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Creating a new contract

Contract information and contract documents are managed in contracts. See also chapter What is a contract?.

You can create new contracts using the wizard.

The Create new contract wizard will guide you through the following contract areas:

This is how it works:

  1. Navigate to the start page of d.velop contracts for Microsoft 365.

  2. Select the New contract button. The Create new contract wizard appears.

  3. Add one or more documents to the contract.

  4. Enter the master data.

  5. Navigate using Next to the Details area and enter the desired properties.

  6. Navigate using Next to the Duration area and enter the desired duration.

  7. Save your entries. The contract is created and you will be directed to the start page.

Note

Please note that according to the configuration in your system additional information may be required.

Mandatory fields are marked by a red star behind the title.

Master data

In the area Master data you assign the following values:

  • Select contract type (Mandatory field)

  • Status

  • Subject of contract (Mandatory field)

  • Contract partner (Mandatory field)

    You will receive suggestions after entering the third character. You have the option to create a new contract partner, provided this function is enabled in your system.

  • Contact person of the contractual partnerYou can select the contact persons of the selected contract partner from a list or create a new contact person, if this function is enabled in your system.

  • External contract ID

  • Organizational assignment

  • Responsible person internal (mandatory field)

This is how it works:

  1. Enter all master data.

  2. Save the information.

Details on editing the master data can be found in the chapter Editing the master data.

In the Master data area you can also add documents directly to the contract. For details please refer to the chapter Managing documents.

Details

In the Details area you assign the following values:

  • Description

  • Project-specific

  • Team

  • Additional recipients of the notice of the date of termination

  • Contract details assigned to the selected contract type.

This is how it works:

  1. Enter the contract details.

  2. Save the information.

Duration

In the Duration area you assign the following values:

  • Contract start date

  • Contract end date (fix)

  • Calculations

  • Duration

  • Extension by

  • Period of notice

  • Date of cancelation

  • Notification

Calculations

By activating the Calculations, the next possible contract end date as well as the next cancelation date are calculated based on the values entered. The next possible contract end date and the next Date of Cancelation are recalculated daily, provided that a new contract period has been reached. Any defined Notification start will also be calculated for subsequent contract periods. The calculations are executed as long as the contract has not been terminated and an End of contract (fix) has been entered in this frame.

A manual Date of cancelation as well as a End of contract (fix) can be specified if the calculations have been deactivated.

Notification

For notifications, you can set the Notification start. From this date, an e-mail will be sent to the Responsible person internal as well as to Additional recipients.

You specify in which interwall the notifications are sent. The following intervals are distinguished:

None: No notifications will be sent.

Once: If this option is selected, the notification will be sent once when the notification start date is reached.

Daily, Weekly, Monthly: With these options, notifications are sent according to the selected interval until the status of the contract is manually changed or the contract is automatically renewed.

Note

The configured notification is basically only sent if the contract is in an active contract status (e.g. valid).

Note

Please note that when a contract is renewed, the Notification start is updated as well.

In this case, the interval from the Notification start to the next Date of cancelation is maintained. If no Date of cancelation can be calculated, the distance to the next possible end of the contract is maintained.

Enable the Fixed notification start option to prevent the notification start from also being updated when the contract is renewed. This can be useful, for example, if you want to have the contract renewed several times but do not want to receive notification until a fixed date. Similarly, for open-ended contracts, this option causes the notification start date not to update daily.

Creating links

You can link contracts to each other in the Links area.

Creating a link – This is how it works 

  1. Click New or Add link.

  2. Select the contract you want to link.

  3. Select a link type. You have the following options:

    • Is linked to 

    • Is framework contract of 

    • Is predecessor contract 

    • Refers to 

  4. Save the selected link.

You cannot edit configured links. If you accidentally link the wrong contract, you must delete the link and create a new one.

Deleting a link – This is how it works 

  1. Click the three dots next to the link that you want to delete.

  2. Click Delete.

  3. In the dialog, click Delete again to confirm the process.

Permissions

In the Permissions area you can assign additional write or read permissions:

  • Grant additional read access to

  • Grant additional write access to

You can grant permissions for users and groups. You will receive suggestions after entering the third character.