How to Create and Manage Contract Records

This article explains how to create, edit, and manage contract records in the Contract Register. It covers the contract creation, editing existing contracts, and setting up reminders for important dates.

Before You Begin

Make sure you have:

• Access to the Contract Manager module on your account
• Details of the contract you wish to record (e.g. contract name, dates, values, supplier information)

Creating a Contract Record

Step 1 – Navigate to the Contract Register

1. Log in to your Delta eSourcing portal.
2. From the main menu, go to Contract Manager and select Contract Register.
3. You will see a list of all existing contract records for your organisation.

Step 2 – Create a New Contract

1. Click the Create Contract Record button.

Step 3 – Complete the Contract Details

The contract record has several tabs. Complete each section as needed:

• Details – Enter the contract name, reference number, start and end dates, contract value, and the contract manager’s details.
• Suppliers – Add the supplier(s) associated with this contract.
• Procurement – Record procurement details such as the procurement route and category.
• Documents – Upload any supporting documents related to the contract.
• Management Info – Add any additional management information or notes.
• Custom Fields – If your organisation has configured custom fields, complete these as required.
• Change Control – Record any amendments or variations to the contract.
• Performance – Set up performance monitoring criteria for the contract.

Step 4 – Save the Contract

1. Once you have completed the required sections, click Save.
2. Your new contract record will now appear in the Contract Register.
3. You can return to edit the contract at any time by clicking on it in the list.

Editing a Contract Record

To update an existing contract record:

1. From the Contract Register, use the search bar or filters to locate the contract you wish to edit. You can search by contract name, reference number, or status.
2. Click on the contract name to open it.
3. You will see the contract record with all the existing details. Navigate between the tabs to update the relevant sections.
4. Make your changes and click Save.

Archiving or Deleting Contracts

From the Contract Register list, you can also:

• Archive – Select the contract(s) and click Archive to move them out of the active list. Archived contracts can be restored later.
• Delete – Select the contract(s) and click Delete to permanently remove them. This action cannot be undone.

Setting Up Contract Reminders

Reminders help ensure you are notified about important contract dates such as renewal deadlines, review periods, or expiry dates.

1. Open the contract record you wish to set a reminder for.
2. Within the contract record, look for the task tab. 
3. Select the date you want to be reminded about (e.g. contract end date, review date).
4. Choose how far in advance you wish to receive the reminder (e.g. 30 days before, 60 days before).
5. Confirm the email address that should receive the notification.
6. Click Save to activate the reminder.

You will receive an email notification at the specified time before the contract date. You can edit or remove reminders at any time by returning to the contract record.

Tips

• Set reminders well in advance of contract expiry dates to allow time for renewal or re-procurement.
• You can set multiple reminders for the same contract if needed.
• Check your email spam folder if you are not receiving expected reminder notifications.

Need Help?

If you experience any issues, please contact our helpdesk.