Purchase Orders > Blanket Purchase Orders > Contract Maintenance

Contract Maintenance

You use this program to add new Blanket purchase Order contracts and to change the details for existing contracts.

A Purchase Order contract with a unique contract number can be created for a specific supplier/stock code combination for those suppliers that have been designated as requiring Blanket Purchase Orders in the Suppliers program.

The terms of the contract are entered at the contract level and include, start and end dates, number of deliveries and delivery schedules.

Within the contract a number of stock lines can be set up with a fixed price, an optional quantity to be delivered on each delivery, and a total quantity to be supplied if required. The stock code can be entered as a standard stock code, or as a supplier/stock code. Non-stocked items may also be added to a contract order as can comments, miscellaneous and freight lines which are used when generating the purchase order.

Toolbar and menu

Field Description
File  
Cancel Contract

Select this to cancel the contract that you entered, regardless of the status of the contract. A warning is displayed to confirm the deletion of the selected contract.

This function is only available when maintaining a contract.

You cannot cancel a contract if current purchase orders are attached to the contract. Current purchase orders are those in any status except cancelled (status *) or complete (status 9).

Edit  
Complete Contract

Select this to set the entire contract to complete.

Providing the contract has not expired, you are prompted to reinstate the contract when next you select to maintain it. You can then either reinstate the contract or leave it as complete.

A BPO contract is automatically set to complete by the Blanket Purchase Order Purge program, if all merchandise lines are marked as complete.

Contract

Enter the contract number you want to add or maintain.

Each Blanket Purchase Order contract is assigned a unique contract number for management purposes. This number is specified by you and not issued by the system.

Supplier

Enter the supplier with whom you have entered into the contract.

The supplier is assigned to the Contract.

A Blanket Purchase Order contract can only be created for a supplier if the Suppliers option: Blanket purchase orders in use is selected.

Once the header of the contract is saved, the supplier cannot be changed.

New Contract Select this to add a new contract.
Save Select his to save the contract details.
Save and Print Select his to save the contract details and to print the blanket purchase order.
Save and Display Print options Select this to save the contract details and to display the print options for printing, faxing and emailing the blanket purchase order.

Finalize Blanket Purchase Order Contract

This screen is displayed when you select the Save and Display Print options icon.

Field Description
Print Select this to print the contract document.
Preview Select this to view the contract document on screen before you actually print it.
Alignment Select this to print a contract document using test characters to check that the stationery is aligned correctly on your printer.
Maintain Contract Select this to return to the contract entry screen to continue processing the contract.
End Contract Select this to close off the contract without printing it.
Fax Select this to fax the contract.
Email Select this to email the contract.

If you enabled Windows printing and you selected to Preview documents before printing them (see SYSPRO Printing), then you can select the E-mail function from the Print preview screen. The E-mail address defined against the supplier is automatically used as the default address, but this can be changed using the Send Email program.

Printing details  
Format

Indicate the document format to use to print the purchase order document.

Purchase order document formats are maintained using the Purchase Order Format program.

Define Format Select this to amend the contract document format using the Purchase Order Format program.
Format description This is the description of the document format you selected.
Faxing details  
Fax number Indicate the fax number to which the contract must be faxed.
Print document if faxing Select this to print the document after faxing it.

Contract Header

The header section enables you to enter/amend information held against the entire contract.

Field Description
Blanket purchase order  
Blanket purchase order contract This is the contract number entered in the Contract field.
Contract status This indicates the current status of the contract - see Contract Status Codes.
Supplier details  
Supplier This is the supplier code attached to the contract.
Supplier name This is the supplier's name.
Currency This is the currency defined against the supplier in the Suppliers program.
Supplier class This is the supplier class defined against the supplier in the Suppliers program.
Auto vouchering required This displays the auto vouchering selection defined against the supplier in the Suppliers program.
YesThe supplier uses auto vouchering, but this can be overridden during purchase order processing.
NoThe supplier never uses auto vouchering.
AlwaysThe supplier always uses auto vouchering and this cannot be overridden during purchase order processing.
Header information  
Customer

Enter a customer code if the contract is for a particular customer.

If you want to specify a Customer address or a Multiple address (Delivery Address pane) when maintaining the delivery address on the contract, then you must specify a customer code.

