Contract Management For Procuring Entity .pptx

Contract Management
Agency Presentation
Modernized Electronic Government Procurement System (mPhilGEPS)

INTRODUCTION
In all procuring methods contract management is one of the most important stages, in this process
the implementation of contact includes creation of contract, payment milestones, contract approval,
amendment of contract, extension of contract, suspension of contract, evaluation of contract,
advance payment, liquidated damages, retention money, work measurement, and Termination of
Contract. All these stages of contract implementation vary according to their procurement methods.
There are different sets of rules and regulations for Goods, Supplies & Materials, and Infrastructure
projects and for consultancy.

SYSTEM STRUCTURE
Web Browsers that can Access the System:
∙ Google Chrome
∙ Mozilla Firefox
∙ Internet Explorer (version 11)
∙ Safari
mGEPS – Reconsideration and Protest is a module of the larger web application Modernized Electronic
Government Procurement System (mGEPS) that can be accessed anywhere in the Philippines as long as an internet
connection is available.
Main Users of the System:
Contract Management System has three users: (1) Contract Administrator (2) Contract Approver

SYSTEM STRUCTURE
Stakeholder Name Role
Contract Administrator
− Create contract
− Suspend contract
− Lift a suspension
− Raise Liquidated Damages
− Amend Contract
− Extend Contract
− Cancel Contract
− Evaluate Contract
− Raise Advance Payment
− Terminate Contract
− Raise Retention Money
− View and Download Statement of Work Accomplished (SWA)
− View and Download Milestone
− View Payment History
− Update Payment details
Login Access:
Agency user is required either to be contract administrator or contract approver

SYSTEM STRUCTURE
Getting Started________________________________________
This section will illustrate the step by step walkthrough of the system from initiation through exit. The logical
arrangement of the information shall enable the Procuring Entity user to fully understand the flow and
functionality of the system.
Stakeholder Name Role
Contract Approver
− Approval of Contract Creation
− Approval of Suspension
− Approval of the Suspension Lifting’
− Approval of Amendment
− Approval of Cancellation
− Approval of Termination
− View and Download Statement of Work Accomplished (SWA)
− Review and Provide recommendation on Statement of Work Accomplished (SWA)
− View and Download Milestone
− View and Download Contract Details

LANDING PAGE
System URL or link is https://www.philgeps.gov.ph/
1. Menus in Landing Page
The following are the
Menus in the landing page:
∙ Home – the page after
selecting the URL
∙ About -
∙ Announcement
∙ Services
∙ Bulletin Board
∙ Open Data
∙ Login
∙ Signup
∙ Contact

SYSTEM LOG-IN FOR
PROCURING USERS

SYSTEM LOGIN FOR PROCURING USERS
Step 1: Key in MGEPS URL or link : https://www.philgeps.gov.ph/

Step 2: In landing page select LOGIN menu Item.
Step 3: In first box of drop-down field, choose Log in type. Select Login as Agency/Observer
Step 4: In second box or text field, type or key in the username given by System Administrator
Step 5: In third box or text field, type or key in the password given by System Administrator
Step 6: In fourth box or text field, type the Captcha then select LOG IN button.

Step 7: If any of the box or fields are left unanswered, a prompt message will appear beneath the boxes and user
will be asked for the certain field to be filled up.
User needs to select login type
User needs to key in username
User needs to key in password
User needs to key in Captcha

Step 8: If Incorrect username or password, a prompt message will be shown, and user needs to key in correct
username and password.

Step 9: Successful login will route the system to pending task of the user on the MGEPS system.

ACCESSING CONTRACT MANAGEMENT
A. Accessing Through Pending Task
Step 1: Agency user having Contract Administrator or Contract Approver access privilege, login into the system.
After the login, from “Pending Task” window, click either on the count number in front of the required task i.e.
Purchase Order under preparation or Purchase Order pending for approval etc.

A. Accessing Through Pending Task
Step 2: This will take the user to concerned sub menu of Contract Management.
Step 3: As per the requirement of action, agency user clicks either of the Contract Management sub menu to
perform the task(s).

B. Accessing Through Contract Management
Step 1: Agency user having Contract Administrator or Contract Approver access privilege, login into the system.
After the login, click on ‘Menu’ button and from the menu items list, click on ‘Contract Management’.

B. Accessing Through Contract Management
Step 2: This will further open sub menu list of “Contract Management”
Step 3: As per the requirement the agency user Click on
- “Create Purchase Order/Contract” to create purchase order or
- “Draft Purchase Order/Contract” to edit the draft purchase order or
- “Pending Purchase Order/Contract” to recall/approve/send back the purchase order under approval or
- “Approved/Purchase Order/Contract” to view approved purchase order or
- “Pending contract” or “Suspended Contract” to view suspended contract or
- “Terminated Contract” to view terminated contract sub menu to perform the task(s).

CREATE CONTRACT /
PURCHASE ORDER

CREATE CONTRACT / PURCHASE ORDER
Step 1: To create a contract, agency user having Contract Administrator access privilege, login into the system and
accesses ‘’Create Purchase Order / Contract’’. This will display list of Awarded Bid Notices for which, create
contracts / purchase orders are pending. Please note also that the Awarded Merchant/Agency should already
have Accepted the Award.

Step 2: Fill in the single or combination of search criteria for searching any awarded notice number for which
purchase order / contract is to be generated and then click on “Search” icon. To remove / erase the data in search
criteria, click on “Eraser” icon.
Step 3: click on “Select” for the concern awarded notice, this will display a list of actions, and then click on
“Create Purchase Order” option.

Step 4: This will prompt the message as “Purchase Order Initiated”. Click on Ok. This will take the user to
Purchase Order / Contract Creation Step 1.
Purchase Order / Contract Creation Step 1 Form
Step 1: System will create new Purchase Order and will display the step 1 of the purchase order wherein following
information is displayed among it some needs to be filled before sending the said purchase order to the merchant
for acceptance.

