After routing a transactional contract internally for collaboration, the contract administrator sends it for external collaboration with the supplier. This may take place in a single or multiple rounds of collaboration. Once collaboration has completed, all contracts must be submitted for approval. The signed contract is then scanned and attached. Transactional contracts are dispatched and marked as "executed". Finally, the contract’s status must be changed to "approved" in order to process requisitions against them.

Contents

Finish a Transactional Contract in NUFinancials

Alternative: Obtain Signatures and Complete Document (with relevant Attachments and/or Executive Summary)

Appendix A: Create Executive Summary

Appendix B: Review Document Modifications & Versions

Appendix C: Make changes to a document

Appendix D: Create Amendment

Step 1: Find an Existing Document

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

Tip: Click 3 Bar Action List icon > Add to Favorites > OK

  

1. Click Find an Existing Document.

  

2. Select a Source Transaction: Purchasing Contracts (transactional). Enter additional search criteria as needed.
3. Click Search.
4. From the Search Results, click on the Document Keys link of the Contract ID you wish to This takes you to the Document Management page. 
    

Step 2: Document Management

Finalize Internal Collaboration 

1. Once Internal Collaboration has completed, click Finalize Collaboration.

  

External Collaboration 

2. To send for external collaboration with the supplier, click Send to Contacts.

  

1. Select Delivery Method: Email (follow steps B-G, below) or Manual (Click OK, send offline, manually),
2. Select Send as File Type: XML.
3. Select Files to Be Sent options:
   • Current Document (always)
   • Attachments (if applicable)
   • Related Documents (if applicable)
   • Set to Checked Out (always)
   • Send Copy to Administrator (optional)
4. Enter Description (body of email). Provide the supplier with your contact information.
5. Enter supplier Contacts information.
   • Click the Selected checkbox.
   • Enter supplier contact’s Name, Title (optional) and Email ID.
   • Click + (plus sign) to add additional contacts (as needed).
6. Ensure that your Attachments – Files are properly Selected.
7. .Click OK.
   • The supplier will receive an email with your attachment(s).
   • The supplier will respond as you specified with your contact info in Description, above.
   • Review any changes made via Review Document Modifications & Versions (See Appendix B)

  

3. Check in document with supplier’s changes. (or Cancel Check Out if there are no supplier changes). 

1. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
2. Enter Check In Comments.
3. Click Ok.
4. Browse and Upload your saved
   • The file name must exactly match the document you downloaded for editing.
   • “Checking In” a document does not automatically delete the file you saved to your
   • Manually delete an old file before saving a new
   • Send document back for additional internal/external collaboration (as needed).

  

Submit for Approval 

4. Click Submit for Approval. Then click Return to Document Management.

• Upon approval, you will receive an email notification and the document’s Status changes from "Collaborated" to “Approved”.

  

Send for Signatures and Complete Document

  

5. Obtain signatures.

•   Click Prepare and Route for e-Signature.

  

1. Enter the contact’s Email Address, NetID (if internal), Name, and Sign Order.
2. Click + plus to add additional contacts (as needed).
3. Select Carbon Copy checkbox if you would like that additional contact to receive a signed copy of the document.
4. Select External Signer if contact is not internal.
5. Enter a Subject and Message to be which will appear in e-Signature email notification (sample is shown below).
6. Click Send.

 

   

6. Sender will receive email notifications throughout the signing process including when the document is fully signed.

 

7. The fully signed document will automatically upload back to Document Management in NUFinancials.
   1. If this does not seem to have occurred, expand the Signing Details.
   2. Click Get e-Signature Status. 

 

Alternative: Obtain Signatures and Complete Document (with relevant Attachments and/or Executive Summary)

Obtain Signatures & Attach

 

5. Obtain internal signatures. 

1. Click View Document, open the XML document in Word (2007 or later, not IE plugin) and save file (document will automatically convert to pdf file when uploaded to e-signature software).
2. You may wish to Create an Executive Summary to accompany the document. If you done so and wish to send the Executive Summary to support the request for signature on the contract, download the document.
3. If you would like to send any attachments to support the request for signature on the contract, download the document(s). 