Tax status

Specify whether the Blanket Purchase Order Contract should be Taxable or Exempt (non-taxable).

This defaults to the Default tax status specified on the Options tab of the Purchase Orders Setup program.

Payment terms

Enter the customer's payment terms (e.g. C.O.D.)

The terms can be printed on the blanket purchase order and used for reference purposes only.

A/P invoice terms

Specify the supplier's invoice terms.

This defaults to the invoice terms specified against the supplier in the Suppliers program.

Delivery warehouse

Specify the delivery warehouse to use when creating the contract.

Each contract can be delivered to a single selected warehouse only.

This defaults to the default warehouse specified in the Company Maintenance program, but can be changed whilst maintaining the contract header.

A valid delivery warehouse must be specified before you can add contract lines.

You cannot change the warehouse once detail lines are entered against the contract.

Buyer

Enter the buyer responsible for purchasing the goods for the Blanket Purchase Order Contract.

This defaults from the Operators program, if a buyer has been setup against the operator.

Customer purchase order Enter your customer's purchase order number for cross-referencing purposes.
Shipping instructions

Enter any applicable shipping instructions required for the contract. These instructions can be printed on the blanket purchase order.

This defaults to the Default shipping instructions message specified in the Purchase Orders Setup options.

Contract date

The contract date defaults to the current system date, but can be changed.

This date can be printed on the blanket purchase orders and used for selection purposes when K

Contract Information

Field Description
Type of contract

Contract type

The type of contract determines how purchase orders are generated against the contract.

This is defined when adding a new contract, and is displayed throughout the Blanket Purchase Order module when viewing any contract details.

Option Description
Call-off single

Select this to create a single order with detail lines reflecting the different required receipt dates.

This option is most effective when used with a contract that contains only one stocked item and is scheduled via Requirements Planning.

A schedule is created automatically for this type of contract.

Call-off multiple

Select this to create call-off orders, requested either by number of orders to be created, or orders to be created up to a specified date e.g. The contract end date.

Each order is created with the expected receipt date, which is automatically obtained from the schedule, resulting in all detail lines having the same date.

The system default is to create a single order for the next date on the schedule.

The schedule is created automatically for this type of contract.

Standing order

A standing order means that a purchase order does not need to be created until the goods are received.

You can create one or more orders, and you can optionally have a schedule associated with it.

Monitoring order

This type can be used for simple monitoring a supplier's delivery performance.

One purchase order can be created using any date required as long as it is within the contract limits.

A transaction containing details that are used for the monitoring contract will be generated for each merchandise purchase order line created.

A delivery schedule is not used for this type. The quantity per delivery is used as a minimum quantity. You cannot change the quantity to less than the minimum quantity against the contract.

You cannot add more than one monitoring contract for the same stock item for the same contract date range.

Schedule required

Select this if you require a schedule associated with a standing order contract type.

Standing orders are the only contract type for which can create schedules. Schedules are automatically created for call-off single and multiple contract types and do not apply to monitoring order schedule types.

Edit schedule Select this to use the Blanket PO Capacity Maintenance program to review and maintain the Delivery schedule for the contract.
Basis of delivery schedule The Basis of delivery schedule and the Delivery intervals, determine when purchase orders should be generated against the contract.
Delivery basis
Option Description
Date range

Select this to specify the start date and end date of the contract.

Number of delivery days

Select this to specify the start date of the contract and the number of deliveries required until the contract expires.

Start date Indicate the start date for the contract.
Expiry date

Indicate the date on which the contract terminates.

This date must be within the valid range of the supplier Contract Price as defined in the Contract Price Maintenance program.

For example:

For Supplier 0000001 and stock code A100 you have a supplier contract that is valid from 01/06/06 to 30/06/06.

You add a blanket purchase order contract for supplier 0000001 with Basis of delivery schedule dates: Start date 01/06/06 and Expiry Date 31/07/06. When adding a line to the blanket purchase order, you will get the error message: Supplier Price no longer available on due date, because the blanket purchase order due dates are outside of the range of valid dates for the contract.

This only applies if you set the Delivery basis to Date range.

Number of delivery days

Indicate the number of deliveries required until the contract expires.

This only applies if you set the Delivery basis to Number of delivery days.