Field Name Editable Mandatory Description
PO ID No System Generated PO Number is
populated.
PO No Yes Yes Fill in agency’s purchase order no
PO date Yes Yes Current date is auto populated, and it can
be greater than current date.
Notice Reference Number No No Auto populated from selected Award.
Control Number No No Auto populated from selected Award.
Notice Title No No Auto populated from selected Award.
Notice Type No No Auto populated from selected Award.
Project Name No No Auto populated from selected Award.
Description No No Auto populated from selected Award.
Business Category No No Auto populated from selected Award.
Period of Contract No No Auto populated from selected Award.
Delivery/Project Location No No Auto populated from selected Award.
Procurement Program/Project No No Auto populated from selected Award.
Mode of Procurement No No Auto populated from selected Award.
Source of Fund No No Auto populated from selected Award.
Budget No No Auto populated from selected Award.

Notice Publication No No Auto populated from selected Award.
Mode of Bid submission No No Auto populated from selected Award.
Classification No No Auto populated from selected Award.
Lot Type No No Auto populated from selected Award.
Bid Opening type No No Auto populated from selected Award.
Contract Amount No No Auto populated from selected Award.
Form of Performance Security Yes Yes The user can select any of the below option.
In case it is not applicable select “Not
Applicable”.
1. Cash or cashier’s/manager’s cheque
2. Bank draft/guarantee or irrevocable letter
of credit
3. Surety bond
4. Not Applicable
Upload performance security Yes Yes User can click choose file and upload the
document or image file.
Not Applicable if “Form of Performance
Security” selected is “Not Applicable”.

Performance Security Amount Yes Yes Fill in the performance security amount.
Performance Security from Date Yes Yes Select date from which performance
security starts its validity.
Performance Security to Date Yes Yes Select date from which performance
security ends its validity.
Performance Security Period (in months) No No Auto calculated.

Step 2: If the advance payment option selected as “Yes” then, the agency user will get additional field / box
added to enter the advance payment amount.

Step 3: However, if the advance payment amount exceeds 50% of contract amount then, the system will pop up
the message as “Advance payment Amount should not exceeds 50% of Contract Amount”.

Step 4: So, agency user need to add the advance payment amount, accordingly. Once the correct amount filled in,
click on “Save And Continue”
Step 5: Once, the required mandatory information is added then, click on “Save And Continue”
Step 6: Click on ‘Yes’ to save the purchase order. If selects ‘No’, system will take the agency user back to purchase
order step 1.

Step 7: System prompt an information “Purchase order saved successfully”. Clicking on “OK” will lead to step no
2 of Purchase Order / Contract Creation. This will take the user to Purchase Order / Contract Creation Step 2
Form.

Step 1: Step no 2 displays price bid data filled up at the time of creating purchase request.

Step 2: By clicking on “HTML Report” icon, this will display a popup and user can view the price bid details like
UNSPSC Code, Quantity, Unit of Measurement etc. This report can be downloaded in excel format by clicking on
“Export to Excel” tab. Click “Close icon” to close the pop-up.

Step 3: This will get the said template downloaded in the destination folder, by clicking on the file name, excel
report will get displayed.
Step 4: Agency user can add the templates for terms and conditions, in step no 2 of Purchase Order creation. To
add the templates, user needs to click on “View Template” icon.

Step 5: This will open a popup to select list of Terms and condition Templates. Agency user can add the required
template(s) by clicking on the box available at the right-hand side of template name.
Note: Templates listed are configured from the CMS Template Master by Portal Admin / Agency users with access

Step 6: Once the template(s) is selected then, click on “Save” to add templates to the purchase order. If clicks on
“Close”, system will take agency user back to step no 2 of create purchase order.
Step 7: Prompt for successful addition of templates.

Step 8: Agency user can view the templates by clicking on, “View Template”. Templates can be removed if
required. To remove the templates, click on “Remove”.
Step 9: Click on “Yes” to remove the template(s). If clicks on “No”, system will take agency user back to step no 2
of create purchase order.

Step 10: Prompt for successful removal of template(s).
Step 11: Once, the required information is added then, click on “Save And Continue”

Step 12: Click on “Yes” to save the purchase order. If clicks on “No”, system will take the agency user back to step
no 2 of create purchase order.
Step 13: Prompt for successful saving of Purchase Order. Clicking on Ok will lead to Purchase Order / Contract
Creation Step 3 Form.

Step 1: Step 3 Form auto populate the data filled in at Steps 1 and 2 Form of create purchase order.

Step 2: Supervision of implementation of contract is possible through the milestone. Here agency user can need
to add the milestone(s). In case of Advance payment was provided in the Step 1 Form, then Remaining Contract
Amount would be reduced with that amount.
Step 3: To add the milestone(s), click on “Add Milestone” tab.

Step 4: This will open add milestone window containing milestone parameters to be added i. e. Milestone details,
Quantity, Percentage of Work etc. Agency user needs to fill in the intended details, accordingly. In case of goods
and supply, computation type can be taken as Percentage of work or Amount.

Step 5: Once milestone parameters are added then, click on “Save”. If clicks on “Close”, system will take agency
user back to step no 3 of create purchase order.
Step 6: Click on “Yes” to save the milestone. If clicks on “No”, system will take agency user back to add milestone
window.

Step 5: Once milestone parameters are added then, click on “Save”. If clicks on “Close”, system will take agency
user back to step no 3 of create purchase order.
Step 6: Click on “Yes” to save the milestone. If clicks on “No”, system will take agency user back to add milestone
window.
Step 7: Prompt for successful milestone addition.

