Create a Contract Record (Contract Setup)

  • Updated

This article provides the step-by-step process for entering a new contract into the system, which ensures clean data for reporting and registers the contract with an Active status once all mandatory fields are completed and any required approvals are secured.

Prerequisites

  • Your user account must have the necessary permissions to create a new contract record.
  • You must have all the contract key information ready, as detailed in Step 2, including the designated mandatory fields, which must be entered.

Steps

1. Select Arrangement and Contract Type

On the contract creation screen, the Arrangement type will default to Standalone Contract for a new record, but you can change it to Head Agreement or Subcontract if needed. 

Next, you must specify the Contract type; this is a critical step because the contract type you choose will determine the specific information required in the subsequent steps of the setup process.

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


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

*If no approval is required, completing all mandatory information will register the contract record in the system.

3. Seek Approval (If Required)

  1. If the system is set up to require approvals, the setup will automatically proceed to the approval stage.
  2. The contract approval will route through the submission form. The system will automatically output which approvals are required based on the Contract type and Contract value.

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

Once the contract is Active, you can manage its components:

  • Manage Extensions
  • Manage Variations
  • Manage Risks

To understand how the system routes approvals based on contract type and value, see the Configure Approval Routes help article.