IV.  Offers & Contracts

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions :

You may add a new offer from scratch or by retaking some stable data from a previous offer.

Both options are detailed below:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Offers & Contracts” in the left menu

5- Click on “ADD NEW”

6- Choose “New offer” in the drop list (proposed by default)

7- Click on “Create”

8- Adapt the “Title” of the “Offer folder” if necessary

9- Tick the box “Organisation data” in the section “Right in edit mode to the contact organisation” in case you need to give to the organisation’s contact the right to complete directly the “Organisation data” tab.

10- Assign the applicable “Standards” and “Scope/Category”

11- “Save”

12- Browse the tabs on the left and enter the corresponding data by editing/saving each tab (Instructions about completing each menu are detailed below)

1- Reproduce all the 5 first steps of adding a new offer

2- Choose the “Offer folder” from which you need to retake data from the drop-list

3- Click on “Create”

4- Adapt the “Title” of the offer if necessary

5- Tick the box “Organisation data” in the section “Right in edit mode to the contact organisation” in case you need to give to the organisation’s contact the right to complete directly the “Organisation data” tab.

6- Assign the applicable “Standards” and “Scope/Category”

7- “Save”

8- Browse the tabs on the left and enter the corresponding data by editing/saving each tab (Instructions about completing each tab are detailed below)

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts” – Organisation contacts if they have necessary rights assigned by CB

The ViaSyst audit reporting platform is interactive with the audited/certified organisation, so 2 options are available to complete this section:

1. a) Complete the “Organisation data” tab by organisation’s contact
   b) Complete the “Organisation data” tab by “Offers & Contracts” users

Both options are detailed below:

1. a) Assign the right to organisation’s contact to enter “Organisation data”

Instructions:

Proceed as follows to give “Right in edit mode to the contact organisation” to complete the “Organisation data” tab of the “Offer folder” starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Edit”

4- In the field “Right in edit mode to the contact organisation”, tick the box “Organisation data” to give rights to the organisation’s contact to complete this tab of the “Offer folder”

5- “Save”

Notes:

• Instructions are available for organisation’s contact in the Certified organisations user guide
• As long as the “Offer folder” has not been “Reviewed by CB” by the “Offers & Contracts” user:
  • Organisation’s contacts can update « Organisation data » information (if necessary rights are assigned)
  • Only the “Organisation Data” and “Message box” tabs will be accessible for the organisation’s contact. All other tabs will not be displayed.

Tips and recommendations:

• Use the « Message box » section to invite organisation’s contact to complete their information. A notification is sent to the contact’s organisation with direct link to the “Offer folder”
• After organisation’s data completion by the organisation contact, to avoid any modification from their side, untick the option “Right in edit mode to the contact organisation” from the “Offer folder” according to instructions available here

1. b) Complete “Organisation data” tab by “Offers & Contracts” users:

Instructions:

Proceed as follows to complete the “Organisation data” tab of an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Organisation data” in the left menu

4- Click on “Edit”

5- Enter the corresponding data in the proposed fields

6- “Save”

Notes:

• As long as the “Offer folder” has not been “Reviewed by CB” by an “Offers & Contracts” authorised reviewer, only the “Organisation Data” and “Message box” tabs will be accessible for the organisation’s contact. All other tabs will not be displayed.

Proceed as follows to complete the tab “CB Data & Review” of an “Offer folder”, starting from the left main menu or from the organisation:

Instructions:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “CB Data & Review” in the left menu

4- Click on “Edit”

5- Enter the corresponding data in the proposed fields

6- “Save”

Notes:

• This tab is only visible for CB admin and “Offers & Contracts” users
• Only “Offers & Contracts” users have the right to “Edit” and complete this section
• The basic fields available in this tab are at least “Currency” and “Audit daily rates” (for contract calculation)
• If more fields for the offer review are needed, please contact ViaSyst
• A complete level of flexibility has been introduced for the “Audit daily rate” field:
  • An “Other” option has been added in the CB settings options, when activated, a free-text field is available for “Audit daily rate” in offers, allowing custom input.
  • This option is not activated by default. If you wish to use it, please contact ViaSyst to have it enabled.

• Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”
  1. Add a new “Audit stage” in “Calculation” tab

  Instructions:

  Proceed as follows to prepare the calculation by adding the different stages, starting from the left main menu or from the organisation:

  1- Click on “Offers & Contracts”

  2- Open the corresponding “Offer folder”

  3- Click on “Calculation” in the left menu

  4- Click on “Add Stage”

  5- Enter the Stages details, i.e.: “Audit Stage” type, “Preparation” in number of days, “On site audit duration”…

  6- “Save”

  7- Click again on “Calculation” in the left menu to add the second stage (if applicable) and reproduce the steps from 4 to 6

  Tips and recommendations:

  • It’s possible to manage one stage per offer or to generate the complete ISO 17021-1 cycle from initial certification stage 1 to the recertification and all stages calculation will be retaken in the “Contract” tab
  • Store the calculation data used for the audit duration in the “Comment” section of the “Offer folder”
  1. Edit an “Audit Stage”

  Instructions

  Proceed as follows to edit an “Audit Stage”, starting from the left main menu or from the organisation:

  1- Click on “Offers & Contracts”

  2- Open the corresponding “Offer folder”

  3- Click on “Calculation” in the left menu

  4- Click on the Edit sign at the right to open the “Audit Stage” in edit mode

  5- Edit the corresponding fields

  6- “Save”

  1. Delete an “Audit Stage”

  Instructions

  Proceed as follows to delete an “Audit Stage”, starting from the left main menu or from the organisation:

  1- Click on “Offers & Contracts”

  2- Open the corresponding “Offer folder”

  3- Click on “Calculation” in the left menu

  4- Click on the delete sign at the right to delete one stage

  5- Confirm deletion

The contract view is automatically generated and calculated based on the data entered in the tabs “CB Data & Review” and “Calculation” with the different stages

Instructions:

Proceed as follows to consult the “Contract, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Contract” in the left menu

4- The “Contract” displays information retaken from the “CB Data & Review” and “Calculation” tabs such as “Standards”, “Scopes”, “Audit stage”, “Preparation (Day)”, “Desk review (Day)”, currency…. with automatic calculation of the “Total stage” and “Total” for all stages together

5- If you need a PDF version, click on “Print”

6- The PDF report will automatically be downloaded

Notes:

• Additional editable fields may be available in the “Contract” tab to add any information about the contract to be shared with the organisation’s contact (details, discount…). Proceed as follows to complete it, starting from the “Contract” tab:
  1. Click on “Edit”
  2. Complete the editable field(s)
  3. “Save”

Objective:
This feature allows Certification Bodies (CBs) to generate and manage client contracts using customizable Word templates, ensuring alignment with internal legal and branding standards.

Instructions for CB Admins and Reviewers:

To generate a Word-based contract:

1. Go to the relevant Offer folder.
2. If the “Word contract” module is enabled for your CB, click on “Generate Word contract”.
3. Select the appropriate template from the list (only templates assigned to your CB will be shown).
4. Click “Save” — the Word contract will be generated and automatically downloaded.
   • Note: Only one template can be selected.
   • An error will display if no template is selected.

To upload a finalized PDF contract:

1. Click “Upload contract”.
2. Choose your file and assign a document title (this title will appear under the contract section).
3. Click “Save file”. The uploaded contract will display in the offer folder.
4. To download the file, click its title. It will download directly to your PC.

Notes:

• Uploaded contracts are visible and downloadable to all authorized users.
• Templates can include data from organisations, offers, and related audit folders.
• Supports consistent layout, multilingual fields, and formatting per CB preferences.

