Evolution of Contract Management – with EASY Contract Management for SAP®Solutions
Create contract work cleverly in SAP® instead of simply managing it automatically
Contracts are the language of business. With EASY Contract Management for SAP® Solutions, you and your employees master the management of your contracts from the inside out. Usable throughout your company and when on the go, the ease of use of the contract management through the SAP Fiori user interfaces allows you to leave the limitations of space and time behind.
The best news first: With EASY Contract Management for SAP® Solutions, you can rely on a contract management solution which is based on a single source of truth approach.
The key pivot points in contract management for SAP
Throughout your company and across locations, EASY Contract Management therefore ensures a uniform database for contractual matters. Inconsistencies and contradictory versions of contracts and duplicates are therefore avoided right from the start. And EASY Contract Management also supports you with your everyday compilation of contracts in SAP®: Your legal department approves tested text modules for use via the contract library, which you and your teams can use to create contracts in SAP® with ease. A user interface (SAP® Fiori) which is easy to use on standard devices – from smart phones/tablets to desktop PCs – supports you wherever you are.
Through the customizable dashboards, users only get to see the contracts and matters that fall within their area of responsibility. Missing contract deadlines is a thing of the past with EASY Contract Management. A sophisticated deadline management system automatically reminds your users of upcoming contract deadlines – and due to the deep integration into the commercial processes, users can access invoices and contracts, etc. directly from the SAP® Fiori Launchpad. This makes contract management in SAP® fun again.
After login: Contracts, dates and to-do’s at a glance
As soon as you launch the application, you are greeted by the familiar Fiori Launchpad. Neat and clearly designed, EASY Contract Management for SAP Solutions brings you up to speed. Anyplace, anytime. On almost any device. Each Fiori tile provides a content type for managing key business contract issues – from the deadline management, to monitoring key KPIs, to the process journal. The latter allows you to delve into the past of your contractual processes, which means decisions remain traceable in detail even years later.
Creation of contracts – classified by contract type
EASY Contract Management for SAP® Solutions transforms your contract management into a center for efficiency. You assign contract types, of which there are several, to different contract groups. You can customize these contract groups to fulfill your business needs. This speeds up your daily work immensely. Provide important contract groups to your key users on a clear basis as a Fiori tile in the EASY Contract Management launchpad. The icing on the cake: When creating a contract, the reference to a SAP® object, such as a purchase order or invoice, can be made directly. You can then access these SAP objects directly from the respective contract – simply with a mouse click. Users of contract management in SAP® can also jump directly from the Fiori Launchpad to the SAP business objects.
Everything saved in one contract file: Contracts and contract-related documents
When a new contract is created, EASY Contract Management creates the contract file associated with the contract in SAP®. Figuratively speaking, this file acts as a digital bracket that brings together all the documents which accompany the contract. This keeps the context intact. This creates structure and gives you an overview. When viewing a contract in EASY Contract Management, you get jump options to “Basic contract data”, to “Contract partners (debtors, creditors)”, to corresponding emails, to the payment plan, or to the scope of application, etc.
Releases and approval processes: Everything under control with work flows
All of the release processes for contract documents can be defined and organized in work flows. For this purpose, EASY Contract Management for SAP Solutions uses SAP technology. When setting up and creating work flows, however, a separate interface is used, which makes this much easier. Critical processing actions, such as deleting or moving documents or files, can be linked to multiple visual check work flows. In this way, you remain compliant.
The basics of contract management: Managing dates and deadlines
Don’t miss out on any more events on the topic of contracts. EASY Contract Management for SAP Solutions automatically reminds you of contracts that can be terminated and fixed-term contracts, the contractual term of which is about to end. EASY Contract Management also enables individual resubmissions and much more. A standard selection is available for the contract search feature. The user can initialize additional search fields from a field list and create his or her own search views. This means that the results list only shows contracts for which a user has the appropriate authorization.
Deep process integration: flawless interaction with Sales processes
Successful contract management impresses due to its deep process integration within the SAP contract file. In this way, EASY Contract Management for SAP Solutions connects SAP standard modules from the area of controlling, sales, finance, etc. with the contract management. Through this process-related connection, EASY Contract Management allows for the creation of a context with the cost and posting, transaction, and other contract processes in SAP®. Direct access to your contracts is therefore possible at any time from various contexts: for example, in the invoice verification process in the event of price variances, in the offer phase, or in the contract negotiation phase – therefore, all contract management in SAP through EASY Contract Management is a piece of cake.
6 Advantages of contract management in SAP®
Efficiency comes from transparency
Manage contracts in SAP, regardless of location. You define who is allowed to access which contracts in EASY Contract Management for SAP Solutions. Defined representatives from the responsible departments can therefore access contracts in the contract management in SAP at any time and from any location.
EASY Contract Management for SAP Solutions is accessed on all standard end devices via SAP® Fiori® – for fast access via PC or smart phone/tablet. EASY SOFTWARE provides the solution for contract management – optimized for on-premises operation in the SAP® environment. No matter when or where – always stay up to date with our contract management for SAP®.
Elaborated management of deadlines
Multi-level deadline calendars with escalation mechanisms ensure that missed deadlines are a thing of the past on the basis of automatically sent reminders. Automated work flows automatically remind you of contracts that can be terminated, fixed-term contracts that are expiring, enable custom resubmissions, and much more. In this way, you remain compliant.
An audit proof solution
Storage of contract documents in the audit proof EASY storage system; a detailed logging of the work steps enables the audit proof management of your contracts. With the Archive Link interface, we link the GoBD-compliant EASY Archive (certified according to IDW PS-880 and ISAE 3000).
