Contract Data Entry [CATS Knowledge Base]

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=====Contract Data Entry=====
This is a step-by-step description of how to create new contracts in CATS. A contract is what CATS uses to represent a set of trades linked to a legally binding contract. 

{{entry>0;New Contract;-}}{{entry>0;Physical Trade;-}}{{entry>0;Pricing Options;-}}{{entry>0;Broker;-}}
====Creating a New Contract====
From the main menu, select **File > Contracts > Purchase > Add**.
[{{:cats:procedures:contract:contractentry_addmenu.png|Add a Purchase Contract}}]

You will be prompted to enter a new contract number for this contract. CATS automatically increments the next contract number available in the file. 
[{{:cats:procedures:contract:contractentry_entercno.png|Enter the New Contract Number}}]

<note tip>You can copy information from an existing contract (including from a purchase to a sale) by using the check boxes provided.</note> 

A blank contract details screen will now pop up.
[{{:cats:procedures:contract:contractentry_blankedit.png|Contract Main Screen Details}}]
 Enter the relevant information for the new contract. A contract must have a **Date**,  **Vendor**, **Terms**, **Payment** and **Country**. 

If you do not know the correct code, enter **''ZZZ''** (or any false code) and CATS will call up a list of codes in the system for that field. Select the correct code and pick **Continue** to save and keep adding the contract. 
[{{:cats:procedures:contract:contractentry_selectcodefromlist.png|Select a Code from the List}}]

When you have finished filling in fields, select **Save** from the menu (or press [F2]) to proceed. 
[{{:cats:procedures:contract:contractentry_filledinfields.png|Save Completed Contract Entry}}]

Next, CATS will prompt you to enter a new contract item.

====Entering Physical Trade (Item) Information====
Each item on a contract represents a physical trade. When first entering a contract item, all fields are editable. After the item is saved, each area is editable separately by using the menu items.
[{{:cats:procedures:contract:contractentry_itemmenu.png|Item Screen Menu}}]

===The Grade and Optional Identifier===
Enter the **Grade** code for the new item. The **Optional Identifier** field is an open field used to differentiate between items with the same grade. The entered grade code and six-character identifier must be unique per contract.
[{{:cats:procedures:contract:contract_enterproddescript.png?|Enter Grade Code for New Item}}]

===Adding Units to the Item===
CATS will ask you to input the total number of units and weight for the item. 
[{{:cats:procedures:contract:contractentry_unitsandweight.png|Enter Units and Weight}}]

CATS pulls in the default bag weight and weight basis from the grade code. Enter the **''Units''**, and CATS will calculate the **''Weight''** based on the bag weight. Alternatively, you can enter the total weight and have CATS calculate the units, or zero out the bag weight and have CATS calculate the **''[Weight] per [Unit]''** field.  

To modify the weight or units on a previously-created item, select **Cha** from the toolbar menu.

CATS will create the Item screen. 
[{{:cats:procedures:contract:contractentry_itemfields.png|The Contract Item Screen}}]
<note tip>To access the contract item directly from the main menu, choose File > Contracts > Purchase > Item and then select "Add" from the menu.</note>

===Shipment Position and Note===
Fill in the shipment position. This is the month under which this material will appear on open position reports. Enter the Arrival/Delivery type to further specify the position. 
[{{:cats:procedures:contract:contractentry_positionfields.png|Position Fields on Contract Item}}]

On previously existing items, if you enter a **Destination** code, you will be asked if you want to update existing records (location screens) with this information.
[{{:cats:procedures:contract:contractentry_applydestinationyesno.png|}}]

To modify the shipment position on an existing item, select **Shp** from the toolbar menu. 

There is also an optional **Note** field here. To change the grade note, choose **&** from the menu. This grade note is often used for contract confirmation details. 

