Contract Approver

Contract approval

Search contract

The search functionality is searching for contracts in the contract database.

1. Click on Contract management to open the module.Important note : Please make sure your pop-up blocker is disabled !
2. Once Contract search page opens, you can enter the name oft he contract in the search field and click the corresponding icon to launch the research.

To use more options (search per date, users, status…) you select Arrow.

Access to contract information

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 allocate a logic contract number : it can be changed).
• Contract start date and expiration date
• Evergreen definition: a contract which renews itself from year to year in lieu of notice by one of the parties to the contrary.
• Advance Notice: warning date for the evergreen contracts.
• Review date: warning date for review (eMail triggered to the responsible buyer)
• Project leader is for the supplier company (can be different than the contact person) this is the person responsible for the contract in the supplier company.

Marked fields with a red asterisk (*) are mandatory

Header details

On this page the buyer indicates if the contract has been checked by legal and the name of the lawyer. In contract client and contract department the buyer indicates the internal client(s) and the department(s) for the products/services involved in the contract. The buyer has also the possibility to select the accounting type for the contract and assign projects, cost types etc. to the contract. Marked fields with a red asterisk (*) are mandatory

Conditions

Please find some field definitions as designed on the platform:

• Contract location: country where the contract has been signed.
• Volume: estimated amount of the contract (In currency not in quantity). Note: if the contract last several years, the buyer indicate a total amount for the total duration.
• Estimated contract cost : the buyer indicates the cost linked to the contract.

(For instance the legal fees).

Clauses

This functionality can be used to create a new contract. But if you have already created your contract (for example on a word document), it’s not necessary to create a new one with clauses (you will only have to upload your word document on the document tab).

If this page is not completed, the buyer has certainly uploaded the contract (word/PDF document) on the document page.

Upload / Download documents

ST6 Contract management system facilitates the whole documentation management by:

• Standard documents attached to chosen contract template
• Upload contract specific documents (ex: terms & conditions, product licenses)
• Version management and history of document
• Approval workflow for documents

The SynerTrade buyer finds in the section Documents the standard documents that are provided when choosing the contract template Standard Contract with Legal and Development Approval.

1. How to upload documents?
   • In the Documents tab, click the corresponding icon to upload a new document.
   • File enables to enter a file; Freetext enables to enter a text; Hyperlink enables to enter a link.
   • Select the type of document.
   • Enter the name of the file.
   • Search the document.
   • Enter comments (optional).
   • Click the symbol to apply.
   • Once you uploaded the document:
     • Click the symbol to activate the document and publish it to buying team (and suppliers if requested).
     • Click the symbol to allow supplier access, buyers and suppliers will see the documents.
   • Unchecked box indicates that suppliers do not have access to the document.
   • Checked box indicates that suppliers do have access to the document.
   • Use the drop-down menu to set more than one document. Note: Do not forget to click the symbol to validate.
2. How to download documents?
   • To download the document click download icon.
   • To download documents at once, select all the documents, and then select Download selected documents from the drop-down menu. Click Apply to validate

Approval

On this page you will be able to approve or reject the contract

1. Click Validate symbol in order to Approve or Reject symbol to Reject.
2. The new status becomes Approved .

Approval documents

When the contract status is Awaiting approval, the buyer can approve the documents, and can also see who Approved or Rejected the documents.

The approval workflow is very simple. Each member of the evaluation team can be assigned to do the following actions: Approve or Reject

Each member of the team approves the contract depending on the Step Number he has been assigned to. Step number 1 means that those team members have to approve the contract before the members assigned to step number 2 can approve it and so on.

• How to approve a document ?
  1. Click Validate symbol in order to Approve or Reject symbol to Reject.
  2. The new status becomes Approved.

Positions

In the Positions tab, the buyer indicates goods the purchasing contract is dealing with.

1. Click the corresponding icon.
2. Then click Edit contract line
3. Then you can complete this identification file for the 1st article of your contract.

Note: Do not forget to click on Save.

Contract status

At this stage, if you completed the different tabs, you can decide to ask your colleague to check your contract. To submit the contract which is Offline, you can click on the Change status icon. The whole history of the contract status is available in this section. Click on Change status, and the current status Offline will change to Awaiting approval.

Note: This page can also be used if your contract has expired. If you click on Change status for an expired contract, the new status will be Rework and then it will be possible for you to make some modification on your contract.

Contract history

This page gives you an overview of the planning and on the dates modifications.

Sent e-mails

Click New email icon in order to send an E-mail to the supplier (supplier registered on your contract). Or click Write new email to approver to send an eMail to your colleagues (invited on your contract).