爱华网
RULESOF CONTRACT MANAGEMENT OF COMPANY
企业合同管理制度
本文系中译英，翻译：张云军
Translated from Chinese toEnglish
by Mr. CHANGYUNE-JUNE
为了加强合同管理，防范公司的法律风险和经济风险，特制定本制度：
For thepurpose of strengthening contract management and guarding againstthe risks of legal and economy, this rules is hereby stipulated asfollows.
一、合同的订立、履行 Signature and fulfillment
1、企业进行销售、工程施工、采购等业务，资金使用超过一万元的，与外界达成经济往来意向，经双方协商一致，应订立经济合同。
Contractshould, through mutual negotiation, be concluded and entered intofor the businesses of sale, construction and purchase, etc. , forwhich the sum used over ten thousand Yuan RMB and have agreed theintention of economic cooperation.
2、签约人在签订经济合同之前，必须认真了解对方当事人的情况，包括：对方单位是否具有法人资格、有否经营权、有否履约能力及其资信情况，对方签约人是否法定代表人或法人委托人及其代理权限。做到既要考虑本方的经济效益，又要考虑对方的条件和实际能力，防止上当受骗，防止签订无效经济合同，确保所签合同有效、有利。
Thesignatory should, prior to the signature of contract, becomeacquainted with the particulars of opposite party including weatheropposite company have corporate capacity, management power,performance capacity and its credit information, as well as weatheropposite signatory is the representative which is authorized by itslegal representative or artificial person and the agent authority.Full considerations should be given to our economic interests aswell as opposite condition and actual capacity of performance,prevent to be deceived and making an ineffective contract, ensurethe contract concluded with full effect and interests.
3、一般合同由各部门经办人自行拟稿或公司指定部门拟稿。合同内容包括标的，数量和质量，价款或酬金，履行的期限、地点和方式，违约责任等主要条款。销售合同的标的按公司的不同阶段政策执行。经办人应尽可能使用国家有关部门统一制定的格式文本。
Commoncontract is drafted by the undertaker of departments or the officedesigned by company. Contents of contract is inclusive of subject,quantity and quality, price or remuneration, and time limited,place and manner of performance in addition to breach liability, aswell as other main provisions. The execution of subject in the salecontract is subject to company’s regulations in particular stages.The undertaker should as far as possible adopt the format contractwhich is made by the concerned authority of State.
4、一般合同指总价在10万元以下的合同，重要的合同指总价在10万元以上的合同或关系公司重大利益的合同。
Commoncontract shall refer to the same with total price under one hundred thousand Yuan RMB andsignificant contract shall refer to the same with total price aboveone hundred thousand Yuan RMB or major interests tocompany.
5. 签订采购合同应以现货为主，按市场经销商价格定价。
Spot goodswill be main subject of purchase contract, of which the pricedepend on market price.
6. 依照合同支付款项都应采用转帐方式，如需预付货款或定金，应按付款规定流程办理。
Thepayment of sum under contract should be effected by bank’stransmit, any advance sum for purchase or honest money, ifnecessary, should be subject to the procedure of paymentrule.
7. 合同拟稿完毕后，经办人应填写《合同流转单》，列明合同的主要内容、签订原因等，交部门经理签署意见，部门经理对合同稿进行审核，同意后，经办人将《合同流转单》连同合同稿一并交财务部审核。
Theundertaker should, upon completion of contract draft, fill in theOPINION ON CONTRACT onwhich specify contract main contents, considerations and so onbefore submit to department manager for signing opinion. Theundertaker will, following the review and approval of departmentmanager, submit the OPINION ON CONTRACT companied with contractdraft to financial Dep. for approval.
8. 财务部根据财务制度和资金情况对合同稿审核并签署意见，同意则交总经理批准；否决则由经办人根据情况退回，或者要求继续流转同时财务部意见予以保留。
FinancialDep. will, pursuant to financial regulations and capital status,examine contract draft and make signature of its opinion thereon,if consent, will submit to general manager for approval, ifotherwise, as the case may be, will return the draft back, orcontinue to transfer in the procedure at same time make reservationthe opinion of financial Dep.
9. 上述流程中财务部予以否决，而根据经办人要求继续流转的合同稿，必须最后经总经理审核。
Thecontract draft which is in procedure, have been vetoed by financialDpt., continue transferring in the procedure by the requirement ofundertaker, should be subject to the final review and approval ofgeneral manager.
10. 总经理对重要合同稿和有争议合同稿予以审核并具有终审权，同意则用印，否决则退回。
Generalmanager who has final decision right will make review and exam onthe contract draft which are significant and in dispute, if consent, will seal thereon, otherwise will return back.
11. 合同订立后，在履行过程中，经办人员应及时掌握合同执行情况，对涉及合同履行中的变更、解除、续签、违约等重要事项，应填写《合同执行事项通知表》，及时向领导汇报，并依上述流程履行审核手续，同时将处理结果通知财务部。
Undertakershould, upon conclusion of contract, during the fulfillment, becomeaware of the execution of contract, the material issues such asalteration, cancellation, renewal, default and so on, which arerelated to the fulfillment of contract should be filled in Noticeof Contract Execution and give report to concerned leader, processthe procedure of approval by the regulation abovementioned inaddition to make the notification of process effect to financialDpt.
