Contract Overview

Contract Overview

Header

The header is the first page you will have to complete in order to create your contract project: First of all you will have to fill in the main data’s about this new contract:

• Contract title
• Contract number: The system will generate a contract number automatically. It is also possible that a prefix will be created which is depended on the template setting.
• Contract start date and expiration date
• Evergreen (definition): a contract which renews itself from year to year.
  • Evergreen contract prolongation: Define the automatic prolongation period in months. If the value “Undefined is chosen” the expiration date will be automatically 31.12.2099.
  • Cancellation period Evergreen: If one contract party wants to terminate the contract the cancellation letter has to be sent before this period. A reminder will be sent 4 weeks before the period starts.
• Contract partners (not available starting 6.11.2)
  • Supplier can be selected from supplier database
  • Supplier contact: Chose your main contact person from supplier contacts
  • Supplier responsible: Can be selected as further contact person
  • Supplier access: Defines if the supplier contact persons has the right to see the contract
  • Edit rights in Exchange status: Defines if the supplier will have write rights during the exchange or rework phase
• Assignments
  • Assign the mandatory business objects

Contract Lead BU: For each new created contract it is possible to select the main / lead Business unit.

If the user selects one Business Unit only, then the lead Business Unit field will be automatically filled with the selected Business Unit. If more than one Business Unit are added to the project, then the first Business Unit added is selected automatically as leading, but the user will be able to see as well the other Business Units of the contract in a drop-down list. The user has the possibility to choose from the drop-down list a leading Business Unit. (if it is a different one than the first one added to the list or not)

Header details

The tab “Header details” is available depending on the template setting. The section "Administrative parameters” is still editable even the contract is published.

Catalog: The field Catalog is active only if the link to the Article Database is active. There, the catalog name which is defined within the Article Database can be selected inside the tab Positions.

Confidentiality level: the drop-down list will always contain the levels of confidentiality set in Backoffice by the administrators. The initial confidentiality level available in this section is named “Confidential (standard)”.

Frame contract: Defines if the contract is a frame contract or not (if this option is checked the field “select frame contract” is not available any more).

Select frame contract: Assign correct frame contract if current contract is only a sub- contract.

Within the next sections the buyer indicates if the contract has been checked by legal and the name of the lawyer. You can also define the accounting information for this contract.

Conditions

Please find some explanation regarding the fields :

• Contract language: language in which the contract has been signed.

• Contract location: country where the contract has been signed.

• Volume: is the total amount of the contract (Volume in Euros/Dollars… not the quantity).

Field “Volume contract positions“ is an automatic sum of the tabs “Positions” and “Services”.

Positions

In the Positions tab, the buyer indicates the goods the purchasing contract is dealing with. In the “Positions” sections you will be able to insert lines for each the products which make object of the contract:

1. Click New contract item in order to create a new entry. Fill in all the mandatory fields marked with red asterisk.
2. Click after you have made all the modifications and to return to the items list. The newly created entry will be available in the list.

Services

Create a new contract service by clicking New contract service :

1. Fill in all the mandatory fields marked with red asterisk.
2. Click after you have made all the modifications and to return to the items list. The newly created entry will be available in the list.