Summary:

This article describes contracts, contract spend visibility, and how to enable them for your organization. Please note that these functionalities require configuration changes to be enabled. To request enablement for any of these functionalities, please see Instructions for feature enablement.

Contract spend collection allows tracking of how much has been ordered and invoiced against a contract. This enables contract spend visibility, where you can see the monetary usage of contracts and also follow ordering and invoicing that is not contract-based.

In AP Procurement, it is possible to collect the list of orders and spend plans using that contract and their total sums. Contracts are not used to limit or restrict ordering. To do that, use AP Automation Budgets instead. 

In AP Automation, it is possible to collect the list of invoices and the total sum for those invoices, if the contract number is included on a coding row of an invoice. The contract number may be added to coding during order matching or via a coding template. 

Contracts must be imported to AP Automation from an external system by Basware anyERP or Basware API. It is not possible to create contracts manually. To collect contract spend or export contract metadata and spend information, you must use Basware API. 

Functionalities:

There are many enhancements related to Contracts functionality and visibility in AP Procurement, AP Automation, Order Matching and Spend Plans.

Please note that these functionalities require configuration changes to be enabled. To request enablement for any of these functionalities, please see Instructions for feature enablement.

Show contract spend for purchase orders in AP Procurement Professional Tools

Show contract spend for invoices in AP Procurement Professional Tools

Show contract spend for spend plans in AP Procurement Professional Tools

Contract selection in spend plans for professional users

Contract selection in invoice coding for professional users

Map contract number from purchase orders to invoice coding lines

Export list of documents against contract to Excel

Contract search logic improvements

Contract number as read-only value in additional cost settings coding

 

Instructions for feature enablement

1. Go to the Basware Support Portal and click Request a service.
2. Click New Feature Enablement.
3. In the Account field, select your account.
4. In the Business Service field, select the Business line
5. In the Mention the required feature to be enabled field, type the desired functionality name.
6. Click Order Now.
7. A change request ticket will be created and sent to the Change Request Management team. A Change Request Manager will prepare a quote for the feature enablement and will contact you soon.

 

Additional Information:

For more detailed instructions, limitations, and so on, please see this document.