Core Data Model Tables | Contracts & Suppliers/Vendors

This article outlines the Core Data Model for both Contracts & Suppliers/Vendors

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The core data model of Gatekeepers Contract and Supplier Objects.

These Core Data Fields cannot be deleted. All mandatory fields are required to be set to create any Contract or Supplier records.

Core Contract Data Table

Field Name Mandatory Can be renamed Data Validation Description RBAC
*Contract Name Yes No Free-form - Text limited to 200 characters Short Description of Contract  
*Supplier Name Yes 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 Yes No Editable Drop-down
(Each option, text limited to 200 characters)
Type of Supplier that is linked to the contract

Leave Blank if Supplier already exists on Gatekeeper

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

Some Plans have limits
No
*Annual Value Yes Yes Decimal value Annual value of the Contract No
*Status Yes No Fixed Drop-down:
Pipeline
Live
Archived
Contract Status No
*Approval Yes No Fixed Drop-down:
Request Approval
Awaiting Approval
Approved
Rejected
Contract Approval Status No
*Contract Type Yes No Editable Drop-down (Text limited to 200 characters) The generic type of contract used

Note, custom data can be based on this
No
**Category Yes Yes Free-form - 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
YES
*Entity Yes Yes Free-form - Text limited to 200 characters The legal entity that signed the Contract

RBAC can be based on Entities
YES
*Team Yes Yes Free-form - Text limited to 200 characters The Team / Department that manages the contract

Can be used for provisioning Own Team Permission

RBAC can be based on Teams
YES
Internal Reference No No Free-form - Text limited to 255 characters Reference field to store any internal reference number you may have No
Start Date No No dd/mm/yyyy. Must be less than the ‘End Date’ Date the Contract commences No
End Date No No dd/mm/yyyy or ‘Evergreen’ Date the Contract will cease No
Notice Period Date No No dd/mm/yyyy. Must be less than the ‘End Date’

(Mutually exclusive with 'Notice Period in X Days')
Date that notice to terminate can be served No
Notice Period in X Days No No Integer
e.g. '30'

(Mutually exclusive with 'Notice Period Date')
Rolling number of days needed to give notice to terminate
(Mutually exclusive with 'Notice Period Date')
No
Auto-Archive No 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).
No
Description No No Free-form - Text limited to 2,000 characters Enter any useful Contract information here No
RAG Status No No Fixed Drop-down:
Red
Amber
Green
Suggest setting all to 'Green' unless there are any to flag as 'Amber' or 'Red' No
RAG Narrative No No Free-form - Text limited to 2,000 characters Add any comments to any contracts whose RAG status is Amber or Red No
Internal Owner No 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
No
Supplier Owner No 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
No

Contract Categories

Below is intended as a guide for Contract Categories

The general nature of the goods/services obtained under a contract
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

Core Supplier/Vendor Data Table

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

Each 'Supplier Name' must be unique
Name of the Supplier
*Status Yes No Fixed Drop-down:
Pipeline
Live
Archived
Supplier Status
*Approval Yes No Fixed Drop-down:
Awaiting Approval
Approved
Rejected
Supplier Approval Status
*Type Yes No

Editable Drop-down (Text limited to 200 characters)

Type of Vendor

e.g.
-Strategic
-Preferred
-Approved
-Transactional


Note, custom data can be based on this

Company Number No No Free-form - Text limited to 50 characters ID number for the company
External ID No No Free-form - Text limited to 15 characters Reference field to store any external reference number you may have
Legal Name No 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
Registered Address No 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 No URL format must include http:// or https://  
Financial Year End No No dd/mm/yyyy  
Relationship Since No No dd/mm/yyyy  
RAG Status No No Fixed Drop-down:
Red
Amber
Green
Suggest setting all to 'Green' unless you have any to flag as 'Amber' or 'Red'
RAG Narrative No No Free-form - Text limited to 2,000 characters Add any comments to any suppliers whose RAG status is Amber or Red
Internal Manager No 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 No 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