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to edit an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder”

3- Click on “Edit”

4- Update the “Offer folder” title, assigned Standards/Scopes…

5- “Save”

6- Browse the menus on the left and “Edit” the corresponding data by editing/saving each tab

Notes:

• Only Offer folders with status “In progress” or “Unlocked by CB” can be edited by “Offers & Contracts” users
• The “Contract” is automatically updated if you update “Offer folder”, “CB Data & Review” and “Calculation” tabs
• It’s not possible to “Edit” an “Offer folder” with the status “Reviewed by CB”, “Approved by the organisation” or “Cancelled”. It should be unlocked by “Offers & Contracts” “Review” user before edition. For more information about unlocking an “Offer folder”, see: “Unlock” an “Offer folder”

Necessary rights: “Edit” or “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to delete an “Offer folder”, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to delete

3- Click on “Delete”

4- Confirm deletion

Notes:

• Only Offer folders with status “In progress” or “Unlocked by CB” could be deleted by “Offers & Contracts” users
• It’s not possible to “Delete” an “Offer folder” with the status “Reviewed by CB” or “Approved by the organisation”. It should be unlocked by “Offers & Contracts” “Review” user before. For more information about unlocking an offer folder, see: “Unlock” an “Offer folder”.
• It’s not possible to “Delete” an “Offer folder” with the status “Cancelled”

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

1. “Review” the Offer folder

Proceed as follows to Review an “Offer folder”, starting from the left main menu, or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to review

3- Click on “Application Review”

4- If any required field for the applicable “Offer folder” tabs is missing, a red bar will appear, with links to complete the corresponding fields. In this case, complete the missing fields by clicking on the links

5- If applicable, click again on “Application review” once completed

Once “Reviewed by CB”:

• The status of the Offer folder is displayed as “Reviewed by CB”
• 2 buttons (options) are available in the “Offer folder”: “Unlock” and “Approve by the organisation”
  • “Approve by the organisation” button is available for both organisation’s contact and “Offers & Contracts” users and to approve the “Contract”
  • “Unlock” button available only for “Offers & Contracts” reviewers in case any update is needed on the “Offer folder” tabs.
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is automatically published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the “Offer folder” is “Reviewed by CB”

Notes

• All actions related to the evolution and change of the “Offer folder” status are listed in the “Status history” in the Offer folder and in the “Offers & Contracts” list

1. “Unlock” the Offer folder

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to unlock an Offer folder, starting from the left main menu, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding “Offer folder” to unlock

3- Click on “Unlock”

Once “Unlocked by CB”:

• The status of the Offer folder is displayed as “Unlocked by CB”
• 3 buttons (options) are available in the “Offer folder” for authorised users:
  • “Edit”, for instructions, see “Edit” an Offer folder
  • “Delete”, for instructions, see “Delete” an Offer folder
  • “Application review”, for instructions, see “Application Review” of an Offer folder
• All “Offer folder” tabs are editable
• The “Contract” is no more shared with the organisation’s contact

Notes

• “Unlock” is applicable only for Offers & Contracts” with status “Reviewed by CB”
• All actions related to the evolution and change of the Offer folder status are listed in the “Status history” in the Offer folder and in the “Offers & Contracts” list

1. “Approve by the organisation” the Offer folder:

Necessary rights: Organisation’s contact

Once “Reviewed by CB”, the organisation’s contact has the possibility to “Approve by the organisation” the Offer folder. Instructions are available on the “Certified organisations user guide”

Once “Approved by the organisation”:

• The status of the Offer folder is “Approved by the organisation”
• 1 button “Cancel” is available in the Offer folder – for instructions, see “Cancel” an Offer folder
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• A notification is automatically sent when the organisation’s contact approves the Offer folder to the “Offers & Contracts” reviewers with direct link to the Offer folder
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the Offer folder is “Approved by the organisation”

Notes

• Only the Offers folders with status “Reviewed by CB” can be approved by the organisation’s contact (“Approve by organisation” button is visible)

Tips and recommendations:

