This article outlines the Core Data Model for both Contracts & Suppliers/Vendors
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Supplier/Vendor Core Data Table
The core data model for Contract and Supplier Records
In Gatekeeper, "Core fields" are those that come prebuilt & cannot be removed from the data model
All fields marked with an asterisk* are mandatory & require to be populated for a Contract or Supplier record to be successfully created
However, for a reliable Gatekeeper environment, it is recommended to endeavour to populate as many fields as possible!
Core Contract Data Table
| Field Name | Can be renamed | Data Validation | Description |
| *Contract Name | No | Free-form - Text limited to 200 characters | Short Description/Title of Contract |
| *Supplier Name | Yes | Must be unique Free-form - Text limited to 200 characters |
Name of the Supplier linked to the Contract A new Supplier record will be created if the Supplier Name is not matched to an existing supplier already on Gatekeeper |
| *Supplier Type | No | Editable Drop-down (Each option, text limited to 200 characters) |
Type of Supplier that is linked to the contract Can be left blank if Supplier already exists on Gatekeeper Note, custom data can be based off this |
| *Currency | No | Currency Code e.g. EUR, GBP, USD etc | Currency of the Contract Some Plans have limits |
| *Annual Value | Yes | Decimal value | Annual value of the Contract |
| *Status | No | Fixed Drop-down: Pipeline Live Archived |
Contract Status |
| *Approval | No | Fixed Drop-down: Request Approval Awaiting Approval Approved Rejected |
Contract Approval Status |
| *Contract Type | No | Editable Drop-down (Text limited to 200 characters) | The generic type of contract used Note, custom data can be dynamically revealed/hidden based on this selection |
|
*Category |
Yes | Editable Drop-down - Text limited to 200 characters | Typically this is the general nature of the goods / services obtained under a contract RBAC can be based on Categories |
| *Entity | Yes | Editable Drop-down - Text limited to 200 characters | The legal entity that signed the Contract RBAC can be based on Entities |
| *Team | Yes | Editable Drop-down - Text limited to 200 characters | The Team / Department that owns the contract Can be used for provisioning "Own Team" User Access Permissions RBAC can be based on Teams |
| Internal Reference | No | Free-form - Text limited to 255 characters | Reference field to store any internal reference number you may have |
| Start Date | No |
dd/mm/yyyy. Must be less than the ‘End Date’ |
Date the Contract commences AKA "Effective Date" |
| End Date | No | dd/mm/yyyy or ‘Evergreen’ | Date the Contract will cease |
| Notice Period Date | No |
dd/mm/yyyy. Must be less than the ‘End Date’ |
Date that notice to terminate must be served (Mutually exclusive with 'Notice Period in X Days') |
| Notice Period in X Days | No | Integer e.g. '30' |
Rolling number of days needed to give notice to terminate (Mutually exclusive with 'Notice Period Date') |
| Auto-Archive | No | Yes, No | If you want contracts with 'End Dates' to have their 'Status' automatically change to "Archived" when they end, please enter "Yes", otherwise leave blank or enter "No". Note, If 'Internal Owner' i.e. the contract owner is populated, this person will receive a notification 10 days in advance of the 'End Date', so they can review and prevent 'Auto-Archive' from taking place (if required). |
| Description | No | Free-form - Text limited to 20,000 characters | Enter any useful Contract information here |
| RAG Status | No | Fixed Drop-down: Red Amber Green |
Red/Amber/Green status to indicate the Health or Risk of the agreement
Suggest setting all to 'Green' unless there are any to flag as 'Amber' or 'Red' |
| RAG Narrative | No | Free-form - Text limited to 20,000 characters | Text to provide context behind the reason for a specific RAG colour |
| Internal Owner | Yes | Email address of Internal Owner (must already be a Gatekeeper User) | Sets the internal owner of the specific contract record. This enables the User to receive auto notifications relating to the contract record Can be used for provisioning Owned Only Permission |
