The article discusses the Contract Management module within the Source to Contract (S2C) platform from ISPnext.
Users can view contracts they are authorized to access, either all or those assigned via category authorization. The overview provides key contract details, with options to filter and understand terms.
Contracts might be viewed from different overviews: 'Concept' for review before activation, 'Expired' for those past their end date, and 'Archived' for inactive contracts. Community Contracts allow viewing shared contracts across multiple ISPnext environments.
Concept contracts are visible only to creators unless settings are adjusted, and concept contracts do not trigger notifications.
The article below pertains to Source to Contract (S2C) for the following applications and/or module(s):
Contract Management
In this overview, as a user of ISPnext, you can see all the contracts you are authorised to view.
These can simply be all contracts, or only the contracts assigned to you via category authorisation. Read here more about assigning categories to users for category authorisation use.
The overview displays the most relevant information for each contract. Under the heading 'Filtering', you can read more about filtering within this overview. In the table below, all terms used in the overview are explained.
| Term | Explanation |
| Ref. | The reference number of the contract. |
| Vendor ref. | The reference number of the supplier. |
| Vendor | The name of the supplier. |
| Contract number 1 | The contract number. |
| Contract name | The name of the contract. |
| Categories | The category(ies) linked to the contract product. |
| Start date | The start date of the contract. |
| Contract managers | The contract managers of the contract. |
| Project number | The project number of the project linked to the contract. |
| Status | The status of the contract. |
| Workflow status | The status of the workflow that the contract may be in. |
| In workflow with | The name of the person linked to the current step of the workflow. |
Concept
The Concept tab provides a clear overview of all contracts that have been marked as in concept. This means that these contracts have been created but are not yet in effect. The concept stage is an important phase in the contract management process, as it allows users to review, modify, or approve contracts before they are officially activated.
When you create a contract, you have the option to indicate that it is a concept contract. This is a crucial step, as it allows you to manage the progress of the contract before it becomes final. During this stage, you can carefully check all the details and ensure everything is to your satisfaction before proceeding.
At the moment you decide that the contract should become active, you only need to select the relevant contract in the overview and click the 'Activate contract' button. This is a simple action, but it marks an important transition in the life of the contract. Once you have performed this action, the contract is moved to the 'Active' tab, where it is now fully operational and the terms of the contract come into effect.
Unless the option in Admin Contract Settings for Show all draft contracts is enabled, draft contracts will only be shown to the user who created the contract.
No notifications are sent for concept contracts.
Expired
The Expired tab provides an overview of all active contracts that are currently not archived but whose end date has now passed. This means that these contracts have lost their validity. It is important to keep an eye on these contracts, as they may affect business operations or legal obligations. By regularly checking the Expired tab, organisations can take timely action, such as renewing contracts or terminating relationships that are no longer relevant.
Archived
The Archive tab provides an overview of all contracts that are in an archived state. This means that these contracts are no longer visible in the primary contract overview, where only active contracts are displayed.
An archived contract is by definition considered no longer active, which means it is no longer in use and is no longer relevant to daily operations.
When a contract is archived, most details can no longer be edited, but there are various options available for managing the archived contract.
It is possible to unarchive an archived contract, which means that the contract can be made active again and brought back to the primary overview. This can be useful if there are new developments that make the contract relevant again.
Additionally, there is also the option to permanently delete the archived contract, which means it will no longer be accessible and cannot be restored.
To access the details of an archived contract, one can select the contract in the archive overview.
Community Contracts
The Community Contracts tab displays all shared contracts. Community contracts are relevant for organisations with multiple ISPnext environments. Through this feature, it is possible to view contracts from multiple environments in one overview. It is also possible to navigate to another environment from this overview by selecting the desired contract. This feature is available for user accounts with the role 'Contract Management Community Viewer'. Read here more about user roles within VendorLink.