Delivery intervals The Delivery intervals and the Basis of delivery schedule determine when purchase orders should be generated against the contract.
Delivery interval selection
Option Description
Days

For daily deliveries specify the type as Days, the delivery interval period for how many days Apart, and the delivery frequency for how many Deliveries per day.

Weeks

For weekly deliveries specify the type as Weeks, the delivery interval period for how many weeks Apart, and the delivery Day of Week.

Months For monthly deliveries specify the type as Months, the delivery interval period for how many months Apart, and the delivery Day of Month
Apart Indicate the delivery interval period for the Days, Weeks or Months depending on the Delivery interval selection you made.
Deliveries per day

Indicate the frequency of the deliveries required each day.

This applies when the Delivery interval selection is Days.

Day of week

This indicates the day of the week on which deliveries must be made. e.g. 1=Sunday.

This applies when the Delivery interval selection is Weeks.

Day of month

This indicates the day of the month on which deliveries must be made. e.g. 1=The 1st day in the month.

This applies when the Delivery interval selection is Months.

Contract options  
Fixed contract

A fixed contract means that once a purchase order has been created through a Blanket Purchase Order Contract it cannot be amended.

You may be able to add lines to the purchase order, but not amend existing lines depending on the selection made at the Manual entry when BPO contract exists option (Purchase Orders Setup).

If the contract is defined as a fixed contract, the Requirement Planning module will assume that the contract is non flexible and may not be changed. The Requirements Planning module will therefore ignore the contract, and blanket purchase order, and suggest a supply through the normal mechanisms (suggested requisition).

No of days before due date to release PO

The number of days before due date to release purchase orders option (i.e. when an order should be generated), is used to calculate a release date for the purchase orders.

The factory calendar is used to calculate the release date (i.e.only working days are taken into account).

Firm period for MRP review

This indicates the number of days for which you cannot change the contract delivery schedule.

The purpose of this is to define a period in time when changes to the delivery schedule are not possible. This might be due to the goods being in transit or through agreement with the vendor, such as a setup period during which the vendor cannot change the delivery schedule of the goods.

The Requirements Calculation program uses these dates when calculating the suggested re-scheduling of contract dates and ignores the factory calender.

Automatically release contract Enable this to automatically release the Blanket purchase Order when the Blanket Purchase Order Review is run in automated mode.

Delivery Address

Field Description
Address You can only specify a Customer address or a Multiple address if you entered a Customer code in the Contract Header pane.

This option is not available if the option Restrict order to single warehouse is enabled (Purchase Orders Setup).

Company Address Select this to replace the existing delivery address with the Company delivery address defined in the Company Maintenance setup options.
Alternative Address

Select this to replace the existing delivery address with the Alternate Delivery Address.

Alternate delivery addresses are maintained using the Browse on Alternate Delivery Addresses program.

Customer Address Select this to replace the existing delivery address with the ship to address defined against the Customer (Customers) entered in the Contract Header pane.
Multiple Address Select this to use one of the multiple addresses defined against the Customer entered in the Contract Header pane (Browse on Multiple Ship to Addresses).
Delivery address

This displays the address to which the goods you are ordering must be delivered.

This defaults to the delivery address for the warehouse specified in the Contract Header pane.

You cannot change this address if the option Restrict order to single warehouse is enabled (Purchase Orders Setup).

Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

The drop down option Global is the default selection and refers to the default language at the time of the entries' creation.

Blanket Purchase Order Lines

You use this editable listview to enter and amend the blanket purchase order details lines.

Field Description
Line Type This indicates the order line type. Click on the drop down to indicate the line type to add.

See also Comments.

Stocked Right click on a Stocked line type to add comments to the line (see Comments).
Comment This enables you to add text in the Description field.
Withholding tax expense type

This indicates the expense type against which withholding tax must be applied.

The expense type for non-stocked lines can be maintained for valid contracts.

Expense types for stocked codes are defined in the Inventory Stock Code Maintenance program and cannot be changed here.

Stocked

You use the Stocked Line Type to enter order lines for items that you stock in your Inventory Control system.

[Note]

Not all columns described in this section are displayed in the listview by default. You use the Field Chooser option to add the required columns (see Listview functions).

Field Description
Warehouse

This defaults to the Delivery warehouse defined against the Contract Header.

The warehouse code is used to increase the quantity on order for the stock code entered after a purchase order is generated from the contract.

Stock code

Enter the stock code of a stock item.

