Creating New Framework Orders

Framework orders are used to track all contracts. Once the Framework Order has been set up then all payments made against the contract are applied against the Framework Order. This allows us to assure accuracy in tracking the status of all contracts. It will also make preparing a reconciliation much easier.

In order for this to work, all contracts must be set up as Framework Orders. In addition, all changes need to be entered as Change Orders to the original Framework Order. Then, all invoices must be paid against the appropriate Framework Order. The procedure below details how to set up a Framework Order. You will also find a procedure for Changing a Framework Order and another procedure for Paying Invoices against a Framework Order.

Creating a Framework Order:

1. The first step is to complete a Purchase Requisition. Key items to remember:
   • The delivery date should be the same as the validity date of the contract.
   • The description should indicate that it is for professional services or construction services.
   • The charge code should be the project number.
     
2. The second step is to complete the New Contract template. It is with the New Contract template that you give the detailed breakdown of the value of the contract. The template information includes the following.
   • Vendor name
   • Vendor number if known
   • Project name
   • Project SAP number
   • FPDC/FMD project number
   • FPDC/FMD contract number
   • Contract start and finish dates
     
3. The final step is to send the completed Purchase Requisition and the New Contract template to Procurement Services via fax or hand delivery. Procurement Services will put the information into SAP. This will ensure accurate tracking of the commitment as well as allow you to pay invoices against the contract.

When the Framework Order has been entered in the system, it will automatically print in the FPDC office. From there it will be distributed to the appropriate individuals.