Contract Management

Approve or reject a contract renewal request for all Contract Renewal Request Lines.

From creation until closure, contracts follow a life cycle that determines which fields can be edited.

Manage and track contracts with the ServiceNow Contract Management application.

A contract is a binding agreement between two parties.

You can add terms and conditions to a contract to keep all documentation that is relevant to a contract in one location.

Condition check definitions enable you to define logical conditions that indicate when to change a field value in a record.

Users with the contract_manager role can use the Contract Management application to create various types of contracts, such as leases, warranties, maintenance, and service.

Cancelling a contract renewal process results in a change in the state of Contract, Contract Renewal Request, Contract Renewal Request Lines, and Contract Renewal tasks.

Review the renewal details after completing all the details of a contract by using the Renewal confirmation task. You can then either approve them or mark the details for further review.

Use the contract renewal workflow to renew contracts that are nearing their expiry date or are already expired. This workflow enables you to renew contracts through a streamlined and managed process.

Use the Contract Approval flow to get approval from the approver defined in the contract. You can edit the existing flow or create a flow in the graphical Workflow Studio to meet your organization's contract approval process.

The Contract rate card form enables you to generate expense lines for recurring expenses automatically by providing detailed price information for a contract. There can be multiple rate cards for the same contract.

Create a contract renewal request for contracts that are nearing their expiry date or are already expired.

Domain separation is unsupported in Contract Management. Domain separation enables you to separate data, processes, and administrative tasks into logical groupings called domains. You can control several aspects of this separation, including which users can see and access data.

Supply the contract renewal information by completing the Build renewal task.

Business rules are added with Contract Management.

Client scripts are added with Contract Management.

Several types of components are installed with Contract Management.

Script includes are added with Contract Management.

Tables are added with Contract Management.

A user role is added with Contract Management.

Receive the purchase order for assets covered in the contract by using the Renewal purchase order task. This task is available if you have added at least one hardware asset, created an entitlement, or selected an existing entitlement that is in the Build state.

Renew multiple child contracts under the parent contract by using the Contract selection task.

Add or remove hardware or enterprise assets from the contract renewal process. You can also view the hardware or enterprise assets carried over to the new contract.

Add or remove software entitlements that you want to include in the contract renewal process by using the Software assets selection task. You can also view the entitlements carried over to the new contract.

Contracts can be associated with configuration items. You can link a contract with configuration items to clarify what the contract legally covers.

Contracts can be associated with documents. Linking a contract to related documents helps keep all relevant information about a contract together and easily accessible.

You can associate contracts with specific assets, including software licenses.

A contract can cover specific users. For example, you may use a contract to hire a group of temporary workers.

After you create a terms and conditions record, add the record to a contract that is in the Awaiting Review, Rejected, Renewal Rejected, or Extension Rejected substate.

After creating a contract, you can change the start date, end date, or payment amount for a contract.

If you are the contract manager, you can approve or reject a contract.

After adding one or more terms and conditions records to a contract, you can build a terms and conditions document within the contract.

You can cancel a contract when the State is Active.

You can create rate cards to track contract expenses. Rate cards help to record and allocate costs.

Create a contract with various contract models, which would act as a binding agreement between the two parties.

You can create a terms and conditions record to add to a contract.

Typically, expense lines are automatically generated based on assets or users, but you can create a new expense line manually if needed.

A variety of contract reports are available to help track and manage contracts.

You can define a condition check to change values in a contract when the Contract Compliance Checks scheduled job runs each night.

An expense line is an expense amount at a given point in time and the record that incurred or generated the expense. You can generate expense lines based on assets or users assigned to the contract.

You can monitor contracts by viewing contract history and creating contract reports.

You can view the approval history for a contract in the Approval History related list on the Contract form.

After you have created a contract or the contract has expired, you can renew the contract.

An event runs automatically each night to send reminders to contract administrators about contract expiration dates so they can renew or renegotiate the contract. You can verify that the right contract administrator is assigned to the contract.

You can send a contract that is in Draft state for approval.

You can add a user or asset to a contract to generate expense lines.

You can assign a user or asset when you create a rate card. You can only assign the user or asset that is assigned to the contract.

After assets or users are added to the rate card, you can use the Distribute cost field in the Financial section of the contract to generate rate card expenses.

One common use case for the Contract Management application is creating a contract to track maintenance payments for enterprise software. You can use this example to learn how to create a software maintenance contract.

You can view information about your contract status in the Contract Management Overview module.

Use the Expense Lines related list or tab to view and audit all the expenses recorded for a given contract.

Add rate card details to the new contract by using the Rate cards task to track contract expenses.

Update the terms and conditions in your new contract. You can also view the terms and conditions carried over to the new contract.