Contracts — User Guide
Module: Purchase
Audience: Procurement staff, contract managers, vendor administrators
Version: 1.0.0
Last updated: 2026-07-22
Overview
A contract records a formal agreement with a vendor, usually linked to an approved purchase order, project, and department. You capture contract value, payment schedule, dates, attachments, and the contract text itself. Contracts can be signed electronically by staff or by the vendor through the vendor portal. Payments made against linked purchase invoices appear on the contract Payment tab.
Prerequisites
| Role | Permission |
|---|---|
| View contracts | Purchase Contracts → View |
| View only your contracts | Purchase Contracts → View own (contracts you created or vendors you administer) |
| Create contracts | Purchase Contracts → Create |
| Edit contracts | Purchase Contracts → Edit |
| Delete contracts | Purchase Contracts → Delete |
| Vendor portal signing | Vendor login + required documents uploaded (if configured in Settings) |
Step-by-step: View the contract list
- Go to Purchase → Contracts.
- Optionally filter by Vendor, Department, or Project.
- Review columns: department, project, service category, vendor, description, value, payment details, dates, and status.
- Click the contract number/description to open the detail view.
Status column: Shows Valid when the end date is today or in the future; Expired when the end date has passed.
Step-by-step: Create a contract
- Go to Purchase → Contracts.
- Click the create button at the top of the list.
- Complete the form:
- Contract description — short title for the agreement
- Service category — category label for reporting
- Vendor — select the supplier
- Purchase order — optional; choose an approved PO to link
- Project and Department
- Start date and End date
- Payment terms, Payment amount, and Payment cycle (one-time, monthly, quarterly, or every 6 months)
- Contract value — total agreement value
- Signed status and Signed date (if already signed offline)
- Attachments — upload supporting files
- Note — internal description
- Click Submit.
Expected result: You return to the contract list. The system assigns a contract number based on the project, description, and vendor. Open the contract again to add contract body text and use the detail tabs.
Step-by-step: Edit contract content and sign
- Open the contract from the list.
- Use the right-hand panel tabs:
| Tab | Purpose |
|---|---|
| Contract content | Rich-text agreement body; click to edit inline |
| Payment | Payments recorded against invoices linked to this contract |
| Reminders | Set follow-up reminders |
| Notes | Internal staff notes |
| Discuss | Comment thread |
| Tasks | Related tasks |
| Attachments | View and manage uploaded files |
- On Contract content, click the text area to edit the agreement body. Changes save automatically.
- To sign as staff, click E-signature sign, draw your signature, and confirm.
- Use the PDF menu to view, download, or print the contract.
Step-by-step: Vendor portal signing
- Ensure required vendor documents are configured under Purchase → Setting → Vendor required docs and uploaded on the vendor profile.
- The vendor logs into the vendor portal and opens Contracts.
- The vendor views the contract and signs electronically when all required documents are present.
- The contract creator receives a notification when the vendor signs.
Field reference
| Field | Required | Description |
|---|---|---|
| Contract description | Yes | Short name shown in lists and numbering |
| Service category | No | Classification for reporting |
| Vendor | Yes | Linked supplier |
| Purchase order | No | Approved PO this contract relates to |
| Project | No | Linked project |
| Department | No | Owning department |
| Start / End date | Start yes | Agreement period; end date drives Valid/Expired status |
| Payment terms | No | Free-text payment conditions |
| Payment amount | No | Recurring or scheduled payment value |
| Payment cycle | No | One-time, monthly, quarterly, or every 6 months |
| Contract value | Yes | Total contract value (base currency) |
| Signed status | No | Not signed or Signed |
| Note | No | Internal notes |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open a contract | View-own restriction | You must be the creator or a vendor admin for that vendor |
| Vendor cannot sign | Missing required documents | Upload required docs on the vendor profile |
| Payment tab empty | No invoices linked to contract | Create or edit a purchase invoice and link this contract |
| Contract shows Expired | End date in the past | Update the end date if the agreement is still active |
| Service category looks wrong | Known form display issue | Re-enter service category after save or contact support |
| PDF missing content | Contract body not yet added | Open Contract content tab and add text |
Related features
- Settings — vendor required documents configuration
- Vendors — vendor profile contracts tab
- Purchase invoices — link invoices to contracts; payments flow to contract Payment tab
- Purchase orders — edit — approved POs available on the contract form