PeopleSoft Enterprise Supplier Contract Management 9.1 PeopleBook

November 2009

PeopleSoft Enterprise Supplier Contract Management 9.1 PeopleBookSKU fscm91pbr0

Copyright © 1992, 2009, Oracle and/or its affiliates. All rights reserved.

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Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. iii

Contents

Preface

Preface .......................................................................................................................................................... xxi

Oracle's PeopleSoft Application Fundamentals ........................................................................................... xxiPages With Deferred Processing .................................................................................................................. xxiiPeopleBooks and the Online PeopleSoft Library ........................................................................................ xxiiCommon Elements Used in This PeopleBook ........................................................................................... xxiii

Part 1

Supplier Contract Management Overview

Chapter 1

Getting Started with PeopleSoft Supplier Contract Management ............................................................ 3

PeopleSoft Supplier Contract Management Overview .................................................................................... 3PeopleSoft Supplier Contract Management Integrations ................................................................................. 4PeopleSoft Supplier Contract Management Implementation ........................................................................... 6

Chapter 2

Understanding PeopleSoft Supplier Contract Management ..................................................................... 7

PeopleSoft Supplier Contract Management .................................................................................................... 7Supplier Contract Components ....................................................................................................................... 8

Supplier Contract Components ................................................................................................................. 9Requests for Proposals ............................................................................................................................ 11Transactional Purchasing Contracts ....................................................................................................... 11Transactional Purchase Orders ................................................................................................................ 11Requisition Documents ........................................................................................................................... 12Agreements .............................................................................................................................................. 12Source Transactions for Authoring Purposes ......................................................................................... 13Document Library .................................................................................................................................. 14Document Life Cycle ............................................................................................................................. 17Syndication ............................................................................................................................................. 22

Contents

iv Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Supplier Contract Sample Permission Lists, Roles, and Users ...................................................................... 22Sample Users, Roles, and Permission Lists ........................................................................................... 22Typical Users of PeopleSoft Supplier Contract Management ............................................................... 24

Supplier Contract Management Integration with Other PeopleSoft Applications ......................................... 26PeopleSoft Purchasing Integration ......................................................................................................... 26PeopleSoft Strategic Sourcing Integration ............................................................................................. 28PeopleSoft eProcurement Integration ...................................................................................................... 29

Microsoft Word Integration with PeopleSoft Supplier Contract Management ............................................ 29

Part 2

Supplier Contract Management Transactional System

Chapter 3

Defining Supplier Contracts ....................................................................................................................... 35

Understanding Supplier Contract Management Transactional Purchasing Contract Definition (Contract Entry).................................................................................................................................................................... 35Common Elements Used in This Chapter ............................................................................................... 36

Creating Purchasing Contracts (Contract Entry) ........................................................................................... 37Pages Used to Create Purchasing Contracts ............................................................................................ 37Defining Purchasing Contract Information ............................................................................................. 38Adding Contract Line Information .......................................................................................................... 44Adding Contract Category Information .................................................................................................. 44Reviewing Supplier Contract Releases ................................................................................................... 45Accessing Syndication Features .............................................................................................................. 45

Adding Purchasing Contract Documents ....................................................................................................... 45Understanding Purchasing Contract Document Creation ....................................................................... 45Pages Used to Add Purchasing Contract Documents .............................................................................. 50Creating Purchasing Contract Documents .............................................................................................. 51Copying Existing Purchasing Contract Documents ................................................................................ 52Adding Requisition Documents and Wizard Responses ......................................................................... 53

Adding Purchase Order Contract Documents ................................................................................................ 55Understanding Purchase Order Contract Documents .............................................................................. 55Pages Used to Add Purchase Order Contract Documents ....................................................................... 58Adding Purchase Order Documents ........................................................................................................ 59

Setting Up Spend Thresholds and Running Contract Alert Workflows for Purchasing Contracts ............... 60Understanding Spend Thresholds and Contract Alerts ........................................................................... 61Pages Used to Set Up Spend Thresholds and Run Contract Alert Workflows for Purchasing Contracts .

