Contracts

If the community has the Contracts module enabled, users with the Community Administrator can the module, by going to the:

Administration module > select Modules > click Contracts.

 

Contract Module Overview

The Contract Module consists of 5 tabs: Contract Types, Document Types, Link Types, Workflow, and Settings. 

 

Contract Types

The Contract Types tab offers communities the option to create contracts and manage existing contracts.

Communities may desire to create a contract for:

• Purchase agreements with a supplier
• Certificate of Insurance
• Master agreement, and/or
• Any type of contract signed by staff

The Contracts feature allows flexibility for the Community to store many types of contracts, depending on the needs of the establishment.

Note: For additional information on how to create a contract, refer to our help article Creating a New Contract

 

When adding a contract type, communities can create an optional customized form to attach to a contract. The form can be used to gather additional information when creating a contract, for a specific type. 

Note: For additional information on how to create form, refer to our help article Create Community Forms

 

Document Types

Document types are a way to keep the documents attached to a contract organized. By creating Contract Document Type, Community Administrators can assign the document type, with uploading the files. Any documents assigned to a specific type will appear with the others of the same type, giving you an organized view of the Contract Documents.

 

Link Types

Contracts can be linked together so it's possible to easily view the relationships between contracts. Link types allow you to define the relationship between those contracts.

For example, Master Agreements can have many sub agreements or a general consortium agreement, that links to the specific supply agreement. Users would select a Link Type at the time of linking to define the relationship.

To create a Link Type select +Add Contract Link Type, a pop-up box will appear to enter Link Type Name.

Enter the desired inward relationship name in the Inward Relationship field. Inward Relationship is a name for the relationship points towards "this contract" (e.g. Master Agreement of).

In the Outward Relationship field, enter the desired name. Outward Relationship is a name for the relationship pointing towards "the other contract" (e.g. Sub Agreement of).

Once completed, select Add. If you would like to create additional contract link types, select Add More.

 

Workflow

Workflows allow a peer review and approval process for contracts.

Community Administrators can design customized workflows for each contract type within their community.

This allows contracts to follow a designated path or be routed to an ad hoc peer review (individual or user groups) to review, before the contract is cleared to go live.

Note: For additional information on about contract workflow, refer to our help article Contract Workflow.

 

Settings

The Settings tab is where Community Administrators can configure their community's Contract settings.

• Allow Create Contracts users to Upload and Download Contracts: If enabled, users with the Create Contracts role are allowed to upload and download contacts. 

   

 

The following reasons and troubleshooting steps, will assist when a user is unable to link a contract to a PO:

 

Reason #1: Multiple supplier profiles utilizing similar names.

Goal: Ensure the correct supplier is used for PO and Contract.

For example:

Troubleshooting steps:

• Go to Contracts module > select Contracts > Key in contract number is Search Contracts field > select Counterpart tab > document the exact supplier name listed 
• Go to Administration module > click Suppliers > Key in supplier name > clear State field > compare the supplier name on the contract to the supplier name listed.
• If the supplier name on the contract is incorrect from supplier name listed, cancel the contract and create another utilizing the correct supplier name. 

 

Reason #2: Supplier name entered as free text on counterpart tab on contract and does not match the supplier on PO.

Goal: Ensure the correct supplier is tied to Contract.

For example:

Troubleshooting steps:

• Go to Contracts module > select Contracts > Key in contract number is Search Contracts field > select Counterpart tab > document the exact supplier name listed 
• Go to Administration module > click Suppliers > Key in supplier name > clear State field > compare the supplier name on the contract to the supplier name listed.
• If the supplier name on the contract is incorrect from supplier name listed, cancel the contract and create another utilizing the correct supplier name (using the dropdown for your selection on the contract, if the supplier is listed).

Note: For additional information, refer to help articles on how to:   Cancel an existing contract, refer to help article Canceling An Existing Contract Create a new contract, refer to help article Creating a New Contract

 

 

 

Users with the Create Contracts role can create new contracts, in Unimarket.

