for escalation
notifications here, all others are sent to contacts on the deliverables. The
notifications have a subject, a message body, and buttons to take certain actions, a
notes area, and attached documents. Notifications can be sent for a deliverable in
the following scenarios:
•
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Prior to Due Date. You can specify how many days, weeks, or months to wend
the notification before the due date. Recipient of this notification is the buyer
contact and supplier contact.
Oracle Procurement Contracts Implementation and Administration Guide
•
Status Change. send notifications for any status change of the deliverable.
Statuses could be any of the following: open, completed, submitted, rejected,
canceled, or failed to perform. The failed to perform status cannot be changed.
•
Overdue. Send notifications when the due date of the deliverable is passed.
•
Escalate after Due date. You can specify how many days after the due date to
send an escalation notification. You can also specify the recipient of the
notification.
12. In the Attachments region, attach any additional documents as part of the
deliverable creation that you want your trading partner to see. for example, you
might want the supplier to use a standard progress report template for this contract.
You must provide a description for the attachment to identify the nature, context,
and purpose of the attachment on the deliverable. In addition, you need to specify a
name for the attachment.
Click Add Attachments, and define your attachment as one of the following types:
•
File. You can attach a file from your local desktop.
•
URL. You can specify a URL where the document is available.
•
Text. You can enter information in the Text field.
13. Click Apply.
Using Deliverable Attributes Setup
The Deliverable Attributes Setup tab lets you setup additional attributes for a
deliverable and use them during deliverable definition. During deliverable creation the
attribute template selection is based on the deliverable category and operating unit. For
a specific operating unit and a deliverable category, you can define only one attribute
template.
Steps
To use the attribute groups created in the Deliverable Attribute Setup tab, perform the
following steps:
1.
Navigate to Contract Terms Library tab, Contract Templates subtab, search for a
template, click the Update icon, and then the Deliverables tab.
2.
Click the Create Deliverable button. Select the Deliverable Category and
Deliverable Type. All the attribute groups defined with the selected deliverable
category and deliverable type will be automatically displayed.
Setting Up Contract Terms Library
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3.
Select a Schedule Type in the Scheduling Information section.
4.
Specify the required details in the following regions: Due Date, Repeat Information,
and Notifications.
5.
Click Apply to save the deliverable.
Validating Templates
Prior to submitting a contract template for approvals, you can validate the template to
identify potential errors and warnings. In addition, the system automatically runs the
validation process when you submit a template for approval. If any error conditions are
found, the template is not submitted for approval. You must fix the error conditions
and resubmit the template for approval.
The table below displays the type of validations that the system performs when you run
the validation process.
Validation Type
Condition
Description
Inactive Clauses
Error
This validation checks for clauses in draft,
expired, rejected, or on hold status. Templates
with clauses in these statuses cannot be
submitted for approval. Note that this error is
enforced only for those clauses that do not have
any approved, previous versions.
Alternate Clauses
Warning
This validation checks for the presence of two
alternate clauses on the same template.
Incompatible Clauses
Warning
This validation checks for the presence of
incompatible clauses on a document.
Layout Template not Defined
Warning
This validation checks if the contract template
has a layout template assigned to it.
Invalid Variable for
Document Type
Warning
This validation checks if the system variables
embedded within clauses used in the template
are supported for the document types in which
the contract template is used.
Duplicate Clauses
Warning
This validation checks if the contract template
contains duplicate clauses.
You can run the QA process at any stage during the template creation. The system also
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Oracle Procurement Contracts Implementation and Administration Guide
runs the QA process when a template is submitted for approval.
1.
Navigate to the Contract Templates page.
Navigation: Library > Contract templates tab
2.
Open the template for update.
3.
Select the Validate option from the list.
4.
Click Go. The system performs the validation and displays the results along with
the suggested fixes.
5.
Click Printable Page if you want to print the list of validations.
6.
If applicable, fix the error conditions and resubmit the template for validation.
Preview Templates
Oracle Contracts uses the Layout template, assigned to the contract template, to prepare
the template for preview.
1.
Navigate to the Contract Templates page.
Navigation: Library > Contract templates tab
2.
Search for the template that you want to preview.
3.
Click Go. The system displays the search results.
4.
Select the Update icon for the template.
5.
select the Preview option from the Actions list of values.
6.
Click Go. The system displays the template in the Portable Document Format (.pdf).
Approving Templates
You can use a standard workflow process to submit the templates for approval. You
need to request approval:
•
When a new template is created.
•
After making updates to a rejected template.
•
When a template revision is created.
Approvers can approve or reject the template. When a template is rejected, the system
sends a workflow notification to the author of the contract template. The reason for
Setting Up Contract Terms Library
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rejection is also included in the workflow notification. The submitter can update the
template based on the comments and resubmit the template for approval.
1.
Navigate to the Contract Templates page.
Navigation: Library > Contract templates tab
2.
Open the template for update.
3.
Select the Submit option from the Actions list of values. Alternatively, from the
search results, query the template and click the Submit button.
Searching for Templates
To find a template in the Contract Terms Library, choose one of the following options:
•
Searching for templates
•
using the Keywork Search feature
Searching for Templates:
Use these procedures to search for contract templates.
1.
Navigate to the contract Templates page.
Navigation: Library > Contract templates tab
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2.
To access the Advanced search options, click the Show More Search Options link.
3.
search for the template using the following criteria:
•
Template Name
•
Keyword. Keywoard searches on the Template Name, Description, and
Instructions fields
•
Status. Search on Approved, Draft, Rejected, Revision, On Hold, and Pending
Approval templates.
•
Template Intent. Search on Buy, Sell, or All.
•
Contains Clause. Search for a specific clause that is used in a template. Note
that the version of the clause is not considered in this search. If a clause has
multiple versions, the system retrieves the templates that use any of those
versions.
•
Used in Document Type. Search on the document type usage for the template.
Oracle Procurement Contracts Implementation and Administration Guide
4.
•
Template Effectivity. Search for templates based on Start and End dates.
•
Owning Organization. (only available for local organizations). Search for
template used in the local organization or the global organization. Note that the
search is set by default to local organization. Also, if the owning organization is
set to Global, the only applicable status value is Approved. You cannot search
for global templates in other statuses in a local organization.
•
Default Templates Only. Search for any templates that are used as the default
for document types.
•
Global Only (only available for global organizations). Search for global
templates in the global organization.
Click Go. The system displays the templates that matched your criteria.
Using the Keyword Search Feature:
You can search for templates in the Contract Terms Library using the Keyword Search
feature. The system searches for templates that contain the text that you enter in any of
the following fields:
•
Template Name
•
description
•
Instructions
To perform the keyword search, you must run the following concurrent programs
periodically:
•
Synchronize Template Text Index
•
Optimize Template Text Index
If the concurrent programs have not been run, the search will not provide accurate
results. Companies must decide on the frequency for running these programs on a caseby-case basis.
Managing Changes to Contract Templates
Updating Templates:
You can update general information about an approved template including the
description, instruction, document type, and layout template. However, you must
create a revision to update any of the sections, clauses, or deliverables. You can update
templates in any of the following statuses:
Setting Up Contract Terms Library
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•
Draft. The template name, intent, and start date fields can be updated only in the
first version of the template in draft status. You can update all other fields and
attributes of the template
•
Approved. To update an approved template for its layout and content, first you
need to create a revision. then you can make modifications to the revision, approve
it, and replace the original template.
•
Pending Approval. You cannot update templates in this status.
You can also perform the following updates to contract templates:
•
Place on Hold
•
Release the Hold
•
End date
1.
Navigate to the Contract Terms page.
Navigation: Library > Contract Templates tab.
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2.
Enter the search criteria for the template.
3.
Click Go. The system displays the search results.
4.
select the Update icon for the template you want to update. You can perform the
following actions while updating a template:
•
Add, update or delete sections and clauses.
•
Add, update, or delete deliverables (only available for templates in draft,
rejected, and revision statuses)
•
Submit for approval (only available for templates in draft, rejected, and revision
statuses)
•
Place on hold (not available for templates in draft, rejected, and revision
statuses)
•
Delete (only available for templates in draft, rejected, and revision statuses)
•
Validate (all statuses)
•
Create revision (only available for templates in approved status)
•
Preview
Oracle Procurement Contracts Implementation and Administration Guide
Reordering Deliverables:
You can change the sequence in which the deliverables are printed.
1.
Navigate to the Contract Terms page.
Navigation: Library > Contract Templates tab.
2.
Enter the search criteria for the template.
3.
Open the template for update.
4.
Click the Deliverables tab.
5.
Click Reorder. The Reorder Deliverables page opens.
6.
For each deliverable that you want to re-sequence, click the deliverable and then
click the Up or Down arrow. Deliverables are printed in the order that you
specified.
7.
Click Apply.
Creating Template Revisions:
You can create revisions to approved contract templates. However, you cannot change
the following fields:
•
Template Name
•
Intent
•
Start Date
Revisions need to be approved before they can be made available for use in authoring
business documents. After a template revision has been approved, it completely
replaces the original approved template. Template history of previous approved
versions is not currently supported.
1.
Navigate to the Contract Terms page.
Navigation: Library > Contract Templates tab.
2.
Enter the search criteria for the template.
3.
Open the template for update. The template must be in approved status.
4.
Choose the Create Revision option form the Actions list of values.
5.
Click Go. The status of the template changes to revision.
Setting Up Contract Terms Library
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6.
Make the necessary changes.
7.
Submit the template for approval.
Placing Templates on Hold:
You can place templates on hold to prevent usage on contracts. You can also release the
hold and make templates available again. You can only place templates that are in
approved status on hold.
1.
Navigate to the Contract Terms page.
Navigation: Library > Contract Templates tab.
2.
search for the template that you want to place on hold.
3.
Click Go. The system displays the search results.
4.
Select the Update icon for the template.
5.
Choose the Place on Hold option from the Actions list of values.
6.
Click Go.
Deleting Templates:
You can delete templates that are in draft or rejected status
1.
Navigate to the Contract Terms page.
Navigation: Library > Contract Templates tab.
2.
Search for the template that you want to delete.
3.
Click Go. The system displays the search results.
4.
Select the Update icon for the template.
5.
Choose the Delete option from the Actions list of values.
6.
Click Go.
7.
Click Yes to confirm.
Defining Global Templates
To define a global template, you need to identify your global organization, usually the
corporate headquarters. The designated global organization is responsible to for the
creation of templates that local organizations can use. On approval, the global templates
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Oracle Procurement Contracts Implementation and Administration Guide
are available for local organizations to duplicate.
The global templates feature is different from the global clauses. Unlike a global clause,
the system does not track adoption of global templates. It is up to the local
organizations to determine if they want to duplicate a global template. The system
allows a local organization to duplicate the global template subject to the following
conditions:
•
If the global template has clauses that are not global, these clauses are not copied
over during copy.
•
If a local organization has adopted clauses manually, only those clauses that have
been adopted and approved in the local organization will be copied over.
•
If the local organization has localized clauses, the global clauses will be replaced by
approved localized clauses during copy.
The process of creating and using global templates includes:
•
Global Operating Unit profile option. Users must set this site level profile option to
determine global operating unit. You use the same profile option to create global
clauses.
•
Global check box in the contract template. To create a global template, users must
select the Global check box. Once the template is approved, it becomes available in
local organizations for copy.
•
Duplicate Global Templates. Local organizations can search for global templates
using the search field Owning Organization and selection the Global radio button.
Note that users can preview the global template first to ensure that the contract
terms meet their requirements. Users in local organizations cannot modify or delete
global templates.
Managing Variables
Oracle Contracts supports the use of business variables (tokens) in clause text. During
authoring, values from the business document replace the variables. Oracle Contracts
supports the following types of variables:
•
System-defined variables. Represent contract document attributes such as payment
terms, customer name, and supplier name. You can embed system variables in the
clause text, which will automatically be substituted with values when the clause is
used in a contract.
•
Table variable. Attach Table type variables to clause text to display product and
pricing information as part of contract terms. The actual products and prices are
sourced from the business document during contract authoring. Note that table
variables are currently supported only for Sell intent contracts. Oracle Contracts
Setting Up Contract Terms Library
6-49
supports the following seeded table variables:
•
•
•
Lines
•
Modifiers
•
Price Lists
Deliverable variables. Attach Deliverable type variables to clause text to display
deliverable information as part of contract terms. Note that deliverable variables are
currently supported only for Buy intent contracts. Oracle Contracts supports the
following seeded deliverable variables:
•
Supplier Contractual Deliverable
•
Buyer Contractual Deliverable
•
Supplier Negotiation Deliverable
•
All Negotiation Deliverables
User-defined variables. User-defined variables are tokens that the business defines
over and above the system variables. Users must provide values for these variables
as part of the contract authoring process. User defined variables can be of the
following types:
•
PL/SQL Procedure: If the variable source is set to PL/SQL Procedure, the
variable value is sourced or derived from business document
•
Manual: If you set the variable source to Manual, users must provide values for
the variable as part of the contract authoring process.
•
Multi Row Variable: Multi row variables are place holder tables containing one
or multiple rows that are used for entering variable values.
Creating Variables:
Oracle Contracts provides seeded and user-defined variables:
•
6-50
Seeded variables cannot be deleted or modified. Seeded variables include:
•
System Variables. These variables represent contract document attributes.
•
Deliverables Variables. These variables capture deliverable information on a
contract.
•
Table Variables. These variables capture structure information such as items
and price lists that map to multiple rows.
Oracle Procurement Contracts Implementation and Administration Guide
•
User-Defined variables are based on the needs of the organization's contractual
documents. These variables are replaced with values during contract authoring. In
most cases, you can update or delete these variables.
As a prerequisite to defining variables, you must define any value sets they use.
1.
Navigate to the Create Variable page.
Navigation: Library > Variables tab > Create Variable
2.
In the Variable Name field, enter the name that you want the system to display in
clauses.
3.
Optionally, enter a description for the variable.
4.
In the Value Set field, choose a value set from the list of values.
5.
In the Intent field, choose the intent for the variable. You can choose the Buy or Sell
option from the list of values. Only clauses with the same intent can use the variable
for embedding.
6.
Optionally, select the External Party Updateable check box to allow updates to the
variable by external users. Note that currently the system supports this feature only
for authoring contracts with the Buy intent. Suppliers can be required to provide
values for user-defined variables during the negotiation process. By selecting the
External Party Updateable check box, the variables are displayed in the iSupplier
Portal for supplier inputs. Suppliers using the iSupplier Portal to respond to
purchase orders or blanket agreements cannot update variables in their responses.
7.
Click Apply to save the variable.
Searching for Variables:
You can search for both user-defined and system variables. For performance reasons,
you must search on at least on of the following:
•
Name
•
Description
•
Type
The system does not support wildcard searches.
1.
Navigate to the Variables page.
Navigation: Library > Variables tab
2.
IN the Variables Search region, you can perform searches on variables by:
Setting Up Contract Terms Library
6-51
•
name
•
Description
•
Type
•
Intent.
3.
Click Go. The system displays the list of variables that match your search criteria.
4.
To view a variable, click the Variable Name link.
Displaying Clauses Using a Variable:
You can obtain a list of clauses that use a specific variable.
1.
Navigate to the Variables page.
Navigation: Library > Variables tab
2.
Search for the variable you want.
3.
In the Results section, select the variable's check box.
4.
