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Conga Support

Adding an Incorporated Contract

An incorporated contract is a contract that cannot stand on its own as a legal document since it amends, augments, or edits the terms of another contract, such as a Master or Individual agreement (i.e., root contracts). Examples of an incorporated contract include a Schedule, Addendum, Amendment, and a Statement of Work.

An incorporated contract is added from the Contract Profile of a root contract.

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A

Add Incorporated button

Click to display a screen that will allow you to add an incorporated contract and link it to a root contract.

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B

Agreement Type list

Click on the list arrow to display a list of agreement types, and then select the agreement type that best identifies the new incorporated contract.

Note: The agreement types for an incorporated contract are displayed in regular text, while agreement types for a root contract are displayed in bold text.

C

Agreement Link list

This field is automatically populated with the number of the associated root contract. However, you can link this contract to another root contract or an incorporated contract by simply making a different selection in the list.  The list includes all of the company’s contracts, as well as the contracts of companies who have a relationship with this company. Each contract in the list contains the contract number, company name, and the contract's purpose.

D

Contract Number field and Currency list

  • The contract number is defined by the Novatus system and the format is defined by your Administrators. In the example above, the incorporated contract number contains the first three letters of the company name, a "SCHD" abbreviation since the type of agreement selected is "Schedule," and a system-generated number, which is the same number as the root contract (7914) plus one additional number (79146).
  • The Currency list is auto-populated with the currency selected in the System window of your User Preferences.

E

Contract Type list

The contract type defaults to the contract type of the root contract. However, you can change the contract type by clicking on the list arrow to display a hierarchy of contract types, and then clicking in a different check box.

Note: If a contract type include one or more sub-types, an expand icon displays to the left of its check box. Click on the icon for a contract type to drill down and display all the sub-types before selecting the appropriate contract type.

F

Term Type list

Click on the list arrow to display the five term types in the Novatus system, and then select the correct term for the incorporated contract:

  • Auto-Renewal, Auto-Advance - Novatus system automatically renews the contract by advancing the current contract expiration date to the next renewal date and also sets up new event alerts.
  • Auto-Renewal, Manual Advance - Novatus system automatically renews the contract, but a user must change the current contract expiration date to the next renewal date and set up new event alerts.
  • Fixed, Auto-Inactivate - Novatus system automatically inactivates the contract when it reaches its expiration date by changing the contract's status from Active to Inactive.
  • Fixed, Manual Inactivate - User must change the contract's status from Active to Inactive once the contract reaches its expiration date.
  • Perpetual - A contract with an effective date, but no expiration date. Perpetual contracts are often Master agreements that contain legal terms, as well as schedules with term and renewal information.
  • Coterminous - Novatus automatically populates all the fields in the Term & Renewal section with the data captured in the root contract, including the contract status. However, all of the Term & Renewal fields can be edited.

G

Status list

Click on the list arrow to display a list of possible statuses for the incorporated contract. Click on the appropriate status to select it.

Note: If Coterminous is selected in Step F, the Status list is automatically populated with the status of the root contract, but it can be edited.

H

Original Exp Date field

Enter the date on which the incorporated contract originally expires. You can also click on the icon to use the pop-up calendar to select the date.

Note: Novatus automatically populates the Current Exp Date field.

I

Event alert icon

Click on the icon to display a window that allows you to add an event alert for the contract's expiration date.

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J

Create Event check box

Select to create an event alert for the incorporated contract's original expiration date.

K

Event Owner list

Click on the list arrow to display a list of people who can "own" the event, and click on a user name to select it. The Event Owner will receive Event Notification Reports via email.

L

Notification List

If you want one or more users to be notified of the event, click on the list arrow to display the Address Book. Select all the people you want to be notified. You can also send the event alert to a distribution list in the Address Book.

M

Template list

Click on the list arrow to display a list of available templates, and select a template if its name indicates it is for a contract renewal. The Description and Notification Text fields are automatically populated with information from the template.

Note: If you do not use a template, enter the text you want displayed in the subject line of the email message in the Description field, and then enter the body of the email message in the Notification Text field. If the text you enter exceeds the viewing a field, click the Expand link to display a window that will allow you to view the text in its entirety.

N

Warn Days field

Enter the number of days prior to the event date that you want the email alert to be sent.

O

Use Reminder check box

  • If you want to send out an email reminding individuals about the upcoming event, select the check box and complete Steps P-R.
  • If you do not want to send a reminder email message, proceed to Step S.

P

Reminder List

Click on the list arrow to display the Address Book. Select all the people you want to receive an email reminder for the event.  You can also send the reminder event alert to a distribution list in the Address Book.

Q

Reminder Days field

Enter the number of days prior to the event date that you want the reminder email message to be sent.

R

Reminder Text field

Enter/edit the text you want displayed in the body of the reminder email message. If a template is selected in the Template list, this field is automatically populated with a message, but you can edit the message, if desired.

Note: If the text you enter exceeds the viewing a field, click the Expand link to display a window that will allow you to view the text in its entirety.

S

OK button

Click to create the event alert and close the window.

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T

Renewal Interval field

Enter the number of months before the contract is up for renewal. For example, if a contract's effective date is 2.12.17 and it will be up for renewal on 2.12.18, enter "12" in the field, which is 1 year, expressed in months.

Note: This field is not required for contracts that have a contract Term Type of Perpetual, Fixed - Auto Inactivate, and Fixed - Manual Inactivate.

U

Notice Period field

Enter the number of days prior to the contract's current expiration date that you have to provide notice of your intent to terminate or renew the contract. Novatus automatically populates the Notice Date field.

Note: This field is optional for all contract term types.

V

Optional fields

Enter the optional information for the root contract: Contract Purpose, Contract Value, Proposed Value, Location, Description, and Effective Date. The optional fields may vary in your Contract Profile.

Note: If the text you enter exceeds the viewing a field, click the Expand link to display a window that will allow you to view the text in its entirety.

W

Contract Additional fields

If your Administrators want you to capture additional information for the contact, there will be required and/or optional fields in this section of the Contract Profile. You must populate any required fields, or you will not be able to save the profile.

X

Add Responsibility button

Click to display a list of the positions of responsibility for the incorporated contract (e.g., Contract Manager), and select a position. If there are mandatory responsibilities associated with a contract, they will automatically be displayed, and you will not be able to save the contract without selecting a person for each responsibility.

Y

Name list

Click on the list arrow to display a list of people who can fill the selected position of responsibility. Once you select an individual, the other fields, such as email address and phone number, are automatically populated.

Note: You can also type the first few letters of a person's first or last name directly into the field, and the system will display possible matches. Click on the correct name to select it, and automatically populate the other fields  for the responsibility.

Z

Delete icon

Click on the icon for a responsibility if you want to remove the responsibility from the incorporated contract.

AA

Save button

Click to save the information and create the Contract Profile for the incorporated contract.

Note: If a contract flow is linked to the type of contract you are creating, a gray banner displays under the Action Bar in the Contract Profile, showing the current stage of the contract, as well as the first step that you need to take to move the contract through its life cycle.

 

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BB

Contract Family link

If the link is not already selected, click on it to display the Contract Family browse screen. The hierarchical relationship between the root and incorporated contracts is shown in the browse screen.

Note: When a contract is displayed in dark red text, this indicates the Contract Profile is active (i.e., profile is currently open).