You can record details of your software contracts in Trelica so that you can ensure your contracts are right-sized for your needs and manage renewals proactively. You can also record details of other types of contract, such as for consultancy and support services.
Import contracts automatically
You can import contract details automatically from a procurement management system, such as Coupa. For more information about setting up integrations, see Grant Trelica access to apps.
If the integration supplies contract documents (such as a purchase order or invoice) Trelica will extract the details automatically and link each contract to the relevant app(s). If the source system includes data that cannot be mapped to the default contract fields, you can define custom contract fields as described below.
Newly imported contracts are given a status of "Review". This allows you to check that the details have been extracted correctly. For more information about updating the status of contracts, see Review contract details below.
Add contracts manually
You can add individual contracts to Trelica manually from either the Contracts list or the Contracts tab on an app profile. You can also import a spreadsheet containing details of multiple contracts to the Contracts list.
If you upload a contract document, Trelica will extract the details automatically. You can then make changes as required. Alternatively, you can enter the contract details manually, including the term, pricing model, cost and renewal information.
Contract type
The contract type determines how pricing information is recorded. Selecting the right contract type allows you to report on contract costs more accurately.
- Fixed-term: Select this option when paying up front for a number of users or units. You can enter the total value of the contract and/or break down the cost by adding separate items to the Items tab. If the total cost exceeds the itemized cost, the difference is shown as a "Not itemized" cost and is associated with the main application for the contract.
- Subscription: Select this option for pay-as-you-go contracts. You can specify the total cost or the cost per user or unit.
- MSA: You can use this option to record details of a master services agreement for a particular application or vendor.
Linked license
You can associate a subscription or the items on a fixed term contract with an app. If the app integration includes details of the license associated with each user (or if you have added this information manually), you can link the subscription or line item to a particular license.
When you link a contract cost to an app license, the cost per user (or per unit) is displayed on the Utilization chart and the Users list on the app profile. You can use this information to help you optimize your app licenses and inform renewals. For more information, see Report on contract spend and usage.
Contract owner
Contract owners can view and edit the contract details, and can be sent notifications when a contract is due for renewal.
By default, the app owner of the contract app (or the main app for fixed term contracts) is added as the owner of the contract. You can specify another app role (such as the IT admin or a custom app role) or select one or more individuals.
For more information about adding app owners, IT admins and custom app roles, see Assign owners to managed apps.
Custom fields
You can define custom contract fields in order to store additional details about each contract. This includes contracts that are imported via an integration and contracts that you add manually. You can then use these fields to filter the Contracts list and include them in custom reports.
To define a custom contract field, open Admin > Settings > Contracts, select Contract fields and create new fields as required.
Review contract details
By default, any contracts that you import from another system or that you add manually without completing all the fields are given the status "Review".
We recommend periodically reviewing newly imported contracts to ensure the details have been extracted correctly and to add any missing information that you want to be able to report on from Trelica. This includes:
- Adding items to fixed-term contracts and associating these with the correct app.
- Entering the notice period and whether or not renewals are automatic.
- Identifying any related contracts.
When you have finished, update the contract status so that you can keep track of progress:
- Select Accept if the contract is relevant and contains sufficient details for your purposes.
- Select Exclude if the contract is not relevant to your use of Trelica. This might include non-software spend that has been miscategorized in your source system. Excluded contracts are hidden by default and do not trigger renewal reminders.
Add other contracts
In addition to software contracts, you can record details of other contracts in Trelica. This is useful if you want to maintain a complete picture of planned IT spend, which you can then compare against actual spending and use for financial planning.
You can create custom categories in order to record details of non-software contracts. Open Admin > Settings > Contracts and select Categories. Create a new category and specify whether it applies to applications or vendors. Typically, contracts that do not relate to software usage apply to a vendor.
When importing contract details via an integration, Trelica attempts to select the appropriate category based on the description and default setting. When you add a new contract manually, you can select the relevant category and specify the vendor, cost and other details. Any custom fields you have defined are also available.
Next steps
Once you have recorded details of software contracts, you can start using Trelica to manage renewals. You can also report on contract spend and compare contractual entitlements to actual usage.
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