Manage a Contract

  • Updated

Use this article to view and manage a contract record, including its key details, value, documents, and vendor information. It’s for staff with permission to manage contracts.

Prerequisites

  • Roles: Access to contract records requires specific user permissions.

  • License: Advanced license required for managing vendor contacts and compliances.

Steps

  1. Open the contract from the Contracts dashboard.
    • Result: The contract record opens with tabs across the top.
  2. Select the Summary tab to see high-level information.
    • Result: You see outstanding actions, remaining budget, and the contract value progress bar. The bar shows committed value and variations at a glance. The vendor contacts tile shows when more than one contact is linked. Supplier credentials also appear here.
  3. Select the Details tab to view core contract data.
    • Result: Contract name, number, department, and duration appear in grouped sub-areas.
  4. Select the Vendor tab to view vendor information. 

    • Result: You see the vendor record, linked contacts, compliances, and supplier credentials in one view.
    • Note on Supplier credential snapshots: 
      - Click Refresh in the supplier credentials area to check the latest status. The credentials update to their current status. Credentials sync daily, so use this when you need an up-to-date check for a decision.
      - The system automatically saves a snapshot of the vendor’s credentials when the contract is awarded (through the Go to Market module) and when it is closed. Later changes to a supplier’s status don’t alter these records, so you keep an accurate record of what was true at the time of each decision.
  5. Click Documents at the top of the contract.
    open-contract-documents.gif
    • Result: A popup lists files from across the contract record, including external shares and SharePoint references.
  6. Select More Options in the tab bar for further actions. Administrators also find the admin area here.
    • Result: The additional options menu opens.

What’s next / Related

Troubleshooting

  • Can’t see a tab: Check your permissions with your system administrator.
  • Missing Second Party tab: This tab is specific to Subcontracts and Standalone contracts; it may not appear for all Head Agreements.
  • Can’t see supplier credentials: An administrator controls which credential types are visible. Ask them to check Vendor Module ▸ Manage Module ▸ SI Credentials.
  • Can’t link contacts or compliances: Confirm your license includes this feature. 
  • Credential status looks out of date: Credentials sync daily. Click Refresh for the latest status.

Limits & Notes

  • Details are grouped into sub-areas such as Duration and Value.
  • Credential snapshots are saved only at award and closure.
  • Credentials sync daily unless you refresh them manually.