Agreements tell Watchdog what a supplier has promised. Their documents and price lists are the evidence used when invoices are checked.
Create an agreement
Open Agreements and create an agreement for the relevant supplier. Give it a clear name that your team will recognize, then add the documents that define the commercial relationship.
Agreements start as Draft. Watchdog matches a draft to invoices when you activate it, and does not run checks until the agreement is active. Before activating one, add a supplier, a title, and usable checking content, then wait for uploaded files to finish processing. The setup checklist on Overview shows anything still missing.
Useful documents include:
- Signed contracts and amendments.
- Price lists and rate cards.
- Rebate, discount, indexation, and payment-term schedules.
- Supplier correspondence that changes an agreed term.
When you import an eligible contract into a blank draft, Watchdog may automatically extract and save the title, dates, renewal terms, and supplier. If you run Autofill properties manually, review the proposed changes and choose Save or Discard.
When setup is complete, choose Active, then select Activate. If invoices are available for the agreement’s suppliers, turn on Run sample checks before activating to choose matching invoices to check.
Classify agreement files
Mark each file according to its purpose. Contract files provide terms and context; price-list files provide structured prices. Ignore files that should not influence invoice checks.
Review imported prices
When a price list is imported, review the extracted rows, units, currencies, and effective dates before committing them. Correct mapping problems at import time so later invoice checks use reliable data.
Validate with sample checks
Sample checks let you test an active agreement against selected existing matched invoices. You can start them while activating the agreement or later from the agreement’s Alerts menu. Review the selected invoices and choose Run checks. When processing finishes, review any findings.
Match agreements to invoices
Watchdog may suggest an agreement match from supplier and invoice context. Confirm the correct match when prompted. Only applicable agreements should participate in the alert assessment.
On Overview, select recipients to limit the agreement to invoices for any of those recipients. With no recipients selected, the agreement applies to all recipients. You can also use invoice filters to narrow the scope.
If invoice filters cannot describe the scope, enable Smart matching and describe which invoices belong to the agreement. Watchdog applies the supplier, recipient, date, and invoice filters first, then evaluates the remaining candidates against your description.
Keep superseded terms and their effective dates accurate. Removing historical context can make an older invoice appear to have been checked against today’s price.
