Archive Contract Management

Archive Contract Management

In the Archive, you will find an overview of all contracts in which you have been involved, either as a contract owner or as a contract participant. An application administrator can typically access all contracts by default.

From the overview, you can see the status of a contract. By clicking on the contract, you can view all the details of the contract. Depending on the settings, you may be able to edit the contract, evaluate it prematurely, and link contract participants directly from the overview.

View Contract

By clicking on a contract in the Archive, you can view all the details of the contract. Below is an instruction for each action you can perform here:

Edit

Contracts with the status "Active" can be edited from the Archive. For a detailed explanation of the options, see the page "Registration." Depending on the settings in your environment, a contract may need to be reevaluated. In this case, a warning will appear at the top of the screen. When you save the contract after editing, it will have the status "To be sent." In the Archive overview, a button "Send" will appear at the top. Clicking on this button will display a list of all contracts that need to be resent for evaluation after a change in the archive. Check the contracts you want to send and click the button at the top of the screen to send them to the contract owner.

Mutation Overview

By clicking on the "Mutation Overview" button, you can see when the contract was processed by whom and what changes were made.

Participant Overview

By clicking on this, you will see an overview of all employees who are (or have been) involved in this contract.

Ask for Opinion

By clicking on the "Ask for Opinion" button at the top, you can send a question to a colleague or external contact regarding the contract. The correspondence about this will be visible to everyone involved in the contract.

Show Current Code

If set up, you will see the code of the linked obligation here. If the obligation is selected when coding an invoice, this code will be automatically filled in the relevant fields. You can edit the code of the linked obligation from this page.

Replace Document

By performing this action, the old document will be added as an attachment, and the new document will be displayed in the view next to the contract details.

Evaluate Contract

From the Archive, you can evaluate contracts prematurely. When evaluating, you can only indicate that the contract should be terminated.

When you appoint someone as a contract participant, you give them permission to view this contract in the Archive. Additionally, this person will receive notifications about status changes.

The first step you need to go through is linking groups:



By linking a group, you can assign all employees belonging to that group as contract participants at once. You can skip this step by not selecting any group and clicking on "Save and Next." After linking groups, you will have the option to add individual employees as contract participants.

Status of a contract


Added, not yet registered

The contract has been added but not yet registered. This must be completed by the contract administration staff in the Register section.

Partially edited, not yet registered

The contract has been partially registered but is not yet complete. The full registration must be carried out by the contract administration staff in the Register section.

Ready to send

The contract has been added, and all mandatory fields have been registered by the contract administration. They must send the contract from the Register section for further processing.

Rejected, awaiting administration review

An action on the contract has been rejected—for example, a new registration, renewal, or termination. The contract administration must perform the required actions following the rejection in the Rejected menu.

Pending with an employee

There is an outstanding action for the contract owner to confirm the registration or to review the contract for renewal or termination. The contract owner performs this via the Actions section.

Pending with contract administration

An action has been performed on the contract by the contract owner. The contract administration must administratively process the requested action via the Actions section. You can also update the action if you think it shouldn't have performed, read more about how to do this here: As a contract administration, how can I adjust a contract status and/or action?

Active

The contract is active and has no outstanding actions. The contract can now be used for linking and automatically approving purchase invoices.

Active - Edited

The contract is active but has already been edited in the archive. The contract administration must send the contract from the Archive section using the designated button to have the edits confirmed by the contract owner.

Expiring

The contract is active, but an action has been performed to terminate it. The contract retains this status until the entered end date. Has a contract been terminated in error? Please read: A contract has been terminated in error. What now?

Terminated

The contract has ended but can still be consulted in the archive. You may choose to reactivate the contract.

Permanently rejected

The contract has been permanently rejected and can no longer be used in the Spend Cloud. It will always remain available for consultation in the archive.

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