---
title: "Procurement Finalization Guide"
canonical: "https://kb.uconn.edu/space/FPB/28347826226/Procurement%20Finalization%20Guide"
format: markdown
---
Prior to a contract becoming active in the system, the Buying team must review the contract, configure it appropriately, and approve it.  Once configured and approved, the contract exports to KFS and becomes effective.

![image-20260122-181609.png](media://6ebf83a7-16b3-45d5-a9dd-bb0cb8b65b39)

The Procurement Finalization step applies to the contracts below.  For contracts where the step is not required, the buying team may still need to work through the below items prior to approving the agreement to become active.  For example, all contracts will still require net payment terms review (and adjustment if the terms deviate from net45).

![image-20260122-144608.png](media://2235c079-6e90-4626-9898-886fddae3afb)

## Detailed Finalization Process & Tasks (1–8)

APPROVAL PROCESS:

You will receive an e-mail notification and a notification in the Action items menu regarding “Contract Approvals”. This will be very similar to how you receive requisitions.  Similarly, contracts that are part of your “Workgroup” will route to your team for review.  The Buyer must click into the contract to continue with the following review/setup steps.

### 1. eProcurement Setup – Updating Payment Terms (REQIUIRED)

1. Navigate to the eProcurement Setup section of the contract.
2. Locate the Payment Terms dropdown.
3. Select the correct payment term if it deviates from Net 45 Days.  PLEASE NOTE: You may leave this blank if you would like it to default to net 45 days (standard payment terms) or if you would like the Supplier profile payment terms to take precedence.
4. Scroll down and click Save Changes to apply your updates.

> ℹ️ Note: NOT required for contracts that do not transact in HuskyBuy (i.e. Hotel contracts paid via T-card, or license (including software license) only/$0 agreements.

![image-20260122-144746.png](media://d1c69c2e-fafb-4bb8-bde0-4f91ebf415e7)

### 2. Commodity Codes – Adding Codes to the Contract (REQUIRED)

1. Go to the Commodity Codes section.
2. Click the Add Codes button.
3. Search for the correct commodity code using keywords.
4. Click Select next to the desired code(s).
5. Click Save Changes to attach the code to the contract.

Multiple codes can be added.  The codes help classify the contract and give us the ability to search it in the contracts search by commodity codes that may be related.

![image-20260122-144758.png](media://91e78ca8-f622-4f93-a6f9-4b3b63def8fa)

![image-20260122-144803.png](media://d30c130a-d90f-46eb-bf4e-4dc381e4fd99)


### 3. Budget & Spend – Setting the Budget for This Contract Version (REQUIRED)

1. Navigate to the Budget and Spend section.
2. Enter the budget amount for this contract version.
3. Choose whether to enforce the budget (Yes or No).
4. Review the Actual Spend by Version section as needed.
5. Click Save Changes to finalize your updates.

> ℹ️ Note: NOT required for contracts that do not transact in HuskyBuy (i.e. Hotel contracts paid via T-card, or license (including software license) only/$0 agreements.

![image-20260122-144820.png](media://d48a06ba-116e-4fcb-8e2e-c44bf4d78c31)

### 4. Applies To – Assigning Department Visibility (Conditional)

1. Click the Applies To button.
2. Under Available Departments, choose the appropriate department.
3. Click the right-arrow button to move it into Departments with access to this contract.
4. This ensures only selected departments can view the contract.

![image-20260122-144834.png](media://10185623-7f72-4b26-afca-51f14eede18c)

### 5. Users & Contacts – Setting Contract Managers & Stakeholders (Required)

1. Click Users & Contacts.
2. Under Contract Managers, remove the contract specialist.
3. Add yourself and any team members who should manage the contract during its “executed” phase.
4. Under Stakeholders, adjust departmental users who should receive notifications.
5. Click Save Changes to complete.

![image-20260122-145955.png](media://86023924-36c2-4766-a11c-fa53c787d8d2)

![image-20260122-150041.png](media://1b90001b-a4e7-441c-abc3-c12afa4ddeb5)

![image-20260122-150116.png](media://bd325391-360a-473a-89c0-4e50b326f8c7)

### 6. Notifications – End‑Date Alerts & Spend Tier Settings (Required)

A. End‑Date Advance Notices:

1. Open the Notifications section.
2. Ensure End Date – Advance Notices are checked for Contract Managers and Stakeholders.
3. Verify default settings: 180 days, 90 days, and 45 days.

B. Spend Notification Tiers (Optional):

Note: templates have a default invoice spend notification for $500,000 to bring the contract to the BOT for information.

1. Select Amount Tiers from the Notification Type list and choose recipients you want to receive the notifications.
2. Under Spend Tier Notification Settings, click “invoice spend”
3. Click Add Notification Tier.
4. Select Amount as the Tier Type.
5. Enter the dollar threshold in Tier Amount.
6. Add a description (e.g., BOT-related approval notification).
7. Click Save Changes.

> ℹ️ Note: Spend Tier notifications are based on lifetime spend, not version spend.

![image-20260122-144850.png](media://7f32b1ba-871c-4250-a95e-643a9b76223f)


### 7. Contract Family – Linking Child Contracts (Required when appropriate)

This will be required when a contract is a child of a Master Agreement (such as an order form) or if the contract is associated- such as a Reseller contract as the parent and the OEM contract as the child.  These can also be edited and changed later to re-establish new associations.

1. Go to the Contract Family section.
2. Click Link a Child to This Contract.
3. Search for the child contract using the search bar.
4. Ensure the child contract’s start date falls within the parent contract date range.
5. Select the contract and click Save Changes.

![image-20260122-144919.png](media://43eab0bb-d258-4b8c-a152-7fbfa9b838dc)

### 8. Obligations – Adding Post‑Execution Requirements (Conditional)

1. Navigate to the Obligations section.
2. Review or add new obligations as needed.
3. For full instructions, refer to the UConn KB: [https://kb.uconn.edu/space/FPB/27755806854/Obligations](https://kb.uconn.edu/space/FPB/27755806854/Obligations)
4. Add due dates, reminders, and responsible parties.
5. Click Save Changes to finalize.

### 9. Character Count Check (Required)

1. Review the Contract Name.  It must be less than 60 characters (including spaces).  If it is greater than this, it will cause an error and it will fail integration into KFS.  If you attempt to issue a PO  against a contract that has failed integration, the PO will fail.

![image-20260122-145047.png](media://1162e212-cb41-4f92-89fa-63bbfe02f324)


2. Use tools such as [http://wordcounter.net/character-count](http://wordcounter.net/character-count)  to check the character count.

![image-20260122-145057.png](media://a677fb5e-1190-42dc-9df0-a62cb0f81500)

![image-20260122-145114.png](media://ad1f8cd1-60ac-42df-a87f-805229543976)

3. Make the appropriate edits to reduce character count in the contract header and click “save progress” to make the change.

![image-20260122-145125.png](media://5fbd6f40-0268-47b9-823d-410bcaf431b8)