Gather all necessary contract documents and agreements. Thinks to make note of include the following:
- Vendor name
- Service(s) provided
- Service fees (monetary amount(s) and whether it is fixed, per unit, one-time)
- Vendor information (contact name, phone, email and business mailing address)
- Contract start date (end date based on agreement term length)
- Billing cycle
Software Setup
Search all available software in Freshservice before creating a new one to to ensure the vendor software does not already exist in the system.
1. In Freshservice admin, navigate to Assets then go to Software
2. If the software does not already exist, then click to create + New Software
3. Complete the new software fields, then click Save.
- Name
- Description
- Status: Managed (default)
- Type:
- SaaS (Standard)
- Desktop
- Mobile
- Managed by: enter Jason Paganessi
Create New Contract
Once you have entered, or confirmed the software in Freshservice the next step is to link the software to a contract.
1. Open the software in question and navigate to the Contracts tab and click to + Create New Contract.
2. Complete the new contract fields, then click Save.
Most, if not all contract information will be available in the agreement or on the vendor website. If you encounter difficulty locating any of the information required to create a new contract, please reach out to Jason Paganessi or the original AHIMA-staff contract owner.
General Details
- Contract Name: This is the vendor name
- Contract Number: Leave to defaulted contract number, unless explicitly provided a contract number in the agreement
- Vendor: Select from the drop down, or create new vendor profile if one does not exist already.
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Adding New Vendor 1. Click to + Add New Vendor 2. Complete new vendor fields
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Type:
- Lease
- Maintenance
- Software License (Standard)
- Warranty
- Status: Defaulted to draft
- Approver: set to Jason Paganessi
- Cost: Enter total amount paid/due at agreement fulfillment
Tenure of Contract
- Start Date: Outlined in agreement
- End Date: Add based on agreement term length; or when contract is set to renew (e.g. if it is a one-year agreement that began on 11/22/2022, then the end date should be set to 11/22/2023).
- Auto-renew: Toggle to enable; based on agreement information received. This will typically be provided for you.
- Notify Renewal: Toggle to enable; The names of all person to be notified of the renewal will typically be provided for you.
Item & Cost Details
Add additional items as needed.
- Software: Will default to the software you had previously opened before clicking to create new contract.
- Service Name: Provided in the agreement.
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Pricing Model: Provided in the agreement.
- Per unit
- Fixed
- One Time
- Cost: Provided in the agreement.
- Count: Provided in the agreement.
- Comments: Add at your discretion.
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Billing Cycle: This will typically be provided for you, or may be available in the agreement.
- Monthly
- Quarterly
- Half Yearly
- Annual
- One Time
Associations
Add all relevant software and contract/agreement documentation that has been provided. If you do not have all required resources, please reach out to the AHIMA-staff contact owner.
3. Verify all information entered is complete and accurate, then click to Submit for Approval.
- A notification will be sent to the agent assigned.
- The contract will remain in Draft status and will not be visible under the software contracts tab until it is approved.
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