 

You can read below to find out more information on Creating a Contract or watch this short video:

 

Create a New Contract

To view the Contacts screen, go to the Contracts module > select Create Contract.

 

From the Create Contract screen, the user is prompted to fill out the information across the horizontal tabs about the new contract. The below sections document any information about the contract that the user enters digitally in the simple, searchable format.

 

Counterpart

On the Counterpart tab, you can use the dropdown to select a Supplier that is available to your Community, which automatically populates the primary contact for the supplier into the Counterpart Contacts field at the bottom. If you would like to add a contact you can click on the +Add Counterpart Contact. 

If the counterpart is not a connected Supplier in Unimarket, you can enter their name in the Supplier Name field (as a free-text) and add any relevant contact information by clicking  Add Counterpart Contact.

For additional information about the Counterpart tab, refer to help article Contract - Counterpart tab.

 

Leadsheet

On the Leadsheet tab, users must complete required fields marked with a red asterisk. If a user does not enter a contract number, the system will automatically generate one for your Community. 

For additional information about the Leadsheet tab, refer to help article Contracts - Leadsheet tab.

 

Bid

On the Bid tab, you can select Link to Unimarket Bid Request or Enter Bid Request Detail. If neither of these options applies you should select None. The Bid Request linked to Contract help article has a breakdown of the Bid Tab.

 

Documents

On the Documents tab, you can add documents to the contract by clicking +Add Document and fill in the fields marked with a red asterisk. This is where you will upload any attachments associated with the contract.

For additional information about the Documents tab, refer to help article Contracts - Documents Tab.

 

Members

On the Members tab, you can click on +Add Member if you would like to add more members to the contract. You can also edit existing members by clicking on the word Edit on the right hand side of their name. The Owner of the contract can only be changed on the Leadsheet. 

For additional information about the Members tab, refer to help article Contract - Members Tab.

 

Alerts

On the Alerts tab, you can set alert notifications by clicking +Add Alert and fill in the fields marked with a red asterisk. This section is not mandatory. 

For additional information about the Alerts tab, refer to help article Contracts - Alerts Tab.

 

Finish

Once your contract is complete, select Finish. If you need to go back to make any updates, you can do so by clicking on Contracts on left panel > select the desired contract to amend >click More Actions drop down on the top right and select Amend. You will then have access to all the tabs previously discussed and can make necessary updates.

 

Create a Contract via Upload

Users with the Create Contracts role can create contracts using a CSV file upload.

Go to Contracts > select More Actions in the top right hand of the screen > click Upload/Download. 

 

On the Upload Contract screen, click Upload > a pop up screen will appear with two attachments available. Download Specification gives you a list of the requirements for the form and Download Template should filled out and uploaded.

Once your CSV template is completed, download your updated document, by selecting Browse.

 

The detailed information below, will assist with the Contract download template requirements:

Column	Name	Description	Mandatory
A	Contract Type	An existing Contract Type name.	Y
B	Contract Name	The name you are giving to this contract.	Y
C	Description	A brief description of this contract.	Y
D	Contract Number	The contract number associated with this contract.	Y
E	Owner	An existing User name as it appears in Unimarket.	Y
F	Start Date	The contract start date.	Y
G	End Date	The contract end date.	N
H	Expiry Warning Date	Optionally enter a date here to be notified when this contract is expiring soon.	N
I	Default Contract	If yes, when this contract becomes active it will become the default for the counterpart supplier.	N
J	Value	Contract Value.	N
K	Alert Value	Enter a value here to be notified when Funds Remaining falls below this value.	N
L	Organization Unit	The Organization Unit that owns the contract. This can be used later for searching and filtering contracts by organization unit.	N
M	Purchasing Organization Unit	Members of these organization units will be able to purchase against this contract.	N
N	Category	An existing Category code.	N
O	Supplier Vendor ID	An existing Supplier Vendor ID.	N
P	Counterpart Name		N
Q	Currency	An existing currency code.	N
R	Contact Title		N
S	Contact Name		N
T	Contact Email	Must be a valid email address.	N
U	Contact Phone	Prefix number-extension with length limits 5-20-20.	N
V	Contact Address Line 1		N
W	Contact Address Line 2		N
X	Contact Address Line 3		N
Y	Contact City		N
Z	Contact Region/State		N
AA	Contact Postal Code		N
AB	Contact Country	An existing Country code.	N
AC	Document Visibility	If left blank will use the default set for your Community. Sets if the documents. Can be Set as Members Only or Always Visible.	N

 

Once completed, select Continue to proceed forward. Cancel will end all entered contract information, to begin a new contract.