62Defining Contract Header Spend Thresholds for Transactional Contracts ............................................. 62Defining Contract Line Item Spend Thresholds for Purchasing Contracts ............................................. 65

Contents

Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. v

Running Contract Alert Workflow Processes ......................................................................................... 66Setting Up Contract Release Processes for Purchasing Contracts ................................................................. 66

Understanding the Contract Release Process .......................................................................................... 67Pages Used to Set Up Contract Release Processes for Procurement Contracts ...................................... 67Staging Contract Releases to Create Purchase Orders ............................................................................ 67Sourcing Purchase Orders Automatically ............................................................................................... 68Running the Purchase Order Calculations Process ................................................................................. 68Creating Purchase Orders Using Staging Table Data ............................................................................. 68Viewing and Updating Purchase Orders in Staging Tables .................................................................... 68

Accessing Related Links for Supplier Contracts ........................................................................................... 69Pages Used to Access Related Links for Supplier Contracts .................................................................. 69

Chapter 4

Defining Contract Agreements ................................................................................................................... 71

Understanding Contract Agreements ............................................................................................................. 71Contract Agreements and Contract Compliance ..................................................................................... 71Agreement Use ........................................................................................................................................ 72Common Elements Used in This Chapter ............................................................................................... 73

Using Agreement Metrics .............................................................................................................................. 73Metric Measurements .............................................................................................................................. 74Metric Measurement Types ..................................................................................................................... 75Steps for Implementing Metric Measurements with Agreements ........................................................... 78

Predefining Agreements ................................................................................................................................. 84Pages Used to Predefine Agreements ...................................................................................................... 85Setting Up Basic Agreement Information ............................................................................................... 85Defining Agreement Verification Steps .................................................................................................. 88Assigning Clauses to Agreements ........................................................................................................... 90Assigning Notifications for Agreements and Steps ................................................................................ 91Processing Agreement Notifications ....................................................................................................... 94

Assigning Agreements to Purchasing Contracts ............................................................................................ 97Understanding Purchasing Contract Agreements ................................................................................... 97Pages Used to Assign Agreements to Purchasing Contracts ................................................................... 97Assigning Contract Header Agreements ................................................................................................. 99Setting Up Header Agreement Verification Steps ................................................................................ 102Assigning Contract Header Clauses ...................................................................................................... 105Assigning Contract Header Notifications ............................................................................................. 105Assigning Contract Item Line Agreements ........................................................................................... 105Assigning Contract Line Clauses .......................................................................................................... 106Assigning Contract Item Line Notifications ......................................................................................... 106Assigning Contract Category Agreements ............................................................................................ 106Assigning Contract Category Clauses ................................................................................................... 107Assigning Contract Category Notifications .......................................................................................... 107

Contents

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Chapter 5

Managing Contract Agreements ............................................................................................................... 109

Understanding Agreement Management ..................................................................................................... 109Updating Agreement Statuses ...................................................................................................................... 110

Pages Used to Update Agreement Statuses ........................................................................................... 110Searching for Contract Agreements ...................................................................................................... 111Updating Agreement Statuses ............................................................................................................... 113Verifying Agreement Verification Steps ............................................................................................... 117Uploading Attachments for Agreement Steps ....................................................................................... 120

Updating Contract Procurement History ...................................................................................................... 121Procurement Updates ............................................................................................................................ 121Page Used to Update Contract Procurement History ............................................................................ 122Running Procurement Updates .............................................................................................................. 122

Monitoring Agreement Compliance ............................................................................................................ 123Pages Used to Monitor Agreement Compliance ................................................................................... 124Defining Selection Criteria for Contracts to View ................................................................................ 124Monitoring Agreement Compliance for Contracts ................................................................................ 125Reviewing Summary Details for Agreement Statuses .......................................................................... 126

Reviewing Contract Agreement Statuses ..................................................................................................... 129Pages Used to Review Agreement Statuses .......................................................................................... 129Reviewing Agreement Statuses ............................................................................................................. 129Reviewing Agreement Verification Details .......................................................................................... 130

Chapter 6

Maintaining Supply-Side Documents and Deliverables ......................................................................... 131

External Users and Document Collaboration ............................................................................................... 131Understanding Contract Deliverable Verification Steps .............................................................................. 132Reviewing and Collaborating on External Documents ................................................................................ 133

Understanding External Collaboration .................................................................................................. 133Pages Used to Maintain External Contract Documents ........................................................................ 134Searching for External Documents ....................................................................................................... 135Maintaining and Collaborating on External Documents ....................................................................... 138Viewing Attachments and Related Authored Documents ..................................................................... 141Viewing External Document Details ..................................................................................................... 141Viewing External Document History ................................................................................................... 142Viewing External Collaboration History Details .................................................................................. 143Sending Email to Contract Administrators and Other Supply-Side Users ............................................ 143

Signing External Documents ....................................................................................................................... 144Understanding External Document Signatures ..................................................................................... 145

Contents

Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. vii

Pages Used to Sign External Documents .............................................................................................. 147Signing External Documents Using Digital Signatures ........................................................................ 147

Maintaining External Contract Deliverables ................................................................................................ 148Understanding External Contract User Access ..................................................................................... 148Pages Used to Maintain External Contract Deliverables ...................................................................... 148Searching for Contract Deliverables ..................................................................................................... 149Reviewing Contract Deliverable Verification Steps ............................................................................. 151Updating Deliverable Verification Steps .............................................................................................. 152

