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Procurement · Contracts
Agree the prices once. Call off against them all term.
A supplier contract holds the items you agreed, the price of each, the dates those prices hold and, if you set one, a spending ceiling. A call-off raises a quotation at those prices that goes through your normal approval to a purchase order, and the contract refuses one that would pass its dates, an item’s quantity cap or its ceiling.
Agreed-price catalogue · Start and end dates · Per-item quantity caps · Optional ceiling · Call-offs through approval · Quotes above contract price flagged · Renewal warnings · Mobile app
SC-2026-014 Office and cleaning consumables Mlolongo Supplies Ltd · KES
Active 1 Jan 2026 startwarn from 1 Decend 31 Dec 2026
CatalogueAgreedUsed / cap
A4 copy paper, ream520.00750 / 1,200
Toner cartridge 26A9,800.0037 / 60
Tissue, carton of 402,400.0080 / 150
Hand soap, 5 litres1,150.0020 / no cap
Ceiling 1,200,000Left 232,400
Three approved call-offsOne pendingLeft
QT-0415, an ordinary quote from the same supplier: Toner cartridge 26A at 10,450.00 against an agreed 9,800.00.
What a contract holds
Four things, kept on one record per supplier agreement.
A contract belongs to one supplier and is priced in your organization’s base currency. Its status is draft, active, expired or terminated, and only an active contract inside its dates can be called off.
01
A catalogue
The items the supplier agreed to supply and the unit price of each. An item appears once per contract, and a contract carries up to 500 lines.
02
Dates
A start date and an end date, plus how many days before the end you want to be warned. Thirty is the default; anything up to a year is accepted.
03
Quantity caps
Optionally, the most of an item that may be bought at the agreed price over the whole contract. Leave it blank and that line has no cap.
04
A ceiling
Optionally, a total value that every call-off together may not pass. Leave it blank and the contract shows what has been called off with no limit.
One contract, one year
Every call-off claims its share the moment it is raised.
A call-off waiting for approval already counts against the ceiling and the item caps, so two people cannot each spend the last of it. A call-off that is rejected or cancelled gives its share back.
SC-2026-014 · Mlolongo Supplies Ltd · ceiling KES 1,200,000.00Called off 967,600.00 · left 232,400.00
0600,0001,200,000
| Call-off | Lines at contract prices | Status | Amount | Left on the ceiling |
|---|---|---|---|---|
| QT-0311February | 200 reams of paper, 10 toner cartridges | Approved, ordered | 202,000.00 | 998,000.00 |
| QT-0342May | 300 reams of paper, 40 cartons of tissue, 20 hand soap | Approved, ordered | 275,000.00 | 723,000.00 |
| QT-0377August | 15 toner cartridges, 40 cartons of tissue | Approved | 243,000.00 | 480,000.00 |
| QT-0401October | 250 reams of paper, 12 toner cartridges | Pending approval | 247,600.00 | 232,400.00 |
| Called off | 967,600.00 | 232,400.00 |
Refused · item cap
Someone asks for 25 more toner cartridges. 37 of the 60 agreed are already claimed, the pending call-off included.
Only 23 more of Toner cartridge 26A may be bought on this contract.
Refused · ceiling
Someone asks for 400 reams and 4 cartridges. Each line is inside its cap, but together they pass what is left.
This call-off comes to 247,200.00, but only 232,400.00 is left on the contract.
How a call-off travels
A call-off is a quotation that arrives already priced.
The contract adds no new path to a purchase order. It skips the tender, because the prices are already agreed, and hands the rest to the steps every quotation takes.
1 · Call off
Enter quantities
Open the contract, type a quantity against the lines you need and add a note. Whole units only.
2 · Checked
Against the contract
In force today, each item on the contract, each quantity inside its cap, the total inside the ceiling.
3 · Pending quote
Raised as pending
A quotation at the contract prices, marked as the contract’s, with a requisition and an RFQ behind it so reports see it like any purchase.
4 · Approval
Your usual approval
Approved the way your quotations are: by permission, or by your approval rules and budget control where your workspace has turned them on.
5 · Order
Purchase order
Raised from the approved quotation as usual, then received and matched to the supplier’s bill.