Click Display Clauses to view clauses that use the variable. The system displays all
versions of t clause that use the specific variable.
Note: Clauses are displayed only for the current organization. Even
though the variables can be used across multiple organizations, the
users can only view clauses and other details for the organization
they are currently in.
Managing Changes to Variables:
You can only change or delete user-defined variables.
Updating User-Defined Variables:
You can update user-defined variables. However, you cannot change the value set in a
variable that is used in a contract.
1.
Navigate to the Variables page.
Navigation: Library > Variables tab
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2.
Search for the variable that you want to update. .
3.
Click the Update button to open the variable for update. You cannot update the
Oracle Procurement Contracts Implementation and Administration Guide
variable name or intent. Also, once the variable has been used in a clause, you can
only update the variable description and select the Disable check box. You must
create a new variable if you want to change the value set assigned to a user-defined
variable after the variable has been used in a clause
4.
Make the necessary changes.
5.
Select the Disable check box if you want to prevent further use
6.
Click Apply to save the variable.
Defining Multi Row Variables:
You need to set up the multi row variable before using it by performing the following
steps:
1.
Define Attribute Group: Navigate to Contracts Terms Library Administrator
responsibility, Contracts, Contract Terms Library, and then Attribute Group.
2.
Click the Create button. Enter the Internal Name and Display Name. Select the
Behavior as Multi-Row. Click the Apply and Add Attributes button.
3.
Enter Internal Name, Sequence, Data Type, and Column - repeat this step for each
attribute of the multi row variable. Click the Maintain Unique Key button to define
the unique key, which is a set of attributes whose combination will uniquely
determine a row in the Attribute Group.
4.
Create the RTF Template and this layout is used for printing of the variable in
Contract Terms.
5.
Register the RTF template: Navigate to XML Publisher Administrator
responsibility, Home, Templates, and then click the Create Template button.
Enter the Application as Contracts Core, Type as RTF, and Data Definition as Multi
Row Variable Data Def. In the Template File region, upload the RTF template, and
select the appropriate Language.
6.
Navigate to the Variables page.
Navigation: From Contract Terms Library page select the Variables tab.
7.
Click the Create Variable button.
8.
Enter a Variable Name and Description.
9.
Select the Multi Row Variable check box.
Setting Up Contract Terms Library
6-53
Managing Sections
Sections are headings under which you organize contract clauses. The headings provide
structure and organization to a printed contract document. You can define sections that
can be used in authoring templates and contracts. Previously defined sections are not
required for creating contract templates since you can also define template-specific
sections when creating a template.
Creating Sections:
1.
Navigate to the Create section page.
Navigation: Library > Sections tab > Create Section button.
2.
3.
Enter the following parameters:
•
Code
•
Name
•
Description (optional)
•
Effective From
•
Effective To (optional)
Click Apply to save the new section and close the Create Section page.
Note: If you end date a section, it will not impact existing contract
templates of business documents. However, the inactive section
cannot be used to author new contract templates or business
documents.
Searching for Sections:
Use these procedures to search for sections.
1.
Navigate to the Sections page.
Navigation: Library > Sections tab.
2.
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Enter your search criteria
•
Name
•
Code
Oracle Procurement Contracts Implementation and Administration Guide
3.
Click Go. The system displays the sections that match your search criteria.
Updating Sections:
You cannot update a section name after it has been saved. End dating a section only
impacts clauses, contract templates, and contracts authored in the future. The system
continues to use the end-dated sections if sections have already been used in a contract
template or contract. However, in the case of contract templates in draft status, the
system provides an error message when users view the section details from the
template.
1.
Navigate to the Sections page.
Navigation: Library > Sections tab
2.
Search for the section that you want to update.
3.
Click the Update icon for the section.
4.
Make the necessary changes. You can change the Description and the Effective To
fields.
5.
Click Apply to save your changes and close the page.
Note: You must manage Sections using the Create and Update
Sections pages in Oracle Contracts. Sections sshould not be created
or modified using the Oracle Applications Foundation Lookups
module.
Managing Folders
You can organize clauses under different folders for easier retrieval. After creating
folders, you can use the Update Folders feature to organize clauses in different folders.
You can assign the same clause to more than one folder.
Creating Folders:
Folders are unique within an organization. Organizations that use the Contract Terms
Library must create their own folders. When reviewing the clauses for adoption, folders
that are created in a global organization are not copied over or created in the local
organization.
1.
Navigate to the Create Folder page.
Navigation: Library > Folders > Create Folder
2.
Enter a name for the folder.
Setting Up Contract Terms Library
6-55
3.
Optionally, enter a description for the folder.
4.
Click Save of Apply.
Searching for Folders:
For performance reasons, you must provide at least a name or description when
searching for folders. You cannot use wildcard searches.
1.
Navigate to the Folders page.
Navigation: Library > Folders tab
2.
Enter either a folder name or description.
3.
Click Go. The system displays all folders that match your search criteria.
Updating Folders:
You can update folders by changing the folder name or description, and adding or
removing clauses.
1.
Navigate to the Folders page.
Navigation: Library > Folders tab
2.
Search for the folder you wish to update.
3.
In the Result section, click the Update icon for the folder you want to change.
Adding Clauses to Folders:
You can assign one clause to more than one folder
1.
Navigate to the Folders page.
Navigation: Library > Folders tab
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2.
Search for the folder you want to update.
3.
In the Result section, click the Update icon for the folder that you want to add
clauses to.
4.
Click Add Clauses to open the Search Clause page.
5.
Enter the search criteria for the clause. Note that you can add clauses of any status
to a folder. The system does not maintain references to a specific version of a clause
when it is added to a folder. When you browse a folder to select clauses on a
contract template or contract, the appropriate version will be selected on the
template or the contract.
Oracle Procurement Contracts Implementation and Administration Guide
6.
Click Go to view the search results.
7.
Select the clause(s) that you want to add.
8.
Click Apply to add the clauses to the folder.
9.
Click Save or Apply to save your changes.
Removing Clauses from Folders:
1.
Navigate to the Folders page.
Navigation: Library > Folders tab
2.
Search for the folder you want to update.
3.
In the Result section, click the Update icon for the folder that you want to add
clauses to.
4.
In the Clauses section, select the checkbox for the clause that you want to remove.
5.
Click Remove.
6.
Click Save or Apply to save your changes.
Deleting Folders:
1.
Navigate to the Folders page.
Navigation: Library > Folders tab
2.
Search for the folder you want to update.
3.
In the Result section, click the Delete icon for the folder that you want to add
clauses to.
4.
Click Yes to confirm.
Setting Up Contract Terms Library
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7
Contract Expert Administration
This chapter describes the Contract Expert feature.
This chapter covers the following topics:
•
Overview
•
Managing Questions
•
Creating User Questions
•
Searching for Questions
•
Updating Questions
•
Managing Constants
•
Creating Constants
•
Searching for Constants
•
Updating Constants
•
Managing Rules
•
Creating Rules
•
Searching for Rules
•
Activating Rules
•
Disabling Rules
•
Updating Rules
•
Managing Question Sequence
•
Creating Dependencies Between Questions
•
Simulating Rules
•
Using Contract Expert on Business Documents
Contract Expert Administration
7-1
Overview
The Contract Expert feature enables organizations to define rules for creating contracts
and reporting policy deviations.
•
Contract Creation Rules: These rules assist users in authoring complex contracts
with minimal legal supervision. Using Contract Expert, companies can centrally
define and enforce their business policy rules that govern the contract clauses to be
included in a contract document. Rules can be applicable to specific templates or
applied globally for all contracts that are authored in the organization.
After rules are defined, you can invoke Contract Expert while authoring a business
document like Sales Agreement, Sales Order, Blanket Purchase Agreement, or
Purchase Order. Contract Expert leads you through a contract creation
questionnaire and automatically adds required clauses based on the responses that
you provided. In addition to the responses to these questions, rules can also be
based on the terms that are negotiated on a business document, such as payment or
shipment terms, and item category. For example, contracting organizations may
require additional clauses in contracts involving hazardous materials, or in
contracts for which the supplier or customer is located in a specific foreign country.
Contract administrators can choose to remove the clauses that are brought in by
Contract Expert or select alternates during negotiation. However, these changes are
flagged as deviations during the approval process, ensuring proper scrutiny of all
nonstandard terms.
•
Policy Deviation Rules: These rules can capture and report changes in business
terms on business documents as deviations from corporate policy. As a result of
negotiations on business documents, organizations may negotiate terms that exceed
preapproved company policies and regulatory limits. For example, as a policy, all
customers are allowed payment terms of Net 45. However, the contract
administrator may agree to payment terms of Net 60 on a specific business
document. This deviation should be brought to the attention of contract approvers
to ensure that all deviations from corporate standards are approved in accordance
with the approval policies. The Policy Deviation Rules feature helps you define all
such corporate policies and identify any variations from these policies on contracts.
The sections in this chapter include:
7-2
•
Managing Questions, page 7-3
•
Managing Constants, page 7-6
•
Managing Rules, page 7-8
•
Managing Question Sequence, page 7-18
•
Creating Dependencies Between Questions, page 7-19
Oracle Procurement Contracts Implementation and Administration Guide
•
Using Contract Expert on Business Documents, page 7-21
Managing Questions
In Oracle Contracts, you can define questions that drive both clause selection and policy
deviation rules. You can also define the response type that is appropriate for different
questions.
When you author a business document, Contract Expert displays the list of questions
for which responses are required and the appropriate set of responses for you to select
from.
This section covers the following topics:
•
Creating User Questions, page 7-3
•
Searching for Questions, page 7-5
•
Updating Questions, page 7-6
Creating User Questions
You can create three types of questions, which are distinguished by the type of
response: Yes/No, Numeric, or List of Values.
You must provide the intent for the question, that is, Buy or Sell. A question name must
be unique for a given intent.
After you define these question types, questions are available across all operating units
that use the Contract Terms Library.
Prerequisites
If the response type to a question is Numeric, you must set up constants.
If the response type to a question is List of Values, you must set up value sets with the
following properties:
•
Format Type = Char
•
Validation Type = Independent, Translatable Independent, or Table.
For more information, see the Oracle E-Business Suite Flexfields Guide.
Steps
To create user questions:
1.
Navigate to the Create Questions page.
Contract Expert Administration
7-3
Navigation: Contract Expert > Questions tab > Create Question button
2.
In the Name field, enter a short name for the question. The name must be unique
for a given intent and across all operating units.
3.
In the Description field, describe the purpose of the question.
4.
In the Intent field, select the intent for the question: Buy or Sell.
5.
In the Question Prompt field, enter the question that you want to appear at run time
for the users to respond to.
6.
Use the Disable check box to disable the question to prevent it from being used in a
rule. The Disable check box is available only in Update mode.
7.
Select a response type from the list of values. The system supports the following
response types:
8.
•
Yes and No: At run time, the response appears as a drop-down list with two
values, Yes and No. Select the appropriate response.
•
Numeric: The response is a numeric value that should be provided at run time.
•
List of Values: This option provides an enumerated list of values as its response.
For example, possible responses to the Contract Type question could include
Fixed Price, Cost Plus Pricing, and Services only Pricing.
If in the Response Type field you selected the List of Values option, the system
displays the Value Set field.
Enter a value set or use the Search for Value Set icon to search for and select a value
set.
Note: You must set up value sets as described in the prerequisites
section, page 7-3.
For example, if your question checked that a contract type should
include the values Fixed Price, Cost Plus Pricing, and Services only
Pricing, you would first need to define these three values in a value
set. Then, when creating the question, you would need to select
Response Type = List of Values, and Value Set = the name of your
defined value set.
9.
Click Apply to activate and save the question.
Note: Contract Expert does not currently support default responses on
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Oracle Procurement Contracts Implementation and Administration Guide
user questions. An exception, however, is a question with response
type Numeric that always defaults to 0 in the business document. You
must change this default value when answering numeric questions.
Searching for Questions
Use these steps to search for questions.
Steps
To search for questions:
1.
Navigate to the Questions page.
Navigation: Contract Expert > Questions tab
2.
Enter your search criteria for the question.
The following fields are available as search criteria:
•
Name
•
Description
•
Question Prompt
•
Intent
You can also search on the following fields:
•
Value Set
Note: The Value Set search provides only the value sets that
have been used in the questions, not all the value sets that were
created in the system.
3.
•
Response Type
•
Enabled check box
Click Go.
The system displays the questions that match your search criteria.
Contract Expert Administration
7-5
Updating Questions
You can make changes to the existing questions. However, you cannot update Name,
Intent, Response Type, and Value Set if the question is used in a rule. You can update
Description and Question Prompt even if the question is used in a rule. For the prompt
changes to take effect on a business document, you must run the Contract Expert:
Synchronize Templates concurrent program.
Steps
To update questions:
1.
Navigate to the Questions page.
Navigation: Contract Expert > Questions tab
2.
Search for the question that you want to update.
For more information, see the Searching for Questions section, page 7-5. The system
displays the questions that match your search criteria. From this page, you can
select one of the following options:
•
Update: To make changes to a question, click the Update icon. The system
displays the Update Question page. You can use the Disable check box to
prevent the question from being used in a new rule. This will not impact
existing rules that use this question.
•
Delete: A question cannot be deleted if it is used in a rule. To delete a question,
click the Delete icon. The system displays the Warning page. Click Yes to
confirm.
Managing Constants
You can define numeric constants in Oracle Contracts. Numeric constants can be used
in Contract Expert rules that use numeric conditions.
For instance, you may want to define a rule as follows:
•
Condition: All contracts for which the contract amount is greater than $1,000,000.
•
Result: Add the Special Payment Terms clause.
Define a constant called Contract Amount Threshold. In the constant, provide a value of
$1,000,000.
Then, when you create the rule, you simply use the Contract Amount Threshold
constant instead of entering the amount $1,000,000 on the rule. This way, if the
threshold is increased later to $2,000,000, you need to update only the constant
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Oracle Procurement Contracts Implementation and Administration Guide
definition instead of every rule that uses this condition.
This section covers the following topics:
•
Creating Constants, page 7-7
•
Searching for Constants, page 7-7
•
Updating Constants, page 7-8
Creating Constants
You must provide the intent for the constant, that is, Buy or Sell. A constant name must
be unique for a given intent.
After they are defined, constants are available across all operating units that use the
Contract Terms Library.
Steps
To create constants:
1.
Navigate to the Create Constant page.
Navigation: Contract Expert > Constants tab > Create Constant button
2.
In the Name field, enter a short name for the constant.
3.
In the Description field, describe the purpose of the constant.
4.
Select the intent for the constant: Buy or Sell.
5.
In the Value field, enter a numeric value for the constant.
6.
Click Apply to save the constant.
Searching for Constants
Use these steps to search for constants.
Steps
To search for constants:
1.
Navigate to the Constants page.
Navigation: Contract Expert > Constants tab
2.
Optionally, enter your search criteria:
Contract Expert Administration
7-7
•
Name
•
Description
•
Intent
Note: You can perform a blind search. You can also enter the single
wildcard character % as your search parameter.
3.
Click Go.
The system displays the constants that match your search criteria.
Updating Constants
The name and intent of a constant cannot be changed if the constant is used in a rule.
Use the following steps to update a constant.
Steps
To update constants:
1.
Navigate to the Constants page.
Navigation: Contract Expert > Questions tab
2.
Search for the constant that you want to update.