Step 8: Added milestone(s) can be removed if required. To remove the milestone, click on “Select” available in
front of intended to remove milestone and then click on “Remove”.

Step 9: Click on “Yes” to remove the milestone. If clicks on “No”, system will take agency user back to Step 3 Form
of create purchase order.
Step 10: Prompt for successful removal of milestone.

Step 11: Once the milestone(s) added then, agency user needs to write the comments before sending the
purchase order / contract to the approver for getting the approval.
Step 12: Agency user needs to upload the supporting document along with the approval request. Write the
document name in the box and upload the concerned document.

Step 13: Once the comments are written and supporting
document is uploaded then, click on, “Select Approver” so that
the purchase request can get approved. This will display a list
of officials who are having the access privilege of approver.
Click on the box available at the left-hand side of the name of
an official to whom the user wish to send the purchase order
for approval and then click on “Save”. If clicks on “Close”,
system will take agency user back to step no 3 of create
purchase order.

Step 14: Now click on, “Send for Approval” tab to send the purchase order to the approver. If clicks on, “Close”,
system will take the user back to “Create Purchase Order” page. Agency user can take a print out of the said
purchase order by clicking on “Print” button.

Step 15: Click on “Yes” to send the purchase order for approval. If clicks on “No”, system will take agency user
back to step no 3 of create purchase order.
Step 16: Prompt for purchase order successfully sent to the approver.

EDIT CONTRACT /
PURCHASE ORDER

EDIT CONTRACT / PURCHASE ORDER
Step 1: To edit drafted purchase order / contract, agency user having Contract Administrator or Contract Approver
access privilege, login into the system and accesses “Draft Purchase Order / Contract” sub menu of ‘Contract
Management’’. This will display list of pending for approval contracts / purchase orders.

EDIT CONTRACT / PURCHASE ORDER
Step 2: Fill in the single or combination of search criteria for searching any particular draft contract / purchase
order and then click on “Search” icon. To remove / erase the data in search criteria, click on “Eraser” icon.
Step 3: Agency user then, click on “Select”, available in front of concerned purchase order / contract having the
status as “In-Preparation”, this will display list of actions; from this list click on “Edit”. This will take the agency
user to Step 1 Form of said purchase order / contract. Succeeding steps please refer back to Create
Contract/Purchase Order of this manual edit and send for approval.

DELETE CONTRACT /
PURCHASE ORDER

DELETE CONTRACT / PURCHASE ORDER
Step 1: agency user can Delete purchase order / contract, if required until it is in draft mode.
Step 2: To delete any purchase order / contract, agency user having Contract Administrator access privileges, login
into the system and accesses “Draft Purchase Order / Contract” sub menu of ‘Contract Management’’. This will
display list of contracts / purchase orders.
Step 3: Fill in the single or combination of search criteria for searching any particular contract / purchase order
and then click on “Search” icon. To remove / erase the data in search criteria, click on “Eraser” icon.
Step 4: Agency user then, click on “Select”, available in front of concerned purchase order / contract, this will
display list of actions; from this list click on “Delete”.

VIEW COMMENTS
Step 1: agency users can View Comments of any purchase order / contract.
Step 2: To view the comments, agency user having Contract Administrator or Contract Approver access privilege,
login into the system and accesses ‘Contract Management’’ and it’s any of sub menu.
Step 3: As per the requirement, agency user clicks either of the Contract Management sub menu to view the
comments.
Step 4: This will display the list of purchase order. fill in the single or combination of search criteria for searching
any contract / purchase order and then click on “Search” icon. To remove / erase the data in search criteria, click
on “Eraser” icon.

VIEW COMMENTS
Step 5: Agency user then, click on “Select”, available in front of concerned purchase order / contract, this will
display list of actions; from this list click on “View Comments”.
Step 6: This opens “View Purchase Order Comments” box.

APPROVING/ REJECTING
THE CONTRACT

APPROVING/ REJECTING THE CONTRACT
Step 1: The concerned Contract Approver receives the notification in pending task an email notification regarding
to have a pending purchase order / contract for approval.

Step 2: To approve pending Contract or Purchase Order, agency user having Contract Approver access privilege,
login into the system and access ‘’Pending Purchase Order / Contract’’ sub menu of Contract Management.
Alternative This will display list of pending for approval contracts / purchase orders with status as “Pending for
Approval”.
Step 3: Click on “Select” available in front of the concern purchase order / contract. This will display list of
actions; from the list click on “View PO / Contract for Approval”.

Step 4.a: This will display “Approve Purchase Order” page with the information like merchant details, milestones
etc. At the bottom of this page, the approver needs to write the comments according to the approval or rejection
of purchase order / contract.
Step 4.b: Provide comments for Rejection of Purchase Order / Contract

Step 5: Click on “Approve” or “Reject”
Step 6: Click on “Yes” to continue Purchase Order / Contract. If clicks on “No”, system will
take agency user back to “Approve Purchase Order” page.
Step 7: Prompt for successful Purchase Oder rejection / sending back.

Step 8.b: If Rejection is done, then after the rejection from Contract Approver, the said purchase order /
contract lands under “Draft Purchase Orders”, submenu of ‘’Create Purchase Order / Contract’’ with the status
as “In Preparation”.
Step 8.a: After the approval from Contract Approver, the said purchase order / contract lands under “Approved
Purchase Orders”, submenu of ‘’Create Purchase Order / Contract’’ with “Merchant Acceptance” status as
“Pending for Acceptance”.

SUSPEND CONTRACT
Step 1: To suspend a contract, agency user having Contract Administrator or Contract Approver access privilege,
login into the system and accesses “Approved Purchase Orders” sub menu of ‘Contract Management’’. This will
display list of approved purchase orders for which, award status is “NTP Issued” and merchant acceptance status
is “Accepted”.