Reviewing Contract External Deliverable Verification Steps ..................................................................... 155Pages Used to Review Contract External Deliverable Verification Steps ............................................ 155Reviewing External Deliverable Verification Steps ............................................................................. 155Reviewing Contract Performance ........................................................................................................ 156

Chapter 7

Syndicating Supplier Contracts and Contract Messaging ..................................................................... 157

Understanding Contract Syndication ........................................................................................................... 157Contract Syndication ............................................................................................................................. 157Contract Syndication Steps ................................................................................................................... 160Contract Syndication Enterprise Integration Points .............................................................................. 162

Setting Up Contract Syndication ................................................................................................................. 162Setup Requirements ............................................................................................................................... 162

Defining Contracts for Syndication ............................................................................................................. 165Pages Used to Define Contracts for Syndication .................................................................................. 166Creating a New Contract and Process Option ....................................................................................... 167Entering Syndication Details ................................................................................................................. 168Creating Releases Against Syndicated Contracts .................................................................................. 169Viewing Staged Releases for Syndicated Contracts ............................................................................. 169Viewing Syndicated Line Released Details .......................................................................................... 170Viewing Syndicated Category Line Released Details ........................................................................... 171

Syndicating Supplier Contracts .................................................................................................................... 172Page Used to Syndicate Supplier Contracts .......................................................................................... 172Syndicating Contracts ........................................................................................................................... 173

Capturing Parent Activities .......................................................................................................................... 178Understanding Activities ....................................................................................................................... 178Page Used to Capture Parent Activities ................................................................................................ 180Capturing Parent Activities ................................................................................................................... 180

Publishing Outbound Messages ................................................................................................................... 182Understanding Outbound Messages ...................................................................................................... 182Pages Used to Publish Outbound Messages .......................................................................................... 183Publishing Messages ............................................................................................................................. 183Defining Criteria for Publishing Outbound Messages .......................................................................... 185

Reviewing Contract Activities ..................................................................................................................... 185

Contents

viii Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Pages Used to Review Contract Activities ............................................................................................ 186Defining Activity Inquiries ................................................................................................................... 186Reviewing Activity Details ................................................................................................................... 187

Inbound Contract Messaging and Exceptions .............................................................................................. 189Pages Use to Review Inbound Contract Exceptions ............................................................................. 189Reviewing Inbound Contract Exceptions .............................................................................................. 189Reviewing Contract Exception Error Details ........................................................................................ 191

Loading Contracts into the Parent System ................................................................................................... 191

Part 3

Supplier Contract Document Authoring System

Chapter 8

Setting Up PeopleSoft Supplier Contract Management ......................................................................... 195

Understanding PeopleSoft Supplier Contract Management Setup .............................................................. 196Setting Up Supplier Contract Attachment Database and FTP Servers and Directories ............................... 197

Page Used to Set Up Supplier Contract Attachment Database and FTP Servers and Directories ........ 198Adding FTP Servers .............................................................................................................................. 198Overriding FTP Attachment Servers ..................................................................................................... 200

(Optional) Setting Up PeopleSoft Integration Broker for Microsoft Word and Adobe Integration ............ 202Understanding System Setup for Microsoft Word Configuration Files and PeopleSoft Integration Broker

............................................................................................................................................................ 202Pages Used to Set Up PeopleSoft Integration Broker and Microsoft Word Configuration Files ......... 207Setting Up PeopleSoft Integration Broker Window Servers for Use with Microsoft Word and Adobe

Acrobat ............................................................................................................................................... 208Installing and Configuring Microsoft Word and Acrobat Components on Workstations .................... 212

Setting Up Digital Signatures ...................................................................................................................... 215Understanding How to Set Up Digital Signatures ................................................................................ 215Adobe Acrobat 8 Digital Signatures Using Postscript Files ................................................................. 221Microsoft Word 2007 Digital Signatures .............................................................................................. 223

Defining Installation Options for PeopleSoft Supplier Contract Management ........................................... 223Understanding Document Comparisons and Rendering ....................................................................... 224Understanding Document Comparison and Rendering Setup ............................................................... 224Page Used to Define Installation Options for PeopleSoft Supplier Contract Management .................. 227Defining Installation Options for PeopleSoft Supplier Contract Management ..................................... 227

Defining Clause Libraries and Groups ......................................................................................................... 241Understanding Clause Libraries, Groups, and Classes ......................................................................... 241Pages Used to Define Clause Libraries and Groups .............................................................................. 242Defining Clause Libraries ..................................................................................................................... 242Defining Clause Groups ........................................................................................................................ 242

