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The contract management workflow supports contract administration through automatic reminders.

By setting a follow-up date, the contract can be reviewed in the meantime.

Contract events can be recorded with a date in the contract form. By entering a reminder date, a daily reminder is sent starting from that date.

If the notice period expires, daily reminders will be sent via email starting fourteen days before the due date.

Preparing for Contract Management

Contract categories and contract types can be used to categorize contracts. They are not dependent on one another and can therefore be freely defined. The previously defined contract categories and types can then be selected within the contract itself.

Create Contract Type

Create a contract type

Create responsible parties for contract types and categories

Note: The combination of contract category and contract type defines the person responsible for the contract

Manage contracts with these topics

Create a contract

Create contract values

Extend a contract

Terminate a contract

Contract Management in 4 Steps

In the Contract Management module, you can centrally manage all types of contracts—from maintenance and framework agreements to lease agreements and service contracts. You maintain an overview of contract terms, notice periods, contract values, and events. All forms required for preparatory work can be found in the System Control panel and require the appropriate permissions.

Preparatory Activities

Determine the intended use

To start, it makes sense to clarify which contract types you want to map in the system and what level of detail you aim for in contract management. Depending on the outcome, individual setup steps can be adjusted or skipped.

Examples of possible usage scenarios:

- Pure contract management with term monitoring and deadline

management - Complete contract management including contract values, account balances, and financial accounting export - Contract linking with properties, buildings, or
objects - Maintenance contracts in combination with the Maintenance module

Check Rights and Prerequisites

First, define the responsibilities within the team. From these responsibilities, you can then easily derive and assign the appropriate rights to the respective employees. You can find instructions for assigning rights here: 

Once the respective responsibilities have been determined and the corresponding rights assigned, first check whether each employee can actually see and access all menu items relevant to them.

Note: Missing permissions often result in content being invisible or uneditable.

**Additional data that must already exist in the system for the module to be put into operation:

**- **Required:**
- At least one **company** must be created in client management 
- All relevant **companies/contract partners** must be entered in company management 
- All relevant **cost centers** must already be entered in Cost Center Management 
- **Optional:**
- **Properties/Locations** in Portfolio/BIM, if contracts are to be linked to locations 
- **Properties**, if contracts are to be linked to properties 
- **G/L accounts**, if debit balances and postings are to be generated

1.) Enter basic master data in the System Settings

Once the preparatory tasks are complete, you can begin the actual implementation of the Contract Management module.

Start by first storing all relevant master data—which will later be required by contract managers during day-to-day operations—in the system as fixed selection fields. This allows you to create a clean and standardized data foundation for all types of analyses.

**The following preparatory master data should be created first:**

| No. | Master Data | Description |
|-----|------------|-------------|
| a. | Contract Types | Categories such as lease agreement, maintenance contract, service agreement, framework agreement, etc. |
| b. | Contract Status | Status values such as Active, Inactive, Terminated, In Preparation |
| c. | Company Roles | Roles of the company in the contract, e.g., Client, Contractor |
| d. | Event Types | Types of contract events, e.g., contract extension, termination, price adjustment |
| e. | Notice Periods | Deadlines and procedures for contract terminations | You

can find the master data for contract management under:
**System Settings → Commercial Building Management → Contract Management**

>**Note:** It is advisable to use consistent terminology and avoid duplicates. The master data for contracts should be carefully coordinated in advance, as it forms the basis for future analyses and reports.