SUSPEND CONTRACT
Step 2: Fill in the single or combination of search criteria for searching any published purchase order which needs
to be suspended and then click on “Search” icon. To remove / erase the data in search criteria, click on “Eraser”
icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Contract Suspension’’ option,
available in front of that contract / purchase order.
Step 4: This will display contract suspension page with the approved purchase order details.

SUSPEND CONTRACT
Step 5: Agency user then needs to add the supporting document for the suspension along with the comments.
Step 6: To add the supporting document/s, agency user needs to click on “Add document name and supporting
documents” hyperlink. It will then open a box / window wherein the user can write the name of the document
which is to be uploaded by clicking on “Choose File” button. User can add multiple documents if required by
clicking on green colored “Add More” tab.

SUSPEND CONTRACT
Step 7: Then, click on ‘‘Submit’’ to upload the supporting document. If clicks on “Close”, system will take agency
user back to “Contract Suspension” page.
Step 8: Prompt for successfully uploading of supporting documents.

SUSPEND CONTRACT
Step 9: Uploaded document/s can be
removed by clicking on the “X (Cross)”
sign. Then write the suspension
comments.
Step 10: Then select the approver so that
contract suspension can get approved. To
select the approver, click in the box
available at the left-hand side of the name
of the official and then click on “Save”.
Then click on “Send for Approval”.
However, if clicks on “Close”, system will
take the agency user back to “Contract
Suspension” page.

SUSPEND CONTRACT
Step 11: Click on “Yes” to send the contract suspension for approval. If clicks on “No”, system will take agency
Step 12: Prompt for contract suspension successfully sent for approval.

APPROVAL / REJECTION
OF SUSPENSION

APPROVAL / REJECTION OF SUSPENSION
Step 1: To approve the contract suspension, agency user having Contract Administrator or Contract Approver
access privilege, login into the system and accesses “Pending Contracts / Purchase Orders” sub menu of
‘’Contract Management’’. This will display list of pending for approval contracts / purchase orders.

Step 2: Fill in the single or combination of search criteria for searching any particular pending for approval
contract / purchase order and then click on “Search” icon. To remove / erase the data in search criteria, click on
“Eraser” icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Contract Suspend
Approval’’ option, available in front of that contract / purchase order.

Step 4: This will display Contract / Purchase Order Suspension Approval page. On this page, the approver can
view the comments and the supporting document/s uploaded by the creator.
Step 5: Below this section on the same page, the approver can fill in the comments for approving or rejecting the
suspension.

Step 6: Once the commenting is done, agency user needs to click on “Approve” tab to approve the suspension.
However, if wish to reject the suspension then, the user needs to click on “Reject”.
Step 7: Click on “Yes” to approve or reject the suspension. If clicks on “No”, system will take agency user back to
“Contract / PO Suspension” page.
Step 8: Prompt for successful approval or rejection of contract suspension. The concerned merchant will get email
notification about the suspension of contract.

LIFT OF SUSPENSION
Step 1: To lift a suspension, agency user having Contract Administrator or Contract Approver access privilege,
login into the system and accesses ‘’Suspended Contract / Purchase Order’’ sub menu of ‘Contract
Management’’. This will display list of suspended contracts / purchase orders.
Step 2: Fill in the single or combination of search criteria for the required suspended contract or purchase order.
Select “Search Icon”. To remove / erase the data in search criteria, click on “Eraser” icon.

LIFT OF SUSPENSION
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Lifting of a Suspension Order’’
option, available in front of that contract / purchase order.

LIFT OF SUSPENSION
Step 4: This will display Contract / Purchase Order Suspension Approval page with the approved purchase order
details.

LIFT OF SUSPENSION
Step 5: Agency user then needs to add the
supporting document for lifting the suspension
along with the comments.
Step 6: To add the supporting document/s,
agency user needs to click on “Add document
name and supporting documents” hyperlink. It
will then open a box / window wherein the user
can write the name of the document which is to
be uploaded by clicking on “Choose File” button.
User can add multiple documents if required by

LIFT OF SUSPENSION

LIFT OF SUSPENSION
Step 9: Uploaded document/s can be removed by
clicking on the “X (Cross)” sign. Then write the lifting
of suspension comments.
Step 10: Then select the approver so that lifting of
contract suspension can get approval by clicking in
the box available at the left-hand side of the name of
the official and then click on “Save”.

LIFT OF SUSPENSION
Step 11: Then click on “Send for Approval”. However, if clicks on “Close”, system will take the agency user back to
“Contract Suspension” page.
Step 12: Click on “Yes” to send the lifting of contract suspension for approval. If clicks on “No”, system will take
agency user back to “Contract Suspension” page.
Step 13: Prompt for contract suspension successfully sent for approval.

APPROVAL OF
SUSPENSION LIFTING

APPROVAL OF SUSPENSION LIFTING
Step 1: To approve lifting of the contract suspension, agency user having Contract Approver access privilege, login
into the system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘’Contract Management’’. This
will display list of pending for approval contracts / purchase orders.
“Eraser” icon.
Step 3: Then, click on ‘‘Select’’ for the purchase order in concern, this will display a list of actions and then click on
‘‘View Contract Lift Suspend Approval’’ option, available in front of that contract / purchase order.

Step 4: This will display Contract / Purchase Order Lift Suspension Approval page. On this page, the approver can
view the comments and the supporting document/s uploaded by the creator.
Step 5: Below this section on the same page, the approver fills in the comments for approving to lift a suspension.

Step 7: Click on “Yes” to approve lifting of contract suspension. If clicks on “No”, system will take agency user
back to “Contract / Purchase Order Lift Suspension Approval” page.
Step 8: Prompt for successful approval of lifting of contract suspension. The concerned merchant will get email
notification about the suspension of contract.

