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Contracts, templates and signatures

Link a purchase contract to a vendor

Follow this guide to choose the contracting vendor. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: Purchasing staffPermission: purchase_contracts capabilityModule v1.7.9
Jump to steps
Where to goAdmin Area → Purchase → Contracts → New/Edit → Vendor
Before you start
  • Use an account with purchase_contracts capability and confirm the intended record or setting before making a change.
  • Follow the exact route above. If the screen or action is absent, check module activation, ownership and permissions rather than using another person’s account.
  • Use controlled test data for configuration, integration, email, AI, payment, portal or automation changes before production-wide use.

What you’ll accomplish

Choose the contracting vendor. The instructions reflect the supplied module’s registered menus, controller actions, views, settings and code-backed validation flow.

Follow these steps

  1. Go to Admin Area → Purchase → Contracts → New/Edit → Vendor.
  2. Select the exact record or option described in this guide.
  3. Complete the displayed fields or action using the rules below.
  4. Save or submit once and resolve any validation response.
  5. Check the resulting record, status, file, notification or integration effect.

Fields and options to review

Vendor identityCompany/name, code, tax/VAT, phone, website, category/group, address and status as exposed by the vendor form.
Contacts and accessVendor contacts, vendor administrators, portal status, language and welcome/notification settings where applicable.
Contract headerContract name, vendor, purchase order, project, department and service category.
Commercial termsPayment terms, payment amount, payment cycle, contract value, notes and description/content.
SigningSigner, email, signed status, drawn/uploaded signature, send recipients, attach-PDF choice and SMS option where enabled.

Rules the system enforces

  • Vendor actions are capability-gated; portal functions also depend on the vendor-portal setting and contact authentication.
  • Contract actions are governed by purchase_contracts capabilities.
  • Signature/send flows depend on the stored signer/email and configured email/SMS services.

How to confirm it worked

  • The supported link a purchase contract to a vendor flow completes without bypassing permission or validation checks.
  • The resulting record, setting, status, file, delivery event or external response is visible from the relevant workspace.
  • Unexpected validation, provider or linked-record errors are investigated before retrying.

Security, privacy and operational checks

  • Apply least privilege to purchasing, vendor, invoice, payment, return, contract and report permissions.
  • Verify vendor identity, bank/payment details, tax, currency, totals and approvals before creating financial commitments.
  • Treat public links, signatures, portal files, attachments and exported reports as controlled business records.
  • Test settings and automated jobs with controlled records before production-wide use.
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