 

Create a Contract from a Pending Requisition or Order

Users with the Create Contracts role, can create a contract linked to a Pending requisition or an existing order.

 

From a Pending Requisition

To link a contract to a Pending Requisition, go to Transactions (on the left side panel) > select View Requisitions > locate the desired requisition > select the requisition number > select +Create Contract.

 

Once completed, the Create Contract screen will appear to begin creating a contract (refer to above instructions).

 

From an Order:

To link a contract to an order, go to Orders (on the left side panel) > locate the desired order > select the order number > click More Actions > select +Create Contract. 

 

Once completed, the Create Contract screen will appear to begin creating a contract (refer to above instructions).

 

Note: For additional information about Contracts Administration, refer to help article Contracts Administration Module.

Users with the Create Contracts role can create contracts using a CSV file upload.

Contracts must be uploaded separately per Contract Type. As each type may have different custom forms.

 

Create A Contract via Upload

To create a contract via CSV file, go the Contracts module > select More Actions > click Upload/Download.

 

The Upload Contracts screen will populate > select Upload > a pop-up box will appear > select Download Template to complete. For field requirements and details, click Download Specification or refer to the list below.

 

Once the CSV template is completed filled out, save as a CSV format > select Browse > attached completed CSV file > select OK.

 

Contract Field Requirements and Details

Column	Name	Description	Mandatory
A	Contract Type	An existing Contract Type name.	Y
B	Contract Name	The name you are giving to this contract.	Y
C	Description	A brief description of this contract.	Y
D	Contract Number	The contract number associated with this contract.	Y
E	Owner	An existing User name as it appears in Unimarket.	Y
F	Start Date	The contract start date.	Y
G	End Date	The contract end date.	N
H	Expiry Warning Date	Optionally enter a date here to be notified when this contract is expiring soon.	N
I	Default Contract	If yes, when this contract becomes active it will become the default for the counterpart supplier.	N
J	Value	Contract Value.	N
K	Alert Value	Enter a value here to be notified when Funds Remaining falls below this value.	N
L	Organization Unit	The Organization Unit that owns the contract. This can be used later for searching and filtering contracts by organization unit.	N
M	Purchasing Organization Unit	Members of these organization units will be able to purchase against this contract.	N
N	Category	An existing Category code.	N
O	Supplier Vendor ID	An existing Supplier Vendor ID.	N
P	Counterpart Name		N
Q	Currency	An existing currency code.	N
R	Contact Title		N
S	Contact Name		N
T	Contact Email	Must be a valid email address.	N
U	Contact Phone	Prefix number-extension with length limits 5-20-20.	N
V	Contact Address Line 1		N
W	Contact Address Line 2		N
X	Contact Address Line 3		N
Y	Contact City		N
Z	Contact Region/State		N
AA	Contact Postal Code		N
AB	Contact Country	An existing Country code.	N
AC	Document Visibility	If left blank will use the default set for your Community. Sets if the documents. Can be Set as Members Only or Always Visible.	N

 

Note: For additional information on Contracts Administration, refer to help article Contracts Administration Module.

 

The Leadsheet contains the parameters for the contract. 

The Leadsheet is used provide a name, contract number and details, associated with the contract. If a user does not enter a number, the system will automatically generate one.

When creating the contract, a Contract Type may be required and was configured by a Community Administrator. 

Additionally, Forms may be required to additional information, dependent upon how the Community Administrator has configured Contract Types. For additional information about Forms, refer to help article Create Community Forms. 

