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:
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.
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 number if known
Project SAP number
FPDC/FMD project number
FPDC/FMD contract number
Contract start and finish dates
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.