This video shows how to record forecast (planned) costs, so you can model upcoming spend without affecting committed financial totals.

1. In the Contract Log, click + New Contract to open the Contract Builder.
2. Complete the Details tab as for any contract:
   • vendor and contact information, key roles, subject, department, contract term and status;
   • start and end dates, notice period and any renewal or termination dates.
3. In Step 2 – Finance, add the cost information and select Reference Only. Reference Only costs are:
   • excluded from committed financial totals;
   • still visible in dashboards for planning.
4. You can add projected costs for future years, one-off configuration charges or recurring subscriptions. Mark unconfirmed future costs as Reference Only.
   • *Example:* a three-year licence you expect to renew. Add a Year 4 cost based on the current contract value and mark it Reference Only while negotiations are ongoing.
5. On the Contract Dashboard, use the Cost Type filter to show committed costs, Reference Only costs, or both together.
6. When the budget is approved or the contract becomes active, edit the contract and untick Reference Only. Its value is then included in committed spend.
7. To share forecasts with finance or leadership:
   • click the Download icon at the top right of the Contract Dashboard;
   • choose Download all Tables (XLS);
   • the export includes your active filters.

This video shows how to spot and manage overlapping or duplicate contracts, for example during a long-term IT project.

1. Open a contract from the Contract Log and check its Details tab: description, department, and accurate start and end dates.
2. Use Linked Applications to show which systems or services the contract covers. This reveals where several contracts cover the same or similar tools.
3. Link related contracts to the same Vendor and Processing Operation Assessment (POA). You can then see which services share a compliance review.
4. In Summary of Activities, add Tasks for milestones such as system migrations, licence consolidation or decommissioning. Give each one an owner and a deadline.
5. Use the Notes field for phase-out plans, transition timelines or dependencies. For example: "Legacy system phase-out planned for Summer Term 2027".
6. Review contracts together in the Contract Log to spot overlapping service periods or duplicate coverage.
7. On the Contract Dashboard:
   • use cards such as *Contracts by Status* and *Upcoming Renewals* to find contracts to review before renewal;
   • filter by Vendor, Department or project.

This video shows how to record a contract that is still waiting for internal approval. You can track the proposed spend early without triggering compliance or renewal workflows.

1. In the Contract Log, click + New Contract.
2. Complete the Details tab: vendor, subject, department, proposed start and end dates, and the requester and approver.
3. In Step 2 – Finance, enter an estimated value in Cost, then tick Reference Only under Add Details. The contract is then:
   • visible for planning;
   • excluded from financial reporting, compliance workflows and alerts until it is approved.
4. You can update the figures at any time while budget or procurement reviews continue.
5. Attach supporting documents, such as a draft agreement, quote or approval form, in Attachments.
6. The contract appears in the Contract Log alongside active agreements, so leadership can see proposed spend without it affecting live budgets.
7. On the Contract Dashboard, use the Cost Type filter to see Reference Only contracts on their own or together with committed spend.
8. When the contract is approved, go back to the Finance tab, untick Reference Only and save. The contract is then included in active reporting, renewal reminders and dashboard metrics.

This video shows how to track the invoices and committed spend of a multi-year licence. The example is a three-year licence worth £9,000.

1. In the Contract Log, click + New Contract.
2. Complete the Details tab: vendor, subject or department, and start and end dates for the full three-year term.
3. In Step 2 – Finance, enter the total contract value (£9,000) in Cost.
4. Click Add Details and choose one of two ways to log invoices:
   • Option 1: add only the invoice you have received, then add each new invoice as it arrives. The Calculated Cost gradually reaches the total.
   • Option 2: add all three years at once with known or estimated values. Leave the invoice number and payment status blank until each invoice arrives.
5. As invoices arrive, update each line with the invoice number, goods-received confirmation and payment date. This lets you track committed and paid spend.
6. Cost is your total commitment and Calculated Cost is your spend to date. Both options report correctly on the dashboard, so use whichever fits your finance process.
7. The Contract Log and the Contract Dashboard show the total value, upcoming invoices and renewal dates. Useful dashboard cards include *Total Spend by Department* and *Upcoming Renewals*.