Creating contract orders

You create contract orders to govern the recurring or one-time purchase of goods or services between buyers and sellers. Creating contract orders helps optimize the sales order process by making it faster and easier. This is because you can reuse contract order data when you generate sales orders, making the process more repeatable and efficient. Account managers can create, modify, or delete contract orders for accounts.

Before you begin

Make sure that modification rules are configured for Order Contract Process for your seller enterprise. For more information about setting up status modification rules, see Defining modification rules.

To include a specific price list in the menu, the purpose of the price list must be set to Contract by a pricing administrator.

About this task

Creating contract orders involves three process steps.
  • Entering the business contact and contract summary information.
  • Adding the order line details.
  • Entering the payment and delivery schedule information.
Note: The process to create contract orders is a work in progress. Some of the flows and capabilities that are mentioned might be in progress but not yet fully implemented. For example, the process to create contract orders for bundles and services is not fully supported currently.

To navigate quickly through the contract order wizard, use hot keys, or keyboard shortcuts. To view the available hot keys, press shift+h simultaneously. You can also create and implement hot keys for custom fields. For more information, see Adding custom hot keys.

Watch this short video to see how to create contract orders and how they benefit you when you are creating sales orders.

Procedure

  1. Log in to Order Hub and navigate to Dashboards > Account.
  2. Click the flyout menu icon and select Contract orders.
  3. From the Account list, select the account that you want to create the contract order for.
  4. Click Create contract order.
  5. Enter a contract order name.
  6. Set the seller and buyer organizations.
    • To change the seller, under Seller organization, select a name from the list of sellers.
    • To change the buyer, under Buyer organization, select a name from the list of buyers.
      Note: When you save your contract order by either clicking Save or navigating to the next page in the wizard, you cannot change the seller or the buyer organizations.
  7. Select the contact name.
    The contact phone number, email, and billing address are entered automatically. If multiple billing addresses exist, the default address is displayed.
  8. To change the bill to address, click Select a different bill to address, select an alternative billing address, and click Save.
  9. Set the contract timeline by entering the start and end dates.
  10. Set the contract pricing by selecting the currency and the price list to use. If you don't see the price list that you need in the menu, contact your pricing administrator and have the purpose of the price list set to Contract.
  11. Click Next.

Note: At any time during the creation of a contract order, you can click Save to save a draft of the contact order. The contract order remains in a Created (Draft) status until you provide all data and click Confirm. If you changed to a page without saving it, and you click Close, you can take several actions.
  • Discard the changes that you made on the current page.
  • Save the changes that you made on the current page.
  • Delete the entire draft contract order.

  1. Select and add items to the contract order by clicking Add contract order lines and selecting one of the menu items.

Note: For release 25.0.6.1 and later, if customer entitlement is implemented, you can only add items to an order that you have entitlement to. When you are searching for or filtering items by itemID, you can only see the entitled items in the search results. If you search by any other criteria, you can see all items, but the non-entitled items are greyed out. For more information, see Defining customer entitlements and Create a customer entitlement rule.
Adding multiple contract order lines
  1. Select Add multiple lines.
  2. Determine how you want to find the items that you want to add to the contract order.
    • To search for items by product name or SKU, in the filter field, after Contains, enter either a partial or complete number or word that represents what you are searching for and select that item from the list.
    • To search for items by using the catalog, select the Catalog tab, browse the catalog to locate the items that you want to add to the contract order, and add one or more items by checking the checkboxes of those items.

    As you select items, they move to the Selected items section.