Each call-off leaves an entry in the audit log naming the contract and the amount, and the quotation itself says it is a call-off — priced from the contract, not tendered — with a link back to the contract.
Price variance
A quote that ignores a signed price is flagged on the quote.
When an ordinary quotation from a supplier prices an item above that same supplier’s contract price in force today, the quotation says so, line by line, on the web and in the quotation record the API returns.
QT-0401 · call-offPending
A4 copy paper, ream × 250520.00130,000.00
Toner cartridge 26A × 129,800.00117,600.00
Call-off against a supplier contract — priced from the contract, not tendered.
QT-0415 · RFQ responsePending
Toner cartridge 26A × 810,450.0083,600.00
Laminating pouches, box × 61,900.0011,400.00
Priced above this supplier’s contract: Toner cartridge 26A at 10,450.00 against an agreed 9,800.00 — consider calling off the contract instead.
The flag is advice to whoever approves the quote, and approving it stays their decision. The laminating pouches carry no flag because they are not on the contract. A call-off is never flagged against its own contract, since its prices came from it.
The end date
You hear about the end before the supplier’s prices lapse.
A daily sweep at 06:10 checks every active contract. It warns the people who can edit suppliers when a contract enters its notice window, and it marks a contract past its end date expired so nothing more is called off it.
JFMAMJJASOND
1 Jan
In force
Active and inside its dates, so it can be called off and its prices are what quotes are checked against.
1 Dec
Warned, once
A notification to everyone who manages suppliers, linking to the contract. It is sent once per contract.
Extend it
New end date, new warning
Change the end date and the warning re-arms for the new one. Call-offs already raised keep the prices they were raised at.
1 Jan 2027
Expired
The next morning’s sweep marks it expired. It stays on record with its call-offs, and a new call-off is refused.
Controls
Who can do what, and what the contract will not do for them.
Three permissions
Viewing contracts follows the permission to view suppliers, keeping them follows the permission to edit suppliers, and raising a call-off follows the permission to raise purchase requests.
Approval is never skipped
Every call-off is created pending. The contract fixes the price, not the need, so someone still approves each purchase against it.
Pending call-offs count
The ceiling and caps include call-offs waiting for approval. Rejected and cancelled ones are released.
Dates are enforced
A draft, expired or terminated contract, or one outside its dates, refuses a call-off with a message saying why.
Edits do not reprice the past
Changing a price on the contract affects the next call-off. Quotations already raised keep the prices they were raised at.
Removal is recoverable
A removed contract goes to the recovery centre and can be restored. Call-offs already raised are unaffected either way.
Numbered and searchable
Contract numbers are unique in your organization, and the list searches by number, title or supplier and sorts by the nearest end date.
On the procurement overview
Contracts inside their notice window appear among the procurement overview’s alerts for anyone who can see suppliers.
In the mobile app
Call off from the store room, not the office.
The AWRA mobile app lists your contracts with what is called off and what is left, opens each one to its catalogue, and raises a call-off over the same API and the same checks as the web.
- Each line shows its use — the agreed price, the cap and how much of it is already claimed.
- The call-off button appears only when it can work — the contract is in force and you hold the permission to raise requests.
- The renewal warning opens the contract in the app when you tap it.
- Contracts are created and edited on the web, where the catalogue is long enough to need a keyboard.
SC-2026-014 · Active
Mlolongo Supplies Ltd
A4 copy paper, ream520.00 · bought 750 of 1,200
40Toner cartridge 26A9,800.00 · bought 37 of 60
2Tissue, carton of 402,400.00 · bought 80 of 150
10Raise call-off
What AWRA OpsHub does today
- Supplier contracts with a catalogue of items at agreed unit prices, a start and end date, and a status of draft, active, expired or terminated.
- An optional quantity cap per item and an optional ceiling on the total value called off.
- Call-offs that raise a pending quotation at the contract prices, with a requisition and an RFQ behind it, refused outside the dates, past a cap or past the ceiling.
- Pending call-offs counted against the ceiling and caps, and rejected or cancelled ones released.
- Approval and ordering by the normal quotation steps, so your approval rules, budget control and matching apply where your workspace has them turned on.
- A price-variance flag on any ordinary quotation that prices an item above the same supplier’s contract in force today.
