Terms and Conditions

The Terms & Conditions module allows users to create, manage, and reuse predefined contractual clauses across Purchase Orders and Contracts. Instead of manually entering terms for each transaction, users can define standardized terms with rich text formatting and optional attachments.

These predefined terms can be selected during PO or Contract creation, ensuring consistency, reducing manual effort, and minimizing errors. The module also supports activation control, audit tracking, and prevents the deletion of terms already in use.

What you see on the screen

This page displays a list of all configured Terms & Conditions records. Users can search, filter, add, edit, or delete terms based on their permissions. Each record shows its title, applicable modules, active status, and available actions.

Terms & Conditions | Basic Details

Label	Action	Description/ Example
Search	Input	Allows users to search Terms & Conditions using keywords such as title. Example: Purchase.
Filter	Click	Enables users to apply filters to refine the list based on specific criteria. Displays the count of applied filters. Fields: Title, Modules, Terms And Conditions, and Is Active. Conditions: in, not in, equal to, not equal to, contains, and does not contain.
Add	Click	Opens the Add Terms & Conditions form, where users can create a new record by entering a title, selecting a module, adding terms, and uploading attachments.
Title	View	Displays the name of the Terms & Conditions record. Example: “Purchase Orders (Dell Vendor) T&C”.
Modules	View	Shows the modules where the terms are applicable, such as Purchase Order or Contract.
Is Active	Toggle/View	Indicates whether the term is active or inactive. Active terms are available for selection in PO/Contract forms.
Actions
Edit	Click	Allows users to modify an existing Terms & Conditions record, including title, terms content, or attachment.
Delete	Click	Deletes a Terms & Conditions record. Deletion is restricted if the term is already linked to a PO or Contract.

Add Terms & Conditions

On the Terms and Conditions page, click on the Add option located at the top right corner of the page. In the pop-up window, enter the required details to create a new Terms & Conditions record.

Add T&C | Basic Details

Label	Action	Description / Example
Title	Input	Enter a unique name for the Terms & Conditions record. This helps identify and select it in Purchase Orders or Contracts. Example: “Purchase Order – Standard Vendor Terms”
Module	Dropdown	Select the module(s) where the terms will be applicable. Multiple modules can be selected based on usage. Options Include: Contract, Purchase Order, Purchase Requisition Example: Select Purchase Order and Contract if the same terms apply to both.
Is Active	Toggle	Enables or disables the Terms & Conditions record. When enabled, the record will be available for selection in relevant modules. When disabled, the record will not be available for new selections, but it remains for existing records.
Terms And Conditions	Rich Text Editor	Enter the detailed terms using the editor. Supports formatting such as bold, lists, alignment, and more for structured content. Example: Purchase Order (PO) Specific 1. All purchase orders must be approved as per the defined approval hierarchy. 2. PO once approved cannot be modified without re-approval. 3. Vendor details must be verified before PO creation. 4. Payment terms and delivery schedules must be clearly defined in each PO.
Add Attachment	Click	Upload supporting documents related to the terms (e.g., policy documents, vendor agreements). Multiple files can be added. Example: Upload a vendor agreement PDF or compliance document.
Attachment Actions	Click	Allows users to download or delete uploaded attachments before submission.
Submit	Click	Saves the Terms & Conditions record and makes it available based on the selected module and active status.