Quick Reference Guide

Amend a Contract Document in SWIFT

July 6, 2017

Amend a Contract Document in SWIFT

There are two ways to make changes to a contract document in SWIFT after you create it.

(1) Recreate the contract document. Use this method before you fully execute the contract document.

(2) Amend the contract document. Use this method after you fully execute the contract document.

This topic covers only the amendment process. The previous lesson covers recreating contract documents and other document actions.

A contract document amendment is an update to an existing executed contract document. Amendment processing occurs after you execute the original contract document. An amendment update can result from changes in source transactions or changes in contract terms in the document.

Processing amendment documents is similar to processing an original contract document. SWIFT processes functions such as viewing and editing documents, collaboration, approval, and electronic signatures the same as for the original document.

This guide provides the steps to amend a contract document in SWIFT

For more information about supplier contracts, refer to the SWIFT Reference Guides.

Steps to Amend a Contract Document in SWIFT.

  • Step 1: Access the Contract Document Management page.
  • Step 2: Amend the Contract Document
Step 1: Access the Contract Document Management page.
  • Navigation: Supplier Contracts, Create Contracts and Documents, Contract Entry, Find an Existing Value
  • On the Find an Existing Value page, enter the Contract ID of the contract with a contract document for the attachment. Click Search.
  • SWIFT opens up the Search Results section. Click the Contract ID.

SWIFT opens up the Contract Entry pagefor that Contract ID. Note that the Authored Document section shows that the status is “Executed”. Scroll to the right and click on the Maintain Document button.

SWIFT displays the Document Management page.

Step 2: Amend the Contract Document.
  1. The Document Management page indicates that the contract document was signed and fully executed. SWIFT suppressed some of the functionality on this page once you executed the contract document.
  • The Reset to Dispatch button allows you to pull back the contract document for review and then execute it again. DO NOT use this function to amend a contract.
  • If you need to make changes, make an amendment.
  • To amend the contract document, click the Create Amendment button.
  1. SWIFT displays the Create an Amended Version page.
  • Enter the Amended Option. Always select “Amendment Files Only”.
  • Select the Amendment Configurator ID. As with the initial document, SWIFT provides different configurators to help create the document template for your amendment. Click the lookup icon to see the valid options.
  • Indicate whether the amendment represents minor or major version change to the original document.
  • Enter a comment explaining why the amendment is necessary.
  • Click OK to process the amendment.

  1. SWIFT returns you to the Document Management page.
  • Note that the status is now “Draft”. The buttons are back at the bottom of the page.
  • You also now have View Original Document or View Amendment File buttons.
  • When you route the amended contract document to collaborators, they can choose to view the original contract document and the amended version. If authorized, they can edit the amended contract document.

  1. Amend the Contract Document.
  • Click the Edit Amendment File button. SWIFT updates the Document Management page to reflect that you checked out the contract document.

SWIFT creates and downloads a contract amendment document based on the official State of Minnesota amendment template.

  • Edit and save the checked out amendment document. DO NOT change the title of it or SWIFT will not be able to recognize it.
  • On the Document Management page, click the Check In button.
  • SWIFT opens up the Check In Document page. Add comments and click OK.

  • SWIFT displays the Check In Amendment File message. Click Choose File.
  • SWIFT displays your desktop. Click on the file name and click Open.
  • SWIFT displays an updated Check In Amendment File message. Click Upload.
  • SWIFT updates the Document Management page. You are ready to route it for collaboration, approvals and electronic signatures. It shows that the document is in a “Draft” status and there is “1” amendment.

You have successfully amended a contract document.

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