PeopleSoft Source-to-Settle Common Information 9.1 PeopleBook

Using Voucher and Order Contracts

This chapter provides overviews of voucher and order contracts and procurement contract default rules, prerequisites to creating procurement contracts, and a list of common elements, and discusses how to:

Set up master contracts.
Create contract headers.
Create contract line information.
Generate contract releases.
Set up contract categories.
Use blanket orders.
Use recurring purchase order vouchers.
Dispatch vendor contracts.
Build voucher contracts.
Stage purchase order contracts.
View contract-related purchase order line information.
View purchase order contract events.
View voucher contract events.
View requisition contract events.
View contract change history.

Understanding Voucher and Order Contracts

PeopleSoft voucher and order contracts enable you to manage recurring voucher payments and purchase order releases over any time period. PeopleSoft voucher and order contracts support both product and service contracts and enable you to share contracts across business units. You can define a master contract to group contracts that are similar in nature and that are agreements with one supplier.

This section discusses:

Contract process options.
Milestones.
Line groups.
Fixed, open-item, and category contract relationships.
Contract change tracking and version control.
Advance searches for lines within large contracts.
Differences between contract default values and PeopleSoft Purchasing.

Note. Contract releases (recurring voucher payments or purchasing releases) enable you to set up standard purchase orders or vouchers that are the by-product of the agreement that is identified in a contract. They also enable you to generate releases. You then process the staged vouchers using the PeopleSoft Payables Voucher Build process (AP_VCHRBLD), and you process the staged orders using the PeopleSoft Purchasing Purchase Order Contracts (PO_POCNTRCT), PO Calculations (PO_POCALC), and Create Purchase Orders (PO_POCREATE) processes.

Contract Process Options

Contract process options enable you to determine a specific contract process that you use throughout the entire contract life cycle. Select a contract process option upon first entering the Contract Entry (CNTRCT_ENTRY) component. Contract process options include Recurring Voucher, Prepaid Voucher, Prepaid Voucher with Advance PO, Recurring PO Voucher, Purchase Order, Release to Single PO Only, and General Contract contracts. Open-item contracts apply to Purchase Order, Release to Single PO, Recurring PO Voucher, and General Contract contracts only. Category contracts are available on General and PO process options type contracts. You use a specific contract process option to drive the functionality for the entire contract. Only fields that are relative to the contract process option that you choose appear on the page.

Recurring Voucher Contracts

Using recurring voucher contracts, you can establish and schedule amounts for recurring payments, such as rent and lease payments, utilities, and regular supply deliveries, and you can generate the resulting vouchers. When each voucher comes due according to the payment terms of the vendor and business unit, the voucher is approved and paid. You can adjust the amount of individual vouchers during the life of the contract.

Retention is also supported for recurring voucher contracts and their recurring payment releases. A retention amount or percentage can be applied to all voucher contract releases, only the first release, or only the last release. A separate schedule is created on the voucher for the retained amount and placed on hold.

You can release a recurring voucher contract across multiple business units. This reduces the overhead of maintaining several contracts covering the same items that differ primarily by business unit.

You can also enter miscellaneous charges at the header level of recurring voucher contracts and carry the charges to the voucher.

Prepaid Voucher Contracts

Use the Prepaid Voucher contract process option to indicate that the contract is a prepaid voucher contract (without advance purchase order). Select to enter a prepaid reference on the Contract page.

Note. Miscellaneous charges are not available for Prepaid Voucher or Prepaid Voucher with Advance PO contracts.

Prepaid Voucher with Advance PO Contracts

Use the Prepaid Voucher with Advance PO contract process option to indicate that the contract is a Prepaid Voucher with Advance PO contract. Select to enter a prepaid reference, a PO business unit, and a PO ID on the contract header. If the voucher is not yet staged, you can change to any other contract process option. After the voucher is staged, you cannot change this contract process option.

Note. The contract maximum amount cannot exceed the total purchase order amount.

A purchase order can be referenced on only one prepaid voucher with advance PO contracts.

Recurring PO Voucher Contracts

Recurring PO vouchers enable you to encumber an entire contract amount for a voucher contract by associating the contract with a specific purchase order. As you generate voucher releases over time, the system liquidates the purchase order amount when you run budget checking against the vouchers.

You can use one or multiple vouchers that are associated with the encumbered purchase order. You create the purchase order using the Contract Release page. Then you build the purchase order and run budget checking against it. The system creates a purchase order with an encumbrance for the amount of the contract. You define release dates and generate staged voucher releases. You also build the vouchers and run budget checking against them, and the system liquidates the associated purchase order for the voucher amount.

Note. If you create a purchase order to use with a recurring PO voucher contract and the PO status is Initialized, then releases don't exist on the purchase order and the purchase order header and schedule are display-only. You cannot insert rows manually at the line and schedule level either.

Purchase Order Contracts

You can create purchase order contracts that establish pricing terms and conditions that may offset or supplement regular pricing agreements with suppliers. From these purchase order contracts, you generate order contract releases that use the contract for their terms and conditions. These contracts may have been established by the awarding of a request for quote (RFQ) response or Strategic Sourcing Event to a contract. In turn, this RFQ or Strategic Sourcing event may have been created from a requisition. When a contract originates from a requisition, the purchasing releases carry the requisition keys to the purchase order. When budget checking is run against this purchase order, the requisition amounts or quantities are liquidated.

You can also create, retrieve, and receive purchase orders by referencing the contract and appropriate release number. The combination of the contract ID, contract line number, and contract release number provides the chronological audit trail that the business community generally associates with blanket orders.

If a contract originates from a requisition that is distributed by amount, for the first release of the contract (and later if the contract no longer exists on an active purchase order), the generated releases include the entire requisition amount and quantity with the same distribution percentages, amounts, and quantities—regardless of changes in the contract. However, all other generated releases reflect the contract's specifications.

If a contract originates from a requisition that is distributed by quantity, for the first release of the contract, the requisition keys are assigned to the purchase order staging tables when a requisition distribution contains an open quantity. For example, if the contract release is for a quantity of 5 out of the possible quantity of 10 from the requisition, the remaining quantity on the requisition is 5. If the next contract release quantity is for 10 from the same requisition, the Stage Contract PO process releases 5 from the requisition, which leaves no remaining quantity on the requisition.

Release to Single PO Only Contracts

Use the Release to Single PO Only contract process option to indicate that the contract is a Release to Single PO Only contract. Select to use one purchase order for the life of the contract. You define the purchase order on the Contract page. When the contract is saved, a purchase order is reserved for this contract and this contract process option cannot be deselected.

In the PeopleSoft system, the functionality of purchase order contracts provides support for blanket orders by enabling you to associate a contract with a purchase order by assigning one purchase order to be used for the life of the contract. All transactions that reference this contract add lines or schedules to the assigned purchase order. Requisitions and PeopleSoft Supply Planning orders can also use this functionality.

General Contracts

Use the General Contract process option to indicate that the contract can be used for both purchase order and voucher references.

Milestones

Voucher and order contracts support milestones, also known as progress payments. Milestones are generally based on a percentage of work done or number of items received. Using milestones enables you to divide a contract line into multiple schedules and to release the schedules when you reach a target date or percentage of job completion.

Line Groups

A line group is a bundle of items that buyers use to obtain better pricing for items. If an item is part of a line group, when that item is ordered from the vendor who offers that group, the system applies the line group price to the requisition or purchase order. For example, a buyer might want to buy a computer, mouse, monitor, and printer as a unit. In this case, the buyer still creates four line items, but makes each item part of a group. The system applies the lowest price regardless of whether the item is ordered as a standalone item or as part of the group. The system enables the use of an item multiple times on a contract, once as a standalone item and other times as part of line groups.

When you are using PeopleSoft Strategic Sourcing events, you can add lines on the same event that are not part of the line group. In addition, you can use multiple groups in a single event. When a contract is not specified on the requisition, using purchase order sourcing, the system checks for the best price available for an item. If a valid current contract with a line group exists, the system can source a requisition line using that line group price regardless of whether the item on the requisition is part of a group.

Note. PeopleSoft Services Procurement checks for contracts during bid communications with suppliers and for contracts from work orders. The application checks that it's using the correct contract version based on the status and date.

