Access to Contract Management is included with your organisation's Contract Platform licence. Within a licensed organisation, a 9ine Platform administrator grants access through User Management. Access to Contract Management does not automatically give users access to every contract. Users can only access contracts they have been given permission to view.

For detailed guidance, see the Contract Management user guide.

You can only access contracts that you created, have been assigned to, or have been granted permission to view. Access to Contract Management does not automatically give you access to every contract within your organisation. Each contract has its own permissions, so different users may have access to different contracts.

For more information about contract permissions, see the Contract Management user guide.

Each contract has one Owner and can have multiple Members, Notified Users and Attachment Reviewers. Requester and Approver are informational fields that record who requested and approved the contract.

The available roles are:

• Owner: The person responsible for the contract. Every contract must have one Owner, who can edit and delete the contract.
• Member: Can edit the contract but cannot delete it. There is no limit to the number of Members.
• Notified User: Receives notifications about the contract and can edit the record. There is no limit to the number of Notified Users.
• Requester: Records who requested the contract. This can be a 9ine Platform user or someone who does not have a 9ine Platform account.
• Approver: Records who approved the contract. This can be a 9ine Platform user or someone who does not have a 9ine Platform account.
• Attachment Reviewer: Reviews attachments assigned to them.

A user cannot be both the Owner and a Member of the same contract.

Contract Cost is the overall value you enter for the contract. Calculated Cost is automatically calculated from the financial entries associated with the contract. Calculated Cost includes the total value of all financial entries that are not marked as Reference Only, providing a running total of your committed spend.

Use Contract Cost to record the expected value of the contract, and Calculated Cost to compare it with the value that has actually been recorded through the contract's financial entries.

Reference Only marks a financial entry as informational and excludes it from the Calculated Cost. Use Reference Only for amounts you want to record without including them in your committed spend, such as projected future costs or entries awaiting approval.

If you remove the Reference Only setting, the financial entry is automatically included in the Calculated Cost.

Select the contract's currency during the Finance step. If it differs from your organisation's default currency, you can review and, if required, update the Currency Exchange Rate. The exchange rate is populated using live market data, but you can override it by entering a fixed exchange rate if required. This allows contracts in different currencies to be reported consistently using your organisation's default currency.

A contract can have one of the following statuses:

• Active
• Pending
• Archived
• Pending Termination
• Cancelled

Contracts with an Archived or Cancelled status are removed from the active contract logs but are retained for audit and record-keeping purposes.

Licence Status (Active, Inactive or Expired) relates to your organisation's Contract Platform licence and determines whether the platform is available. It is separate from an individual contract's status.

You cannot edit a contract while it has an Archived or Cancelled status.

To make changes:

• Reopen an Archived or Cancelled contract.

Once the contract has been returned to an editable status, you can make changes as normal.

No. When you duplicate a contract, a new contract is created with the prefix Copy of.

The following information is copied:

• Financial records
• Risks
• Issues
• Lessons
• Tasks

The following information is not copied:

• Notes
• Attachments
• Logged Time
• Logged Cost

Duplicating a financial entry works differently. It does not copy:

• Linked items
• Purchase Order Number
• Invoice Number
• Start Date
• End Date
• Attachments
• Payment Due Date

The My Contracts toggle filters the Contract Log to display only contracts where you are the Owner, a Member or a Notified User. Contracts with an Archived or Cancelled status are not included.

The My Finance toggle provides the same functionality within the Financial Information layout, displaying only the financial entries associated with your contracts.

Use these toggles to quickly focus on the contracts and financial information relevant to you.

To export the data, click Download from the Contract Log or Financial Information log. The export is generated in the background, and you will receive both an in-Platform notification and an email when it is ready.

The exported file reflects the filters currently applied to the log, so apply any required filters before requesting the export.

To compare contracts, open Contract Analysis from the Contract Log. You can compare up to five contracts side by side.

Contract Analysis displays key information for each selected contract, including status, contract term, key dates, Contract Cost, Calculated Cost and payment status, helping you compare contracts and support procurement or renewal decisions.