There is an integration between Euna Grants and the ERP/SAP system, enabling agencies to kickstart the Contract creation process seamlessly in Euna Grants. It is recommended to have a fully executed Uniform Grant Agreement before initiating the Contract creation process in Euna Grants. Ensure to follow the necessary steps within ERP/SAP both before and after Contract creation in Euna Grants. Below are the Euna Grants Considerations, the Pre-Contract requirements, the steps to create the Contract in Euna Grants, and the Post-Contract requirements.
If your Agency is new to creating Contracts in AmpliFund, contact GATU about scheduling time to review the process.
Euna Grants Considerations:
1. An Award record is required to create a Contract.
2. If you create the Contract in AmpliFund you must create the Payment Authorization (Invoices) in AmplIFund.
3. If you do not create the Contract in AmpliFund you cannot create the Payment Authorization (Invoices) in AmplIFund.
Pre-Contract ERP/SAP Requirements and Suggestions:
1. The ERP team must assign a user to the Agency ERP account.
a. The Agency can contact the ERP team and they can update the Agency ERP account in one business day.
2. An established budget in ERP is required before creating the Contract, ensuring that the appropriate fund and fund details are set up.
3. Contact your DOIT ERP representative if you have any questions.
How to create the Contract in Euna Grants:
1. Log in to Euna Grants.
2. Click on Grant Management > Grants Awarded.
3. Select the appropriate Award by clicking on the Award Name. You will be taken to the Award Details page.
4. Click on the Post-Award > Management > Contracts.
5. Click on the + icon on the top right of the screen.
6. Contract Fields:
a. SAP Contract Number – SAP will generate this number and send it back to Euna Grants after creating the Contract. The Agency should not enter this number.
b. Old Contract Number – This number can be used to reference or link a related Contract from a previous year if needed. This field is not required.
c. Agency Contract Reference –This field pulls from the Award Identification Number on the Award Details page (and can be edited on the Award Details page). This field must be unique for each contract.
d. Contract Name – Comes from the Award Name on the Award Details page (and can be edited on the Award Details page).
e. Total Value – Defaults to the awarded amount but can be edited.
f. Valid From – Comes from the Award Start Date on the Award Details page (and can be edited on the Award Details page).
g. Valid To – Comes from the Award End Date on the Award Details page (and can be edited on the Award Details page).
h. Award Code – The dropdown selection reflects the options in ERP. This is required to be selected.
i. Travel Indicator – Most commonly no, The Uniform Grant Agreement should indicate if a Travel Indicator is required. This would add funds to the Agreement. If so, enter the Travel Amount.
j. Fixed Price – Is the Total Value of the contract fixed or can it change? If fixed, select yes. If fixed the IOC wants the Agency to add a note in the Header Text section.
k. Advance Payment – Is Advance Payment part of this agreement?
l. Sub-Contractor Utilization – Most commonly no, The Uniform Grant Agreement should indicate if this is Yes.
m. Sub-Contractor Disclosure – Most commonly no, The Uniform Grant Agreement should indicate if this is Yes.
n. Class Code and Order Type – The dropdown selection reflects the options in ERP. A selection is required.
o. Per Time – The dropdown selection reflects the options in ERP. Anything but the MR (Multiple Rate) requires Agencies to enter the Pay Rate. A selection is required.
p. Do not send to SAMS – Check this if you do not want to send this Contract to SAMS.
q. SAP Vendor Number – Comes from the Award Details which is pulled from the Grantee Organization Record in the GATA Grantee Portal. This number can be updated and should be reviewed to ensure the Address and TIN number are correct. The IOC might send the Contract back if there is a discrepancy.
r. Short Description – Populates the Line Item on the Contract in ERP. This is required to be populated.
s. NIGP Code – 5 digit Code that ties to the Product Category in ERP, this is a required field.
t. Header Text Establishment – This field populates the Header Text Establishment field on the Contract in ERP and is a required field when creating a contract.
u. Header Text Modification - This field populates the Header Text Establishment field on the Contract in ERP and is not a required field when creating a contract
7. Enter the Fiscal Data:
a. Select the Fiscal Year – Enter the fiscal year(s) payments will be made for this Contract.
b. Click the + icon to add another Fiscal Year if needed.
c. Enter the Amount – Enter the amount for all fiscal year(s).
8. Enter the Accounting Assignment:
a. Guaranteed Minimum Amount – The amount obligated for the current fiscal year.
b. Click the Add Line+ icon to add the Accounting Line.
c. HANNA View – Select FM or GM.
i. FM - Not using a Grant to distribute these Funds.
ii. Distribution Value – How much money is being allocated for this Accounting Line. More than one Accounting Line can be used.
iii. Fund – Enter the ERP Fund number. It is recommended to copy and paste the entire Fund number rather than entering in one number at a time.
iv. Fund Center – Pulls from a list available in ERP. If more than one Fund Center is available, select from the dropdown.
v. Functional Area – Pulls from a list available in ERP. If more than one Functional Area is available, select from the dropdown.
vi. Commitment Item – This number starts with a 5, then the appropriate 4-digit Object Code, then 5 zeros.
vii. Budget Period – Should match the Accounting Line year.
c. GM – Using a Grant to distribute these Funds.
i. Distribution Value – How much money is being allocated for this Accounting Line. More than one Accounting Line can be used.
ii. Fund – Enter the ERP Fund number. It is recommended to copy and paste the entire Fund number rather than entering in one number at a time.
iii. Fund Center – Pulls from a list available in ERP. If more than one Fund Center is available, select from the dropdown.
iv. Functional Area – Pulls from a list available in ERP. If more than one Functional Area is available, select from the dropdown.
v. Internal Order Number and WBS Element – Internal Orders and Work Breakdown Structures (WBS) are two different cost elements that agencies can use to derive the correct Grant budget in SAP. Internal Orders are generally a six-digit system-assigned number, whereas WBS is up to 24 characters, and the agency controls the coding. During implementation activities, agencies had the choice to use one or the other for
managing/deriving their Grant info. Agencies create these elements in SAP and they are generally unique to a Fund, Grant, and Sponsored Program which is maintained on the Grant Master record. Anyone using the GM HANA view for contract entry in AmpliFund must have an Internal Order or WBS in order to complete the transaction and derive the grant correctly.
vi. Commitment Item – This number starts with a 5, then the appropriate 4-digit Object Code, then 5 zeros.
vii. Budget Period – Should match the Accounting Line year.
d. Click Add on the bottom right of the screen.
i. Click Save on the bottom right of the screen.
ii. Repeat the process for any additional Fund Accounting Lines.
e. Click Save
i. User will receive a success message if Contract has been created in SAP. The SAP Contract Number will now be available in the Contract Record in Euna Grants.
ii. User will receive an error message if Contract is not created in SAP.
i. See Error Resolution Guide (link here): https://il-amplifund.zendesk.com/hc/en-us/articles/4403022729235-Error-Resolution-Guide.
Post-Contract ERP/SAP Requirements:
1. If the contract is successfully created in AmpliFund the contract will be in SRM workflow in ERP.
a. Agency can add any necessary attachments in ERP.
2. Follow your Agency Approval process in ERP to process the contract.
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