Supplier: How do I set up a local contract?
How to set up a local contract
This guide describes how to set up a local contract on the Contract Module. For how to activate a framework, please follow this guide here.
Local contracts should be set-up for agreements / contracts between yourselves and one buyer.
- Go to the Contract Module.
- Select the green Add New Contract button which can be found at the top of the page. Select Local from the Type dropdown box:
- You will be presented with the following boxes to complete (fields marked by a red asterisk are mandatory). For example, this is where you will set which buyer this local contract is for:
Field | Notes |
Name | 50 characters maximum |
Contract Reference | 50 characters maximum. This can be amended by the buyer if they choose, or by the supplier, however, suppliers will always see the contract reference they initially assigned to the contract. |
Buyer | Select one buyer 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. |
Owner | Assign an owner to a contract within your organisation. This could be a person or a department. |
Description | 100 characters maximum |
- Once completed, select Confirm. This will open the contract with additional 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 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 Send to buyer in the right hand corner of the details section.
- The buyer will be notified and will review it in their contract module. You will be notified when the buyer has approved / rejected the contract. In the meantime, please ensure you assign items to the contract using the instructions below.
Assigning products to a local contract
Once a local contract has been activated, you need to assign items to it.
- From within the local contract, 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, there are no further steps to take. For item level, please follow the instructions below.
- 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). If the buyer has provided Lot information, please check this is correct (and amend if needed). To create a Lot click the 'Create Lot' button, which will launch a pop-up. Once submitted the Lots will appear underneath:
- 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:
- A status will appear of 'requested' while processing, and once complete the items assigned to the contract will appear underneath:
- Providing the buyer has already accepted the local contract, these items will instantly appear as 'contracted' on their marketplace following upload.
Attaching documents
The Attachments section allows suppliers to load any internal documentation needed against a particular contract for future reference.
- 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 local contract (you will be notified via email). All rejected local contracts can be found in a separate panel at the bottom of the Approval tab (on the landing page of the Contract Module) in red:
To review the reason for any rejection, click the blue settings cog on the far right hand side. The rejection message is displayed in red at the top of the contract details page:
If appropriate, you can add or remove items from the local contract here and resubmit them to the buyer for approval once more.
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 contact. 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.
