Create contract
Create the procurement contract using the form below
The procurement contract has been created in another application
Editing an existing procurement contract
Editing the form content
Archive
Move selected goods or services


Information in accordance with the information page will appear on the “Procurement contract” tab:

  • Procurement name and numerical ID
  • Notice type, comparison criteria
  • Open the notice in PDF format
  • Open the notice in HTML format
  • Create a new notice using this as a template
    • If the organisation is using the test environment
      • Copy the call for tenders to the test environment
  • Create a negotiated procedure using a call for tenders as a template
  • Copy as a template
  • Discussion message window
  • Deadline
  • Created by
  • Number of tenders received
  • Number of tenders selected
  • Number of supplier organisations

 

In addition, the view will enable functions depending on the status:

  • Create contract (linked)
    • If the contract has been made
      • Open PDF
      • Edit contract
      • Copy as a template
      • Remove
  • Move selected goods or services
  • Archive





Create contract


Creation of a procurement contract may vary from one organisation to the next depending on the functions that are in use in the Cloudia environment.

  • If Cloudia Contract is in use, the procurement contract will be made using this application
  • If you are using the Contract Management module, the procurement contract will be made using this application.

In these instructions, creation of a procurement contract is described via the procurement contract function. Cloudia Sourcing does not contain these additional functions.


The selected suppliers will be listed on the page (the list also shows which object rows or groups each supplier has been selected to supply). A separate contract is prepared for each selected supplier.


 

 

Create the procurement contract using the form below


Select “Basic contract template” from the drop-down menu. 


 

If you would like to use the basic template to create your contract award, select “Create a contract award using the form below”.

 

Filling in the form


Some of the information on the procurement contract form comes directly from the system and it cannot be edited. Some of the information comes from earlier processes and it can be edited (this text is in text fields). When information is entered into fields using the form editor, the fields and headings will be transferred to the procurement contract.

 

  • The parties
  • Object of the contract
  • Contract period
  • Contract award
  • Customer rights and obligations
  • Supplier's rights and obligations
  • Prices
  • Terms of payment and interest for late payment
  • Terms and time of delivery and other conditions
  • Late fees
  • Force majeure
  • Confidentiality
  • Cancellation of contract
  • Resolving disputes about the contract
  • Contract documents and their publicity
  • Other matters
  • Signing
    • Introductory text
  • Client signatures
    • Client signatory
    • Signature date
    • Locality
  • Supplier signatory
    • Signature date
    • Locality

Tip!

You can add additional information text:

- By entering it

- By copying/pasting it from another document

- By selecting pre-saved text from a drop-down box (you can edit the selected text)

- Click on the cross to empty the text field

- Pre-saved text can be managed in the section "Tools > List editor"

- You can also save text to the "pre-saved texts" menu on the fly by ticking the selection box next to the cross icon and entering a descriptive name for the pre-saved text


Save the procurement contract

  • If you would like to save the procurement contract award, click the “Save” button at the end of the form
  • Click “Return” to go back to the “Procurement contract” tab

 


The procurement contract has been created in another application

 

If you have made a procurement contract using another application and you would like to import it onto the system, select “The procurement contract has been prepared using another application”.

  
  • Select “Upload procurement contract document”
    • Upload the document in the window that appears
  • The uploaded file will appear on the form as a link:
    • The file can be opened by clicking the link
    • The file can be deleted by clicking the cross icon after the link

 

 

Editing an existing procurement contract

 

You can edit existing procurement contracts on the “Procurement contract” tab. The following actions can be taken on the contract:

  • Open PDF
    • The contract will open as a PDF document
  • Edit contract
    • The contract editing window will open
  • Copy as a template
    • After saving, it will be possible to select the contract from the “Make contract” drop-down box
  • Remove
    • The procurement contract is removed

 


Editing the form content

 

Select “Edit contract” on the “Procurement contract” tab (link to editing an existing procurement contract)


Fixed contract elements that cannot be edited

It is not possible to change the data type or name of fixed contract elements or delete such elements from any contract.

 

Fixed fields whose data types cannot be changed:

  • The parties
  • Object of the contract
  • Contract period
  • Contract award

 

Editing contract element data types

In the editing state, the following action links and functions are available for each contract element.

 

Add a new element (the plus icon):

  • A window will open enabling you to enter a name for the element and select a data type

 

Single-row text field

  • You can enter default text for the field

 

Multi-row text field:

  • You can select whether a pre-saved text menu will be displayed for the field and whether it will be empty or use an existing menu of pre-saved text (an existing menu can be selected from the list that opens)
  • You can also enter default text for the field

Price:

  • You can enter the default price and select the currency from a menu
  • You can only enter numerical values into this field

 

Price range:

  • You can enter the default price range and select the currency from a menu
  • You can only enter numerical values into these fields

 

Numerical data:

  • You can enter a default value
  • You can only enter numerical values into this field

 

Value range:

  • You can enter a default value range

 

Date:

  • You can enter a default value
  • You can only enter dates into this field

 

Date range:

  • You can enter a default date range
  • You can only enter dates into these fields

 

Value list:

  • You can enter the desired number of options (these will be shown in the drop-down menu)
  • You can select whether the first value will be an empty selection
  • You can move created rows up/down using the arrow buttons (or by dragging and dropping them) or remove rows or add new rows in the desired locations by pressing the arrow button

 

Remove this element (cross icon):

  • Remove the element from the contract.

 

Edit element (tool icon):

  • Open the window stated in the creation section, enabling you to change the element's data type. If the data type is changed, any information that has already been entered for this element will be deleted.

 

Move up (up icon):

  • You can move the element upwards one step at a time.

 

Move down (down icon):

  • You can move the element downwards one step at a time.

 

Drag and drop (double-headed arrow icon):

  • You can move the element to the desired location by dragging and dropping it.

 

Save changes

  • Remember to save your changes by clicking “Save”



Archive

 

You can move a tendering process to the Archive by selecting the tendering process in the “Completed” folder and clicking “Close this tender competition and transfer it to the Archive folder” during the “Contract award” or “Procurement contract” phases.


The tendering process will be transferred to the relevant “Archive” folder depending on the year.


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Move selected goods or services

 

The “Procurement contract” tab enables you to export the selected products in CSV format for further processing if necessary.

  • Select the tendering process in the “Completed” folder (the suppliers must have been selected and the contract award must have been made)
  • On the information page (above the list of selected suppliers), click “Transfer selected products or services”

 

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Select a tender

  • Start by selecting the tender that you want to transfer to an external system.

 

In the transfer window:

  • The procurer's ID, supplier's ID and the procurement validity period will be shown at the top (you can edit these details)
  • The products/services are listed and grouped according to any applicable object groups
  • Tick the box before the name of the product/service to select the product/service for transfer
  • For each product/service:
    • The name will be entered automatically from the call for tenders
    • The “item ext” field enables you to enter your own items
    • Click the “quantity” section to specify whether quantity information is to be extracted from the call for tenders automatically (remove the tick to prevent this from happening)
    • The information in the “unit” section is entered automatically from the call for tenders
    • The information in the “price” section is entered automatically from the call for tenders
  • Click “Save” to save the information and continue working on it later
  • When you have finished, click the “Save and generate a transfer file” button

 
  • All of the CSV files that are generated will be listed in the bottom part of the transfer window
    • Click on the name of a file in the list to open it and/or save it on your own computer