 

Access the Leadsheet Tab

To access the Leadsheet, click on the Leadsheet tab. 

 

For the Leadsheet field requirements and details, refer to the list below.

• Contract Type: Desired option will define the type of the contract. 
• Name: The contract name is entered as free text, searchable from the View Contracts page.
• Contract Number: The contract number that is assigned to the contract outside of the Unimarket system or decided by the user. If no number provided, the system will generate one. The contract sequence number must be created by a Unimarket Customer Success Manager.
• Owner: This field allows you to differentiate between the Initiator who created the contract and the Owner/Manager of the contract, if different.
• Description: Short summary of the contract, in additional to the main fields on the Leadsheet. Entered as free text and searchable from the View Contracts screen. The character limit is 2,000 characters.
• Start Date: The past, present, or future date when the contract starts.
• End Date: The future date when the contract ends. This date is also used as the Start Date if the Auto Renew option for the contract, is enabled. An alert will be sent on this date to alert members of the contract expiry.

• Expiry Warning Date: Setting an Alert date to remind members the contract is approaching the end of its' terms. The alert will be sent on date/time selected.

• Default Contract: If enabled and the contract is active, the contract becomes the default contract for all orders created for the Counterpart supplier. The buyer can remove/change this when creating the requisition, if desired.
• Value: The total dollar value of the contract throughout the life of the contract term.

  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: The dollar value entered will trigger an alert to the contract members. If a value is entered, the email alert will be triggered when the total amount of orders purchased against the contract reaches the value entered.

• Organization Unit: Select the Organization Unit that 'owns' the contract (for example, the department who signed/negotiated the contract). This can be used later for searching and filtering contracts by Organization Unit.

• Available to All Buyers: If enabled, the contract will be available to all Buyers 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: Select a UNSPSC code to associate with the contract for searching and reporting on the contracts.

 

Once completed, select Continue to proceed forward. To go back to the Counterpart tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Documents tab is used to upload/store the signed contract and any other supporting documents, associated with the contract.

This is an ideal place to include any legal details or signed paperwork, associated with the contract.

By keeping the documents stored electronically, contract documents will always be easily accessible in a paper-free digital format, that can be accessed at any time. 

 

Access the Documents Tab

To access the Documents tab, select Documents.

Add Documents

To add documents, select +Add Document > a pop-up box will appear > in the Document Type field, select the desired available options.

Document types are configured by Community Administrators and if the desired document type is not listed, please reach out to a Community Administrator. For instructions about how to create customized document type, refer to help article Contracts Administration Module.

Select Browse, to upload the desired document > click Add. If you desire to add additional documents, select Add More.

 

Once completed, select Continue to proceed forward. To go back to the Bid tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Counterpart tab is where the details of supplier, individual or entity who the contract applies to is entered and will appear once the contract is created.

 

Access Counterpart Tab

Once the user selects Create Contract or Create on the Contracts view screen, the Counterpart tab will appear. 

 

Add Supplier(s)

Unimarket Supplier

If the counterpart is a Connected Unimarket Supplier, select the Supplier field > choose the desired supplier name.

Once selected, the Supplier Name, Currency and the primary contact for the supplier (under the Counterpart Contacts header) will automatically populate.

To add additional suppliers, select +Add Counterpart Contact > a pop-up box will appear > enter any relevant contact information.

Once completed, select Add. To add additional suppliers, click Add More.

To edit the supplier's primary contact information, select Edit > a pop-up box will appear > make desired updates > click OK.

To remove the supplier's primary contact to, select Delete.

 

Once completed, select Continue to proceed forward. Cancel will end all entered contract information, to begin a new contract.

 

Non-Unimarket Supplier

If the counterpart is not a connected Supplier in Unimarket, in the Supplier Name field > select +Add Counterpart Contact > a pop-up box will appear > enter any relevant contact information.

Once completed, select Add. To add additional suppliers, click Add More.

 

To edit the supplier's primary contact information, select Edit > a pop-up box will appear > make desired updates > click OK.

