This guide provides an overview of how to access, search for, and manage contract records within the Unimarket Contracts module.
Access & Permissions
| Roles/Member on Contract | Permissions/Access |
|---|---|
|
|
| Contract Owner/Creator |
|
| Contract Member with Edit Authority |
|
| Contract Member with Review/Approve Authority |
|
Search for Contracts
- Go to the Contracts module and select Contracts.
- Use the Filters button to refine your search results using these fields:
- Search Contracts: Performs a keyword search across the contract number, name, description, and attachment titles.
- State: Filter by
ActiveorPending. Check Include Closed to findExpiredorCanceledrecords. - Counterpart: Filter results by the specific supplier or entity involved.
- Buyer: Filter by the contract Initiator or Owner.
- Organization Unit: View contracts assigned to specific departments you have access to.
Contract Leadsheet Field Descriptions
The Contract Leadsheet provides high-level information about a contract and serves as a summary record for tracking contract details, ownership, status, and key dates.
Fields & Values
Dependent upon the community's contract configurations, additional fields may be visible on the contract.
| Field | Description |
|---|---|
| Contract Type | Classification of the contract (e.g., Master Agreement, Service Agreement, Purchase Contract). |
| Created Date | Date the contract record was initially created. |
| Name | Name or title used to identify the contract. |
| Contract Number | Unique identifier assigned to the contract. |
| End Date | Date the contract ends unless renewed or extended. |
| Initiator | The user who creates the contract. |
| Initial End Date | Original end date assigned |
| State | Current contract state, such as Draft, Pending Approval, Active, Expired, or Terminated. |
| Expiry Warning Date | The date an email notification will be sent, regarding the contract's expiration date. |
| Owner | The user responsible/manage the contract throughout its' lifecycle. By default, the Initiator will be assigned as the Owner once the contract is created. Upon approval of the contract, the Owner can be updated. |
| Purchasing Organization Units | The purchasing organizations units that are authorized to use, manage, or purchase against the contract. |
| Funds Remaining | The amount of contract funds that are still available for spending. It is calculated based on the contract's available budget or value. Minus the amount already committed or spent against the contract. |
| Value | Total monetary value associated with the contract. |
| Funds Allocated | The total amount of funding assigned or reserved for the contract. It represents the budget that has been made available for spending under the contract, regardless of how much has already been used. |
| Alert Value | The threshold that triggers a notification or warning related to contract funding, spending, utilization, or other monitored contract metrics. It helps users proactively manage contracts before critical limits are reached. |
| Contract Documents | The documents associated with the contract, such as the signed agreement, amendments, statements of work (SOWs), pricing schedules, and supporting attachments. It serves as the central location for contract-related documentation. |
| Linked Contracts | Contracts that are related to the current contract. Linking the related contract(s), help users track contract dependencies, amendments, renewals, parent-child agreements, and other associated contractual records. |
| Category | Procurement or business category used for classification and reporting. |
| Organization Unit | Organization unit within the community that was assigned, at the time of creation. |
| Last Modified By | User who most recently updated the contract record. |
| Description | Summary of the contract purpose, scope, or services provided. |
| Last Modified Date | Date of the latest update to the contract record. |
Contract Actions (More Actions Menu)
Once you have opened a contract, you can perform several management tasks via the More Actions menu:
Amend, Copy, and Renew
- Amend: Use this to update existing details (e.g., changing the description or adding an alert).
- Copy: Uses the current contract as a template for a brand-new record with a new contract number. Ideal for recurring agreements with different suppliers.
- Renew: Extends the agreement while maintaining the same contract number. This links the new version to the previous one for historical tracking.
Cancel and Archive
- Cancel: Ends the contract immediately. You must provide a reason. Canceled contracts are saved and can still be searched or copied later.
- Archive: (Contracts Administrator Only) An irreversible action that permanently stores the contract. Archived contracts cannot be modified and are essentially "locked" forever.
Linking and Sharing
- Link Contract: Manually define relationships between contracts (e.g., linking a sub-agreement to a Master Agreement). These links appear on the Leadsheet for easy navigation.
- Share Contract Link: Generates a direct URL to the contract that you can copy and send to other Unimarket users who have the appropriate permissions.
Summary Table of Actions
| Action | Affects Contract Number? | Reversible? | Primary Use Case |
| Copy | Generates New Number | N/A | Using a contract as a template. |
| Renew | Retains Same Number | Yes (via Amendment) | Extending an existing agreement. |
| Cancel | Retains Same Number | No (but can be copied) | Ending a relationship early. |
| Archive | Retains Same Number | No (Permanent) | Finalizing a record for long-term storage. |