9. Contracts, Orders, Retainer Orders

This section of the manual is dedicated to the description of the paperless workflow and authorization of assignments, manifests, contracts, orders,  retainer orders and standing orders.  Let us start with individual contracts (for UNOV and UNON only). The summary below lists contract statuses and explains each of them.

"Disbursed" - After a payment is confirmed via IMIS, the “Disburse” button has to be pressed in a separate module created for the Finance Section. At the moment, Contractual Services team members are logging in the module themselves to complete all the disbursed contracts upon checking the payment in IMIS. This is the last stage of the contract.

"Cancelled" - All cancelled contracts are stored here. A contract can be cancelled by pressing the "Cancel" button within the contract form in question.

"Created"  - When a contract form is filled in and saved, the status of the contract changes to “Created”. Please note that at this stage the contract is not yet visible to the contractor.

"Rejected" - Should a contractor decide to reject an offered contract and presses the “Reject” button, the status of the contact is changed to “Rejected”. You can now offer it to a different contractor by changing the contractor’s name and pressing the “Offer” button. In this case an automated message will be sent to the initial contractor, informing him or her, that a contract was withdrawn.

"Offered" - After pressing the “Offer” button, an automated message is sent to the contractor’s default email address and the status of the contract is changed to “Offered”. The contract is now visible to the contractor in his or her CMA. At this stage it is still possible to offer a contract to a different contractor by pressing the “Re-offer” button.

"Accepted" - Should a contractor press the “Accept” button, the status of the contract is changed to “Accepted”.

"Returned" - Should a contract not be complete or needs adjustment, the supervisor of Contractual Services can return the contract for it to be adjusted. By pressing the “Return” button available in the “Submitted” category list, the status of the contract is changed to “Returned”. From the “Return” category, it is possible to submit the contract for approval by the supervisor of Contractual by pressing the “Submit” button.

"Submitted" - After a contract is submitted to the supervisor of Contractual Services by one of contractual team members for approval, the status of the contract is changed to “Submitted”.

"Checked" - After a contract was inspected by the supervisor of Contractual Services and the “Checked” button is pressed (available in the “Submitted” list), the status of the contract is changed to “Checked”.

"Approved (1st level)" - At this stage the contract is approved by the Chief of DMU. The chief of DMU approves the contract by pressing the “Approved 1st level” button available under the “Checked” list. The status of the contract is then changed to “Approved 1st level”.

"Approved (2nd level)" - At this stage the contract is approved by the Chief of CMS. The chief of CMS approves the contract by pressing the “Approved 2nd level” button available under the “Approved 1st level” list. The status of the contract is then changed to “Approved 2nd level” and an automated notification is sent to the contractor’s default address informing him or her that the contract is ready to be signed in CMA using the signature stored in the system.

"Signed" - After a contractor signs his or her contract, the status of the contract is changed to “Signed”.

"Completed" - After a contractor has uploaded a file in the system or when a service is finished in Contractual, he or she can press the “Complete” button to close the contract on his or her side.

"Certified" - The supervisor of Contractual Services confirms that a service was satisfactorily performed by pressing the “Certify” button available under the “Completed” list. The status of the contact is then changed to “Certified”.

"Authorized" - The Chief of CMS authorizes the payment of the contract by pressing the “Authorize” button available under the “Certified” list. The contract then changes its status to “Authorized”.

"Sent to Finance" - Contractual Services team member has to press the “Send for Payment” button available under the “For Payment list”. The status of the contract is then changed to “Sent to Finance”.

Please note that depending on the role assigned to you in CMA by the administrator, you might not see all of the categories and lists and not all the action buttons may be available for you. In general, attention should be paid to the red counters next to each categories. For example, a counter showing an offered document, which was not accepted for a longer period of time, might require an action. The same applies to the documents in the “Rejected” category. You can access each category by clicking on it (Fig. 9.1).

