Create a Contract Record (Contract Setup)

  • Updated

Create a contract record to register a new agreement, its vendor and its key details in one place. Use this when you need a contract to appear in reporting with an Active status. If the vendor was awarded the contract in Go to Market, their details are pre-filled for you.

Prerequisites

  • Your user account must have the necessary permissions to create a new contract record.
  • You have the key contract information ready.

Steps

1. Select Arrangement and Contract Type

On the contract creation screen, Arrangement defaults to Standalone Contract. Change it to Head Agreement or Subcontract if needed. Then choose the Contract type. This choice decides which fields are mandatory.

2. Enter Key Information

Provide the key details required based on the Contract type you selected. The fields that are required (mandatory) will depend on the Contract type selected. The full collection of possible information fields includes:

  • Title
  • Summary
  • Contract number (choose generated or manual)
  • Department
  • Category
  • Subcategory
  • Vendor
  • Establishment
  • Contract value
  • Expenditure type
  • Cost center
  • Award date
  • Duration
  • Extensions
  • Roles



When you select the Vendor, two panels appear below it:

  • Supplier Intelligence credentials: shows the vendor’s credentials, such as Modern Slavery risk ratings, with the date they were last checked. Select the refresh icon to pull the latest status.
  • Contacts: select + to link an existing contact or create a new one.

Vendor details pre-filled from Go to Market

When a vendor is awarded a contract in Go to Market, Unimarket pulls their details into the vendor record automatically. This saves you re-typing them and reduces copy-paste errors. These details are pre-filled:

  • Address
  • Phone number
  • ABN
  • Main contact details

Check the pre-filled details and correct anything that is out of date.

Note: Only new vendors are pre-filled. Existing vendor records are never overwritten, so update those details manually if they have changed.

Note for Admins: how to manage the field lists, please refer to the Managed Contracts Management Lists help article.

3. Submit for approval, if required

  1. If your system requires approvals, setup moves to the approval stage and routes through the submission form. The system works out which approvals are needed from the contract type and value. 
  2. If no approval is required, the contract registers once all mandatory fields are complete.

Results / Validation

The contract is registered in the system, and its status changes to Active once the approval is completed or all mandatory information is supplied (if no approval is needed).

What's Next / Related

Troubleshooting

  • Vendor details are blank or not pre-filled. Pre-fill only applies to new vendors awarded through Go to Market. 
  • Vendor details look out of date. Existing vendor records are not overwritten. Update them manually.