Configuration settings for Contract management
In the menu section "Configuration Settings / Contract Management," you will find settings that apply to the Contract Management module. For more information about configuration settings, refer to this article.
Make sure you understand what each setting does before making any changes. During the implementation of your Spend Cloud environment, you can always contact your Visma | ProActive Consultant for advice. If a module is already implemented, you can reach out to our support department for assistance.
Once you have made changes to a setting and clicked on "Save," you will need to log out and log back in to activate the changes. You do this by clicking on your name in the top right of the Spend Cloud, next you click on logout in the menu. When you log in again, the changes will be visible in your Spend Cloud environment. This also applicable for other users.
The following settings are currently visible in the Spend Cloud. Most of them can be edited by you, but some cannot. Our goal is to make as many settings as possible available for editing in the Spend Cloud. Currently, this is not possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external packages. We will try to describe this as much as possible for each setting.
001 - Contract Number Format (Cannot be changed via the Spend Cloud)
Here, the format is set for the contract number range for contracts. In addition to the start year and sequence number, part of the administration number can also be included. This sequence applies to all contracts within the Spend Cloud environment. A change in this setting has a significant impact; if it needs to be modified, all historical contracts must be adjusted as well. For these reasons, this setting can only be changed by a Visma | ProActive (support) consultant.
062 - Additional Fields Contract Information (Cannot be changed via the Spend Cloud)
It is possible to add several extra fields to contracts, including: Contract Type*, Description, Reference Number, Renewal Form, Price Indexing*, Invoice Moment*, Invoice Frequency*, (Physical) Storage Locations, and Retention Period. In the following articles, you can read more about Contract Types, adding physical storage locations data in Spend Cloud, and implementing price indexing in Spend Cloud.
* = mandatory field if enabled
058 - Oldest Contract Date
Specify the oldest date allowed for entering as the start date of a contract. If this field is left empty, the start year can be a maximum of 10 years ago.
006 - Executor Contract Action
With this setting, you can specify who should be the executor of the action to renew or terminate a contract.
059 - Invoice Linking
Specify how many days after the termination of a contract it should still be possible to link the contract to an invoice. You can read more about linking invoice lines to a contract here.
026 - Remark
Here, you can specify whether the 'remark' field should be available when extending a contract.
022 - Contract Types per Administration (Cannot be changed via the Spend Cloud)
If this setting is enabled, it is possible to define contract types per administration.
023 - Storage Locations per Administration (Cannot be changed via the Spend Cloud)
If this setting is enabled, it is possible to define storage locations per administration.
031 - Assess on Change
If a contract is changed, should it be reviewed again? You can indicate that here.
054 - Scan All Contents of Contracts (Cannot be changed via the Spend Cloud)
By enabling this setting you can search on text in the Contract management archive that is recognised in the PDF files of all contracts.
055 - Free Fields
By enabling this setting, you have access to the 'Free Fields' menu. This allows you to create additional fields that must be filled in when registering a contract. In this article you can read more about adding free fields for contracts.
056 - Request Opinion
Here, you can indicate whether a user can enter an email address themselves or only use the selection box (with a choice of all employees in the system).
Contract Owner
003, 004, 028, 063 - Contract Owner Actions
These settings relate to the contract owner. You can specify whether a contract owner must confirm a contract, whether the contract owner has the option to register a contract, and what the default chosen action should be for a contract (send to confirm or send to register). With setting 029 (only editable by a Visma | ProActive (support) consultant), it can be determined which fields the contract owner is allowed to adjust when the contract is sent for registration.
027 - Link Organizational Unit to Contracts (Cannot be changed via the Spend Cloud)
This setting allows linking organizational units to contracts, making it easy to search for contracts associated with a specific organizational unit in the archive. This setting does not grant users with a role in the same organizational unit access to the contract.
029 - Link Users and Groups to Contract
When this setting is enabled, it is possible to link users individually or through a group to a contract. Read more about contract stakeholders and groups here.
049, 007, 050, 030 - Setting (Automatically) Fill Action Date and Inform on Date
Through this setting, you can indicate whether the system automatically fills in dates, how many months before the end date the action date is filled in, and how many months before the action date the inform on date(s) is filled in.
057 - Financial Coding of Contract
If this setting is enabled, it is possible to create financial coding for contracts. Based on this data, you can extract information about contracts from the Reporting menu item, which then becomes available.
Financial
024, 025, 052, 020, and 061 - Invoices
With these settings, you can indicate what should happen when an invoice related to a particular contract arrives. Do you want to automatically approve these invoice lines? If yes, how much can the amount deviate from the amount in the contract? In this article you can read more about automatically approving invoice lines based on a contract. With setting 061 (only editable by a Visma | ProActive (support) consultant), you can indicate whether the export of an obligation is used in the Reporting menu item.
008, 011, 014, 053, 015, 032, 035, 038, 041, 044 - Notifications
With these settings, you can specify whether notifications and reminders should be sent to users. You can also specify the frequency of the emails.
051/047 - Digital Mailbox Contract Management (Cannot be changed via the Spend Cloud)
These settings pertain to making the mailbox available for receiving contracts.
Related Articles
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