AGRIS Customer Documentation
Contract Amendment Notes instructions
- Arlena Bannon
 |
Contract Amendment Notes |
Table of Contents
Overview
AGRIS Commodity Management System has been enhanced with the ability to manage, view, and print contract amendment notes. There are two types of amendment notes, external and internal. All note types can be managed and viewed through contract maintenance and price contract applications, viewed through customer summary applications, and available to contract extracts and form print.
For each contract type, users can designate a default number of days past to print notes. Past number of days is based on current operating system date. Valid values are blank, and 0 through 999. Blank indicates print all amendment notes. A zero value indicates print the current day’s amendment notes. One through 999 represent the number of days past. Amendments notes with entry/last edit date within the date range will print.
Within contract maintenance, based on security rights, users will be able to view, add, edit, or delete contract and price/delivery amendment notes. Contract amendment notes apply to the whole contract, while price/delivery amendment notes only apply to a price/delivery schedule.
Amendment note information stored on file includes note text, external/internal flag, user id, and entry/last edit date/time. The maximum amendment text size is 1000 characters. External/Internal flag indicates note is available to publish to customer (external) or is an internal memo. The user id identifies the AGRIS user that created or last updated the note. The entry/last edit date/time represents the note creation or last edit date/time and is used to determine the note’s print availability.
Within customer summary, users will be able to view contract amendments if security permits.
Amendment note management and view provides a filter to change selection criteria. The filter input includes past number of days, amendment date range, price/delivery schedule, and external/internal setting. Amendment note date entry overrides the “past number of days” entry.
Amendment notes are available to be included in contract xml extract document. Notes are only included in the xml extract document when requested. All notes are included. There is no filtering by date range or number of days.
Enhancement includes a new standard contract form, which includes amendment notes.
Setup Information – Contract Types
Navigation: GRN, Setup Information, Contract Types, select a Contract Type, General Information
A new input field, “Number Of Days To Print External Amendment Notes On Contract Forms” has been added. This setting only controls printing amendment notes on contract forms based on the current operating system’s date/time.
Valid values are blank, and 0 through 999. The default value is blank. A blank indicates print all notes. A zero indicates print notes for current day. A value of 1 through 999 indicates print notes for the current day through designated number of previous days.
System Security
Navigation: Customize, System Security
New Contract Amendment Notes general option controls access to contract amendment notes. Access levels are No Access, View Only, Add, Edit, and Delete. General option security level is not considered when printing a contract form.
Navigation: GRN, Contracts, Contract Maintenance (Add, Edit, or View)
“Amend Notes” button added to contract maintenance screens.
Clicking “Amend Notes” button will present the main amendment notes screen. This screen will list existing amendment notes associated with the main contract and contract price/delivery schedules. From the amendment notes main screen, users will be able to view, insert, edit, and delete amendment notes based on their security rights.
Amendment note additions, modifications, and deletes are only posted when the contract is saved.
Amendment button availability
Process / Forms | Visible |
Contract Amendments – No Access security right | N |
Add Contract | N |
View Contract |
|
Main screen | Y |
Delivery/Price Schedule listing screen | Y |
Delivery screen | Y |
Pricing screen | Y |
Remarks screen | N |
Edit Contract |
|
Main screen | Y |
Delivery/Price Schedule listing screen | Y |
Delivery screen | Y |
Pricing screen | Y |
Edit All/Multiple Delivery screen | Y |
Edit All/Multiple Pricing screen | Y |
Duplicate contract delivery/price schedule screen | N |
Split contract delivery/price schedule screen | N |
Remarks screen | N |
Main Screen
“Amend Notes” button is added to the immediate right of Schedules button.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user has the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Delivery/Price Schedule Listing Screen
“Amend Notes” button is added to the immediate left of the Save/Exit (edit mode) or Back (view mode) buttons.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Multiple Function
When one or more schedules are selected, clicking Amend Notes will launch insert amendment notes process.
