Users that have access to Go to Market and Contract Management can automatically create new contracts from awarded supplier responses - reducing double handling and human error.
If the user also has access to Procurement Planning, and the output for the associated Plan was a subcontract, the head agreement would auto-populate based on the one selected in the Plan.
In the Procurement Planning module, when the output is a contract, users are directed to enter additional contract information that automatically flows through to the contract. This includes:
- Contract type
- Start date
- Duration/initial end date
- Any agreed extension options
Once the user has selected their successful supplier(s) in Go to Market, and has finalised their market request, they'll be able to push this to Contract Management either as a standalone contract, head agreement (panel contract) or subcontract(s). You can find more information on how to finalise your request here: Finalising your Request or Tender.
After finalising, the user can either select:
- Transfer Finalised Response to transfer a single response as a standalone contract
-
Transfer Finalized Request to transfer all successful responses, if there is more than one (if there is only one successful response then both buttons are effectively the same)
- If a Procurement Plan is associated with this request/contract and the output of the procurement process is panel contract or subcontract, this will automatically assign these "Contract arrangement" types to the generated contracts
- If a Procurement Plan is associated with this request/contract and the output of the procurement process is standalone contract, this will automatically assign this "Contract arrangement" type to the generated contracts
- If there is no Procurement Plan associated to the with this request/contract, the generated contracts will sit in a draft state where you can select the "Contract arrangement" type as either head/sub or standalone contract
The next screen will show the integration options available for the successful response(s).
An orange tick on the left of the response reference number indicates that the request has not been transferred. Click to transfer.
While processing, a spinning wheel will appear. Please wait, and once the request is transferred successfully, the tick will turn green. Click to view the finalised request.
If the user isn't already logged into Advanced Contracts, then a login prompt will appear. For users coming from Go to Market, they should click the single sign on button which will use their VendorPanel credentials to log them directly into Contract Management. If the user was already logged into Contracts, then this login screen will not appear, and the user will be taken directly to the Contracts module.
The user will land in Contract Management on a new contract in a setup state, the Contract will be automatically pre-populated with details from the request. On the initial setup screen, this is represented as the title and the successful vendor. As mentioned previously, additional details could be pre-filled if a Plan is associated to the contract.
Follow the prompts to complete the setup of your contract. The below fields will populate from the Go to Market request:
- Contract Title = Request Title
- Contract Summary = Request Description
- Vendor = Awarded Supplier(s)
- RFx Documents = Awarded Supplier(s) Response
- Establishment = Request VP Reference Number
- Value ex Tax = Awarded Supplier Response
- Tax = Awarded Supplier Response
- Value incl Tax = Awarded Supplier Response
- Award Date = Request Finalise Date
Populate all remaining fields and complete your contract setup.