Contents

Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. ix

Setting Up Approval Types ......................................................................................................................... 243Understanding Approval Types ............................................................................................................ 243Page Used to Set Up Approval Types ................................................................................................... 244Defining Approval Types ...................................................................................................................... 244

Establishing Clause Classes ........................................................................................................................ 246Page Used to Establish Clause Classes ................................................................................................. 246Setting Up Classes ................................................................................................................................ 246

Mapping Bind Variables ............................................................................................................................. 247Pages Used to Map Bind Variables ....................................................................................................... 247Defining Source Transaction Structures .............................................................................................. 247Mapping Binds ..................................................................................................................................... 248

Setting Up Wizard Bind Prompt Tables ...................................................................................................... 249Page Used to Set Up Wizard Bind Prompt Tables ................................................................................ 249Defining Wizard Bind Prompt Tables ................................................................................................... 249

Setting Up Document Configurator Groups and Types ............................................................................... 250Understanding Configurator Groups and Types ................................................................................... 250Pages Used to Set Up Document Configurator Groups and Types ....................................................... 251Defining Configurator Groups .............................................................................................................. 251Defining Configurator Types ................................................................................................................ 251

Defining Document Templates and Styles ................................................................................................... 252Understanding Document Templates .................................................................................................... 252Page Used to Define Document Templates and Styles ......................................................................... 252Defining Document Templates and Styles ............................................................................................ 253Searching for Where a Template is Used .............................................................................................. 254

Defining Default Settings for Document Formats and Options ................................................................... 254Page Used to Define Default Settings for Document Formats and Options ......................................... 255Defining Default Settings for Document Formats and Options ............................................................ 255

Setting Up User-Defined Fields ................................................................................................................... 260Understanding User-Defined Fields ...................................................................................................... 260Page Used to Set Up User-Defined Fields ............................................................................................ 261Setting Up User-Defined Fields ............................................................................................................ 261

Defining Automatic Numbering Specifications ........................................................................................... 263Understanding Automatic Numbering .................................................................................................. 264Page Used to Define Automatic Numbering Specifications ................................................................. 265Setting Automatic Numbering Details .................................................................................................. 265

Setting Up User Preferences ........................................................................................................................ 266Understanding User Preferences ........................................................................................................... 267Page Used to Set Up User Preferences .................................................................................................. 267Defining User Preferences ..................................................................................................................... 267

Chapter 9

Managing the Contract Library ............................................................................................................... 271

Contents

x Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Understanding the Contract Library ............................................................................................................ 271Common Elements Used in This Chapter ............................................................................................. 271Contract Library .................................................................................................................................... 274

Understanding Document Clauses ............................................................................................................... 276Clauses .................................................................................................................................................. 276Effective Dating .................................................................................................................................... 277Clause Status, Approval Status, and Workflow .................................................................................... 277Clause Text Editing ............................................................................................................................... 278Bind Variables and Repeating Clauses ................................................................................................. 279Using Tables in Clauses ........................................................................................................................ 280Dependent Clauses ................................................................................................................................ 283Alternate Clauses ................................................................................................................................... 284Clause Previews .................................................................................................................................... 284Clause Imports ....................................................................................................................................... 285

Understanding Document Sections .............................................................................................................. 285Understanding Document Rules .................................................................................................................. 287Understanding Bind Variables ..................................................................................................................... 289

Binds ...................................................................................................................................................... 290Bind Definition Steps ............................................................................................................................ 292System-Supplied Binds ......................................................................................................................... 293Bind Use Standards ............................................................................................................................... 299

Understanding Document Configurators ..................................................................................................... 302Understanding Contract Wizards ................................................................................................................. 305Understanding Document Types .................................................................................................................. 305Understanding Contract Library Searches ................................................................................................... 307Defining Contract Clauses ........................................................................................................................... 307

Understanding Defining Dependent Clauses ........................................................................................ 307Understanding Adding Bind Variables ................................................................................................. 308Pages Used to Define Contract Clauses ................................................................................................ 308Defining Clause Information ................................................................................................................. 309Defining Dependent Clauses ................................................................................................................. 318Defining Alternate Clauses and Related Rules ..................................................................................... 320Associating Clauses with Clause Groups .............................................................................................. 321Adding Bind Variables to Content Fields ............................................................................................. 321Previewing Clause Approvals ............................................................................................................... 322Submitting Clauses for Approval .......................................................................................................... 323

Defining Contract Sections .......................................................................................................................... 323Understanding Defining Sections .......................................................................................................... 323Pages Used to Define Contract Sections ............................................................................................... 324Defining Sections .................................................................................................................................. 324

