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Who: |
Commercial Contract Manager |
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Why:
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Bulk Contract update allows the change to be made simultaneously to many Contracts. This is useful where a change is needed that affects multiple Contracts (E.g. Where there are several contracts with the same Provider). |
Before you begin
- If any dependencies are not correct before attempting a bulk update to Contracts, some or perhaps all of the changes will be unsuccessful. For example, if a new Contract Manager is being allocated to the Contracts, that User must have the correct role (Commercial Contract Manager) in their User profile and be part of the workgroup allocated to the selected Contracts.
Procedure
The Bulk Contract Update function can be used to apply the following changes to multiple Contracts simultaneously:
- Update Contract Status;
- Update Contract Expiry Date;
- Update Contract Manager.
1. Select Contracts > Bulk Contract Update from the menu.
The List Contracts for Bulk Update screen appears.
2. Enter the search criteria as required. (Example: If the bulk update is because there is a change of Contract Manager, you would select the existing Contract Manager’s name from the Contract Manager drop down list to search for all Contracts that the manager is responsible for).
3. Click the Search button.
The list of Contracts matching the search criteria are displayed in the Update Operations section at the bottom of the List Contracts for Bulk Update screen.
4. To select the Contracts that need to be updated, either click the Select /Deselect All checkbox or click individual checkboxes to select specific Contracts from the list.
Change Contract Status:
5. To change the status of the selected Contracts do the following:
a. Select the required Contract Status from the drop down list.
b. Click the Update Contract Status button.
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The Confirm Bulk Update screen appears. At the top of the screen the requested changes are itemised. Below that is the list of Contracts to which the changes will be applied.
c. Click the Confirm
The Contract Bulk Update Result screen appears stating if the changes were successful or not. In this example neither Contract was updated (each for a different reason).
d. Click the Back to List button to return to the List Contract for Bulk Update
Change Contract Expiry Date:
6. To change the status of the selected Contracts do the following:
a. Select/enter the required Expiry Date.
b. Click the Update Expiry Date
The Confirm Bulk Update screen appears. At the top of the screen the requested changes are itemised. Below that is the list of Contracts to which the changes will be applied.
c. Click the Confirm
The Contract Bulk Update Result screen appears stating if the changes were successful or not. In this example both Contracts were successfully updated.
d. Click the Back to List button to return to the List Contract for Bulk Update
The display returns to List Contract for Bulk Update screen. The Contracts have been updated (in this example the new expiry date is visible).
Change Contract Manager:
7. To change the contract Manager responsible for the selected Contracts do the following:
a. Select the new Contract Manager from the drop down list.
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b. Click the Update Contract Manager button.
The Confirm Bulk Update screen appears. At the top of the screen the requested changes are itemised. Below that is the list of Contracts to which the changes will be applied.
c. Click the Confirm
The Contract Bulk Update Result screen appears stating if the changes were successful or not. In this example the change was unsuccessful because the selected User is not part of the Commercial Contract Managers workgroup assigned to these Contracts. In order for this action to be successful, the user would first have to be added to that Workgroup.
d. Click the Back to List button to return to the List Contract for Bulk Update screen.
Tips & Troubleshooting
The changes made to a Contract can be seen in the View Contract screen on the History tab. (See topic View/Edit Contract for steps to view the Contract.)
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