The relationship between the item and the contract is maintained through auction award records. The system stores the purchase order or contract to which the award is made on the auction header. You can select a line group item on a requisition or purchase order by including a contract line associated with a line group.

Fixed, Open-Item, and Category Contract Relationships

Three types of contract relationships can be established: fixed item, category, and open-item. Fixed item contracts are valid only for purchases and payments that specifically reference the items that are identified on the contract. You can also establish multiple contracts for the same item and vendor combination, as long as the beginning dates of the contracts do not overlap. The system uses the most current date to determine which contract to use to fulfill an order. The system enables the use of an item multiple times on a contract, once as a standalone item and other times as part of line groups.

Open-item contracts are agreements that apply to any item that is purchased from the supplier while the contract is in effect. Open-item contracts are typically used to set up a percentage-off list price that applies to any item that is purchased from the supplier. Fixed item and open-item agreements can be established on the same contract. Open-item contracts apply only to purchase order contracts.

Category type contracts enable you to create a contract based on a category of items. Category contracts are typically used to set up a percentage-off list price that applies to any item within the category. Using category contracts, you can also define items that can be excluded from the category. Only the default category defined on the item is considered for selection. The system automatically searches for and references contracts at the category-level on requisitions and purchase orders. This is a more granular level of control than the open item contract, and enables you to enter a group of items instead of entering them individually on the contract.

Contract Change Tracking and Version Control

This section discusses:

Contract change tracking.
Contract version control.
Contract change tracking use with version control.

Contract Change Tracking

Contract change tracking provides an optional audit trail of key contract transactional information that identifies who made what change and when the change was made. The PeopleSoft contract change tracking template enables you to configure contract fields that you want to track.

You can define a default value for the contract change template, and you can override the default value with a change template for use with different types of contract process options. For example, you can define a different contract change template for use with general contracts or one for use with purchase order contracts. Change templates are defined by setID, so each contract setID can have its own default template and a set of templates for use with different process options.

You can track changes made to a contract for the life of the contract. You can access the change history directly from the contract transaction using the View Changes link or by using the Contract Change History (CNTRCT_CHANGE) component.

See Viewing Contract Change History.

To track contract changes:

Use the Change Template page to define which contract records and fields will trigger change tracking.

See Creating Change Templates.
Use the Contract and Vendor Rebate Controls page to select to track contract changes for a setID and to define change templates.

To access the page, select Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Set Controls-Contracts.

Contract Version Control

Contract versions enable contract administrators to create and maintain multiple versions of a contract in the procurement system. You can view older contract versions that provide a picture of what the contract looked like in previous versions. Contract versions support forward-looking versions of the contract, thus enabling you to change forward-looking versions of the contract while keeping the current version active and available for transactions in the system. This functionality is useful if the modifications do not affect existing contract information, such as when new line items are being negotiated to add to the contract.

Note. Procurement contract versions refer to the revision of the procurement contract transaction and are not related to contract document versions maintained and tracked in PeopleSoft Supplier Contract Management.

Note. Released amounts are not version controlled. The released amounts displayed reflect current released amounts to date on all contract versions.

Using contract versions, you can also create forward-looking versions of the contract for PeopleSoft Supplier Contract Management document refreshes, creation of amendments, collaboration with suppliers, and execution of the contract. You can perform these document tasks while the current version is active and available for transactions. When the system processes transactions against contracts with versions, it normally uses the version designated as the current version of the contract when it creates a transaction. The current version ensures that the correct contract pricing and terms are carried into the purchase order.

Note. In some cases, you can use a historic version when an existing purchase order is being modified and has other lines referencing an older version of the contract.

To use contract versions, you must select the Use Version Control check box on the Contract and Vendor Rebate Controls page. After you select to use version control, if any contracts exist for the setID that have a version number greater than 1, you cannot make further changes to the setting.

Using contract versions, you can access previous versions of a contract. The next example illustrates how the Search page results might appear for procurement contracts when contract versions are in use:

Contract 0047 has two contract versions. Notice that the Version Status column displays the version statuses: Current, Draft, and History. You can click any column to view the details for a specific version of the contract.

Contract Agreement Use With Version Control

The system synchronizes agreement updates between the contract Draft version and Current version. After you create a Draft version, you cannot make changes to the Current version of an agreement. However, both internal and external users can still make changes using the Update Agreement Statuses component. The system synchronizes the changes made on those components to the draft version while in those components.

Because you can make changes to the Current version of a contract using other components, the system restricts the type of changes that you can make to the Draft version so that it can synchronize the changes. To support the synchronization of agreement updates using contract versions, the system:

Low lights the agreement Sequence and Verification Step fields on the existing agreement rows, but enables you to change the fields for new rows.
Checks that there is a corresponding row using the Agreement Code, Verify Step, or workflow Sequence fields in the Current version when there are changes to the Agreement Code, Result Type, Metric ID, Verification Step, Verification Method, Notification Type, or Verify Step fields.

These fields should not be changed of there are corresponding rows. The system issues an error message because when you make changes to the Current version, the system need the capability to bring forward the changes to the Draft version. The changes aren't synchronized if these fields are different. If there is not a corresponding row in the Current version, then the row is new for the Draft version and the system allows the changes.
Issues a warning message if the Verification Description field changes and there is a corresponding row in current version.

Because this field is not as critical to contract version processing, the system issues a warning instead of error message.
Prevents the deletion of a row if there is a corresponding row in current version.

The system issues an error message. You cannot delete rows that exist on prior versions. After the row is deleted, it will no longer appears on the monitor and you cannot access the row.

Contract Change Tracking Use with Version Control

This topic provides examples of the differences between change tracking when version control is in use and when it is not in use and describes the records that are updated under different conditions when you are copying contracts while using version control.

The system generates sequence numbers for record changes. After the system creates a new zero sequence for a record, additional changes to the same record (with intervening saves) increase the maximum sequence number for that record. This is true regardless of whether version control is in use. If version control is in use, the only difference is that each time a new version is created, the system creates change records at the header level showing the new version. If version control is not in use, then all changes are reflected in version 1 of the contract.

Note. If a draft version exists, the system locks the current version, preventing any changes. Any changes that you make must be changes to the draft version.

Assume that version control is not in use and you perform these changes:

On June 1, you open a contract and change the quantity on contract line 1 from 10 to 15.

The system:
- Creates header change records for all changeable fields with a sequence of zero and displays the original values.
- Creates header change records for the contract Status field with a sequence of 1 and displays an Open status in the field.
- Creates line change records for all changeable fields on contract line 1 with a sequence of zero and displays the original values.
- Creates line change records with a sequence of 1 for the new line quantity and for any related fields that change.
On June 2, you set the contract status to an Approved status.

The system creates header change records for the contract Status field with a sequence of 2 and displays an Approved status in the field.
On June 5, you reopen the contract and change the item description and the quantity for contract line 1.

The system:
- Creates header change records for the contract Status field with a sequence of 3 and displays an Open status in the field.
- Creates line change records for changeable fields on line 2 with a sequence of zero.
- Creates a line change record for line 2 with a sequence of one for the new description.
- Creates a line change record for the new line 1 quantity with a sequence of 2. The system also creates a record for any related fields that change.
On June 6, you set the contract Status field back to Approved.

The system creates header change records for the contract Status field with a sequence of 4 and displays an Approved status.
On June 15, you reopen line 1 and change the unit of measure EA to BOX.

The system:
- Creates header change records for the contract Status field with a sequence of 5 and displays an Open status in the field.
- Creates a line change record for line 1 with a sequence of 3 for the new unit of measure.
  
  Note. Even though the unit of measure has not been changed before, the sequence is 3 because it is the third change for the contract line.

In comparison, when version control is in use, sequence numbering is the same as on the purchase order, starting at zero for original values, and in increments of 1 each time you change a record. With version control, additional change data occurs at the header level.

This list provides an example of contract changes when version control is in use:

For all the updates listed in the previous set of steps for when version control is not in use, the system processes the updates the same, creating all change records under version 1 with sequential numbering.
When a draft is opened, the system:
- Creates header change records using the new version number and displays the version number and status changes with the sequence of 6.
- Creates lower-level changes with the new version number and uses the next sequence for the particular record being changed.
  
  A record might possibly be changed for the first time, so the system would create the sequence zero records as well as the sequence 1 records under the draft version number.
  
