Contracts

Purpose

The Contracts feature allows buyers to create and manage agreements with vendors. Contracts are typically created after a Purchase Order has been approved and are used to formalize purchasing terms, obligations, pricing, delivery commitments, and other contractual arrangements between both parties.

Once created, contracts are automatically displayed in the corresponding vendor's Vendor Portal, allowing both parties to review and manage the agreement.

Create

Create a New Contract

To create a contract:

Step 1

Navigate to:

Purchase → Contracts

Step 2

Click New.

Step 3

Complete the required contract information.

Step 4

Select the Signed Status:

• Not Signed

• Signed

Step 5

Click Save.

The contract is created and automatically becomes available in the Vendor Portal for the associated vendor.

Signed Status

The Signed Status field determines whether the contract requires a signature.

Not Signed

When Not Signed is selected:

• The Sign button is displayed.

• Authorized employees can sign the contract.

• The contract remains pending signature.

Signed

When Signed is selected:

• The Sign button is not displayed.

• The contract is treated as already signed.

• The contract status displays Signed.

View

To view contract details:

Step 1

Navigate to:

Purchase → Contracts

Step 2

Select the contract.

Step 3

Click View.

The Contract Details screen displays:

• Contract Information

• Vendor Information

• Signature Status

• Discussions

• Attachments

• Activity History

Sign Contract

Purpose

Authorized employees can electronically sign contracts directly within the system.

Sign

Step 1

Open the Contract Details page.

Step 2

Click Sign.

Step 3

Draw the signature in the signature area.

Step 4

Click Sign.

Result

The signature is saved and the contract status is updated accordingly.

Workflow Rules

• Only users with Contract permissions can sign contracts.

• Contracts with Signed status do not display the Sign button.

• Electronic signatures become part of the contract record.

Discussions

Purpose

The Discussions feature allows buyers and vendors to communicate directly regarding contract terms, requirements, clarifications, and updates.

Both parties can view and participate in discussions.

Add Comment

Step 1

Open:

Contract Details → Discuss

Step 2

Enter the discussion content.

Step 3

Click Add Comment.

Result

The comment becomes visible to both the buyer and vendor.

A notification is automatically sent to the other party.

Edit Comment

Users can edit their discussion comments when permitted.

Delete Comment

Users can delete discussion comments when permitted.

Workflow Rules

• Buyers can view vendor comments.

• Vendors can view buyer comments.

• Notifications are sent whenever a new discussion message is posted.

• Discussion history remains attached to the contract record.

Vendor Portal

Contract Visibility

After a contract is created:

• The contract automatically appears in the Vendor Portal.

• Vendors can review contract information.

• Vendors can participate in discussions related to the contract.

Synchronization

Contract data is synchronized with:

• Vendors

• Vendor Portal

• Purchase Orders

• Discussions

• Electronic Signatures

• Notifications

• Activity Logs

• Reports

Permissions

Important Notes

• Contracts are typically created after a Purchase Order has been approved.

• Newly created contracts automatically appear in the corresponding Vendor Portal.

• Contracts marked as Not Signed require electronic signature before completion.

• Only authorized employees can sign contracts.

• Discussions are visible to both buyers and vendors.

• Notifications are automatically sent when new discussion comments are added.

• Contract discussion history and signatures are permanently stored with the contract record for audit and reference purposes.