6. Upload and send any relevant documents for signature via Docusign.

  

1. Log in at Docusign.net, click New, Send an Envelope.
2. Upload attachment(s).
3. Add Recipients and Set Signing Order.
4. Add Email Subject and Message.
5. Click Next.

   

6. Apply Standard Field tags by selecting the appropriate signer and dragging and dropping the desired fields in the contract document.
7. Click Send.

  

7. Once internally signed, you (and any signers) will receive an email notification with the completed documents. It is recommended that you attach the contract (and any other applicable documents) via Attachments/Related Documents in Document management.

  

1. Click Upload another Document Attachment Browse and Upload your saved file.
2. Click the Allow Email/Dispatch checkbox (as needed, to send this document to the supplier).
3. Enter a descriptive Title for the attachment.
4. To add more details, click the Description tab and enter a Document Description (optional).
5. Click OK. 
    

Execute & mark as Approved 

6. Click Execute Contract.
7. Click Contract ID # link.

  

10. Set Contract Status to “Approved”. 

• Please note that changes can only be made to the Contract Entry page if the status is set to Open. 

11. Scroll down and click Save (not shown). 

• Click OK to warning message (as applicable).
• The contract is now ready to requisition against. 
• Provide your requester with the Contract ID number, supplier and Category selected. 

   

Appendix A: Create Executive Summary

An executive summary may be created as a cover page/tear sheet to accompany the contract for Northwestern and supplier signatures. 

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management > Find an Existing Value > Select Document Keys/Contract ID 

1. Click Create Executive Summary (under Document Management).

  

2. Click Create Executive Summary (under Executive Summary).

  

3. Enter Comments.
4. Click OK.

 

5. Click View Executive Summary.

  

• Open the XML document in Word (2007 or later, not IE plugin). 

 

Appendix B: Review Document Modifications & Versions

Use Document Modification Summary to review a summary of the latest changes between document versions. 

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management > Find an Existing Value > Select Document Keys/Contract ID

  

1. Click Find an Existing Document.

  

2. Select a Source Transaction: Purchasing Contracts (transactional). Enter additional search criteria as needed.
3. Click Search.
4. From the Search Results, click on the Document Keys link of the Contract ID you wish to This takes you to the Document Management page.

  

A. Click Document Modification Summary to compare most recent and earliest document versions side by side.  

• Each time that a contract is edited and checked in, the system tracks and displays a summary of the changes on this page. When the changes pertain to clauses, you can use this page to help determine which clause changes in a document require workflow approval. 

  

B. Click Document Version History to review document versions, comments and answers to document wizard questions.

  

• Click on a Version number to open that version of the document in Microsoft word. Open versions individually. 
• Click the Details icon   to view details such as collaboration comments and answers to document wizard questions. 
• Click the Comments tab to view document check-in comments (when a document has been edited).

 

Appendix C: Make changes to a document

To make changes to an Executed Contract, click Reset to Dispatch (removes executed status to fix a recent mistake) or Create Amendment (change after the fact). 

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management > Find an Existing Value > Select Document Keys/Contract ID

 

 

Reset to Dispatch 

1. Click Reset to Dispatch.

  

2. Make changes. As needed, you may select Other Document Actions: 

• Refresh Document - change the contract type and re-answer document wizard questions
• Recreate Document - re-answer document wizard questions
• Deactivate Document - removes the document, does not delete 

3. Click Redispatch (as needed).
4. Click Execute Contract. 
    

Appendix D: Create Amendment 

1. Click Create Amendment on the Document Management page. 

  

2. Select the Amendment Option: Amend Contract Only. 
3. Select a Version type: Minor or Major. 
4. Enter Comments describing your Amendment. 
5. Click OK.

 

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For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.