|
Supplier Owner |
Yes | Email address of Supplier Owner (Supplier User must already be a Gatekeeper User) | Sets the supplier owner of the specific contract record. This enables the Supplier User to receive auto notifications relating to the contract record |
Contract Categories
Below are some examples of possible Contract Categories. These are to give context for how you might want to segment the expenditure on goods & services in your Contracts
| Application Hosting Services |
| Application Support Services |
| Business Outsourcing Services |
| Certification Services |
| Cloud Storage |
| Courier Services |
| Data Centre Services |
| Data Links |
| Desktop Computers |
| Document Scanning |
| Electricity Supply |
| Facilities Management |
| Facilities Security |
| Fixed Telephony Equipment And Support |
| Fixed Telephony Services |
| Flights |
| Hotels |
| Insurance Services |
| IT Consulting Services |
| IT Outsourcing Services |
| IT Security |
| Leasing / Rental |
| Legal Services |
| Managed Infrastructure |
| Managed IT Security |
| Managed Printing |
| Managed Telecommunications |
| Management Consulting |
| Market Analysis |
| Market Research |
| Mobile Telephony Equipment And Support |
| Mobile Telephony Services |
| Network Equipment And Support |
| Other Equipment And Support |
| Printers / Copiers And Support |
| Project Management |
| Property Leasing |
| QA Inspections |
| Recruitment Services |
| Records Storage |
| Satellite Services |
| Security Services |
| Server Storage And Support |
| Software Licences And Support |
| Software-As-A-Service |
| Translations |
| Temporary Staff |
| Training |
| Video / Voice Conferencing Services And Support |
| Website Hosting Services |
| Field Name | Can be renamed | Data Validation | Description |
| *Supplier Name | Yes | Free-form - Text limited to 200 characters Each 'Supplier Name' must be unique |
Name of the Supplier |
| *Status | No | Fixed Drop-down: Pipeline Live Archived |
Supplier Status |
| *Approval | No | Fixed Drop-down: Awaiting Approval Approved Rejected |
Supplier Approval Status |
| *Type | No |
Editable Drop-down (Text limited to 200 characters) |
Type of Vendor
|
| Company Number | No | Free-form - Text limited to 50 characters | ID number for the company |
| External ID | No | Free-form - Text limited to 15 characters | Reference field to store any external reference number you may have |
| Legal Name | No | Free-form - Text limited to 200 characters | This should be as the Supplier name would appear on public websites such as Opencorporates.com or Companies House As an example: for "Gatekeeper", this name would be "Cinergy Technology Ltd" This field is required if you wish to leverage the Market-IQ feature in Gatekeeper to collect Registry information, Risk Data or Credit scores |
| Tax ID | Yes | Free-form - Text limited to 20 characters | For US Vendors, this can be checked & verified with the IRS via our TIN Matching feature |
| Registered Address | No | Postal Address | Example: Line 1: 11 Wall St Line 2: City: New York Region / State: NY Postcode / Zip code: 10005 Country: US Jurisdiction: US-NY Two-character country code as used for the ISO 3166 standard |
| Website | No | URL format must include http:// or https:// | |
| Financial Year End | No | dd/mm/yyyy | |
| Relationship Since | No | dd/mm/yyyy | |
| RAG Status | No | Fixed Drop-down: Red Amber Green |
Red/Amber/Green status to indicate the Health or Risk of the relationship Suggest setting all to 'Green' unless there are any to flag as 'Amber' or 'Red' |
| RAG Narrative | No | Free-form - Text limited to 2,000 characters | Text to provide context behind the reason for a specific RAG colour |
| Internal Manager | Yes | Email address of Internal Manager (must already be a Gatekeeper User) | Sets the internal owner of the specific contract record. This enables the User to receive auto notifications relating to the supplier record |
| Supplier Manager | Yes | Email address of Supplier Manager (Supplier User must already be a Gatekeeper User) | Sets the supplier owner of the specific contract record. This enables the User to receive auto notifications relating to the supplier record |