Contract life cycle from end to end
EASY Contract Management for SAP® Solutions supports and accompanies the entire life cycle of a contract – from the initiation and creation of the contract through to the negotiations of supplementary agreements, the termination of the contract and the archiving of the agreed contracts. Contract management in SAP® – it’s so easy and smooth.
Practical searches – for quick results
A standard selection is available for the contract search feature. Only those contracts for which a user has the appropriate authorizations are displayed in the results list. Additional search fields can be displayed from a field list and the user can create their own search views. A search for contractual partners is possible, as well as a quick overview of all the contracts that belong to a contractual partner. Another unbeatable option: Our contract management for SAP® also includes the option for maintaining the relationships between the contracts.
Potential benefits in the contract management process in SAP®
Take advantage of the opportunities offered by digital contract management in SAP®: Keep track of all the contracts you have created – every contract is just a click away, no matter where you are or whether you accessing it via desktop PC, smart phone or tablet. Finally, meeting deadlines and schedules is a breeze.
- Potential savings: According to a study by Price Waterhouse Coopers, up to 2% of all corporate expenses can be reduced with the use of a contract management system in SAP®. In addition, the authors of this study conclude that digital, holistic contract management in SAP also increases overall compliance and contract-compliant behavior.
- Quality improvements in contract management: EASY Contract Management for SAP® Solutions, the contract management in SAP®, increases the quality of all the contractual material: Contract Management provides you with a view of the correct contract content at any time, monitors compliance with defined processes and offers an overview of the target and actual status of the contract.
- Release work flows: All of the release processes for contract documents can be defined and organized in work flows. For this purpose, EASY Contract Management for SAP®Solutions uses SAP® technology. When setting up and creating work flows, however, a separate interface is used, which makes this much easier. Critical processing actions, such as deleting or moving documents or files, can be linked to multiple visual check work flows.
- Usability is key – also in contract management in SAP: Mobile working has become standard. This also applies to EASY Contract Management for SAP Solutions. From now on, you always have your contracts with you, on your smartphone or tablet – and thanks to the interfaces in SAP Fiori, you don’t have to miss anything in terms of functionality.
FAQ: EASY Contract Management for SAP®Solutions
Is the operation or appearance user-friendly?
By using SAP Fiori and adhering to the corresponding design and usability specifications of SAP, the solution is perceived as user-friendly.
Which languages are supported?
The product is delivered in German and English. For the languages French and Dutch a translation template (interface) is delivered. This can be extended and adapted in the project. The interface can be translated into other languages, this is usually done together with the customer.
What is the advantage over a NON-SAP solution?
EASY Contract Management for SAP Solutions is fully integrated with SAP®. No interfaces to other systems are required, and contract data is not copied to other systems. Moreover, the user remains in the familiar SAP® environment, and integration of SAP® data is easier. The SAP® authorization concept can also be adopted, eliminating the need to maintain roles and authorizations twice.
Is the contract management modular?
Yes, there are basic modules and modules for the technical specification. Only the modules that the customer needs for the respective project are installed. Thus, at the beginning, customers can only install the preconfigured Process2Go. The customer decides which functions he wants to use from this Process2Go. Additional functions can be added at any time. The use of the document converter for thumbnail creation is included in Process2Go. The customer can also implement the converter at a later date. The same applies to conversion to the long-term format PDF/A. This may be subject to licensing. The product includes programs that subsequently perform thumbnail and/or PDF conversion for documents that have already been filed.
Technical questions: Interaction with the SAP
How does EASY Contract Management for SAP Solutions differ from the SAP® solution?
EASY Contract Management for SAP Solutions can manage and administer all contracts in a company. SAP® does not have its own comparable solution for contract management in the product standard that includes all contracts. In SAP® MM, only purchasing-relevant contracts can be found; in Real Estate Management (RE-FX), correspondingly, only the contracts for buildings, rental agreements, etc. are included.
What are the biggest advantages of EASY Contract Management for SAP Solutions?
EASY Contract Management for SAP Solutions is user-friendly, and provides the company with the option of managing all contracts centrally. The latter is very important, especially for management. At the same time, the structured document repository facilitates daily work immensely, offering a general file structure that can be customized to your needs. A full-text document search (SAP TREX required) supports you during document retrieval with accurate search results. EASY Contract Management for SAP Solutions also supports you in document creation: From now on, you can generate documents with just a few clicks; standardized templates with all relevant text blocks and the necessary data are obtained from the SAP ERP system.
Can the customer continue to use his existing archive?
Yes, all EASY for SAP Solutions products support the SAP® ArchiveLink interface. This means that any archive already connected to the SAP® system can be used. Recommendation for contract management in SAP: have a separate area (content repository) set up for contract management.
Does EASY offer EASY Fiori® / SAP® UI5 apps for EASY Contract Management for SAP Solutions?
Since Q4/2017, cross-device access via SAP® Fiori® / HTML5 has been provided – also for pure on-premises installations.
Can EASY Contract Management for SAP Solutions be operated under SAP® S/4HANA®?
Yes, EASY Contract Management for SAP Solutions supports SAP® S/4HANA® and is certified for S/4HANA.
Is SAP® organizational management supported?
This question is often asked in connection with the assignment of contracts to responsible persons and departments. Yes, SAP® organizational management is used. There is often also a BUT here, very rarely is the SAP® Organizational Management at the customers so deeply developed that it can be used for the assignment in Contract Management. Alternatively, a list of all departments can be maintained in contract management. This can alternatively be used for the authorization check.
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