Buyer: How do I complete the Create Contract page?

Page Contents:
3 Types of Contracts: Proposal-based, RFP-based, Campaign-based
General Contract Information
Media Agency & Seller Information
Contract Terms
Attachments
Inventory Information


To create a new Contract, start by hovering over the 'Contract' tab and click 'Create New Contract' in the drop-down.



Three options exist for you to determine what data you would like pulled into the contract.
When creating a contract, the 3 types of contracts are: 
  1. Proposal-based  
  2. RFP-based
  3. Campaign-based

1. Proposal-based Contract
If you have sent an RFP and received a vendor proposal via DOmedia, you would want to create a Proposal-based Contract, in order to avoid reentering data that is already stored in the system.  To do so, make sure you have Proposal-based selected for Contract Type, and then use the drop-down menus to select the RFP (required), Proposal (required), and Market (if needed) that you would like to pull data for this contract from.  Once you have made those selections, click Next to proceed to the next step of creating a contract.



2. RFP-based Contract
If you have sent an RFP via DOmedia, but have not yet received a vendor proposal or received the proposal outside of the system, you would want to create an RFP-based contract. To do so, make sure you have RFP-based selected for Contract Type, and then use the drop-down menus to select the RFP (required) that you would like to pull data from and Media Seller (required) who you are wanting to contract.  Once you have made those selections, click 'Next' to proceed to the next step of creating a contract. 



3. Campaign-based Contract
If you need to create a contract, but both the RFP and vendor proposal were sent and received outside of DOmedia, you would want to select Campaign-based for Contract Type.  Next, you can use the drop-down menus to select the Campaign (required), Media Seller (required), and Market (if needed) that you would like to pull data for this contract from.  Once you have made those selections, click Next to proceed to the next step of creating a contract. 

Note: In order to create a Campaign-based contract, you must have either previously created a campaign using Campaign Management or you will need to click on Add a Campaign to create one on the fly.  For more information on Campaign Management, click here.

Also, if the company you are wanting to contract is not listed, click on Add a Media Seller, fill out the details related to the company in the pop-up box, and then click Add Media Seller.  
Once you do so, the company will be available to be contracted, and the seller will receive an email notification to claim their new account.



Once you've selected one of the three options to determine what data will be pulled into the contract, the next step is to complete the remaining details that are needed on the contract.
Note: When you are creating a new contract, only the fields marked with a red asterisk are required.

General Contract Information
The first section that will need completed is the General Contract Information section.  The amount of information that is auto-populated on the contract will vary depending on which option the contract is based on.  Many of the requested details are self-explanatory.  As for the various codes (Client, Brand, Agency, Vendor, Market, Source) that are requested, these fields are used by agencies who upload contracts into their billing system and are set up in the respective Contract Code Management.  If your agency does not use these codes, but you notice that some of them are required on the contract, feel free to enter filler data into those fields, such as XXX.



Media Agency & Seller Information
The next step of creating a contract is to ensure that the pre-populated contact information for both the agency and vendor is accurate.  If any of the Media Agency Information is incorrect, those contact or company details will need to be updated by hovering over the Company Profile menu and clicking on the appropriate option.  However, the Agency Contact Phone number listed in this section can be modified, in case there is a better phone number to reach a particular agency contact for the contract.

As for the Media Seller Information, if the Media Seller Address is not the address that you were given, feel free to add or select a different Mailing Address on the right.  If the vendor has different addresses for shipping and posting instructions (PI), then you can also add or select those appropriate addresses for this contract.  These addresses can be managed by navigating to Selling Company Address Management from the My Account page.  Lastly, when selecting Contract Recipients and PI Recipients, if the sales representative you are working with is not listed, please email us to get them added for that vendor!



Contract Terms
Next, you can select the terms and conditions that you would like to include in the contract.  Clicking on 'details' will open a pop-up box of those specific terms.  The options shown for Contract Terms can be managed by navigating to Contract Standard Terms Management from the My Account page.  In addition to the standard term(s) that you select, additional contract terms or supplemental provisions can be entered into the text box to be included in the contract.



Attachments
After selecting terms, you can add as many attachments as you'd like.
Note: If you have added an attachment to your contract, but you receive an error when attempting to save and create your contract, you will need to re-upload the attachment. 


Inventory Information
The Inventory Information section displays details related to the contract's inventory on a line item basis.  The Estimate # in the top right will auto-populate if a Estimate # was entered on the related campaign.  Once you have confirmed that the data is correct, you can click Save and Review to save the contract and be taken to the View Contract page, or you can click Save to simply save the contract and continue editing.


 

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