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Workflow demonstration

Contract to controlled purchase

In short

An approved award opens a contract request. A first draft is prepared from your approved template. Anything that departs from it is flagged, with the risk explained. Legal and financial approvals route by authority. Promises in the contract become tracked commitments. And later purchases apply the terms you negotiated.

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Trigger

An approved sourcing award requiring a supply agreement.

Relevant audience

Legal and contract management, category managers, CFO

Stage by stage. With the control that applies.

  1. Stage 1 — TriggerTrigger
    The approved award opens a contract request
    Scope, pricing, volumes and supplier detail carry across automatically.
    What stays in control
    Only approved awards can open a contract request.
    Outcome
    No transcription between sourcing and contracting.
  2. Stage 2 — Agent actionAgent action
    A governed first draft is prepared
    The approved template for the contract type, entity and jurisdiction is populated.
    What stays in control
    Template selection is recorded.
    Outcome
    Shorter award-to-contract cycle.
  3. Stage 3 — Agent actionAgent action
    Deviations are flagged with context
    A supplier amendment to the liability cap and an unusual termination notice period are surfaced.
    What stays in control
    The agent identifies and explains; it does not accept risk.
    Outcome
    Legal effort concentrates on what actually differs.
  4. Stage 4 — Human decisionHuman decision
    Legal applies judgement to the flagged points
    The liability cap is negotiated; the notice period is accepted with a recorded rationale.
    What stays in control
    Acceptance of any deviation is an attributed decision.
    Outcome
    important risk receives the attention it deserves.
  5. Stage 5 — Human decisionHuman decision
    Financial and signature authority approve
    Approvals route by contract value and commitment, with reminders and escalation.
    What stays in control
    Signature authority follows the delegation of authority.
    Outcome
    Shorter contract cycle with complete evidence.
  6. Stage 6 — System updateSystem updated
    Obligations and price mechanisms become tracked commitments
    Renewal dates, volume commitments and indexation are extracted with named owners.
    What stays in control
    Owners are assigned rather than assumed.
    Outcome
    The contract operates instead of being stored.
  7. Stage 7 — Audit historyRecorded
    Purchases apply the negotiated terms
    Plant purchases use the contracted price and conditions; off-contract attempts are visible.
    What stays in control
    Buying outside a live agreement requires a recorded reason.
    Outcome
    More of each contract actually used, and less value lost.

Six questions. Answered the same way every time.

Every Proconomy workflow demonstration answers the same six questions, so you can set one workflow against another and against how it runs today.

QuestionAnswer
What triggered the workflow?An approved sourcing award requiring a supply agreement.
What did the agent do?Prepared the first draft from the approved template, flagged two deviations and routed legal and financial approvals.
What rule permitted it?Contract template policy by type, entity and jurisdiction, and approval routing by contract value.
What returned to a person?The two flagged deviations, the negotiation decision and signature authority.
What system was updated?The contract record, its tracked obligations, and subsequent ERP purchases made under it.
What outcome changed?Less drafting and approval coordination, faster value realisation and better how much of each contract is used.

What changes as a result. Named, not implied.

  • Less drafting and handoff work.
  • Legal attention on material risk.
  • Faster conversion of sourcing value into execution.
  • Negotiated terms actually reaching the purchase.

See all workflow demonstrations

Action history · request REQ-88214 Illustrative
Request interpreted and classified
Intake agent09:12:04INTAKE-04
Missing equipment reference requested
Intake agent09:12:09INTAKE-04
Requester supplied reference GB-4417
R. Mehta09:41:22—
Buying policy selected contracted purchase
Policy engine09:41:24POL-BUY-12
Approved within delegated authority
S. Iyer · Plant controller10:06:51DOA-B2
Purchase order written back to ERP
Integration service10:06:58PO-118322
RecordedRetained for the period your retention policy defines

How this runs today. Mostly coordination, not judgement.

What happens between the need and the outcome, in most groups.

The contract is drafted from the last one
Which was drafted from the one before, with terms nobody has re-read.
Approval is chased by email
Legal, commercial and finance in sequence, with no visibility of position.
It is filed where the signer filed it
Which is not where the buyer raising an order will look.
Obligations live in the document
Price review dates, volume commitments and notification clauses, with no owner and no reminder.
The buyer cannot see the price
So the negotiated rate is not applied, and money left on the table begins immediately.
Renewal arrives as a surprise
Or renews automatically before anyone checks whether you used it.

Six things to watch for.|In any vendor session.

  1. Import one of your real executed agreements and see which obligations are extracted without help.
  2. Ask what happens on the day a notice period expires.
  3. Create a purchase order against the agreement and confirm the contracted price applies automatically.
  4. Ask how a deviation from your standard clause position is escalated.
  5. Ask to see how much of one agreement is actually being used, business unit by business unit.
  6. Confirm accepting risk remains an attributed human decision.

Four things to bring.|Yours, not ours.

  • One executed agreement, ideally a messy one.
  • Your approved clause positions and fallbacks.
  • An agreement that was signed and then not used.
  • Whoever owns renewal decisions.

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Bring one real workflow. We will run it, exceptions included.

These sequences describe the way of working. A live demonstration on your own process shows it, including the point where the software stops and asks a person.

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