Contract Repository and Import

The contract repository lists every vendor and customer contract, with its usage, renewal and end date.

When you’d use this

• You need one list of every contract your organization has signed.
• You have a folder of contract PDFs and want them in Muin without typing them in.
• You need to see which contracts end soon.

Find it

1. Go to Finance > Money Out > Contract repository.
2. Type part of a contract’s name in Search contracts by name, or filter by Counterparty (Vendor or Customer), Status, Type or Ending within.
3. Click a contract to open its detail page.

Add one contract by hand

1. Click New Contract.
2. Under Contract with, choose A vendor or A customer.
3. For a customer, choose an Organization or a Person, then pick them.
4. Fill in the name, type, dates and commitment.
5. Save it.

Billing and signature for customer contracts are covered in Customer contracts, billing and signature.

Import contracts from PDFs

Import contracts needs Muin for Spend.

1. Click Import contracts.
2. Drop your contract PDFs. You can drop up to 20 PDFs at once, 10 MB each.
3. Muin uploads them and reads each one.
4. For each file it can read, Muin creates a contract with its vendor, dates and value.
5. Each created file reads “Created [name]; confirm its terms”.

Muin reads the priced terms too, but does not confirm them. A bill is never held against terms nobody confirmed. Next, confirm the terms.

Still being read

• Reading a PDF takes a little while.
• A file Muin has not finished reading shows Still being read.
• Click Try the files still being read again to import only those files.
• You do not need to upload them again.

Why a file was not imported

Each refused file stays on the list with its reason.

Reason	What to do
“No vendor is named in the document.”	Create this contract by hand.
“No vendor matches [name]. Add the vendor, then import it again.”	Add the vendor in Vendors, then import the file again.
“The document names more than one of your vendors”	Create this contract by hand.
“No effective date was found in the document.”	Create this contract by hand.
“No expiration date was found in the document.”	Create this contract by hand.
“The expiration date is before the effective date.”	Check the document, then create the contract by hand.
“No contract value was found in the document.”	Create this contract by hand.
“Filed as ‘[type]’, not a contract.”	The file was read as another kind of document. Create the contract by hand.
“This document could not be read.”	Re-run extraction on the document, or create the contract by hand.
“Already imported as the contract ‘[name]’.”	Nothing to do. The contract exists.

If the terms could not be read, the contract is still created. It says “The terms could not be read. Enter them on the contract.”

The contract detail page

• Contract: status, role, start date, end date and renewal.
• Priced terms: the prices the contract sets, and whether someone confirmed them.
• Contract family: the master agreement, its statements of work and its amendments.
• Contract obligations: what the contract asks of you.
• Bills held above contract price: bills held on this contract. Needs Muin for Spend.
• Money Back Scan findings: money already paid above this contract.
• Contract review: the latest review and its playbook checks. Needs Muin for Spend.

A customer contract also shows Billing terms and Signature.

Find contract documents in the Explorer

The Explorer searches the contract documents themselves, such as every NDA signed last year.

1. Go to Muin for Spend > Contracts > Explorer.
2. The list starts with contracts, NDAs, MSAs, SOWs and amendments.
3. Search and filter the documents.
4. Select documents and click Compare & Synthesize to compare them.
5. Export the list to CSV or Excel.

The Explorer needs Muin for Spend.

When it goes wrong

• “Import failed”: the contracts could not be created. Your files are uploaded. Try again.
• “The files could not be uploaded. Nothing was lost; try again.”: the upload failed. Drop the files again.
• “Part of Muin for Spend” on a section: your organization does not have Muin for Spend.
• “Access denied” on a contract list or section: your role cannot see it. An owner or admin can give you access.

Next step

Confirm the terms of each contract you imported.