See also Stock Code Interchange.

You cannot add a stocked line for a stock code/warehouse combination that already exists in another contract, even when the line has been cancelled. When you save the contract details, an error icon is placed against the line and the error message is displayed: Cannot place an order for this stock code and warehouse as a contract already exists for it.

If the contract Supplier differs to the supplier held against the Stock code in the Stock Codes program, then the following warning is displayed: Contract supplier and the supplier held against the stock code differ. You can, however continue entering the stock code line.

Items with a part category of Planning bill or Notional part cannot be entered.

Description The description of the stock code is displayed once the code has been validated.
Total contract quantity

Enter the total quantity to be supplied against the contract.

This field is entered when the contract is created and is only applicable to the Stocked and Non-stocked item lines on the contract.

Purchase Orders are scheduled according to the terms of the contract, which when totaled per item line, equal the total quantity.

[Note]

The quantity allocated field in the Warehouse file for stocked items is only updated when the purchase order is released.

Uom This indicates the unit of measure for the Total contract quantity.

This defaults to the unit of measure in which the stock item is held on file.

The Alternate unit of measure is available, provided an alternate unit of measure is defined against the stock item in the Stock Codes program.

This field is only applicable to Stocked and Non-stocked item lines.

Minimum order quantity

Indicate the minimum quantity to supply against each purchase order for this line item. By default, purchase orders created from the contract use this quantity as the delivery quantity.

Purchase Orders are scheduled according to the terms of the contract; the calculated order quantity can be equal to or greater than the Minimum order quantity.

The Minimum order quantity is entered when the contract is created and is only applicable to the Stocked and Non-stocked item lines on the contract.

Supplier catalogue

This indicates the supplier catalogue number (as defined within the Browse on Supplier Stock Code Cross Ref program).

When a valid supplier/stock code combination is entered, this field defaults to the applicable catalogue number, which can be overridden if required.

This applies when the Supplier/stock code interchange system option is enabled (Inventory Setup).

Unit price

Indicate the contract item line price to use when raising purchase orders.

When the contract is created, the price must be entered for each Stocked and Non-stocked item line.

It is possible to create zero priced Freight and Miscellaneous lines, but a warning is displayed before the line is saved. This is to remind you to add in the costs before releasing purchase orders.

The Unit price displayed when viewing the contract reflects the unit price entered when creating the contract line item.

Price uom

This indicates the unit purchase price unit of measure.

The pricing unit of measure is used when purchase orders are raised and manual pricing is used.

This field is only applicable to Stocked and Non-stocked items.

You use the Price Unit of Measure program to maintain the units of measure for the contract, order and purchase price.

When adding a contract line item, if the price unit of measure does not match either the stocking, alternate, or other unit of measures (as defined against the stock code) then this table is scanned for a match. If a match is not found in this table, you must manually enter a conversion factor.

The price Uom displayed when viewing the contract, reflects the price uom entered when adding the contract line item.

Discount Select this to enter the discount for stocked and non-stocked item lines. See Line Discount.
Discount value This is the total discount value for the line and is calculated by the system according to the discount information entered.

The discount value can only be altered, by changing the discount percentage or discount value per item.

Nett value

This is calculated by the system for Stocked and Non-stocked item lines.

This changes when the quantity, price, discount or unit of measure factors change.

Calculation:

Total contract quantity * Price - Less Discount (* or /) Unit of Measure Factor

Allow MRP to reschedule due date

This is available for both Stocked and Non-stocked item lines, when maintaining contracts.

Select this to indicate whether MRP can reschedule the due date of the purchase order. When a Requirements Calculation is performed and this option is enabled, you can change the due date of the order to fall in line with the production schedule.

[Note]

The Requirements Calculation program ignores Call-off single type blanket purchase orders that are configured as a Fixed contract. This is because the program assumes that the contract cannot be changed and, therefore, the purchase order receipt cannot be re-scheduled. Refer to Purchase Order file for additional information.

Taxable

This indicates whether the contract item line is taxable or not. This applies when the Tax status on the Contract Header is Taxable.

If the header was defined as 'Taxable', the Taxable check box for all the line items will default as selected.

Deselect the check box for any item lines that are exempt from tax.

Tax code

Enter a tax code to assign to the contract item line, to be used when the purchase order is raised.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

This applies if the Taxable check box is enabled.

