Contract Reporting

Guide to Purchase Contract reporting, saved searches, and analysis.

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Standard Reports

Contract List Report

PURCHASE CONTRACT LIST
───────────────────────────────────────────────────────────

Navigation: Reports > Purchases > Purchase Contracts

Sample Report:
┌────────────────────────────────────────────────────────────────────────┐
│ Contract    Vendor           Start       End         Max        Status │
│ ────────    ──────           ─────       ───         ───        ────── │
│ PC-00125    ABC Supply       01/01/26    12/31/26    $100,000   Active │
│ PC-00126    XYZ Parts        02/01/26    01/31/27    $75,000    Active │
│ PC-00127    Global Co.       01/15/26    07/15/26    $50,000    Active │
│ PC-00089    Old Vendor       01/01/25    12/31/25    $80,000    Expired│
└────────────────────────────────────────────────────────────────────────┘

Filter Options:
  □ Vendor
  □ Status (Active, Expired, All)
  □ Date Range
  □ Employee

Contract Utilization

CONTRACT UTILIZATION REPORT
───────────────────────────────────────────────────────────

Contract    Vendor        Maximum     Purchased   Remaining   Util%
────────    ──────        ───────     ─────────   ─────────   ─────
PC-00125    ABC Supply    $100,000    $75,000     $25,000     75%
PC-00126    XYZ Parts     $75,000     $45,000     $30,000     60%
PC-00127    Global Co.    $50,000     $48,000     $2,000      96%

Summary:
  Total Maximum:    $225,000
  Total Purchased:  $168,000
  Avg Utilization:  75%

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Saved Searches

Expiring Contracts Search

// Saved Search: Contracts Expiring in 30 Days

Type: Purchase Contract

Criteria:
  Status = Active
  Expiration Date = within next 30 days

Results:
  Contract Number
  Vendor
  Expiration Date
  Maximum Amount
  Amount Purchased
  Days Until Expiry (Formula)
    = {expirationdate} - SYSDATE

Sort: Expiration Date (ascending)

Under-Utilized Contracts

// Saved Search: Under-Utilized Contracts

Type: Purchase Contract

Criteria:
  Status = Active
  Expiration Date = within next 60 days
  Formula (Numeric) < 50
    = ({amountpurchased} / {maximumamount}) * 100

Results:
  Contract Number
  Vendor
  Maximum Amount
  Amount Purchased
  Utilization % (Formula)
  Remaining Amount
  Days Until Expiry

Alert: Contracts with low utilization nearing expiry

Contract Spend by Vendor

// Saved Search: Spend by Vendor

Type: Purchase Contract

Criteria:
  Status = Active OR Expired (current year)

Summary:
  Group By: Vendor

Results:
  Vendor (Group)
  Count (Contract)
  Sum (Maximum Amount)
  Sum (Amount Purchased)
  Avg (Utilization %)

Active Contract Items

// Saved Search: Active Contract Items

Type: Purchase Contract
Include: Item subrecord

Criteria:
  Contract Status = Active

Results:
  Contract Number
  Vendor
  Item
  Description
  Contracted Qty
  Contracted Rate
  Contract Expiry

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Analysis Dashboards

Contract Summary Dashboard

CONTRACT DASHBOARD
═══════════════════════════════════════════════════════════════════

┌─────────────────────────────────────────────────────────────────┐
│  ACTIVE CONTRACTS                CONTRACT VALUE                 │
│  ═══════════════                ══════════════                  │
│                                                                 │
│     ┌───────┐                    Maximum:    $1,250,000        │
│     │  15   │ Active             Purchased:  $875,000          │
│     └───────┘                    Remaining:  $375,000          │
│                                                                 │
│  Expiring (30 days): 4          Utilization: 70%               │
│  Below Minimum: 2               ████████████████░░░░░░░        │
└─────────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────────┐
│  SPEND BY VENDOR                                                │
│  ══════════════                                                │
│                                                                 │
│  ABC Supply    █████████████████████████  $350,000 (40%)       │
│  XYZ Parts     ███████████████            $250,000 (29%)       │
│  Global Co.    ██████████                 $175,000 (20%)       │
│  Others        █████                      $100,000 (11%)       │
└─────────────────────────────────────────────────────────────────┘

