Core Data Model Tables | Contracts and Vendors

This article outlines the Core Data Model for both Contracts and Vendors.

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What is the Core Data Model?

In Gatekeeper, core fields are those that come prebuilt and cannot be removed from the system.

All fields marked with an asterisk* are mandatory and must be populated for a contract or vendor record to be successfully created.

To get the most out of your Gatekeeper environment, it is recommended to populate as many fields as possible.

Contract Core Data Table

The table below outlines all fields available in the core data model on a contract record:

Field Name Can be renamed Data Validation Description
*Contract Name No Free-form - Text limited to 200 characters. Short Description/Title of Contract.
*Vendor Name Yes Must be unique

Free-form - Text limited to 200 characters
Name of the Vendor linked to the Contract.

A new Vendor record will be created if the Vendor Name is not matched to an existing Vendor in Gatekeeper.
*Vendor Type No Editable Drop-down
(Each option, text limited to 200 characters)
Type of Vendor that is linked to the contract. This can be left blank if the vendor already exists in Gatekeeper. 

Note: custom data can be based on this field.
*Currency No Currency Code e.g. EUR, GBP, USD etc Currency of the Contract.

Note: Some Gatekeeper plans have limits on number of currencies available.
*Annual Value Yes Decimal value Annual estimated value of the Contract.
*Status No Fixed Drop-down:
Pipeline
Live
Archived

Current state of the Contract within the system.

*Approval No Fixed Drop-down:
Request Approval
Awaiting Approval
Approved
Rejected
Current stage of the Contract in the approval process.
*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

(See examples)

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 β€˜End Date’

Date the Contract commences, i.e. the Effective Date.

End Date No dd/mm/yyyy or β€˜Evergreen’ Date the Contract will cease.
Notice Period Date No

dd/mm/yyyy.

Must be less than the β€˜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 fixed end dates to have their Status automatically changed to Archived when they end, enter Yes.

Note: If Internal Owner is populated, this user 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.

It's recommended to set this to Green unless there are any concerns flagged. 

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 user can then receive auto notifications relating to the contract record.

Can be used for provisioning Owned Only Permission.

Vendor Owner

Yes Email address of Vendor Owner (Vendor User must already be a Gatekeeper User) Sets the vendor owner of the specific contract record.

This enables the Vendor User to receive auto notifications relating to the contract record.

Contract Categories

The list below contains 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 Managed Printing
Application Support Services Managed Telecommunications
Business Outsourcing Services Management Consulting
Certification Services Market Analysis
Cloud Storage Market Research
Courier Services Mobile Telephony Equipment And Support
Data Centre Services Mobile Telephony Services
Data Links Network Equipment And Support
Desktop Computers Other Equipment And Support
Document Scanning Printers / Copiers And Support
Electricity Supply Project Management
Facilities Management Property Leasing
Facilities Security QA Inspections
Fixed Telephony Equipment And Support Recruitment Services
Fixed Telephony Services Records Storage
Flights Satellite Services
Hotels Security Services
Insurance Services Server Storage And Support
IT Consulting Services Software Licences And Support
IT Outsourcing Services Software-As-A-Service
IT Security Translations
Leasing / Rental Temporary Staff
Legal Services Training
Managed Infrastructure Video / Voice Conferencing Services And Support
Managed IT Security Website Hosting Services

 

Vendor Core Data Table

The table below outlines all fields available in the core data model on a vendor record:

Field Name Can be renamed Data Validation Description
*Vendor Name Yes Free-form - Text limited to 200 characters

Each Vendor Name must be unique
Name of the Vendor.
*Status No Fixed Drop-down:
Pipeline
Live
Archived
Current state of the Vendor within the system.
*Approval No Fixed Drop-down:
Awaiting Approval
Approved
Rejected
Current stage of the Vendor in the approval process.
*Type No

Editable Drop-down (Text limited to 200 characters)

Type of Vendor e.g. Strategic, Preferred, Approved, Transactional.


Note: custom data can be dynamically revealed/hidden based on this selection.

Company Number No Free-form - Text limited to 50 characters ID number for the Vendor.
External ID No Free-form - Text limited to 15 characters Used to store any external reference number you may have.
Legal Name No Free-form - Text limited to 200 characters The official, registered name of a vendor as recognised by legal and regulatory authorities.

This is required to leverage the Market-IQ feature in Gatekeeper to collect Registry information, Risk Data or Credit scores.
Tax ID Yes Integer - Limited to 9 digits 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:// Website for the Vendor.
Financial Year End No dd/mm/yyyy The date that the Vendor marks their financial year end.
Relationship Since No dd/mm/yyyy The start date of the relationship with the Vendor.
RAG Status No Fixed Drop-down:
Red
Amber
Green

Red/Amber/Green status to indicate the Health or Risk of the relationship

It's recommended to set this to Green unless there are any concerns flagged. 

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) The internal owner of the specific Vendor record.

This enables the User to receive auto notifications relating to the vendor record.
Vendor Manager Yes Email address of Vendor Manager (Vendor User must already be a Gatekeeper User) The vendor owner of the specific vendor record.

This enables the User to receive auto notifications relating to the vendor record.