Contract Status Definitions:
- Active: Today's date falls within the contract's start and end dates.
- Upcoming: Today's date is within 90 days of the vendor's cancellation notification date.
- Linked: The contract is connected to a future contract that will begin once the current contract expires.
- Take Action: The cancellation notification date has passed, and the auto-renewal needs approval or rejection.
- Auto Renewed: The contract has entered an auto-renewal period, which has been approved.
- Future: The contract's start date is in the future, and the contract has not yet been activated.
- Inactive: The contract's end date has passed, and the contract is no longer active.
Step 1: Access the Contracts Dashboard
- Click on Contracts in the left-hand menu.
Dashboard Header
At the top of the contract dashboard, the header displays key information, including:
- Total number of active contracts.
- Contracts with notifications due within:
- The next 30 days
- The next 31-60 days
- The next 31-90 days
Click the blue View link in each section to filter the contract grid. A filter box will appear above the grid. To remove the filter, click the X in the blue box.
Search
The quick search box at the top of the contract grid allows users to search for contracts. To clear the search, click the X icon.
Categories
Contracts are organized into five categories:
- All Contracts: Displays all contracts created.
- Pending: Shows contracts with document requests that are pending or completed but still need approval.
- Active: Displays contracts with current dates, including Auto Renewed, Linked, Take Action, and Upcoming notifications.
- Inactive: Displays contracts that have expired.
- Future: Displays contracts that are not yet within their contract dates.
All Contracts
Each contract on the dashboard displays the following information:
- Vendor Name
- Contract Type
- Contract Start Date
- Notify By Date: The date by which the vendor must be notified if the contract is not to be renewed.
- Expiration Date
- Status: Active, Upcoming, Take Action, Auto Renewed, Future, or Inactive.
- View Button: Opens the contract file.
- Information Icon: Provides a quick glance to the details of the contract.
Must Know! Deleting a contract is permanent and its contents may not be recoverable.
- Actions Button: Edit contract information, request documents, give term notices (if the contract is not inactive), print the contract overview, or delete the contract. (See Viewing Contract Information for more details.)
Pending
To view pending documents, click a contract row to expand the details. This will display:
- Document Name
- Action Status
- Document Status
- Date Initiated
- Last Contacted: The date the provider was last contacted about the document.
- Comments: Communication sent to the vendor for the request.
Actions on Pending Documents:
- Comment: Add comments to track communication about the document request.
- Take Action:
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- For requested documents: Open a dialog box to cancel the request or send a reminder.
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- For pending approval or waiting to be completed: Open a window to review and complete the document approval or checklist process.
Pending documents can also be viewed, commented on, and actioned from the individual contract file view and customized tabs. (See Viewing Contract Information for more information.)
Contract Dashboard Actions
The Actions button in the contract dashboard offers the following options:
- New Contract: Add a new contract. (See Adding a Contract for more details.)
- Link from Existing: Copy details from an existing contract to create a new one. (See Adding a Contract for more details.)
- Contract Export: Export a list of all contracts, including vendor information, important dates, document status, and additional details.
- Risk Export: Export a list of contracts missing critical documents, such as the Executed Contract, Pricing, BAA, and Liability Insurance (if applicable).
- Accounting Export: Export a list of all contracts, including payment terms like contract value, frequency, net terms, and late fees.