Amend a Contract

  • Updated

The Amend function is used to modify an existing contract when its terms or original parameters change. This ensures that the digital record (in Unimarket) always matches the current legal standing of the agreement.

 

When to Use the Amendment Function

An amendment is necessary for significant changes, such as:

  • Date Adjustments: Changing the Start or End date of the agreement.
  • Financial Changes: Increasing or decreasing the allocated funds.
  • Extensions: Adding new documentation to support a contract extension.
  • Expired Contracts: Contract Administrators can use this feature to edit contracts even if the End Date is in the past.

IMPORTANT:

Start Date Restriction: You can only change a Start Date, if the new date remains earlier than any Purchase Orders or Requisitions already linked to that contract.

 

Permissions

The ability to amend a contract is restricted to:

  • Contract Owners and Members assigned Edit permissions.
  • Contract Administrators (who have the added ability to amend contracts that have already expired).

 

Formal Amendment vs. Simple Update

When you initiate an amendment, you must decide how the change will be recorded in the system.

Option A: Creating a Formal Amendment Record

Use this for legal changes to terms, values, or dates.

  1. Check the box: "This change represents an amendment."
  2. Amendment Description: Provide a detailed summary of the change for the audit trail.
  3. Effective Date: Set the date (today or future) when the change officially takes effect.
  4. Amendment Documents: Upload the signed amendment or supporting legal paperwork.

  • Result: These changes are published in the Amendments tab for permanent auditing.

     

Option B: Simple Data Update

Use this for administrative corrections (e.g., fixing a typo in the description or updating an alert).

  1. Leave the "This change represents an amendment" box unchecked.
  2. Continue and update the necessary fields.
  • Result: The system saves the changes but does not create a record in the Amendments tab.

 

Step-by-Step Amendment Process

  1. Navigate to the Contracts module and select Contracts.
  2. Locate and click on the contract you wish to change.
  3. Select More Actions > Amend.

 

  1. Decide whether to create a formal record (mentioned above).
  2. Click Continue to move through the contract tabs and update the relevant data.
  3. Click Finish to save and publish the changes.

 

Managing Amendment History

All formal amendments are stored in the Amendments tab of the contract record.

  • Viewing Details: Click Details on any amendment to see the description, effective date, and any attached documents.
  • Deleting an Amendment: If an amendment was made in error, members with Edit permissions can click Delete. You must provide a reason for the deletion.
  • Audit Trail: Even deleted amendments remain in the system. To see them, check the Show Deleted Amendments box on the Amendments tab.