Delete a Contract

You can delete contracts that are in Draft state. The delete function is only available for draft contracts because they are considered non-existing in the system and do not affect vendor status calculations or financial metrics. Active, Inactive, or Expired contracts cannot be deleted to maintain data integrity and audit trail.

When Can You Delete a Contract?

The Delete option is only available for contracts with State = Draft. This means:

• Contracts where "Mark as Draft" = Yes

• Contracts that are still in planning, negotiation, or approval stages

• Contracts that haven't been finalized or operationalized

Important: Once a contract transitions to Active, Inactive, or Expired state, it cannot be deleted. If you need to remove an operational contract from active use, consider marking it as draft.

Contract Deletion Options

You can delete draft contracts through three different methods:

Option 1: Delete from Contract Table

When viewing contract lists, you can delete draft contracts directly from the table view. The delete option will only appear in the Actions menu for contracts with Draft state.

Open

1. Navigate to Contracts > All Contracts or Contracts > Draft Contracts in the left sidebar

2. Locate the draft contract you want to delete in the contracts table

3. Click the three-dot menu icon (•••) in the Actions column (marker 1)

4. Select Delete from the dropdown menu (marker 2)

Note: The Delete option is only visible in:

• All Contracts view (where you can see all contract states including drafts)

• Draft Contracts view (which shows only draft contracts)

The Delete option will not appear in Active Contracts, Inactive Contracts, or Expired Contracts views, as these lists only contain non-draft contracts.

Option 2: Delete from Contract Detail View

When viewing the full details of a draft contract, you can access the delete function from the contract's detail page.

Open

1. Open the draft contract's detail page by clicking on the contract name

2. Click the three-dot menu icon (•••) in the top-right corner of the page (marker 1)

3. Select Delete from the dropdown menu (marker 2)

This method allows you to review all contract details before confirming deletion, ensuring you're removing the correct contract.

Option 3: Delete from Vendor View

When managing a vendor's contracts, you can delete draft contracts associated with that vendor directly from the vendor's detail page.

Open

1. Navigate to the vendor's detail page

2. Click on the Contracts tab to view all contracts associated with this vendor (marker 1)

3. Locate the draft contract in the contracts table

4. Click the three-dot menu icon (•••) in the Actions column (marker 2)

5. Select Delete from the dropdown menu (marker 3)

This approach is convenient when you're managing a vendor's contract portfolio and need to remove draft contracts that are no longer needed.

Confirming the Deletion

After selecting the Delete option from any of the three methods:

1. A confirmation dialog will appear asking you to confirm the deletion

2. Review the contract name

3. Click Delete to permanently remove the contract

4. Click Cancel if you want to keep the contract

Warning: Deletion is permanent and cannot be undone. Once you confirm the deletion, the contract and all its associated data (attachments, history, reminders, work items) will be permanently removed from the system.

What Happens After Deletion?

Once you confirm the deletion:

1. Contract Removal:

   • The contract is permanently deleted from the system

   • All contract details, attachments, and history are removed

   • The contract will no longer appear in any contract lists or reports

2. Dashboard Updates:

   • The contract count in dashboards is updated immediately

3. Audit Trail:

   • A deletion record is logged in the system audit trail (though the contract details themselves are removed)

   • The deletion is associated with your user account and timestamp

Why Can't I Delete This Contract?

If you don't see the Delete option in the Actions menu for a contract, it's because:

The contract is not in Draft state:

• Active contracts (currently running)

• Inactive contracts (not yet started)

• Expired contracts (already ended)

These contracts cannot be deleted because:

• They represent actual business commitments and financial obligations

• Deleting them would compromise the audit trail and historical records

• They may be referenced in financial reports, payments, or compliance documentation

Alternative Actions for Non-Draft Contracts : Option “Mark as Draft”

• Edit the contract and set "Mark as Draft" = Yes

• This will change the state to Draft, excluding it from vendor status calculations

• Once marked as draft, you can then delete it if needed

Best Practices for Contract Deletion

Before Deleting:

• Verify the contract is truly no longer needed

• Check if any attachments should be saved externally before deletion

• Confirm with the contract manager and business owner if the deletion is appropriate

• Ensure the contract doesn't contain information needed for future reference

When to Delete:

• Duplicate contracts created by mistake

• Test contracts used for training or system validation

• Contracts that were created in error with incorrect information

• Draft contracts for opportunities that didn't materialize

When NOT to Delete:

• Contracts that have ever been Active, even briefly

• Contracts with financial transactions or payments associated

• Contracts needed for compliance, audit, or legal purposes

• Historical contracts that provide valuable business intelligence

After Deleting:

• Inform relevant stakeholders (contract manager, business owner) of the deletion

• Document the reason for deletion if required by your organization's policies