Contracts Grid - View, Search, and Manage Contracts

The Contract grid can be searched to view Contract Details and download key information on spend, terms, and metrics.

See documentation topics:

Contract Use Cases

Video: BuyerQuest Contracts

Create a Contract

Contracts Import

Contracts Export

Contract Pricing Types and Priority

Contracts in the Procurement Workflow

Contracts Spend and Analytics

BuyerQuest Document Status and Workflow

Troubleshooting Contracts and Pricing Terms

Contracts Grid

The Contracts Grid is available to all users having permission to access Contracts. Contracts may be searched, filtered, and reviewed from the grid.

All the columns in the grid are sortable, and Contracts are displayed numerically, in descending order. 

1. Search for a Contract by Contract number of title using the Search bar.
2. Filter on the available key fields to locate a specific Contract.
3. View a Contract by clicking on the Contract Number. Published Contracts may be viewed. Draft Contracts may be viewed or edited. 
4. Click Create Contract to create a new Contract. 

Contracts Status

Contracts will carry one of the following states:

Pending: The Contract has been published and the Effective Date is later than the Current Date

Open: The Contract has been published and the Effective Date is the same as or earlier than  the Current Date and the Maximum Amount of the contract has not been reached.

Closed: The Contract has been Closed, either manually or by the Maximum Amount being reached. 

Expired: The Contract expiration date is the same as or before the Current Date. 

Contracts Details

Contract Details may be viewed for Contracts with Pending, Open, or Closed status. 

1. The Contract ID and Status are shown at the top of the Contract Details page. 
2. The Supplier is listed across from the Contract Expiration Date. 
3. The Cumulative PO Spend Tile displays the current Purchase Order Spend and the Maximum Contract Amount.
4. Click on Export Details to receive an email with a csv file listing the Purchase Order Line details for the Contract.
5. The Cumulative Approved Invoices tile displays the current Amount Invoiced against the Contract. 
6. Click on Export Details to receive an email with a csv file listing the Invoice Line details for the Contract.
7. The total Savings are listed for the Spend on the Contract.
8. Daily Spend bar charts display amount spent by week.
   Note

   Data from transactions associated with the Contract may take up to 24 hours to display in the Spend Analytics tiles and graphs.
9. Contract Information can be referenced in this section, along with
10. The Maximum Contract Amount. 
11. Pricing Terms in effect are listed, showing SKU (if the Contract is SKU-based), and Quantities with associated Discounts. 
12. Pricing Terms may be Exported. 
13. Attachments may be viewed, along with 
14. Comments that have been submitted regarding the Contract. 
15. The Contract History lists Status Changes and Updates with Dates. 
16. Contracts may be Saved as PDF for future reference.
    Please note that the resulting PDF will not include the Spend Analysis included in the tiles and bar charts displayed at the top of the Contract Details page. 

Contract Details - Imported Contract

Contracts created in external systems may be imported for viewing and reference in the BuyerQuest system by properly permissioned users.

The History section displays the imported Contract status as Closed.

Export of Purchase Order Line Details for Contract

A user may Export a current Purchase Order Line Details in a csv file. The file is emailed and includes the following fields: 

Purchase Order Number, Line, SKU, Qty, List Unit Price, Contract Unit Price, Amount Spent, Amount Saved, Percentage Saved, and Ordered Date

A sample file is included here: BoshC0000012342POLine.csv

Export of Invoice Line Details for Contract

A user may Export a current Invoice Line Details in a csv file. The file is emailed and includes the following fields: 

Invoice  Number, Line, PO, SKU, Invoiced Qty, List Unit Price, Contract Unit Price, Amount Invoiced, Amount Saved, and Invoice Date

A sample file is included here: BoshC000012345InvoiceLine.csv