For more information, see the Searching for the Constants section, page 7-7. The
system displays the constants that match your search criteria. From this page, you
can select one of the following options:
•
Update: To make changes to a constant, click the Update icon. The system
displays the Update Constant page. You can make changes to the name,
description, intent, and value of the constant if the constant is not used in any
rules. If the constant is included in a rule, you can change only its value and
description.
•
Delete: You can delete a constant if it is not used in a rule. To delete a constant,
click the Delete icon. The system displays the Warning page. Click Yes to
confirm.
Managing Rules
Contract Expert rules are created based on Buy or Sell intent for a specific organization.
These rules can be applicable to all templates of one organization or can be associated
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Oracle Procurement Contracts Implementation and Administration Guide
with specific templates.
This section covers the following topics:
•
Creating Rules, page 7-9
•
Searching for Rules, page 7-13
•
Activating Rules, page 7-14
•
Disabling Rules, page 7-16
•
Updating Rules, page 7-17
Creating Rules
To define a rule, you can enter multiple values for a single condition. The system
displays a search page so that you can select multiple values and add to the rule. Use
the following steps to create a rule.
Steps
To create rules:
1.
Navigate to the Create Rule page.
Navigation: Contract Terms Library > Contract Expert > Rule tab > Create Rule
button
2.
Select the operating unit for the rule.
3.
Select one of the following rule types:
•
If you want to set up a rule to bring additional clauses into a business
document, select the Clause Selection rule type.
•
To set up a rule to capture and report changes in business terms on contracts,
select the Policy Deviation rule type.
For more information about the rule types, see the Contract Expert - Overview
section, page 7-2.
4.
Enter a unique name for the rule to identify the rule.
5.
Enter a description explaining the nature and purpose of the rule.
6.
Select the intent for the rule: Buy or Sell.
7.
Review the Status field, which is a read-only field.
Contract Expert Administration
7-9
Contract Expert supports the following statuses for a rule:
•
Draft: When you can create and update a rule, the rule is in the Draft status.
•
Active (in Progress): When the rule is submitted for activation, the status of the
rule is changed from Draft to Active (in Progress).
•
Active: The status of the rule is changed to Active when it is available for use in
Contract Expert.
•
Disabled (in Progress): This is the status of the rule while Contract Expert is
performing the process of disabling the rule (when the disabled rule is exported
to Oracle Configurator).
•
Disabled: The status of a rule is changed to Disabled when it is no longer
available for use in Contract Expert.
•
Revision: When you update an Active rule, its status is changed to Revision.
8.
To add a condition, click the Add Another Row button.
9.
Select the Match All or Match Any condition option.
If the conditions must all be true to select the results, select the Match All radio
button. Select the Match Any radio button if any condition can be true to select the
results.
10. In the Type field, select one of the following condition types:
•
Clause: The Clause type is available only for Clause Creation rules. Use this
type if the rule requires a Contract Expert selected clause to be present in the
business document. For instance, select the Clause type to create a rule to bring
in Clause B if Clause A, which was selected by Contract Expert, is present in the
document.
•
Variable: You can use the Variable type to create Clause Creation and Policy
Deviation rules.
Use this type for the Clause Creation rules if a system or user-defined variable
drives the clause selection on a business document. For instance, bring Clause
A if the variable Payment terms = Net 30 is in the document.
For Policy Deviation rules, use this type if a system or user-defined variable
drives the policy deviation for a business document. For instance, if Contract
Amount is less than $1,000,000, then the standard for Payment Terms is Net 30.
Or if the non-solicitation remedy is more than $25,000, then the standard for
Termination Days is 30 days.
•
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Question: Use this type if a user question should drive the clause selection or
Oracle Procurement Contracts Implementation and Administration Guide
policy deviation on business documents. For instance, bring Clause A if the
answer to Question B is Yes.
Note: You can use both system and user-defined variables to define
Contract Expert rules.
For more information about Variables, see Managing Variables, page 6-49.
11. Select a name in the Name field: the available options are based on the condition
type that you selected in the Type field:
12.
•
Clause: The Name field is not available for this option.
•
Variable: The system provides access to a search page for both seeded and userdefined variables.
•
Question: The system provides access to a search page for questions that are
defined in the Contract Expert.
Select an operator in the Operator field. Operators provide the logic in defining a
condition, for instance, Payment terms IS Net 30.
To create a rule, Oracle Contracts supports the following operators:
•
Logic Condition operators
•
IS
•
IS NOT
•
IN (allows selection of multiple values)
•
NOT IN (allows selection of multiple values)
•
Numeric Condition operators:
•
>=: Greater than or equal to
•
<=: Less than or equal to
•
=: Equal to
•
Not equal to
•
>: Greater than
•
<: Less than
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13. Depending on the Type and other options, you must select one or more values in
either the Value or Update Values field. For example:
•
For condition Type = Clause, use the Update Values field.
•
For condition Type = Question and if the response type is "Yes or No" or the
question uses a value set of type Independent, use the Value field.
•
For condition Type = Question with response type of Numeric or List of Values,
use the Update Values field.
You can click the Show Details link to view the selected values for Question and
Variable conditions, and clause name for Clause conditions.
Note: If you select multiple values in a condition, the system
displays "Multiple values" in the Value field. Click the Show/Hide
icon in the Details field to view all the value selections.
14. Click the Remove icon if you want to delete a condition from a rule.
15. Use the Results region to define the results if the defined conditions are met. The
Results region is available only for Clause Creation rules.
In the Results region, you can select clauses that must be brought in and ask the
user additional questions on a business document.
16. In the Results - Clauses region, click the Add Clauses button to add another Result
row to the rule.
The Results - Clauses Table displays the Clause Title and Description for the clauses
that you have chosen. You can personalize this region to display Require When
Applicable and Mandatory drop-down lists.
17. In the Results - Clauses Table, you can access the following:
•
Show Details: The system provides a hide or show option to display general
information about one clause or all the clauses.
•
Remove icon: You can use the icon to delete a result row from the rule.
18. Use the Question Table of the Results region to select one or more additional
questions that should be asked at run time if the conditions are met.
Note: This is one of the steps that is required to set up
dependencies between questions. For more details, see Creating
Dependencies Between Questions, page 7-7.
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The Question table includes:
•
Question: You can select from the list of questions that are already defined
during Contract Expert setup.
•
Question Prompt: The system displays the question prompt details from the
library.
•
Delete icon: You can delete a question row from the rule.
•
Add Questions button: Click this button if you want to add another question to
the result row of the rule.
19. Use the Contract Template Assignments region to assign the rule to one, many, or
all contract templates. You can assign contract templates in Draft or Approved
status to a rule. Only contract templates that are Contract Expert-enabled and
belong to the same intent as the rule will be available to be assigned to the rule.
Note: Even though you can assign templates in any status to a rule,
because only approved templates can be used to author business
documents, the rules are effective only when applied to approved
templates.
•
To assign a rule to all contract templates in an organization, select the Apply to
All Templates check box.
•
To select and assign one or more contract templates, click the Add Template
button.
20. Select one of the following options:
•
Cancel: The system closes the Create Rule page without saving any changes.
•
Save: The system validates the rule but does not close the page. If the rule fails
validation, the system displays an error message.
•
Apply: The system validates the rule and displays the Rules Summary page. If
the rule fails validation, the system displays an error message.
•
Apply and Add Another: The system validates the rule that was created and
opens a new Create Rule page. If the rule fails validation, the system remains in
the page and displays an error message.
Searching for Rules
Use these steps to search for existing rules.
Contract Expert Administration
7-13
Steps
To search for rules:
1.
Navigate to the Rule page.
Navigation: Contract Expert > Rules tab
2.
In the Search region, search for rules by:
•
Operating Unit (mandatory field)
•
Name
•
Intent
•
Status
•
Contains Clause (search for a rule that uses a specific clause)
This option searches only for clauses that are currently used in rules.
•
Contains Variable (search for a rule that uses a specific variable)
The list of values displays only those variables that have been used on rules.
•
Contains Question (search for a rule that uses a specific question)
The list of values displays only those questions that have been used on rules.
•
Assigned to Template (search for a rule that is assigned to a contract template)
The list of values displays only the templates that are Contract Expert-enabled.
3.
Click Go.
The system displays the rules that match your search criteria.
Activating Rules
You can activate draft rules and make them available for use in Contract Expert.
Prerequisites
You must assign at least one contract template to the rule, but the contract template
need not be in the Approved status.
Steps
To activate rules:
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Oracle Procurement Contracts Implementation and Administration Guide
1.
Navigate to the Rules page.
Navigation: Contract Expert > Questions tab
2.
Search for the rule that you want to activate.
For more information, see Searching for Rules, page 7-13. The system displays the
rules that match your search criteria.
3.
Click Activate.
The Active Rules: Confirmation page appears. This page provides validation
information on rules that are eligible to be published and those rules that cannot be
published due to validation problems.
The validations include the following:
•
The rule contains invalid clauses (that is, clauses that are not in the Approved
status) in conditions or results.
•
The rule contains questions with invalid value sets. That is, the value set is not
valid either because it was set up incorrectly or because a value set has been
removed. For details of setting up value sets, see the prerequisites in the
Creating User Questions section, page 7-3.
•
The rule contains no contract template assignments.
•
The rule contains inactive questions.
•
Values that are used in rules are invalid. For instance, the values that are used
in a value set are no longer valid.
4.
If validation errors occur, you cannot complete rule activation. You must first
correct the errors, and then restart the Rule Activation process.
5.
When the Activate Rules: Confirmation page shows only rules that are ready to be
activated, click Finish.
This generates the following processes:
•
The system submits the Contract Expert: Activate Rules concurrent program,
and the status of the rule is changed to Active (in Progress).
•
If the program finishes successfully, the status of the rule changes to Active.
•
If any system errors are encountered during the activation process, the system
stops the concurrent program, and the status of the rule remains Active (in
Progress). The rule will be picked up for disabling the next time that you select
other rules to be activated.
Contract Expert Administration
7-15
•
Alternatively, you can run the Contract Expert: Activate Rules concurrent
program manually from the Contract Terms Library Administrator
responsibility.
On successful completion of the rule activation process, the system makes the
rule available for use in Contract Expert.
Note: To improve database performance, run the following
Configurator concurrent programs periodically:
•
Purge Configurator Tables: This program physically removes all
logically deleted records in the tables and subschemas of the CZ
schema.
•
Purge to Date Configurator Import Tables: This program deletes
data in the CZ_IMP tables, and the corresponding data in the
CZ_XFR_RUN_INFOS and CZ_XFR_RUN_RESULTS control
tables. The data for the number of days, which is specified in the
Input parameter, is retained.
For more information, see the Oracle Configurator Implementation Guide.
For additional information about improving database performance, see
the Oracle Configurator Performance Guide.
You can use the OKC : Disable Expert Rule Cyclic Dependency profile option to control
whether cyclic dependency check should be performed on rules to be activated. If you
set the profile option to N or do not set any value, the system performs the cyclic
dependency check on the rules while activating them. If you set the profile option to Y,
the system will not perform the cyclic dependency check on the rules to be activated.
Disabling Rules
You can disable active rules and make them unavailable for use in Contract Expert.
Steps
To disable rules:
1.
Navigate to the Rules page.
Navigation: Contract Expert > Rules tab
2.
Search for the rule that you want to disable or activate.
For more information, see the Searching for Rules section, page 7-13. The system
displays the rules that match your search criteria.
3.
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Click Disable.
Oracle Procurement Contracts Implementation and Administration Guide
When you choose to disable a rule:
•
The system runs the Contract Expert: Disable Rules concurrent program, and
the status of the rule is changed to Disabled (in Progress).
•
If the program finishes successfully, the status of the rule changes to Disabled.
•
If any system errors are encountered during the disabling process, the system
stops the concurrent program, and the status of the rule remains in the Disabled
(in Progress). The rule is picked up for disabling the next time that you select
other rules to be disabled.
•
Alternatively, you can run the Contract Expert: Disable Rules concurrent
program manually from the Contract Terms Library Administrator
responsibility.
Updating Rules
The steps for updating active rules are:
Steps
To update rules:
1.
Navigate to the Rules page.
Navigation: Contract Expert > Rules tab
2.
Search for the rule that you want to update.
For more information, see the Searching for Rules section, page 7-13. The system
displays the rules that match your search criteria. From this page, you can update,
duplicate, or delete rules.
3.
Update Rules: If you click the Update icon, the system changes the status of the
active rule to Revision; if you update a draft rule, the status remains Draft. The
system allows updates to the conditions, results, and template assignments.
However, you cannot update the following fields:
•
Operating Unit
•
Rule Type
•
Name
•
Intent
•
Apply to All Templates
Contract Expert Administration
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4.
Delete Rules: You can delete only rules in the Draft status.
5.
Duplicate Rules: You can duplicate rules within your organization. The system
creates a new rule. You must provide a new name and description for the rule. The
system validates the rule when you click the Save, Apply, or Apply and Add
Another button. The contract template assignments are also copied during the
duplicate process
Managing Question Sequence
You can view the default sequence of questions that are used in a contract template and
update the ordering sequence. The sequence controls the order in which the questions
are displayed during document authoring. Use the following steps to view and reorder
the sequence of questions.
Steps:
To manage question sequence:
1.
Navigate to the Rules page.
Navigation: Contract Expert > Rules tab
2.
To view or reorder the question sequence, select a contract template to use to view
or update the sequence and then click the View Question Sequence button to open
the View Question Sequence page.
3.
Use the Contract Template field to search for and select a template. The system
displays the default sequence of questions for the selected template.
In the Questions area of the View Question Sequence page, the column Displayed
During Authoring, when selected, indicates the availability of questions during
document authoring. The questions that are not selected belong to inactive rules. To
enable these questions, you must activate the rules.
4.
To change the question sequence, click the Reorder button. The system displays the
Reorder Question page. To indicate a dependant question, the system shows a
character (-) next to the question. Organize the dependent questions in the desired
order within the main question.
5.
Use the Up and Down arrows to change the question sequence.
Note: During authoring, a dependent, lower-level question appears
only if a higher-level question is answered. If the dependent
question is not properly organized under the higher-level question,
the dependent question appears out of sequence in the
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questionnaire during document authoring. For more information
about question dependencies, see Creating Dependencies Between
Questions, page 7-19.
6.
Click Apply to save and close the page.
7.
Run the Contract Expert: Synchronize Templates concurrent program to publish the
updates to question sequence. You must run this concurrent program manually to
enable the changes at run time for document authoring. The concurrent program
can finish with either of two statuses:
•
Completed/Normal
•
Completed/Error: If the program fails due to system errors, a notification is sent
to the Contract Expert Administrator.
Creating Dependencies Between Questions
This section describes how to set up independent and dependent questions for a
Contract Expert session.
Overview
When you use Contract Expert, in the process of authoring a business document, you
typically are asked a series of questions.
Your answers to the first-level questions may cause further questions to appear in the
Contract Expert session. These extra questions are dependent questions. In turn,
answering these dependent questions can cause lower-level dependent questions to
appear, up to a maximum of five levels.
Ultimately, the objective of the questions is to specify which clauses are to be added to
the business document.
Setting Up Independent Questions
The following describes the general principle of defining a first-level, or independent,
question in a rule:
•
In the Conditions region, specify a Question type condition.
•
In the Results region, specify one or more clauses, but no additional questions.
•
Associate the rule with a Contract Expert-enabled contract template.
