Purchase contracts

With the Purchase Contracts module you can manage and keep track of your organization's purchase contracts, subscriptions, and other recurring costs. It allows administrators to have all such contracts and costs gathered in one convenient place, providing them with an excellent overview that makes it easy for them to compare with alternative providers and to determine if, for example, multiple separate contracts may be consolidated into one to reduce the overall cost. Overall, the module facilitates correct invoicing across the board, which typically saves both time and money.

You can review all contracts efficiently and on a recurring basis, to keep atop renewals, modifications, or cancellations. By making it simple for you to assign different reviewers to different contracts, the module enables you to spread the workload while streamlining the process. You can even have expenses and purchase documents approved automatically by linking them to a purchase contract. Streamlining workflows in this way saves hours of manual labor and hassle.

Set up a purchase contracts workflow

• Create a purchase contract, either from scratch or from an expense, see Creating purchase contracts.
• Familiarize yourself with the review process and learn how to send contracts for review, submit and finish reviews, see Purchase contract reviews.
• Have contract expenses approved automatically by Expense Management, see Approving expenses based on a contract.
• To view the history of a purchase contract for statistical or other purposes, see Viewing the purchase contract archive.

The module works with Continia Document Capture and Continia Expense Management and may involve purchase documents (invoices and credit memos) / expenses, each of which can be linked to a purchase contract. The list of different types of contracts and subscriptions that you can favorably manage using the module is virtually endless. It includes, but is in no way limited to, the following:

• Office lease
• Software licenses
• Insurance
• Phone and internet services
• Server backup
• Facility management services, such as catering, cleaning, and indoor plant maintenance
• Car leasing
• Business newspapers and magazines