Contracts in Mentor Payments

• Entering contract data into the system provides the information required, combined with the study setup, to determine which vendors should be paid based on the data from the study electronic data capture (EDC) database.
• The contract data entered into the system lists the payee, sites included in the contract, every payable line item included in the contract and a payment trigger for each line item.
• You may create a contract without using XML.
• Instead of uploading contract terms via XML, the terms can be added manually. This process is not recommended because of the time required and higher likelihood of manual error, compared to importing via XML.
• After a contract is published, changes can only be made through amendments. Getting the contract correct before publishing will save time later in the process.
• Use the XML upload process, as needed to create contract templates and draft contracts within the system, as well as to execute draft contracts into executed contracts.

Recommended Process for Contract Entry

• After the Study Setup process is complete, the study team should have a clear understanding of the structure of the EDC data, and the payment triggers for each line item.
• The recommended process is for a standard contract template to be created and reviewed.
  • With the template, each individual contract can be created and uploaded via XML. If using a contract template is not possible, then the contract must be added manually through the UI.
• After the contract is added, a review is necessary to ensure the data was entered accurately.
• As needed, terms may be edited individually, bulk edited and/or deleted. When the contract is correct, the contract is published.
• After the contract is published, the system evaluates the contract and records payable line items, as applicable.