When you answer the question in a Contract Expert session during contract authoring,
Contract Expert Administration
7-19
Contract Expert may add the clauses that are specified in the rule results, but no further
questions will appear.
Setting Up Dependent Questions
You can set up to five levels of dependency for questions.
The method of setting up dependent questions is illustrated in the following diagram
that shows the simplest case of dependent question setup.
The following are the general principles that are involved in the setup of all the
elements to produce a dependent question:
•
Create the questions first.
•
Create the rules. Which rule is created first does not matter.
•
Add the questions to the rules, as shown in the diagram.
•
Associate both rules with a Contract Expert-enabled contract template.
Note: If Rule R2 is the only rule that is associated with a contract
template, then Q2 becomes an independent (that is, first-level)
question in a Contract Expert session for any business document
that uses that contract template.
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Oracle Procurement Contracts Implementation and Administration Guide
Simulating Rules
You can simulate scenarios in Contract Expert to test the rules setup. This feature allows
you to view the rules setup and validate the evaluation results.
You can create a scenario, enter variable values, and provide answers to questions.
When you complete the process the rule results are displayed so that you can check the
clauses and policy deviations. You can generate a PDF file of the simulation results
containing the conditions and result of the rules. Based on the conditions the rule is
evaluated as true or false.
Steps:
To simulate rules perform the following steps:
1.
Navigate to the Simulate Rules page.
Navigation: Contract Terms Library Administrator, Contracts, Contract Expert,
Simulate
2.
You can search for a scenario and update it or create a scenario on the Simulate
Rules page.
3.
Click Create Scenario.
4.
In the three Simulate Rules pages you can enter a name for the scenario, select a
template, select the Enable Draft Rules check box, enter variable values, provide
answers to questions, and either complete the scenario creation or generate a PDF
report of the scenario. If you select the Enable Draft Rules check box, the draft rules
are considered in the evaluation else, only the active rules are considered.
5.
Click Finish to return to the first Simulate Rules page.
Using Contract Expert on Business Documents
You can use the Contract Expert functionality to author contract terms and conditions
based on the corporate standards and policies. Observe the following guidelines when
using Contract Expert:
•
Start with a standard contract template that may contain some standard clauses.
•
Use Contract Expert on the business document to bring in additional clauses, based
on criteria including items, item categories, payment terms, and other business
terms in the document.
•
You may need to provide additional responses in Contract Expert to drive further
clause selection.
Contract Expert Administration
7-21
•
All of the Contract Expert-recommended clauses are brought into the business
document and organized under appropriate sections.
•
You can periodically run Contract Expert on the business document to ensure that
the document contains all the appropriate clauses based on the latest set of business
rules.
•
You can click the Use Contract Expert button to enter Amendment Description for
all revisions and amendments except the base document.
•
You can view the contract expert history for a business document by selecting the
Contract Expert Summary value from the Actions LOV on the Contract Terms page.
The Contract Expert Summary page is available only in the view mode of the
document. On the Contract Expert Summary page, you can view contract expert
questions, responses, clauses, and policy deviations based on the contract expert
rules selected.
For more information about using Contract Expert on business documents, see the
online help topics in Oracle Contracts, Oracle Procurement Contracts, and Oracle Sales
Contracts.
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A
QA Validations
This appendix lists all the contract template, contract expert, business documents, and
repository validations.
This appendix covers the following topics:
•
Validations - Overview
•
Contract Templates Validations
•
Contract Expert Validations
•
Business Documents Validations
•
Repository Validations
Validations - Overview
This appendix lists all validations that are provided by the system during validation of
contract templates and business documents.
Contract Templates Validations
The following table lists all errors and warnings that the system uses as part of the
validation process for Contract Templates.
Validation Type
Condition
Description
Alternate Clauses
Warning
Checks for the presence of
alternate clauses on the
document.
QA Validations
A-1
A-2
Validation Type
Condition
Description
Clause Default Section
Error
Checks whether the default
section of the draft clause is
valid.
Clause Inactive Variable
Error
Checks whether the draft
clause contains an inactive
variable.
Clause Invalid Status Change
Error
Checks whether the clause is
being changed to an invalid
status.
Clause Type
Error
Checks whether the clause
type of the draft clause is
valid.
Clause Variable Invalid Value
Set
Error
Checks whether the draft
clause contains a user-defined
variable with an inactive
value set.
Contract Expert Template Not
Exported
Warning
Checks whether a template is
not exported for Contract
Expert.
Contract Expert Template Not
Published
Warning
Checks whether a template is
not published for Contract
Expert.
Duplicate Clauses
Warning
Checks the document for
presence of repeated clauses.
Empty Section
Warning
Checks for the presence of
sections with no clauses.
Inactive Clauses
Error
This checks for the presence
of invalid clauses in the
document.
Incompatible Clauses
Warning
Checks for the presence of
incompatible clauses on a
document.
Oracle Procurement Contracts Implementation and Administration Guide
Validation Type
Condition
Description
Invalid Default Section in
Template
Warning
This checks for the presence
of a valid default section in
the Contract Expert area.
Invalid Variable for
Document Type
Warning
Checks for variables without
any document type
association.
Layout Template Not Defined
Warning
Checks whether a stylesheet
has been defined on a
template.
Template Rules That Are Not
Active
Warning
Checks whether any rules are
attached to templates that are
not active.
Template With No Active
Rules
Warning
Checks whether the template
has no Active rules attached.
Translated Template Has
Been Revised
Warning
Checks whether the parent
template has been revised.
Translated Template is
Invalid
Warning
Checks whether the parent
template is expired or on
hold.
Contract Expert Validations
The following table lists all errors and warnings that the system uses as part of the
validation process for Contract Expert rules.
Validation Type
Condition
Description
Expired Clause
Error
Checks for any expired clause
that is used in the rule.
Invalid Clause
Error
Checks for any On Hold
clause that is used in the rule.
QA Validations
A-3
A-4
Validation Type
Condition
Description
Draft Clause
Error
Checks for any Draft clause
that is used in the rule.
Circular Dependency
Error
Checks for questions with
circular dependencies on
other rules.
Invalid Question Valueset
Query
Error
Checks for an invalid valueset
query in a question that is
used on a rule.
Invalid Variable Valueset
Query
Error
Checks for an invalid valueset
query in a variable that is
used on a rule.
Missing Valueset Value in
Question
Error
Checks for any missing
valueset values for a question
that is used in a rule.
Missing Valueset Value in
Variable
Error
Checks for missing valueset
values for a variable that is
used in a rule.
Invalid Valueset in Question
Error
Checks for deleted valueset
for a question that is used in a
rule.
Invalid Valueset in Variable
Error
Checks for deleted valueset
for a variable that is used in a
rule.
Invalid Question
Error
Checks for disabled questions
in the rule.
Invalid Default Section
Warning
Checks for the effectivity of
the default section that is
associated with the template.
Missing Template Association
Error
Checks for missing template
associations in nonorganization-wide rules.
Oracle Procurement Contracts Implementation and Administration Guide
Validation Type
Condition
Description
Invalid Procedure in Variable
Error
Checks for invalid procedure
in the variable that is used in
a rule.
Invalid Procedure Name in
Variable
Error
Checks for incorrect
procedure name format for
user-defined variables. The
correct format is: <schema
name>.<package name>.
<procedure name>
Invalid or Missing Procedure
Warning
Checks for invalid procedure
in a new user-defined
variable.
Business Documents Validations
The following table lists errors and warnings that are used in the application, during
authoring, as part of the validation process for contract documents.
Note: The Error and Warning conditions may have been defined
differently based on the individual application. Refer to the relevant
documentation within Procurement Contracts and Sales Contracts for
the exact condition that is used in the relevant applications.
Validation Type
Condition
Description
Alternate Clauses
Warning
Checks for the presence of
alternate clauses on the
document.
No Clause Amendment
Description
Warning
Checks for the presence of
amended clauses without
amendment descriptions.
No Clauses Exist
Warning
Checks whether any clause
exists on the document.
QA Validations
A-5
Validation Type
Condition
Description
No Contract Administrator
Specified
Warning
Checks whether a contract
administrator is assigned or
not.
For purchasing documents
you can set a value for the
OKC: Default Contract
Administrator for Contract
Terms profile option to define
a contract administrator for
contract terms.
For sourcing documents this
warning is not displayed.
A-6
Inactive Clauses
Warning
Checks for the presence of
inactive clauses in the
document.
Check Contract
Administrator
Warning
Checks whether you have
defined a contract
administrator for the
document.
Duplicate Clauses
Warning
Checks the document for the
presence of repeated clauses.
Empty Section
Warning
Checks for the presence of
sections with no clauses.
Contract Expert not Run on
Document
Warning
Checks whether Contract
Expert has been run on a
document.
Unresolved External
Variables
Warning
Checks for the presence of
external variables without
values.
Incompatible Clauses
Warning
Checks for the presence of
incompatible clauses on a
document.
Oracle Procurement Contracts Implementation and Administration Guide
Validation Type
Condition
Description
Incomplete Contract Expert
Configuration
Warning
Checks for an incomplete
Contract Expert configuration
based on current document
attribute values.
Unresolved Internal Variable
Warning
Checks the document for the
presence of internal variables
without values.
Invalid Contract Expert Setup
Warning
Checks for an invalid
Contract Expert configuration
based on the current
document attribute values.
Old Version of Clause Used
Warning
Checks the document for
older versions of a clause
from the library.
Contract Locked
Warning
Checks whether the contract
has been locked.
New Contract Expert Clause
Warning
Checks whether Contract
Expert returns a clause that is
not in the Contract Expert
configuration that is currently
in the document.
Not Required Contract Expert
Clause
Warning
Checks for Contract Expert
clauses in the document that
are no longer required.
Primary Contract Document
not Found
Warning
Checks whether a primary
contract document is
uploaded when the Contract
Source is set to Attached
Document.
No Section Amend
Description
Warning
Checks whether the
amendment description is
missing for a section-related
change during amendment of
a document.
QA Validations
A-7
Validation Type
Condition
Description
Inactive Template
Warning
Checks for an inactive
contract terms template when
it is used to create business
document terms and
conditions.
Unassigned Clause
Warning
Checks for clauses that are
not assigned to any section.
Unresolved System Variable
Warning
Checks for the system
variables without any values.
Invalid Variable for
Document Type
Warning
Checks for the variables
without any document type
association.
Repository Validations
The following table lists the validation codes for Repository.
A-8
Validation Type
Condition
Description
Validate Effective Date
Error
Checks whether the contract
has a valid effective date.
Validate External Party
Warning
Checks whether the contract
has an external party.
Contract Type Active
Warning
This checks whether the
contract has a valid contract
type.
Contact Role Active
Warning
Checks the contract for the
presence of invalid contract
roles.
Risk Active
Warning
Checks whether the contract
was assigned an invalid risk.
Oracle Procurement Contracts Implementation and Administration Guide
Validation Type
Condition
Description
External Party Active
Warning
Checks for the presence of
invalid external parties in a
contract.
Contact Active
Warning
Checks for the presence of
invalid contacts in a contract.
QA Validations
A-9
B
Workflows
This appendix lists the approval workflow functions.
This appendix covers the following topics:
•
Workflows - Overview
•
Approval Workflows
Workflows - Overview
The following tables list the new workflows for Contract Terms Library, Repository,
and Deliverables.
Approval Workflows
The following table lists the Oracle Purchasing approval workflow functions that you
can utilize for routing the purchasing document for special approvals based on contract
terms.
Workflows
B-1
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Standard
Contracts
IS_STANDARD_
CONTRACT
Update
p_deviation_from_s
tandard
•
NO_CHANGE:
No change
from Contract
template.
•
ARTICLES_CH
ANGED: Only
clauses
changed from
the contract
template.
•
DELIVERABLE
S_CHANGED:
Only
deliverables
changed from
the contract
template.
•
ALL_CHANGE
D: Both clauses
and
deliverables
changed from
the contract
template.
•
Y: Yes
•
N: No
Template
Expired
B-2
IS_CONTRACT_
TEMPLATE_EX
PIRED
Update
p_templ_expired
Oracle Procurement Contracts Implementation and Administration Guide
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Clauses Exist
IS_CONTRACT_
ARTICLES_EXIS
T
Update
Amend
p_article_exists
•
NONE: No
clause exists.
•
ONLY_STAND
ARD: Contains
standard
clauses only.
•
NON_STAND
ARD: Contains
non- standard
clauses.
•
NONE: No
deliverable
exists.
•
CONTRACTU
AL: Contains
contractual
deliverables
only.
•
INTERNAL:
Contains
internal
deliverables
only.
•
ALL: Contains
contractual and
internal
deliverables.
Deliverables
Exist
IS_CONTRACT_
DELIVERABLES
_EXIST
Update
p_deliverable_exists
Workflows
B-3
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Clauses
Amended
IS_CONTRACT_
ARTICLES_AM
ENDED
Amend
p_article_amended
•
NONE: No
clauses
amended.
•
ONLY_STAND
ARD: Only
standard
clauses are
amended.
•
NON_STAND
ARD: Nonstandard
clauses are
amended
•
ALL: All
deliverables are
amended.
•
NONE: No
deliverable is
amended.
•
CONTRACTU
AL: Only
contractual
deliverables are
amended.
•
INTERNAL:
Only internal
deliverables are
amended.
Deliverables
Amended
IS_CONTRACT_
DELIVERABLES
_AMENDED
Amend
p_deliverable_amen
ded
The following table lists the Oracle Sourcing Approval workflow functions that you can
utilize for routing the sourcing document for special approvals based on contract terms.
B-4
Oracle Procurement Contracts Implementation and Administration Guide
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Standard
Contracts
STANDARDCO
NTRACT
Update
p_deviation_from_s
tandard
•
NO_CHANGE:
No change
from contract
template.
•
ARTICLES_CH
ANGED: Only
clauses
changed from
the contract
template.
•
DELIVERABLE
S_CHANGED:
Only
deliverables
changed from
the contract
template.
•
ALL_CHANGE
D: Both clauses
and
deliverables
changed from
the Contract
template.
•
T: True
•
F: False
Template
Expired
TEMPLATEEXPI
RED
Update
p_templ_expired
Workflows
B-5
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Clauses Exist
ARTICLESEXIST
Update
Amend
p_article_exists
•
NONE: No
clause exists.
•
ONLY_STAND
ARD: Contains
standard
clauses only.
•
NON_STAND
ARD: Contains
non- standard
clauses.
•
NONE: No
deliverable
exists.
•
CONTRACTU
AL: Contains
contractual
deliverables
only.
•
INTERNAL:
Contains
internal
deliverables
only.
•
CONTRACTU
AL_AND_INT
ERNAL:
Contains
contractual and
internal
deliverables.
Deliverables
Exist
B-6
DELIVERABLES
EXIST
Update
p_deliverable_exists
Oracle Procurement Contracts Implementation and Administration Guide
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Clauses
Amended
ARTICLESAME
NDED
Amend
p_article_amended
•
NONE: No
clause is
amended.
•
ONLY_STAND
ARD: Only
standard
clauses are
amended.
•
NON_STAND
ARD: Nonstandard
clauses are
amended.
Workflows
B-7
B-8
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
Deliverables
Amended
DELIVERABLES
AMND
Amend
p_deliverable_amen
ded
•
ALL: All
deliverables are
amended.
•
NONE: No
deliverable is
amended.
