Tracking Contract Prices, Delivery Notes and Acts After a Tender

What is a contract price, and who fills it in

A contract price is a document that fixes the winner’s final prices and terms after the award. The buyer clicks “Request contract prices”, and each winner receives an email with a link to the form, already filled in with quantities from the request and prices from their offer. The supplier reviews and adjusts it: every change to a quantity or price needs a reason, and an added line isn’t included in the total until the buyer accepts it.

The buyer compares the submitted contract price with the commercial offer line by line and clicks “Accept” or “Return for rework” with a reason. Acceptance fixes the document for both parties.

Procurement facts: delivery notes, acts and invoices

A procurement fact is a single document — a delivery note, act or invoice — recording what was actually bought and delivered to the project. The “Procurement facts” page splits them by status — “Drafts”, “Posted”, “Reversed” — with filters by supplier, request, period and document type. The “Add fact” button offers three bases:

The document type, number and date are entered upfront, and the same number from the same supplier won’t be accepted twice. One contract price can have many delivery notes.

• “From a contract price” — lines and prices from an accepted contract price.
• “From a request, no contract price” — lines from the request, prices entered manually.
• “Outside procurement” — just the supplier and the document.

“Contracted” vs. “Actual”: the deviation on every line

The fact card puts “Contracted” — the quantity and price from the contract price, fixed when the fact was created — next to “Actual”, as stated in the document. The deviation is visible on every line: a quantity above the contracted one is highlighted, and a price that differs by more than 0.5% is shown as a percentage. This is a warning, not a block — the fact is still saved.

Anything that wasn’t in the contract price is added with the “Add an item outside the contract” button: such a line is labelled “Outside the contract” and has its own subtotal. A fact without a contract price has nothing to compare against, so its “Contracted” columns are empty.

Posting a fact and “Contract fulfillment”

“Post” freezes the document: a posted fact is read-only and counts toward contract fulfillment. A draft can be posted if it has at least one line. Mistakes are corrected not by editing but with the “Reject” button and a reason: the document stays under “Reversed” as a record, and its amount is removed from the totals.

For an accepted contract price, “Contract fulfillment” answers the question “how much is still to be delivered”: contracted, delivered and remaining — per line and in total, with the documents behind each figure. Only posted facts are counted, and lines outside the contract aren’t included in “Delivered” or the remainder.

Deliveries from the supplier: “My deliveries”

A supplier can send a delivery against its own accepted contract price. In “My deliveries”, the supplier clicks “New delivery”, picks the accepted contract price and enters the document type, number and date; the lines are filled in from the contract price, and the supplier corrects the shipped quantities to match the delivery note.

“Send to the buyer” freezes the document and emails the buyer. On the buyer’s side, the delivery appears among the “Procurement facts” drafts, labelled “From the supplier”, and only the buyer can post it, after checking the quantities against the delivery note. An unsent draft can be deleted by the supplier — the buyer never saw it.