  In all cases, saving the contract causes the sequence number to increment in a record that is updated and then saved multiple times.
When a draft is approved:

The system creates header change records that display the Status changes under the next sequence number for the header record.

When you create a new contract version, the system inserts the records into the new version by copying them from the originating version and incrementing the version number by 1 for the records. These values on the new contract header are initialized:

Version date.
Contract version date.
Draft due date.
Version date – set to Draft status.
Contract status – set to Open status.
Modified by – set to the current user.
Last date and time updated – set to current date and time.

When you copy a contract, the system inserts the records by copying them from the originating version, replacing the contract ID with the new contract ID on the new records. These contract header fields are initialized:

Version status – set to Current status.
Contract status – set to Open status.

The next tables describe the fields that are copied and under what condition. The following table shows the records that are inserted or deleted for these copied conditions:

Record Name	New Draft Version Created (Version 1)	Draft Version Deleted	Copying Existing Contract (Version 2)
CNTRCT_HDR	X	X	X
CNTRCT_CATEGORY	X	X	X
CNTRCT_CAT_EXC	X	X	X
CNTRCT_LINE	X	X	X
CNTRCT_LINE_UOM	X	X	X
CNTRCT_LINE_VAT	X	v	X
CNTRCT_LN_MISC	X	X	X
CNTRCT_LN_SHIP	X	X	X
CNTRCT_MILESTN	X	X	X
CNTRCT_BU_DSTRB	X	X	X
CNTRCT_DSTRB	X	X	X
CNTRCT_DSTRB	X	X	X
CNTRCT_SCHEDULE	X	X	X
CNTRCT_HDR_MISC	X	X	X
CNTRCT_DEFAULTS	X	X	X
CNTRCT_ADJ_SET	X	X	X
CNTRCT_ADJ_RULE	X	X	X
CNTRCT_ADJ_DTL	X	X	X
CNTRCT_ALRT_WL	X	X	X
CNTRCT_NTFYUSER	NA	NA	NA

This table shows records that are included when PeopleSoft Supplier Contract Management is installed:

Record Name	New Draft Version Created (Version 1)	Draft Version Deleted	Copying Existing Contract (Version 2)
CS_CNT_AG	X	X	X
CS_CNT_AG_LTXT	X	X	X
CS_CNT_AG_VFY	X	X	X
CS_CNT_AG_VY_AT	X	X	X
CS_CNT_AG_WF	X	X	X
CS_CNT_AG_CLASE	X	X	X
CS_CNT_THOLD	X	X	X

This table shows records that are included when change tracking is enabled for procurement contracts:

Record Name	New Draft Version Created (Version 1)	Draft Version Deleted	Copying Existing Contract (Version 2)
CNTRCT_CHRSN	NA	X	NA
CNTRCT_CHNG	X	X	NA
CNTRCT_CHCAT	NA	X	NA
CNTRCT_CHCATEXC	NA	X	NA
CNTRCT_CHDFL	NA	X	NA
CNTRCT_CHDFL	NA	X	NA
CNTRCT_CHDST	NA	X	NA
CNTRCT_CHHDR	X	X	NA
CNTRCT_CHLIN	NA	X	NA
CNTRCT_CHLINUOM	NA	X	NA
CNTRCT_CHPRC	NA	X	NA
CNTRCT_CHRSN	NA	X	NA
CNTRCT_ALRT_WL	NA	X	NA

Advanced Search for Lines Within Large Contracts

When a contract contains hundreds of lines and you need to change a few lines, you can use an advance search feature within the contract. Instead of waiting for the system to retrieve all the contract lines, you can use a search page to selectively search by a line number, range of line numbers, item, and a variety of other criteria to retrieve those lines that you want to view and maintain. Optionally, this search capability is available on smaller sized contracts.

The search feature automatically appears on the Contract page when you open a contract and if the number of lines on the contract exceeds the maximum number of rows defined for PeopleSoft Purchasing installation options. For example, if you enter 20 in the Contract field on the Installation Options page, then when the number of lines in a contract exceeds 20, the system automatically provides the Search for Contract Lines box. Otherwise, to access the search feature, click the Search for Contract Lines link on the Contract page.

See Searching for Contract Lines.

Differences Between Contract Default Values and PeopleSoft Purchasing

The fields in the Contract Entry component have defaults that in some cases are different from the PeopleSoft Purchasing default hierarchy. The following tables summarize the default hierarchy for those pages.

Defaults for the Contract Entry - Contract Page

This table lists the defaults for the Contract Entry - Contract page:

Field	Default
Currency	The value appears by default from the Contract and Vendor Rebate Controls page. If the vendor currency is different from the currency on the Contract and Vendor Rebate Controls page, the currency appears by default from the vendor Procurement Options page.
Rate Type	The value appears by default from the Contract and Vendor Rebate Controls page. If the vendor rate type is different from the rate type on the Contract and Vendor Rebate Controls page, the rate type appears by default from the vendor Procurement Options page.
Accounting Template	The value appears by default from the default vendor location that is set on the Vendor Information - Location page. (Voucher contracts only.)
Terms	The value appears by default from the default vendor location that is set on the Vendor Information - Location page. (Voucher contracts only.)
Basis Date Type	The value appears by default from the default vendor location that is set on the Vendor Information - Location page. (Voucher contracts only.)
Dispatch Method	The default value is Print. When you select the vendor, this value appears by default from the default vendor location that is set on the Vendor Information - Location page. If the release originates from an RFQ, the value appears by default from the vendor location of the RFQ. (Order contracts only.)
Withholding Code	The value appears by default from the Withholding Vendor Information page.

Note. If you specify a payment term for the vendor in the Vendor Information component, the Basis Date Type field displays the default value. Payment terms can also be specified at the business unit level, but they do not appear as default values on the contract header because the contract is defined at the setID level, not the business unit level.

Defaults for the Voucher Line Tax Info Page

This table lists the defaults for the Voucher Line Tax Info (voucher line tax information) page:

Field	Default
Ship To	The value appears by default from the vendor or the PeopleSoft Payables (voucher) business unit.

Defaults for the Contract Entry - Create Releases Page

This table lists the defaults for the Contract Entry - Create Releases page:

Field	Default
Vendor Loc (vendor location)	The value appears by default from the PO Defaults page if the release business unit and the Contract Defaults business unit match. If they do not match, this field appears by default from the default vendor location for voucher and order releases.
Currency and Rate Type	The value appears by default from the PO Defaults page when the release business unit and the Contract Defaults business unit match and the Allow Multicurrency PO check box is selected on the Contract page. If the Allow Multicurrency PO check box is not selected at the business unit level, this field appears by default from the business unit.

Defaults for the Review Staged Releases Page for Orders

This table lists the defaults for the Review Staged Releases page for orders:

Field	Default
Tax Exempt	The value appears by default from the PO Contract Defaults page and the Purchasing Definition - Business Unit Definition page. Note. Priority setting of defaults depends on the default option that you select on the Create Releases page.
Tax Exempt ID	If the Tax Exempt check box is selected, the value appears by default from the Purchasing Definition - Business Unit Definition page or the PO Contract Defaults page. Note. Priority setting of defaults depends on the default option that you select on the Create Releases page.

Field

Default

Tax Exempt

The value appears by default from the PO Contract Defaults page and the Purchasing Definition - Business Unit Definition page.

Note. Priority setting of defaults depends on the default option that you select on the Create Releases page.

Tax Exempt ID

If the Tax Exempt check box is selected, the value appears by default from the Purchasing Definition - Business Unit Definition page or the PO Contract Defaults page.

Note. Priority setting of defaults depends on the default option that you select on the Create Releases page.

Defaults for the Review Staged Releases Page for Vouchers

This table lists the defaults for the Review Staged Releases page for vouchers:

Field	Default
Pay terms	The value appears by default from the Contract page. If no value appears on the Contract page, the system uses the default value for the vendor location on the Procurement Options page.
Basis Date Type	The value appears by default from the Contract page. If no value appears on the Contract page, the system uses the default value for the vendor location on the Procurement Options page.
Accounting Template	The value appears by default from the Contract page. If no value is found on the Contract page, the value appears by default from the vendor location on the Procurement Options page.

