Adding A New Contract

This guide provides a step-by-step process for creating a new contract within the system.

It outlines the mandatory fields, available configurations, and additional options when setting up a contract.

When to Use This Feature

• When creating a new contract record for tracking agreements with suppliers.

• When linking contracts to suppliers, locations, and departments.

• When ensuring all contract records contain high-quality, standardized data.

• When setting contract notifications and ownership.

Step-by-Step Guide

Step 1: Navigate to Contract Management

1. Click on Contract Management from the left-hand menu.

2. Click on Add New Contract to start creating a new contract.

Step 2: Fill Out Contract Details

3. A contract creation popup will appear on the right-hand side of the screen.

4. Enter all required details, ensuring all mandatory fields are completed:

   • Contract Title

   • Contract Reference Number

   • Supplier (Linked Supplier)

   • Location (Linked Location)

   • Department (Linked Department)

   • Category

   • Start Date (Contract Start Date)

Step 3: Quick Record Creation

• If the supplier, location, or department is not already in the system, click the + New Supplier, + New Location, or + New Department option from the dropdown field to create a new record instantly.

• This allows users to add dependent records without leaving the contract creation workflow.

Step 4: Configure Dropdown Fields (If Required)

• Dropdown fields such as Contract Type, Category, and Subcategory are configurable.

• The Location, Department, and Currency dropdowns can also be customized in their respective sections within Settings.

• If needed, update these dropdown values before finalizing the contract creation.

Step 5: Save the Contract

5. Once all necessary fields are filled, click Add Contract to save the contract.

Step 6: Adding Additional Contract Information

6. A confirmation popup will appear asking if you would like to add more details to the contract.

7. If you select Yes, you will be redirected to the contract profile page, where you can:

   • Add additional contract details.

   • Upload contract documents or request documents from suppliers.

   • Assign additional contract owners.

Quick Record Creation When Creating A Contract

To enhance usability in oboloo, the system allows users to create dependent records directly while creating a primary record. For example, when creating a contract, if the associated supplier is not already in oboloo, you can add the supplier on the spot by selecting the '+ New Supplier' option from the Supplier dropdown field. This feature eliminates the need to interrupt your workflow by navigating away to create related records separately.

Available Configurations When Creating A Contract

When creating a new contract, users can configure the values in dropdown fields. By default, oboloo provides predefined values for all dropdowns, but these can be modified to align with an organization's specific requirements. Dropdown values can be updated in the Configurations page under settings. The configurable fields available when creating a contract are:

• Contract Type

• Category

• Sub Category

The Location, Department, and Currency fields can also be configured/customized and are managed in their respective sections, accessible through the Settings menu.

Key Considerations & Best Practices

✅ Ensure all mandatory fields are completed – This improves contract management and enhances usability.

✅ Use Quick Record Creation – If a required supplier or department is missing, create it on the spot.

✅ Configure dropdowns for consistency – Keep contract categories and types aligned with your organization's needs.

✅ Assign Additional Contract Owners – Ensure the right people receive contract notifications.

✅ Upload Relevant Documents – Store all necessary contract files for easy access.

Additional Resources

📌 Related User Guides:

• Uploading and Requesting Contract Documents – Guide on managing contract-related files.