The Contracts Management module is governed by several settings that can be managed by System Administrators. These settings are outlined and defined below.
Accessing the Contract Management settings
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Navigate to the Contract Management module dashboard, either via the app launcher icon in the menu bar or through the navigation tile on your Homepage.
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Click on the Manage Module tab in the top right to open the module settings.
- This will take you to the Settings - Contract page, which has three tabs.
- Refer to the General tab for the module's general settings.
The three tabs on the Settings - Contract page serve different purposes:
- General: General settings for managing the module, as detailed in this article.
- Lists: These are manageable lists of data that populate selectable options and fields on a Contract. You can find information on managing these lists here: Managed Lists (Contracts Management)
- Dashboard Customisation: These are settings for managing the Contract Management dashboard (including links and downloadable reports).
When making any changes to these settings it's important to hit the Save button at the bottom of the page when you're ready.
General Settings
Contract Tabs & Contract Registers
Contract tabs are the various tabs that appear at the top of the page when managing a contract. This can be customised to reflect your organisation's language.
Contract registers are the areas that users enter information while managing an active contract. Here you can decide, at a global level, whether these will be available to users, and which contract tab it will be grouped under.
You can find more information on managing your Contract Tabs and Contract Registers here.
Managing these in General contract settings means you are managing them at a global level. You will have the opportunity to manage Contract Registers at a Contract Type level when managing the Lists settings.
Module Settings
The below settings drive key behaviours throughout the Contract Management module and are available to enable / disable based on your business processes.
| Setting | Description |
|---|---|
| Head agreement and subcontract enabled |
If enabled, allows users to create Head Agreements and Subcontracts in addition to Standalone contracts. If disabled, users can only create Standalone contracts. |
| Users can raise adhoc extensions |
If enabled, allows users to add extensions to a contract after the initial setup. If disabled, users can only add extensions during the contract setup. Users will still be able to raise variations to duration. |
| Users can add extension value |
If enabled, allows users to capture a $ value against an extension, which updates the contract value once exercised. |
| Contract upload required |
If enabled, users are required to upload or link to a contract document during the contract setup. Note: Users can only upload or link to documents if this functionality is enabled in the system's Global Settings. |
| Automatically update vendor details |
If enabled, the vendor name and ABN will automatically update on existing contracts if it is updated on the vendor record. If disabled, the vendor name and ABN will not update on existing contracts if it is updated on the vendor record. The details of the vendor can therefore only be changed via a novation process. |
| Automatically populate expenditure to date |
If enabled, the 'Expenditure to date' field on contracts will auto-populate with the sum of any Purchase Order records created on the contract. If disabled, the 'Expenditure to date' field will be a manual input field. |
| Download RFx documents from sourcing on contract creation |
If enabled, allows documents from Go-to-Market to be uploaded against the contract record during setup. If disabled, documents from Go-to-Market will not carry across to the contract setup. Note: This function is only applicable in cases where a finalised request is transferred from Go-to-Market to Contracts Management. |
Role Configuration
The below settings relate to the contract role allocation which is completed during the initial contract setup.
| Setting | Description |
|---|---|
| Can add custom roles |
If enabled, allows users to free-type custom role names on a contract. If disabled, users can only assign a Contract Manager, Owner and Sponsor. Note: Free-type custom roles are for data-capture purposes only. They do not have any flow-on effects on permissions, approval workflows or targeted system notifications. |
| Users can add and remove roles after setup |
If enabled, allows users to add and remove roles on a contract (e.g. Contract Owner or Contract Sponsor) after initial setup. Note: The Contract Manager role cannot be removed as it is a mandatory role. |
| Can assign non-system users |
If enabled, allows users to free-type names to roles on a contract. If disabled, users must select from the existing list of system users. Note: Free-type users are for data-capture purposes only. They are unable to login and they do not have any flow-on effects on permissions, approval workflows or targeted system notifications. |
| Can edit read-only contract details |
If set to 'Everyone', all users with permission to update a contract can make changes to key information in the 'Details' section of the contract (e.g. Department and Category), If set to 'Administrators', this ability is locked to administrators only. |
Custom Reporting Fields
You can find information on Custom Reporting Fields here.