See Also

Entering Contract Header Information

Defining Contract and Vendor Rebate Control Parameters

Entering High-Level Information for Vendor Locations

Defining Withholding Options

Establishing PeopleSoft Purchasing Business Units

Using Default Hierarchies

Changing the Currency Default Value

When the currency at the contract header is changed, some records are automatically updated; however the records that allow multiple currencies must be manually adjusted. Price adjustments and contract line base prices will need to be updated manually on the following records:

cntrct_line
cntrct_category
cntrct_ln_misc
cntrct_milestn
cntrct_dstrb
cntrct_schedule
cntrct_hdr_misc
cntrct_defaults
cs_cnt_ag
cs_cnt_thold

Understanding Procurement Contract Default Rules

This section discusses:

Association of goods and services with contracts.
Contract validation.
Automatic default of contract values to requisition and purchase order transactions.
Automatic default rule hierarchy.
Contract validation process.
Eligible contract application.

Association of Goods and Services With Contracts

Before you start creating contracts, you should identify and use the contract process options that are most appropriate for the organization's business processes. The contract process option must be the Purchase Order, General Contract, or Release-to-single PO Only to qualify for use at the requisition or purchase order line level.

The PeopleSoft Procurement Contracts feature gathers essential elements of contract transactions. You can define one or multiple contracts for vendors. You can optionally set up contracts with an overall maximum amount and an expiration date, along with amount threshold and expiration date notifications.

You can associate goods and services with a contract in several different ways:

The first is using one contract for all items ordered from the contract's specified vendor by using the Open Item Reference feature on the contract. You can define general or ship-to-percentage-based price adjustments that are applicable to all items for the vendor.
The second way is by defining specific item categories on the contract along with item exceptions for the category. This means that any item you order from the vendor for the contract categories can reference the contract as long as the item is not listed as an item exception. You can also define general or ship-to-percentage-based price adjustments for each category. You can also specify a maximum order amount for the category.
The final way for associating goods and services with contracts is by defining specific items or services on the contract. You can enter specific item IDs or order-by-description (ad hoc) commonly used for services. Orders with the vendor and item or service that match the contract can reference the contract. You can define general or ship-to-percentage-based adjustments or unit of measure amount-based or percentage-based adjustments for the items or services.

Note. If you are using PeopleSoft Services Procurement, you must enable service contracts on the Installation Options page to add service contracts. Service contracts are only applicable to resource-based roles to secure with suppliers for hiring service providers at specific rates.

Note. PeopleSoft Services Procurement checks for contracts during bid communications with suppliers and also checks for contracts from work orders. The application ensures that it's using the correct contract version based on the status and date. The application also checks for contracts by category in addition to contracts for specific services.

Contract Validation

You use contract validation rules to:

Manually search for valid contracts on requisitions or purchase orders.
Copy existing requisitions or purchase orders to a new requisition of purchase order.

If a copied transaction has an existing contract, the system copies that contract again using the more current version, and carries out the validation and pricing logic described for the price adjustment calculations. If a copied transaction does not have a contract, the system attempts to provide a contract by default if the Default Contract on Req or Default Contract on PO check box is selected.
Ensure that a contract is still valid for the transaction. For example:
- If information on the line is changed such as the requester or buyer changing the item to one that is not referenced on the contract.
- If information on the contract is changed when a requisition that references the contract is sourced to a purchase order.
Determine the pool of contracts from which the system determines the most valid contract the default on transactions.

The system considers this information to validate whether a contract is valid for a transaction:

The contract process option must be Purchase Order, General Contract, or Release to Single PO Only.

You can manually reference only the Release to Single PO Only process option contracts through online requisitions.
The contract current version is Approved.
The contract vendor matches the transaction vendor for purchase orders only.
The requisition or purchase order date must fall within the contract begin and expiration dates.

The expire date doesn't always exist, so you should assume an infinite time frame in this case. Also:
- On manually entered requisitions, failure to meet the date requirement generates a warning.
- On manually entered purchase orders, failure to meet the date requirement generates an error message. In this case, the prompt on the contract will not list these contracts.
- Purchase order sourcing does not select a contract if the transaction date is outside of the contract dates.
Item eligibility requires one of the following conditions:
1. The transaction item ID matches the one on the contract.
2. The transaction item category matches the one on the contract category reference, and the item is not listed as an exception.
3. The contract allows for open-item reference.
Noncorporate contracts are set up for the transactional business unit.

If the Use Contract if Available check box is selected and the contract specified on the requisition line is no longer valid during purchase order sourcing, the sourcing process searches for a new, and the most valid, contract to reference. If no valid contract is yet available for reference, the system displays an error message and rejects sourcing the transaction.

Automatic Default of Contract Values to Requisition and Purchase Order Transactions

You can set up contracts to automatically be requisitions and purchase orders by default. This enables you to use items already contained in a contract to populate requisitions and purchase orders with items and prices. The system retrieves contracts for:

Requisitions when the Default Contract on Req check box is selected as a business unit option, or when the Default Contract on Req check box is deselected, but the Default the found contract ID to Requisition line check box defined on the RFQ Required Rule page is selected.

To access the page, select Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Business Unit Definition, RFQ Required Rule, then select a rule in the RFQ Required Rule field and click the Go to RFQ Required Rule button.
Purchase orders if the Default Contract on PO check box is selected as a business unit option.

This includes when you copy a purchase order from a contract. See the contract validation rules described next in this section.
Purchase orders created through purchase order sourcing.

The system uses the contract default rules hierarchy to determine the most valid contract to supply default values to requisitions, purchase orders, and purchase orders created through purchase order sourcing. The system selects the most valid contract from the available contracts.

Note. The automatic defaulting of contracts to requisition or purchase order options does not apply to PeopleSoft Services Procurement. This application searches for an applicable contract on the work order and uses it on a purchase order regardless of how the automatic defaulting is defined.

Automatic Default Rule Hierarchy

The contract defaulting rules hierarchy determines the order of how the system selects to automatically supply a contract by default to requisitions and purchase orders. The rules enable the system to determine the single most appropriate contract. These combinations must be unique:

Vendor.
Current contract version.
Approved contract status.
Contract begin date.

More than one contract can exist for the same vendor and item, or vendor and category, as long as the contract begin dates are different.
Item ID unless the item is in a different line grouping.
Category.

Even if an item ID exists on a contract, the item's category can be specified, and the item doesn't need to be listed as category exception.
Open item reference.

An open item can be referenced even if the item ID is listed as a category exception.
Purchasing business unit when used for noncorporate contracts.

Contract Validation Process

Based on the rule hierarchy, this list describes the validation process that the system uses to provide contracts onto requisition and purchase order transactions by default:

If the contract is a Release to Single PO Only process option contract or the Auto Default check box on the contract is not selected, the contract will not automatically be supplied by default onto transactions regardless of whether the item or the category has an exact match.
The system then sorts all valid contracts by date, using the contract begin date. The contract with the begin date closest to, but not later than, the transaction date is the most valid contract.
The system determines whether the type of contract reference is item, ad hoc, category, or open item:
1. The system first tries to match at the contract-line level. If an item ID is on the transaction, the system checks for the same item ID on the contract.
  
  If a match is found, the contract and contract line number are referenced on the transaction: If the transaction line is order-by-description (ad hoc), then the system does not check for the same order-by-description line item on the contract and considers that a match was not found; If the category for the line item on the transaction matches the contract category reference, and the item is not listed as a category item exception on the contract, then the contract and category are referenced on the transaction.
2. If a match is not found at the contract-line level, the system checks the category reference level.
  
  If the category for the line item on the transaction matches the contract category reference, and the item is not listed as a category item exception on the contract, then the contract and category are referenced on the transaction.
3. If a match is not found on the contract line item or contract category reference, the system looks for and uses an open item reference contract.

The preceding defaulting rules are also applicable to the purchase order sourcing batch process with the exception that the batch process automatically matches transactions with Release-to-single PO Only process option contracts if the item or the category has an exact match.

For ad hoc requisition lines, you have to manually reference a contract line for requisition lines. And as with requisition lines that reference a contract when the ad hoc requisition lines are sourced to a purchase order, if the contract referenced at the requisition line is no longer valid during purchase order sourcing, the system displays an error message and rejects sourcing the transaction.

