Set up contract management

Contract Management  •  Article  •  6/4/2025  • 

Contract setup allows you to activate contract management extensions for sales and purchase functionality. The following procedure outlines how to perform this activity.

  1. Select the Search icon , enter Contract Setup, and choose then related link.
    The Contract Setup page opens.
  2. On the General FastTab, enter the required information in the following fields:
    |Field|Description|
    |-----|-----------|
    |Allow Orders Outside Date Range |Specify whether the order can be created when the associated contract is outside the specified date range. The options are Yes + Notification and No.|
    |Allow Posting Outside Date Range |Specify whether posting transactions are allowed when the associated contract is outside the specified date range. The options are Yes + Notification and No. |

  3. On the Purchase FastTab, enter the required information in the following fields:
    |Field|Description|
    |-----|-----------|
    |Enable Contract On Purchase |Specify whether to enable the contract management extension purchase functionality.|
    |Auto Fill Purchase Contract Details |Specify whether the details of the purchase contract are automatically inherited into purchase documents when the item number is entered. This toggle is turned off by default.|
    |Purchase Date Range Applies-to |Specify the date range to consider when linking a purchase contract to a purchase document. The types of purchase document dates include:

    • Document Date
    • Order Date
    • Posting Date
    • Expected Receipt Date
    • Requested Receipt Date
    • Promised Receipt Date
    |
    |Purchase Contract Nos. |Specify a code that the number series will use when it assigns a number to the purchase contract. |
    |Auto Close Purchase Contracts |Specify a date formula value in conjunction with a job queue entry, after which the system automatically closes an expired contract. Select Job Queue > Auto Close Purchase Contracts after specifying a date formula to create an entry that will automatically close expired purchase contracts. |
    | Exceed Purch. Contract Qty. Alert Type | Select how the system must notify you if the Qty. to Receive field value exceeds the Contract Qty. field value when creating a purchase order from a purchase contract.
    The available options are:
    • Error: The system displays an error message, preventing you from creating the purchase order.
    • Warning: The system displays a warning message, but you can proceed with creating the purchase order, if needed. Further, the system displays a warning message when releasing a purchase order linked to a purchase contract.
    |

  4. On the Sales FastTab, enter the required information in the following fields:
    |Field|Description|
    |-----|-----------|
    |Enable Contract On Sales |Specify whether to enable the contract management extension sales functionality.|
    |Auto Fill Sales Contract Details |Specify whether the details of the sales contract are automatically inherited into sales documents when the item number is entered. This toggle is turned off by default. |
    |Sales Date Range Applies-to |Specify the date range to consider when linking a sales contract to a purchase document. The types of sales document dates include:

    • Document Date
    • Order Date
    • Posting Date
    • Requested Receipt Date
    • Promised Receipt Date
    |
    |Sales Contract Nos. |Specify a code that the number series will use when it assigns a number to the sales contract. |
    |Auto Close Sales Contracts |Specify a date formula value in conjunction with a job queue entry, after which the system automatically closes an expired contract. Select Job Queue > Auto Close Sales Contracts after specifying a date formula to create an entry that will automatically close expired sales contracts. |
    | Exceed Sales Contract Qty. Alert Type | Select how the system must notify you if the Qty. to Ship field value exceeds the Contract Qty. field value when creating a sales order from a sales contract.
    The available options are:
    • Error: The system displays an error message, preventing you from creating the sales order.
    • Warning: The system displays a warning message. You can proceed to create the sales order as needed. Further, the system displays a warning message when releasing a sales order linked to a sales contract.
    |

  • When creating the order, the system validates and proceeds based on the Allow Orders Outside Date Range field value.
  • When posting the order, the system validates and proceeds based on the Allow Posting Outside Date Range field value.
  • You are allowed to change the order and posting date range.
  • For the Exceed Purch. Contract Qty. Alert Type and Exceed Sales Contract Qty. Alert Type fields, if the Aptean Over Under Delivery extension is installed and an over-receipt code is set up, the system allows receiving additional quantities, as defined in the over-receipt code. In this case, the system displays error or warning messages based on the configured alert type when the receiving quantity exceeds the over-receipt allowance.