Creating a Contract

Before you begin any transaction on Sinai Central, you should make sure that you have all the necessary information to conduct your business. In this case, you will want on hand:

1. the fund number(s) and object code(s) that are to be expensed
   
2. statements and/or supporting documentation 
   

Login to Sinai Central. You can do this from http://www.mssm.edu/finance. Take a look at this document if you are having issues with your login.

From the left menu bar, select Finance>Transactions>New>Contracts

1. All transactions are assigned a transaction number automatically.  The number is available from the left hand menu. This can be helpful for doing a search for a contract later.
   
2. The Requester's Name, Box #, Telephone, and Department Name are taken from your Personal Profile. For more about your Personal Profile in Sinai Central, see 3: Your First Login to Sinai Central.
   
   
   • Intent is referring to the context that you are entering/editing information into the form
   • Status shows the transaction status
   • Requisition Date shows the date the Requisition was open
     
   • Revisions can be clicked on to review earlier editing done to the contract

1. Select a contract type from the drop-down menu.
   
2. Choose Yes or No from the drop-down menu next to each question.

Each one of these questions change the checklist at the bottom of the form and what is required to be attached to the contract as supporting documentation. The questions also change who is being requested to review the contract or the routing of the transaction. For more on this, review the document New Features in Contracts.

1. The Requisition Number is automatically generated for the contract . PO Number, Date of Order and Date Closed are fields generated when the information is coming from a contract that was renewed.
2. Enter a number in the Not to Exceed field. In most cases, you will be entering an amount supplied by a vendor on a quote. Since contracts may go through a bidding process, the number may considered to be an initial estimate to Finance staff.
3. Enter dates in the Period. Use the date convention of MM/DD/YYYY for both fields.
4. Type in the Instructions. The instructions should indicate what the contract is about. You should be able to answer the following questions with what is written:

• what is the contract for?
• if work on equipment is included, serial numbers, model numbers, and locations should be specified
• if a service is being provided, is the service completely detailed?
• if an end product is the result of the contract, is the end product completely specified?
  
• any payment discounting available

5. Select a bidding recommendation from the drop-down menu. This will convey to Purchasing how to treat your Vendor Recommendation.*

*. Selecting Required Vendor (NO BIDDING) may change the attachment requirements for the contract. You can track the requirements that are needed by reviewing the checklist at the bottom of the contract request.

Enter a Vendor by searching or adding a new one.

Searching for a vendor.

Enter a vendor's name in the provided field.
Click the search button. This will return a list of available vendors. Choose one provided.
Click on the cancel button to view the previous search result (nothing will be shown if this is the first search and you press cancel).
You can change the contact name and phone number provided.

Adding a vendor.

Enter Shipping Information.

Click on the drop down menu to choose a shipping destination. This is established in your personal profile.
Enter the F.O.B. The initials F.O.B. stand for “freight on board.” The term refers to who becomes responsible for the shipment of goods.
Enter the Terms. Any information referring to available discounting should be written in the instructions portions of the form.
Enter the Attn field with a responsible name if you will not be available to receive the goods or services stated by the contract. The default is setup as the requester's name. A default name other than the requestor's can be chosen and entered in the personal profile.

• Consider Fund Distribution. Answer the question provided by selecting Yes or No from the drop-down menu.
  

• Enter the Funding Details. You can choose a fund by typing in the fund code into the field and clicking add fund OR you can select a fund that you have access to from the browse tool (see below).

• Enter a Fund Number.

The default allocation of a fund is 100%. If you add multiple funds, then specify the funds to the percentage that should be used from each fund. If no allocation percentages are listed, Sinai Central will assume an even divide amongst the listed funds.

• Select an Object Code.
  

• Browse for a fund with the Browse tool.

Scroll down to the bottom of the form to review what needs to be attached and still needs to be filled out on the form. Anything left outstanding on the checklist will stop the contract from being submitted. Action items on the form other than attachments are removed from the checklist as they are completed. Attachments that are needed for the form are checked off but remain on the checklist as they are attached.

1. Click onto the Type drop down menu to select a document type.
2. Add a Title in the field provided.
3. Click the browse button. The File Upload box appears. Choose the name of the document you are attaching*. Click on the Open button.
4. Click the attach button.

*. You can review the available document types that can be attached to the contract by selecting the Available documents link (found in the top left hand portion of this section).

Click on the add comment button. A text field will expand.

Type in a comment in the text field. This is the place to discuss the business details surrounding the contract. For example, any notes from Finance about the contract back to the user about the contract will be found here.

Click the save button to complete adding the comment. Click the cancel button to remove the comment.

The only time that the SUBMIT button appears at the bottom of the form is when the checklist is completed. At any time while entering data into the form, you can click the SAVE button to save a copy of your work.