Eligible Contract Application

After the system locates an eligible contract on which to base a requisition or purchase order, it:

Updates the requisition or purchase order line with contract information when the information exists on the contract, including:
- Contract ID.
- Contract line number when a contract line number is referenced.
- Category line number when a contract category is referenced.
- Group ID for purchase order lines only.
- Release number.
- Milestone line for purchase order lines only.
Determines the base price when the contract line item is referenced.

The system uses the contract base price if it is specified on the contract. Otherwise, it uses the item/vendor price. For requisitions, the system calculates the contract price.
Calculates price adjustments:
- For item IDs, you can establish price adjustments at the contract level, item/vendor level, or both. You can also establish whether the system calculates item/vendor price adjustments before or after the contract price adjustments.
- You can establish ad hoc line price-adjustments only at the contract level.
- You can establish price adjustments on the contract at the category level and open-item reference level. When referencing a contract at the category level or open-item reference level, the corresponding price adjustments along with whether the system calculates item/vendor price adjustments before or after the contract price adjustments will apply.
Updates the contract released amounts and quantities for contract releases on purchase orders.

The contract reference on a requisition does not update the contract release amounts and quantities. However, after the contract is built into a purchase order, the system updates the released amounts and quantities.
Creates contract events.

Events (releases) are the association of contracts referenced on purchase orders. You can inquire about the events using the Review Contract Information menu.

Prerequisites to Creating Procurement Contracts

Before you create a procurement contract, you need to ensure that several basic setup steps have been completed.

To prepare to create procurement contracts:

Establish vendors.

To define contracts, you must first establish vendors for the contracts.

See Entering Vendor Identifying Information.

See Searching for Vendors.
Define items and item-vendor relationships.

For a fixed-item contract, you must first set up the items for the contract and establish item-vendor relationships.

The item setup is not required when you are defining voucher or order contracts for ad hoc items (description only).

See Defining Attributes and Priorities for Purchasing Item Vendor Relationships.
Set up contract controls, such as autonumbering, reason codes, and default currency information.

See Defining Procurement Options.
Define contract version control, change reasons, and change tracking parameters.

See Setting Contract and Vendor Rebate Controls.
Define contract intervals and detail counters for contract releases.

These settings determine the schedule for releasing contracts.

See Defining Contract Intervals for Contract Releases.
Define installation options that include the maximum number of rows to retrieve for contracts.

This feature is used in conjunction with advanced contract item searches. When the maximum number of contract rows is exceeded, the system automatically provides an item search link so that you can limit the returned results.

See Max Rows to Retrieve For.
Define user preferences that enable users to, for example, approve or cancel contracts, place contracts on hold, and establish user display options.

Among the user preferences you can define are default contract statuses and authorized actions for a user and you can define how the system initially displays the collapsible areas on the Contract page.

See Defining Contract Process PreferencesCOMPLETE THIS LINK to the FUNDAMENTALS BOOK

Common Elements Used in This Chapter

AM Unit (PeopleSoft Asset Management business unit)	Select the appropriate PeopleSoft Asset Management business unit. If this field is populated by the system, the value by default is the PeopleSoft Purchasing business unit.
CAP # (capital acquisition plan number)	Enter the CAP number that is defined for the item in PeopleSoft Asset Management. This is required only if the item is capitalized.
Capitalize	Select to designate that an item be capitalized. A PeopleSoft Asset Management business unit must be specified for this option to be selected. If the item is capitalized, it can be depreciated before being paid.
Cost Type	Enter the default cost type that is associated with the item purchase, if applicable. Cost types represent components of the cost of an asset, such as materials, labor, and overhead. For example, you can differentiate between the cost of building an asset and its market value by allocating production cost to one cost type and the profit margin to another. Cost type, in combination with asset category and transaction code, determines the accounts into which the costs are entered in the general ledger.
Profile ID	If assets are involved, displays the default asset profile ID that is associated with the items.
Qty Rcvd (quantity received)	Displays the total quantity that is received for all the lines.
Quantity	Displays the total quantity for all the lines.
Rem Rcpt Qty (remaining receipt quantity)	Displays the total remaining quantity to be received for all the lines.
Sequence	Enter the sequence number for the capital acquisition plan.
Vndr Accept Qty (vendor accept quantity)	Enter the quantity that is accepted for the receipt line.

Setting Up Master Contracts

To set up master contracts, use the Master Contracts component (CNTRCT_MSTR).

This section provides an overview of master contracts and lists the pages that are used to set up master contracts.

Understanding Master Contracts

Use master contracts to group several contracts for the same supplier and then track them using one master contract ID. You associate the individual contracts with the master contract ID by designating the master contract ID on the Contract Header - Entry page.

The master contract ID can be used as the number for referencing the agreement with a supplier. Each contract ID that is associated with the master contract can serve as an internal identification number for use in an organization. Using the PeopleSoft PSQuery tool, you can report across all of the individual contracts that you have associated with this master contract.

Master contracts also provide a method for grouping sets of voucher contracts for a vendor for reporting purposes. For example, a vendor may lease several buildings to you. You can establish a master contract that covers all the leases for each building. You establish voucher contracts for each building and mark them with the master contract ID on the contract header to report on all lease payments to the same property management organization. You can then generate queries and reports based on vouchers for product lines using the master contract ID as criteria.

Before setting up master contracts, you must decide whether to have the PeopleSoft system assign numbers to contracts automatically or whether to manually assign the unique contract IDs.

Pages Used to Set Up Master Contracts

Page Name	Definition Name	Navigation	Usage
Master Contract	CNTRCT_MSTR	Procurement Contracts, Manage Master Contracts, Master Contract	Define a master contract for several purchase order or voucher contracts.
Vendor Lookup	VNDR_LOOKUP_WRK	Click the Vendor Lookup link on the Master Contract page.	Search for vendors. If the vendor does not exist in the system, you can also use this page to access a page where you can add a vendor. For you to enter a vendor into the system, the user ID must have the proper authorizations selected on the User Preferences - Procurement - Vendor Processing Authority page.

Creating Contract Headers

To create contracts, use the Contract Entry component (CNTRCT_ENTRY).

This section discusses how to:

Define search criteria for contracts.
Use an existing contract as a template.
Enter contract header information.
Define change reasons for contracts.
Search for vendors.
Enter comments.
Use standard comments.
Define contract thresholds and notifications.
View contract changes.
Enter defaults for purchase order contracts.
Enter order contract release comments.
Define open item contract price adjustments.
Define price adjustment templates.
Enter contract miscellaneous charge and landed cost information.
Define voucher contract retention payments.
Access item specifications.
Enter order contract dispatch options.
View contract vendor contact information.

