This article outlines the Core Data Model for both Contracts and Vendors.
Estimated Read Time: 4 minutes
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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 |
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, i.e. the 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
|
| 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.
|
| 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. |