A contract record holds everything about one contract: its details, financials, termination and extension terms, documents and linked savings. To open one, go to Contract Management > Contracts and click the contract.
Before you start
What's on the page
Area | What it shows |
Banners (top) | Messages when the contract is a demo record, unapproved, rejected or archived, or when Notice has been given. |
Summary panel (left) | The supplier, the Unapproved Documents and Expired Documents counts, Summarise with AI, and the DETAILS list (reference, type, location, department, categories, Managed By, dates, Termination Terms, parent/child links, Linked Sourcing Activity, description, created on and by), plus any custom fields. |
Summary panel buttons | Edit, Give Notice or Undo Notice, Archive or Unarchive, Record Access, and Approve Contract, Reject Contract or Send for approval when approval applies. |
Tabs (right) | The contract's activity, financials, terms, documents, savings and history. See Inside a contract record below. |
Edit the contract details
Click Edit
On the summary panel, click Edit. The Edit Contract Information dialog opens.
Update the fields
Contract Title, Supplier and Contract Start Date are required, and you need at least one category in Select Category.
Reference # must be unique across your contracts.
Managed By: the user you choose is also added as a Contract Owner.
Notice Period Date must fall between the start and end dates.
If you choose locations and departments, every location must be linked to a selected department. Any that aren't are marked in red.
Use the New Contract Type, New Supplier, New Location, New Department, New Category and New Sub Category options in the dropdowns to add a missing value without leaving the dialog.
Click Save Change
The summary panel updates, and the changes are recorded in the Change Log tab.
Link a parent or child contract
Open Edit Contract Information
Click Edit on the summary panel.
Choose the relationship
In Contract Parent/Child Relationship, select Parent or Child. Then, in Parent/Child of Contract, select the other contract. Only active contracts are listed.
Save the link
Click Save Change. Both fields must be filled in together. To remove the link, clear both fields and save.
Update the financials
Open the Financials tab and click Edit
The Edit Financial Information dialog opens.
Enter the values
Update Currency, Estimated Total Contract Value, Estimated Annual Contract Value, Original Contract Value, Original Contract Annual Value, PO Number and Cost Centre. Values must be numbers; PO Number and Cost Centre can be up to 100 characters.
Click Save Change
The Financial Information card updates.
Record termination and extension terms
Open the Termination & Extension tab and click Edit
The Edit Termination & Extension Information dialog opens.
Enter the details
Complete Termination Comments, Termination Terms, Extension Comments and Extension Options (in Months). Extension options must be a number.
Click Save
The Termination & Extension Information card updates.
What you can do from here
To… | Do this | Guide |
Record that notice has been given | Click Give Notice | |
Add or request documents | Open the Documents tab | |
Approve or reject the contract | Click Approve Contract or Reject Contract | |
Restrict who can edit it | Click Record Access | |
Add or remove owners | Open the Contract Owners tab | |
Get a summary of the contract | Click Summarise with AI | |
Archive the contract | Click Archive |
Inside a contract record
Tab | What's in it |
Latest Activity | Notes, calls, meetings, tasks and system entries for the contract |
Financials | Currency, estimated and original contract values, PO number and cost centre |
Termination & Extension | Termination comments and terms, extension comments and extension options in months |
Documents | Contract documents and document requests (Contract Plus) |
Savings | Savings records linked to this contract, with an Archive Status filter, search and export |
Custom tabs | Any custom tabs your organisation has set up for contracts (paid plans) |
Custom Notifications | Your own reminders for this contract |
Contract Owners | The users responsible for the contract |
Change Log | A history of changes made to the record |
Approval Log | Approval requests and decisions. Shown only when the contract needs approval or has an approval history. |
Common questions
Why can't I see the Edit button?
Your role may not allow you to edit contracts, or the record may be restricted to its Contract Owners. On demo records, Edit is shown but greyed out.
Does Give Notice tell the supplier?
No. It only records on the contract that notice has been given. It doesn't notify the supplier or trigger any automatic actions.
Why is there no Approval Log tab?
The tab only appears when the contract needs approval or has been through approval before.
How do savings records appear on the Savings tab?
The tab lists savings records that have been linked to this contract. Link a contract from the savings record. See Adding a New Savings Initiative.
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If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.