The tax code displayed defaults to the applicable code assigned to the stock code in the Stock Codes program, and can be overridden if required.

Supplier prices

You use this to select a supplier contract price for Stocked item lines on a contract.

You use the Contract Price Maintenance program to create and change contract prices for selected suppliers.

Factor

Select this to manually convert a unit of measure, which is not held on file to one which is held on file.

This applies to Stocked and Non-stocked item lines and is only enabled when an invalid price unit of measure is entered. The warning message 'You have entered an invalid price unit of measure. Do you wish to enter a specific price conversion factor? is displayed and you can then enter and maintain a conversion factor.

Quantity received This indicates the quantity of the item received to date against the contract.
Remaining quantity

This indicates the remaining quantity on the contract and is calculated as:

Total contract quantity less total ordered quantity, where the total ordered quantity is the quantity for which purchase orders have been created.

Receipt date This indicates the date of the last receipt against the blanket purchase order.
Local price This indicates the price of the item in the local currency.
Line This indicates the blanket purchase order line number.
Quantity o/s

This indicates the outstanding quantity against the blanket purchase order.

This is calculated as: Total contract quantity less Quantity received.

Complete This indicates whether the contract line is complete.

Select this to set the currently highlighted contract line to complete.

A BPO contract line is automatically set to complete by the Blanket Purchase Order Purge program when the total contract quantity has been both ordered and received.

Stock Code Interchange

When adding a new Stocked line and you click in the Stock code field, you can select the icon next to the browse button to indicate which stock code linked to a SYSPRO stock code you want to enter in the Stock code field.

Field Description
Select Using Alternate key 1 Select this to enter the code defined in the Alternate key 1 field of the stock item in the Stock code field.
Select Using Customer Interchange

Select this to enter the customer's stock code that is linked to a SYSPRO stock code in the Stock code field.

After you enter and accept the customer's stock code, the equivalent SYSPRO stock code is entered in the Stock code field.

Providing a link exists between the customer's stock code and the SYSPRO stock code, the customer's stock code is saved against the order line. This is regardless of whether you enter the customer's stock code or the SYSPRO stock code on the order line. The customer's stock code can be printed on purchase order documents.

[Note]
  • If you enter a SYSPRO stock code and more than one customer stock code is linked to this stock code, then the first customer stock code detected is saved against the order line.

To enable the interchange of stock codes for the customer, you must select the Customers option: Stock code interchange required against the customer. In addition, you must use the Customer Stock Codes program to define the link between the customer's stock code and the SYSPRO stock code.

Select Using Supplier Interchange Select this to enter the supplier's catalogue number that is linked to a SYSPRO stock code in the Stock code field. After you enter and accept the supplier's catalogue number, the equivalent SYSPRO stock code is entered in the Stock code field.

To enable the interchange of supplier catalogue numbers and SYSPRO stock codes, you must enable the Supplier/stock code interchange system option (Inventory Setup). In addition, a supplier code must be defined against the SYSPRO stock code in the Stock Codes program. You use the Browse on Supplier Stock Code Cross Ref program to create links between the supplier's catalogue numbers and SYSPRO stock codes.

Providing a link exists between the supplier's catalogue number and the SYSPRO stock code, the supplier's catalogue number is saved against order line. This is regardless of whether you enter the supplier's catalogue number or the SYSPRO stock code on the order line. The supplier's catalogue number can be printed on purchase order documents.

Select Using Matching Stock Codes Select this if you want to be able to enter a partial SYSPRO stock code in the Stock code field and view the stock codes matching your partial entry in a listview. This enables you to select the full stock code you require from the listview.
Select Using Approved Manufacturers Select this to be able to enter an approved manufacturer's part number in the Stock code field.

You use the Browse on Approved Manufacturer Parts program to define details of approved manufacturers' part numbers and to link these part numbers to your SYSPRO stock codes.

Remove This Selection Select this to be able to enter only the full SYSPRO stock code in the Stock code field.
Line Discount

This screen is displayed when you select the Edit option at the Discount field for a Stocked or non-stocked line type.

