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Coupa Success Portal

Contract Creation

Overview

There are two ways a contract can be added to the system:

  • Initial Contract Drafting
  • Initial Contract Capture

Basically, will CLMA be generating a contract document or will it capture the information about an existing document that will be uploaded to the record?   

In this article, we will cover Contract Drafting. For details on uploading 3rd party paper contracts, please refer to Contract Capture.

The Contract Creation process involves the user running a Contract Smart Template. This results in an Interview Wizard guiding the user though a number of questions and at the end, it will generate the contract document containing the relevant content based on the answers given during the Interview.

Design Options

In CLMA, a user is presented with a list of Contract Templates (they are permitted to run), when accessing a site. Depending on how the templates are configured (see Template Configuration), the user will either have the option to ‘Create a New’ contract or to ‘Create from an Existing’ contract. (The latter allows the user to specify an existing contract whose data points will be used in the Contract Template being run).

For Order Contracts (of Masters) it is possible to configure them to appear in the list of templates, however this is not recommended. It is much more intuitive to create an Order Contract from the Master Contract itself.

Additionally, there are 4 routes to creating a contract:

Direct

  • Users have direct access to CLMA and choose the site and template

Core

  • Core to CLMA standard integration including site and template choice (or Order under a Master choice)

Sourcing

  • Source to Contract (S2C) standard integration including site and template choice (or Order under a Master choice)

Start from other system

  • Coupa contract request forms (‘how to’ doc required for this)
  • Direct API calls (not recommended)

There is no single ‘best practice’ for how to configure templates to support the Creation process. Each contract needs to be considered and determined what configuration will work best.

Considerations

For each contract type in scope consider:

  • How will the user know which contract to generate? If this is not inherently known, then you may need to consider additional guidance documentation containing a decision tree to help the user run the correct template.
  • What business trigger(s) are there for contract creation, and where and who do they come from? (See the 4 routes to contract creation above). Ensure that the system is configured to support each of the routes in scope for the solution and ideally arrive at the same point ahead of moving into the next step in the lifecycle.
  • Is Contract Drafting or Contract Capture more appropriate. Consider:
    • Ratio of ‘our’ vs ‘their’ paper
    • Volume of contracts per year/month
    • Complexity of contract (i.e. does each one need extensive alterations)

Things to avoid

Excluding NDAs, beginning the contracting process (draft) without a supplier in the supplier table (s2c or integration with P2P).

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