# Requesting Contracts

> **Note:**
> 
> - Request-contract functionality must be configured in **NAV** on the **Vendor Card → Contract Source → Vendor**.
> - This workflow applies when the planner/requester **requests a contract** directly from the Media Owner.

### Generating a Contract Request

Once the suggested OOH sites have been scheduled, the planner can initiate a contract request by navigating to the **Contracts** tab on the schedule.

1. Select the **Media Owner**, enter a **Contract Description**, and save the line.
2. Open the **options menu** **([![Untitled design (4).png](https://kb.it-s.co.za/uploads/images/gallery/2025-12/scaled-1680-/untitled-design-4.png)](https://kb.it-s.co.za/uploads/images/gallery/2025-12/untitled-design-4.png))** on the contract line and select **Request Contract**.
3. The contract request generator will open, allowing the user to:
    
    
    - Select a **contract template**
    - Choose an **internal authoriser**
    - Upload an existing Excel schedule **or**
    - Generate a schedule using a **pivot report** based on selected plan lines
4. To generate a schedule, select the relevant plan lines and choose **Preview**.
5. Once the schedule is attached, select **Save & Request Authorisation**.

An email is sent to the selected internal authoriser containing the contract request and schedule.

### Receiving & Authorising the Contract Request 

The authoriser receives an email containing:

- The contract request document
- The associated Excel schedule

By selecting the **Authorise** link, the authoriser can approve or reject the request.

### Requesting the Vendor Contract

Once the contract request has been internally authorised:

1. The planner receives an email confirming the authorisation status.
2. Navigate to the plan’s **Detail** tab and select **Authorisations**.
3. Open the **options menu** **([![Untitled design (4).png](https://kb.it-s.co.za/uploads/images/gallery/2025-12/scaled-1680-/untitled-design-4.png)](https://kb.it-s.co.za/uploads/images/gallery/2025-12/untitled-design-4.png))**  on the relevant line and select **Request Vendor Contract**.
4. Enter the vendor’s email address and optionally include a message in the **Custom Content** field.

### Receiving the Contract Request 

The vendor/Media Owner receives an email requesting the contract, with:

- The authorised contract request document attached
- Clear instructions on next steps

The vendor returns an **unsigned contract**, which automatically uploads to the contract line item in the **Authorisations** section of the plan.

### Sending the Contract for Internal Signature

The planner/requester reviews the uploaded vendor contract and selects **Request Internal Signature**, sending it to the authoriser for review and signing.

### Approving & Sending the Contract for Vendor Signature 

The authoriser:

1. Receives an email requesting approval and signature.
2. Downloads, reviews, and signs the contract.
3. Selects **Request Vendor Signature** from the email link.
4. Uploads the signed contract and selects **Proceed**.

The system emails the signed contract to the vendor for final signature.

### Vendor Signing the Contract

Both the vendor/Media Owner and planner/requester receive an email requesting the vendor’s signature.  
The vendor signs the contract and returns it via email, which automatically attaches to the plan.

### Completing the Contract Flow 

The planner reviews the final signed contract and selects **Confirm Contract** from the options menu. This action finalises the contract process.