CONTRACT AMENDMENT
Step 1: To amend contract, agency user having Contract Administrator access privilege, login into the system and
accesses “Approved Purchase Orders” sub menu of ‘Contract Management’’. This will display list of approved
purchase orders for which, award status is “NTP Issued” and merchant acceptance status is “Accepted”.

CONTRACT AMENDMENT
Step 2: Fill in the single or combination of search criteria for searching any approved purchase order / contract
which needs to be amended and then click on “Search” icon. To remove / erase the data in search criteria, click
on “Eraser” icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Create Amendment’’ option,
Step 4: This will display purchase order / contract amendment page with the approved purchase order/ contract
details.

CONTRACT AMENDMENT
Step 6: Agency user then needs to add the supporting document for the amendment along with the comments and
extended dates for performance security period.
document” hyperlink. It will then open a box / window wherein the user can write the name of the document
which is to be uploaded by clicking on “Choose File” button. User can add multiple documents if required by clicking
on green colored “Add More” tab.
user back to “Create Amendment” page.

CONTRACT AMENDMENT
Step 10: Then write in the comments, accordingly and change the start and end date of performance security.

CONTRACT AMENDMENT
Step 11: Then select the approver so that the amendment
can get approval and then click on “Send for Approval”.
However, if clicks on “Close”, system will take the agency
user back to approved purchase order page.
Step 12: Click on “Yes” to send the contract amendment
for approval. If clicks on “No”, system will take agency
user back to “Contract Amendment” page.

CONTRACT AMENDMENT
Step 13: Prompt for contract amendment successfully sent for approval.

CONTRACT AMENDMENT

APPROVAL / REJECTION CONTRACT AMENDMENT
Step 1: To approve the contract amendment, agency user having Contract Approver access privilege, login into
the system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘Contract Management’’. This will
display list of pending for approval contracts / purchase orders.

“Eraser” icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Contract Amendment

Step 4: This will display Contract Amendment Approval page. On this page, the approver can view the comments
and the supporting document/s uploaded by amendment creator.
Step 5: Below this section on the same page, the approver can write in the comments for approving or rejecting
the amendment.

Step 6: Once the commenting is done, agency user needs to click on “Approve” tab to approve the amendment.
However, if wish to reject the amendment then, the user needs to click on “Reject”.
Step 7: Click on “Yes” to approve or reject the amendment. If clicks on “No”, system will take agency user back to
“Contract / PO Amendment” page.
Step 8: Prompt for successful approval or rejection of contract amendment.

CONTRACT EXTENSION
Step 1: To extend the contract, agency user having Contract Administrator or Contract Approver access privilege,
login into the system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘Contract Management’’.
This will display list of pending for approval contracts / purchase orders.

CONTRACT EXTENSION
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Contract Extension’’ option,

CONTRACT EXTENSION
Step 4: This will display contract extension page with the approved purchase order details
Step 5: Agency user needs to edit the milestone to extend contract dates. So, click on ‘‘Select’’ available in front
of the milestones, this will display a list of actions and then click on ‘‘Edit’’.

CONTRACT EXTENSION
Step 6: This will display Edit Milestone window with the details. Agency user needs to click in Extension Valid To
field, this will pop up a calendar to select the extended date.

CONTRACT EXTENSION
Step 7: Once the extension date is selected then, click on “Save”. However, if clicks on “Close”, the data will get
discarded.
Step 8: Click on “Yes” to save the milestone. If clicks on “No”, system will take agency user back to “Edit
Milestone” window
Step 9: Prompt for successful saving the milestone.

CONTRACT EXTENSION
Step 10: Agency user then needs to add the supporting document for the extension along with the comments
and extended dates for performance security period.

CONTRACT EXTENSION
user back to “Contract Extension” page.

CONTRACT EXTENSION

CONTRACT EXTENSION
Step 14: Then write in the comments, accordingly and change the end date of performance security.
Step 15: Then select the approver so that the
amendment can get approval. Select the
approver by clicking in the box available at
the left-hand side of the name of the official
and then click on “Save”

CONTRACT EXTENSION
Step 17: Click on “Yes” to send the contract extension for approval. If clicks on “No”, system will take agency user
back to “Contract Extension” page.
Step 16: Then click on “Send for Approval”. However, if clicks on “Close”, system will take the agency user back to
“Contract Extension” page.
Step 18: Prompt for contract extension successfully sent for approval.

CONTRACT EXTENSION

APPROVAL / REJECTION CONTRACT EXTENSION
Step 1: To approve the contract extension, agency user having Contract Administrator or Contract Approver
access privilege, login into the system and accesses “Pending Contracts / Purchase Orders” sub menu of
‘Contract Management’’. This will display list of pending for approval contracts / purchase orders.

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Contract Extend

Step 4: This will display Contract / Purchase Order Extension Approval page. On this page, the approver can view
the comments and the supporting document/s uploaded by the creator.
Step 5: Below this section on the same page, the approver can write in the comments for approving the extension
of contract.
Step 6: Once the commenting is done, agency user needs to click on “Approve” or “Reject” button

Step 7: Click on “Yes” to proceed. If clicks on “No”, system will take agency user back to “Contract / Purchase
Order Extension Approval” page.
Step 8: Prompt for successful approval/rejection of extension of contract.

TERMINATION OF CONTRACT
Step 1: To terminate contract, agency user having Contract Administrator access privilege, login into the system
and access “Approved Purchase Orders” sub menu of ‘Contract Management’’. This will display list of approved
purchase.

Step 2: Fill in the single or combination of search criteria for searching any published award notice number for
which notice to proceed is to be generated and then click on “Search” icon. To remove / erase the data in search
criteria, click on “Eraser” icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Terminate of Contract’’ option,

Step 4: This will display contract amendment page with the approved purchase order details.