To remove the supplier's primary contact to, select Delete.

 

Once completed, select Continue to proceed forward. Cancel will end all entered contract information, to begin a new contract.

 

Amendment to Counterpart

The Supplier in the contract Counterpart can be amended in two scenarios:

• If the Start Date is in the future: The supplier can still be edited by selecting a supplier in the Supplier field or by selecting +Add Counterpart Contact, to manually enter supplier details.
• If the Start Date is in the past (i.e. contract has already started): Only a free text supplier can be edited. If the supplier was selected from the dropdown list of connected Unimarket suppliers, this can no longer be edited and locked out of editing. 

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Members tab will list the users who are able to view the contract. Dependent upon their permissions, may also be able to edit the contract.

The Members tab will display any user(s) added to the contract. Other than the Initiator and the Owner (specified on the Leadsheet), all additional members are assigned:

• Edit
• View or
• Review permissions

All members of the contract will receive the alert email notifications, when amendments are actioned an letting them know of amendments and any alerts created on the Alerts tab.

 

Access Members Tab

To view the Members tab, select Members. 

 

Permissions

The initiator of the contract and the specified Owner on the Leadsheet, are automatically included as members with Edit permissions.

All users who can review the contract based on the contract workflow, will automatically be assigned View permissions.

Users who are members of a contract but does not have the View Contracts or Create Contracts role, can only see contracts they are members of.

• Edit - The member is able to edit the contract and make any amendments necessary. Also, able to contribute to the Comments section.
• View - The member with the view permission is only be able to view the contract and attach documents. They will not be allowed to make any changes or leave comments.
• Review - The member with the review permission is only able to review the contract and attach documents. These permissions are added based on the contract workflow. The user will not be allowed to make any changes or leave comments once the contract is Approved. 

 

Add Members

To add additional members, select +Add Member > a pop-up box will appear > in the User field, select the desired user > in the Permission field, choose the desired permission > select Add. To add additional member, select Add More. 

Once the contract is created, additional members can be added, by amending the contract. For additional information about amendments, refer to help article Amending a Contract.

 

Once completed, select Continue to proceed forward. To go back to the Documents tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

 

The Transactions tab will display orders or invoices related to the contract, for members on the contract. If there are not any transactions against the contract, the Transactions tab will be hidden. 

Additionally, users with the Create Contract role can link requisitions and orders that will appear on the Transactions tab. 

Once the order linked to the contract is invoiced, the invoice will appear in the Transactions tab. 

 

Access the Transactions Tab

To access the Transactions tab, select the Contracts module > click Contracts > locate the desired contract > click the contract name > select Transactions.

 

Locate Orders 

To locate orders, select the Orders tab > in the Created Date field, select "x" to clear the field or customize the search by select Filters.

 

Locate Invoices

To locate invoices, select the Invoices tab > in the Search Invoices/Orders field, enter the desired invoice number or customize the search by select Filters.

 

Link Orders/Requisition to Contract

There are three ways to link a transaction to a contract.

 

During Checkout - On the Checkout screen, scroll down to the Contract section > in the Contract field, select the dropdown > choose the desired contract number, associated with the supplier.

 

From a Pending Requisition - Go to the Marketplace module > select Transactions (on the left side panel) > click View Requisitions > locate the Pending requisition > select the requisition number > select +Link Contract. 

 

From an Existing Order - Go to the Marketplace module > select Orders > locate the desired order > select the order number > click More Actions > select +Link Contract. 

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Contract Workflow feature provide the approval processes for contracts, being executed for the Community.

The contract workflow is based upon the Contract Type selected, when the contract was created.

Users with the Community Administrator role, can assign:

• Workflows to contract types and
• Configure tailored workflows for each contract type, within their community.

This allows contracts to follow a designated path or be routed to an ad hoc peer review (individual or user groups) to review.

Workflow members can Approve and Edit contracts, before the contract is approved and finalized.

 

Assign a Contract Workflow

Contract Workflow is customized for the different transitions based on Community's needs and  configured for the approvers initiating the desired tasks.

