Approve a Supplier Contracts Document in NUFinancials

This Job Aid discusses the Supplier Contracts Approval process for the Clause Approver role.

Designated Document Approvers will receive an email notification when a Supplier Contracts document has been routed for approval (sample below). Supplier Contracts documents are routed for approval/workflow when clause language has been changed or deleted within a system generated Northwestern template.

Step 1: Access Document

You may access the document directly by clicking the link in the email you received or by accessing the NUFinancials Approval Inbox:

Log in to NUFinancials:  nufin.northwestern.edu

Navigation: NUFinancials > NavBar > Approvals

  1. Click Supplier Contract for the Approval Type.
  2. Select the Supplier Contract that you would like to review.

Step 2: Review Document

  1. Clauses shown are all clauses within the Contract Document with you and/or your subject matter area listed as an approver. Those clauses will appear in the clause list whether they have been changed/deleted.
  2. Click Approval Chain to view the approval workflow.
  3. Click Modification Summary to review clauses for your review/approval that have been changed/deleted.
  • For clauses with no SME assigned any vendor proposed changes are business decisions.
  • Clauses: (*for OGC only over $100k or meets an exception)
     
SME Clause Name
ECIC Export Controls
NUIT Northwestern Data
OGMC Publicity
ORM Insurance, Insurance & Indemnification (Speaker template), Responsibility for Loss or Damage
PPS Changes, Change Control, Non-Exclusive Agreement, On-Campus Policies, Records; Audit Rights, Subcontractors and Personnel, Tax Exempt, Terms Taxes, Venue Policies
OGC* Acknowledgement (Speaker Engagement), Additional Vendor Representations, Alcohol Provision, Applicable Privacy Laws, Assignment and Delegation, Compliance with Laws, Confidentiality, Counterparts, Debarment and Conflicts of Interest, Discrimination and Harassment, Entire Agreement; Amendment; Inconsistent Terms, Federal Government Provisions, as amended, when applicable, Force Majeure, General Government Provisions, Governing Law; Dispute Resolution, Indemnification, Independent Contractor; No Joint Venture, Interpretation, Limitation of Liability, Miscellaneous, Notices, Order of Precedence, Recall, Recording (Rider Virtual Event), Remedies, Representations and Warranties, Representations and Warranties), Research Materials, Rider Representations and Warranties, Severability, Sponsored Project Flow Down Terms, Student Alcohol, Successors and Assigns, Survival, Termination; Force Majeure Event (Speaker Engagement), Terms General (PO Terms), Third Party Beneficiaries, Waiver, Work Product
None

Acceptance of Services, Cancellation, Compensation; Payment Terms, Delivery, Inspection of Goods, Payment, Scope of Services, Services, Speaker Engagement Fee, Term and Termination, Termination, Value of Equipment, Warranties (PO Terms)

  1. Exit the Modification Summary when review is complete.

 

Step 3: Document Management

  1. To view the Document and Related Attachments, click the Document Management link.

  1. To view the complete document, click View Document (This is view only.
  2. To view associated attachments, click the Modify Attachments/Related Documents link.

 

Step 3: Approve/Deny Document

  1. When review is complete, click Approve or Deny depending on desired action.
    • After clicking either Approve or Deny, the complete approval workflow will be displayed. One final action must be taken before the contract document is either approved or denied. 
      • Optional: Expand Comments
  2. Enter Approver Comments if applicable (required if denying document approval).
  3. If denying vendor proposed changes, Approvers must give clear instructions in the comments as to what is acceptable and what is not. The Contract Administrator will make the changes to the contract as instructed in the comments provided by Approvers.
    • If “Deny” is selected then the existing approvals chain will be canceled and the Contract Administrator will need to route for approvals again.

 

Appendix A: Review Document Modifications and 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  

  1. Click Find an Existing Document.

  1. Select a Source Transaction: Ad Hoc or Purchasing Contracts (transactional). Enter additional search criteria as needed.
  2. Click Search. 
  3. From the Search Results, click on the Document Keys link of the Contract ID you wish to view. 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 B: View Previously Reviewed Documents via the Supplier Contract Workbench

You may wish to view previously reviewed documents that you have approved. To do so, please utilize the Supplier Contract Workbench to search for and view those documents.

 

 

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

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