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Adding Contract or Agreement Details

Adding Contract or Agreement Details

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

Adding 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.  A submitted Contract is an Approved Contract. Click Save Draft if you want to continue to add details later (See: Draft)

    CONTRACT MANAGEMENT page
    Figure: 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.

Vendor

Select 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.

SCM SPOC

Specify the name of the SCM SPOC (Supply Chain Management Single Point of Contact). SCM SPOC is the focal point for the services and facilities involved in SCM functions. 

User Dept SPOC

Specify the name of the dept SPOC (Department Single Point of Contact). Dept SPOC is the focal point for the services and facilities of a department.

Legal SPOC

Specify the name of the Legal SPOC (Single Point of Contact). Legal SPOC is the focal point for all the legal compliances of the department.

Note:

  • The various fields available on the CONTRACT MANAGEMENT page are based on configurations made by the Administrator on the APPLICATION SETTINGS BY TENANT page (see: Configuring Asset Application Settings).

  • The e-mail notifications related to Contract expiry are sent to the SCM SPOC, User Dept SPOC, and Legal SPOC if the Contract SPOC check box is selected on the ASSET ALERT CONFIGURATION page (see: Configuring Asset Alerts). Also, these fields, their display names, and mandatory/optional configurations are made on the APPLICATION SETTINGS BY TENANT page (see: Configuring Asset Application Settings).

 ATTACHMENT REFERENCES Section

Under the ATTACHMENT REFERENCES section, the users can add the links for multiple attachments with no size limit. All the files that the user wants to refer under the ATTACHMENT REFERENCES section should be uploaded on a Document Repository (example: SharePoint) that the users are using so that they are live links. Appropriate access should be provided to the users trying to access these files.

Figure: ATTACHMENT REFERENCES 

Field Description

The following table describes the fields available under the ATTACHMENT REFERENCES section:

Field

Description

Reference For

Select a value for the Reference For drop-down list. The options displayed in the drop-down list are configured on the COMMON MASTER TYPE page. The MASTER TYPES value should be CONTRACTATTACHMENTTYPE (see: COMMON MASTER).

URL

Specify the URL of the document.

Reference For

Displays information about the URL.

URL

Displays the URL of the document.

Linked On

Displays the date when the URL was added or updated.

Edit

Click to edit the record.

Delete

Click to delete the record.

Adding Contracts as Drafts

 Click here.

Saving New Contract as Draft

You can save a new Contract as Draft.

Figure: NEW  CONTRACT

Editing Contract in Draft Status

You can edit a Contract that is in Draft status and save the Contract as Draft again. The previously updated data is overwritten by the later

updates. A Draft can be also discarded using the Discard Draft button.

Draft Contract

Figure: Draft Contract

Editing Approved Contract and Saving as Draft

You can edit an Approved Contract and save the Contract as Draft and submit later. You can edit the Draft version of the Approved 

Contract by clicking on the Draft Contract ID on the list page or by clicking on the link available on the Approved Contract ID page. 

Approved Contract with Draft ID

Figure: Approved Contract with Draft ID

You can make changes and save the Contract as Draft, or Discard the Draft, or submit the Contact. When a Contract is submitted, the status of the Contract is updated to Approved status.

 Save Draft

Figure: Save Draft

Both the Approved and Draft Contracts are displayed on the Contract Management list page. For more information, see Adding Contract or Agreement Details.

Note:

  • The Draft Contracts are not displayed in the Reports. Also, no notifications are sent for the Draft Contracts.

Various Actions on CONTRACT MANAGEMENT Page

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

Note

  • The Contracts are displayed to the users based on Contract Access Template configurations (see: Contract Access Template).
  • By default, only Approved Contracts are displayed on the CONTRACT MANAGEMENT list page. The users can select the Status as Draft on the FILTERS pop-up page to view the Draft Contracts.

FILTERS

Click Filters to set the filter criteria to view the Contract details. 

 Click here.

On the FILTERS pop-up page, specify the required details. For more information about the fields on the FILTERS pop-up page, see Field Description. Click SUBMIT.

Figure: FILTERS pop-up page 

Field Description

The following table describes the fields on the FILTERS pop-up page:

FieldDescription
TenantSelect the Tenant from the drop-down list.
StatusSelect the Status from the drop-down list, Approved or Draft.
View  BySelect the View By condition from the drop-down list.
  • If Expiry Date is selected, select the range of dates in the Expiry Date From and To fields.
  • If  No. of Days of Expiry is selected, specify the  number of days after which the Contracts are going to expire. 
Search BySelect the Search By from the drop-list. On selecting the required option, provide the Search Value from the dependent dynamic field. Based on the values selected in the Search By field, the Search Value may be a text box, drop-down list, or Date field.
Search  Criteria

Specify multiple conditions to extract a specific set of Contracts. Click the  button to add multiple search conditions. Click the  button to to clear the Search Criteria

Example:

Search Criteria

Let's say that the user has selected Search By as Contract ID and typed in Search Value as CON11. And, the user added multiple conditions in the Search Criteria field, i.e., Contract ID = “CON1, CON2, CON 15” AND Enrollment Owner = “Naveen” AND Enrollment Owner = “Navi” AND Contract ID = “CON11”. A search is performed based on the combination of specified Contract IDs and Enrollment Owner. 

Search Criteria
Figure: List Page

Comparison between Search Value and Search Criteria

Example: If a user types in Search Value as Naveen, all the Contracts, which contain “Naveen” as the Enrollment Owner are displayed on the CONTRACT MANAGEMENT list page.