Contracts and Documents

The Contracts (itam_contract) table contains all active and inactive asset contracts of all categories. In the navigation menu, you can find the Asset Contracts section providing immediate access to the list of contracts by category (Purchase Agreement, Warranty Agreement, Maintenance Agreement, Sales Agreement, and Disposal Agreement).

Specify all the necessary information about the Asset Contract on its form and, if necessary, edit fields and related documents. You can set the time of contract expiration notifications and configure the list of recipients.

The asset contract form displays the Contract document field. Use this field to select a document record with the original text of the related contract. You can create a contract document in advance or while creating an asset contract record. The Contract document must be specified before the asset contract status changes to Approval and cannot be replaced in the Approval, Signing, and Valid statuses. Several documents can be related to a contract, but only one remains active.

info

The Contracts (itam_contract) table has a set logic for the ITAM operations. It is also a child table from the Contracts (contract) table based in the Simple application. See the Contracts article to learn more about the parent table.

Contract management

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UI action	Description
Send for approval	Click to submit the contract for approval. If approved, the contract status changes to Signing. To launch the contract approval process, there must be employees with the itam_contract_approver role in the system. Active users with this role approve all asset contracts.
Add approvers	Click to add approvers. Apart from the user specified in the Responsible field, the Add approvers button is available to everyone approving an asset contract with the Approval contract status.
Make valid	Click to change the contract status to Valid. The button becomes available only after the contract is approved.
Edit	Click to edit the contract form. The contract status changes to Draft. You can make the contract valid again only after completing another approval process. The Edit button is located in the burger menu and is available in all statuses except Draft.
Cancel contract	Click to cancel the contract record, for example, if it was created by mistake. The Cancel contract button is located in the burger menu and is available in the Draft, Approval, and Signing statuses.
Terminate contract	Click to terminate the contract. The Terminate contract button is located in the burger menu and is available in the Valid status.

Asset contract form fields

Field	Mandatory	Description
Subject	Y	Enter the asset contract subject.
Contract category	Y	Select a contract category. Available values: Disposal agreement Sales agreement Maintenance agreement Warranty agreement Purchase agreement
Contract document	N	Add an active document record for the asset contract. You can add updated versions of the contract document. All document versions are available in the Documents related list. Only one of them can be active at a time, namely the one specified in this field. The field is not displayed until saving a draft contract record for the first time. To edit a contract document, complete the following steps: Navigate to the burger menu and click Edit. The contract status changes to Draft. Select the required document in the Contract document field. Click Send for approval to return the edited contract to the Valid status. The selected document becomes active. If approved, the contract status changes to Signing. Click Make valid to change the asset contract status to Valid.
Provider	Y	Specify a provider.
Supplier	N	Specify a supplier.
Customer	Y	Specify the company acting as the customer under this contract.
Responsible	Y	Select the user who is assigned to manage this contract.
Consumer	N	Specify the consumer purchasing the asset. You can select a company, section, branch, department, unit, group, or individual employee of the company.
Description	N	Add contract information.
Notify about expiration	N	Specify the users to be notified about the contract expiry date.
Notify, days before	Y	Specify the number of days before the contract expiration to send the expiration notifications.
Warranty period	Y	If the Warranty agreement option is selected in the Contract category field, specify the warranty period.
Start date	N	Specify the date when the asset contract comes into force.
Expiry date	N	Specify the date when the asset contract expires. Starting from this date, a Valid asset contract automatically changes its status to Not valid. If the Warranty agreement option is selected in the Contract category field, this field is read-only and contains the value Start date + Warranty period.
Autoprolongation	N	Select the checkbox, if the contract automatically renews. Note that the Autoprolongation field is for informational purposes only. Our team is working to implement the necessary automation. We will inform you about changes in future releases.
Total cost	N	The price of a product or service specified in the contract.
Contract number	Y/N	Specify the contract number. This field is mandatory to change the asset contract status to Valid with the Make valid button.
Date of signing	Y/N	Specify the date of contract signing. This field is mandatory to change the asset contract status to Valid with the Make valid button.

Related lists

The Approvals related list displays a list of contract approvers and approval statuses.

The Documents related list stores all documents created and uploaded for the contract. You can track the history of changes. To replace the active document, change the contract status to Draft. A valid contract must have an active document.

The Assets related list displays a list of assets that are included in this contract.

Create contract

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tip

Role required: itam_asset_contract_manager.

To create a contract, complete the following steps:

1. Find the required Contract Category in the navigation menu ITAM → Contracts and open it.
2. Click New.
3. Fill in all mandatory fields and click Save to change the contract status to Draft or click Send for approval to start the approval process within the company.
4. If approved, the contract status changes to Signing. On this stage, both parties sign the contract.
5. When both parties sign the contract, you can fill in the Date of signing field and set up notifications if this was not done earlier.
6. Click Make valid to change the contract status to Active.
7. Buttons for editing, canceling, and terminating a contract are located in the burger menu and are available depending on the current status of the contract.

Create contract document

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You can create documents of various categories in the ITAM application, which makes navigation easier.

Available document categories:

• Contracts
• Invoices
• Forms
• Waybills
• Other

caution

You can create a contract document with the text of the contract after a relevant asset contract record is created.

To create a contract document record on the Asset Contract form and upload a photocopy of the document, complete the following steps:

1. Click to the right of the Contract document field.
2. Enter the document name in the Name field of a newly opened window. The remaining fields are filled in automatically in accordance with the type and category of the contract.

The status of the document selected in the Contract document field changes to Active after saving the asset contract form.

To create a record of an asset contract document listed in the Documents (itam_document) table, complete the following steps:

1. Find the required document type in the navigation menu ITAM → Documents and open it. The Documents (itam_document) table will be filtered to only show the documents of the selected type.
2. Click New and add a document name in the Name field.
3. Select a document type in the Type field and fill in newly displayed fields depending on the document type:

Type = Contract

Field	Description
Asset contract	Select an asset contract to which the document will be attached.
Asset contract category	This field is automatically filled with the category of the contract selected in the Asset contract field. Possible values: Disposal agreement Sales agreement Maintenance agreement Warranty agreement Purchase agreement

Type = Form

Field	Description
Subtype	Select a form subtype. Available option: Acceptance certificate Decommissioning form Disposal form Inventory form

Type = Invoice

Field	Description
Subtype	Select the Invoice subtype.

Type = Other

Field	Description
Comment	Add a document description.

5. Upload an asset contract document.
6. Click Save to create a document of Type = Contract linked to the asset contract; the Active checkbox is cleared.
7. Navigate to the related contract record and add the created document to the Contract document field. The document status changes to Active.
8. To replace the document, change the Asset contract status to Draft and select a document in the Contract document field or add a new one.