Please work with Unimarket Customer Success Manager, to build and implement the community's workflows.

Designating the path for a Contract Workflow is done by identifying the steps and possible transitions the contract can take before being approved. This is includes three steps:

Tasks: Each task is an individual step of the workflow. A Task may be something like "Peer Review" or "Signature Required". Tasks can be customized to whatever text is needed to best describe the task.

Transitions: The transition is the link between Tasks. A transition can move forward to a new task, return to a previous task, or sideways to a separate task. The flexibility of the transitions is a true power of the workflow.

Approvers: The approvers are the users who initiate the Transitions between Tasks. If the Task allows two Transitions (e.g. 'APPROVE' or 'RETURN FOR REVIEW'), the approver chooses which of these Transitions to Initiate. Approvers can consist of individual users, or of approval groups. Within the approvals groups, the workflow can be defined to require any or all approval to act on the task.

 

Workflow Task Assignment

Based on the Workflow Set-Up, if a Task has no assigned approvers, users can assign a adhoc user.

Example: Your organization requires peer review for all contracts. But the users performing the peer review, may differ per contract. Leaving the Task open without any approvers in the workflow, enables users to choose "ad hoc", which users or groups should approve the next Task.

Members of a contract with Edit permission and the Create Contract role, can choose an ad hoc user or group to approve. By going to the Contracts module > select Contracts > locate the desired contact.

Select the Workflow tab > click More Actions > select Documents Attached > a pop-up box will appear > in the Users field, add the desired user or in the Groups field, add the desired group(s).

Add the desired message in the Comment field > select OK.

 

Workflow Email Notification

When a contract completes its workflow, an email notification is sent to the Contract Initiator and the Contract Owner, to inform the contract is ready for usage. The email also includes a link to the applicable contract.

 

Review Workflow

Members of a contract with Edit permission and the Create Contract role, can review the contract workflow, by going to the Administration module > select Contracts > in the Search Contracts field, insert the contract number or name.

 

Select the contract name > click the Workflow tab.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Amend function is used to make any changes to an existing contract.

An amendment is necessary when the terms or original parameters of the contract has changed, which includes:

• A change in Start date (as long as the Start Date is earlier, than any linked Orders or Requisitions)
• A change in End date
• An increase in the Funds Allocated and/or
• Additional documentation needed to extend a contract.

All amendments are published in the Amendments tab. Allowing the changes made over the life of a contract, easily viewed and audited. 

Every field within an expired contract can be edited using the Amend feature, excluding existing limitations (i.e. Start Date & End Date). Users who are:

• Members of the contract with Edit permission (including the Owner) or
• Users with the Contracts Administrator role (who can amend a contract with an End Date in the past).

 

Create an Amendment

To amend a contract, go the Contracts module > select Contracts > locate the desired contract > click the contract name.

Select More Actions > click Amend.

 

Once selected, the Amendment tab will populate.

 

Create an Amendment Record

If you desire to allow an amendment record to be created for the change, check This change represents an amendment box.

Additional fields to insert required information and documents will populate.

Amendment Description

Insert the desired detailed information for audit trail purposes.

 

Effective Date

The date can be set to the current date or any date in the future. That reflects when the change to the contract will become effective.

 

Amendment Documents

Amendment documents can added, by selecting Browse.

This is the ideal location to store any official documents related to the change in a digital form. Eliminating the need to keep any paper documents, related to the change in any terms or parameters. Although attaching documents is not necessary, it can be very useful.

 

Once completed, select Continue to update the desired information. Once updated, click Finish.

 

Update Without Creating an Amendment Record

If the change is a simple edit (e.g. fixing a typo), the user can leave the This change represents an amendment box unchecked. This will keep the amendment from being published in the Amendments tab.

Select Continue to update the desired information. Once updated, click Finish.

 

View Amendment

To view Amendments, go the Contracts module > select Contracts > locate the desired contract > click the contract name > select the Amendments tab.