Delivery Screen
“Amend Notes” button is added to the immediate left of the Save/Exit (edit mode) or Back (view mode) buttons.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Pricing Screen
“Amend Notes” button is added to the immediate left of the Save/Exit (edit mode) or Back (view mode) buttons.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Edit All or Multiple - Delivery Screen
“Amend Notes” button is added between OK and Cancel buttons.
Clicking “Amend Notes” button displays insert Amend Notes screen only.
Edit All or Multiple - Pricing Screen
“Amend Notes” button is added between OK and Cancel buttons.
Clicking “Amend Notes” button displays insert Amend Notes screen only.
Navigation: GRN, Contracts, Price Contracts
“Amend Notes” button is added to price contract screens.
Clicking “Amend Notes” button will present the main amendment note screen. This screen will list existing notes for the contract and schedules. From the main screen, users will be able to view, add, edit, and delete amendment notes based on their security rights.
Delivery/Price Schedule Listing Screen
“Amend Notes” button is added between Edit All and Back buttons.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Multiple Function
When one or more schedules are selected, clicking Amend Notes will launch insert amendment notes process.
Delivery Screen
“Amend Notes” button is added on the second delivery screen to the immediate right of the OK button.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Delivery Screen – Amend Notes button available
Pricing Screen
“Amend Notes” button is added to the immediate right of the OK button.
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View, Insert, Edit, and Delete amendment notes based on user security
Edit All or Multiple - Delivery Screen
“Amend Notes” button is added between OK and Cancel buttons.
Clicking “Amend Notes” button displays insert Amend Notes screen only.
Edit All or Multiple - Pricing Screen
“Amend Notes” button is added between OK and Cancel buttons.
Clicking “Amend Notes” button displays insert Amend Notes screen only.
Navigation: GRN, Customer Status, Customer Summary
By Name Id – By Contract Name Id or By Apply Name id
By Contract Number and Location
“Amend Notes” button has been added to the contract screen between the Pricing and Remarks button.
Amend Notes button is not visible when user’s Contract Amendments security right is set to No Access.
Amend Notes button is only visible and enabled from the Delivery, Contract, and Pricing screens.
Delivery, Contract, and Pricing Screens
Clicking “Amend Notes” button will display list of amendment notes for the contract and schedules.
From amendment notes listing screen, user will have the option to:
Filter listing
View amendment context
Delivery Screen
Contract Screen
Pricing Screen
Navigation: GRN, Contracts, Delete Contracts
Delete all amendment note records that are assigned to contract and its schedules.
Contract Extract Message
Document Tracking
Message Modification
Documentation
Contract extract will be modified to include contract and delivery/price schedule amendment notes in the output xml.
Add < amendmentnotedetail> to request input.
Add <amendmentnotes> node to <contract> and <schedule> nodes.
Place contract related amendment notes under <contract> node.
Place price/delivery schedule related amendment notes under <schedule> node.
New xml definition
<contract> OR <schedule>
<amendmentnotes>
<amendmentnote
sequencenumber="1"
lastchangedatetime="2008-03-18T08:19:14"
lastchangeuserid="JAS"
lastchangeusername="John Smith"
external=“Y”
<note>amendment note</note>
</amendmentnote>
</amendmentnotes>
</contract> OR </schedule>
A new standard contract form includes “external” contract and schedule amendment notes that meet the contract type setup “Number Of Days To Print External Amendment Notes On Contract Forms” criteria. By default, number of days is set to blank, which will include all external amendment notes on the form.
Added “Print Contract Amendment Notes” flag input to form design. Default value is “Y”.
Print schedule amendment notes print below each schedule line and contract amendment notes after schedules and before form totals. Contract amendment notes are prefixed with the word “Contract”.
On the amendment note line, print amendment note entry/last modified date and note text are added.
Navigation: GRN, Purge Data Files
Purge process removes all contract amendment notes including schedule amendment notes, when their contract record does not exist.
Document written by Phil Lehnhausen
Uploaded 1/29/24 by Arlena Bannon
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