Setting Up Contract Rules ........................................................................................................................... 330Understanding Rules Establishment ...................................................................................................... 331Pages Used to Set Up Contract Rules ................................................................................................... 331Establishing Rules ................................................................................................................................. 331

Defining Bind Definitions ............................................................................................................................ 334

Contents

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Pages Used to Define Bind Definitions ................................................................................................. 334Searching for Where Binds Are Used ................................................................................................... 334Setting Up Bind Definitions .................................................................................................................. 335

Defining Document Configurators ............................................................................................................... 337Pages Used to Define Document Configurators ................................................................................... 338Searching for Document Configurators ................................................................................................ 339Defining Basic Configurator Information ............................................................................................. 339Adding Multiple Elements to Document Configurators ....................................................................... 347Adding Single Elements to Document Configurators ........................................................................... 348Viewing and Maintaining Configurator Structures ............................................................................... 349Viewing Rules Used in Document Configurators ................................................................................. 352Validating Document Configurators ..................................................................................................... 353Previewing Document Configurators in Microsoft Word ..................................................................... 353Associating Document Configurators with Configurator Groups ......................................................... 353

Setting Up Document Types ........................................................................................................................ 354Pages Used to Set Up Document Types ................................................................................................ 354Defining Document Types .................................................................................................................... 354

Chapter 10

Using the Contract Document Wizard ..................................................................................................... 365

Understanding the Contract Wizard ............................................................................................................. 365Setting Up Question Groups for the Contract Wizard ................................................................................ 376

Understanding Wizard-Specific Binds in Question Groups ................................................................. 377Pages Used to Set Up Question Groups for the Contract Wizard ......................................................... 378Defining Document Creation Question Groups .................................................................................... 378Defining Configurator Selection Question Groups ............................................................................... 382Copying Question Groups ..................................................................................................................... 383Defining Question Values and Navigation Details ............................................................................... 384Viewing Rules Associated With Question Groups ............................................................................... 386Defining Informational URLs for Questions ........................................................................................ 387

Defining Contract Wizard Definitions ......................................................................................................... 389Pages Used to Set Up Wizard Definitions ............................................................................................ 389Defining Wizard Information ................................................................................................................ 389Testing Wizard Values .......................................................................................................................... 392Viewing Expanded Wizards .................................................................................................................. 392

Creating Documents Using Contract Wizards ............................................................................................. 394Understanding Document Creation ....................................................................................................... 394Pages Used to Create Documents Using Contract Wizards .................................................................. 395Using a Wizard to Create Documents ................................................................................................... 395

Defining Binds for Use in Contract Wizards ............................................................................................... 396Page Used to Define Binds for Use in Contract Wizards ...................................................................... 397Defining Wizard Binds .......................................................................................................................... 397

Contents

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Chapter 11

Importing Clauses, Sections, and Documents ......................................................................................... 399

Importing Clauses and Sections ................................................................................................................... 399Understanding the Object Import and Creation Process ....................................................................... 399Pages Used to Import Objects ............................................................................................................... 404Defining Default Values for Object Attributes ..................................................................................... 404Importing Objects to the Import Clauses/Sections Page ....................................................................... 411Reviewing and Updating Imported Clause and Section Details ........................................................... 412Creating Clauses and Sections and Resolving Errors ........................................................................... 417Creating a Document Configurator During Object Import ................................................................... 421Reviewing a Document Configurator Created During Object Import .................................................. 423

Importing Contract and Ad Hoc Documents ............................................................................................... 425Understanding Document Import .......................................................................................................... 426Pages Used to Import Contract and Ad Hoc Documents ...................................................................... 428Importing Current Document Versions ................................................................................................. 429Importing Amended Contracts .............................................................................................................. 432Importing Amended Contracts and Amendments ................................................................................. 434Importing Original Contracts and Amendment Files ........................................................................... 436Importing Previous Document Versions ............................................................................................... 437Changing the Source Transaction For an Imported Ad Hoc Document ............................................... 439

Chapter 12

Generating Microsoft Word Documents .................................................................................................. 441

Understanding Microsoft Word Document Generation ............................................................................... 441Processing Terms Used in This Chapter ...................................................................................................... 444Generating Microsoft Word Documents ...................................................................................................... 445Refreshing Microsoft Word Documents ...................................................................................................... 451Viewing Document Generation Logs .......................................................................................................... 453

Understanding Log Generation ............................................................................................................. 453Page Used to View Document Generation Logs ................................................................................... 456Viewing Generation Logs ..................................................................................................................... 456

Chapter 13

Managing Document Life Cycles .............................................................................................................. 463

Understanding Document Life Cycles ......................................................................................................... 464Understanding Life-Cycle Statuses and Actions ......................................................................................... 466

Document Actions ................................................................................................................................. 467

