This is one of three unique fields (contract number, supplier, currency) that makes up the unique record for the contract. 

It is user defined free text field and can be alpha/numeric up to 10 characters.

 The exception to this is when the contract is created from the RFQ/RFP process, in which case the contract number is automatically assigned. See additional information on RFQ/RFP here RFQ Process / RFP Process.

This is a user defined free text field, up to 60 characters, to describe the contract record.

This is one of three unique fields (contract number, supplier, currency) that makes up the unique record for the contract. 

It is a system defined table, that must be selected from the underlying table of system vendor codes.

It ties the vendor to the contract record and defines which vendor the contract is executed with.

This is one of three unique fields (contract number, supplier, currency) that makes up the unique record for the contract. 

It is a system defined table, that must be selected from the underlying table of system currency codes. Code Table CU.

It ties the currency to the contract record and defines what currency the contract has been executed in.

This is the user defined start date of the contract. 

This is the user defined end date of the contract. This end date can be used to determine when you would like reminder emails generated. I.e. you need a reminder email sent from the system to a specific user(s) 6 weeks before the entered end date on the contract record.

This is the status of the contract. There are four status:

1. In Quotation - This is for contracts raised through the RFQ/RFP process, while the RFQ/RFP is being evaluated. You can see more on this process here RFQ Process / RFP Process.
2. Entered - This is the initial status for contract records that are entered directly by the end users.
3. In Progress - This means a contract is executed and in progress. A contract record can NOT be selected on a requisition or order if the status is NOT in progress. This status is selected when an ‘In Quotation’ contract has been actioned through RFQ/RFP or when an ‘Entered’ contract is toggled with the In Progress mode.
4. Completed - A status for contracts that have been completed, cancelled, or retired. This status is selected when an ‘In Progress’ contract has been toggled with the Completed mode.

This is the originally executed value of the contract. This field is a free text field that the user can define based on the value of the executed contract. 

The exception to this is when the contract record is created from the RFQ/RFP process. The contract value is inserted based on the actioned RFQ/RFP. The user can however overwrite this value if required. You can see more on this process here RFQ Process / RFP Process.

This field is automatically updated when change orders are added to the contract. This field can be over written and be a free type field if the user needs it to be.

This is a system calculated field. 

Initial Contract Value + Amendment to Contract Value = Total Contract Value

This is a system calculated field.

Contract spend is calculated as the sum of the received value of orders that have been linked to the contract record. Once the order has been received that value is calculated into this field.

Order status captured in this field:

Order status 70 - Order Received

Order status 75 - Order Returned

Order status 90 - Order Invoiced and Completed

This is a system calculated field.

Contract committed is calculated as the sum of the approved order values that have been linked to the contract record. Once the order has been approved that value is calculated into this field.

Order status captured in this field:

Order status 30 - Approved and Ready to Print

Order status 40 - Approved and On Order

Order status 11 - Backordered 

This is the primary contact name for the contract. It is a free text field with a 60 character limit.

This is the email of the primary contract. It is a free text field with a 60 character limit.

This is the phone number of the primary contract. It is a free text field with a 20 character limit.

The find button works by default on the contract number.

The entry button allows users to enter a new contract record.

The correct button allows users to correct any of the editable fields, including:

• Description
• Supplier
• Currency
• Start Date
• End Date
• Initial Contract Value
• Amendment to Contract Value
• Contract
• Email
• Phone

The remove button allows users to remove records that are NOT tied to an order.

The in progress button allows users to toggle a contract record that is in a status of entered to in progress. A contract must be in this status to utilize it for a requisition or order.

The completed button allows users to toggle a contract record to a status of completed. In a status of completed a contract record can not longer be used in the raising of a requisition or order. If a user needs to move a contract back from completed status back to in progress that user will need the security ZRAP S002. ZRAP S002 gives that user the ability to toggle between status.

This will open the Document Register for the selected Contract Record.

This will open a data grid that shows you the breakdown of your contract's current spend and current commitments by order number with the relevant status. 

From this screen you can use the ‘Drill’ mode to drill back to that orders header details and subsequent details.

The user can also use the “Add” mode to add any purchase orders to the contract that might have been missed during the entry/approval process. When the user clicks on the “Add” mode it will bring all purchase orders with the contract's supplier code that are not tied to a contract. Then the user can just select and manually add purchase orders as needed.

Email reminders allows the user to enter the relevant users who need to be notified when a contract is coming due based on their set time period. This is specific to each contract number.

Overage reminders allows the user to enter the relevant users who need to be notified when a contract has exceeded its Total Contract Value. This is specific to each contract number.

This mode will show ONLY change orders that are attached to the contract.

When change orders are added to the contract the Amendment to Contract Value will be automatically updated to increase the total contract value. The Amendment to Contract Value field will pull the information from the Change Order Mode. This field can also be manually adjusted if needed.

The costing will mode will break down all the purchase orders attached to the contract and break them down into line detail. This will show the details of each line and which GL/Project they are coded to. It will also show the budget of that GL/Project if a budget is loaded against it.

Contracts details and values are tracked in Pronto and require the spend against these contracts to also be tracked. To best track these spends and compliance to executed contract values, the contract needs to be tied to the requisitions or orders raised in the system. This can be done on the header of any order.

When entering a requisition or a purchase order you will first be notified if any contracts exist for the vendor that you are ordering to.

These contracts can be reviewed and selected from the header on entry in the Contract No. field.

This field is locked down by an underlying table. This table is derived directly from the Contract Module function, but only for the contracts that relate to this specific vendor, regardless of the currency code that is tied to the supplier.

However, if you select a contract record who's currency code does not match the currency code entered in the order then you will received a message that prevents you from proceeding.

The relevant Doc Reg documents can be called back to from this screen as well with the Doc Reg mode.

When entering a new requisition or order that is related to a contract record, the value of that requisition or order is considered along with the current Total Contract Value and current Contract Spend + Contract Commitments.

If the value of the new order being raised will cause the total value of orders tied to that contract to exceed the total contract value then you will receive the message below before you are able to submit.

If you choose ‘Yes’ to continue with your submission then the business can opt to have an email alert triggered to let a select user(s) know that the order has exceed the related contract.

If the business wishes to have select user(s) receive emails about requisitions or orders raised in excess of their related contracts, it can be done from the Overage Emails function.

Users can be listed out here. Should be noted that a user listed here will receive emails from an overage of any contract.

Even after a requisition or order has been entered, approved, or even completed a contract record can be tied to it from the header of the order.

This field is locked down by an underlying table. This table is derived directly from the Contract Module function, but only for the contracts that relate to this specific vendor, regardless of the currency code that is tied to the supplier.