Pages Used to Create Contract Headers

Page Name	Definition Name	Navigation	Usage
Contract Entry	(search)	Procurement Contracts, Add/Update Contracts	Define search criteria for retrieving contracts.
Contract	CNTRCT_HDR	Procurement Contracts, Add/Update Contracts, Contract	Enter order and voucher contract-header information.
Copy Contract	CNTRCT_COPY_SEC	Click the Copy From Contract link on the Contract page.	Copy from an established or expired contract. This page is available only in Add mode.
Change Reason	CNTRCT_CHNG_REASON	Click the Save button on the Contract page after making a change to a contract.	Define change reasons for contracts.
Vendor Search	VENDOR_LOOKUP_SEC	Click the Vendor Search link on the Contract page.	Search for vendors. If the vendor does not exist in the system, you can use this page to access a page where you can add a vendor. For you to enter vendor information into the system, the user ID must have the proper authorizations selected on the User Preferences - Procurement: Vendor Processing Authority page.
Vendor Detail	VENDOR_LOOKUP_DTL	Click the Vendor Detail link on the Vendor Search page.	View details about a vendor. The information on this page appears by default from the Vendor - Identifying Information page.
Address	VNDR_LOOK_ADDR_SEC	Click the Address link on the Vendor Search page.	View vendor address details. The information on this page appears by default from the Location - Location Definition page or the Vendor - Address page.
Header Comments	CNTRCT_CMNTS_SEC	Click the Add Comments link on the Contract page.	Enter comments for a transaction. You can enter your own comment, or you can select from predefined standard comments.
Standard Comments	STD_COMM_SEC	Click the Copy Standard Comments link on the Header Comments page.	Copy or add comments that are standard comments used by an organization, such as shipping comments.
Contract Activities	CNTRCT_ACTVTY_SEC	Click the Contract Activities link on the Contract page.	Create a notation for a particular activity. The information on this page can be used as a tickler file. You can organize activity comments by logging the due date and selecting the Done check box.
Vendor Contact Information	CNTRCT_CNTCTPHNSEC	Click the Primary Contact Info (primary contact information) link on the Contract page.	View contact information for the vendor on this contract. This page is available only if you have set up contact information in the Vendor Information component and you have selected the contact on the contract.
Contract Header Agreement Assignments	CS_AGREE_CNT	Click the Contract Header Agreement link on the Contract page.	Define contract header agreements.
Activity Log	PO_MAINT_POP	Click the Activity Log link on the Contract page.	View basic transaction activity information, including the date the log was entered, modified, and approved.
Contract Doc Status (contract document status)	PRCR_DOCSTAT_INQ	Click the Document Status link on the Contract page.	Access and review information about procurement documents that are associated with a contract.
Thresholds & Notifications	CNTRCT_NOTIFY_SEC	Click the Thresholds & Notifications link on the Contract page.	Set the number of days before expiration to notify the buyer. Send notification that the contract maximum is exceeded and specify which buyer to notify. The information that is entered here is used as a business process that is set up with PeopleTools Workflow to route notifications to buyers when the contract limits have been met. This page can be used with general contracts, purchase order contracts, and recurring vouchers.
Contract History	CNTRCT_CH_HDR	Procurement Contracts, Review Contract Information, Contract Change History Click the View Changes link on the Contract page.	View contract changes.
PO Defaults (purchase order defaults)	CNTRCT_DFLT1_SEC	Click the PO Defaults link on the Contract page.	Set default information for order contracts for each business unit. If no other defaults appear in the default hierarchy, the information that you set up on this page appears by default in each release schedule that you define for the specified combination of order contract and business unit. This page applies to order contract releases only.
Copy Defaults from Business Unit	CNTRCT_COPY_BU_SEC	Click the Copy from BU Defaults link on the PO Defaults page.	Copy the purchasing business-unit default values from one business unit to another.
Contract ShipTo Address	CNTRCT_ADDRESS	Click the Ship To Address link on the PO Defaults page.	View contract ship-to address details.
Release Comments	CNTRCT_DFL_COM_SEC	Click the Add Comments link on the PO Defaults page.	View and enter release comments for the order contract.
Open Item Price Adjustments	CNTRCT_PRC_ADJ_SEC	Click the Add Open Item Price Adjustments link on the Contract page.	Enter price adjustments that apply to items that reference the contract as an open item contract. The Add Open Item Price Adjustments link becomes available only if the Allow Open Item Reference check box is selected on the Contract page. Open item references are applicable to Purchase Order and General contracts with purchase order releases only.
Template Price Adjustments	CNTRCT_PRC_ADJ_SEC	Click the Price Adjustment Template link on the Contract page.	Define price adjustment templates.
Voucher Misc. Charges (voucher miscellaneous charges)	CNTRCT_HDRMISC_SEC	Click the Miscellaneous Charges link on the Contract page.	Enter miscellaneous charge and landed cost information for the contract.
Voucher Retention	CNTRCT_HDR_RET_SEC	Click the Retention link on the Contract page.	Define retention payments for all lines on a contract. You can set up rules to have the system place a portion of a payment on hold until a certain condition is met.
Dispatch Options	DISPATCH_OPTIONS	Click the Dispatch button on the Contract page.	Enter dispatch options for the contract and to dispatch a contract to the vendor. For this page to be available, the contract must be saved, it must have the status Approved, and it must be an order contract. Dispatching applies only to order contracts.

Defining Search Criteria for Contracts

Access the Contract Entry search page (Procurement Contracts, Add/Update Contracts).

You can search for existing contracts using a variety of criteria that include the contract ID, version, process option, and version status. For example, if you are using version control, you can limit a contract search to only those contracts at version two. You can further limit the search by searching for only the Current version of a contract.

After entering search criteria, click the Search button. The system retrieves those contracts that match the search criteria. The search also provides high-level details about the contracts. To view details about a contract, click the contract link. If you are using contract versions, you can view any version of the contract. When you open a contract, all fields are protected unless the selected version is the Draft version or the selected version is the Current version and the contract status is Open. If version control is not in use, you can open the Current version to make changes.

This page also provides a way to view prior versions of the contract if you are using version control. To view a prior version, select a contract version that is in a History version status.

Using an Existing Contract as a Template

Access the Copy Contract page (Procurement Contracts, Add/Update Contracts, Contract; click the Copy From Contract link on the Contract page).

The default status of the copied contract is Open. All contract information including defaults, line items, comments, and price adjustments is copied to the new contract. Staged releases are not part of the actual contract and are not copied. If you are using version control, the current copy of a contract is the version that the system copies.

When you select to copy a contract and the selected source contract contains more contract lines than the number defined for the maximum number of rows to retrieve on the Purchasing Installation Options page, the system automatically triggers copying of the contract using a batch process. When you select a contract to copy and click the OK button to copy the contract, the system displays the message Would you like to wait until the Contract copy process is completed? If you click the No button, the system displays a message that the contract has been scheduled for copying and the process instance for batch job. If you click Yes, the system creates the new contract.

Contract ID

Select the contract to use as a template. If you leave this field blank, the system returns all contracts that have the same process option as the contract that you are creating.

Entering Contract Header Information

Access the Contract page (Procurement Contracts, Add/Update Contracts, Contract).

Note. The contract process option that you select on the Contract Entry search page determines the group boxes and fields that appear on this page. Select the Syndication tab to access syndication information. This tab is available when PeopleSoft Supplier Contract Management is installed and set up to use syndication.

The description of this page is divided into sections that describe contract header and contract line fields along with links to other contract features. Sections that are available for use on this page are:

Basic information about the contract.
Contract version when version control has been implemented.
Authored documents when you are using PeopleSoft Supplier Contract Management.
Header information.
Amount summaries.
Order contract options.
Voucher contract options.
Contract items.
Contract categories.

Note. To adjust value-added tax (VAT) on the voucher header after it has been created from the contract, use the VAT Header page on the voucher.

Copy from Contract

Click to access the Copy Contract page, where you can create a new contract by copying an existing contract. When you copy a contract, you must copy a contract with the same processing option as the contract that you are creating. The copied contract is set to an Open status so that you can make further changes prior to approving the contract.

Status

Select the status of the contract. Values are Approved, Canceled, Closed, On-Hold, and Open.

When you create a contract, the status appears by default as either Open or Approved based on the settings for the user on the User Preferences - Contracts page. Only contracts with an Approved status are eligible to have releases created against them, or to be referenced by other transactions. Only contracts in Add mode or in Open status can be modified.

You cannot set the status to Closed or Canceled if open lines or staged releases against the contract exist. If a contract's status for the Current version is returned to Open, purchase orders that reference that contract version are not available for change until the contract is approved again. This is necessary to maintain data integrity.

When vouchers exist for a contract and the contract is closed, all vouchers that are eligible for closure are also closed. Eligible vouchers include those that have not been posted, paid, matched, or budget checked. If the contract is later reopened, releases can be created for these vouchers again, and a new voucher ID will be assigned.

If the contract originated from an RFQ and the contract is canceled, you can return quantities to the RFQ.

If you are using contract versions, you can update the status to finalize the Draft version to Current. When you select the Approve status and click Save, the system updates the Draft version to the Current version and updates the Current version to the History version. When you are using the Full Life Cycle option as a document type setting, the system also notifies you if a PeopleSoft Supplier Contract Management contract document is associated with the contract and that the document is not in an Executed status. This is just a reminder that the corresponding document should be finalized as well.

Note. You cannot change the status of an approved contract when a Draft version exists for the contract. Instead, you can either make the change in the Draft version or delete the Draft version.

Administrator/Buyer

Select a user who can serve as the contract administrator or as the buyer for this contract. These terms are used differently for PeopleSoft Purchasing contracts (buyer) and Supplier Contract Management contracts (contract administrator).

Contract Version

Use this section to manage and review versions of a contract. Contract versions enable you to create and maintain multiple versions of the contract in the system. Versions facilitate viewing information in older contract versions. You can modify a forward-looking version (Draft version) of the contract while keeping the Current version active and available for transactions in the system.

