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This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
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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Default number of days before term of notice period notifications send: With this you can determine how many days before the end date of the term of notice period of a contract a reminder must be sent. This will be set as the default value for each (new) contract. When registering a contract, this value can always be adjusted per contract. When 30 days is filled in here, a notification will be send 30 days before the term of notice date.
To whom a contract reminder must be sent must be entered when registering a creating or editing an actual contract
4.2.1 Workflow emails
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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
Reference | Name | Description | License needed |
|---|---|---|---|
GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas | Full user |
GOB-G008 | Edit assets | Group gives create and edit rights on assets | Full user |
In case of contract invoicing, the following system groups can also become relevant from the (outgoing) invoice module:
Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G132 | Create outgoing invoices | Group gives rights to create outgoing invoices | Full user |
FMB-G022 | Financial administration | Users with this group have view rights on all objects related to the financial administration and have create and edit rights for invoices as well as the workflow tasks to submit and send invoices | Full user |
FMB-G032 | Financial manager | Users with this group can create and edit all the objects related to the financial administration. | Full user |
FMB-G028 | Invoice run editor | Group has the rights to create invoice runs for contract invoicing | Full user |
FMB-G030 | Invoice run reviewer | Group is used in the workflow for contract invoice runs to approve the generated amounts (before the actual invoices can be generated) | Full user |
4.5 Navigation menu and startboard options
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
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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 |
|---|---|---|
Contracts |
| The option to search for all contracts. |
Prices changes |
| Via this option, the prices of a selection of contracts can be changed in bulk on a specified date, by a fixed price, percentage or additional amount |
Indexing |
| Via this option, (a selection of contracts) can be indexed based on pre-defined indices (see ‘Indices’ navigation menu) |
Generate indexation letters |
| Only available if indexation letters are used (based on a contract module setting). Via this option, actual indexation letters can be generated based on indexed contracts |
Index letters to be processed |
| Only available if indexation letters are used (based on a contract module setting). Via this option, the generated indexation letters can be reviewed and send to the contract parties involved |
Indices |
| Via this option, indices can be created and managed. |
Contracts dashboard | Management dashboards contracts | A management dashboard with overviews and graphs related to contracts |
For the Contract management module, the following starboard tab becomes available:
This tab is available for the following system groups:
Contract manager
Management dashboards contracts
This startboard tab has some buttons similar to the navigation menu options with the same names. Next to that, this tab has the following includes (both are only visible if they contain data):
Contract registrations that have not yet been completed: If a contract was being created (Contract + function), but it was not finished before the user left this process, it will show up in this overview.
Contracts not yet renewed with a notice period within 90 days: This overview shows all contracts not yet renewed with a Term of notice within 90 days.
5. Additional reports
Additional reports can be available for some modules via the ‘Reports’ navigation menu option.
[…..] For the contract management module, there are reports available via:
Navigation menu reports: A long list of reports related to contract available for the contract system groups.
Management dashboard: A management dashboard for contracts is available in the ‘Contracts’ navigation menu for the ‘Management dashboards contracts’ system group, with overviews and graphs related to contract (New vs terminated, value in/decreases, etc.):
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6. Additional settings and options after enabling
For some most 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.
[…..] To navigate to all Contract module settings, go to Modules settings → tab Contracts. Hover over the available settings to get more information.
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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