Purchase Order Contracts

To comply with the Federal Records Act and related regulations, IPP retains contract-related documents for seven years from the final payment date of the contract. Contract–related documents include POs/BPOs and invoices/credit memos that have the same contract number plus any payment information, workflow history logs, and attachments, and changes to the information, which are related to those PO/BPOs or invoices. The contract number is the link that binds the PO and invoices together. After the seven year period, IPP purges the documents. The agency has the option to delay this purge.

Contract Detail Information is available through the Contract Summary page in the Purchasing > Contracts sub-tab. A user must have the View Contract Summary permission before they are allowed to view the Contract sub-tab. This page displays current contracts and provides fields to search for additional contracts by contract number, supplier name, vendor ID, and SetID. IPP limits the search results to the ALCs and groups the Disburser user has access to.

IPP creates contract detail information when the contract number is included with the PO upload. IPP copies the contract number to any invoice flipped from the PO. However, for Non-PO invoices, the agency must create a contract number manually. Use the Create Contract Number feature to create a contract number for non-PO based invoices. It is the responsibility of the agency to furnish IPP with the contract number.

Permissions

There are two key fields that control the behavior of IPP with regard to purging: the Final Payment Date and the Purge Hold flag. To change either of these, a Disburser user must have the correct permissions. To change the contract final payment date, the Disburser user must have Final Payment Date permission. To put a hold on the purging of the contract related documents, the Disburser user must have the Purge Date Hold permission and must also be a Disburser Administrator.

Contract Line Item Number (CLIN)/Sub-Line Item Number (SLIN)

Agencies can include CLIN and SLIN from their contracts in a purchase order upload. IPP then displays the values on an invoice flipped from a PO/BPO. For CLIN and SLIN to display on the PO/Blanket PO and invoice/credit memo presentations, the Disburser Administrator must select the setting on the PO and Invoice presentations.

The information in the table below describes the Contract Summary page results:

Field Name	Description
Contract Number	Document number of the contract between the agency and the vendor The agency supplies the contract number.
Final Payment Date	If supplied, the date agency made final payment on the contract in Mon dd, yyyy order. (For example, Jan 9, 2014) The Final Payment Date cannot be set if there are any open POs or active invoices on the contract.
Purge Date	If applicable, date when documents associated with the contract are scheduled to purge from IPP in Mon dd, YYYY order. (For example Jan 9, 2021) The Purge Date is calculated when the Final Payment Date is entered. It is 7 years after the Final Payment Date.
Purge Hold	Displays a check if purging of contract information has been put on hold.
Action	IPP provides the Edit link if the Disburser user has Final Payment Date permission and/or Purge Date Hold permission associated with his/her role

Purchase Order Contract Details

From the Contract Summary page, Disburser users with the View Contract Summary permission assigned to one of his/her roles can view contract details by selecting the contract number link. The page view is limited to a Disburser user’s ALC and Group permissions.

The information in the table below describes the Contract Details page:

Field Name	Description
Contract Number	Displays the document reference number of the contract between the agency and the vendor.
Final Payment Date	Displays the date when final payment was made in Mon dd, yyyy order. For example, Jan 9, 2014.
Purge Date	Displays the date when documents associated with the PO will be purged from IPP in Mon dd, YYYY order. For example Jan 9, 2021.
Hold Purge	Displays a check if purging of contract information has been put on hold.
Hold Reason	Displays the reason the contract information purge is on hold. Reason is either Contract is under litigation or appeal or Other.
Hold Comment	Displays an explanation for the Hold, if the Disburser user selected Other as the Hold Reason.
Hold Requestor	Displays the name of the Disburser user who put a hold on the purge date.
Audit Trail	Displays Date, Activity, User, and Comments associated with actions taken on the contract. For example, Contract added through PO Upload, or Contract Updated through IPP action by Disburser user.