This article explains how Vendors can log in to a Contracts Management system to view contracts and perform contract-related activities. Use this guide if you are an invited vendor and need to access or interact with your contracts and company details.
Prerequisites
You must have received an email invitation from the contracting organisation. This email will contain:
- A unique login link for that organisation.
- Your username (your email address).
- Your initial password.
Steps to Log In and Change Your Password
Log In to the Contracts Management System
- Use the unique login link provided in your invitation email to access the system.
- Enter your username (email address) and initial password.
Note: Multiple organisations may use this system. Each organisation has a unique link you must use to log in. We recommend bookmarking each link.
Change Your Password
- Click on the user icon in the top right-hand corner.
- Select Edit your profile.
- Select Change Password.
- Enter your new and old passwords.
- Click on Save.
Using the Contracts Dashboard
Once logged in, the Home page presents two main options: Contracts Management and Company Profile.
Contracts Dashboard
In the Contracts Management section, you can view your contracts and any permitted actions. Key sections include:
- My Contracts: Lists all accessible contracts you have with the organisation.
- Requests for Information: Lists all questions you have asked against your contracts.
- KPI Performance: Lists Key Performance Indicators where you can record your results for each review period.
- Payment Certificates: Lists all payment certificates added to your contracts.
- Work Orders: Lists all work orders added against your contracts. (Note: You cannot submit your own Work Orders, but you can review any added by the organisation.)
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My Submissions: Lists all pending and historical approval submissions.
Viewing Contract Details
Under the 'My Contracts' section, you will see a table of contracts that you can access. Click on the name of the contract to open and review the details in a pop-up window.
Overview Tab
The Overview tab contains the following informational sections:
- Details: High-level contract specifics as entered by the organisation. You can also see which internal organisation contacts are assigned to roles on the contract.
- Duration: Information regarding the contract's initial, current, and maximum end dates.
- Value: Information regarding the contract's initial and current monetary value (including any variations).
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Documents: Allows you to view and download files permitted by the organisation, and also provides the ability to upload your own documents against the contract.
Vendor/Contractor/Supplier Tab
This tab (labeled as 'Vendor', 'Contractor', 'Supplier', or similar) contains your details as the second party on the contract and allows you to manage related records:
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Company Profile: Click the View Vendor Record button to view and update your company profile.
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Contacts: Review, create, and link contacts for the people at your end who will be working on the specific contract.
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To manage contacts: The table displays linked contacts; click on these to update details, or use the create new and link existing contacts buttons below the table.
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To manage contacts: The table displays linked contacts; click on these to update details, or use the create new and link existing contacts buttons below the table.
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Compliances: Review, create, and link compliances (e.g., certificates of currencies for insurance, licenses).
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To manage compliances: The table displays linked compliances; click on these to update details and upload files, or use the create new and link existing compliances buttons below the table.
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To manage compliances: The table displays linked compliances; click on these to update details and upload files, or use the create new and link existing compliances buttons below the table.
Registers Tab
The Registers tab will only be visible if the organisation has permitted you to perform actions against the contract (such as raising Variations, Extensions, or Payment Certificates). This is where you can initiate these actions.
Completing Actions Against Your Contracts
If the organisation has permitted you to perform actions, you can submit Variations, Extensions, Payment Certificates, Requests for Information, and Performance Review Results.
Option A: From the Contracts Dashboard
- Navigate to the Contract Specific Actions section at the top of the page.
- Select the contract and the appropriate option (e.g., Variation, Extension).
- Click Go.
Option B: From the Contract Details
- Click on the contract title to open the details.
- Go to the Registers tab (only visible if actions are permitted).
- Locate the section for the desired action (e.g., Variations).
- Click on the big plus (+) button on the right to create a new item.
Tip: After entering the details for an extension, variation, or payment certificate, you'll need to submit for approval by clicking the Prepare approval submission button at the bottom of the page and then Submit.
What's Next / Related
- Raise an Extension Against a Contract
- Raise a Variation Against a Contract
- Raising a Payment Certificate against a Contract
- Submitting your Performance Review Results
- Review your Approval Submissions
Limits & Notes
- You cannot submit your own Work Orders, but you can review those added by the organisation.
- Each organisation will have a unique link you must use to log in.