Field Description
Accept Select this to apply the discount information entered.
Cancel Select this to ignore any discount information entered and to return to the previous screen.
Order Line Discounts  
Discount type
Option Description
Discount % Select this to apply a discount percentage to the order line.
Discount value Select this to enter a discount amount for the order line.
Discount percentages

These fields are enabled according to the Discount type selected

Discount percentage
Option Description
Less Select this to apply the percentage(s) entered as a discount.
Plus Select this to apply the percentage(s) entered as a surcharge.
Discount % 1 - 3 You can enter up to 3 chained discount percentages in the fields provided.
Discount value

Enter the total discount amount to apply to the line.

This applies if you selected to apply a Discount value to the order line.

Non-stocked

You use the Non-stockedLine Type to enter order lines for items that you do not stock in your Inventory Control system.

The processing of Non-stocked lines is similar to Stocked merchandise lines, except that the stock item is not maintained in the Inventory Control module. As no details are available on the system, you must fully describe the item when entering an order detail line.

No allocation information is maintained.

[Note]

Not all columns described in this section are displayed in the listview by default. You use the Field Chooser option to add the required columns (see Listviews).

Field Description
Warehouse This defaults to ** and cannot be changed.
Description Enter the description of the non-stocked item.
Ledger code

Indicate the ledger code that must be debited when processing a purchase order receipt, for the non-stocked item. This ledger code can be printed on any purchase order document, if required.

Posting to General Ledger occurs as follows:

  • If you are purchasing an inventory item, then you should enter the Non-stocked GL control account as defined in the General Ledger Integration program.
  • If you are purchasing some other kind of Asset (or incurring an Expense) you can enter the applicable account on the order.

[Note]

Your entry at the Ledger code field is validated only if you indicated that Inventory is integrated to General Ledger in detail or summary (General Ledger Integration).

Product class

Enter the product class to use for the non-stocked item. This field is mandatory.

Product classes are an integral part of the SYSPRO system as they are linked to Stocked and Non-stocked item lines. This code indicates matching between different merchandise items, by grouping the same types into one class.

Before selecting or maintaining product classes, you must indicate the branch against which the product classes are required.

The product class is assigned to each Stocked item when a stock code is created in the Stock Codes program. The product class is therefore not requested when creating contract lines for stocked items. Product classes are also not applicable to any Freight, Miscellaneous or Comment line types.

Unit mass Indicate the unit mass of the Non-stocked item lines on a contract. This is the physical bulk of the item.
Unit volume Indicate the unit volume of the Non-stocked item lines on a contract. This is the physical amount of space occupied by the item.
Receive into inspection

This option is available for Non-stocked item lines, when maintaining contracts.

Select this to receive the non-stocked order line into inspection and perform two-tier receipting of the item using the Purchase Order Receipts and Purchase Order Inspection programs.

Once in inspection, you can count the non-stocked quantity, scrap quantities, reject quantities, return quantities, and receive the non-stocked item into stock. Any linked sales orders or jobs are updated and the ledger codes entered against the purchase order line are used for distribution.

Freight

You use the FreightLine Type to enter freight charges that you want to assign to the contract.

By default, the Product class assigned to a freight charge is _FRT and cannot be changed.

Freight lines are used for generating the purchase orders and are not monitored in any way.

Field Description
Freight Charge Line

Accept Select this to add the freight line to the contract.
Cancel Select this to ignore any entries made and to return to the previous screen.
Freight charge details  
Charge currency Indicate whether the freight charge amount is in your local currency or a foreign currency.
OptionDescription
LocalSelect this if the freight amount is in the local currency.
ForeignSelect this if the freight amount is in the currency defined against the supplier in the Suppliers program.
Currency This indicates the currency code for the freight charge.
Amount Enter the total amount of the Freight charges.
Tax Information This only applies when the Tax status on the Contract Header is set to Taxable.
Taxable

Indicate whether the freight line is taxable or not.

This this field is selected by default.

Deselect the check box if the freight amount is exempt from tax.

Tax code

Enter a tax code that you want to assign to the freight amount when the purchase order is raised.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

This only applies when the Taxable field is selected.

Miscellaneous

You use the Miscellaneous Line Type to enter miscellaneous charges that you want to assign to the order.

By default, the Product class assigned to a miscellaneous charge is _OTH and cannot be changed.

Miscellaneous lines are used for generating the purchase orders, and are not be monitored in any way.

Field Description
Miscellaneous Charge Line  
Accept Select this to add the miscellaneous charge line to the contract.
Cancel Select this to ignore any entries made and to return to the previous screen.
Miscellaneous charge details  
Description

Enter the description of the miscellaneous charge.

