Contract requests

A grantee can make a request on their contract, for example to extend a milestone's due date. Each kind of request has its own form, and you decide each request.

Set up request types

Request types are set up under Settings > Contract categories, in Request types, while the Contracts module is on.

1. Select Add request type.
2. Give it a name, choose its form, choose what happens when a request is approved, and set the window it is open for (or leave it always open).
3. Save it.

The list shows each type's form, its window (Open now or Closed) and what happens when it is approved. Archive a type to stop new requests; Restore brings it back.

Change of bank details is built in to every organisation and marked Built in. It cannot be edited or archived. Approving one does not change the account straight away: it opens a field review of the new account, even if field reviews are otherwise off, and the contract keeps paying the account on file until that review is approved. The request shows only the last digits of the new account number, never the full number.

Decide a request

A contract's own requests are listed on its Requests tab, and every request on the All requests page linked from there. Each shows its Type, when it was Submitted, its Status, its Accounting sync and its Reviewer. On All requests the sync shows under the status.

1. Select Open on a request.
2. Read the request, the contract amount, any milestone it is about, and each submitted version. Versions cannot be edited.
3. Under Decision, choose:
   • Approve. For a request that moves dates, you can set a New contract end date, or leave it blank to move the due dates only.
   • Decline, with a Reason for declining the applicant is sent.
   • Request more information.
4. Select Confirm decision.

If the amount requested is above your Milestone Approval Limit, select Request Reviewer and hand it to an administrator whose limit covers it. A request that names a milestone already paid cannot be approved.

Accounting sync

When you approve a change of contact, or a change of bank details once its review is approved, Backed writes the change to your connected accounting system. The request's Accounting shows where that stands:

• Sync pending: the change is on its way to the accounting system.
• Synced, with the date and time it was written.
• Failed, with the error your accounting system gave. The change stays in place in Backed. Under Xero or MYOB, your sync-error address is also emailed. Fix the cause in the accounting system, then select Retry sync to try again. Retry sync needs permission to decide requests.
• Not synced: no accounting system connected: nothing was sent because no accounting system was connected when the request was approved.
• Awaiting bank review, for an approved change of bank details whose account review is still open or was declined. A declined review stores nothing.

A request with nothing to write to the accounting system, such as an extension, shows nothing here.

See also

• A contract