  3. Continue to search for and select items that you want to add to the contract order, then review the list.
  4. When you are satisfied with the list of items that you have selected, click Add.
Adding a single contract order line
If you know the SKU number for the product that you want to add to your contract order, you can add a line to the contract order directly.
  1. Select Add single line. A new order line is available for you to enter the SKU number.
  2. For the SKU, enter either a partial or complete SKU number. A list of items is displayed.
  3. Select an item from the list. The item is added as a new line in the contract order.
Adding contract order lines by uploading a CSV file
If you have multiple products to add to your contract order, upload a CSV file to add them all at once.
  1. Select Add from CSV. Alternatively, from the contract order line table section, click upload a CSV file.
  2. Create a CSV file in the sample format with the required headings.
  3. Click Select file and select your CSV from the list.
  4. Click Upload. The system does a validation check and reports any invalid items that need to be corrected to successfully upload the line items.
Note: After you add items to your contract order, note the following display and pricing details.
  • The items are listed as separate order lines in a table as part of the contract order that you are creating.
  • If an item is either a bundle (that includes multiple items) or a service, you see a corresponding icon in the order line number column.
  • For each line item, you can optionally set a delivery schedule. You see a truck icon in the order line number column.
  • The table shows the SKU, product name, unit price, and revised price for the items.
  • Initially, the unit and revised prices are the same. The unit price reflects the price for the item that is in the price list that you selected.
  • If a unit price has a dotted underline, it means that the item uses a tiered pricing model. With a tiered pricing model, the unit price of an item varies based on the quantity that you order. If you hover over the unit price, you see the tiered pricing details that show the price breaks based on the quantity ordered.

  1. Optional: Select and add services to the contract order.

You can add two types of services to a contract order: provided services and delivery services. Provided services are enhancements that add value to the core item, while delivery services manage transportation and fulfillment. If services are available for an item, icons appear in the line item.

  • Provided services icon that looks like 2 people next to each other each other with one sitting at a desk People icon = Provided services.
  • Provided services icon that looks like 2 people next to each other each other with one sitting at a desk and a plus sign under the sitting person People icon with a plus sign = Provided services are available to associate with a line item.
  • Delivery services icon that looks like a truck in motion Truck icon = Delivery services.
  • Delivery services icon that looks like a truck in motion with a plus sign Truck icon with a plus sign = Delivery services are available to associate with a line item.
Including services involves a two-part process. You add services to contract orders so that they are available as part of the contracted agreement. Then, you select and associate services with sales order line items when you create sales orders. Contract orders must include services for you to be able to associate those services with sales orders.

Adding provided services
  1. Click the people Provided services icon that looks like 2 people next to each other each other with one sitting at a desk icon.
  2. In the Add service request modal, select one or more provided services to add to the contract order.
  3. Click Save.
Adding a delivery service
  1. Click the truck Delivery services icon that looks like a truck in motion icon.
  2. In the Add delivery service modal, select a delivery service.
  3. Click Save.
The selected services appear as separate contract order line items in the table.

  1. Enter a quantity for each of the items in your order lines. You can enter a quantity for multiple order lines at once by checking multiple check boxes and entering the quantity.
    When you enter a quantity for an item, you see the total price for that item. If the item uses a tiered pricing model, you see the unit price change to reflect the discounted price based on the quantity that you entered for that item.
  2. To override the price for an item, click an item in the revised price column and enter a new price. You can revise the price either up or down.
  3. Optional: To override the default product class, select a product class for the item from the list. You can show or hide the product class column by using the configuration from Configuring settings.
  4. Optional: Create and assign groups as follows.
    Note: You create groups to help you categorize and organize multiple contract order lines, products, and services into logical subsets. By creating and assigning groups, you can better manage, track, and analyze complex orders. Grouping contract order lines helps to reduce the complexity and improve visibility into large B2B orders.
    1. The first time that you are create a group from the page, click Create group, enter a group name, and click Save.
    2. To add a group to an existing list, click +, enter a group name, and click Save.
    3. Go to the contract order line view by clicking the Order line view icon.
    4. Check the checkboxes of the contract order lines that you want to add to a group.
    5. Click Assign groups.
    6. To locate the group that you want to assign the contract order lines to, select either All groups or Groups for the current contract, and search for the group name. The system filters the list by the group name that you enter.
    7. Check the checkbox of the group that you want to assign the contract order lines to and click Save.
  5. Click Confirm. The system validates the contract order data and the status changes to Confirm.