Contents

Copyright © 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. xiii

Document Collaboration Statuses ......................................................................................................... 478Document Approval Statuses ................................................................................................................ 479Common Elements Used in This Chapter ............................................................................................. 480

Adding Authored Documents ...................................................................................................................... 482Understanding How to Add Authored Documents ............................................................................... 482Pages Used to Add Authored Documents ............................................................................................. 484Creating Ad Hoc Documents and Ad Hoc Contracts from Purchasing Contracts and Purchase Orders

Using Document Management ........................................................................................................... 485Creating Ad Hoc Documents for Requisitions Using Document Management .................................... 491Copying Documents Using Document Management ............................................................................ 493Importing Contract Documents ............................................................................................................. 496Creating and Copying Contracts Using Contract Entry ........................................................................ 496

Finding Authored Documents ...................................................................................................................... 496Page Used to Find Authored Documents ............................................................................................. 497Finding an Existing Document .............................................................................................................. 497

Maintaining Contract Documents ................................................................................................................ 505Page Used to Maintain Contract Documents ........................................................................................ 506Maintaining Documents ........................................................................................................................ 506

Refreshing and Re-creating Documents ...................................................................................................... 514Understanding Document Refresh and Re-creation .............................................................................. 514Pages Used to Refresh and Re-create Documents ................................................................................. 515Refreshing Documents .......................................................................................................................... 515Re-creating Documents ......................................................................................................................... 517

Maintaining Document Details .................................................................................................................... 519Page Used to Maintain Document Details ............................................................................................ 520Maintaining Details ............................................................................................................................... 520

Creating Executive Summaries .................................................................................................................... 520Understanding Executive Summaries ................................................................................................... 521Pages Used to Create Executive Summaries ......................................................................................... 521Creating an Executive Summary ........................................................................................................... 521

Viewing and Editing Documents ................................................................................................................. 522Understanding Document Edits ............................................................................................................ 522Pages Used to View and Edit Documents ............................................................................................. 525Editing Documents ................................................................................................................................ 526Checking In Documents ........................................................................................................................ 528Viewing Documents .............................................................................................................................. 530Canceling Document Checkout ............................................................................................................. 530

Viewing Document Version History ............................................................................................................ 530Pages Used to View Document Version History .................................................................................. 531Viewing Document History .................................................................................................................. 532Viewing Source Version History .......................................................................................................... 534Viewing Attachment and Related Document History ........................................................................... 535Viewing Dispatch History ..................................................................................................................... 537Viewing Collaboration History ............................................................................................................. 538Viewing Generation History ................................................................................................................. 538

Contents

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Setting Up Default Document Preferences .................................................................................................. 539Page Used to Set Up My Default Document Preferences ..................................................................... 540Defining Default Document Preferences .............................................................................................. 540

Collaborating on Documents ....................................................................................................................... 542Understanding Document Collaboration ............................................................................................... 542Pages Used to Collaborate on Documents ............................................................................................ 546Routing Documents for Internal Collaboration ..................................................................................... 547Routing Documents for External Collaboration .................................................................................... 548Modifying Collaboration ....................................................................................................................... 549Canceling Collaboration ........................................................................................................................ 550Responding to Collaboration Requests ................................................................................................. 550Finalizing Internal Collaboration .......................................................................................................... 551Finalizing External Collaboration ......................................................................................................... 551

Viewing Document Modification Summaries ............................................................................................. 553Page Used to View Document Modification Summaries ...................................................................... 553Viewing Document Changes ................................................................................................................. 553

Viewing and Uploading Attachments and Related Documents ................................................................... 554Page Used to View and Upload Attachments and Related Documents ................................................ 555Viewing and Uploading Attachments and Related Documents ............................................................ 555

Sending Documents to Internal and External Contacts ............................................................................... 558Understanding External Contacts .......................................................................................................... 558Pages Used to Send Documents to Internal and External Contacts ...................................................... 559Maintaining Internal Contact Lists ........................................................................................................ 559Maintaining External Contact Lists ....................................................................................................... 561Sending Documents to Contacts ........................................................................................................... 563

Granting Document View Access ................................................................................................................ 563Page Used to Grant Document View Access ........................................................................................ 564Granting View Access ........................................................................................................................... 564

Dispatching Documents ............................................................................................................................... 564Understanding Document Dispatch ...................................................................................................... 564Pages Used to Dispatch Documents ...................................................................................................... 565Dispatching Documents ........................................................................................................................ 565Resetting Documents to Dispatched ..................................................................................................... 571

Approving Documents ................................................................................................................................. 571Page Used to Approve Documents ........................................................................................................ 571Approving a Document ......................................................................................................................... 571