•
CONTRACTU
AL: Only
contractual
deliverables are
amended.
•
INTERNAL:
Only internal
deliverables are
amended.
•
SOURCING:
Only sourcing
deliverables are
amended.
•
CONTRACTU
AL_AND_INT
ERNAL:
Contractual
and internal
deliverables are
amended.
•
CONTRACTU
AL_AND_SOU
RCING:
Contractual
and sourcing
deliverables are
amended.
•
SOURCING_A
ND_INTERNA
L: Sourcing and
internal
Oracle Procurement Contracts Implementation and Administration Guide
Condition
Checked
Function Name
Mode
Parameter Name
Return Value
deliverables are
amended.
Workflows
B-9
C
Concurrent Programs
This appendix lists the concurrent programs for contract terms library.
This appendix covers the following topics:
•
Contract Terms Library
Contract Terms Library
The following table lists the new concurrent programs for Contract Terms Library.
Concurrent Program
Technical Name
Description
Synchronize Clauses Text
Index
ARTSYNCCTX
Use this program to
synchronize the clauses text
index and enable searching
for clauses using the Clause
Keyword field. The keyword
searches the clause name,
clause display name, clause
description, and clause text
fields.
Optimize Clause Text Index
ARTOPTCTX
Use this program to optimize
the clauses text index for
improved performance when
users search for clauses using
clause keyword.
Concurrent Programs
C-1
C-2
Concurrent Program
Technical Name
Description
Synchronize Contract
Template Text Index
OKCTMPLSYNCCTX
Use this program to
synchronize the contract
templates text index to search
for templates using the
template keyword field. The
keyword searches the
template name and
description.
Optimize Contract Template
Text Index
OKCTMPLOPTCTX
Use this program to optimize
the contract templates text
index for improved
performance when users
search for templates using the
template keyword.
Adopt Global Clauses for a
New Organization
OKCADPNEWORG
Use this program to
automatically adopt approved
global clauses for a new local
organization.
Import Clauses
OKCARTIMPORT
Use this program to import
external clauses into the
Clause Library. This program
validates data in the open
interface table, and imports
the valid clauses into the
Contract Terms Library.
Migrate Standard Clauses to
11.5.10
OKCSTDARTMIG
Use this program to migrate
standard clauses to multiple
organizations. This program
is used for upgrades.
Purge Clause Import Interface
Table
OKCPURARTINF
Use this program to purge
data from the Clause Interface
table after the clause import
has been completed.
Oracle Procurement Contracts Implementation and Administration Guide
Concurrent Program
Technical Name
Description
Overdue Deliverable Notifier
OKCOVERDUEDELMGR
Use this program to
periodically send out
notifications or e-mail
messages to the concerned
parties for all overdue
deliverables. From the
notifications you can edit the
deliverable.
Deliverable Due Date Notifier
OKCBEFOREDUEDELMGR
Use this program to
periodically send out
reminder notifications or email messages for all
deliverables that are about to
become due. From the
notifications you can edit the
deliverable.
Deliverable Escalation
Notifier
OKCESCALATEDELMGR
Use this program to
periodically send notifications
to the escalation assignee for
all overdue deliverables.
From the notifications you
can edit the deliverable.
Concurrent Programs
C-3
Concurrent Program
Technical Name
Description
Oracle Contracts Purge
Routines
OKCPURGE
Use this program to purge
data that is used in the
application. Currently, purge
of the following data is
allowed through this
program:
Purge Repository Contracts
OKCREPPURGECP
•
QA Validation Errors:
Purges all validation
results (errors or
warnings) that are
generated during
contract template or
business document
approvals.
•
Standard Deviations
Date: Purges all
deviations data that is
generated when the
Contract Deviations
report is run (either by
the system or by the user)
on a business document.
•
Contracts Workbench:
Purges the oldest items in
the Recent Contracts bin.
Use this program to purge the
repository contracts for a
specific time period with any
one or a combination of the
following status: terminated,
expired, rejected, or canceled.
The mandatory parameters
are: Operating Unit, Start
Date, and End Date.
C-4
Oracle Procurement Contracts Implementation and Administration Guide
D
Seeded Data
This appendix lists all the information that is predefined in Oracle Procurement
Contracts.
This appendix covers the following topics:
•
Responsibility
•
Deliverables
•
Document Types
•
Layout Template
•
Notifications
•
Procurement Notifications
•
System Variables
•
Lookup Codes
•
Function Security
Responsibility
The seeded responsibilities are:
•
Contracts Workbench Administrator
•
Contracts Workbench User
•
Contract Terms Library Administrator
This responsibility can be used only if the MO: Operating Unit profile option has a
value that is assigned either at the site level or for this responsibility.
To create new responsibilities for the Contract Terms Library, use the following:
•
Root Menu: OKC Contracts Application HTML Root Menu
Seeded Data
D-1
•
Data Group: Standard
•
Request Group: Contract Terms Request Group
To create new responsibilities for the Contracts Workbench, use the following:
•
Root Menu: OKC Contract Repository Root Menu
•
Request Group: Contract Repository Requests (available to the Contracts
Workbench Administrator responsibility)
Note: Changing the seeded menu structure is not recommended. You
must first customize the standard menus, and then create
responsibilities.
Deliverables
The following table displays the seeded deliverables:
Name
Description
All Contractual Deliverables
All contractual deliverables.
All Negotiation Deliverables
All negotiation deliverables.
Buyer Contractual Deliverables
Contractual deliverables where the buyer is the
responsible party.
Supplier Contractual Deliverables
Contractual deliverables where the supplier is the
responsible party
Supplier Negotiation Deliverables
Negotiation deliverables where the supplier is the
responsible party.
Document Types
The following table displays the seeded document types which can be associated to
contractual terms:
D-2
Oracle Procurement Contracts Implementation and Administration Guide
Name
Description
Document Class
Application
AUCTION
Auction
SOURCING
Oracle Sourcing
AUCTION_RESPON
SE
Bid
SOURCING
Oracle Sourcing
PA_BLANKET
Blanket Purchase
Agreement
PO
Oracle Purchasing
PA_CONTRACT
Contract Purchase
Agreement
PO
Oracle Purchasing
PO_STANDARD
Standard Purchase Order
PO
Oracle Purchasing
RFI
RFI
SOURCING
Oracle Sourcing
RFI_RESPONSE
RFI Response
SOURCING
Oracle Sourcing
RFQ
RFQ
SOURCING
Oracle Sourcing
RFI_RESPONSE
Sourcing Quote
SOURCING
Oracle Sourcing
Layout Template
To print contract documents and the Deviations reports, Oracle Procurement Contracts
provides seeded layout templates in Oracle XML Publisher. The layout templates are
stored in the XML Publisher Layout Template repository.
The following table lists the seeded layout templates in Oracle Procurement Contracts:
Document Type
Document Type Layout
Contract Terms Layout
Standard Purchase Order
Standard Purchase Order
Stylesheet
Oracle Contract Terms
Template
Blanket Purchase Agreement
Blanket Agreement Stylesheet
Oracle Contract Terms
Template
Contract Purchase Agreement
Contract Agreement
Stylesheet
Oracle Contract Terms
Template
Seeded Data
D-3
Document Type
Document Type Layout
Contract Terms Layout
Sourcing RFI
Sourcing Style Sheet
Oracle Contract Terms
Template
Sourcing RFQ
Sourcing Style Sheet
Oracle Contract Terms
Template
Auction
Sourcing Style Sheet
Oracle Contract Terms
Template
The following table lists the seeded layout templates for the Deviations Report:
Name
Type
Description
Contract Deviations Sourcing
Template
RTF
The main Rich Text Format template for
Sourcing.
Contract Deviations
Purchasing Template
RTF
The main Rich Text Format template for
Purchasing.
Contract Deviations Report
Template
RTF
Sub template for contract deviations
summary details.
Contracts RTE Handler
Template
XSL-FO
Sub template for handling HTML tags
used in Rich Text Editor for contracts.
Contract Deviations
Constants Template
XSL-FO
Sub template containing all context
information.
Contract Deviations Variable
Resolution Template
XSL-FO
Sub template for variables resolution.
Notifications
The following table lists the different types of notifications that are seeded in Oracle
Contracts:
D-4
Oracle Procurement Contracts Implementation and Administration Guide
Seeded Notifications
Type
Business Context
Description
Clauses
Clause submitted for
approval
Notifies the global or local
organization approvers when
a global or local clause
requires approval.
Clauses
Global Clause approved
Sends a notification to the
requestor and library
administrators of local
organizations when a global
clause is approved.
Clauses
Clause rejected
Sends a notification to the
requestor in a global or local
organization when a clause is
rejected.
Clauses
Auto-adoption of global
clause
Sends a notification to the
library administrator of a
local organization when a
global clause is automatically
adopted in that organization.
Clauses
Global clause available for
adoption
Notifies the library
administrator of a local
organization when a global
clause is available for
adoption.
Clauses
Clause requiring approval for
adoption
Sends a notification that a
global clause was adopted in
a local organization and
submitted for approval.
Clauses
Clause adoption approved
Sends a notification that a
global clause was approved
for adoption in a local
organization.
Clauses
Clause adoption rejected
Sends a notification that a
global clause was rejected for
adoption in a local
organization.
Seeded Data
D-5
D-6
Type
Business Context
Description
Contract Templates
Contract template submitted
for approval
Notifies global or local
organization approvers when
a global or local template
requires approval.
Contract Templates
Contract template approved
Sends a notification to
requestor when a contract
template is approved.
Contract Templates
Contract template rejected
Sends a notification to
requestor in a global or local
organization when a contract
template is rejected.
Contract Deliverables
Overdue notification
Sends a notification for
overdue status on the due
date of the deliverable.
Contract Deliverables
Before due notification
Sends a notification prior to
the due date of a deliverable.
Contract Deliverables
Escalation notification
Sends a status notification to
escalation assignee after the
due date if the deliverable
was performed.
Contract Deliverables
Status change notification
Sends a notification when
either party changes the
status of the deliverable.
Repository
Approval request notification
Notifies the contract approver
when a contract requires
approval.
Repository
Contract approved
notification
Notifies the contract approval
requester that the contract has
been approved.
Repository
Contract rejected notification
Notifies the contract approval
requester that the contract has
been rejected.
Oracle Procurement Contracts Implementation and Administration Guide
Type
Business Context
Description
Repository
Contract expiration
notification
Notifies the contract
administrator that a contract
is about to expire.
Procurement Notifications
The following table lists the notifications seeded for Oracle Procurement Contracts:
Type
Business Context
Description
Signature
Buyer responding to contract after
supplier signature
Notifies the supplier that the buyer has
responded to the contract.
Signature
Contract approval
Notifies the supplier that the contract
was sent for signature.
Signature
Supplier rejects the contract
Notifies the buyer that the supplier has
rejected the contract.
Signature
Supplier signs the contract
Notifies the buyer that the supplier has
signed the contract, and the contract is
now requires the buyer signature.
System Variables
The following tables display the:
•
Seeded system variables in Oracle Purchasing and Oracle Sourcing.
•
Sources used by the system to retrieve values.
•
Document types in which the values are used.
Oracle Purchasing Seeded System Variables
The following table displays the seeded system variables in Oracle Purchasing.
Legend:
•
A - Sourced from the document.
Seeded Data
D-7
•
B - Organization, Legal Entity, Supplier Site, Ship-to, and Bill-to addresses are a
concatenation of the address components. For example, Address Lines, City, State,
Zip Code, and Country.
•
Note that Organization, Legal Entity, Ship-to, and Bill-to address formats follow the
HR Locations address format. However, Supplier Site address format follows the
PO Vendors address format.