====Pricing Options====
CATS allows you to enter the price as a fixed price or as a differential based on the market price for an upcoming position month.
[{{:cats:procedures:contract:contractentry_pricechoices.png|Price Options for Items}}]

===Fixed Price===
Enter the price as dollars per pound (or other price basis, such as per KG or per MT). You can enter the price in another currency by filling in the **Cur** and **Currency Rate** fields.
[{{:cats:procedures:contract:contractentry_fixedprice.png|Fixed Price on an Item}}] 

To update the price on an item, select **Price** from the menu. 

===Differential Price===
Enter the differential, basis, currency (if needed) and position. If the basis is pounds and the currency is USD, the differential is measured in cents-per-pound. Otherwise, it will be measured in dollars (or whatever the currency is).
[{{:cats:procedures:contract:contractentry_priceasdifferential.png|Differential Price}}]

When you enter the price as a differential (rather than a fixed price) CATS will ask you whether you want to create the price fixing.
[{{:cats:procedures:contract:contractentry_createpricefixingyesno.png|Create Price Fixing Confirmation}}]

Click on **Yes** to allow CATS to create the To-Be-Fixed trades for this contract item. You can also create these entries manually.

The item now shows the 4 lots to be fixed.
[{{:cats:procedures:contract:contractentry_tbftrades.png|To-Be-Fixed Lots on Item Screen}}]
 
To edit the differential price on an existing item, select **Dffntl$** from the menu to enter the price as a differential. Enter the differential, the exchange, and the position.

====Save Changes====
When you have finished entering position and pricing information, select **Save** from the menu to view the item screen.
[{{:cats:procedures:contract:contractentry_itemfilledin.png|Save the Item Information}}]

Select **Exit** to return to the main contract screen or **Add** to create a new item.

-
====Add Items Using Shop====
Add new items and allocate purchases to any sale contract using Shop. The Shop feature is found on every sale, new or existing. Open the sale contract and go to **Shop** on the top menu bar to start item shopping.
[{{:cats:procedures:contract:shop_accessmenu.png?|Shopping feature access on a sale}}]

Use this dialog menu to add items to a sale contract by "shopping" from your existing purchase material. Select a traffic screen using one of the filters.\\ 
[{{:cats:procedures:contract:shop_dialogscreen.png?|}}]


**Select Traffic Screen** - Search by purchase, grade or loc number. Highlight location screen you want to use and the press **Continue**.\\ 
[{{:cats:procedures:contract:shop_filterbypo.png?|Filter by purchase order}}]
**Select Inventory** - Search by warehouse or destination. Highlight location screen you want to use and the press **Continue**.\\ 
[{{:cats:procedures:contract:shop_filterbywarehouse.png?|Filter by warehouse}}]

Enter the dates for the new sale items.
[{{:cats:procedures:contract:shop_adddefaultvalues.png?|Add default values}}]
**Default Values for New Items** - Enter ship position, Diff position, Weight or Price basis. These
values will be the default for the new items.\\ 
**Enter Fixed Prices** - Click this box, to enter a fixed price. If the the box is un-checked, then differential will be the default. \\ 
**Reservation Mode** - Clicking this box will reserve the inventory but will not allocate it.

Once you have selected the traffic screen you want, you will add the contract item and product description
code.
[{{:cats:procedures:contract:shop_enterproductdesc.png?|Enter product description.}}]

The item will be listed on the screen. When you are done adding items, press **Create Items**.
[{{:cats:procedures:contract:shop_createitems.png?|Create items}}]

====Broker Information====
From the main contract screen, select **Brk** to add a broker commission to the contract. 
[{{:cats:procedures:contract:contractentry_addbrokerinfo.png|Adding Broker Commission Information}}]

CATS will prompt you for an amount per measure. If the basis is pounds and the currency is USD, the commission is measured in cents-per-pound. Otherwise, it will be calculated in dollars (currency) per measure (such as MT).
[{{:cats:procedures:contract:contractentry_brokerfields.png|Enter Commission Amount per Unit}}]

Select **Apply** to save changes and continue. 

{{tag>"new contract" "grade code" "optional identifier" "fixed price"}}