Contract deadlines Management

Contract deadlines Management

Preamble

Within a supplier's contract file, you can manage deadlines.
These aim to memorize key dates linked to your contracts and generate automatic reminders at the right time and to the right person.
This feature can be accessed from the Supplier Contracts tab in the 'Deadlines' block on the right-hand side of the screen.


Deadline management

Creation

In the “Deadlines” block, click “+ Add”. The “Due date” popup opens.


Select the due date type:
  1. Termination : tacitly renewable contract. If you do not cancel before the contractual deadline, the contract will be renewed on its anniversary date.
  2. Renewal : contract with an end date to be explicitly renewed. If no action is taken, the contract will end on the date specified in the contract.
  3. Document to request : documents to be obtained from the supplier periodically to check the supplier's situation.
  4. Volume discount : management of volume discount negotiation dates
Depending on the type of due date chosen, a specific input mask is proposed.

Illustration of a termination deadline:

Edit

In the "Deadlines" block, click on the edit pencil to the right of each line.


Delete

In the "Deadlines" block, click on the edit pencil of a deadline to the right of each line to open the edit popup.
Click on the "Delete" button.

Processing deadlines

In the deadlines block of a contract, you find the list of defined deadlines.


A due date becomes a status to be processed as soon as the current date is greater than the reminder start date (= processing deadline - reminder deadline).
In this case, the "Process" action button turns blue.

To process the Deadline, click the Process button. A popup window opens and guides you step by step to :
  1. extend the deadline into the next period
  2. delete the deadline

Indicators and notifications

In different screens, Abraxio alerts you when you have deadlines to process:
  1. Home dashboard
            
  2. Contracts tab in the Suppliers module
  3. Deadlines tab of the Suppliers module
  4. Indicators block of the Management tab of a supplier record
In addition, once you have deadlines in the "To be processed" status, Abraxio will send a summary email of all deadlines to be processed once a week on Monday morning.

The recipients are:
  1. the Contracts Supervisor (defined in the Admin/Configuration module): he/she will receive a summary of all Deadlines to be processed.
  2. the Manager defined for each contract: he/she will receive the summary for the contracts assigned to him/her.
  3. the list of additional recipients defined in each contract in the Deadlines block.
         

Excel export

All contract deadlines are available in the Excel export of suppliers: “ Deadlines Data ” tab


      

Configuration

In the Admin/Configuration menu, Supplier tab, you can define:
  2. the contract supervisor who will receive an email summarising all the contract deadlines to be processed
  3. the standard deadline for reminding you of deadlines.
Administrator rights are required to access the configuration.  

See also the user tutorial presenting the new Suppliers module

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