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Creating the Contract Confirmation Document
The contract confirmation (also called the written contract) is the legal document you send to a counterparty that contains the details of an agreement. From the Contract Main Screen, select “Cntr*” from the menu.
The * (asterisk or star) indicates that no confirmation exists for this contract. If you see Cntr on the menu, then a contract confirmation has already been created and selecting Cntr will display it.
CATS will ask you to confirm the creation of this contract confirmation. Select Yes to proceed.
Selecting a Template
A list of currently available templates will pop up. Select a template from the list and pick Continue.
Templates allow you to put specific language on a type of contract (commonly in the Conditions portion of the contract) that is pulled in whenever you choose to create a new confirmation using that template.
CATS will fill in the details of the confirmation letter from the descriptions you have set up for codes, the quantities and prices you entered on the contract items, and any language included on the template. For more information, see the wiki page on Where does the language on the contract confirmation come from?
Contract Confirm Screen
The following information is on this screen:
- Buyer and seller addresses
- Quantity and description
- Ship to and destination
- Price, payment terms, weights and conditions
The bottom of the contract will be the signatures and dates of the broker or seller acceptance.
Contract Confirm Menu
Create
Create a new contract confirmation letter for the current contract. CATS supports multiple contracts if you have this option selected.
Edit
Modify the fields currently displayed on the screen. Any language you add will not be added to the template or to fields on the contract main or item screens; it will only display on the confirmation.
After you have finished modifying the fields on the screen, select the F2=Save/Continue button or push the [F2] key to save changes.
Prn
Prints the confirmation letter to the output of your choice. Choose from the print menu and proceed as usual to print the confirmation.
Address
Select the address to be used for the contract from the Names & Addresses file for the accounts associated with the contract.
Lock
Lock the confirm/revision and prevent any future editing (disabled/gray when}} locked). This will remain until you or another user unlocks the confirmation.
Unlock
Unlock the confirm and allow editing (disabled/gray when unlocked).
Revision
Add or review the revisions of this confirm. (CATS supports multiple contract confirm revisions). See below for more information on revisions.
Delete Confirm
Deletion of templates is not recommended. Instead, a supervisor should access the template you wish to delete from the Contract Setup area.
Delete Confirm
Delete the latest contract revision.
If you select Delete, you will be asked to provide a supervisor password to continue.
Next, CATS will ask you to confirm that you wish to delete the confirmation or revision. Select Yes to proceed or No to cancel.
Contract Revisions
CATS allows user to add or review the revisions of a contract confirm. CATS supports multiple contract confirm revisions.
Go to Contract > Purchases > Main and then select the purchase contract number you want to review or revise. Once the purchase is on screen go to Cntr from the menu bar.
Once the contract is on the screen, go to Revision > Add Revision.
Revising Contract Confirm box will show. Select if you want to Copy Current Confirm - Takes all information on the current contract OR New from Template - which will overwrite any changes you made to the original revision. For example, if you add any extra language to the quality field that would be over written with this selection.
After you make your changes and save, the contract will show that it was revised on both the contract on screen and the print out.
There is also another option to overwrite everything but conditions. Go to Maintenance > Setup > Contract Setup and check the box for revisions update all information except Conditions.