The contract form has been specially developed for contract management and offers the following view:
This form view is available with the Documents standard version and can therefore also be configured for all archives independently of the Contract business solution mentioned here. The form designer required for this is part of the Workflow module.
Below is a brief explanation of the individual data fields:
General
The general data for the contract is stored in the upper area.
Contract number: This is the company's internal contract number, which is automatically assigned by the system. The display can be configured as required.
Client: A client licence is included, additional licences can be purchased. Each archive process must be assigned to a client. If you only have one client licence or have a client with a particularly large number of processes in your data records, this can be entered as the default client. The respective master data is managed per client, so it is possible to filter this to the selected client in the view:
Short description: This field is used for a short description of the contract. Here you can enter what type of contract it is or for whom it was concluded.
Responsible: The person responsible for this contract is noted here.
Contractual partner: Here you can enter the contractual partner with whom you have concluded the contract. It is also possible to edit or create new ones here.
Below this you will find detailed information about the contract.
Contract date: The creation date of the contract is stored here.
Date of receipt: Date on which the contract was received by the company.
Category: Here you can select the category to which the contract belongs. The categories and subcategories are interdependent. This means that if you create a rental contract, for example, only the appropriate subcategories will be displayed.
Subcategory: To catalogue the contract more precisely, you can select a subcategory that matches the selected category. We provide examples of categories and subcategories for contracts.
The information on the term of the contract is stored in the area below.
Please note: The data fields vary depending on the contract type selected:
Contract type: The term of the contract must be specified here. This is important if you want to set deadlines and/or reminders. The following contract types are included:
Automatic renewal: Depending on the entry in the Renewal time and Unit fields, you can specify the period by which a contract is extended if it is not cancelled. The "Renewal period" field must then be filled in.
Fixed term, e.g. leasing contract
Fixed term, can be cancelled early, e.g. lease agreement
Cancellable contract, e.g. rental agreement
Cancellable contract with minimum term, e.g. mobile phone contract
Non-cancellable contract, e.g. purchase contract
Contract start date: Contract start date, this is important for calculating further dates. This data field is independent of the contract type.
End of contract: Can be filled with the fixed end of the term depending on the contract type.
Cancellation period: Number of days/weeks/months/yearsUnit: The appropriate unit (days, weeks, months, years) for calculating the cancellation period.
Extension period: Individual extension of the contract.
This is followed by the information on the possible end of the contract. These and the information on the required termination date are calculated by the programme based on your details:
The fields "Cancelled on" and "Cancelled at" can also be found here. This allows you to enter the cancellation data manually. These fields are important for the following status change. When the status changes to "Cancelled", you are asked whether the fields have been filled in. Only then is a status change possible.
Details
In the "Details" tab, you can categorise the contract more precisely and add information on an external contract number, a storage location and a more detailed description.
Financial data
You can enter the corresponding income and expenses for each transaction in the financial data sub-tables provided:
Info
Further details on the transaction are stored in the "Info" tab. The retention and cancellation period of a contract can be entered here, and you can also find the access history here.
Dates
Any number of dates can be stored in the schedule for each contract during archiving. Of course, it is also possible to enter appointments at a later date. On the desired date, the person stored in the schedule receives the process in his/her mailbox. After processing, this is noted in detail in the history.
An escalation rule for this appointment can also be noted here.
Remarks
The tab for remarks is a free field. You can enter free text or information for each contract here.