Value Proposition: Vendor Contract Register is not a “contract archive” in folders. It is an operational file that answers daily questions for AP/Procurement: Is this invoice under a contract? What are the agreed payment terms for the supplier? Does the price match contract pricing or is there an exception? Are there supplier discounts or rebates that need to be tracked and settled? Is the contract nearing expiration and requires renewal tracking before entering automatic renewal? This product organizes the contract journey from signing → entry as a financial record → linking to invoices and POs → periodic follow-up → producing a Pack of evidence for governance and auditing.

In 20 Seconds: What Will You Get?

• Searchable Vendor Contract Register: Contract number, supplier, owner, supply scope, start/end dates.
• Renewal Tracking: Notice period + renewal decision status (Renew/Terminate/Renegotiate) + owner.
• Supplier Payment Terms: Net terms + advances/retentions + any special conditions (such as Retention).
• Contract Pricing: Price list/rate card + increase cap + effective date + approval reference.
• Supplier Discounts: Immediate/conditional/volume discounts/rebates with a tracker for settlement (CN/Offset/Claim).
• Exceptions Log: Invoices outside the price/terms with reason, approval, and date.
• Evidence Index: Linking the register to copies of contracts, appendices, price approvals, and CNs to facilitate auditing.

CTA related to outputs: You will receive Register + Renewal Tracker + Terms/Pricing/Discount controls + Contract Pack.

Suitable For

• Procurement + Contract Owners: Managing purchase contracts and tracking renewals, pricing, and discounts without losing information.
• Accounts Payable: Reviewing invoices against payment terms and contract pricing, reducing exceptions before payment.
• Controller / Internal Audit: A file of evidence linking the contract to the process and to exceptions and approvals.

Not Suitable For

• If all your purchases are spot purchases without contracts — you will first need a contract/framework agreement policy before the register has a significant impact.
• If you have a complete CLM System managing alerts, renewals, and versioning — you may only need a “Reporting/Controls Pack” and not a new register.

Without the Register / With the Register (Short Comparison)

Before Use: 5 Symptoms That Purchase Contract Management Causes “Invisible” Losses

• No single file showing active contracts and who the owner is for each contract.
• Automatic renewal/contract expiration discovered late because there is no renewal tracking or recorded notice period.
• Invoices approved at different prices than contract pricing without recording reason or exception approval.
• Supplier discounts (rebates/volume discounts) are lost because there is no tracker for their entitlement and settlement.
• Discrepancy in payment terms for the supplier between the contract and Vendor master/PO, confusing cash planning and managing payables.

How Does the Vendor Contract Register Work Practically from Contract Signing to Invoice Review?

The journey begins with entering the contract into the Vendor Contract Register with fields that impact financially: payment terms for the supplier, contract pricing, and supplier discounts, along with the notice period to activate renewal tracking. The register then becomes a reference for AP/Procurement when reviewing POs/Invoices: any price or terms discrepancy is recorded as an exception and requires approval. Periodically (monthly/quarterly), the register produces lists: contracts nearing expiration, due discounts, and recurring exceptions—then this is closed in the Contract Pack for delivery.

Implementation Method (3 Steps)

Step 1: Preparation and Data Collection

• Catalog active contracts and appendices (Addenda) and identify the owner for each contract.
• Define mandatory fields: dates, notice period, payment terms, price schedule/rate card, discounts/rebates.
• Establish exception policy: who approves price/terms differences? What evidence is required (Email approval/Change order)?

Step 2: Entry + Controls + Exceptions

• Enter the contract into the register and link it to the contract copy retention path.
• Record payment terms, pricing, and discounts as searchable fields, not just within the contract text.
• Open an exceptions log for any discrepancies appearing in invoices/POs and link it to exception approval.

Step 3: Periodic Follow-Up + Contract Pack

• Produce renewal tracking based on 30/60/90 days + renewal decision.
• Generate reports: prices outside the contract, non-compliant payment terms, due discounts not settled.
• Prepare Contract Pack: snapshot + exceptions + evidence index + sign‑off.

