19 Understanding Subcontract Management Order Entry for PGCA Contracts

This chapter contains the following topics:

• Section 19.1, "Supplier Classification Codes for Subcontract Management"

• Section 19.2, "Additional Properties and Category Codes for Subcontract Management"

• Section 19.3, "Subcontract Order Clauses for Subcontract Management"

19.1 Supplier Classification Codes for Subcontract Management

Classification codes capture information about a supplier in the supplier's address book record in the JD Edwards EnterpriseOne Address Book system. At the time a subcontract order is created, the classification code fields are populated for the contract header and contract detail sections of a subcontract order. This action satisfies the government contracting requirement that small and disadvantaged business reporting reflect the vendor classification code at the time a purchase order is issued.

The classification codes reside on the Order Header - Additional Information form (W4310H) and the Order Header - Additional Information II form (W4310M). The codes appear only during subcontract order entry and voucher match.

Note: The terms voucher and progress payment have the same meaning in the JD Edwards EnterpriseOne Subcontract Management system and the JD Edwards EnterpriseOne Procurement system.

The classification code field values are stored in the Purchase Order Header table (F4301).

When copying a subcontract order, classification codes are retrieved from the supplier's address book record and added to the order.

At the time a voucher is created, the classification code fields are populated from the supplier's address book record in order to report vendor information at the time of payment. The classification codes are display-only on the Voucher Match form (W4314A). The classification code field values are not written to the Purchase Order Receiver table (F43121).

For government contracting, vendor information must be reported at the time of payment. The vendor classification information is passed to the accounts payable ledger record, where the values are stored in the Accounts Payable Ledger table (F0411).

When using the Purchase Order Generator (P43032), Generate POs from Requisitions/Blanket Order Release (P43060), and Quote Order Release (P43360) programs to release blanket, requisition, and quote orders, the purchase order that is generated contains the supplier classification codes from the supplier's address book record.

Note: When the new orders are generated, the system retrieves the supplier classification code values from the supplier's address book record in the JD Edwards EnterpriseOne Address Book system. The system does not use the values on the original order.

When printing subcontract orders, the supplier classification codes may be added to the order report. To print the supplier classification codes on the report, set the Vendor Type Classification processing option on the Report Display tab of the Purchase Order Print program (R43500). The classification codes print in a separate section after the header section is printed.

You can also print the classification codes on the report generated by the Purchase Order Print Output program (R43501).

See Also: "Entering Additional Order Header Information" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide. "Understanding Subcontract Orders" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Understanding Progress Payments" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Creating Subcontract Vouchers" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Printing Orders by Batch" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide. "JD Edwards EnterpriseOne Subcontract Management Reports" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Purging Data" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide. "Tables Used by JD Edwards EnterpriseOne Procurement Management" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

19.2 Additional Properties and Category Codes for Subcontract Management

Additional properties and category codes capture user-defined information for a subcontract order. The Additional Properties and Category Codes tabs include multiple user-defined fields. At the time a subcontract order is created, you manually enter values for fields on the Additional Properties and Category Codes tabs on the Contract Header or Contract Detail forms.

Note: If you enter values in the user-defined fields on the Additional Properties and Category Codes tabs on the Contract Header form, then the fields on these tabs are display only on the Contract Detail form.

In order to access the user-defined fields you must enable the Display Additional Properties Tab and Display Category Codes on Header Tab and Detail Grid processing options on the Display tab of the P4310 program.

You can also set the Address Book Field Required processing option to specify whether the Address Book 01 and Address Book 02 fields on the Additional Properties tab are required. This processing option is used in conjunction with the Display Additional Properties Tab processing option on the Display tab of the P4310 program. If the Address Book fields are required then the Display Additional Properties Tab processing option must be enabled.

The user-defined field values from the Additional Properties and Category Codes tabs are stored in the Purchase Order Header table (F4301). The user-defined fields are not stored in the Purchase Order Receiver File table (F43121).

The Category Code 01 through Category Code 04 fields appear in the detail grid of the form. These fields are independent from the category codes on the Contract Header form. The values in the fields on the Contract Header form do not populate the fields on the Contract Detail form. The user-defined field values are stored in the Purchase Order Detail File table (F4311).

Note: Purchase orders created directly in P4310 provide access to the user-defined fields on the Additional Properties and Category Codes tabs on the Contract Header or Contract Detail forms. Purchase orders not created directly in P4310, such as transfer orders, direct ship orders, and order generation programs, do not provide access to the user-defined fields. Once the subcontract order is generated, you can then access the order in P4310 to enter values in the user-defined fields.

If you copy a subcontract order that has values in the additional properties and category codes user-defined fields then the duplicate subcontract order will also have user-defined field values irrespective of the processing options. Blanket orders released by the P4310 program do not carry over the values in the user-defined fields on the Additional Properties and Category Codes tabs on the Contract Header or Contract Detail forms.

See Also: "Setting Processing Options for Enter Subcontract Orders (P4310)" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Entering Order Header Information" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide. " Understanding Special Orders Processing" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide.

19.3 Subcontract Order Clauses for Subcontract Management

Clauses specify the print messages associated with a subcontract order. Examples of text used in messages are engineering specifications, hours of operation during holiday periods, special delivery instructions, and terms and conditions. You assign a user-defined code (UDC) to each print message in UDC 40/PM. You then associate a print message with a specific subcontract order on the Clauses form (W4310K). The order clauses are stored in the Purchase Order Clauses table (F4320).

To access the Clauses form, you must set the Enable Form Exit for Clauses processing option on the Display tab of the P4310 program. If enabled, the Clauses form is accessed from the Form menu on the Contract Header and Contract Detail forms.

See Also: "Defining Print Messages" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide. "Entering Subcontract Order Header Information, Forms Used to Enter Subcontract Order Header Information" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide. "Entering Subcontract Order Detail Information, Forms Used to Enter Subcontract Order Detail Information" in the JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide.