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1. Contracts in general
Contract management in general is the systematic process of handling contract creation, analysis, and maintenance to maximize operational and financial performance while minimizing risk. It is essential for businesses to effectively manage agreements with customers, suppliers and partners.
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Apart from the basics that are always available in this module (contract registration including financial details per period and contract reminders) the most relevant additional choices that can be made when using this module are the following:
1) Linking objects to the contract items
2) Indexation
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If the contract module is also going to be used to track and report on the financial components of a contract (creating contract items with a price per period), should these contract items also be linked to the relevant master data objects (buildings, areas, assets)? By doing so, more cross module insights can be used (e.g. insights in active contracts for when a request is created regarding a malfunctioning asset, if that asset is linked to a (maintenance) contract with a supplier). If this is desired, make sure the relevant master data modules are also implemented.
Is the contract indexation function relevant to be used? This is most likely only relevant in case of contracts for which the customer is receiving money, instead of paying it (as in the second case, the new prices will likely be determined by the supplier). Via the indexation function, the prices of a selection of contract(item)s can easily be indexed with a certain amount or percentage. Next to using the indexation option to index contracts automatically, it is also possible to use the option to automatically generate index letters (emails that can be send to the contract parties involved, informing them on the new prices). This feature needs to be enabled via the Contract module settings. For more information about this functionality, see Contract management (users)
Are the contracts also going to be invoiced via Workplace Management? This is most likely only relevant in case of contracts for which the customer is receiving money, instead of paying it. In this case, the outgoing invoice module, including contract invoices runs should also be implemented. For more information about this functionality, see Contract management (users), Outgoing invoices (users) and Invoice runs (users)
4. How to activate this module
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For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
[…..] Financial module and groups in case invoicing is relevant
4.5 Navigation menu and startboard options
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For the Contract module, the following navigation menu options become available:
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Navigation menu option | Available to system groups | Description |
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Additional reports can be available for some modules via the ‘Reports’ navigation menu option.
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6. Additional settings and options after enabling
For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
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7. Additional information
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For the user manual with a more step-by-step explanation of the process itself, see: Contract management for (end)users.
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