How to add contracts

Efficiently managing your contracts is crucial for staying organized and tracking your expenses. This guide will help you seamlessly add new contracts and review existing ones.

In this guide:

• Accessing Contracts
• Step 1 – Choose your Vendor or Distributor
• Step 2 – Enter Contract Information
• Step 3 – Configure Notification Settings
• Step 4 – Upload Contract Documents

Accessing contracts

1. From the side navigation click NaviStack.
2. Click Vendor Contracts.

Step 1 – Choose your Vendor or Distributor

Contracts are associated with a provider, either a Vendor or a Distributor. Your first step is to select the contract provider.

1. Click Add Contract.
2. In the Vendor/Distributor Name field, search for and select the desired provider, or choose from the suggested Vendors or Distributors.
   
3. Optionally, enter a custom name for the contract. If no name is set, the selected provider's name will be used as the default.
4. Click Next.

Step 2 – Enter Contract Information

At this stage, you have two options.

Option 1: Enter overall cost

If you don’t have detailed information, you can simply enter the overall contract cost

Enter the Overall Cost and click Save & Close. You can edit the contract later to add specific product details when they become available

Option 2: Add product specific contract details

Providing comprehensive information about your contract costs is essential. To activate notifications, ensure you include the notice period and expiration/renewal date.

1. In the Product field, search for and select the desired product, or choose from the suggested Products.
2. Repeat for each product associated with the contract.
3. Click the pencil () icon at the end of the row to set product contract details.
   

Basic contract details

1. Enter basic details about the contract:
   1. Contract Cost: Enter the overall contract cost for the product.
   2. Billing Every: Select the billing frequency.
   3. Expiration/Renewal Date: Enter the expiration/renewal date.
   4. Notice Period: Enter the number of days before expiration/renewal to extend the contract or adjust terms.
   5. Auto Renew: Optionally check if the contract auto-renews.
2. Click Save.
   

Advanced contract details

1. For more detailed information, click Click here for Advanced Options.
2. Select the appropriate billing type details:
   
   
   1. Billing Type: Select the billing type. For Per or Usage Based, select the associated Per type.
   2. Amount Purchased: Enter if Per is selected.
   3. Unit Cost: Enter if Per is selected.
3. Enter additional contract details:
   
   
   1. Currency: Default is USD. Additional currencies coming soon.
   2. Total Contract Cost: Enter the total cost.
   3. Billing Every: Select the billing frequency.
   4. Contract Term: Select the terms. If no agreement, select No Term.
4. Set the contract dates:
   
   
   1. Start Date: Enter the start date.
   2. Expiration/Renewal Date: Enter the expiration/renewal date.
   3. Billing Date: Enter the billing date.
   4. Notice Period: Enter the number of days before expiration/renewal to extend the contract or adjust terms.
   5. Auto Renew: Optionally check if the contract auto-renews.
   6. Notes: Optionally enter notes.
5. Optionally, change the category/subcategory set. The default will be based on the product settings.
   
6. Click Save once all available details have been entered.

Repeat these steps for each product associated with the contract. Once all product details are added, click Next to proceed to Notification Settings. Otherwise, click Save & Close to save your progress.

Step 3 – Configure Notification Settings

Notification settings are defined for each product, allowing you to set different periods and recipients.

1. Click the pencil icon at the end of the row to set the notification details.
2. Toggle the notifications you'd like to enable.
   
3. Enter the number of days before the expiration/renewal date or notice period you’d like to be notified. The value must be 1 or greater.
4. Enter the email address where notifications should be sent.
5. Click Save.
   

Repeat for each product you want to receive reminders about. Once completed, click Next to proceed to Contract Upload. Otherwise, click Save & Close to save your progress.

Step 4 – Upload Contract Documents

You have two options for uploading documents or adding a link to an external source.

For individual product contracts.

Click the upload () icon (if no uploads are available) or the paperclip () icon (uploads available) at the end of the row to add contract documents or links.

For the Vendor/Distributor contract.

Scroll down below the products to upload documents for the overall contract.

Adding an external link

To include an external link, you must copy the full link path. Most external tools will have a Share option that will allow you to copy the link.

1. Optionally, enter a business-friendly name in the Link Name
2. In the External Contract Link field, enter the document link location.
3. Click Add.
4. Click the open () icon to verify the link.
5. Click the pencil () icon to modify the link and click Save once edits are complete.
6. Click the trashcan () icon to remove the link.

Uploading a document

1. Click browse from your device to select documents from your device.
2. Optionally, edit the file display name by clicking the pencil () icon.
3. Click the trashcan () icon to remove a document.

Once all related materials have been attached, click Save Contract.