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Coupa Success Portal

Update Published Contracts

Overview

As a basic principle, a published contract should not be changed. Nevertheless, sometimes it is necessary to update the terms of a contract or make other corrections. There are two ways to update a Completed or Published contract:

1. Edit the contract

  • Edits to a contract take immediate effect, without requiring an approval workflow. Because of this, editing - which requires a specific permission: Edit Completed or Published - is recommended for a limited set of users. 
  • All contract data can be edited, however in general it is recommended that edits be reserved for relatively simple changes that do not affect the legal terms of a contract; for example pricing updates, a new contract owner, or other minor corrections.

2. Amend the contract

  • Changes made through an amendment require configured approval and signing workflows, and ensure appropriate audit trails. Because changes don't take effect until passing through approvals, amendments are recommended for most updates to existing contracts.

Working with amendments and editing Completed or Published contracts requires that Enable Contract Hierarchy is turned on in your company's settings (Setup > Company Information). If you do not have CLM Standard you can work with contract revisions.

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Editing contracts in CLM Standard

When viewing your list of contracts, click the Edit link to the right of the contract you want to update. After making changes, scroll down and click Save. Because edits take effect immediately after saving, and don't require an approval workflow, it is recommended that editing be used only for relatively minor changes, such as: 

  • attaching certificates or compliance reports
  • changing the contract owner's name
  • pricing updates during the contract period
  • other simple corrections

 

  • Edits are not propagated to the authoring tool, and apply only to requisitions, invoices, etc, that are issued after the edit is saved. 
  • Publishing an amendment overwrites changes made by editing. A warning message is displayed when a contract with a not yet published amendment is edited.
  • Edits are logged in the contract's History.

If you are trying to edit any of the following fields, please be aware there are certain conditions associated with these fields:

  • Contract type: 
    • If modified, custom fields dependent on the Contract Type are refreshed.
    • If Contract Type currently has a value (the field is not blank, or empty) it cannot be changed to a blank, or empty, value.
  • Hierarchy type: 
    • Cannot be changed from Master to Contract if the contract is referenced as a Parent by other contracts or invoices.
    • Cannot be changed from Contract to Master if the contract is referenced as a backing document on non PO-backed invoices.
    • If changing from Contract to Master in a case where the contract has a Parent assigned, the Parent field is cleared, and references on that Parent contract are updated.
  • Supplier: If there are existing transactions* that reference the contract, Supplier will be a read-only field.

* Transactions include requisitions, purchase orders, invoices, supplier items, requisition forms, webforms and punchout sites.

  • Parent Contract: can only be changed to a contract associated with the selected supplier. 
  • Currency: if there is any current spend against the contract, Currency will be a read-only field.

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The Edit Completed or Published permission required to edit a contract is not inherited and must be explicitly assigned. The permission is included in the standard roles: Admin and Edit Published Contracts. 

Published contracts can be imported through the Contracts CSV file or API. A separate standard role, Load Published Contract, includes the permissions to allow bypass of possible requirement for approvals. The permissions are included in the standard Admin role as well.

Update Legal Agreement

Users with the permission, Update legal agreements on completed and published contracts can upload a new or revised document as a Legal Agreement to the Contract record. When editing a Completed or Published contract, scroll to the Documents section. 

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This makes it easy to fix an accidental upload of the wrong document, or correct errors in the agreed contractual text, without having to create an amendment.

Amending contracts in CLM Standard

An amendment is essentially a new contract record which links to the original record in a hierarchy. Unlike edits, updates made via amendment in CLM Standard do not take effect until they go through the same approval and signing workflows as the parent contract. 

To amend a contract, open the original contract,scroll down and click Amend. After making changes, click Save to send for authoring or approval. The changes, compared with the original contract, are marked by a purple flag on the saved record. Access restrictions through content groups are propagated from the original contract to the amendment. 

When an amendment is published, the original contract is automatically updated with the changes.

Edit published amendments

Publishing a new amendment does not overwrite data in other existing published amendments. If an existing published amendment contains outdated data, it is still accessible in reporting and searches. Users with the Edit Completed or Published permission can edit these amendments to fix errors and ensure accurate search and reporting.

Open the contract that contains the outdated amendment. Scroll down and click Edit. All fields can be edited, except: Contract Name, Contract #, and Status.

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Click Save to submit your changes.

 

Edits to Completed amendments reflect in the original contract when the amendment is published.

Edits to Published amendments do not reflect in the original contract (that requires editing the contract manually or creating a new draft amendment).

Delete published amendments

Amendments can also be deleted, including those whose status is Completed or Published. Users with the Destroy permission (under the Contracts controller) will see the Delete icon when viewing a list of amendments.

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Deleted amendments are not permanently lost, instead their status is set to Inactive. Deleting an amendment does not modify the contract record (that would require editing the contract manually).

The contract list can be filtered to display Deleted amendments. To view amendments in the Contract list, filter Hierarchy Type for Amendment.

Amendments are listed as separate entries in the contracts data table. If the original contract is deleted, all amendments are deleted with it. However, if any amendments are pending approval, approved or pending signature, they cannot be deleted, but have to be withdrawn to a Draft state first. Deleting a parent contract record with amendments in one of those states will trigger a warning message. You can confirm and take care of the amendments manually afterwards. Contracts and amendments can be deleted online as well as through the Contracts CSV file or API.

Updates of contracts authored in CLM Advanced

For contracts authored in CLM Advanced, the following fields can be edited only by updating the contract directly within CLM Advanced. These fields cannot be edited on the Core record:

  • contract type
  • hierarchy type
  • supplier
  • currency 

Amendments are not available for contacts created from CLM Advanced.

Contract revisions

If you do not have a license for any of the Coupa CLM modules, the basic Contracts function that is included in the Procurement license allows you to handle updates to published contracts by creating new versions.

To make a contract revision, go to the Contracts page and find the contract. Open it and make the changes. Clicking Save creates a new contract in Draft state with the same name and number as the original one. Publishing this draft replaces the original contract. 

The older versions of the contract can be retrieved in the supplier record. Scroll down to the bottom to view the Contracts table, where all current and previous contracts associated with that supplier are listed.

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