Contract Management
Contract Expiry Pipeline
Shows contracts approaching expiry so renewals and re-tenders can be planned.
Why Expiry Planning Prevents Irregularity
A contract allowed to lapse forces continued spend with no valid agreement behind it, which is irregular expenditure and a recurring AGSA finding. Re-tenders and renewals need lead time for advertising, evaluation and committee approval. AuditPro Core sequences contracts by expiry date so renewals and re-tenders are planned and initiated before the agreement runs out, not after.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Active Contracts
486
stable
Expiring < 90 Days
57
▲ 9
Expired Not Renewed
12
running month-to-month
Re-Tenders Started
33
on schedule
Contracts Expiring by Month
Soonest Expiries
| Contract | Vendor | Expiry | Annual (R'000) |
|---|---|---|---|
| CT-1042 | Vendor 0102 | Jul | 24800 |
| CT-1077 | Vendor 0455 | Jul | 18600 |
| CT-1109 | Vendor 0288 | Aug | 15300 |
| CT-1153 | Vendor 0710 | Aug | 12100 |
| CT-1188 | Vendor 0019 | Sep | 9800 |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
The Lead-Time Problem
A competitive re-tender can take months from advertisement to award. Starting late leaves the institution choosing between an emergency deviation and unlawful month-to-month spend.
Expired-Contract Spend
Paying a supplier after the contract end date, without a valid extension, has no legal basis and is irregular. Auditors specifically test the alignment of payment dates against contract validity.
Extensions and Variations
An extension must itself be validly approved and within the original scope and value envelope. An informal roll-on is not a substitute for a properly authorised extension.
How AuditPro Core Bridges the Gap
- Expiry pipeline: active contracts are sequenced by end date with sufficient lead-time windows for re-tendering.
- Early-warning alerts: contracts approaching expiry trigger notifications to contract owners and SCM in time to act.
- Continuous monitoring: payments after expiry are flagged so lapsed-contract spend is caught immediately.
- Audit-ready export: the renewal schedule exports to support contract-management reporting and oversight.
Key Takeaways
- A lapsed contract turns ordinary spend into irregular expenditure.
- Re-tenders need months of lead time — plan from the expiry date backwards.
- Informal roll-ons are not valid extensions; approval must be explicit.
- Track payment dates against contract validity to catch lapses early.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.