To include deleted Amendments in the listing, check Show Deleted Amendments box.

If the user desires to view the details (including attachments) of the amendment, select Details.

 

Delete An Amendment

If the user desires to delete an amendment, go the Contracts module > select Contracts > locate the desired contract > click the contract name > select the Amendments tab > click Delete > a pop-up box will appear > in the text box, add desired information > select OK.

The deleted amendment can still be viewed by selecting Show Deleted Amendments box, on the Amendments tab.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

The Contract Comment feature allows members with Edit permission and the Create Contract role, to document all contract event-related matters, electronically.

All comments are time-stamped and saved for members of the contract, even after the contract has ended. The comments can be used for use for auditing purposes, if needed.

Additionally, the Comments tab retains comments between all internal members of the contract and will publish any alerts associated with the contract. 

 

Add Comment

Members of the contract with Edit permission and the Create Contract role, can add a comment by going to the Administration module > select Contracts > in the Search Contracts field, insert the contract number or name.

 

Select the contract name > click the Comments tab > select +Add Comment.

 

 

A pop-up box will appear > in the Mentioned users field, add desired users. When user(s) are added, the user will receive an email notification (subject line: You were mentioned in this comment).

Insert desired comment, in the text box field > select Send. 

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

 

When there is an existing contract, users can set up an automatic renewal for the future. To begin on the active contract's end date. 

Users with the Contracts Administrator or View Contracts role can renew a contact. 

Renewal of contracts save time and if the terms of the contract change by the time the renewal happens. These changes can be easily amended.

Contracts can be renewed from the Active or Expired state. Contracts that have been Canceled state cannot be renewed.

 

Renew a Contract

To renew a contract, go to the Contracts module > select Contracts > locate the desired contract > click the contract name.

Select More Actions > click Renew.

 

Once completed, the details of the existing contract will automatically populate to create a new contract. 

Unlike the Copy function, the Renew feature retains the same contract number and links the renewed contract to the previous contract. 

Update the Counterpart tab, if needed > select the Leadsheet tab.

The auto-renew function is indicated by the auto-fill Start Date and time from the original contract > insert the desired End Date and time.

 

Update the additional contract tabs, if needed > once completed, select Finish. The Renewals tab will appear displaying the original contract and renewed contact(s).

 

Renew a Contract with Amending

There are 2 phases to renewing a contract when amending.

To renew a contact when amending, select the Renewal tab > +Add Renewal.

A pop-up box will appear, to enter desired information. 

To add alerts, select +Add Alert > once completed select Add. To add additional renewals, click Add More.

 

Once completed with amending and renewing, select Finish.

 

Note: For additional information, refer to help articles: Amend a Contract or Create a New Contract - Manually

 

The Cancel function is used to cancel an existing contract, by users with the Create Invoices role.

Some use cases for canceling an existing contract, are:

• Start Date & End Date of contract has changed.
• Contract created with an incorrect registered supplier name.
• Supplier name entered as free text on Counterpart tab of contract.
• Services no longer needed.
• Contract breached.

Cancel Existing Contract

To cancel an existing contract, go to the Administration module > select Contracts > in the Search Contracts field, insert the contract number or name.

 

Select the contract name > click More Actions > select Cancel.

 

Once selected, pop-box will appear > in the text box, insert the reason for cancelation > select OK. 

 

At times, users with the Contracts Administrator or View Contracts role, may desire to export existing contracts, within Unimarket.

The export will provide a CSV file for with the contract Summary or Details.

 

Export Contracts

To export a contract, go to the Contracts module > select Contracts > click Filters.

 

To customize the export file, users can utilize the additional populated fields > select Export > click Export Summary or Export Details. 

For a summary of details provided on each export, refer to the information below.

 

Once the option is selected, a pop-up box will appear > select here hyperlink.

The Background Jobs screen will populate > once the Contract Export file is in a Finished state > select Download.