Step 5: Agency user then needs to add the supporting document for contract termination along with the
comments.

user back to “Contract Termination” page.

Step 9: Then write in the comments and select from the dropdown, grounds for termination.

Step 10: Then select the approver so that
contract termination can get approval. Select
the approver by clicking in the box available
at the left-hand side of the name of the
official and then click on “Save”

Step 12: Click on “Yes” to send the contract termination for approval. If clicks on “No”, system will take agency
user back to “Contract Termination” page.
Step 13: Prompt for contract termination successfully sent for approval.

APPROVAL OF
TERMINATION OF
CONTRACT

APPROVAL OF TERMINATION OF CONTRACT
Step 1: To approve the contract termination, agency user having Contract Approver access privilege, login into the
system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘Contract Management’’. This will

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Contract Terminate

Step 4: This will display Contract / PO Termination Approval page. On this page, the approver can view the
comments and the supporting document/s uploaded by the creator.
Step 5: Below this section on the same page, the approver can write in the comments for approving contract
termination.

Step 6: Once the commenting is done, agency user needs to click on “Approve” or “Reject” button
Step 7: Click on “Yes” to proceed. If, clicks on “No”, system will take agency user back to “Contract / PO Termination
Approval” page.
Step 8: Prompt for successful approval/rejection of contract termination.

UPDATE GOODS RECEIPTS NOTE
Step 1: The user will get to update Goods note (Update GRN) in case classification is Goods or Goods – General
Support Services. To update Goods Receipts, Note, agency user having Contract Administrator access privilege,
login into the system and accesses “Approved Contracts / Purchase Orders” sub menu of ‘Contract
Step 2: Fill in the single or combination of search criteria for searching any contract / purchase order and then
click on “Search” icon. To remove / erase the data in search criteria, click on “Eraser” icon.

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Update GRN’ option, available
in front of that contract / purchase order.

Step 4: This will display Contract/PO Update GRN page with the approved purchase order, milestones, and
payment history details.

Step 5: Agency user then need to click on ‘‘Select’’ button for the milestone. This will display actions, click on
‘‘Update GRN’’ available in front of a milestone for which the user wants to update the GRN.

Step 6: This will display ‘Update GRN’ window with
the milestone details.
Step 7: Agency user needs to fill up the details like
Amount due, delivered quantity etc. Rejected
quantity will get auto populated.

Step 8: Agency user then needs to add certification of Acceptance or Certification of Completed Delivery and
writing of comments for updating GRN. To add the Certificates, agency user needs to click on “Choose File”
button.
Step 9: Write the comment in the box provided, and then click on “Save”. If clicks on “Close”, system will take
agency user back to “Update GRN” page.

Step 10: Click on “Yes” to update GRN. If clicks on “No”, system will take agency user back to “Update GRN” page.
Step 11: Prompt for GTRN updated successfully.

Step 12: Once the GRN is updated then, agency users can view updated GRN and needs to raise Liquidated
Damages
Step 13: To view updated GRN, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View
GRN’’ option, available in front of GRN Details. This will open update GRN window. Users can take a
printout of the same by clicking on “Print” tab. Click on “Close” to close update GRN window.

APPROVING
STATEMENT OF WORK
ACCOMPLISHED

APPROVING STATEMENT OF WORK ACCOMPLISHED
Step 1: To Approve Statement of Work Accomplished in case when classification is Works Infra Projects or
Consultancy, agency user having Contract Administrator access privilege, login into the system and accesses
“Pending For Approval Purchase Order / Contract” sub menu of ‘Contract Management’’. This will display list of
pending for approval contracts / purchase orders.
Step 2: Fill in the single or combination of search criteria for searching any contract / purchase order for which
statement of work accomplished is to be approved and then click on “Search” icon. To remove / erase the data in
search criteria, click on “Eraser” icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Contract / SWA Approval’’

Step 4: This will display Approve SWA page. At the bottom of this page, agency user will get the option to approve
statement of work.

Step 5: Click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Approve SWA’’ option.

Step 6: This will display Approve SWA pop-up with the
details filled by merchant. Along with, an option to upload,
certificate of acceptance or project completion.
Step 7: If the user forgets or skips to brows and upload
the certificate of acceptance or project completion then,
system prompts the message “Please Upload Certificate
of Acceptance or Certificate of Project Completion.”

Step 8: Agency user then needs to upload the certificate of acceptance or project completion by clicking on
“Browse” button along with the comments for approval and then click on “Approve”.
Step 9: Click on “Yes” to approve the Contract / Purchase Order SWA. If clicks on “No”, system will take agency
user back to “Approve SWA” page.

Step 10: Prompt message SWA successfully approved will be displayed. Click “OK” to close the message. further
user needs to raise Liquidated Damages.

REJECTING STATEMENT OF
WORK ACCOMPLISHED

REJECTING STATEMENT OF WORK ACCOMPLISHED
Step 1: To Reject Statement of Work Accomplished, agency user having Contract Administrator access privilege,
login into the system and accesses “Pending for Approval Purchase Order / Contract” sub menu of ‘Contract
Management’’.

Step 5: Click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Approve SWA’’ option.

Step 2: Continuing from the ‘‘View Contract / SWA Approval’’ page. Agency user then needs to upload the
certificate of acceptance or project completion by clicking on “Browse” button along with the comments for
rejection and then click on “Reject”.

Step 3: Click on “Yes” to reject the Contract / Purchase Order SWA. If clicks on “No”, system will take agency user
back to “Approve SWA” page.
Step 4: The System then prompts for SWA successfully rejected.

VIEWING STATEMENT OF
WORK ACCOMPLISHED

VIEWING STATEMENT OF WORK ACCOMPLISHED
Step 1: To View Statement of Work Accomplished, agency user having Contract Administrator or Contract
Approver access privilege, login into the system and accesses “Approved Purchase Order / Contract” sub menu of
‘Contract Management’’. This will display list of approved contracts / purchase orders.
statement of work accomplished is to be viewed and then click on “Search” icon. To remove / erase the data in
search criteria, click on “Eraser” icon.

