Contract Management for TMS Administrators

Accessing Contracts

1. If you have been granted the appropriate permissions, the Contracts icon will appear on your left navigation menu. 

2. Select the Contracts icon

• • If contracts have already been added, you will see a list of contracts displayed.
  • This is where you will come to create, review, and manage software application contracts and vendor information.

Creating a Contract

1. Select the +Add Contract button in the top right hand corner of the screen
   
2. Select the appropriate Vendor if the Vendor you wish to assign to the contract has already been created. If not, select the +New Vendor button to create a new vendor.
   
   • Enter Vendor name 
   • Select +Create 
   • Vendor name will appear in gray font under the Contract Name field
3. Begin entering the following Contract Information
   
   • Enter Contract Name 
   • Select a Contract Location (who is the responsible party)
   • Unselect the Auto Renew check box if the contract is on auto renew
   • Enter the contract Start and End Dates
   • Select payment Net Term type from drop down
   • Select Billing Cycle
   • Enter Total Contract Cost 
   • Select +Create to save the basic contract details. 
4. Select +Associate Products with Contracts button to begin adding costs associated with software spending.
   
   • Type the name of the software application in the search bar to search your Directory.
   • Select the Product to add the line item costs.

1. Complete the Products and Cost line information
    
   • Select Purchase Type
   • Select the Location associated with the spend
   • Select Start and End Date
   • Enter Total Cost for the Purchase Type
   • Enter Quantity for amount purchased
   • Add any notes necessary
   • Select +Create
   • Select +Add Line Item to add more costs associated with the selected Product

1. Add Additional Costs Line Items (optional) 
   • Select Purchase Type
   • Select the Location associated with the spend
   • Select Start and End Date
   • Enter Total Cost for the Purchase Type
   • Enter Quantity for amount purchased
   • Add any notes necessary
   • Select +Create
   • Select +Add Line Item to add more Additional Cost line items

1. Add Contact Information
   
   • Select +Associate Contract with Contract
   • If no contacts exist, select +Create Contact and enter Contact Details
     
     • Contact Name
     • Contact Title
     • Contact Email Address
     • Contact Phone Number
   • Select +Create
   • Continue creating contacts as needed
     
   • If Contacts exist, find contact name and select +Add
2. Upload Documents
   
   • Select Upload button
   • Select File to upload
   • Enter caption (Optional)
   • Select +Create
     
   • Continue adding documents (i.e., signed contractual agreements, PO’s, invoices, etc.)

Adding Notes to Contracts

Notes is a single textbox that can be added onto by anyone with the Can Manage Contracts permission. 

1. At the bottom of the contract, you will find an area called Notes
2. Enter your note.
3. Save your note. 

If you'd like to add a note of your own to that field, but see another note present that you would like to keep, use your enter key to enter your note on a different line. 

1. Select the edit pen next to the note.
2. Press the enter button until you are on a new line in the textbox.
3. Type your note.
4. Save your note. 

Editing a Contract 

1. Select the Contracts icon on the left nav
2. Locate and select the desired contract
3. Select the Edit button in the right hand corner
   
4. Select the Edit pencil in the right hand corner to edit the basic contract details
5. Select Save after making an edits
6. Expand Products and Costs section to +Add Products, +Add Line Item and Edit existing line item data accessing the Edit pencil
    
   • Select Save or Cancel 
7. Expand Additional Costs section to +Add Line Item and Edit existing line item data accessing the Edit pencil
8. Locate Contact under Contact Information to +Add additional contacts or select the Edit pencil on the contact that requires edits
   
   • Select Save or Cancel 
9. Locate File to remove or upload a revised copy, select the Edit pencil
   
   • Select Save or Cancel 

Deleting a Contract

1. Select the Contracts icon on the left nav
2. Locate and select the desired contract
3. Select the Delete icon in the right hand corner next to the Edit button 
   
4. The following confirmation message will appear, “Are you sure you want to delete this contract? Deleting this contract will remove it and all of its contents from TMS and cannot be recovered. This includes all line items, contracts, and uploaded documents.”
   
5. Select Delete or Cancel

Changing Contract Status

1. Select the desired Contract
2. Locate and select the Edit button in the upper right hand corner
3. Select the Edit icon for the Contract Details
4. Next to the name of the Contract, there is a dropdown menu for the Contract Status
   • Please note the three statuses: Active, Inactive, and Expired 
      
   • Active is a Contract that is current to the fiscal year your district follows and is within the set timeframe you indicated in the Start and End date of the Contract
   • Inactive is a contract that is no longer applicable to the fiscal year your district follows and has been manually set to this status
   • Expired is a contract that has gone past the End date indicated on the contract and has not been manually set to Inactive by an administrator. This status is meant to be a warning for administrators so that they may deal with the contract
5. Choose the applicable status of your choosing
6. Save the Contract details