• The “Offers & Contracts” reviewer has the possibility to approve the Offer folder instead of the organisation’s contact. This option could be used in case the organisation’s contact approves it by letter, phone or email. In this case the status of the Offer folder is also “Approved by the organisation”

1. “Cancel” the Offer folder

Necessary rights: “Review” rights for “Offers & Contracts”

Instructions:

Proceed as follows to “Cancel” an Offer folder, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the corresponding Offer folder to cancel

3- Click on “Cancel”

Once “Cancelled”:

• The status of the “Offer folder” is displayed as “Cancelled”
• No button (option) is available in the “Offer folder
• All “Offer folder” tabs are frozen and blocked for edition
• The “Contract” is published for the organisation’s contact (Only “Offer folder”, “Organisation Data”, “Contract” and “Message box” tabs are available for organisation’s contact)
• The tabs “CB Data & Review” and “Calculation” with the different steps are not shared with the organisation’s contact even if the “Offer folder” is “Approved by the organisation”

Notes:

• Only the Offers folders with status “Approved by the organisation” can be cancelled (“Cancel” button is visible)

Tips and recommendations:

• All actions related to the change of the “Offer folder” status are listed in the “Status history” in the “Offer folder” and in the “Offers & Contracts” list

Instructions:

Proceed as follows to communicate or share documents between “Offers & Contracts” users assigned to an organisation, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the “Offer folder” concerned by the communication or the documents to send

3- Enter the message to send in the “Comment” section of the “Offer folder” page

4- Attach a file if needed

5- Notify the right persons in the section “Notify to”

6- “Save”

Notes:

• Access to documents and comments entered here is strictly limited to the concerned CB users or roles: CB Admin, “Offers & Contracts” users. The other CB users (Auditors, Reviewer) do not have access to this information.
• In case of comments, those listed under « Notify to » automatically receive an email including a link to the “Offer folder”

Tips and recommendations:

• Use this “Comment” section to communicate or share documents within the team and ensure exchange historization.

Instructions:

Proceed as follows to communicate or share documents with the organisation’s contact, starting from the left main menu or from the organisation:

1- Click on “Offers & Contracts”

2- Open the “Offer folder” concerned by the communication or the documents to send

3- Click on “Message box” on the left menu

4- Enter the message to send in the “Comment” field

5- Attach a file if needed

6- Notify the right persons in the section “Notify to”

7- “Save”

Notes:

• Access to documents and message entered here is strictly limited to the following roles: CB Admin, “Offers & Contracts” users and organisation’s contact
• The other CB users (Auditors, Reviewer) do not have access to this information
• In case of comments, those selected under « Notify to » automatically receive an email including a link to the message
• In the section “Notify to”, the user identified in “CB users” are the “Offers & Contracts” users and CB admin users

Tips and recommendations:

• You can use this “Message box” to
  • share documents with the organisation’s contact
  • store manually signed pdf version of the contract

Necessary rights: “CB admmin rights”, “Edit” or “Review” rights for “Offers & Contracts”

Objective:

Enable CB users to extract data related to offers and contracts in Excel format for external use, further analysis, or integration with other systems.

Instructions:

Proceed as follows to extract Offers & Contracts data, starting from the left menu:

1. Click on “Offers & Contracts”
2. Use the filters to refine your list (by department, status, organisation, etc.)
3. Click on “XLS” at the top of the list
4. The Excel file will be automatically downloaded
5. Open the file and save it locally

Notes:

• Only the filtered data will be included in the extracted file.

The extraction contains two tabs: Offers and Contracts.

• The Excel file includes:
• Offer tab: general offer data, CB data, audit stages.
• Contract tab: calculated audit durations, total prices, contract metadata.

• The extracted content is strictly limited to the offers/contracts accessible according to the user’s rights.
• Compatible with all packages.

Tips and recommendations:

• Always apply relevant filters before extraction to reduce file size and download time.

Mistakes to avoid:

• Forgetting to apply filters: could result in unnecessarily large files.