Table of Contents
Supplier: How do I activate a framework contract?
How to activate a framework
This guide describes how to activate a Framework on the Contract Module. For how to set up a local contract, please follow the guide here.
- Go to the Contract Module.
- Select the green Add new Contract button which can be found at the top of the page.
- Select Framework from the Type dropdown box. You will be presented with a list of frameworks that are available to you to activate (i.e. where you have been appointed to a framework and this data has been provided to OneAdvanced by the relevant consortia).
- Select the framework you would like to activate. The system will automatically populate a number of fields which cannot be edited, such as the start, end date and contract reference.
- Optional: If you would like to add information to the 'Owner' (whoever is responsible for this framework within your organisation) and 'Description' (100 characters maximum; a brief description of the framework) boxes, please add this in.
- Once completed, select Confirm. This will open the framework with further optional fields to populate:
Field | Notes |
Target Spend | Suppliers can provide a numerical value which can then be used in future Insights reports, to track actual spend against target contract spend |
Email Notifications | Suppliers can select to be notified 1 week, 1 month, and/or 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 |
- Select Save in the right hand corner of the details section, and then proceed to the next steps laid out below.
Assigning products to a framework
Once a framework has been activated, you need to assign items to it.
- From within the framework, scroll to the Manage Attribute section. This is where the contract can be assigned to either supplier level (your full catalogue) or item level (specific products), and will determine your next steps:
- If you have chosen Supplier level, please proceed to step 7. For item level, please follow the instructions below.
- 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 in the Manage Lots section)
- 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:
- A status will appear of 'requested' while processing, and once complete, the items assigned to the contract will appear underneath:
- Once all items are assigned (or if you chose 'supplier' level in step 1), you can invite the relevant buyer(s) to the framework. Scroll to the View Buyers section, and select the tick box against each buyer (or to select all, choose the tick box at the top next to 'Buyer'):
- Once selected, click the Invite button. The status for the chosen buyers will change to Pending
- Once a buyer has accepted the invitation (you will be notified via email) the status will change to Joined
Your products will appear with the contracted logo against them on the search results following an overnight refresh. Contract information will also be included within purchase order data too (if you receive your orders via XML please contact your Account Manager to arrange free testing to get this included):
Attaching documents
The Attachments section allows suppliers to store any internal documentation needed against a particular contract.
- A maximum of 100 attachments can be added against each contract
- Format types supported are - .pdf, .txt, .csv, .doc, .jpeg, .gif, .ppt, .xlsx, docx
- You can attach multiple attachments at once
To add attachments, select the Edit button, locate the files and click Confirm to upload. To remove any documents, use the Reset and Select files button, or alternatively to remove all attachments click the Reset button. Select Done once complete to save.
Rejected frameworks
Buyers may choose to reject a framework invitation (you will be notified via email), at which point the status will change to Rejected and you will see the comments the buyer has provided in the View Buyers section (and in the Action log):
If applicable (e.g. incorrect items assigned), you can make the relevant changes and resubmit the framework to the buyer(s) in question.
How to cancel an invitation to a buyer
Suppliers can cancel an invitation to a buyer by selecting the red ‘X’ next to the buyer’s name:
Audit Logs
To review all actions relating to contracts, two options are available:
Recent Audit logs
This is the last section displayed at the bottom of each individual framework. It displays the 10 most recent actions performed against that contract, capturing the Date, Contract Name, the User that performed the action, the details of what the action was and an Actions column which displays downloadable options such as error exports and uploads of items:
Full Audit Log
Within the Contract Module there is a full audit log, which captures all changes made to all contracts (local and framework).
The audit log can be accessed from the Show Audit Log button which is displayed at the top right of the main landing page in the Contract module:
The same button can be used to hide the audit log once reviewed.
