Add Contracts

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A Contract is a legally-binding document outlining the partnership between your nonprofit and another company, organization, or government. Argenta allows you to store your contracts and their details in one place within the system.

From the Argenta main menu on the left-hand side of the screen, choose My Organization > Our Contracts.

 
 

Click the “Add New” button.

 

 

This will open the Workspace for Contract screen. All required fields are designated with a pink *.

 

 

 

  • Record Permissions - You can also choose to lock the record by placing a checkmark in the "Lock This Record"  box. Choosing to lock this record prevents users from viewing or updating it, unless they're either a master admin or given specific permissions on the Record Permissions tab.  Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  • Contract Status - Set a status by choosing one from the drop-down menu. Your options are: Unknown/Other or NA, In Negotiation, Letter of Intent, Approved, Signed/Executed, In Revision, Terminated, Closed/Complete, Superseded, Cancelled/Reversed, and Proposed. This is a required field.
  • Contract Title - Enter a name for the contract title. This is a required field.
  • Department/Chapter - This contact may belong to a specific department/chapter within your organization and you can assign it to one here. Simply use the drop-down menu to select the department this contract belongs to.
  • Contract Version - Specify the version number in the Contract Version field. If this is the original, unrevised contract, enter “1”.
  • Value ($) - Enter the value of the Contract.
  • Our Representative (Team Member) - Select the team member who will be your Contract Administrator by clicking the “Lookup” button and selecting the individual by searching and selecting them. The Our Representative field will display the ID for the selected team member and their name will be displayed below. This is a required field.
  • Second Party (Constituent) - Next, select the individual responsible for the second party. This individual must first be entered into Argenta as a Constituent. If they are already in the system, click the “Lookup” button and select the individual by searching and selecting them. If they are not in the system, you can add them by selecting “Add New”. For help, adding a new constituent, please see our KB article - Add a Constituent. This is a required field.
  • Contract Type - Select a contract type by using the drop-down menu or by adding a new one using the "Add New" button.
  • Contract Category - Select a contract category by using the drop-down menu or by adding a new one using the "Add New" button.
  • Start/Effective Date -  You can set a date manually or by using the date selector.
  • End Date - You can set a date manually or by using the date selector.
  • Review Date - You can set a date manually or by using the date selector.
  • Termination Date - You can set a date manually or by using the date selector.
  • Contract Description - You may enter a contract description in this area.
  • Contract Terms - You can enter the contract terms in this area.
  • Is an Early Out Allowed? - Select Yes or No if there is an early out clause.
  • Early Out terms - You can specify the early our terms in this area.

 

You may also need to enter some notes about the Contract as well as any related files.  For help adding a related file please refer to KB Article - Add Related Files.  For help adding notes to the notes section please refer to KB Article - Add A Note to the Notes Section.

In addition to the contract details, you have three other tabs of information. Before moving on, make sure to click the Save Icon at the top of the page.

Amendments Tab:
 
The Amendments tab allows you to add and keep track of all the amendments to the contract in one place. To add an amendment simply click the "Add New" button.
 
 
This will open the Add A New Contract Amendment screen.
 
 
From here fill out the following details of your amendment:
  • Effective Date - You may enter a date manually or by using the date selector. This is a required field.
  • Status - Select a status from the drop down menu. Your options are: Unknown/Other or N/A, In Negotiation, Letter of Intent, Approved, Signed/Executed, In Revision, Terminated, Closed/Complete, Superseded, Cancelled/Reversed, and Proposed. This is a required field.
  • Authorized/Signed By (Team Member) -  Select the team member who signed or authorized the amendment  by clicking the “Lookup” button and selecting the individual by searching and selecting them. The Team Member field will display the ID for the selected team member and their name will be displayed below. This is a required field.
  • Amendment Title - Enter a name for your amendment. This is a required field.
  • Reason for Amendment/Description - You can enter a reason for the amendment or a description of it in this area.
  • Amendment Terms - You can list the amendment terms in this area.
  • Notes - If there are any notes you wish to include, you will list those here.
One you have filled out the details of the amendment, click the "Add This Amendment" button. This will save and close your amendment and you will now see it listed in the Amendment tab.
 
Notifications:
 
*This section is coming soon!
 
Record Permissions:
 
Individual records can be locked so only master admins and users who are listed here can view or edit them. To add contract user permissions for this record simply add them here by selecting the user from the drop-down menu, the click the "Add Selected User" button.  This will add the user to the record permissions and allow the user to edit and view the record.