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Conga Support

Editing Contract Information

The information in the Contract Profile screen can be easily edited if changes need to be made. You can also edit an event alert for a contract's original expiration date.

A contract is edited from its Contract Profile.

A

Edit Contract

Click to display the contract in edit mode.

Note: If the Edit Contract button is not present, you do not have permissions to edit contract profiles.

B

Contract Group list

If you want to change the contract group, make a different selection in the list. This field provides a security feature that allows you to restrict access to a contract through user roles.

Note: If a question mark icon appears next to a field, there is a Quick Tip available for the field. Click on the icon if you need help populating the field.

C

Legal Entity list

If you want to change the contract legal entity, make a different selection in the list.

Note: In the Novatus system, companies are divided into two categories: internal and external companies. Internal companies are all of your "legal entities," which include your main company and any subsidiary or other entity that has the legal capacity to enter into a contract. An external company refers to the "other party" that has entered into a contract with your company. Both categories, external (companies) and internal (legal entities), have a full Company Profile in the Novatus system.

D

Contract Purpose field

If you want to edit the contract's purpose, click in the field and type over the existing text.

E

Contract Number field

If this field is editable, you will be able to click in the field and type over the exiting contract number to update it.

Note: This field is automatically populated by the Novatus system and is normally not editable.

F

Currency list

If you want to change the unit of currency for the contract, make a different selection in the list.

Note: The Currency list is auto-populated with the currency selected in the System window of your User Preferences.

G

Contract Value field

If you want to update the contract value, click in the field and type over the existing value. You can also use the increment and decrement arrows to increase or decrease the value.

H

Proposed Value field

If you want to update the proposed contract value, click in the field and type over the existing value. You can also use the increment and decrement arrows to increase or decrease the value.

I

Agreement Type list

If you want to change the contract's agreement type, make a different selection in the list.

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.

J

Agreement Link list

If this field is present you are editing an incorporated contract. If you want to link the incorporated contract to a different root contract or to another incorporated contract, make 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.

K

Contract Type list

If you want to change the contract type, click on the list arrow to display a hierarchy of contract types, and then click 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.

L

Location list

If you want to change the contract's location, make a different selection in the list. This field is used to identify the location of the hard copy of the executed contract.

M

Description field

If you want to edit the contract's description, click in the field and type over (or augment) the existing text.

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.

N

 Term Type list  

If you want to change the contract's term type, make a different selection in the list. There are five term types in the Novatus system:

  • 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 system automatically populates all the fields in the Term & Renewal section with the data captured in the root contract, including the contract status. This option only applies to incorporated contracts.

O

Effective Date field

If you want to change the contract's effective date, click in the field and type over the existing date. You can also click on the icon to use the pop-up calendar to change the date.

P

Original Exp Date field

If you want to change the contract's original expiration date, click in the field and type over the existing date. You can also click on the icon to use the pop-up calendar to change the date.

Q

Current Exp Date field

This field is automatically updated by the Novatus system if you change the date in the Original Exp Date field. The field is not editable.

R

Renewal Interval field

If you want to edit the renewal interval (i.e., number of months before the contract is up for renewal), click in the field and type over the existing value. You can also use the increment and decrement arrows to increase or decrease the value.

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

S

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. You can also use the increment and decrement arrows to increase or decrease the value.

T

Notice Date field

This field is automatically updated by Novatus if you change the value in the Notice Period field. The field is not editable.

U

Status list

If you want to change the contract's status, make a different selection in the list.

V

Contract Additional fields

If you want to update the information captured in any additional fields that have been added to the Contract Profile by your Administrators, expand the Contract Additional Fields section and update the fields and lists, as needed.

W

Responsibility Name field

If you want to reassign a contract responsibility to another user, click on the list arrow and select another user in the list. 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 displayed for the responsibility.

X

Add Responsibility option

If you want to add another contract responsibility, click on the Add Responsibility button to display a list of responsibilities. Select the responsibility in the list, and then click in the Name field to display a list of people who can fill the selected position of responsibility. Click on a user name to assign the user to the responsibility and populate the fields with the user's available information.

Y

Delete icon

If you want to remove a responsibility from the contract, click on the icon for the responsibility

Z

Event alert icon

  • If you want to edit the event alert for the contract's original expiration date, click on the icon to display a window that allows you to edit the event alert.
  • If you do not want to edit the event alert for the contract's original expiration date, click the Save button in the toolbar to save your changes and edit the contract information.