If you created standard comments using the Browse on Standard Comments program, then you can enter the comment code and the appropriate description is displayed.

Charge currency
Option Description
Local Select this if the miscellaneous charge amount is in the local currency.
Foreign

Select this if the miscellaneous charge amount is in the currency defined against the supplier in the Suppliers program.

This applies when processing charges for a Foreign Currency Supplier.

Currency This indicates the currency code for the miscellaneous charge.
Amount Enter the total amount of the miscellaneous charge.
Tax information This only applies when the Tax status on the Contract Header is set to Taxable.
Taxable

Indicate whether the miscellaneous charge line is taxable or not.

This this field is selected by default.

Deselect the check box if the miscellaneous charge amount is exempt from tax.

Tax code

Enter a tax code that you want to assign to the miscellaneous charge amount when the purchase order is raised.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

This only applies when the Taxable field is selected.

Comments

The following comment lines can be added against the contract item lines:

Message Type Comment
Free Format Comments

Select the Comment Line Type to enter a free format comment line.

You enter the text in the Description column of the listview.

Standard Comments Select the Standard comment Line Type to enter a standard comment defined within the Browse on Standard Comments program.
Supplier Comments Select the Supplier comment Line Type to enter a supplier comment defined within the Browse on Supplier Comments program.
Stock Comments Right click on a Stocked Line Type and select the Stock Comments option to select a stock code comment (defined within the Browse on Stock Code Comments program) to the line.
Stock Purchase Order Text Right click on a Stocked Line Type and select the Stock P/order Text option to attach purchase order text (defined against the stock code in the Inventory Query program) to the line.
Stock Dangerous Goods Text
  • Right click on a Stocked Line Type and select the Stock D/goods Text option to attach dangerous goods text (defined against the stock code in the Inventory Query program) to the line.
[Note]
  • When comments are attached to an entire order, they are printed regardless of what has already been printed on the document.

Contract Status Codes

Following the entry of a contract document into the system, a status code is assigned to the contract indicating its progress within the system. The status code held against a contract determines what functions can be performed at that point, particularly during maintenance and printing.

Once a contract has passed through a given phase (for example, after it has been printed) the status of the contract changes to the next highest status, until it reaches a status of 8, indicating that the contract is completed.

A contract can be in one of the following statuses:

Status Description
0 Contract in process. This happens if you get a record locked message. To reset the status you will need to maintain the contract.
1 Contract entered and ready for printing.
4 Printing is complete.
8 Contract completed. A contract can manually be set to complete. It is automatically set to complete by the Blanket Purchase Order Purge program when all merchandise lines are marked as complete.
9 Contract cancelled.

Notes and warnings

Restrictions and limits

  • Dates

    You can only create a contract with the same stock code and the same time span if the warehouses for the stock code on the contracts differ.

Bought-out at warehouse level considerations

  • If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the supplier defined against the warehouse is used instead of the supplier held against the stock code.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
PO BPO Add contract

Controls access to the creation of blanket purchase orders in the Contract Maintenance program.

PO BPO Change contract

Controls access to the maintenance of blanket purchase orders in the Contract Maintenance program.

PO BPO Cancel contract

Controls access to the cancellation of blanket purchase orders in the Contract Maintenance program.

PO BPO Complete contract

If access to this eSignature is denied, then blanket purchase orders cannot be set to complete in the Contract Maintenance program.

PO BPO Add merchandise line

Controls access to the addition of merchandise lines to a blanket purchase order in the Contract Maintenance program.

PO BPO Change merchandise line

Controls access to the maintenance of merchandise lines on a blanket purchase order in the Contract Maintenance program.

PO BPO Cancel merchandise line

Controls access to the cancellation of merchandise lines on a blanket purchase order in the Contract Maintenance program.

PO BPO Add non-merchandise line

Controls access to the addition of non-merchandise lines to a blanket purchase order in the Contract Maintenance program.

PO BPO Change non-merchandise line

Controls access to the maintenance of non-merchandise lines on a blanket purchase order in the Contract Maintenance program.

PO BPO Cancel non-merchandise line

Controls access to the cancellation of non-merchandise lines on a blanket purchase order in the Contract Maintenance program.