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Buyer Admin: How do I approve a Framework?

AD team Updated by AD team

Frameworks on the Contract Module

OneAdvanced manage the integration of frameworks within Purchasing (formerly Advanced Marketplace) by uploading the contract information (Title, Contract Reference, Lot Names, Start Date, End Date etc.) which are provided directly by the various framework coordinators.

Once this information has been loaded, it is then available for suppliers to activate the framework, assign the relevant products, and invite a buyer(s) to join. Suppliers are only able to select frameworks that they have been awarded, as per the information provided by the framework coordinators.

Only suppliers can activate frameworks and assign products to them. If you need to create a contract between you and one supplier only, this would be a Local contract and you can follow the instructions here.

This guide will cover how to join a framework once you have been invited by a supplier so that your end users can see the contract logo against the relevant products in your marketplace:

How to review and join a framework

Once a supplier invites you to join a framework, you will receive an email notification.

All approval notifications for the Contract Module will be sent to the email(s) you have registered for standard price file approvals. If this needs amending / updating, please contact our Customer Support team at OneAdvanced Customer Portal.
  1. From the Purchasing Homepage, go to the Admin dropdown, select Attribute Manager and then the Contract Module
  2. Go to the Approval tab
  3. Local contracts always appear first, so you may need to scroll slightly down the page to locate the Frameworks to Join section:
  4. Locate the framework you wish to review, then click the blue action cog button to open the contract up
  5. You can review the basic framework information such as the contract reference, and start and expiry dates at the top of the contract. This section also allows you to add in further internal information (not visible to the supplier) such as Description, Owner, Target Spend and Email Notifications (which will alert you when the framework is due to expire)
  6. To review the products assigned to the contract, scroll to the Manage Attribute and Manage Items sections where you have multiple tools available to assist you:
    1. The Manage Attribute section will tell you whether the framework has been assigned at Item or Supplier level. Item level means that specific products have been assigned to the contract, whereas Supplier level will cover every product visible to you in that supplier's catalogue. This also means that any future new products will automatically be assigned.
    2. If assigned at Item level, the Manage Items section contains details of exactly which products have been assigned to the Framework:
      1. Export: Click the 'export' button to create a file which will contain all products assigned to the framework by that supplier. Once ready, this can be accessed by scrolling to the Recent Audit Logs section at the bottom of the page and in the 'Actions' column (right hand side) click the Completed Export button to download the CSV file to your device. The file will contain the following columns:
      2. View Summary: Clicking this button will launch a pop-up that provides an overview of the product data included in the contract based on the category those items are assigned to (if applicable). You can choose to switch between a table or pie chart view:
  7. Once you have reviewed the data, you can then choose to Join or Reject the framework:
    1. To Join, click the green button. This will notify the supplier and assign the 'Contracted' logo to the assigned products on your marketplace. The framework will be moved to the Active tab of your contract module.
    2. To Reject, click the red button. You will be presented with a comment box to allow you to provide details for the supplier as to why you are rejecting the framework. Please ensure this is as clear as possible, especially if you are needing them to make an amendment and re-submit. The supplier will be notified of your rejection and the reason:
Once a framework request is rejected, it will be automatically removed from your Approvals tab and can then only be found in the main Audit Log on the module.
  1. Once you have successfully joined a framework, the Contracted Product green logo will display instantly against the relevant items. This is visible on both the search results page (where end users can apply filters to only show contracted items) and the product information screens. This will continue until the contract expires upon which the logo will be removed automatically and the framework will move to the Expired tab in the Contract Module.
If a product is assigned to both a framework and a local contract, the contract reference associated with the local contract will take priority and be visible for end users when searching for the product.
Contract data can also be mapped so as to be sent back with the basket into your finance system should you wish. Please reach out to your Customer Success Manager for more information on this.

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Buyer Admin: How do I create a local contract?

Buyer Admin: Introduction to the Contract Module

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