- A renewal warning to the people who manage suppliers, once per contract, at the notice period you set, re-armed when the end date changes.
- A daily sweep that marks contracts past their end date expired.
- Contracts and call-offs in the mobile app, listed, opened and called off over the same API.
- An audit log entry for every call-off, and removed contracts recoverable from the recovery centre.
More we can add to your workspace
- Automatic approval of a call-off that sits inside its contract, for organizations that want the signed contract to stand as the approval.
- A blanket purchase order as its own document, separate from the contract, with releases drawn against it.
- An optional hard stop on a quotation priced above the supplier’s contract, beside the advisory flag.
- Contracts priced in the supplier’s own currency rather than your base currency.
- Call-offs in part units, such as 2.5 tonnes of cement against a contract priced per tonne.
- Tiered and volume prices, and price changes scheduled inside a term.
- The signed contract document attached to the contract record.
- Contracts shown to the supplier in the vendor portal, with each call-off acknowledged there.
Where we point you to a specialist
- We will not decide whether an agreed price is still a good one. The flag compares a quote with the price you signed; whether to renegotiate, re-tender or accept is a commercial judgement for your team.
- We do not let a contract replace approval by default. A contract fixes the price, not the need, so every call-off is approved by a person before it becomes an order.
Automatic approval inside a contract and part-unit call-offs are the two items in that middle column that save the most time for organizations buying the same consumables every week. Tell us how your contracts are structured and who signs off a release today, and we will come back with a written spec, a timeline and a price.
Around the contract
Where a call-off goes next.
Procurement automationThe whole buying cycle this sits in, from requisition to payment. RFQs and quote comparisonTendering for what is not on a contract, and the quotations the variance flag reads. RFQ deadlines and sealed bidsClosing dates and sealed prices for the tenders a contract replaces. Purchase orders and receivingThe order an approved call-off becomes, and the receipt and match after it. Purchase order change ordersChanging an order after it is sent, with a second person approving. Approval rules and delegationChains by amount and department that a call-off passes through, where configured. Budget controlsWarn or block when a quotation, a call-off included, would pass the budget. Supplier collaborationThe supplier side of procurement, and how each supplier performs.
Frequently asked questions
What is a call-off?
A purchase made against a supplier contract at its agreed prices instead of through a new tender. You enter quantities against the contract’s lines and the system raises a pending quotation at the contract prices, with a requisition and an RFQ behind it so it reports like any other purchase. That quotation is approved and turned into a purchase order by the same steps as any other.
Does a call-off still need approval?
Yes. Every call-off is created pending. It is approved the way your quotations are approved: by permission, or by your approval rules and budget control where your workspace has turned them on. Automatic approval of a call-off inside its contract is something we can add to your workspace.
What stops a call-off going over the contract?
Three checks when it is raised. The contract must be active and inside its dates; each quantity must stay inside that item’s cap, if it has one; and the total must stay inside what is left of the ceiling, if there is one. Call-offs waiting for approval already count, so two people cannot each spend the last of it, and rejected or cancelled call-offs are released.
What happens when a supplier quotes above the contract price?
If an ordinary quotation from a supplier prices an item above that same supplier’s contract price in force today, the quotation shows a warning naming the item, the quoted price and the agreed price, and suggests calling off the contract instead. It is advice to whoever approves the quote; approving it stays their decision.
If we change a price on the contract, do earlier call-offs change?
No. A call-off is a quotation priced when it was raised, and it keeps those prices. The new price applies to the next call-off and to the variance check from then on.
How are we warned before a contract ends?
Each contract has a notice period, thirty days unless you set another. A daily sweep at 06:10 sends a notification to the people who can edit suppliers when a contract enters that window, once per contract, and marks contracts past their end date expired. Changing the end date re-arms the warning.
Can we call off from the mobile app?
Yes. The AWRA mobile app lists your contracts with what is used and what is left, opens each to its catalogue with the cap and use per line, and raises a call-off with the same checks as the web. Contracts are created and edited on the web.
Which currency is a contract in?
Your organization’s base currency, the same as the call-off quotations it raises. Contracts priced in a supplier’s own currency are something we can add to your workspace.
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