Register Components (Clear Inventory)

1. Vendor Contract Register
   • Practical Purpose: A unified register for purchase contracts and their financial fields linked to the owner and retention path.
   • When to Use: When signing/renewing any contract.
   • Resulting Evidence: Deliverable register + Link to contract copy.
2. Renewal Tracker (Renewal Tracking)
   • Practical Purpose: Prevent missing notice periods and automatic renewals without decisions.
   • When to Use: Monthly/quarterly reviews.
   • Resulting Evidence: Renewal calendar + decision + owner.
3. Payment Terms Library (Supplier Payment Terms)
   • Practical Purpose: Establish reference payment terms linked to the contract instead of relying on an outdated Vendor master.
   • When to Use: When reviewing POs/Invoices and when planning payments.
   • Resulting Evidence: Reviewable terms reference + discrepancy disclosure.
4. Contract Pricing Table (Contract Pricing)
   • Practical Purpose: Maintain price list/rate card, increase caps, and effective dates.
   • When to Use: Before approving an invoice or during renewal review.
   • Resulting Evidence: Approved pricing table used as evidence.
5. Discounts & Rebates Tracker (Supplier Discounts)
   • Practical Purpose: Track conditional/volume discounts/rebates and settle them (CN/Claim/Offset).
   • When to Use: Monthly/quarterly based on contract terms.
   • Resulting Evidence: List of due discounts + references + settlement status.
6. Exceptions Log (Terms/Price/Discount)
   • Practical Purpose: Record any invoice/process outside the contract with decision, approval, and date.
   • When to Use: For every exception.
   • Resulting Evidence: Exceptions log supporting control and auditing.
7. Evidence Index + Contract Pack
   • Practical Purpose: Link contracts, appendices, price approvals, and CNs in a single index and produce a pack for delivery.
   • When to Use: Monthly/quarterly + Year‑End.
   • Resulting Evidence: Contract Pack ready for internal/external review.

What Should Be Included in the Delivery?

• 01-Vendor-Contracts-Register.xlsx: Contract register (key fields + owner + links).
• 02-Renewal-Tracker.xlsx: Renewal tracking (30/60/90 days + notice period + decision).
• 03-Payment-Terms-Library.xlsx: Supplier payment terms + documentation of discrepancies from Vendor master.
• 04-Contract-Pricing-Table.xlsx: Contract pricing (price list/rate card/caps) + effective date.
• 05-Discounts-Rebates-Tracker.xlsx: Supplier discounts/rebates + entitlement + settlement (CN/Claim/Offset).
• 06-Exceptions-Log.xlsx: Terms/Price/Discount exceptions + exception approval.
• 07-Contract-Compliance-Checklist.pdf: Compliance checklist (PO requirement/GRN/Approvals/Change orders).
• 08-Contract-Owner-RACI.xlsx: Responsibilities for managing purchase contracts.
• 09-Evidence-Index.xlsx: Evidence index (Contracts/Addenda/Approvals/CNs) + links.
• 10-Contract-Pack.xlsx: Pack for delivery (Snapshot + renewals + exceptions + sign‑off).
• 11-Runbook.pdf: Operational runbook (Create → Maintain → Review → Renew → Pack).
• 12-Archiving-Map.docx: Retention tree (Vendors/Contracts/Addenda/Evidence) + Naming.
• 13-Signoff-Page.docx: Prepared/Reviewed/Approved + scope of period.

After Implementation (Two Points Only)

• Operational Outcome for the Team: Any invoice or PO is reviewed against a single reference: the contract. A list of “what needs a decision” automatically appears: a contract expiring, a price outside the contract, a due discount not settled.
• Control/Audit Outcome: You have a clear trace: Contract → Terms/Pricing/Discounts → Approved exceptions → Evidence index + signed pack, facilitating compliance checks and supplier risk management.

FAQ — Questions Before Purchase

Is the Vendor Contract Register suitable for multi-branch companies?

Yes, through Company/Branch/Cost center fields and filtering contracts by branch, with the option to produce a pack for each branch or a unified pack.

Does it support both service contracts and supply contracts?

Yes. Service contracts focus on rate card and SLA and proof of service, while supply contracts focus on price list and quantities and GRN, and the register accommodates both types through fields/appendices.

How are contract prices adjusted when there are appendices or change orders?

Each price or appendix is recorded with a Version/Effective date, and any invoice outside the price is linked to an “exception” point requiring approval and documentation.

Does it track supplier discounts and rebates?

Yes, through a tracker linking the discount condition to the period and settlement mechanism (CN/Claim/Offset) with invoice references.

Is the register a substitute for a CLM System?

No. It is a governance and operational process layer when there is no CLM or when you need a clear link between the contract and AP and renewals within a delivery file.

What is the minimum data required to enter a contract?

Vendor + contract number/name + start/end date + notice period + owner + link to contract copy. Payment terms/pricing/discounts are added as available.

Is there a template for internal review delivery?

Yes: Contract Pack + Evidence index + Sign‑off.

Can it be linked to AP Aging and Payment Run Planner?

Yes, as the payment terms and discounts recorded in the register are used to prioritize and show payables and discounts in the payment plan.

Ready to stop “the contract in a folder” and turn it into an operational register for tracking and renewal?

Outputs: Vendor Contract Register + Renewal Tracker + Pricing/Terms/Discount controls + Contract Pack.