 

Contract Summary Export

The contract summary export provides a summary of contract information, across all contract types including:

Contract Name, Contract Number, Start Date, End Date, State, Counterpart Name, Currency, Owner, Initiator, Value, Contract Type, Counterpart Type, Members

 

Contract Details Export

The contract details export provide the full details of the contract. It can only be exported for one Contract Type at a time as the available information can be different by type.

Contract Type, Contract Name, Description, Contract Number, Contract Link, Owner, State, Created Date, Start Date, End Date, Expiry Warning, Default Contract, Value, Alert Value, Funds Allocated, Funds Remaining, Organization Unit, Purchasing, Organization Units, Available to All Buyers, Category, Supplier Vendor ID, Counterpart Name, Currency, Contact Title, Contact Name, Contact Email, Contact Phone, Contact Address Line 1, Contact Address Line 2, Contact Address Line 3, Contact City, Contact Region, Contact Postcode, Contact Country, Renewal Start Date, Renewal End Date, Documents Visibility

Any alerts associated with a contract are entered while creating a new contract, during an amendment or a contract renewal.

Alerts are sent directly to a user's email inbox, with the alert name as the email subject. The convenient feature allows users to be privy of actions made, without logging into Unimarket. 

Additionally, the alert function will remind users of any time-related matters for a contract. Use cases when alerts can assist the Community are: 

• When desiring to negotiate the renewal terms of a contract with a supplier, ahead of time. 
• Confirm payment has been sent.
•  To review a contract for necessary amendments.

Any alerts created, will be documented in the Alerts tab and can be viewed before or after the alert has been issued.

 

Access the Alerts Tab

To access to the Alerts tab, select Alerts.

 

Add Alert

To add an alert, select +Add Alert > a pop-up box will appear.

 

Non-Reoccurring Alerts

In the Name field, enter the desired alert name > in the Date field, select the date and time > click Add. To add additional alerts, select Add More.

The alert will be sent on selected day each month/quarter/year and will automatically end when the contract ends.

Once the contract is created, additional alerts can be added, by amending the contract. For additional information about amendments, refer to help article Amending a Contract.

 

Once completed, select Finish to submit the contract. To go back to the Members tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Reoccurring Alert

Check the Reoccurring box > in the Name field, enter the desired alert name > in the Frequency field, choose from the available options > in the Date field, select the date and time > click Add. To add additional alerts, select Add More.

The alert will be sent on selected day each month/quarter/year and will automatically end when the contract ends.

Once the contract is created, additional alerts can be added, by amending the contract. For additional information about amendments, refer to help article Amending a Contract.

 

Once completed, select Finish to submit the contract. To go back to the Members tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

View Alerts Issued

To view alerts issued once the contract is Active, go to the Contracts module > select Contracts > locate the desired contact > select the Alerts tab > check the Show Issued Alerts.

 

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.

 

Bid requests can be linked to a contract, which is convenient when the Community:

• Has awarded a bid to a supplier and
• Desire to connect the origin of the contract, to the bidding event.

By connecting a bid with a contract, the Community can reference the original bid. To ensure consistency and view as many details, as possible.

When creating a contract, the user will have two options for linking to a Bid Request: 

• Link to Unimarket Bid Request or
• Enter Bid Request Details - Manually

 

You can read below to find out more information on Linking a Bid Request to a Contract or watch this short video:

 

 

Access the Bid Tab

To access the Bid tab > select Bid.

 

Link Unimarket Bid Request to Contract

To link a bid request to a contract, in the Bid Request field > select Link to Unimarket Bid Request > in the Bid Request field, select the desired bid request.  

This option allows the user to search through existing Bid Requests in the Unimarket system. Based on the supplier entered on the Leadsheet and will automatically link the details of selected bid request. 

Once completed, select Continue to proceed forward. To go back to the Leadsheet tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Enter Bid Request Details - Manually

If the Bid Request was not entered into Unimarket, in the Bid Request field > select Enter Bid Request Details > key in necessary information regarding the bid request.

 

Once completed, select Continue to proceed forward. To go back to the Leadsheet tab, select Back. Cancel will end all entered contract information, to begin a new contract.

 

Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually.