Working with Contracts
Contract Management allows users to create and manage contracts efficiently. Creating a contract involves defining key details such as contract type, contract parties, validity dates, responsible persons, and relevant terms.
This ensures that all contracts are properly structured, tracked, and enforceable.
Starting a New Contract
You can start a new contract from:
- Customer or Vendor Card
- Use the Contracts FactBox and click New Contract.
-
The wizard will prefill the Contract Party Type and Party No.
-
Contracts List / Module
- Click New Contract.
The wizard guides you through the required fields and steps for contract creation.
Contract Information
When creating a contract, the following information is required:
| Field | Description | Mandatory |
|---|---|---|
| Contract Type | Type of the contract | Yes |
| Description | Short description of the contract | No |
| External Document No. | External reference number | No |
| Your Reference | Internal reference number | No |
| Currency Code | Currency for contract values | No |
| Criticality Level | Importance of the contract | No |
| Contract Volume | Total contract volume | No |
Contact Information
| Field | Description | Mandatory |
|---|---|---|
| Person Responsible | Responsible employee for the contract | Yes |
| Contract Party Type | Customer or Vendor | No |
| Party No. | Customer or Vendor number | Yes |
Responsibility Flows and Participants
| Field | Description |
|---|---|
| Review Flow | Responsibility flow for reviewing the contract |
| Approving Flow | Responsibility flow for approving the contract |
| Counterparty Contact | Contact person from the counterparty |
| Counterparty Contact Email | Automatically retrieved from contact |
| Restricted Contract | Limits visibility of the contract to authorized users only |
Counterparty Termination Mail can be enabled if a counterparty contact is set.
When Restricted Contract is enabled, only specific users can view or access the contract:
- Admins
- Responsible Person assigned to the contract
- Users involved in a Review Flow
- Users involved in an Approval Flow
- Participants and Observers
Users who are not involved in the contract cannot open or see it. In the All Contracts list, restricted contracts are hidden for unauthorized users.
The All Contracts Cue also only shows the number of contracts that the current user has permission to view.
Contract Term
Duration
- Start Date and End Date define the contract period.
- End Date must be after Start Date.
Renewal
- Auto Renewal – enable automatic renewal of the contract.
- Renewal Interval – interval for automatic renewal.
- Deadline Reminder – assigns responsible person and optionally sends email notification.
Termination
- Auto Termination – enable automatic termination of the contract.
- Termination Interval – calculates the termination date based on the End Date.
- Deadline Reminder – assigns responsible person and optionally sends email notification.
Key Features
- Wizard ensures mandatory fields are entered.
- Responsible persons and flows are assigned for approvals and reviews.
- Renewal and termination dates are calculated automatically.
- Deadline reminders are configurable for responsible users.
- Temporary contract records are used until finalization to prevent incomplete data entry.
Notes
- Starting the wizard from a Customer/Vendor card pre-fills party information.
- Ensures consistent contract setup and reduces errors.
- Supports notifications and automated management of contract deadlines.