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2.) Create Contracts in the Portal

You can now begin entering specific contracts into the system. It is advisable to first create a few contracts manually using the “New” form in Contract Management to gain a good overview of the system and its capabilities. In the future, you can also import your contract portfolio into the system via Excel. You can find

Contract Management under:
**Commercial Building Management → Contract Management → Contracts****Key Basic

Data of a Contract:**

| Field | Description |
|------|-------------|
| Contract Number | Unique identifier of the contract |
| Contract Description | Descriptive name of the contract |
| Company | Assigned company/client |
| Contract Partner (Company) | The external contract partner |
| Company as | Role of the company in the contract (e.g., client) |
| Contract Type | Category of the contract (from master data) |
| Contract Status | Current status of the contract (from master data) |
| Contract Date | Date the contract was signed |
| Contract Start | Start of the contract term |
| Contract End (Minimum Term) | End of the minimum term

|**Additional Options:

**- Link to a **property** or a **location** 
- Link to **objects** 
- Storage of a **description** and other contract-related documents

>**Note:** Contracts can also be linked to properties and objects to enable location-based evaluations. Use the corresponding info fields in the contract form for this.



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3.) Contract Workflow: Terms, Reminders, and Contract Expiration

The contract workflow in eTASK helps you efficiently manage the entire lifecycle of a contract and ensures you don’t miss any important deadlines.

### Automatic reminders and resubmission

The system can automatically remind you of important contract dates. To do this, the following deadlines can be configured in

the contract:- **Resubmission:** A freely definable date on which the contract is automatically added back to the worklist. Use this, for example, to prepare for renegotiations or contract extensions
in a timely manner.- **Reminder of Term Expiration:** The system reminds you of the upcoming end of the contract term based on the stored term
expiration date and the configured lead time.- **Notice Period:** The stored notice period helps you ensure you do not miss the latest possible termination date.

>**Note:** Ensure that the reminder parameters in the workflow are configured according to your organizational requirements.

### Service List

The service list provides you with a consolidated overview of all contracts and their deadlines. Use the service list to:

- View
all contracts with upcoming deadlines at a glance- Filter
contracts by status, term end, or notice period- Perform

quick actions for contracts due### Term End and Contract End

The **“Term and Renewal”** information section manages the contract’s key

term details:- **Contract End (Minimum Term):** The end of the contractually specified minimum
term- **Term End:** The actual end of the current contract term (including renewals, if applicable)
- **Renewal Options:** Automatic or manual contract renewal 

### Cancel Contract

If a contract is to be canceled, this can be documented directly in the system and the contract status adjusted accordingly. 

### Deactivate Contract

When a contract is deactivated, no automatic reminders, follow-ups, or debit entries are generated for this contract. The contract remains in the system but is no longer displayed by default in the active contract list. Contract values and events that have already been generated remain unchanged.

>**Note:** Before deactivating a contract, check whether all open debit entries and payments have been settled.



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4.) Contract Events and Contract Values

### Contract Events

Contract events document important occurrences and changes during the contract term. You can find the contract events in the corresponding info section of the contract.

**Typical contract events:**-

Contract
extension- Price adjustment / Indexation-

Termination- Contract amendment /
Addendum- Other contract-related events

The event types are predefined in the master data (Step 1) and are then available as options when creating a contract event. 

Each event can be assigned a date, a description, and, if necessary, additional details to ensure a complete contract history.

### Contract

Values Contract values represent the financial aspects of the contract. They define which amounts are due for the contract and at what intervals.

**Key information about contract values:**

| Field | Description |
|------|-------------|
| Net Contract Value | Net amount of the contract (calculated automatically from the detail values) |
| Gross Contract Value | Gross amount of the contract (calculated automatically from the detail values) |
| Billing Interval | Billing period (monthly, quarterly, annually) |
| Cost Center | Assigned cost center for the posting |**Contract Value

Details** allow for a granular breakdown of contract values into individual items. This enables, for example, different service components of a contract to be valued and evaluated separately. 

>**Note:** The sum of the detail values is automatically calculated as the total contract value. Using the **"Contract Values vs. Detail Value Totals" checklist**, you can verify whether the values are consistent. 

### Debit Postings

Based on the stored contract values, **debit postings** can be generated. Debit postings are the periodic posting instructions generated from the contract values and available for financial accounting export. 



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Next steps:

- Understand the basics of contract management 
- Report: Create a contract list 
- Use the master list of contracts and current contract periods 
- Troubleshooting contract management 

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Fundamental relationships in contract management

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