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Organization
Organization
name
Organization
A
A
A
Organization
Address (B)
Address of
organization
Organization Address
A
A
A
Organization
Address Style
Address style
Organization Address
Style
A
A
A
Organization
Address Line
1
Organization
address line 1
Organization Address
Line 1
A
A
A
Organization
Address Line
2
Organization
address line 2
Organization Address
Line 2
A
A
A
Organization
Address Line
3
Organization
address line 3
Organization Address
Line 3
A
A
A
Organization
Address Town or City
Organization
address - town or
city
Organization Address
- Town or City
A
A
A
Header Level
D-8
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Organization
Address Postal Code
Organization
address - postal
code
Organization Address
- Postal Code
A
A
A
Organization
Address Country
Organization
address - country
Organization Address
- Country
A
A
A
Organization
Address Region 1
Organization
address - region
1
Organization Address
- Region 1
A
A
A
Organization
Address Region 2
Organization
address - region
2
Organization Address
- Region 2
A
A
A
Organization
Address Region 3
Organization
address - region
3
Organization Address
- Region 3
A
A
A
Legal Entity
Legal entity
name
Legal Entity
A
A
A
Legal Entity
Address (B)
Address of the
legal entity
Legal Entity Address
A
A
A
Legal Entity
Address Style
Address style
Legal Entity Address
Style
A
A
A
Legal Entity
Address Line
1
Legal entity
address - line 1
Legal Entity Address
Address Line 1
A
A
A
Legal Entity
Address Line
2
Legal entity
address - line 2
Legal Entity Address
Address Line 2
A
A
A
Seeded Data
D-9
D-10
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Legal Entity
Address Line
3
Legal entity
address - line 3
Legal Entity Address
Address Line 3
A
A
A
Legal Entity
Address Town or City
Legal Entity
address - town or
city
Legal Entity Address Town or City
A
A
A
Legal Entity
Address Postal Code
Legal Entity
address - postal
code
Legal Entity Address Postal Code
A
A
A
Legal Entity
Address Country
Legal Entity
address - country
Legal Entity Address Country
A
A
A
Legal Entity
Address Region 1
Legal Entity
address - region
1
Legal Entity Address Region 1
A
A
A
Legal Entity
Address Region 2
Legal Entity
address - region
2
Legal Entity Address Region 2
A
A
A
Legal Entity
Address Region 3
Legal Entity
address - region
3
Legal Entity Address Region 3
A
A
A
Document
Type
Document type
Type
A
A
A
PO
Document
Number
PO document
number
PO Number
A
A
A
Document
Revision
Document
revision number
Revision
A
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Supplier
Name
Supplier name
Supplier Name
A
A
A
Supplier Site
Name of the
supplier site
Supplier Site Name
A
A
A
Supplier Site
Address (B)
Address of the
supplier site
Supplier Site Address
A
A
A
Supplier
Address Line 1
Supplier address
- line 1
Supplier Address Line 1
A
A
A
Supplier
Address Line 2
Supplier address
- line 2
Supplier Address Line 2
A
A
A
Supplier
Address Line 3
Supplier address
- line 3
Supplier Address Line 3
A
A
A
Supplier
Address Line 4
Supplier address
- line 4
Supplier Address Line 4
A
A
A
Supplier State
Supplier address
- state
Supplier State
A
A
A
Supplier Zip
Code
Supplier address
- zip code
Supplier Zip Code
A
A
A
Supplier
Country
Supplier address
- country
Supplier Country
A
A
A
Supplier
Contact
Name of supplier
contact
Supplier Contact
A
A
A
Seeded Data
D-11
D-12
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Supplier
Classification
Supplier
classification
Supplier Classification
A
A
A
Supplier
Minority
Type
Supplier
minority type
Supplier Minority
Type
A
A
A
Ship To
Address
Ship to address
Ship To Address
A
A
A
Ship To
Address Style
Address style
Ship To Address Style
A
A
A
Ship To
Address Line 1
Ship to address line 1
Ship To Address Line 1
A
A
A
Ship To
Address Line 2
Ship to address line 2
Ship To Address Line 2
A
A
A
Ship To
Address Line 3
Ship to address line 3
Ship To Address Line 3
A
A
A
Ship To
Address Town or City
Ship to address town or city
Ship To Address Town or City
A
A
A
Ship To
Address Postal Code
Ship to address postal code
Ship To Address Postal Code
A
A
A
Ship To
Address Country
Ship to address country
Ship To Address country
A
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Ship To
Address Region 1
Ship to address region 1
Ship To Address Region 1
A
A
A
Ship To
Address Region 2
Ship to address region 2
Ship To Address Region 2
A
A
A
Ship To
Address Region 3
Ship to address region 3
Ship To Address Region 3
A
A
A
Bill to
Address (B)
Bill to Address
Bill to Address
A
A
A
Bill to
Address Style
Address style
Bill to Address - Style
A
A
A
Bill to
Address Line 1
Bill to address line 1
Bill to Address - Line 1
A
A
A
Bill to
Address Line 2
Bill to address line 2
Bill to Address - Line 2
A
A
A
Bill to
Address Line 3
Bill to address line 3
Bill to Address - Line 3
A
A
A
Bill to
Address Town or City
Bill to address town or city
Bill to Address - Town
or City
A
A
A
Seeded Data
D-13
D-14
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
Bill to
Address Postal Code
Bill to address postal code
Bill to Address - Postal
Code
A
A
A
Bill to
Address Country
Bill to address country
Bill to Address Country
A
A
A
Bill to
Address Region 1
Bill to address region 1
Bill to Address Region 1
A
A
A
Bill to
Address Region 2
Bill to address region 2
Bill to Address Region 2
A
A
A
Bill to
Address Region 3
Bill to address region 3
Bill to Address Region 3
A
A
A
Transaction
Currency
Document
transaction
currency
PO Currency
A
A
A
Functional
Currency
The currency that
an operating unit
uses to conduct
business
Functional Currency
A
A
A
Buyer
Buyer name
Buyer
A
A
A
PO Total
Amount
(Transaction
Currency)
Total amount of
the purchase
order in the
transaction
currency
PO Total Amount
(Transaction
Currency)
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
PO Total
Amount
(Functional
Currency)
Total amount of
the purchase
order in the
functional
currency
PO Total Amount
(Functional Currency)
A
Agreement
Amount
(Transaction
Currency)
Total agreement
amount for
blanket or
contract
agreement in the
transaction
currency
Agreement Amount
(Transaction
Currency)
A
A
Agreement
Amount
(Functional
Currency)
Total agreement
amount for
blanket or
contract
agreement in the
functional
currency
Agreement Amount
(Functional Currency)
A
A
Rate Type
Rate type
Rate Type
A
A
A
Rate Date
Rate date
Rate Date
A
A
A
Rate
Rate
Rate
A
A
A
Payment
Terms
Terms of
payment
Payment Terms
A
A
A
Freight
Terms
Terms of freight
Freight Terms
A
A
A
Carrier
Carrier
Carrier
A
A
A
Seeded Data
D-15
D-16
System
Variable
Description
Source
Standard
Purchas
e Order
Blanket
Purchas
e/ Global
Agreeme
nt
Contract
s/
Global
Contract
Purchas
e
Agreeme
nt
FOB
Free on board
designation
FOB
A
A
A
Pay On
Pay-on terms
Pay On
A
A
A
Acceptance
Method
Acceptance
method
Acceptance Method
A
A
A
Acceptance
Required By
Date
The required due
date for the
acceptance
Acceptance Required
By Date
A
A
A
Agreement
Start Date
Effective start
date of the
agreement
Effective Start Date
A
A
A
Agreement
End Date
Effective end
date of the
agreement
Effective End Date
A
A
Minimum
Release
Amount
(Transaction
Currency)
Minimum release
amount for
blanket or
contract
agreements in
the transaction
currency
Minimum Release
Amount (Transaction
Currency)
A
A
Minimum
Release
Amount
(Functional
Currency)
Minimum release
amount for
blanket or
contract
agreements in
the functional
currency
Minimum Release
Amount (Functional
Currency)
A
A
Oracle Procurement Contracts Implementation and Administration Guide
Oracle Sourcing Seeded System Variables
The following table displays the seeded system variables in Oracle Sourcing.
Legend:
•
A - Sourced from the document.
•
B - Organization, Legal Entity, Supplier Site, Ship-to, and Bill-to addresses are a
concatenation of the address components. For example, Address Lines, City, State,
Zip Code, and Country.
•
Note that Organization, Legal Entity, Ship-to, and Bill-to address formats follow the
HR Locations address format. However, Supplier Site address format follows the
PO Vendors address format.
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Organizati
on
Organization name
Organization
A
A
A
Organizati
on
Address
(B)
Address of organization
Organization Address
A
A
A
Organizati
on
Address
Style
Address style
Organization Address
Style
A
A
A
Organizati
on
Address
Line 1
Organization address line 1
Organization Address
Line 1
A
A
A
Header
Level
Seeded Data
D-17
D-18
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Organizati
on
Address
Line 2
Organization address line 2
Organization Address
Line 2
A
A
A
Organizati
on
Address
Line 3
Organization address line 3
Organization Address
Line 3
A
A
A
Organizati
on
Address Town or
City
Organization address - town
or city
Organization Address Town or City
A
A
A
Organizati
on
Address Postal
Code
Organization address postal code
Organization Address Postal Code
A
A
A
Organizati
on
Address Country
Organization address country
Organization Address Country
A
A
A
Organizati
on
Address Region 1
Organization address region 1
Organization Address Region 1
A
A
A
Organizati
on
Address Region 2
Organization address region 2
Organization Address Region 2
A
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Organizati
on
Address Region 3
Organization address region 3
Organization Address Region 3
A
A
A
Legal
Entity
Legal entity name
Legal Entity
A
A
A
Legal
Entity
Address
(B)
Address of the legal entity
Legal Entity Address
A
A
A
Legal
Entity
Address
Style
Address style
Legal Entity Address
Style
A
A
A
Legal
Entity
Address
Line 1
Legal entity address - line 1
Legal Entity Address
Address Line 1
A
A
A
Legal
Entity
Address
Line 2
Legal entity address - line 2
Legal Entity Address
Address Line 2
A
A
A
Legal
Entity
Address
Line 3
Legal entity address - line 3
Legal Entity Address
Address Line 3
A
A
A
Legal
Entity
Address Town or
City
Legal Entity address - town
or city
Legal Entity Address Town or City
A
A
A
Seeded Data
D-19
D-20
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Legal
Entity
Address Postal
Code
Legal Entity address - postal
code
Legal Entity Address Postal Code
A
A
A
Legal
Entity
Address Country
Legal Entity address country
Legal Entity Address Country
A
A
A
Legal
Entity
Address Region 1
Legal Entity address - region
1
Legal Entity Address Region 1
A
A
A
Legal
Entity
Address Region 2
Legal Entity address - region
2
Legal Entity Address Region 2
A
A
A
Legal
Entity
Address Region 3
Legal Entity address - region
3
Legal Entity Address Region 3
A
A
A
Document
Type
Document type
(Auction) Type
A
A
A
Sourcing
Document
Number
Sourcing document number
(Auction) Number
A
A
A
Ship To
Address
Ship to address
Ship To Address
A
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Ship To
Address Style
Address style
Ship To Address - Style
A
A
A
Ship To
Address Line 1
Ship to address - line 1
Ship To Address - Line 1
A
A
A
Ship To
Address Line 2
Ship to address - line 2
Ship To Address - Line 2
A
A
A
Ship To
Address Line 3
Ship to address - line 3
Ship To Address - Line 3
A
A
A
Ship To
Address Town or
City
Ship to address - town or
city
Ship To Address - Town
or City
A
A
A
Ship To
Address Postal
Code
Ship to address - postal code
Ship To Address - Postal
Code
A
A
A
Ship To
Address Country
Ship to address - country
Ship To Address country
A
A
A
Ship To
Address Region 1
Ship to address - region 1
Ship To Address Region 1
A
A
A
Ship To
Address Region 2
Ship to address - region 2
Ship To Address Region 2
A
A
A
Seeded Data
D-21
D-22
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Ship To
Address Region 3
Ship to address - region 3
Ship To Address Region 3
A
A
A
Bill to
Address
(B)
Bill to Address
Bill to Address
A
A
A
Bill to
Address Style
Address style
Bill to Address - Style
A
A
A
Bill to
Address Line 1
Bill to address - line 1
Bill to Address - Line 1
A
A
A
Bill to
Address Line 2
Bill to address - line 2
Bill to Address - Line 2
A
A
A
Bill to
Address Line 3
Bill to address - line 3
Bill to Address - Line 3
A
A
A
Bill to
Address Town or
City
Bill to address - town or city
Bill to Address - Town
or City
A
A
A
Bill to
Address Postal
Code
Bill to address - postal code
Bill to Address - Postal
Code
A
A
A
Bill to
Address Country
Bill to address - country
Bill to Address Country
A
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Bill to
Address Region 1
Bill to address - region 1
Bill to Address - Region
1
A
A
A
Bill to
Address Region 2
Bill to address - region 2
Bill to Address - Region
2
A
A
A
Bill to
Address Region 3
Bill to address - region 3
Bill to Address - Region
3
A
A
A
Transactio
n
Currency
Document transaction
currency
Negotiation Currency
A
A
A
Functional
Currency
The currency that an
operating unit uses to
conduct business
Negotiation Currency
A
A
A
Buyer
Buyer name
(Enterprise) Contact
A
A
A
Agreemen
t Amount
(Transacti
on
Currency)
Total agreement amount for
blanket or contract
agreement in the transaction
currency
Total Agreement
Amount
A
A
Agreemen
t Amount
(Functiona
l
Currency)
Total agreement amount for
blanket or contract
agreement in the functional
currency
Total Agreement
Amount
A
A
Payment
Terms
Terms of payment
Payment Terms
A
A
Seeded Data
A
D-23
D-24
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Freight
Terms
Terms of freight
Freight Terms
A
A
A
Carrier
Carrier
Carrier
A
A
A
FOB
Free on board designation
FOB
A
A
A
Agreemen
t Start
Date
Effective start date of the
agreement
Effective Start Date
A
A
Agreemen
t End Date
Effective end date of the
agreement
Effective End Date
A
A
Minimum
Release
Amount
(Transacti
on
Currency)
Minimum release amount
for blanket or contract
agreements in the
transaction currency
Minimum Release
Amount (Transaction
Currency)
A
A
Minimum
Release
Amount
(Functiona
l
Currency)
Minimum release amount
for blanket or contract
agreements in the functional
currency
Minimum Release
Amount (Functional
Currency)
A
A
Outcome
Oracle Purchasing Style of
the purchasing document
created as an outcome of a
negotiation
(Auction) Outcome
A
A
Outcome
Document
Type
Document Type of the
Oracle Purchasing document
created as an outcome of a
negotiation
(Auction) Outcome
Document Type
A
A
Oracle Procurement Contracts Implementation and Administration Guide
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Title
Sourcing document title
(Auction) Title
A
A
A
Response
Style
Response style
Response Style
A
A
A
Response
Ranking
Method to determine how
responses are ranked
Bid/Quote Ranking
A
A
A
Enterprise
Name
Enterprise name
Auctioneers / Buyer
A
A
A
Open
Response
Date
The date the negotiation
opens
Open Response Date
A
A
A
Close
Response
Date
The date the negotiation
closes
Close Response Date
A
A
A
Preview
Date
During the preview period,
all eligible suppliers can
view the auction/RFQ, but
not submit responses
Preview Date
A
A
A
Scheduled
Award
Date
The date by which the
auction/RFQ is awarded
Scheduled Award Date
A
A
Amendme
nt
Descriptio
n
Amendment description
Amendment Description
A
A
A
Response
Number
Response document number
Response Number
A
A
A
(If the Open Response
Date is set to Null, the
System Date would be
used.)
Seeded Data
D-25
System
Variable
Description
Source
Buyer'
s
Auctio
n
Sour
cing
Requ
est
for
Quot
e
Requ
est
for
Infor
mati
on
Response
Currency
Currency of the response
document
Response Currency
A
A
A
Contract Expert System Variables
The following table displays seeded Contract Expert system variables and value sets
associated with them.
D-26
System Variable
Purchasing Value Set
Sourcing Value Set
Organization
OKC_XPRT_OPER_UNIT
OKC_XPRT_OPER_UNIT
Legal Entity
OKC_XPRT_LEGAL_ENTITY
OKC_XPRT_LEGAL_ENTITY
Document Type
POC_XPRT_DOC_TYPE
POC_XPRT_DOC_TYPE
Supplier Name
POC_XPRT_SUPPLIER
NOT APPLICABLE
Supplier Country
OKC_XPRT_COUNTRY
NOT APPLICABLE
Transaction Currency
OKC_XPRT_CURRENCY
OKC_XPRT_CURRENCY
Functional Currency
OKC_XPRT_CURRENCY
OKC_XPRT_CURRENCY
PO Total Amount
(Transaction Currency)
NOT APPLICABLE
NOT APPLICABLE
PO Total Amount (Functional
Currency)
NOT APPLICABLE
NOT APPLICABLE
Agreement Amount
(Transaction Currency)
NOT APPLICABLE
NOT APPLICABLE
Oracle Procurement Contracts Implementation and Administration Guide
System Variable
Purchasing Value Set
Sourcing Value Set
Agreement Amount
(Functional Currency)
NOT APPLICABLE
NOT APPLICABLE
Global Flag
OKC_XPRT_YES_NO
OKC_XPRT_YES_NO
Rate Type
OKC_XPRT_RATE_TYPE
NOT APPLICABLE
Payment Terms
POC_XPRT_PAY_TERMS
POC_XPRT_PAY_TERMS
Freight Terms
POC_XPRT_FREIGHT_TERM
S
POC_XPRT_FREIGHT_TERM
S
Carrier
OKC_XPRT_CARRIER
OKC_XPRT_CARRIER
FOB
POC_XPRT_FOB
POC_XPRT_FOB
Pay On
POC_XPRT_PAY_ON
POC_XPRT_PAY_ON
Supply Agreement Flag
OKC_XPRT_YES_NO
NOT APPLICABLE
Minimum Release Amount
(Transaction Currency)
NOT APPLICABLE
NOT APPLICABLE
Minimum Release Amount
(Functional Currency)
NOT APPLICABLE
NOT APPLICABLE
Outcome
NOT APPLICABLE
PON_CONTRACT_TYPE_PO
Style
NOT APPLICABLE
PON
_BID_VISIBILITY_CODE
Display Scoring Criteria Flag
NOT APPLICABLE
PON _YES_NO
Currency Responses Allowed
Flag
NOT APPLICABLE
PON _YES_NO
Invitation Only Participation
Flag
NOT APPLICABLE
PON _YES_NO
See Other Supplier's
Responses Flag
NOT APPLICABLE
PON _YES_NO
Seeded Data
D-27
System Variable
Purchasing Value Set
Sourcing Value Set
Selective Response Allowed
Flag
NOT APPLICABLE
PON _YES_NO
Full Quantity Response
Required Flag
NOT APPLICABLE
PON _YES_NO
Multiple Responses Allowed
Flag
NOT APPLICABLE
PON _YES_NO
Multiple Rounds Allowed
Flag
NOT APPLICABLE
PON _YES_NO
Manual Close Allowed Flag
NOT APPLICABLE
PON _YES_NO
Manual Extend Allowed Flag
NOT APPLICABLE
PON _YES_NO
AutoExtend Allowed Flag
NOT APPLICABLE
PON _YES_NO
Response Prices Decrease
Flag
NOT APPLICABLE
PON _YES_NO
Item Category
POC_XPRT_ITEM_CATEGO
RY
POC_XPRT_ITEM_CATEGO
RY
Purchasing Style
NOT APPLICABLE
PO_XPRT_PURCHASING_ST
YLE
Transportation Arranger
PO_XPRT_TRANSPORTATI
ON_ARRANGED
NOT APPLICABLE
Outcome Document Type
NOT APPLICABLE
PON_CONTRACT_TYPE
Lookup Codes
Standard ACCEPTANCE_TYPE Lookup Codes
The following table displays the values for the ACCEPTANCE_TYPE lookup code:
D-28
Oracle Procurement Contracts Implementation and Administration Guide
Look Up Code Value
Description
ACCEPT WITH CHANGES
Accepted purchase order and changes are
present.
