Working with Contracts
Contract Management allows users to efficiently create and manage contracts. Creating a contract involves defining key details such as contract type, contracting 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 the following locations:
-
Customer or Vendor Card
- Use the Contract FactBox and click on New Contract.
- The assistant automatically fills in the Contract Partner Type and Party No.
-
Contract List / Module
- Click on New Contract.
-
Contact Management Role Center
- Click on New Contract
Info
If you have not completed the Guided Experience, the window obscures the button to create a new contract in the role center. Close the demo tour by clicking on X.
The assistant will guide you through the required fields and steps for contract creation.
Contract Information
When creating a contract, the following information is required:
| Field | Description | Mandatory Field |
|---|---|---|
| Contract Type | Type of contract | Yes |
| Description | Brief 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 Field |
|---|---|---|
| Responsible Person | Employee responsible for the contract | Yes |
| Contract Partner Type | Customer or vendor | No |
| Party No. | Customer or vendor number | Yes |
Responsibility Flows and Participants
| Field | Description |
|---|---|
| Review Workflow | Responsibility workflow for contract review |
| Approval Workflow | Responsibility workflow for contract approval |
| Contact Person Counterparty | Contact person of the counterparty |
| Email Counterparty | Automatically taken from the contact |
| Restricted Contract | Limits the visibility of the contract to authorized users |
Termination Email Counterparty can be activated if a contact person of the counterparty is provided.
When Restricted Contract is activated, only certain users can view or access the contract:
- Administrators
- Responsible Person of the contract
- Users involved in a Review Workflow
- Users involved in an Approval Workflow
- Participants and Observers
Users who are not involved in the contract cannot open or see the contract. In the All Contracts list, restricted contracts are hidden from unauthorized users.
The All Contracts Tile also only shows the number of contracts that the current user has access to.
Contract Duration
Duration
- Start Date and End Date define the contract duration.
- The end date must be after the start date.
Extension
- Automatic Renewal – activate the automatic renewal of the contract.
- Renewal Interval – interval for the automatic renewal.
- Deadline Reminder – assigns to the responsible person and optionally sends an email notification.
Termination
- Automatic Termination – activate the automatic termination of the contract.
- Termination Interval – calculates the termination date based on the end date.
- Deadline Reminder – assigns to the responsible person and optionally sends an email notification.
Key Features
- The assistant ensures that mandatory fields are filled.
- Responsible persons and flows are assigned for approvals and reviews.
- Renewal and termination dates are automatically calculated.
- Deadline reminders are configurable for responsible users.
- Temporary contract documents are used until finalization to prevent incomplete data entry.
Notes
- Starting the assistant from a Customer/Vendor Card automatically fills in the party information.
- Ensures a consistent contract setup and reduces errors.
- Supports notifications and automated management of contract deadlines.