12. 经办人作为合同履行、监控的第一责任人，负责监控对方履约情况，如合同中约定的付款进程、验收等。合同履行出现异常情况的，经办人应及时书面告知财务部。合同履行异常情况下发出的警告、交涉、通知、答复等文件应经财务部审核。情节严重，需中止合同的，经办人及时发送《合同执行事项通知》给对方，并且通知财务部按公司处理意见进行处理。
Theundertaker, as the first person liable, should be responsible tosupervise opposite party’s fulfillment ofcontract including payment and acceptance et al, where any abnormalmatter found, should give report in written to financial Dpt.. Thedocuments of warning, negotiation, notice and reply for anyabnormal performance should be subject to financial Dpt.’s reviewand exam. In respect to the graveness breach of contract, if, whichis necessary to terminate performance, the undertaker should giveNotice of Contract Execution to opposite and make available tofinancial Dpt for conduct by company’s decision.
13.合同到期终止由财务部填写《合同终止通知》报总经理批准后，由财务部交原经办部门送达对方。《合同终止通知》复印件由财务部及经办部门分别存档。
Notice ofTermination which is filled in by Financial Dpt., upon theexpiration of contract, after approval of General manager, will begiven original undertaking office for serving opposite party tocontract. The copies of the Notice is filed by Financial Dpt. Andthe undertaking office respectively.
14.所有合同签订后，应按顺序编号，合同编号一经确定，不得更改，如需修改必须按上述流程办理。
The ordernumbers of all contracts should be made after signature thereof andcan not be altered upon confirmation of contract number, ifnecessary to alteration, should be subject to the procedureabove.
15. 有关合同订立、变更、终止、解除等事宜申请使用印章，以《合同流转单上》的签字批复为准。
Theapplication of using company’s seal for the matters as conclusion,alteration, termination and rescission of contract should besubject to the approval signed in Contract CommentsSheet.
16. 《合同流转单》是合同审核过程中的重要依据，各部门，相关人员的审核意见均需在合同流转单上签署，因而必须与合同原件一起交财务部存档；
ContractComments Sheet, as an significant basis of review / exam ofcontract and with the opinions signed by concerned departments andrelative staff thereon, should be filed with original contract inFinancial Dpt..
17. 《合同终止通知》、《合同执行事项通知》作为合同管理的重要依据，原件均交财务部存档。
Notice ofTermination and Notice of Execution, being significant basis ofcontract management, should be made the original thereof availableto Financial Dpt. for filing.
二、财务部合同进程管理 Procedure of Contract Management
1．财务程序取得合同后，应及时建立、登记、更新合同进度数据库。
Theestablishment, registration and renew of data base of contractprogress should be available in time on subsequent to acquirementof contract by financial procedure.
2．合同数据库结构应为合同编号、合同订立单位、合同内容、调整合同价格、本期付款金额、累计付款金额。
Thestructure of contract’s data base is constituted with contractnumber, parties thereto, contents, adjustable price, amount payableof that term and accumulated amount payable.
3．财务主管应根据合同进度认真审核相关资料及按照付款流程核定的付款申请书，审核无误后录入合同进度数据库，在付款申请单上签字后转财务经理审核后付款。
Financialsupervisor should, pursuant to the execution progress of contract,make conscientious review concerned documents and PaymentApplication which have been verified under payment procedure, if noerror found by exam / review, recorded into the data basis ofcontract progress in addition to the signature on PaymentApplication before transferring to Financial Dpt. for review andeffecting payment.
4． 财务主管每月后10日内应将合同付款情况统计表，上报财务部经理和总经理。
Financialsupervisor should, within last ten days each month, submitStatistical Table of Payment by Contract to financial manager andgeneral manager.
三、合同资料的档案管理File Management of Contract Documents
1． 合同作为公司对外经济活动的重要法律依据和公司内部明确职责的凭证，有关人员应保守合同秘密，并及时按机密程度专门归档。
Contracts,which are significant basis of company’s external economicactivities and evidence of definition of liabilities withincompany, should be kept under secret and confidentiality byrelative personal and filed in specialties by its confidentialitydegree.
2. 合同双方签章生效后，经办人员于3日内将合同原件及各相关人员签署意见的《合同流转单》一并交财务部负责归档。只有一份正本的，正本存财务部，复印件存办公室。
Theundert aker should, within three days upon effect of contract withthe signature and seal of parties thereto, submit original copy ofcontract being companied by Contract Comments Sheet with theopinions of respective relative personal thereon to Financial Dpt.for file, if only one original copy, which will be deposited toFinancial Dpt., and the hard copy thereof deposited toAdministrative Office.
3. 在合同签订前和履行过程中双方的来往信函、传真、票据、履约凭证（如交货单）、文书、图表等合同附属文件，由合同执行部门负责存档备查。
Any andall documents and statements, prior to the signature of contractand during performance, which are attached to contract includingcorrespondence, fax, notes, vouchers of performance such asDelivery Bill, documents, drawing / chart and so on should be filedfor reference by the execution department.
4. 每一合同履行完毕或长期合同的每一阶段完成，各有关人员应及时将上述有关资料整理清楚，交档案管理人员存档。以上资料不得随意借阅、复印、处置、销毁、遗失。
Theconcerned personal should, upon completion of performance of acontract or a stage of long term contract, put the relativedocuments above in order timely and make available the same to thearchives staff for filing, which are not be at will borrowed read,copied, handled, destroyed and lost.
5.各部门应严格对照合同条款监督履约情况，做好记录归档管理。
Theperformance of contract should be supervised in strict under theprovisions of contract by the respective concerned departments andbe made record thereof for filing administration.
6. 自合同项下业务执行完毕之日起，国内合同档案至少保存八年，国外（含港、澳、台）合同档案至少保存十年。
Thecontract archives within China should, from the date of completionof business performance pursuant to contract, be deposited for atleast eight years, the same with foreign which is inclusive of HongKong, Macao and Taiwan will be deposited for at least tenyears.
本制度自下发之日起生效，由公司财务部负责解释和修订；
Thisregulation is come into force and effect from the date ofpromulgation hereof and be given the explanation and amendmenthereof by Financial Dpt. of company.