ACCEPTED TERMS
Accepted all purchase order terms.
OPEN
Open
ON SCHEDULE
Purchase order on schedule.
UNACCEPTABLE CHANGES
Unacceptable purchase order changes.
For more information about lookup codes, see Lookup Codes, Oracle Contracts
Implementation and Administration Guide.
Function Security
The following table lists the security functions provided by Oracle Procurement
Contracts and the specific functionality that these functions and sub-menus would
enable in Oracle Purchasing, Oracle Sourcing, and Oracle iSupplier Portal:
New Menu or Function
Name
Technical Name
Description
Author Contract Terms in
Oracle Purchasing
PO_CONTRACT_TERMS
Controls whether Oracle
Purchasing users can author
contract terms.
Author Deliverables Main
Menu
OKC_AUTHOR_DELIVERAB
LES_MAIN
Author Deliverables main
menu: included in Sourcing
Buyer and Sourcing Super
User menus.
Contract Terms Access in
Oracle Sourcing
PON_BUYER_CONTRACT_T
ERMS
Enables Sourcing Buyer to
access contract terms.
Contract Terms Library
Access
OKC_TERMS_LIBRARY_MA
IN
Enables Oracle Purchasing
users to directly access the
contract terms library.
Seeded Data
D-29
D-30
New Menu or Function
Name
Technical Name
Description
Contract Terms User
OKC_CONTRACT_TERMS_
USER
Contracts Terms User:
included in Sourcing Buyer
and Sourcing Super User
menus.
Create RFQ
<RFQ_NUMBER>: Define
Contract Terms
PON_NEG_CRT_CONTRAC
TS
Used to grant/deny access to
the Enter Contract Terms
page.
Manage Deliverables
OKC_DELIVERABLES_WKB
NCH_VIEW
Enables access to the Manage
Deliverables option under the
Orders tab in Oracle iSupplier
Portal.
Manage Deliverables for PO
PO_DELIVERABLES_WKBN
CH
Controls the display of the
following:
•
Deliverables tab in the
Professional Buyer's
Work Center
•
Manage Deliverables
option in the Action list
for a purchase order
•
Manage Deliverables
option in the navigator
menu
•
Update Deliverable
Status button in the
Terms window in Forms
Manage Deliverables Main
Menu
OKC_MANAGE_DELIVERA
BLES_MAIN
Manage Deliverables main
menu: gives Oracle Sourcing
and Oracle Purchasing users
access to manage deliverables.
Manage Contract Deliverables
POS_MANAGE_DELIVERAB
LES
Controls whether a supplier is
enabled to manage
deliverables.
Oracle Procurement Contracts Implementation and Administration Guide
New Menu or Function
Name
Technical Name
Description
Sign Purchase Order
POS_SIGN_ORDER
Controls whether a supplier is
enabled to sign purchase
orders.
Update Response
Deliverables
PON_DELIV_RES
Enables access to the Update
Response Deliverables page.
View Contract Amendments
POS_VIEW_AMENDMENTS
Controls whether a supplier is
enabled to view contract
deliverables and clauses.
View Document
PO_VIEW_DOCUMENT
Controls whether a supplier is
enabled to view the PDF
version of a purchase order
document.
Seeded Data
D-31
E
XML Reference
This appendix describes the contract terms XML reference.
This appendix covers the following topics:
•
Contract Terms XML Reference
Contract Terms XML Reference
The complete definition of the contract terms XML is provided as an XML schema
seeded with Oracle Contracts. You can find the XML schema file in the XML Publisher
data definition Contract Terms Data Definition. The XML defined in this section
represent contract templates. However, the contract XML is also included in sourcing
documents, procurement contracts, sales contracts, quotes and other contracts to
represent contract terms.
Contract Terms XML
The complete definition of the XML format is provided as an XML schema. The XML
schema file can be found in the XML Publisher data definition Contract Terms Data
Definition. The ContractTermsAM element is the top-level node of the XML document
for a contract template. Other XML documents, such as sales contracts XML, include the
ContractTermsAM element as a child node.
The ContractTermsAM XML element has the following structure:
ContractTermsAM
VariablesMetaDataVO (1)
VariablesMetaDataVORow (0 or more)
ParametersVO (1)
ParametesVORow (1)
SectionsArticlesToPrintVO (1)
SectionsArticlesToPrintVORow (0 or more)
DeliverablesAM (1)
DeliverablesAllForBusinessDocExpVO (0 or 1)
XML Reference
E-1
DeliverablesAllForBusinessDocExpVORow (0 ormore)
DeliverablesForAllSourcingExpVO (0 or 1)
DeliverablesForAllSourcingExpVORow (0 or more)
DeliverablesForInternalContractualExpVO (0 or 1)
DeliverablesForInternalContractualExpVORow (0 or more)
DeliverablesForExternalSourcingExpVO (0 or 1)
DeliverablesForExternalSourcingExpVORow (0 or more)
DeliverablesForExternalContractualExpVO (0 or 1)
DeliverablesForExternalContractualExpVORow (0 or more)
DeliverablesForInternalSourcingExpVO (0 or 1)
DeliverablesForInternalSourcingExpVORow (0 or more)
The following is an example of a contract terms XML document. This XML document is
a shortened version of the preview XML document that is also available in the Contract
Terms Data Definition.
<?xml version="1.0" encoding="UTF-8" ?>
<ContractTermsAM type="AM" name="ContractTermsAM1">
<VariablesMetadataVO type="VO" name="VariablesMetadataVO">
<VariablesMetadataVORow>
<ArticleVersionId>6319</ArticleVersionId>
<VariableCode>EXTERNAL_CONTRACTUAL_DEL</VariableCode>
<VariableType>D</VariableType>
<DocType>TEMPLATE</DocType>
<ViewObjectName>DeliverablesForExternalContractualExpVO</ViewObjectName>
<ExternalYn>N</ExternalYn>
</VariablesMetadataVORow>
<VariablesMetadataVORow>
<ArticleVersionId>6313</ArticleVersionId>
<VariableCode>1022</VariableCode>
<VariableType>U</VariableType>
<ExternalYn>N</ExternalYn>
</VariablesMetadataVORow>
</VariablesMetadataVO>
<ParametersVO type="VO" name="ParametersVO">
<ParametersVORow>
<PrintAmendments>0</PrintAmendments>
<DocumentName>Example Contract Template</DocumentName>
</ParametersVORow>
</ParametersVO>
<SectionsArticlesToPrintVO type="VO" name="SectionsArticlesToPrintVO">
<SectionsArticlesToPrintVORow>
E-2
Oracle Procurement Contracts Implementation and Administration Guide
<UniqueId>SECTION14394</UniqueId>
<StructureLevel>1</StructureLevel>
<ObjectType>SECTION</ObjectType>
<DocumentId>3941</DocumentId>
<DocumentType>TEMPLATE</DocumentType>
<DisplaySequence>10</DisplaySequence>
<Label>I.</Label>
<Title>Contract Terms and Conditions</Title>
<ArticleText />
<CatId>14394</CatId>
</SectionsArticlesToPrintVORow>
<SectionsArticlesToPrintVORow>
<UniqueId>ARTICLE36293</UniqueId>
<StructureLevel>2</StructureLevel>
<ObjectType>ARTICLE</ObjectType>
<ParentId>14394</ParentId>
<DocumentId>3941</DocumentId>
<DocumentType>TEMPLATE</DocumentType>
<DisplaySequence>10</DisplaySequence>
<Label>1.</Label>
<Title>Limitation of Government Liability</Title>
<ArticleNumber>10415</ArticleNumber>
<ArticleText>
<P>a) A <var name="1022" type="U" meaning="Contract Type"/>
<EM>[insert specific type of contract]</EM>
definitive contract is contemplated. </P>
<P>(b) In performing this contract, the Contractor is not authorized to
make expenditures or incur obligations exceeding
<var name="OKC$B_AGREEMENT_AMOUNT_TXN" type="S" meaning="Agreement
Amount (Transaction Currency)" />
<var name="OKC$B_TXN_CURRENCY" type="S" meaning="Transaction Currency"
/>. </P>
</ArticleText>
<ArticleVersionId>6312</ArticleVersionId>
<ArticleId>6006</ArticleId>
<CatId>36293</CatId>
<InsertByReference>N</InsertByReference>
</SectionsArticlesToPrintVORow>
</SectionsArticlesToPrintVO>
<DeliverablesAM type="AM" name="DeliverablesAM1">
<DeliverablesForExternalContractualExpVO type="VO" name="
DeliverablesForExternalContractualExpVO">
XML Reference
E-3
<DeliverablesForExternalContractualExpVORow>
<DeliverableId>29101</DeliverableId>
<DeliverableName>Prototype</DeliverableName>
<ResponsiblePartyName>Supplier Organization</ResponsiblePartyName>
<PrintDueDate>01/03/2004</PrintDueDate>
<DelAdditionalAttrs><attribute_group_address><del_attribute1>County</del
_attribute1><del_attribute2>City</del_attribute2>
<del_attribute3>State</del_attribute3></attribute_group_address></DelAdd
itionalAttrs>
</DeliverablesForExternalContractualExpVORow>
</DeliverablesForExternalContractualExpVO>
</DeliverablesAM>
</ContractTermsAM>
ContractTermsAM
The ContractTermsAM element is the top-level node (root node) of the Contract Terms
XML for contract templates.
The following table displays the nodes for the ContractTermsAM element:
Element/Attribute
Set to Null
Type
Comments
VariablesMetaDataV
O
Yes
Complex
The definition and
values for variables.
Contract templates do
not contain variable
values.
ParametersVO
Yes
Complex
Parameters that
describe how the
document should be
printed.
SectionsArticlesToPri
ntVO
Yes
Complex
Sections and articles
of the contract terms.
DeliverablesAM
Yes
Complex
Deliverables included
in the contract
template.
ContractTermsAM Components
The following sections describe the components of the ContractTermsAM:
E-4
Oracle Procurement Contracts Implementation and Administration Guide
SectionsArticlesToPrintVO
This XML element contains the text of sections and clauses for the contract terms. The
SectionsArticlesToPrintVO is a child element of the ContractTermsAM element. It only
contains SectionsArticlesToPrintVORow elements. Each of these elements contains
either a section or a clause.
The following table displays the child elements for the SectionsArticlesToPrintVORow
element:
Element/Attribute
Set to Null
Type
Comments
Uniqueld
No
String
The unique identifier
for this element. The
unique identifier is
composed of the
prefix "SECTION" or
"ARTICLE" and the
CatId.
StructureLevel
No
Integer
The indention level of
the section or clause.
For example, sections
with StructureLevel=2
are subsections.
ObjectType
No
Enumeration
The object type is
either SECTION or
ARTICLE.
ParentID
No
Long
The CatId of the
parent element. For a
subsection this would
be the identifier of the
section in which you
find the subsection.
Since only sections
and not clauses can
be parents, the CatId
is unique.
DocumentID
No
Long
The identifier of the
contract document.
XML Reference
E-5
E-6
Element/Attribute
Set to Null
Type
Comments
DocumentType
No
String
The type of the
contract document.
For a contract
template, the type is
TEMPLATE.
DisplaySequence
No
Integer
The display or
printing order for
sections and clauses.
Label
No
String
The sequential
number defined by
the numbering
scheme for sections
and clauses.
Title
No
String
The title of a section
or a clause.
ArticleNumber
No
String
The clause number.
ArticleText
No
String
The text of the clause.
This text may contain
selected HTML tags
such as <EM>,
<STRONG> or <B>.
Oracle Contracts
ensures that all tags
are closed and XML
compliant.
ArticleId
No
Long
The unique clause
identifier (may be
identical to a section
identifier).
ArticleVersionId
No
Long
The unique identifier
for the clause version.
Oracle Procurement Contracts Implementation and Administration Guide
Element/Attribute
Set to Null
Type
Comments
CatId
No
Long
A document may
contain the same
clause more than
once. Therefore, the
ArticleId and the
ArticleVersionId may
not be unique for a
document. However,
the CatId is different,
even if the same
clause is twice in the
same document.
InsertByReference
Yes
Enumeration
Especially in
government contracts
(FAR), clauses may be
inserted by reference.
If this clause should
be inserted by
reference, the value is
"Y", otherwise "N".
ReferenceText
Yes
String
The text shown when
a clause inserted by
reference.
AmendDescription
Yes
String
The amendment
description for the
clause. If the clause
has not been
amended or no
amendment
description has been
provided, the element
is missing.
XML Reference
E-7
Element/Attribute
Set to Null
Type
Comments
AmendmOperation
Meaning
Yes
String
The translated
description of the
AmendmentOperatio
nCode. For English
language, the values
are: Added, Updated,
and Deleted. If the
deliverable has not
been amended, the
element is missing.
AmendmentOperatio
nCode
Yes
Enumeration
The code for the
amendment
operation. The code
can be set to:
ADDED, UPDATE, or
DELETED. If the
deliverable has not
been amended, the
element is missing.
PrintTextYm
Yes
String
If the clause has been
amended, the user
chooses if the
complete clause text
should be displayed
(PrintTextYn="Y") or
not (PrintTextYn="
N").
DeliverablesAM
This XML element contains the deliverables for the contract terms. The DeliverablesAM
element is a child element of the ContractTermsAM and may contain the multiple child
elements. The child elements correspond to the deliverable variables supported by
Oracle Contracts.
The following table displays the child elements for the DeliverablesAM element:
E-8
Element/Attribute
Set to Null
Type
Comments
DeliverablesAllForBu
sinessDocExpVO
Yes
Complex
All deliverables of the
document.
Oracle Procurement Contracts Implementation and Administration Guide
Element/Attribute
Set to Null
Type
Comments
DeliverablesForAllSo
urcingExpVO
Yes
Complex
All deliverables
specific to the
sourcing phase.
DeliverablesForIntern
alContractualExpVO
Yes
Complex
All internal or
outbound contractual
deliverables.
DeliverablesForExter
nalSourcingExpVO
Yes
Complex
All external or
inbound deliverables
during the sourcing
phase. Deliverables
that have to be
fulfilled by the other
party.
