xft contract manager Contract Management and Contract Lifecycle Management for SAP

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1 xft contract manager Contract Management and Contract Lifecycle Management for SAP xft contract manager provides comprehensive contract management in SAP, bringing together all the relevant contract information from both SAP and non-sap contracts in one central place. Powerful deadline and workflow management functions give you the best support throughout the entire lifecycle of a contract, from initiation and creation through extension or termination. g your processes

2 Highlights Effective control of contracts With deadline and status monitoring, you ll never miss a notice period or have gaps in your contracts again. That s because the system automatically sends messages or immediately starts a change workflow. In the file, all workflows and steps are logged and the current status is displayed, so that everyone knows what is happening at every stage. Process support from A through Z Checklists ensure that all contract management tasks from creation through extension and termination are completed in full and correctly. The integrated template manager and version management help you draw up recurring and standardized correspondence. And associated documents and s can be moved to the contract file using drag and drop quickly and easily. Fully integrated with SAP xft contract manager is based 100% on SAP, and can be seamlessly integrated into an existing SAP system. As a result, contracts are available centrally, relationships to other objects (such as master agreements, partners, and contract objects) are clearly visible, and the related information from the contract partner s master data through any associated purchase orders is always right up-to-date. Flexible work environment xft contract manager works entirely in SAP, but the user doesn t have to. The fully functional Web file in the browser enables access to contract management regardless of the platform or end device. s and documents can be checked into the file straight from the application, without leaving the comfort of your familiar working environment.

3 The Contract Organizer In today s companies, hardly anything works without a contract. Acquisition contracts, master agreements with partners and suppliers, service contracts, employment contracts, rental contracts all of these form the basis for doing. With xft contract manager, you not only retain an overview of your contracts, but you also receive support at every stage of the contract lifecycle from initiation through extension or termination. Contract management is accessed through the contract organizer. It displays, among other things, the list of contract types, the contracts most recently handled, and the user s personal favorite contracts, giving fast access to current or frequently required contracts. With the cross-contract search function, contracts can be found effectively according to deadline, agent, or other contract attributes. What s more, you can display how each contract is related to other contracts, for example, to master agreements. And thanks to the role-based authorization concept, each user only sees what he or she is allowed to see. Contract organizer: Search across contract types with hit list in the SAP GUI and in the Web browser

4 The Contract File In the contract file, all the information about the contract is stored centrally. The header and structure can be configured differently depending on the type of contract. The header displays the most important contract attributes and deadlines at a glance. The file contains not only all the documents directly related to the contract, but also information about contract partners, contract relationships, and any other SAP objects. With the help of integrated Microsoft Word templates, standard documents can be created and extracted straight from the file. Documents from the file system can be moved to the contract file simply using drag and drop, and xft document connector provides additional integration of Microsoft Office and . The integrated checklist function and status management make contract management transparent and ensure that all the organizational requirements are met. Contract file in the SAP GUI (with document previews) and in the Web browser

5 Contract Management throughout the Contract Lifecycle xft contract manager helps you manage contracts throughout the entire lifecycle, from creation through extension or termination. One of the most central and powerful functional areas covers deadline and status monitoring, seamlessly integrated into the contract file. Rules can be defined to automatically trigger system activities as soon as previously specified deadlines are reached (for example, the start of a contract, the end of a contract, the notice period, the minimum and maximum term) or if there is a change in status (for example, if a contract becomes effective or expires). A particularly important feature is the system s ability to inform a previously defined distribution list about imminent deadlines or changes in status using the SAP workflow or . Changes to the contract, the file, and the content of the file are automatically logged by the system, so that they can be traced completely at any time. Starting the approval process manually Maintaining deadlines

6 Features Contract Organizer Search by contract type Bookmarking function Overview of contract types Search across contract types Directly create contracts from contract types Fast access to recently handled contracts Display of contract relationships and relationships between contracts and other SAP objects Contract Management Automatic deadline monitoring Resubmission function for contract file contents or whole files Automatic notification before or after important contract deadlines Automatic adjustment of contract data (status, notice period, contract end) in accordance with specified deadlines and rules Automatic triggering of workflows in accordance with specified deadlines and rules Predefined and ad hoc cycles for contract approval and release (with xft compliance cycle) Assignment of workflow tasks using the SAP workflow inbox and Release with electronic signature, if required Contract File Key contract data at a glance Contract type-specific configuration of header data, file structure, rules, distribution lists, and deadlines Contract-specific distribution lists and deadlines (optional) Direct access to related SAP objects (for example, contract partner s master data, purchase orders, and much more) Users can define individual reminder deadlines for different contract types Integrated checklists integration with Microsoft Outlook and Lotus Notes Import and export documents using drag and drop Integrated template manager and versioning for recurring correspondence and standard documents Fast and easy navigation using document previews Comprehensive search over file contents Fully functional web file for browser access Most archiving and scanning solutions are supported

7 About xft About xft xft GmbH SAP Partner-Port Altrottstr Walldorf GERMANY Tel Fax Who we are xft is a growing SAP partner company specializing in the integration and optimization of processes in SAP. We create our own software products based on SAP NetWeaver and complement them with individual, customerspecific solu tions. Our SAP exper tise and our solid technical and industry knowledge attract a range of customers from medium- sized companies to interna tional public ly traded companies in almost every industry sector. What we do We provide a central access point to all relevant and process information (docu ments, s, or electronic records), fully integrated within the process context. Our products include all types of record management solutions, from digital personnel files, invoice management and contract management to project and change management in production. In the background, xft basic components manage processes and maintain connections with other systems. What makes us special xft distinguishes itself through its close relation ship with SAP, in terms of expertise, loca tion, and professional ties. The founders of xft worked in the major development departments of the Walldorf-based software giant for many years. As an official SAP partner, we offer solutions directly within the SAP context. Many well-known sales and implementation partners include xft products in their solution portfolios.

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