Proc contracts
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1. The document discusses setting up Oracle Procurement Contracts, including setting up organizations, profile options, approvers, lookup codes, and enabling keyword search. 2. Key steps include defining organizations, determining which will establish standard contract policies, setting profile options to control security and functionality, customizing approval workflows, and defining necessary lookup codes. 3. Regularly running concurrent processes is important to effectively use the keyword search feature for clauses and templates.
Proc contracts
- 1. Skip Headers Oracle Procurement Contracts Implementation and Administration Guide Contents Previous Next Release 12.1 Part Number E14436-03 Setting Up Oracle Procurement Contracts 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 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 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.
- 2. 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? o Contract Terms Library Administrator o 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. 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 o System Failures - For example, failure of concurrent processes. o 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.
- 3. 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. 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: o 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. o 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. o Library Approver for Buy Intent: Set a library approver for Buy intent to route workflow approval notifications for clauses and templates. o 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. 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
- 4. 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. In prior releases of Oracle Contracts, access to an operating unit through a responsibility was controlled using the MO: Operating Unit profile option. Users could define this profile option and access the library for the specific operating unit. 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: o 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. o 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. 7. Save your work. 8. Run the Security List Maintenance program. o 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. o 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. 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.
- 5. 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 Applications System Administrator's Guide - Maintenance. 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 Contracts Setup List Of Procurement Contracts Profile Options EDR: E-records and E-signatures MO: Default Operating Unit MO: Security Profile OKC: Clause Import XML File Location OKC: Contract Expert Enabled Contracts Intent Access Control Contract Repository Auto-Numbering Enabled OKC: Generate deviations report for approval OKC: Global Operating Unit OKC: Layout Template for Contract Deviations Report OKC:Use Clause Number in Contracts OKC: Terms Library Intent PO: Auto Apply Default Contract Templates PO: Contracts Enabled PO: Generate Amendment Documents Self Service Accessibility Feature 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
- 6. System User System System Administratio System Profile Defaul Acces Administratio Administratio n: Administratio Option t s n: Site n: Application Responsibility n: User Contract Updat Update Update Update Update s Intent e Access Control OKC: Updat Update Update Update Update Terms e Library Intent 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 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 System User System System Administratio System Profile Defa Acc Administratio Administratio n: Administratio Option ult ess n: Site n: Application Responsibilit n: User
- 7. y EDR: E- Upda Update Update records and te E-signatures MO: Default Update Operating Unit MO: Security Upda Update Update Update Profile te OKC: Clause Update Import XML File Location OKC: Update Contract Expert Enabled Contract Update Repository Auto- Numbering Enabled OKC: Update Generate deviations report for approval OKC: Global Update Operating Unit OKC: Layout Update Template for Contract Deviations Report OKC:Use Update Update Clause Number in Contracts
- 8. PO: Auto Upda Update Update Update Update Apply Default te Contract Templates PO: Upda Update Contracts te Enabled PO: Generate Upda Update Update Update Update Amendment te Documents Self Service Upda Update Update Update Update Accessibility te Feature 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. 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
- 9. 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. 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
- 10. To print the Amendment section in the contract document, set the value to Yes. Self Service Accessibility Feature Set to No to use the Rich Text feature in authoring clauses. 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. 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 contractual approval. Setting Up Lookup Codes
- 11. Refer to the Look Up Codes appendix 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 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. 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
- 12. 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. 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).
- 13. 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. 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 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.
- 14. 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. Log in to the Purchasing Super User responsibility. 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: Componen Descriptio t Name Title n Table Standard OKC_CLAUSES_DESCFLEX Clause Descriptive OKC_CLAUSE_VERSIONS Clause Versions flexfield for DFF clause versions Contract OKC_TERMS_TMPL_DFF Contracts Contracts OKC_TERMS_TEMPLATES_A Templates Template Template LL
- 15. DFF DFF Variables OKC_VARIABLES_DESCFLE OKC Oracle OKC_BUS_VARIABLES_B X User Contracts Defined user- Variables defined Flexfield variables flexfield Contract DELIVERABLES_FLEX Additiona Additional OKC_DELIVERABLES Template l attributes Deliverables Attribute on s deliverables Folder OKC_ART_DF OKC Descriptive OKC_FOLDERS_ALL_B Clause flexfield for Folders folders DF 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 Applications System Administrator's Guide. Note: 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
- 16. 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 variables and in Contract Expert. For more information, see the Defining Value Sets section of the Oracle Applications 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: o For the CHAR format type, the system displays an input field. o For the Number format type, the system displays an input field. However, users can only enter numeric values in this field. o 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:
- 17. 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: 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.
- 18. For more information on function security, see the Seeded Data appendix. For information on implementation considerations for function security, see Establish Authoring Roles and Controls . 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 following table displays the functions that each responsibility has access to: View-Only Authoring Administrator Function Responsibility Responsibility Responsibility View contract Yes Yes Yes Create and update No Yes Yes contract Change status from No Yes Yes Approved to Signed Manage deliverables No Yes Yes Manage risk No Yes Yes Terminate contract No Yes Yes Update contract No No Yes administrator of a contract Change status from Draft No No Yes directly to Signed 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 . Setting Up Contract Folders
- 19. You can organize clauses under different folders for easier retrieval. For more information, see Managing Folders . Setting Up Variables Oracle Procurement Contracts supports the use of business variables (tokens) in clause text. For more information, see Managing Variables . 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: o 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 "." Concatenate with Child check box selected
- 20. 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. 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.
- 21. For more information, see Managing Sections. 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. 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. For more information, see Managing Contract Templates . 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. 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 rules in the Contract Terms Library. To set up Contract Expert rules: Create and approve clauses Create and approve contract templates Define value sets Create Constants Create Questions Create and activate a library of rules and assign them to appropriate contract templates Enable Contract Expert on contract templates Determine the sequence of display of questions when Contract Expert is used on a business document
- 22. Setting Up Contract Repository Since the Oracle E-Business Suite 11i10 release, Oracle Contracts has provided 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: Setting Up Profile Options Defining Approval Workflows Setting Up Contract Types Setting Up Risks Setting Up Contact Roles 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.
- 23. 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 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, non-performance 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.
- 24. Note: For your reference, the Risks page displays the list of all user-defined risks. Oracle Contracts does not provide seeded risks. 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. 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
- 25. tool. A flexible security model ensures that contracts can only be viewed or updated by authorized users. 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 Contract Repository. 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 Personalizing Contracts Workbench 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: o Notifications o Recent Contracts o Expiring Contracts o Contract Deliverables o 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. The default columns for the Advanced Search Results page are: o Contracts Number o Contract Name o Organization o Party Name o Contract Type
- 26. o Intent o Status o 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: o Contract Administrator o Overall Risk o Version o Expiration Date o Termination Date o Amount o Currency o 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: o Oracle Applications Framework Personalization Guide Release 11i(Metalink Note 268969.1) o Oracle Applications Component Reference Release 11i (Metalink Note 269136.1) Contents | Previous | Top of Page | Next Copyright © 2004, 2010, Oracle and/or its affiliates. All rights reserved.