Overview

• The Vendor Contract section is designed to register, manage, and track contractual agreements between your organization and vendors.
• The form captures essential details such as contract duration, payment terms, deliverables, legal clauses, and approval workflows to ensure transparency, accountability, and compliance throughout the vendor relationship.

Navigation Path

• Log in to the application.
• Go to the left menu and click Vendor.
• Click on Contract.
• Click the Add Contract button.

Form Field Details

Create a Contract – Steps

1. Select Project Name

• Choose the project associated with this contract from the dropdown list.

2. Select Vendor Name

• Select the vendor from the “Party” dropdown.

3. Select Contact

• Choose the appropriate contact associated with the selected vendor.

4. Contract Name

• Enter the name of the contract.

5. Contract Type

• Select the type of contract from the dropdown.

6. Contract Status

• By default, the status is set to Draft.

7. Date Range

• Select the start date and due date using the calendar picker.

8. Currency Code

• Select the currency in which the contract value will be defined.

9. Tax Selection

• Select applicable taxes from the dropdown. Taxes are configured in Company Settings ➝ Finance Settings ➝ Tax. Newly added taxes are available here.

10. Payment Terms

• Select payment terms from the dropdown. These are configured in Company Settings ➝ Finance Settings ➝ Payment Terms.

11. Contract Value

• Enter the total contract value.

12. Tax Amount & Total Contract Amount

• The tax amount (default 0%) and total contract amount are automatically calculated based on the entered price.

13. Select Approver

• Choose the approver from the dropdown. Approvers are configured in Company Settings ➝ Organisation Settings.

14. Contract Execution Date & Review Date

• Enter the date of contract execution and the review date.

Contract Deliverables

Define the expected deliverables with the following fields:

• Deliverable Name
• Deliverable Date
• Additional Notes
• Deliverable Description

Contract Terms

Enter specific terms by filling in:

• Term Name
• Term Number
• Term Type (select from Payment, Delivery, Penalty, or Add Deliverable)
• Date
• Amount
• Currency
• Term Description

Jurisdiction Name & Legal Clauses

Specify the jurisdiction and add any legal clauses that are part of the agreement.

Parameter Selection & Attachment Upload

Select relevant parameters and upload any supporting documents.

Action Buttons

• Save – Saves the contract record.
• Cancel – Discards the entered data and exits the form.

Note: For creating a Vendor Contract

 Mandatory Fields:

• Project *
• Party *
• Contact *
• Contract Name *
• Contract Type *
• Currency *
• Tax *
• Payment Terms *
• Contract Value *
• Approver *

Actions available per record:

• View – See contract details.
• Edit – Update contract information.
• Contract Template – Access template options.
• Delete – Remove the contract.

Additional Features:

• The contract status determines eligibility for generating purchase orders.
• Clicking the contract name redirects to the contract details page with full information.

Contract Details Page – Additional Options

When viewing the contract details, you can:

• Print Preview – Print or preview the contract layout.
• Add Signature – Include digital signatures.
• Terminate – End the contract early.
• Add Appendix – Append supporting documents or details.
• Add Amendment – Create contract amendments as needed.
• Audit Log – Track changes and history for accountability.

Contract KPI’s

• Total Contracts – Displays the total number of contracts.
• Total Contract Value – The cumulative value of all contracts.
• Outstanding Amount – Tracks unpaid or pending amounts.
• Pending Contracts – Shows contracts awaiting approval or action.
• Active Contracts – Lists all ongoing contracts.
• Expired Contracts – Tracks contracts that have passed their end date.