Signing Documents Using Digital Signatures ............................................................................................. 572Understanding How to Use Digital Signatures ..................................................................................... 572Pages Used to Digitally Sign Documents ............................................................................................. 580Preparing Documents for Signature ...................................................................................................... 581Routing Documents for Internal Signatures .......................................................................................... 582Signing Internal Documents Using Digital Signatures ......................................................................... 583

Executing Documents .................................................................................................................................. 585Page Used to Execute Documents ......................................................................................................... 585Executing Documents ........................................................................................................................... 585

Contents

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Defining Contract Amendments .................................................................................................................. 585Page Used to Define Contract Amendments ......................................................................................... 586Create an Amendment ........................................................................................................................... 586

Comparing Documents ................................................................................................................................ 586Understanding Document Comparisons ................................................................................................ 587Document Comparison Setup ................................................................................................................ 587Page Used to Compare Documents ....................................................................................................... 587Comparing Documents .......................................................................................................................... 587

Using Document-Related Pagelets ............................................................................................................... 588Pages Used With Document-Related Pagelets ...................................................................................... 589

Deactivating and Reactivating Documents .................................................................................................. 589Page Used to Deactivate and Reactivate Documents ............................................................................ 590Deactivating Documents ....................................................................................................................... 590Reactivating Documents ....................................................................................................................... 590

Chapter 14

Searching for Library and Document Contents ..................................................................................... 591

Understanding Verity and Where-Used Searches ........................................................................................ 591Verity Searches ..................................................................................................................................... 591Content Search Component ................................................................................................................... 592Content Searches in Library Maintenance ............................................................................................ 593Where-Used Searches ............................................................................................................................ 594

Setting Up Verity Searches .......................................................................................................................... 595Pages Used to Set Up Verity Searches .................................................................................................. 595Locating Predefined Search Indexes ..................................................................................................... 598Building Contract Search Indexes ......................................................................................................... 598Updating Contract Search Indexes ........................................................................................................ 601Setting Up Daemon Groups .................................................................................................................. 602

Searching for Library and Document Contents ........................................................................................... 602Common Elements Used in This Section .............................................................................................. 603Pages Used to Search for Library and Document Contents .................................................................. 604Searching Clause Content ..................................................................................................................... 605Searching Section Content .................................................................................................................... 608Searching Configurator Content ............................................................................................................ 609Searching Document Content ................................................................................................................ 610Reviewing Document Search Results ................................................................................................... 619

Performing Where-Used Searches ............................................................................................................... 620Page Used to Perform Where-Used Searches ....................................................................................... 621Searching for Where Document Elements are Used ............................................................................. 621

Contents

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Chapter 15

Creating Reports for Library and Document Contents ......................................................................... 625

Understanding PeopleSoft Supplier Contract Management Reports ........................................................... 625Common Elements Used in This Section .............................................................................................. 625

Creating Reports ......................................................................................................................................... 627Pages Used to Create Supplier Contract Management Reports ............................................................ 627Creating Document Status Summary Reports ....................................................................................... 628Creating Document Status Detail Reports ............................................................................................ 629Creating Contract Content Deviations Reports ..................................................................................... 630Creating Unused Contract Content Reports .......................................................................................... 632Creating Contract Content Usage Reports ............................................................................................ 632

Accessing Other Procurement Contract Reports ......................................................................................... 633

Chapter 16

Configuring PeopleSoft Approval Framework for Use with Supplier Contract Management .......... 635

Understanding PeopleSoft Supplier Contract Management Workflow ....................................................... 635Workflow in PeopleSoft Supplier Contract Management ..................................................................... 636PeopleSoft Approval Framework Process ............................................................................................. 638Approval Framework Users .................................................................................................................. 638Setup Steps for PeopleSoft Approval Framework ................................................................................ 639Approval Setup and Transaction Tables ............................................................................................... 641

Establishing Processes for Approval Framework ........................................................................................ 642Pages Used to Establish Processes for Approval Framework ............................................................... 643Defining Details for Approval Processes .............................................................................................. 643Defining Alert Criteria for Approval Workflows ................................................................................. 643Setting Up Approval Workflow Paths .................................................................................................. 644Defining Steps for Document Approval Workflows ............................................................................. 644

Maintaining User List Definitions ............................................................................................................... 644Page Used to Maintain User List Definitions ........................................................................................ 644Defining User Lists ............................................................................................................................... 645

Defining the Transaction Registry ............................................................................................................... 645Page Used to Define the Transaction Registry ...................................................................................... 645Registering the Approval Transaction ................................................................................................... 645

Defining Generic Templates ........................................................................................................................ 646Pages Used to Define Generic Templates ............................................................................................. 646Entering Generic Template Definitions ................................................................................................ 646