Figure 9.1 – Individual Contracts Categories With Counters

You can always retrieve the information on all changes of statuses by clicking the current status of the contract in the contract form. Click on the contract number to open the form (Fig. 9.2):

Figure 9.2 – Calling Up the History of Status Changes

Click on the status "Accepted", a new pop-up window will appear showing all the date stamps and comments recorded for the selected contract (Fig. 9.3):

Figure 9.3 – Displaying the History of Status Changes

Depending on your assigned role, you can submit, certify, etc. each contract individually by accessing it in CMA and pressing the respective button. However, it is also possible to perform an action on a number of contracts in one go. To do so, please go the category in question, and put a check mark next to all the contracts needed. Please press the action button to change the status of all the marked contracts (Fig. 9.4).

Figure 9.4 – Performing an Action On Several Contracts In One Go

Figure 9.4 – Performing an Action On Several Contracts In One Go

Let us now have a look at the orders for agencies. The summary below lists all the statuses available for them.

"Disbursed" - After a payment is confirmed via IMIS, the “Disburse” button has to be pressed in a separate module created for the Finance Section. At the moment, Contractual Services team members are logging in the module themselves to complete all the disbursed contracts upon checking the payment in IMIS. This is the last stage of the order.

"Cancelled" - All cancelled orders are stored here. An order can be cancelled by pressing the "Cancel" button within the order form in question.

"Rejected" - Should an agency decide to reject an offered job and presses the “Reject” button, the status of the order is changed to “Rejected”. You can now offer it to a different agency by changing the agency name and selecting a valid contract by pressing the “Offer” button.

"Order created" - When an order form is filled in and saved, the status of the order changes to “Created”. Please note that at this stage the order is not visible to the agency.

"Sent" - After pressing the “Send” button, an automated message is sent to the agency’s default email address and the status of the order is changed to “Sent”. The order is now visible to the agency in CMA.

"Accepted" - Should an agency press the “Accept” button, the status of the contract is changed to “Accepted”.

"Invoice returned" - Should an invoice not be correct, a team of Contractual Services can return it to the agency for adjustment. This can be done by pressing the “Return” button available in the “Invoice Submitted” list. The status of the order is then changed to “Invoice returned”.

"Job completed" - After an agency has uploaded a file in the system or when a service is finished in Contractual, the agency can press the "Complete” button to close the order in the system.

"Invoice submitted" - After a job is completed, an agency can upload its invoice to the system. Upon uploading a new invoice, the status of the order is changed to “Invoice submitted” and the red counter next to that category changes as well.

"Invoice certified" - After an invoice was inspected by Contractual Services and the “Certify” button pressed (available under the “Invoice Submitted” list), the status of the order is changed to “Invoice certified”.

"Sent to Finance" - All certified invoices are listed under the “Certified” category. It is now possible to press the “Send to Finance” button . After the button is pressed, the status of the order is changed to “Sent to Finance”.

There are a few differences to the certification of orders compared to individual contracts. The most important difference is that orders do not have to be pre-approved as they are based on the contracts signed with agencies that cover longer period of time and for a certain amount of work. That is why it is only necessary to certify invoices upon their submission by agencies after a job was successfully completed. The system allows agencies to upload their invoices in PDF format. You can view submitted invoices by pressing the submitted invoice icon  under the “Invoice Submitted” list (Fig. 9.5).

Figure 9.5 – Viewing a Submitted Invoice

After clicking the invoice icon, you will be able to open or save the PDF file. Should the invoice be correct, you can either press the “Certify” button from within the order form, or put a check mark into the box next to the order by pressing the “Certify” button in the upper right corner of the list. After pressing the “Certify” button, a new pop-up window will appear, asking you to select the position of the certification stamp and to confirm your action (Fig. 9.6).

Figure 9.6 – Certifying Orders amd Choosing the Location of the Certification Stamp

Figure 9.6 – Certifying Orders amd Choosing the Location of the Certification Stamp (for UNOV AND UNON only)

Upon certification, a new icon will appear in the “Invoice” column of the list and the order is moved to the “Certified” list. You can always check and print the certified invoice by clicking the icon (Fig. 9.7):

Figure 9.7 – Checking a Certified Invoice

The procedure for retainer orders is exactly the same as with agencies’ invoices. The statuses of retainer orders correspond to the statuses of agency orders as well. The same goes for placing the certification stamp.

To search for a contract, order or retainer order, please go to the respective group and use the search filters available under the “All Contracts/All Orders” category.