Create Contracts

You can create new contracts in the Contracts module. By having a centralized and organized system, you can track and manage contracts efficiently. Access the Contracts module through the navigation menu to create new contracts and update existing ones. With all contract information in one place, organizations can ensure they meet regulatory requirements and maintain compliance.

Create includes tabs with sections of information. Collapse or expand sections to show more content. Hiding detailed information helps keep the page uncluttered, making it easier to view other sections as needed. To expand or collapse a section, click the section heading.

Create a new contract by entering details on one or multiple tabs. After inputting the information, click Create. The system creates the contract and opens the Update page.

Your organization's administrator sets up a default form within the Classic TMS modules, which varies its display of tabs, field groupings, and fields, depending on whether it's in Create, Update, or Query mode.

The tabs and fields you see within this content may differ from those configured by your organization's administrator. Use this information as a guideline.

Create mode displays the contract form assigned to you based on the current data segment within the Classic TMS database in which you are operating, along with the group to which you are assigned.

1. Go to Contracts > Create.

2. On the Main tab, enter the details within each section.

3. Information:

   • Contract number: Enter an ID that follows your organizations contract numbering conventions. You cannot change it when updating the contract.

   • Description: Provide details about the contract depending on the context and requirements.

   • Segment: Access the segment of data you are currently using. This usually defaults based on your TMS User ID, and the field is disabled or a permission prevents you from changing it.

   • Type: Select one of the following:

     • My Customer (VC): Use this if you are the service provider and want to track your service. When you select Vendor Contract, you also select Customer Name.

     • My Sub Contract (SC): Service providers use this when they hire others to fulfill a service. For example, the hospital or organization supplies a service (directly or indirectly) to another company. When you select My Sub Contract, you also select a Service Provider and a Customer Name. Independent service organizations (ISO) use this when they are hired to fulfill service on equipment.

     • My Vendor (CC): Hospitals or departments use this when they outsource a service. For example, the hospital or organization is considered the customer, and an outside company provides the services to fulfill the contract. This is the type of contract used most often. When you select My Vendor, you also need to select a Service Provider.

   • Status: Select active or inactive.

   • Account: Select the account responsible for the contract.

   • Category: Classify and organize contracts based on their type and specific characteristics. This helps in managing and retrieving contracts efficiently.

   • Sub category: Same as above.

4. Contract information:

   • Contract approved by: Indicate the individual or entity that gives formal approval for the contract.

5. Schedule:

   • Effective date: Enter the date when the contract or agreement officially begins.

   • Termination date: Enter the date when the contractual agreement is scheduled to end.

   • Renewal date: Enter the date the contract renews. It must be greater than the effective date.

   • Budget: Enter the amount of money budgeted to complete the contract.

6. Customer/service provider:

   • Service provider: Enter the vendor who provides the service. You can only enter warranty/service type vendors.

   • Customer name: Available only if the type is sub contract or my customer.

   • External contract number: Used for cross-referencing purposes.

7. Navigate through the tabs and enter additional details.

8. Click Create.

The system creates the contract and the Update page displays, where you can add further details.