Setting Up Event Escalations and Notifications .......................................................................................... 646Understanding Event Escalations and Notifications ............................................................................. 646Pages Used to Set Up Event Escalations and Notifications .................................................................. 647

Contents

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Defining Self-Approval Criteria .................................................................................................................. 647Page Used to Define Self-Approval Criteria ......................................................................................... 647Setting Up Self-Approval Criteria ......................................................................................................... 647

Chapter 17

Approving Documents and Document Components .............................................................................. 649

Understanding Document Approvals ........................................................................................................... 649Defining User Preferences and Installation Options for Document Approvals ........................................... 650

Pages Used to Define User Preferences and Installation Options for Document Approvals ................ 650Setting Up User Preferences for Document Approvals ......................................................................... 651Defining Installation Options for Document Approvals ....................................................................... 651

Approving Clauses ....................................................................................................................................... 651Understanding Clause Approval ........................................................................................................... 652Pages Used to Approve Clauses ............................................................................................................ 656Setting Up Installation Options for Clause Approval ........................................................................... 656Accessing Clauses for Approval ........................................................................................................... 656Previewing and Submitting Clauses for Approval ................................................................................ 657Updating and Submitting Clauses for Approval ................................................................................... 659Approving and Denying Clauses ........................................................................................................... 659Setting Effective Dates for Clauses ....................................................................................................... 661

Approving Sections and Controlling Document Configurator Availability ................................................ 661Understanding Section and Configurator Approvals ............................................................................ 661Pages Used to Approve Sections and Control Document Configurator Availability ........................... 662Setting Section and Configurator User Preferences .............................................................................. 662Defining Section Approvals .................................................................................................................. 663Controlling Document Configurator Availability ................................................................................. 663

Approving Documents ................................................................................................................................. 664Understanding Document Approvals .................................................................................................... 664Pages Used to Approve Documents ...................................................................................................... 666Accessing Document Approval and Review Components ................................................................... 667Previewing Approvals ........................................................................................................................... 668Submitting Documents for Approval .................................................................................................... 669Approving and Reviewing Documents ................................................................................................. 671Verifying Document Approvals ............................................................................................................ 673Denying Approval for Documents ........................................................................................................ 675Inserting Ad Hoc Approvers and Reviewers ......................................................................................... 677Bypassing Document Approvals ........................................................................................................... 678

Chapter 18

Creating and Maintaining Amendments for Supplier Contracts .......................................................... 679

Contents

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Understanding Contract Document Amendments ....................................................................................... 679Contract Amendments ........................................................................................................................... 679Amendment Processing ......................................................................................................................... 683Amendment Steps ................................................................................................................................. 689

Understanding Amendments for Imported Documents ............................................................................... 690Understanding Amendments Linked to Source Transactions ...................................................................... 691Setting Up System Values for Amendments ............................................................................................... 692

Pages Used to Set Up System Values for Amendments ....................................................................... 693Defining the Format and Options for Amendments .............................................................................. 693Defining Amendment Configurators ..................................................................................................... 694

Creating Document Amendments ................................................................................................................ 694Pages Used to Create Document Amendments ..................................................................................... 694Accessing Amendment Features ........................................................................................................... 695Creating Amendments ........................................................................................................................... 695Updating Amendment Files Automatically ........................................................................................... 697

Processing Contract Document Amendments .............................................................................................. 700

Appendix A

Microsoft Word Integration with Supplier Contract Management ...................................................... 701

Understanding Microsoft Word Integration with Supplier Contract Management ..................................... 701XML Schema ............................................................................................................................................... 704Microsoft Word Editing Access ................................................................................................................... 708Microsoft Word Search Considerations ....................................................................................................... 708

File Configuration For Microsoft Word Searches Using Research Task Panes ................................... 709Search Limitations ................................................................................................................................. 709

Supported Microsoft Word Settings ............................................................................................................ 710Format and Style Considerations in Microsoft Word .................................................................................. 710

Styles and Formatting ............................................................................................................................ 711Templates .............................................................................................................................................. 711Sample Templates ................................................................................................................................. 712Formatting Application ......................................................................................................................... 713Style Planning ....................................................................................................................................... 714Style Application ................................................................................................................................... 714Microsoft Word Paragraph Styles and Outline Numbering in Document Generation .......................... 715Overriding Styles ................................................................................................................................... 716When to Add Styles to Templates ......................................................................................................... 716Steps for Adding Styles to Templates ................................................................................................... 717Style Examples ...................................................................................................................................... 717

Character Limitations ................................................................................................................................... 720Protected Areas ............................................................................................................................................ 721Outline Numbering ...................................................................................................................................... 722Spelling and Grammar Checks in Microsoft Word ..................................................................................... 722

Contents

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