Table of Contents
Buyer Admin: How do I create a local contract?
Updated by AD team
How do I set up a local contract?
This guide describes how to set up a local contract on the Contract Module. Local contracts are agreements between your organisation and one supplier. For contracts where multiple suppliers are involved this would need to be a Framework.
For information on how to approve or reject a local contract please review the guide here.
- From the Purchasing Homepage, go to the Admin dropdown, select Attribute Manager and then the Contract Module
- Select the green Add New Contract button:
- You will be presented with the following boxes to complete (fields marked by a red asterisk are mandatory):
Field
Notes
Name
50 characters maximum
Contract Reference
50 characters maximum. This can be amended by the supplier if they choose, however, any amended contract reference will remain for the supplier only.
Description
100 characters maximum
Owner
Assign an owner for the contract within your organisation. This could be a person or a department.
Supplier
Select one supplier only
Start Date
The date can be a past date. OneAdvanced will use the start date to define when a product is contracted and so when it appears on search results
End Date
Can be left blank, however if entering a date it cannot be a past date; only current or future dates can be added.
- Once completed, select Confirm. This will open the contract with additional optional fields to populate:
Field
Notes
Target Spend
You can provide a numerical value which can then be used in future Insights reports, to track actual spend against target contract spend
Email Notifications
You can select to be notified 1 week, 1 month, and/or choose a custom date prior to when a contract is due to expire
Email Notification Address
Up to 3 email addresses can be included
Comments
500 characters maximum
- Once you have completed the additional fields (if required), select Save in the right hand corner of the details section.
- The supplier will receive an email notification to make them aware there is a local contract set up by you. The supplier can now review it in their Contract Module and add Lots and assign their products to the contract for you to review (if you are not doing this yourself - please follow the instructions below). Once they upload their data, you will receive an email notification to approve / reject the items. For guidance on how to do this please click here.
Assigning Lots and products to a local contract
While suppliers can create Lots and assign products to a local contract themselves, there may be circumstances where you as the buyer would prefer to complete this work. If so, please follow the below steps once the local contract has been created:
- From within the local contract, scroll to the Manage Attribute section. This is where the contract can be assigned at either supplier level (their full catalogue) or item level (specific products), and will determine your next steps:
- If you have chosen supplier level, there are no further steps to take and the contracted logo will appear straight away against the supplier's items on your marketplace. For item level, please follow the instructions below.
- To assign Lots to the Local Contract: Go to the Manage Lots section. Here, you can add, edit and delete Lots if required (please go straight to step 4 if no Lots are required and you just wish to assign specific products to the local contract). To create a Lot click the Create Lot button, which will launch a pop-up. Once submitted the Lots will appear underneath:
- To assign products to the Local Contract: Scroll to the Manage Items section of the contract, and download the template available. This contains two columns to be completed:
- Catalogue number
- Lot name (this can be left blank if no Lots have been configured)
- Save the completed template as a .csv or .csvx file
- From the Manage Items section, click Select a file. Locate the completed template, and once submitted, click the Confirm button:
- When submitting a template you will see the status appear next to the file name as follows:
- Requested: The upload has been sent for processing
- Completed with errors: The upload has completed but with errors. To review the error reason, please scroll to the Recent Audit Log section at the bottom of the page where you can download any error reports.
- Completed: The upload has completed successfully
- Once the file has been processed, if successful, you will see the items assigned to that contract within the Manage Items section.
- The items will show as 'Contracted' within the Purchasing search results for your end users as soon as the system refreshes