Approval Settings
The below settings are specific to Contract Management, however, they complement your global approval settings which are managed separately.
| Setting | Description |
|---|---|
| Contract approval required |
If enabled, an approval process is required before a new contract can be initiated. |
| Can create custom approval routes |
If enabled, users can customise who is required to approve their submissions for a contract (e.g. for a contract variation). If disabled, the required approvers are set in the global approval settings and cannot be changed. |
| Include contract value for variation approval |
If enabled, when users submit a contract variation, the submission value is inclusive of the contract value (not solely the variation value). If disabled, when users submit a contract variation, the submission value is equal to the variation value. This setting is particularly useful when it comes to approver delegations. |
Optional Input Visibility
This section is used to determine which additional fields are made visible or hidden during the contract setup. If no option is selected, the field will be hidden by default, meaning no data can be captured in these fields.
| Field | Description |
|---|---|
| Vendor on Head Agreements |
Enables the ability to capture a single vendor on head agreements. This can be used where the vendor on the head varies from the vendors on the subcontracts. |
| Renewal Complexity |
Enables the ability to determine the renewal complexity associated with a contract. The list of values available for users to select is determined by system administrators in the Lists settings. See this help article for more information. |
| Contract Agreement Type |
Enables the ability to capture a contract agreement type to identify the type of paperwork associated with the agreement (e.g. internal vs. external agreement). The list of values available for users to select is determined by system administrators. See this help article for more information. |
| Strategic Rating |
Enables the ability to determine the strategic importance of a contract and / or supplier. The list of values available for users to select is determined by system administrators in the Lists settings. See this help article for more information. |
| Regions of Service |
Enables the ability to capture the regions of service per contract. There is also an option to make this a mandatory field during contract setup. The list of values available for users to select is determined by system administrators in the Lists settings. See this help article for more information. |
| Contract Disclosure Required | Enables the ability to capture whether the contract needs to be disclosed to a public register. This is a yes or no field input. |
| Contract Disclosure Default |
If the 'Contract Disclosure Required' field is visible, the default selection on the contract setup can be:
The user can change the selection if needed. |
Contract Number Generation
This is where the system-generated contract number can be configured, and where you can determine whether contract numbers can be input manually by users.
| Option | Description |
|---|---|
| Numbering prefix | Allows you to free-type the base prefix you wish to use for all contracts (e.g. 'VP' for VendorPanel). |
| Add current calendar year to prefix | This adds the current calendar year to the start of the contract number (e.g. 2023). |
|
Add current financial year to prefix |
This adds the current financial year to the start of the contract number (e.g. 22/23). |
| Reset count each year / financial year |
The generated contract number will add a digit after the prefix (above). This will be sequential. This setting resets the sequential number count at the start of each calendar or financial year (based on what option has been selected above). |
| Use a unique count for each contract type | This sets a unique contract number sequence for each contract type. |
| Allow users to manually enter a contract number |
If enabled, users have the option to auto-generate a contract number or enter it manually. If disabled, users can only use the auto-generated contract number option. |
Dashboard Customisation
The below settings apply to all the module dashboards
Dashboard Settings
Enable function to add new records directly from report tiles on the dashboard: This enables the 'Add New' button on reports on the dashboard, which means there are multiple places from the dashboard where you can add a new contract
Custom Links
This allows you to have custom links at the bottom of the dashboard, these links can point to anything you'd like (i.e. an intranet page) but you can also link to specific reports in the system or documents. You can also control the visibility of who can see these links
Dashboard Reports
This allows you to define which reports are available on the dashboard. This can point to report dashboards, tabular reports or graphs
| Field | Description |
| Report Name | This is the name that will be displayed to the users |
| Enabled | Makes the report visible/invisible |
| Report Type |
This is the type of report you want: Detailed Report: Purpose build report form Export Report: Tabular report (these reports can be configured and customised per client) Visual Report: Charting report (these reports can be configured and customised per client) |
| Has access | Which user group(s) within the system can see and access this report |
| Target form | Which form is this report based off |
| Target Profile | Which report profile to point to (Only applicable for export and visual reports) |
Dashboard Actions
This lets you control which tabs show up at the top of the dashboard
| Setting | Description |
| Action Text | This is the name that will be displayed to the user |
| Has access | Which user group(s) within the system can see and access this tab |
| Action task |
What task does clicking this tab do: Do Nothing: Won't navigate away from the dashboard but will change what shows on the screen New Record: Navigates to a new record screen for the specified form Existing Record: Navigates to an existing record for the specified form and record URL: Navigates to the specified URL |
| Navigation | This will either be the name of a form where Action Type is New Record or Existing Record and will be a URL where Action Type is URL. If Action Type is Existing Record then you need to also specify the ID and View |