import contract documents · 2019-01-11 · import contract documents scm users may import existing...

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Import Contract Documents

SCM users may import existing contracts and/or amendments into the SCM Module. Only contracts that will require amendments need to be brought into SCM with only the latest Contract/Amendment providing the executed contract and amendments have already been attached to the Procurement Contrat. This step will allow users to access current contracts and amendments in Core-CT.

Navigation: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry

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Click the Find an Existing Value tab.

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Enter the Contract ID or use the any of the search criteria fields. Click the Search button.

The Contract Entry page will display. Click the Add a Document button.

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The Create Document Page will display Select a Document Type from the dropdown menu. The Description will default from the Procurement Document but it can be changed. The Administrator will default with your userid but it can be changed. Click the Import Document button.

The following Sections are for the type of import being processed. Read through the options and make sure the correct process is used. Certain processes cannot be reversed once they are started

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Import a Fully Executed Contract only A fully executed contract has all of the signatures completed outside out CORECT. Import the executed contract in anticipation of an amendment. Select Current Contract/Document under the Import Option. Enter 1 for the Version Select Executed for the Status Enter the Status Date based on your Agency’s business process. (The time will update automatically) Click the Upload button.

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Click the Browse button.

Select the file to upload and click the Open button. Since this is for reference only, the file may be either a Word document or a PDF file

Click the Upload button.

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The file name will display. Click on the hyperlink to verify the file is correct. If it is the wrong file, click the clear button to remove it. Click the Done with Import button.

Click Yes to continue.

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Click the View Document button.

Click the Open button in the popup.

Review that the imported document is accurate and close the document.

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The Contract has been successfully uploaded and an amendment can now be created using the Create Amendment button.

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Import a Contract created outside of CORECT The contract has been created outside of CORE and has not been signed. Import the Contract to utilize SCM and DocuSign for signatures Before starting this process, make sure there is a local copy of the correct signature page (either with or without the AG signature) in a xml format that was downloaded from your Ageny’s clause library. Refer to the Instructions to download a signature page at the end of this section. Select Current Contract/Document under the Import Option. Enter 1 for the Version Select Draft fro the Status Enter the Status Date based on your Agency’s business process. (The time will update automatically) Click the Upload button.

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Select the file to upload and click the Open button. The contract must be a Word (.doc .docx) document


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The file name will display. Click on the hyperlink to verify the file is correct. If it is the wrong file, click the clear button to remove it. Click the Done with Import button.


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Click the Edit Document button.

Click the Open button in the popup.

Click the Enable Editing button at the top of the document

Open up the document and locate the signature page on your imported contract document

Delete the signature page

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Do not close this document.

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Open the saved signature page document. Select and copy the content in the “Full Text” section of the of document. Right click on your mouse and select copy or use Ctrl C on your keyboard.

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Return to the Contract Right click on you mouse and select Keep Source Fomatting

Review and update the signature page as necessary In the example below, the Contract Id and Amendment number need to be corrected.

Save the Contract on a local drive. Close the Contract document. Close the Signature Page document

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On the Doucment Management Page click Check In

Select the version type. Default is Minor Enter in any comments Click OK

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Click Browse to search for the Contract

Navigate and select the document Click Open

Click Upload

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You are now able to View or Edit the document, Route Internally or Externally for Collaboration and Prepare and Route for e-Signature.

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Instructions to download a signature page. Only users with the CT_F_A_SCMT_ADMIN role can click the Edit Document button. Navigte: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses Enter the Clause Id or use the Search Criteria to find the correct signature page. Click search

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Click the Correct History Button Click Edit Document Do not use preview button to open up the signature clause page to download the file. The preview signature clause file does not contain the necessary DocuSign tag.

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Click the drop down arrow to the right of Save

Click Save As

Save the document in a local drive Make sure the file extension is XML

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Click Cancel Check Out after the File has been saved

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Import a Fully Executed Contract with Fully Executed Amendment(s) A fully executed contract has all of the signatures completed outside out CORECT. At least one full executed amendment has been completed outside of CORECT. Import the executed contract and executed amendment(s) in anticipation of a new amendment Select Original and Amendment under the Import Option. Enter 1 for the Version of the Original Contract (typically this will be 1 for the first Contract) Executed is defaulted for the Status Enter the Status Date based on your Agency’s business process. Enter 1 for the Version of the Amendment Enter the last executed amendment number in the Amendment field If the Number is greater than 1, the Prior Versions Section will be available Select Executed for the Status Enter the Status Date based on your Agency’s business process. Note: The Status Dates cannot be the same date for the Contract and Amendments (The time will update automatically) Click the Upload button.

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Select the file to upload and click the Open button. Since this is for reference only, the file may be either a Word document or a PDF file


The file name will display. Click on the hyperlink to verify the file is correct. If it is the wrong file, click the clear button to remove it.

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Repeat the upload process for the last executed amendment Only the last executed amendment needs to loaded as long as all other amendments have already been attached to the Procurement Contract. If necessary, the previous amendments can be uploaded by clicking the Prior Versions Section and completing the additional rows After all the amendments have been uploaded click Done with Import.

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The Contract and Amendment(s) have been successfully loaded into CORECT Click the Modify Attachement/Relate Documents hyperlink

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The Transactional Attachments sections shows all the attachments from the Procurement Contract. Click Cancel to return to the Document Management Page

The last executed document is displayed (in this screenshot it is 2) Clicking on the Create Amenment will create the next amendment (3)

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Import an amendment created outside of CORECT This option assumes that a Contract and/or its amendments have been fully executed. Create an Amendment and use the external created information. From the Document Management Page, Click Create Amendment

Select Minor or Major version (Minor is the default) Enter any comments. Click OK

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Click the Edit Amendment File

Click Open

Click Enable Editing at the top of the page

Open the Amendment created outside of CORECT Select the sections to be copied Copy the section Paste it into the Edit version of the Amendment. Review the document Save a copy of a local drive. Close both documents. Note: Do not alter the signature page of the amendment. It has imbedded tags to work with DocuSign.

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On the Doucment Management Page click Check In

Select the version type. Default is Minor Enter in any comments Click OK

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Click Browse to search for the Contract

Navigate and select the document Click Open

Click Upload

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You are now able to View or Edit the document, Route Internally or Externally for Collaboration and Prepare and Route for e-Signature.