This reference article defines the fields and parameters available on the contract leadsheet. The leadsheet is used to provide a name, contract number, and specific details associated with a contract record.
Prerequisites
Roles: You must have the appropriate permissions to create or manage contracts.
System Configuration: Contract Types must be pre-configured by a Community Administrator.
Important Notes
Sequence Numbers: The contract sequence number must be created by a Unimarket Customer Success Manager.
Mandatory Data: Requirements for Contract Types and Forms are determined by your specific Community Administrator's settings.
Field Definitions
| Field Name | Description & Usage |
|---|---|
| Contract Type | Defines the specific type or category of the contract. |
| Name | Free text name for the contract; this field is searchable from the View Contracts page. |
| Contract Number | An external reference number. If left blank, the system generates one. Note: Sequence numbers must be created by a Customer Success Manager. |
| Owner | Differentiates the contract Manager from the Initiator, who originally created the record. |
| Description | A short summary (up to 2,000 characters) that is searchable from the View Contracts screen. |
| Start Date | The date the contract becomes effective (can be past, present, or future). |
| End Date | The future date the contract expires. If Auto Renew is on, this becomes the new Start Date. An expiry alert is sent on this date. |
| Expiry Warning Date | A specific date/time selected to remind members that the contract terms are ending. |
| Default Contract | If enabled and the contract is active, this becomes the default for all orders with the Counterpart supplier. Buyers can still manually change this during requisition. |
| Value |
The maximum dollar amount allocated for the contract life. Orders are validated against this total. If entered, this value is the maximum funds that can be allocated against this contract. Any orders will be validated & checked against the value, to ensure the value has not exceeded. A user attempting to checkout against this contract may receive an error if the value is exceeded, or an inbound Marketplace Integration message may fail returning a 400 error response. (If this happens, some common solutions are to amend the contract to increase the amount, create a new contract, or wait until a new contract is established). |
| Alert Value | A dollar threshold that triggers an email alert to members. Once the total order value reaches this amount. |
| Organization Unit | The department that "owns" or negotiated the contract (e.g., the department who signed/negotiated the contract). This can be used later for searching and filtering contracts by Organization Unit. |
| Available to All Buyers | When enabled, the contract is accessible to every Buyer in your Community. |
| Purchasing Organization Units | Members of the Organization Units specified in this field, will automatically have the contract defaulted as the selection at checkout and those purchases will be tracked against this contract. Any users not in the specified Organization Unit, will not be able to select the contract to link on Checkout screen. |
| Category | The UNSPSC code associated with the contract for reporting. Search and reporting on the contracts purposes. |
Troubleshooting
Value Exceeded Error: If a user receives a 400 error or a checkout block, the contract Value has likely been reached. To fix this, increase the contract amount or establish a new contract.
Contract Not Visible: If a Buyer cannot see a contract at checkout, verify if Available to All Buyers is enabled or if the user belongs to the correct Purchasing Organization Unit.
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Search Issues: Ensure keywords are present in the Name or Description fields, as these are the primary searchable text fields.