Versions are available only if the Use Version Control check box is selected on the Contract and Vendor Rebate Controls page. To access the page, select Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Set Controls-Contracts.

To create a new contract version, you must have the authority to create the version. You establish the authority by selecting the Enter Contracts/New Version check box on the Contract Process page. To access the page, select Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, select a user, click Procurement, Contract Process.

Note. The system manages contract versions for PeopleSoft Purchasing contracts and Supplier Contract Management contract documents. You manage version information for PeopleSoft Purchasing contracts using the Contract Version section. You track the version for PeopleSoft Supplier Contract Management documents by using the Document Version section. If you are using both Supplier Contract Management and Purchasing contracts, the system processing includes warnings and updates for both types of versions.

Version	Displays the version of the contract that you are currently viewing. Version numbers are incremented by one each time you create a new version. When you create a new contract, the system sets the version number to 1 and sets the version status to Draft. You cannot change these settings.
Status	Displays the status of the contract version. Values include: Current: The system can use this version for release if the contract header status is Approved. When you create and approve a new contract or another version of a contract, the system sets the status to Current. Draft: The system uses this version when the contract header status is set to Open. When you create a new version, its status is automatically set to Draft and you can make updates to the contract. When the Draft version is approved, the system automatically changes the status of the last Current version to a History status, and sets the Draft version to a Current status. History: The system uses this version for versions that were formerly the Current version, but are no longer current. So when you approve a Draft version (making it the Current version), the prior version number goes to History status. Purchase orders could exist that refer to History versions, but you cannot specify a History version for a requisition or purchase order. When contract versions are in a History status, you cannot make changes to the contract; however, you can view details about the contract version. To view the details, click a link in the Search Results grid box on the Contract Entry page.
New Version	Click to create a new Draft version of a contract. The New Version button is available only when the Current version is in an Approved status and a Draft version does not exist. If you click the New Version button, the system enables you to either save your changes and continue, or cancel and go back to the Current version. When you create a new Draft version, the system creates change transactions that show the new version as a change transaction to the old version. In other words, the change is recorded using the prior version as a change, not the new version. Note. After a contract has been approved, and if you prefer not to create a new version of a contract, you can update the Current version and select Open in the Status field as long as a Draft version does not exist. When you create a new Draft version, the system copies all contract information from the Current version to the new version and sets the new version status to Draft. It also increments and displays the new Draft version number, and sets the contract status for the Draft version to Open. In addition, the system enables the Delete button and displays the Approval Due Date field. If contract releases are pending for the Current version, you cannot create a Draft version of the contract. You must first process the release for the contract line or delete the release before adding a Draft version. There is one approval notification cycle per version. So if you approve the first version of a contract then later open it again, the approval notification is not enabled. However; if you later create a new Draft version, the approval notification is enabled. Note. If you are using change tracking, and have change tracking set up for the version status, the system creates change tracking records for the new version.
Delete Version	Click to delete the Draft version. The Delete button is available only when you are viewing a Draft version. When you select to delete the version, the system displays a message to verify that you want to delete the version and provides you the option to proceed or cancel. During the deletion process, the system removes the Draft version and returns to the Current version. Note. The system deletes all corresponding change transactions so that history for the deleted Draft version no longer exists.
Approval Due Date	Enter the date on which this contract version should be approved. This field is available when the contract status is Open and the version has never been approved. When you approve a contract, the system updates the field with the approval date and displays the Approved Date field. You can set up workflow notifications for approvals to remind approvers when this date approaches.
Approved Date	Displays when the contract version was approved. For upgraded contracts, the date is set to the contract begin date.

Authored Document

Use this section to view and manage authored documents associated with the contract. This section is available if PeopleSoft Supplier Contract Management has been installed. The section appears on the Contract page after you create a document for a transactional contract. You click the Add a Document button to create the document. Authored documents are those that are created and maintained in Supplier Contract Management as opposed to documents created in the Supplier Relationship Management system.

Header

Process Option	The process option displays the value selected when the contract was created.
Vendor	Select the vendor for this contract. After you enter lines, create releases, or reference this contract on a requisition or purchase order, the vendor cannot be changed. This is a required field. The vendor IDs are returned when you click the Look Up Vendor button; the system provides a listing based on the short vendor name.
Vendor Search	Click to access the Vendor Search page, where you can define search criteria for vendors.
Vendor ID	Select the vendor ID for the contract. The vendor IDs are returned when you click the Look Up Vendor ID button; the system provides a listing based on the vendor ID.
Begin Date	Select the start date for use with the contract. The default value is the current system date. If you create staged releases and the user changes either the beginning date or the expiration date of the contract, the system checks the dates to ensure that they are within the range of the purchase order or invoice dates. If you change the purchase order date on a purchase order that references a contract, the system checks the date against the beginning and expiration dates. When you select a contract on a purchase order or when the PO Calculations process validates a contract that is specified on a line, the system checks the date against these beginning and expiration dates. You can have multiple contracts for the same item-vendor relationship, and you can have multiple open-item reference contracts as long as they have different beginning dates.
Expire Date	Select the end date of the terms and conditions of the contract. The expire date cannot be earlier than the begin date. The system can notify you if you want to be warned when the expiration date approaches. You use the Thresholds & Notifications link to set up this notification.
Renewal Date	Enter a contract renewal date. This is an optional field that indicates when a contract is up for renewal. If you enter a renewal date, it should be later than the current date, and if a contract expiration date exists, then the renewal date should be before or equal to the expiration date. The system can notify you if you want to be warned when the renewal date approaches. You use the Thresholds & Notifications link to set up this notification.
Currency	Select the currency and exchange rate type that apply to the contract. The currency changes after the vendor is selected if the vendor currency is different. The currency that is identified here is the currency that the system uses to maintain the amount limits and the released amounts of the contract. This currency does not prohibit prices in other currencies on this contract for order releases. After you enter lines, create releases, or reference this contract on a requisition or purchase order, the currency cannot be changed. The currency that you select here is the currency that must be used for voucher releases and for the purchase order that is associated with a recurring purchase order voucher.
Primary Contact	Select the vendor contact for the contract. To use this field, you must have already set up vendor contact information in the Vendor Information component. The system uses the contact to determine the address that appears on the dispatched contract. If a contact is specified and an address is associated with this contact, that address appears on the dispatched contract. Otherwise, the system uses the address from the default vendor location.
Vendor Contract Ref (vendor contract reference)	Enter a reference to identify a vendor contract number or some other identifier by which the vendor identifies this contract. The value can be used in searching for contracts.
Description	Enter the contract description. This is an optional field.
Master Contract ID	Select a master contract ID, if applicable.
Tax Exempt	Select if the contract is tax exempt. This field applies to both voucher contracts and order contracts. If you select this option for an order contract, enter the tax exempt ID in the text box for this option. The tax exempt ID is not used for voucher contracts.
Add Comments and Edit Comments	Click to access the Header Comments page, where you can enter comments about the contract, define comment actions, and attach associated documents. You can also select to add standard comments. If comments already exist for the contract, the Edit Comment button appears.
Contract Activities	Click to access the Contract Activities page, where you can create and maintain activities associated with this contract.
Primary Contact Info (primary contact information)	Click to access the Vendor Contact Information page, where you can maintain contact information for the contact. You must select a contact in the Primary Contact field before accessing the page.
Contract Header Agreement	Click to access the Contract Header Agreement Assignments page, where you can define agreement requirements.
Contract Releases	Click to access the Create Releases page, where you can create and maintain releases and review release details. The page provides release details for all versions of the contract if version control is in use. See Generating Contract Releases.
Activity Log	Click to access the Activity Log page, where you can review a log of activities for a contract including the dates on which the log was entered, modified, and approved.
Document Status	Click to access the Document Status page, where you can view information about documents associated with the contract.
Thresholds & Notifications	Click to access the Thresholds & Notifications page, where you can view and update contract expiration and renewal dates, spend threshold, and maximum amount notifications and contract amount summaries.
View Changes	Click to access the Contract History page, where you can view changes that have been made to a contract. The page contains the change history across the contract versions. This link is available when you select to track contract changes using the Set Controls-Contracts option in Purchasing procurement options setup and when change history records exist for the contract. See Viewing Contract Change History.
Current Change Reason	Click to access the Change Reason page, where you can view the most recent reason change code used to update the contract. Reason codes are available when the system is tracking contract changes. You can update the change reason when you click the Save button after making a change to a contract that has been approved in the past, even if the contract is not currently in an Approved status. You define reason codes for contracts using the Reason Codes page. Select to use a Procurement Contract reason type to define the code. See Defining Reason Codes. If you select the Use Same Reason code field, the system uses the reason code again during subsequent saves. For example, while you are working on a contract with numerous changes, you save multiple times. Instead of having this page appear each time that you save, the system uses the current reason code when you save the contract and includes the code with the change history. The system requires a reason code and comments if the Reason Code Required and Comments Required check boxes are selected on the Contract and Vendor Rebate Controls page. See Setting Contract and Vendor Rebate Controls.

