Archive Contract Management
In the Archive, you will find an overview of all contracts you are (or have been) involved with—for example, as a contract owner or a stakeholder. Module Administrators for contract management can view all contracts within their linked administrations; these users are typically members of the (central) contract administration or application managers.
From this overview, you can monitor the status of any contract. By default, the view displays all active contracts, which includes those with the following statuses: Active, Edited ,Pending (with an employee or contract administration), Expiring.
You can expand this view to include terminated, rejected, or "yet to be registered" contracts by selecting the additional status filters. We will explain the specific meaning of these statuses in more detail at the bottom of this article.
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.
Link Groups or Individual Contract Concerned
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
Contracts can have different statuses. Below, we explain what each status means.
| Status | Description | Where is the contract in the process? | More information |
| Added, not yet registered | The contract has been added but not yet registered. This must be done by the contract administration staff in the Register section. | Register a contract | |
| Partially edited, not yet registered | The contract is partially registered, but not yet fully. Full registration must be carried out by the contract administration staff in the Register section. | Register a contract | |
| To be sent | A contract has been added, and all mandatory fields have been registered by the contract administration. It must send the contract from the Register section for further processing. | Register a contract | |
| Pending with an employee | There is an outstanding action with 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. | Confirm a contract registration Review a contract | |
| Pending with the contract administration | An action has been performed on the contract by the contract owner. The contract administration must administratively process the desired action via the Actions section. Was an action performed incorrectly? Then you can adjust the status or action of the contract. | Extending or terminating a contract. How can I, as contract administrator, adjust a contract status and/or action? | |
| Rejected, awaiting administrative review | An action on the contract has been rejected, for example a new registration, renewal, or termination. The contract administration must perform the actions required as a result of the rejection in the Rejected menu. | A rejected contract | |
| Active | The contract is active and has no outstanding actions. The contract can now be used to link and automatically approve purchase invoices. The contract can be viewed in the Archive. | Automatically approve an invoice based on a contract | |
| 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 allow the edits to be confirmed by the contract owner. | ||
| Expiring | The contract is active, but an action has been taken to terminate the contract. The contract retains this status until the entered end date. The contract can be viewed in the Archive. | Contract terminated incorrectly | |
| Terminated | The contract has been terminated but can still be consulted in the Archive. You can choose to reactivate the contract. | ||
| Permanently disapproved | The contract has been permanently rejected and can no longer be used in the Spend Cloud. It remains accessible in the Archive at all times. | Permanently reject a contract |
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