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What is Contract Management?

Using Contract Management, you can add Vendor Agreements and other required Contract details. You can add multiple Contracts to an Agreement. The Assets can be linked to these Contracts for tracking and reference. E-mail alerts can also be configured to notify the Administrator before a Contract expires.

Managing Contracts

To add Contract details:

  1. Select Asset > User > Manage Asset > Contract Management.

  2. On the ACTIONS panel of the CONTRACT MANAGEMENT page, click ADD NEW.

  3. On the CONTRACT MANAGEMENT page, fill in the required fields and click SUBMIT. For more information about the fields on the CONTRACT MANAGEMENT page, see Field Description.


    Figure: CONTRACT MANAGEMENT page

Note:

  • To customize the Contract Management page, go to the APPLICATION SETTINGS BY TENANT page (see: Configuring Asset Application Settings).
  • The e-mails are triggered to the Reseller, Vendor, and Notify Users if the Contract SPOC is checked on the Asset Alert Configuration page.
  • An e-mail is triggered to Reseller and Vendor only if the respective check box is selected on the Contract Management page.

Field Description

The following table describes the fields of the CONTRACT MANAGEMENT page:

Field

Description

DETAILS

Contract ID

Specify the contract ID.

Program

Type in the program name.

Agreement

Select frame agreement from the list.

Program Number

Type in the program number.

Enrollment Type

Specify the enrollment type.

Enrollment Number

Specify the enrollment number.

Enrollment Owner

Select an enrollment owner from the list.

Product and Price List Reference

Upload the product and price reference document, if any.

Contract Start Date

Click the Calender icon to select a start date for the contract.

Contract End Date

Click the Calender icon to select a end date for the contract.

Enrollment Status

Select an enrollment status.

Reseller

Select a reseller from the list. Select the check box to send e-mail notifications to the reseller.

VendorSelect a vendor from the list. Select the check box to send e-mail notifications to the vendor.
Contract Reference

Upload the contract reference document, if any.

Active

Indicates the status of the contract.

  • If selected, the contract is active.
  • If not selected, the contract is inactive.

Remarks

Type in the remarks.

Category

Select a Category from the list.

Sub Category

Select a sub-category from the list.

Account Manager

Type in the name of the Account Manager.

Contact Account Manager

Type in the name of the Contract Account Manager.

Product Head

Type in the name of the Product Head.

Sales Head

Type in the name of the Sales Head.

License Type

Select license type from the list.

Purchase Quantity

Type in the purchase quantity.

Contact First Level

Type in the name of the First Level Contact person.

Contact Second Level

Type in the name of the Second Level Contact person.

First Level Escalation

Type in the name of the First Level Escalation Contact Person.

Second Level Escalation

Type in the name of the Second Level Escalation Contact Person.

Notify Users

Type in the e-mail recipients to send e-mail notifications. Click the  button to add e-mail recipients. Click the  button to remove e-mail recipients.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the CONTRACT MANAGEMENT page.

SHOW LIST

Click SHOW LIST to view the list of Contracts.

CONTRACT MANAGEMENT page
Figure: CONTRACT MANAGEMENT page

  • To update a Contract, click the required Contract ID. Make appropriate changes, link or unlink the Asset(s) from the Contract, and then click SUBMIT. For more information about linking or unlinking Asset(s),

     click here

    You can link or unlink Asset(s) from the Contract using the Link or De-link option, respectively. When you link an Asset to the Contract, the Asset is displayed under the RELATIONSHIP tab.

    RELATIONSHIP tab
    Figure: RELATIONSHIP tab

    To link an Asset to a Contract:

    1. Under the RELATIONSHIP tab, in the Link drop-down list, select Link Assets.
    2. On the RELATIONSHIP pop-up page, ensure that Link Asset is selected in the Relation drop-down list, specify other filter criteria, and then click SEARCH. The list of Assets are displayed.


      Figure: RELATIONSHIP pop-up page: Linking Asset

    3. Select the Asset(s) that you want to link to the Contract, and then click LINK at the lower-right corner of the RELATIONSHIP pop-up page.

    To unlink an Asset from a Contract:

    1. Select the Asset(s) under the RELATIONSHIP tab, and then click De-Link.

    2. Figure: RELATIONSHIP tab: Unlinking Asset

Note:

When the Contracts are displayed under the LIST table, the following actions are displayed on the ACTIONS panel:

  • Filters: Click Filters to specify a filter criteria to view a particular set of Contracts.

    FILTERS pop-up page
    Figure: FILTERS pop-up page
  • ADD NEW: Click ADD NEW to configure a new Contract.
  • EXPORT TO EXCEL: Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

Managing Agreements 

Click AGREEMENT DETAIL to view the Agreement details. For information about the AGREEMENT DETAILS page,

 click here

On the AGREEMENT DETAILS page, select the Tenant and type in the required details. For information about the fields on the AGREEMENT DETAILS page, see Field Description. Click SUBMIT to save the agreement details.
AGREEMENT DETAILS page
Figure: AGREEMENT DETAILS page

Field Description

The following table describes the fields of the AGREEMENT DETAILS page:

Field

Description

DETAILS

Agreement ID

Specify the agreement ID.

Publisher

Select a publisher from the list.

Agreement No.

Type in the agreement number.

Agreement

Select an  agreement from the list.

Start Date

Click the Calendar icon to select a start date for the agreement.

Agreement Owner (Organization)

Select the agreement owner.

End Date

Click the Calendar icon to select an end date for the agreement.

Agreement Status

Select an agreement status from the list.

Agreement Reference

Attach frame agreement references. Click the Upload icon to browse and upload the document.

Active

Indicates the status of the frame agreement.

  • If selected, the contract agreement is active.
  • If not selected, the contract agreement is inactive.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the agreement details to Microsoft Excel.

CONTRACT MANAGEMENT

Click CONTRACT MANAGEMENT to add, view or update the Contract details for the Agreement.

E-mail Alerts

You can configure e-mail Alerts for Assets. These Alerts are notified through e-mails to the assigned Analysts. Select the Alert Type as Custom Type (see: Configuring Asset Alerts).

Custom Scheduler Jobs

The following Custom Scheduler Job should be configured for the e-mail configuration to function correctly.


Contract management alert: Responsible for sending e-mails when the contract is about to expire. This job 
should be configured on the SummitAI Application Server. It is recommended to schedule this job to run once 
every day.

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