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Statement of Work
Accomplished’’ option, available in front of that contract / purchase order.

Step 4: This will display “Contracts / Purchase Order Statement of Work Accomplished” page. At the bottom of
this page, agency user will get Statement of Work Accomplished and milestones details.

Step 4: This will display “Contracts / Purchase Order Statement of Work Accomplished” page. At the bottom of
this page, agency user will get Statement of Work Accomplished and milestones details.
Step 5: From these details, click on ‘‘Select’’ option, available in front of milestones, this will display a list of
actions. From that list, click on, ‘‘View SWA’’ option.

Step 6: This will further open Update SWA window, from which, user can view and print the Statement of Work
Accomplished.

CREATING LIQUIDATED DAMAGES
Step 1: To raise liquidated damages, agency user having Contract Administrator or Contract Approver access
privilege, login into the system and accesses “Approved Purchase Order / Contract”. sub menu of ‘Contract
Management’’. This will display list of approved contracts / purchase orders.
liquidated damage is to be raised and then click on “Search” icon. To remove / erase the data in search criteria,
click on “Eraser” icon.

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Statement of Work
Accomplished’’ for classification is Works Infra Projects or Consultancy or Click “Update GRN” option for
classification is Goods or Goods – General Support Services , available in front of that contract / purchase order.

Step 4: This will display “Contracts / Purchase Order Statement of Work Accomplished” page or “Contract / PO
Update GRN” page. At the bottom under GRN Details section for classification is Goods or Goods – General
Support Services or SWA Details for classification is Works Infra Projects or Consultancy, agency user will click on
Select button for the milestone in concern. This will display Liquidated Damages option.

Step 5: Clicking on, liquidated damages option, will display, Liquidated Damages page with milestone details.

Step 6: Agency user then needs to add the supporting document by clicking on “Choose File” option for raising
liquidated damages.
Step 7: Then write in the comments, accordingly and liquidated damages number of days. Liquidated Damages
amount and total Liquidated Damages percentage will get auto calculated and displayed.

Step 8: Then select the approver for approving Liquidated Damages. To select the approver, click in the box
available at the left-hand side of the name of the official and then click on “Save”.

Step 9: Then click on “Send for Approval”. However, if clicks on “Cancel”, system will take the agency user back to
Liquidated Damages page.
Step 10: Click on “Yes” to send Liquidated Damages approval. If clicks on “No”, system will take agency user back to
“Liquidated Damages” page.
Step 11: Prompt for Liquidated Damages successfully sent for approval.

APPROVING / REJECTING
LIQUIDATED DAMAGE

APPROVING / REJECTING LIQUIDATED DAMAGE
Step 1: To approve Liquidated Damages, agency user having Contract Approver access privilege, login into the
system and accesses “Pending Contracts / Purchase Orders” sub menu of “Contract Management’’. This will
Step 2: Fill in the single or combination of search criteria for searching any pending for approval contract /
purchase order and then click on “Search” icon. To remove / erase the data in search criteria, click on “Eraser”
icon.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Approve Liquidated Damages’’

Step 4: This will display Approve Liquidated Damages page. On this page, the approver can view the supporting
document/s uploaded by the creator.

Step 5: Below this section on the same page, the approver can write in the comments for approving Liquidated
Damages.
Step 6: Once the commenting is done, agency user needs to click on “Approve” or “Reject” as needed.

Step 7: Click on “Yes” to proceed. If clicks on “No”, system will take agency user back to “Approve Liquidated
Damages” page.
Step 8: Prompt for successful approval/rejection of Liquidated Damages.

RAISING RETENTION MONEY
Step 1: To raise retention money, agency user having Contract Administrator access privilege, login into the
system and accesses “Approved Purchase Orders” sub menu of ‘Contract Management’’. This will display list of
approved purchase orders.

Step 3: Click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Statement of Work
Accomplished’’ for classification is Works Infra Projects or Consultancy or Click “Update GRN” option for
classification is Goods or Goods – General Support Services , available in front of that contract / purchase order.
Step 4: This will display “Contracts / Purchase Order Statement of Work Accomplished” page or “Contract / PO
Update GRN” page. At the bottom under GRN Details section for classification is Goods or Goods – General
Support Services or SWA Details for classification is Works Infra Projects or Consultancy, agency user will click on
Select button for the milestone in concern.

Step 5: Click on ‘‘Select’’ this will display a list of actions, from this list, click on ‘‘Retention Money’’ option.

Step 6: This will display Retention Money page with milestone details.
Step 7: Agency user needs to add the due retention money amount. However, this amount should not be
exceeding 50% of total amount due. If, mistakenly the user adds exceeded amount then system will pop up the
message as, “Retention money Amount should not exceeds 50% of Amount Due”.

Step 8: Agency user then needs to add the supporting document by clicking on “Choose File” button.

Step 9: Then write in the comments and select
the approver by clicking on “Select Approver”.
Select the approver by clicking in the box
available at the left-hand side of the name of
the official and then click on “Save”
Step 10: Then click on “Send for Approval”.
However, if clicks on “Close”, system will take
the agency user back to retention money page.

Step 11: Click on “Yes” to send retention money for approval. If clicks on “No”, system will take agency user back
to “Retention Money” page.
Step 12: Prompt for retention money successfully sent for approval.

APPROVING /
REJECTING RETENTION
MONEY

APPROVING / REJECTING RETENTION MONEY
Step 1: To approve retention money, agency user having Contract Administrator or Contract Approver access
privilege, login into the system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘Contract
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Approve Retention Money’’
option, available in front of that contract / purchase order

APPROVING / REJECTING RETENTION MONEY
Step 4: This will display Approve Retention Money page. On this page, the approver can view the supporting
document/s uploaded by the creator.
Step 5: Below this section on the same page, the approver can write in the comments for approving retention
money.

