Creating a software contract record

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You can create a software contract record in the Software Contracts application.

About this task

After you create a software contract, use the Contract Line Items tab to define the items that can be purchased under the terms of the contract. You create a separate line for each item listed on the contract. You can continue to add line items to the contract as long as it has a status of draft (DRAFT) or waiting for approval (WAPPR).

You can use the Copy PR Lines to Contract action to use existing purchase requisition (PR) lines as the basis for contract lines, or you can use the Copy PO Lines to Contract action to use existing purchase order (PO) lines as the basis for contract lines.

The Add Lines on Use? property specifies whether line items, that are not already listed on the software contact with a given vendor, can be added to purchase requisitions and purchase orders. Set this property to restrict line item additions to include only items that are listed on the contract.

The following steps explain how to create a software contract in the Software Contracts application.

Procedure

  1. Open the Software Contracts application.
  2. On the toolbar, click New software contract.

    The Status field is set to DRAFT and the Start Date field is set to the current date.

  3. If the Contract field is empty, specify a unique contract number.
  4. Type a description in the Description field.
  5. Optional: In the Vendor section, specify a vendor.
    Although you can save a software contract record without specifying a vendor, you cannot authorize a site or approve the contract unless a vendor is specified.
  6. Fill in additional fields on the Contract tab, as needed. An asterisk (*) next to a field name indicates a value is required.
  7. Optional: Add more contract details using the following options:
    • Specify properties on the Properties tab.
    • Specify contract line items for the software contract on the Contract Line Items tab.
    • Specify terms and conditions for the software contract on the Terms and Conditions tab.
  8. Click the Save Software Contracts icon to save the contract.

What to do next

After you create the software contract and you receive approval for it, you can change the status to approved. You must specify a vendor and associate the software contract with at least one site before you can change the status to approved. After the status is changed to approved, you can associate the contract with software licenses, assets, or people. You can also create a payment schedule for the approved contract.