Create an Ad Hoc Document for Supplier Contracts in NUFinancials

This guide will walk a Contract Administrator through the process of creating an Ad Hoc Document.

Contract Administrators create ad hoc documents for non-monetary purposes (statement of work, non-disclosure, media release, etc.). The document is built by answering questions in a document wizard. Ad hoc documents are routed for collaboration with colleagues to get their feedback. If edits are made, they will be reviewed by central offices. Alternatively, a supplier-supplied document may be used (when needed). For the purchase of goods and services, use a transactional contract 

Step 1: Add a Document

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management

Tip: Click 3 Bar Action List icon > Add to Favorites > OK /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH01.JPG

  1. Do not change Source Transaction, SetID, or Ad Hoc ID.
  2. Add a meaningful Description (60 characters max.). Consult with your department for Ad Hoc naming conventions to use. 
  3. Select Contract Style as Adhoc Document.
  4. Select a Document Type. For a description of Document Types, see Supplier Contract Management. If you are using a supplier supplied document, select the Document Type “UNIV supplier Paper w/Executive Summary”
  5. Click Add a Document. This takes you to the Create Document  

Step 2: Answer Questions in Document Selection Wizard (if applicable)

Some document types may be selected based on answers to a series of questions in the form of a “Configurator Selection Wizard”. If no wizard box appears, proceed to step 4.

  1. Answer all Questions in the Question Your answers will be used to populate the applicable document.
  2. Click Finish after completing the Question Group.
  3. Skip to Step 4.

Step 3: Create Document /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH02.JPG

The Ad Hoc ID (contract number) appears on the right.

  1. Enter the NetID of the Contract Administrator/Buyer (yourself or another user).
  2. Enter the NetID of the document’s Sponsor (proponent/negotiator, yourself or another user). They will be assigned as a collaborator on this document. 
  3. Enter the Department ID (from chart string) to be associated with this document. 
  4. Enter the document’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks.
  5. Enter the document’s Expire Date. This should be the event’s date or later. 
  6. Click Create Document. This opens the document wizard questions. 

Step 4: Wizard Execute – Document Creator

  1. Answer all Questions in the Question Groups. Your answers will be used to populate the document with pre-approved clauses.
  2. Click Next after completing a Question Group.
  3. When all questions have been answered, click Finish. This takes you to the Document Management page. If you receive a “Generation Error Log” message, contact PPS for assistance. 

Step 5: Document Management /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH03.JPG

  1. Click View Document (read only) or Edit Document (make changes).
  1. Open the XML document in Word.
  2. To edit the document, create a Document folder on your desktop and save the file there. Do not change the file name!
  3. After editing, click Check In (or Cancel Check Out if you have not made edits).
  4. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
  5. Enter Check In Comments.
  6. Click OK.
  7. Browse and Upload your saved file.
    • The file name must exactly match the document you downloaded for editing.
    • Changing any clauses will send the document to Office of General Counsel for approval.
    • “Checking In” a document does not automatically delete the file you saved to your computer.
  • Manually delete an old file before saving a new version.
  1. Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.
  • This is optional for all ad-hoc document types except CORE, for which it is required. 
  • Most Ad Hoc documents, by nature, do not require collaboration (NDA, COI, etc).
  • These documents are support for the transactional document and would not require collaboration on their own but will be part of the Transactional document's routing, if attached.

 /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH04.JPG

  1. Enter User NetID of the NUFinancials user you want to collaborate on this document. The Sponsor will automatically be included as a Collaborator. 
  2. Select which users can be a Collaborator (view only) and Can Edit During Collaboration (as needed).
  3. Click + (plus sign) to add additional users (as needed).
  4. Enter Collaboration Instructions. 
  5. Click Route Internally. Collaborators are notified via system email and their NUFinancials Worklist. 

Alternative: Create an Ad Hoc Document Using Supplier- Supplied Documentation

Alternatively, use this process to create an Ad Hoc document using supplier-supplied documentation (supplier paper).

Step 1: Add a Document

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management

Tip: Click 3 Bar Action List icon > Add to Favorites > OK /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH05.JPG

  1. Do not change Source Transaction, SetID, or Ad Hoc ID.
  2. Add a meaningful Description (60 characters max.). Consult with your department for Ad Hoc naming conventions to use. 
  3. Select Contract Style as Adhoc Document.
  4. Select Document Type: Supplier Doc Upload. For a description of Document Types, see Supplier Contract Management.
  5. Click Import Document. This takes you to the Create Document page. 

Step 2: Import Document /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH06.JPG

  1. Enter the NetID of the document’s Sponsor (proponent/negotiator, yourself or another user), if applicable. They will be assigned as a collaborator on this document.
  2. Enter the Department ID (from chart string) to be associated with this document. 
  3. Enter the document’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks.
  4. Enter the document’s Expire Date (if applicable). This should be the event’s date or later. 
  5. Leave selection on default Current Contract/Document for Import Option. 
  6. Enter Version as 1, Enter Status as Draft, Enter Status Date same as Begin Date, and Upload and Browse for your saved file.
  7. Click Done with Import.

Step 3: Document Management /images/group293/shared/ESAF/NUFinancials/SupplierContracts/cREATEaDhOC/CAH07.JPG

  1. Click View Document (read only) or Edit Document (make changes).
  1. After editing, click Check In (or Cancel Check Out if you have not made edits).
  2. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
  3. Enter Check In Comments.
  4. Click OK.
  5. Browse and Upload your saved file.
    • The file name must exactly match the document you downloaded for editing. 
    • Changing any clauses will send the document to Office of General Counsel for approval. 
    • “Checking In” a document does not automatically delete the file you saved to your computer. 
    • Manually delete an old file before saving a new version. 
  1. Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.
  • This is optional for all ad-hoc document types except CORE, for which it is required. 
  • Most Ad Hoc documents, by nature, do not require collaboration (NDA, COI, etc).
  • These documents are support for the transactional document and would not require collaboration on their own but will be part of the Transactional document's routing, if attached.
  • Follow Internal Contacts / Collaborators as shown under Document Management.

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:NUFinancials, "Ad Hoc Document", "Supplier Contracts", "Contract Administrator"   Doc ID:111032
Owner:ESAF PTP Team .Group:Northwestern
Created:2021-05-25 11:18 CDTUpdated:2021-08-06 12:20 CDT
Sites:Northwestern
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