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. 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. 

Webinar Verträge und Fristen sicher im Griff

Webinar-Aufzeichnung

Verträge und Fristen sicher im Griff mit EASY Contract Management for SAP Solutions

In diesem Webinar zeigen wir Ihnen, wie Sie mit EASY Contract Management for SAP® Solutions Ihr unternehmerisches Vertrags- und Fristenmanagement auf eine solide digitale Basis stellen – und das vollständig in SAP integriert. Erfahren Sie, wie Sie unternehmensweit und standortunabhängig leichten Zugriff auf alle Verträge, vertragsbegleitenden Dokumente und sonstige Informationen zu Ihren Verträgen bekommen und gleichzeitig nie mehr eine Vertragsfrist verpassen.

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The four key pivot points in contract management for SAP

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.

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.

Mobile working

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 two different solutions for contract management – optimized for on-premises operation in the SAP® environment, or as a cloud solution. No matter when and where – you’re always up to date with our contract management for SAP®.

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).

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. 

Whitepaper Contract Lifecycle Management in SAP

Whitepaper

Contract Lifecycle Management in SAP®

Digital contract management automates all aspects of the contract lifecycle. The goal: Gain control while reducing operational costs. Learn how electronic contract management enables the automation of all aspects of the contract lifecycle with practical examples from two companies that rely on contract management in SAP.

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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 SAP® contract management

    Mobile working has long since become standard. This is also the case with SAP® Contract Management from EASY. From now on, your contracts are always with you, on your smart phone or on your tablet – and thanks to the interfaces in SAP® Fiori, you don’t have to miss out on anything in terms of functionality.

Downloads for EASY Contract Management for SAP®Solutions

Customer success stories

SSI Schäfer Shop

SSI Schäfer Shop GmbH, one of the leading mail order companies for office equipment in Europe, receives 800 invoices per day. The quantity is a challenge from an accounting point of view. Regardless of whether invoices arrive by mail or e-mail, they must be transferred directly to the SAP ERP system.

Karl-Franzens-University Graz

EASY SOFTWARE implemented a contract management solution at Karl Franzens University Graz. The goal: Transparency by standardizing previous solutions.

Gewobag

EASY SOFTWARE implemented a contract management software for more effective use of rent and group contracts at Gewobag (housing association).

BVG Berlin Transport Services

EASY SOFTWARE implemented the contract management solution for more efficient processes at Berliner Verkehrsbetriebe (Berlin public transport).

The integrated contract manage­ment provides all relevant informati­on in a clear and easy to understand way. No one has to wade through the depths of the SAP system anymore.

Jacqueline Rada, BVG Legal and Compliance staffing division

Logo der BVG

FAQ: EASY Contract Management for SAP®Solutions

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 easy for users to operate, and it provides the company with the option of managing all contracts centrally. The latter is very important, especially for management.

Can the customer continue to use his existing archive?

Yes, all EASY for SAP Solutions products support the SAP® ArchiveLink interface, so any archive already connected to the SAP® system can be used. Recommendation: 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 executable there.

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.

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.

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