Automating contract collection

A handful of procurement and contract management apps have APIs that allow Trelica to automate contract collection. The best example of this is Coupa, which Trelica connects with to pull Purchase Orders (POs), including attachments and (if entered to Coupa) line item detail.
If you have a source of contracts you want Trelica to connect with, just let us know and we will confirm what's possible.

Viewing contracts

The contract list is accessed from Licenses on the main menu, then the Contracts tab.
For customers with automated contract collection in place, this list will automatically update with new contracts from your source system. Each contract in the list has an associated status. There is a related Status quick filter at the top of the list:
Click on a column head to resort the contract list by that attribute. For example, clicking on the Agreement date column head allows you to sort the list from New > Old or Old > New.

Processing new contracts

When a contract first arrives in the list it's assigned a status of New.

Step 1 - assign a status

Not all contracts that arrive will be relevant or provide enough information to be useful. Click on a contract to open the details and use the Status setting in the top right corner - the options are:
Excluded - contract is irrelevant and doesn't require any further review or processing in Trelica. This, for example, could be for non-software spend that's been miscategorized in your source system. Excluded contracts aren't deleted from Trelica, they can always be accessed from the contract list by filtering to the excluded status.
Queried - either the contract requires clarification to determine if it's relevant, or the contract is relevant but missing adequate detail for you to process further e.g. there is no attachment and / or the line item details are missing key information such as license start / end date
Accepted - contract is applicable and contains adequate data to create licenses in Trelica. If this status is assigned you need to move on to step 2.
Step 2 - extracting licenses from 'accepted' contracts
The key information to create your licenses in Trelica will be in an attachment to the contract and / or in the table of line items at the bottom of the contract page (this depends on what was entered to the source system that's integrated to Trelica).
If the contract details only includes an attachment (and no useful line items), you will need to open the attachment and manually create the line items - steps outlined here.
If you have line items for your contract that are clearly related to software licenses (like the JIRA example above), we can move to the next step and link these line items to licenses in Trelica.
The benefit of using existing contract line items and 'linking' to licenses in Trelica is that we can automatically parse the descriptions and pre-fill some license details e.g. quantity, rates, license start / end date.

Step 3 - Linking contract line items to licenses

This is only relevant if your source of contracts is providing line item detail vs. a document and summary information only. Line item detail is common from Coupa and provides a much quicker way to process contracts and extract the license details.
Use the three button context menu next to the line item and select Link to license to open up the license details form.
The first thing you need to do is identify the relevant application. Whilst we know the vendor for the contract, some vendors have multiple applications - the application lookup will restrict the list of apps to those associated with the vendor you set, so you're not searching across the entire catalog.
If the vendor you specified for the contract is a reseller you will need to use the 'vendor is reseller' check box next to the application lookup - this will let you search the full application catalog
3.1 Renewal, update or new license?
Now we need to establish if a line item is a renewal, change to an existing license (e.g. additional seats / users), or an entirely new license. You'll need to review the existing licenses against the application to help make this determination.
​Open the relevant application profile > licenses tab in a separate browser window so you can easily reference the existing licenses.
New licenses - this is the default for the license details form; note the Create new setting in the License dropdown. If you're confident this is an entirely new license and not a renewal or update to existing, simply complete the form and finish by clicking the Create button.
Renewals - select the existing license you want to renew from the license dropdown, confirm it's a renewal with the Click here link below the license summary.
The plan name and pricing details from the previous license are all rolled forward, but you can now update this information to account for any changes to the new license term e.g. increase in user count, change of pricing.
When you renew a license, the start date for the renewal is automatically set to continue from the expiration of the previous license. If you're renewing early, or there is a slight gap between the expiration of the previous license and the start of the renewal, be sure to update the start date manually to reflect the new license terms properly.
Update / change of existing license - this option requires a bit more care to properly merge the changes into the existing license terms. A typical example of an update is adding new users / seats to an existing license.
Different license plans or license start / end dates are best handled with a new license rather than trying to update an existing license. The update option assumes new users / seats are being added for the same license plan and with the same license end-date (often referred to as 'co-termed').
Start by selecting the existing license you want to modify from the license dropdown. Now update the pricing information and Number of users / units, which should reflect the new overall total number, for example, if the existing license was for 100 users and this update is for 10 more, the number of units should be 110.
Now update the license Start date, which should reflect the start of the updated terms and not the original start date, and the Renewal date which should be set to match the renewal of the original license. For example, if the original license for 100 users started on Jan 1st and expires on December 31st and this update was adding 10 more users on July 1st, the July 1st date is the start date and the end date is December 31st. If your updates aren't 'co-termed' to align with the existing license end date in this way, it should be a new license and not an update.
As you enter pricing details the summary on the right side updates automatically. This is a great way to sanity check what you're entering - for example, if you accidentally used an annual price set to monthly, the summary will show a much larger number than you were expecting!