Contract Timeline

CONTRACT TIMELINE VIEW
───────────────────────────────────────────────────────────

2026

Jan  Feb  Mar  Apr  May  Jun  Jul  Aug  Sep  Oct  Nov  Dec
├────┼────┼────┼────┼────┼────┼────┼────┼────┼────┼────┼────┤

PC-00125 ████████████████████████████████████████████████████
PC-00126      ████████████████████████████████████████████████████
PC-00127 ████████████████████████████
PC-00128                          ████████████████████████████████

Legend:
  ████ = Active Period
  ░░░░ = Expired

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Commitment Tracking Reports

Minimum Amount Tracking

MINIMUM COMMITMENT REPORT
───────────────────────────────────────────────────────────

Contracts with minimum commitment checks:

Contract    Vendor        Minimum     Purchased   Status
────────    ──────        ───────     ─────────   ──────
PC-00125    ABC Supply    $10,000     $75,000     ✓ Met
PC-00126    XYZ Parts     $25,000     $20,000     ⚠️ Short $5,000
PC-00127    Global Co.    $5,000      $48,000     ✓ Met

Action Required:
  PC-00126: $5,000 shortfall, 30 days remaining

Maximum Amount Approaching

MAXIMUM LIMIT REPORT
───────────────────────────────────────────────────────────

Contracts approaching maximum:

Contract    Vendor        Maximum     Purchased   Remaining   %
────────    ──────        ───────     ─────────   ─────────   ─
PC-00127    Global Co.    $50,000     $48,000     $2,000      96%
PC-00125    ABC Supply    $100,000    $92,000     $8,000      92%

Action Required:
  • Consider amendment to increase maximum
  • Evaluate renewal options

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Vendor Analysis

Vendor Contract Summary

VENDOR CONTRACT ANALYSIS
───────────────────────────────────────────────────────────

Vendor: ABC Supply Inc.

Active Contracts: 3
Total Maximum:    $275,000
Total Purchased:  $195,000
Avg Utilization:  71%

Contract History:
  2024: 2 contracts, $180,000 purchased
  2025: 2 contracts, $210,000 purchased
  2026: 3 contracts, $195,000 YTD

Items Covered:
  - WIDGET-100 (all 3 contracts)
  - WIDGET-200 (2 contracts)
  - SUPPLY-001 (1 contract)

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Troubleshooting

Common Issues

Issue	Possible Cause	Resolution
Contract not showing on PO	Expired or wrong vendor	Check dates and vendor match
Wrong pricing applied	Contract not selected	Select contract on PO
Can't find contract	Filter settings	Clear filters, check status
Utilization not updating	PO not linked	Link existing POs to contract
Approval stuck	Missing approver	Check approval routing

Diagnostic Queries

// Find POs without contract link (should have contract)

Type: Purchase Order

Criteria:
  Vendor = [Contract Vendor]
  Date = within contract period
  Purchase Contract = is empty

Results:
  PO Number
  Vendor
  Amount
  Date

Action: Link these POs to appropriate contract

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Best Practices

Reporting

Practice	Recommendation
Weekly review	Check expiring contracts
Monthly	Utilization report
Quarterly	Vendor performance analysis
Annually	Full contract audit

Dashboard Setup

KPI	Target	Alert Threshold
Avg Utilization	>80%	<50%
Contracts Expiring	0 (without plan)	>60 days ahead
Below Minimum	0	Any
Approval Pending	<3 days	>5 days

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Automation Opportunities

Scheduled Searches

Search	Schedule	Recipients
Expiring (30 days)	Weekly	Procurement, Finance
Below Minimum	Weekly	Procurement
High Utilization (>90%)	Weekly	Procurement
Pending Approval	Daily	Approvers

Workflow Triggers

AUTOMATED ALERTS
───────────────────────────────────────────────────────────

Trigger: Contract Expiration
  30 days before → Email to contract owner
  14 days before → Email to procurement manager
  7 days before  → Email to procurement + finance

Trigger: Utilization Threshold
  >90% utilized → Alert procurement
  <30% with 60 days left → Alert procurement

Trigger: Minimum Not Met
  30 days before expiry → Alert if below minimum

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Related Topics

• Overview - Contract basics
• Contract Fulfillment - Tracking
• Contract Management - Lifecycle