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Purchase Contract Management
The Purchase Contract Management module helps you manage vendor contracts efficiently. It ensures that only approved contracts can be used to create purchase orders and vendor bills. You can set up single or multi-step approvals with email notifications and organize workflows using teams. Approved contracts can also serve as templates to speed up procurement tasks and reduce manual errors. Expired or completed contracts close automatically, keeping records up to date. The module supports multiple companies and currencies, making it flexible for any business. This way, your purchasing process becomes faster, more accurate, and well-organized.
Features
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Support
Service
Features
Flexible & Team-Based Approval Workflow
Validate contracts with or without an approval process, fully customizable to your business needs. Organize approval steps using teams, assigning specific roles and responsibilities. Enable smooth collaboration and accountability across departments.
Unlimited Approval Steps with Notifications
Create approval workflows with unlimited steps and hierarchical levels. Automatically notify stakeholders at each stage via email. Handle complex approval processes with ease and full traceability.
Contract as Template for Purchase Operations
Use approved contracts as templates for Purchase Orders and Vendor Bills. Pre-fill essential data to speed up procurement tasks and reduce manual errors. Ensure consistency and compliance by reusing validated contract terms.
Automated Contract Lifecycle Management
Automatically expire or close contracts based on End Date or Last Payment Date. Eliminate the need for manual contract follow-up and tracking. Keep your system up-to-date and compliant at all times.
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1.) Contract Settings Configuration
Configure essential contract management settings in the system. Enable or disable the use of contracts for approval workflows, invoices, and purchase orders. Select whether each feature is mandatory, optional, or not used, giving you full flexibility.
Navigation : Settings → General Settings
2.) Purchase Order Creation from Contract
Easily create a Purchase Order directly from an approved contract. Review contract details such as reference, type, partner, dates, cost, and product lines. Streamline procurement by linking the purchase order to a specific contract for accountability.
Navigation : Contract Management → Contract
3.) Purchase Order Automatically Created from Contract
After clicking the "Create Purchase Order" button in the contract form, the Purchase Order (PO) form opens automatically with key data prefilled. Vendor information, product lines, quantities, unit prices, and terms are imported from the approved contract.
Navigation : Contract Management → Contract → Create Purchase Order
4.) Normal Purchase Order Creation with Contract Option
Users can manually create a new PO by filling in vendor details, product lines, quantities, and pricing. Additionally, the "Apply Contract" button allows selecting an existing contract, which automatically fills the product and vendor data, ensuring accuracy and efficiency.
Navigation : Purchase → Purchase Order
5.) Purchase Order with Selected Contract
Request for Quotation (RFQ) where a specific Contract ("Computer Accessories") has been selected from the dropdown menu. After selecting the contract, the user can click "Apply Contract" to automatically populate vendor details, product lines, and pricing defined in the contract. This ensures the RFQ is aligned with pre-negotiated terms, improving efficiency and accuracy.
6.) Quotation Populated After Applying Contract
By clicking the "Apply Contract" button in the Request for Quotation (RFQ) form, all relevant contract details are automatically filled into the purchase order form. This makes it easy to create a purchase order directly from a contract without needing to manually enter the product lines, vendor information, or pricing. The feature simplifies the process of linking a contract to a purchase order, ensuring accuracy and saving time by using the contract as a template for faster and more efficient order creation.
User Guide