DeliverablesForExter
nalContractualExpVO
Yes
Complex
All external or
inbound contractual
deliverables.
Deliverables that
have to be fulfilled by
the other party.
DeliverablesForIntern
alSourcingExpVO
Yes
Complex
All internal or
outbound
deliverables during
the sourcing phase.
Each of these elements may have multiple child elements witch has the same name and
the added suffix "Row". For example, the DeliverablesAllForBusinessDocExpVO
element has DeliverablesAllForBusinessDocExpVORow child elements.
Each of these elements contains the data for one deliverable.
The following table displays the child elements for each of these DeliverablesRow
elements:
Element/Attribute
Set to Null
Type
Comments
DeliverableId
No
Long
The unique identifier
of the deliverable.
XML Reference
E-9
E-10
Element/Attribute
Set to Null
Type
Comments
DeliverableName
No
String
The name of the
deliverable.
Description
Yes
String
The description of the
deliverable.
ResponsiblePartyNa
me
No
String
The name of the party
that is responsible for
fulfilling the
deliverable. Either
"Supplier
Organization" or
"Buyer Organization".
PrintDueDate
Yes
String
A string that
describes the date
when the deliverable
is due. This may be a
fixed date such as
"03/10/06", or an
expression such as
"Due 30 days after
Purchase Order
Signed".
DelAdditionalAttrs
Yes
Complex
When UDA is
enabled for the
deliverables, this
node will have the
information related to
the UDA's. The
structure contains all
the attribute groups
under
DelAdditionalAttrs.
The UDA attributes
and their values are
nested in the attribute
groups. This
information is used to
print UDA groups in
the contracts. If no
UDA's are added to
the deliverable, the
element is missing.
Oracle Procurement Contracts Implementation and Administration Guide
Element/Attribute
Set to Null
Type
Comments
AmendmentNotes
Yes
String
The amendment
description for the
deliverable. If the
deliverable has not
been amended the
element is missing.
AmendmentMeaning
Yes
String
The translated
description of the
AmendmentCode.
For English the values
are: "Added",
"Updated" and
"Deleted". If the
deliverable has not
been amended the
element is missing.
AmendmentCode
Yes
Enumeration
The code for the
amendment
operation: ADDED,
UPDATE or
DELETED. If the
deliverable has not
been amended the
element is missing.
VariablesMetaDataVO
The VariablesMeatDataVO contains variable values (for user variables) or the XPath to
the element that contains the data for the variable. Typically contract templates do not
contain variable values. The only exception is deliverable variables, since deliverables
can be associated with templates. The variable section is automatically resolved by the
code in the stylesheet, and there should be little need to customize this code.
The VariablesMetaDataVO is a child element of the ContractTermsAM element. It may
only contain multiple VariablesMetadataVORow elements. These child elements
describe the variables that may be found in the contract template.
XML Reference
E-11
Element/Attribute
Set to
Null
Type
Comments
ArticleVersionId
Yes
Long
This field is only important for user variables
since user variables may have different
values for different clauses. The identifier of
the clause version that has this value.
VariableCode
No
String
The code of the variable: a unique identifier
in the document.
VariableType
No
Enumeration
The variable type:
•
D: Deliverable
•
S: System
•
U: User
•
T: Table
DocType
Yes
String
The type of the contract document. For a
contract template the type is TEMPLATE.
Value
Yes
String
The value for a user variable
CatId
Yes
String
The CatId of the clause that contains this
value for the user variable.
ViewObjectName
Yes
String
XPath of the data associated with system
variable.
AttributeName
Yes
String
The name of the element that contains the
variable. The element is relative to the XPath
of the "ViewObjectName"
ExternalYn
Yes
Enumeration
Indicates if the variable is external (Y) or not
(N). In a negotiation, this flag controls, if a
variable should be communicated to an
external party or not.
ParametersVO
The ParametersVO contains information about how to print the document. The
ParametersVO element is a child of the ContractTermsAM and contains one
E-12
Oracle Procurement Contracts Implementation and Administration Guide
ParametersVORow child element.
The following table displays the child elements that the ParametersVORow element
contains:
Element/Attribute
Set to
Null
Type
Comments
PrintAmendments
No
Enumerati
on
This parameter determines the print area. It can
be set to:
•
0: Only the contract is printed.
•
1: Only the amendment (change) is printed.
•
2: Amendments and changes are printed.
DocumentName
Yes
String
The name of the contract document.
ContractStatus
Yes
String
Status of the Contract:
•
Draft
•
Pending Approval
•
Approved
•
Rejected
Watermark Text
Yes
String
The text for the watermark.
Organization Name
Yes
String
Name of the organization that owns the
document.
XML Reference
E-13
Glossary
Adopt As-Is
An option that allows a local organization to adopt a global clause without
modification. However, the clause still goes through formal approvals in the local
organization.
Amendment
Any changes made to the terms of a signed contractual business document. These
changes could be made to the contract language or to the deliverables.
Auto-Adoption
Allows organizations to use global clauses automatically, without formal approval
processes.
Business Document
A document generated in the procurement contracting business flows. For example,
Standard Purchase Order, Blanket Purchase Agreement, and RFQ.
Clause
Business or legal language that constitutes the terms of a contract. Note that earlier
clauses were referred to as articles.
Contract
A binding agreement between two or more individuals or organizations that describes
the obligations and rights of the parties and is enforceable by law.
Contract Document
Any document that is used for the purpose of or incidental to a contractual negotiation
or execution. Examples of contract documents include, signed contract image and
supporting documents.
Contract Template
A document containing standard (boilerplate) terms that organizations use to rapidly
Glossary-1
create new contracts with pre-approved legal language.
Contract Terms
See: Terms and Conditions., page Glossary-5
Contract Terms Library
A centralized repository for approved Contract Templates., page Glossary-1
Contract XML
The XML document that represents a contract's terms. Oracle Contracts uses this
document to generate the contract document in PDF using a layout template configured
by the user.
Contracts Workbench
Users can access contracts authored in other applications such as Oracle Order
Management, Oracle Quoting, Oracle Procurement and Oracle Sourcing and manage
repository contracts from the contracts workbench.
Contractual Deliverable
A task that is part of the contract's terms, and that one of the parties needs to perform
during the life of the contract.
Data Source Name
The name of the data definition for a layout template.
Deliverable
A task that needs to be performed as part of the execution of the contract, either once or
in a repeating fashion. Deliverables are part of the terms of a contract.
Deliverable Variable
A variable that captures the list of deliverables applicable to a contract. The list appears
in table format on a printed contract.
Document Type
A categorization of business documents, in the Contract Terms Library, to identify
documents that are generated in the procurement contracting business flows.
Execute a Contract
Means to fulfill the commitments under the contract. Note that some organizations use
this term to describe the act of signing of a contract.
Glossary-2
External Party
Represents all business units or organizations with which a contract can be entered into.
In the application, External Party specifically identifies supplier as understood in the
procurement flows.
Global Organization
An operating unit in an organization that sets contract standards for all operating units
worldwide.
Insert by Reference
Allows users to print only a reference to the full clause text on a printed contract
without printing the entire text. The text of a clause with this attribute is standard and
publicly available. A reference to the location of the full text is sufficient on the printed
document. This is typically used in procurement contracts of U.S. government agencies.
Intent
Determines the usage of contract.
Internal Deliverable
A task that the internal party needs to perform but is not part of the terms. Internal
Deliverables typically are fulfilled to augment the contractual deliverables and stay
compliant with contract terms.
Internal Party
Internal party represents a business unit or organization that has implemented and uses
the Oracle Procurement Contracts solution.
Keyword Search
An easy method to search for clauses and contract templates in the Contract Terms
Library. The search is performed across several attributes, such as Description, Title,
and Clause Text.
Layout Template
A document that defines the layout of contract templates or contract terms on other
business documents. The layout template is designed using the following file types:
•
XSL-FO
•
RTF (Rich Document Format)
•
PDF (Portable Document Format)
Glossary-3
Local Organization
An operating unit of a larger organization. Local organizations subscribe to global
clauses approved by the global organization, and adopt or localize them for use in local
contracts., page Glossary-4, page Glossary-1
Localization
The process by which a local organization uses Oracle Contracts to modify global
clauses to enable the use of clauses in that organization.
Negotiation Deliverable
A deliverable that needs to be performed during the negotiation phase of the contract. It
is authored and managed in Oracle Sourcing.
Numbering Scheme
A definition of the numbering format that numbers clauses and sections in a printed
contract.
Party
Refers to any business unit or organization representing both sides of a contract,
whether internal or external.
PDF
(Portable Document Format) An open printable-document standard that Adobe
Systems, Incorporated developed and that Oracle Contracts uses as the format for
printed contracts. Use the Adobe Acrobat application to view and print PDF
documents.
Provision
Used in the Federal Government contracting. A provision is a type of clause that is used
only in negotiations and is dropped when the negotiation is converted to a contract.
Redline Comparisons
Compares and highlights the differences between two pieces of clause text. Oracle
Contracts offers redline comparisons between two versions of a standard clause,
between a non-standard clause and its original standard clause, and more.
Rich Text Editor
An online editing tool used to format clause text on a business document or in the
Contract Terms Library. The rich text editor supports font effects (bold, italic,
underline), alignment, indentation, and bulleted or numbered lists.
Glossary-4
RTF
The Rich Text Format (RTF) specification provides a format for text and graphics
interchange that can be used with different applications, output devices, operating
environments, and operating systems.
Section
Section is a categorization that helps group clauses under a logical common heading.
System Variable
A variable whose value is set by Oracle Procurement Contracts and represents an
attribute of the purchasing document. For example, PO Amount, Payment Terms, and
PO Number.
Table Variable
One of several variables that capture certain types of structured information, such as
items and price lists, in sales contracting flows.
Template
See: Contract Templates or Layout Template, page Glossary-3, page Glossary-1
Terms and Conditions
The set of clauses and deliverables that together constitute the terms and conditions of a
contract. Also known as the legal language of the contract.
User-Defined Variable
Variables that an organization defines over and above the system variables. Users must
provide values for these variables as part of the contract authoring process.
Variable
A piece of information that is generated by the system or filled in by the user, and can
appear inside a clause. Variables often represent a negotiated term or a field from the
business document.
XML
(eXtensible Markup Language) An industry standard for formatting data to allow easy
exchange and processing of business documents. Oracle Contracts uses Contract XML
documents to format contracts for previewing and printing.
XSL-FO Stylesheet
(eXtensible Stylesheet Language - Formatting Objects) An industry standard for
formatting XML documents. Oracle Contracts uses XSL-FO stylesheets to format XML
data documents for printing.
Glossary-5
Index
A
Administer Contract Changes, 5-31
Amendments, 5-31
Application Object Library Lookups window, 413
Approval Workflows, 4-12
Approve and Sign Contracts, 5-25
approve, 5-26
sign, 5-25
Approvers, 4-12
Author Contracts, 5-14
automatic application of contract templates, 520
cancel contracts, 5-25
Contract Deviations Report, 5-19
Contract Expert, 5-18
create a contract, 5-17
global purchasing agreement, 5-22
master service agreement, 5-22
printed contract documents, 5-23
roles and responsibilities, 5-16
supplier authored, 5-21
Automatic Application of Contract Templates, 520
AutoNumbering, 4-19
C
clauses
importing, 6-20
open interface, 6-26
searching for, 6-13
XML import, 6-28
Close Out Contracts, 5-33
Contract Amendment, 5-31
Contract Authoring, 5-14
Contract Clause Analysis report, 6-16
Contract expert
managing constants, 7-6
managing questions, 7-3
managing rules, 7-8
overview of, 7-2
using contract expert on business documents,
7-21
Contract expert constants
managing, 7-6
searching for, 7-7
updating, 7-8
Contract expert questions
updating questions, 7-6
Contract expert rules
activating, 7-14
creating, 7-9
disabling, 7-16
searching for, 7-13
setting up question sequence, 7-18
updating, 7-17
Contract Negotiation, 5-10
Contract Standards, 5-2
Contract Templates, 4-25
Contract terms library
setting up approval rules, 4-12
setting up contract expert, 4-25
setting up lookup codes, 4-13
Contract Terms Library
Index-1
muli-org access control, 4-4
Contract Terms Setup window, 4-4
Create Constant page, 7-7
Create Questions page, 7-3
Create Rule page, 7-9
purge interface, 6-31
XML data file method, 6-28
Importing Clauses, 6-20
Importing Clauses from External Sources, 4-22
K
D
Defining security profiles, 4-5
Dependencies, 2-1
conditional, 2-2
mandatory, 2-1
Descriptive Flexfields, 4-17
E
Enabling Keyword Search, 4-13
Execute and Monitor Contracts, 5-29
clause usage, 5-29
deliverables, 5-29
supplier contact, 5-29
F
Find Organization window, 4-4
Flexfields, 4-17
Folders, 4-22
Function Security, 4-20
repository functions, 4-22
G
Global Clauses
adoption by local operating units, 6-8
approving in local operating units, 6-11
creating, 6-9
reviewing for adoption, 6-10
viewing adoption status, 6-12
I
Implementation Tasks, 3-1
Oracle iSupplier Portal, 3-1
Oracle Purchasing, 3-1
Oracle Sourcing, 3-1
steps, 3-2
Importing clauses
methods of, 6-20
open interface method, 6-26
Index-2
Key Features, 1-1
L
Layout Templates, 4-13
create, 4-14
document types, 4-15
stylesheet, 4-15
Link Related Contracts, 5-30
Lookup codes, 4-13
Lookup Codes, D-28
M
Managing Clauses
across operating units, 6-7
Managing contract expert constants
creating constants, 7-7
Managing contract expert questions, 7-3
creating user questions, 7-3
searching for questions, 7-5
Managing contract expert rules, 7-8
creating dependencies between questions, 7-19
Managing standard clauses
searching for clauses, 6-13
Master-Child Agreements, 5-22
multi-org access control
for contract terms library, 4-4
Multiple Organizations Access Control, 4-4
N
Negotiate Contracts, 5-10
Numbering Schemes, 4-23
O
Operating units, 4-2
Organization hierarchy, 4-5
Organization Hierarchy page, 4-5
Organizations For Contract Terms, 4-2
Overview, 1-1
Standard Clauses, 4-25
P
profile option categories
contracts security, 4-7
contracts setup, 4-8
Profile Options, 4-6
Profile Options Categories, 4-6
Purchasing Document Format, 4-16
V
Value Sets, 4-19
Variables, 4-23
user-defined, 6-22
Q
Questions
setting up, 7-19
setting up dependent , 7-19
setting up independent , 7-19
Question sequence
managing, 7-18
Questions page, 7-5
R
Renegotiate Contracts, 5-33
Rule page, 7-13
S
Searching For Clauses, 6-13
browsing, 6-15
keywords, 6-15
searching, 6-13
Sections, 4-25
Security profiles, 4-5
Setting up approval rules
for contract terms library, 4-12
Setting Up AutoNumbering, 4-19
Setting up contract expert
for contract terms library, 4-25
Setting Up Layout Templates, 4-13
Setting up lookup codes
for contract terms library, 4-13
Setting Up Numbering Schemes, 4-23
Setting up operating units
for contract terms library, 4-2
Setting up organization hierarchy, 4-5
Setting Up Organizations, 4-2
Setting Up Profile Options, 4-6
Setting Up Purchasing Document Format, 4-16
Setting Up Value Sets, 4-19
Index-3
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