The Benefits of Contract Management

August 1st, 2019

Buyers rely on contracts with suppliers to keep their business going

 

 

Today’s post is our SafeSourcing Archives

Buyers rely on contracts with suppliers to keep their business going. Shippers, vendors, outsourced services and independent contractors all require a high level of contract management system to maintain efficient relationships for their organization. Understanding the impact of poor contract administration on their organization can justify the investment in comprehensive contract management services.  However, one of the biggest pitfalls of not having a contract management system in place is the risk of a contract expiring without the buyer realizing it and thus the buyer being in the control of the supplier to either keep goods and services coming or deliveries just stop since the contract came to the end of the term date.

A contract is drawn up to create the guidelines for a business relationship. When you abide by the terms of the contract, you reap the benefits that it has to offer. But poor contract administration can cause you to violate terms of your contract, which can lead to penalties, fines and a potential lawsuit. Each move made with a contracted entity should be dictated by good contract management to avoid the high cost of the contract penalty clause.

An efficient contracted relationship includes a reporting system that informs both parties of activity performed under the contract. Without this reporting, the two sides have no way of monitoring the benefits of the agreement and developing any changes to make when the agreement comes up for renewal. Effective reporting also keeps track of quantities that helps each side monitor their usage and determine when contract limits may have been met.  Poor contract administration can cause each side of an agreement to lose track of the contract term. Companies can get caught up in the daily routine of doing business and lose sight of contract renewal dates. With a relaxed or no contract management system in place, companies could be operating under expired contracts and not realize it.

Fortune 1000 companies generate an average of 40,000 to 80,000 contracts; less than 80% of retailers have a Contract Management system in place.

  • Today’s Retail Environment
    •  Fragmented Contract Management Procedures
    •  Labor Intensive
    •  Lack of common systems infrastructure
    •  Poor contract visibility/analysis/compliance
  • Regulatory compliance
    •  Contracts dictate supplier-customer relationship
    •  Pricing, Terms
    •  Service levels, Quality
  •  Forcing companies to strengthen contract policies
    •  Document procedures
    •  Track and control financial exposure
    •  Mitigate risk
  •  Sarbanes-Oxley
    •  Every Transaction
      •  Approved/Stored/Reported

How to avoid accidentally extending an expired contract is the key to ensuring that an expired contract isn’t kept on foot is to engage in good contract management. Know your contract and monitor contract performance. Be aware of deadlines and notice period and communicate and document any changes.L

If you are planning to explore the benefits of contract management, feel free to contact SafeSourcing.   If you would like more information on how SafeSourcing can help you with a contract management system, please contact a SafeSourcing Customer Service representative.  We have an entire team ready to assist you today.

We look forward to your comments.

 

 

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