This guide covers how to review, approve and reject a local contract within the Contract Module.
Please note that how to approve or reject a Framework invitation is covered directly in the following guide: How do I approve a Framework?
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 via the OneAdvanced Customer Portal.
How do I approve or reject a local contract?
From the Purchasing Homepage, go to the Admin dropdown, select Attribute Manager and then the Contract Module
Go to the Approval tab. Local contracts that are awaiting approval will always be listed first, with Frameworks underneath. Local contracts showing could be brand new contracts, or where a supplier has assigned new Items that need your approval
Locate the Local Contract you wish to review, then click the blue action cog button to open the contract up
This will launch the contract so that you can review the information provided and decide whether to approve or reject it:
If the supplier created the local contract rather than your organisation, please double check to ensure that the basic contract information (such as reference, start and end date are accurate).
To review the products assigned to the contract, scroll to the Manage Items section where you have multiple tools available to assist you:
Selecting Export: Click the 'export' button to create a file which will contain all products assigned to the contract 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:
Selecting 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:
Once you have reviewed the data, you can then choose to Approve or Reject the contract
To Approve: Select the green Approve button, and confirm this in the pop-up that appears.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.
To Reject: Click the red Reject 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 local contract. Please ensure this is as clear as possible, especially if you are needing them to make an amendment and re-submit and then click the Submit button. 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.
Once you have successfully approved a local contract, 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 local contract 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.
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.