VIEW GENERATED INVOICE
Step 1: To view generated invoice, agency user having Contract Administrator or Contract Approver access
privilege, login into the system and accesses “Update Good Receipts Note (For Goods Bid Notice) and “Approve
Statement of Work Accomplished (SWA)” (For Works and Infra Bid Notice). This will display list of pending for
approval contracts / purchase orders.
Step 2: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘View Invoice Generation’’
option, available in front of the milestone / GRN / SWA Details.

Step 3: This will display merchant generated invoice with and without Joint Venture.
Step 4: By clicking on “Print” button, user can take a printout of Invoice.

Invoice for Non-Joint Venture.

Invoice for Joint Venture.

ACCEPT GENERATED INVOICE
Step 1: To accept generated invoice, agency user having Contract Administrator or Contract Approver access
Step 2: To accept the invoice, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Accept Invoice’’
option, available in front of the milestone / GRN / SWA Details.

Step 3: This will display invoice details. Agency user then needs to fill in the OR Number.

Step 4: Select from the drop down the Payment Mode either as Cash / Cashier's / Manager’s Cheque, Bank
Draft / Guarantee or irrevocable letter of credit, Surety Bond or Not Applicable.
Step 5: Agency user then needs to write the comments and add the supporting document/s, by clicking on “Choose
File” button. User can add multiple documents if required by clicking on green colored “Add More” tab.

Step 6: Once all the mandatory process is done, agency user needs to click on “Accept Invoice” tab to approve the
invoice.
Step 7: Click on “Yes” to approve the invoice. If clicks on “No”, system will take agency user back to “Invoice
Details” page.

Step 8: Prompt for successful approval of invoice along with, status as Invoice Accepted in GRN details

REJECT GENERATED INVOICE
Step 1: Continuing from Step 5 of Accept Generated Invoice.
Step 2: Once all the mandatory process is done, agency user needs to click on “Reject Invoice” button to reject
the invoice.

REJECT GENERATED INVOICE
Step 3: Click on “Yes” to reject the invoice. If clicks on “No”, system will take agency user back to “Invoice Details”
page.
Step 4: Prompt for successful rejection of invoice along with, status as Invoice Rejected in GRN / SWA details. In
such a case merchant needs to re-generate and re-submit the invoice.

PROCEED TO PAYMENT
Step 1: To view generated invoice, agency user having Contract Administrator or Contract Approver access

PROCEED TO PAYMENT
Step 2: To proceed for payment, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Proceed to
Payment’’ option, available in front of the milestone / GRN / SWA Details.

PROCEED TO PAYMENT
Step 3: This will display Contract / PO GRN Payment Details.

PROCEED TO PAYMENT
Step 4: To view the invoice, agency user needs to click on, “Click Here” option, available in front of View Invoice.
Agency user then needs to fill in the comments and add the supporting document/s, by clicking on “Choose File”
button.
Step 5: Once all the mandatory process is done, agency user needs to click on “Accept Invoice” tab to approve
the invoice payment.
Step 6: Click on “Yes” to approve the invoice payment. If clicks on “No”, system will take agency user back to
“Contract / PO GRN Payment Details” page.

PROCEED TO PAYMENT
Step 7: Prompt for successful approval of invoice payment along with, status as Payment Generated in GRN / SWA
details.

INITIATING ADVANCE PAYMENT
Step 1: To initiate advance Payment, agency user having Contract Administrator access privilege, login into the
system and accesses “Approved Contracts / Approved Purchase Orders” sub menu of ‘Contract Management’’.
This will display list of approved contracts / purchase orders.

Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Advance Payment’’ option,

Step 4: This will display Contract / Purchase Order Advance Payment page along with purchase order details.
Step 5: At the bottom of this page, agency user can write in the comments for initiating advance payment.
Step 6: Once the commenting is done, agency user needs to upload the supporting document by clicking on
“Choose File” button.

Step 7: Then select the approver so that the
amendment can get approval. Select the
approver by clicking in the box available at the
left-hand side of the name of the official and then
click on “Save”
Step 8: And then click on “Send for Approval”.

Step 9: Click on “Yes” to send advance payment for approval. If clicks on “No”, system will take agency user back
to “Contract / Purchase Order Advance Payment” page.
Step 10: Prompt for advance payment successfully sent for approval with status showing as “Pending for
Approval”.

APPROVING ADVANCE PAYMENT
Step 1: To approve the advance payment, agency user having Contract Approver access privilege, login into the
system and accesses “Pending Contracts / Purchase Orders” sub menu of ‘Contract Management’’. This will
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Approve Advance Payment’’

Step 4: This will display Contract / Purchase Order Advance Payment page along with purchase order and
advance payment details.

Step 5: In the advance payment section, the approver needs to fill in the comment for approving the advance
payment and then click on “Approve” button.
Step 6: Click on “Yes” to approve advance payment. If clicks on “No”, system will take agency user back to
“Contract / Purchase Order Advance Payment” page.
Step 7: Prompt for advance payment successfully approved with the status showing as “Approved”.

VIEW PAYMENT HISTORY
Step 1: To view Payment history, agency user having Contract Administrator or Contract Approver access privilege,
login into the system and accesses “Approved Contracts / Approved Purchase Orders” sub menu of ‘Contract
Management’’. This will display list of approved contracts / purchase orders.
Step 3: Then, click on ‘‘Select’’ this will display a list of actions and then click on ‘‘Payment History’’ option,

VIEW PAYMENT HISTORY
Step 2: This will further open sub menu list of “Contract Management”

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