Amount Summary

Released amounts are not version controlled. The released amounts displayed reflect current released amounts to date on all contract versions.

Maximum Amount	Enter a total amount that this contract should not exceed. The total released amount of all lines and the total amount for all category lines plus the amount released for open items must not exceed this amount. This value is expressed in the contract header currency.
Line Item Released Amount	Displays the sum of released amounts for all contract line items on the contract. The amount is expressed in the contract header currency.
Category Released Amount	Displays the sum of released amounts for all contract category lines on the contract which is expressed in the contract header currency.
Open Item Amount Released	Displays the amount that is released for open items in an open item contract which is expressed in the contract header currency. This amount is updated during the PO Calculations process or online purchase order creation when the purchase order is linked to the contract using the open item reference.
Total Released Amount	Displays the amount that has been released for this contract, including the line item, category, and open item amounts. The value is expressed in the contract header currency.
Remaining Amount	Displays the amount remaining on this contract: (maximum amount – total released amount = remaining amount). This amount is expressed in the contract header currency. This amount appears only if the maximum amount is greater than zero.
Remaining Percent	Displays the percentage of the amount that has been released for this contract.

Order Contract Options

The field values in this group box apply to General, Purchase Order, Recurring PO Voucher, and Release to Single PO Only contracts only.

Allow Multicurrency PO (allow multicurrency purchase order)	Select to indicate that the purchase order that you create to satisfy the contract can be in a currency other than the one that is specified on this vendor contract. If so, the currencies from the contract are converted to the currency of the purchase order.
Corporate Contract	Select if you want this contract to apply to all business units within the specified setID. If you do not select this option, you must enter a list of valid business units for this contract on the PO Defaults page. At the time of release, the release business unit must be defined on the Contract Defaults page. This option is selected by default for order contracts. This option does not apply to voucher contracts. The system supplies the business unit of the purchase order that is associated with the contract. The field value cannot be changed. You cannot insert additional business-unit default rows.
Lock Chartfields	Select to prevent changes to purchase order ChartFields at the purchase order distribution level that are released from this contract. When this check box is selected, you cannot manually reference this contract on requisitions and purchase order lines. Purchase orders that reference contracts with the Lock Chartfields check box selected must be created as releases from the contract or created by copying the contract The following rules also apply to this option: Transactions undergoing the PO Calculation process do not pick this contract. When the Lock Chartfields check box is selected, you cannot add a schedule or a distribution to the purchase order for a line that was directly released from a contract. Note. This option is enabled only when the Commitment Control feature is used.
Allow Open Item Reference	Select to enable items that are not specified on the contract to be purchased against it. Whether you're defining an open or fixed-item contract, this check box enables you to reference the contract for any requisition and purchase order item that is ordered from this vendor within the terms and limits of this contract. This check box also enables you to add open-item price adjustments to the contract. This check box is available only for PO and General contract process options with purchase order releases. If you do not select the Allow Open Item Reference check box, you must enter at least one contract line item or category line before you can save the contract. Requisitions, the PO Calculations process, and online purchase orders can use the Allow Open Item Reference check box. If a contract is set up for open item reference, you can select a contract ID on a requisition without specifying a contract line or category number, regardless of whether the requisition line contains an item ID or an ad hoc item (description-only). This functionality is also available for online purchase orders.
Adjust Vendor Pricing First	If you're defining price adjustments for open items and vendor adjustments also apply, you can specify which adjustments the system applies first. To apply vendor adjustments before the contract adjustments, select this check box. If you do not select this check box, the system applies vendor adjustments after the contract adjustments. This option applies only if the calculation type is Increment Adjustments. Note. If both a vendor adjustment and contract adjustment exists with the same sequence number and different calculation methods (Increment Adjustments or Sum All Adjustments), then the system uses the calculation method from the last adjustment.
Price Can Be Changed on Order	Select if you want the capability to change the system-calculated prices on purchase orders for this contract. This field setting applies only to open items that are referenced on a purchase order. If you do not select this check box, the price fields on the purchase order are unavailable for entry.
Must Use Contract Rate Date	Select to have any purchase orders that are created against this contract use the rate date on this contract for currency conversions. This check box becomes available for selection if you select the Allow Multicurrency PO check box.
Auto Default	Select to make this contract available to automatically supply a purchasing requisition and purchase order transaction. This check box is selected by default If you deselect the check box, requesters and buyers must manually select the contract on transactions, rather than have the system find them automatically. In addition, the business unit setup must enable automatically supplying a contract to a requisition, purchase order, or both. Select the Default Contract on Req and Default Contract on PO check boxes to enable the automatic default. The system searches for and ensures that the current, approved contract is selected for use with the transaction. The contract process option must be purchase order, general, or release-to-single PO only and the vendor on the contract must match the vendor on the transaction. Note. Although you select the Auto Default check box, the contract will not be supplied by default on a transactional requisition or purchase order unless the corresponding business unit flag for defaults is also selected. See Understanding How to Apply Procurement Contract Prices to Transactions.
Rate Date	If you select the Must Use Contract Rate Date check box, enter the rate date that you want to use. The rate date is the date that the system uses to determine the correct currency conversion rate to use on the purchase orders that are created to satisfy the contract. The default value for this field is the current system date.
Dispatch Method	Select the dispatch method for this contract. Values are Email, Fax, Phone, and Print. This value appears by default from the default vendor location. The system displays this field when you are using a PeopleSoft Supplier Contract Management contract.
PO Defaults (purchase order defaults)	Click to access the PO Defaults page, where you can set default information for order contracts for each business unit. Note. Account marked as open-item cannot be used for PO releases.
Add Open Item Price Adjustments	Click to access the Open Item Price Adjustment page, where you can enter price adjustments that apply to items that reference the contract as an open-item contract. This link appears when an open-item price adjustment does not exist on the contract.
Edit Open Item Price Adjustments	Click to access the Open Item Price Adjustment page, where you can maintain price adjustments that apply to items that reference the contract as an open item contract. This link appears instead of the Add Open Item Price Adjustments link when open-item price adjustments exist on the contract.
Price Adjustment Template	Click to access the Template Price Adjustments page to define a set of price adjustments that you can copy to the open item, line item, and category levels.

Voucher Contract Options

The field values in this group box apply to General, Prepaid Voucher, Prepaid Vouchers with Advance PO, Recurring, and Recurring PO Voucher contracts only.

Invoice Number	(Optional) Enter an invoice number that is associated with every voucher in the contract. The invoice number must be no longer than 12 characters. For voucher contracts, the system adds an ID extension consisting of a hyphen and one to three digits to uniquely identify the exploded vouchers. For example, for a contract with four release vouchers, an invoice number of 500 can be calculated as 500–001, 500–002, 500–003, and 500–004.
AP Business Unit (Accounts Payable business unit)	Select the business unit that you want to use for voucher contract refund processing.
Accounting Template	Select the accounting template for offsetting entries of transactions for this contract. Accounting templates are set up on the Accounting Entry Template page.
Payment Terms ID	Select the payment terms that are expected for the vouchers corresponding to any purchase orders or vouchers that are generated from this contract. Payment terms are defined on the Payment Terms pages. This value appears by default from the default vendor location.
Basis Dt Type (basis date type)	Select to determine the date used to calculate the voucher due date and discount due date, if applicable. This is a voucher-related field that is used in combination with payment terms. Note. If you have specified a specific payment term for the vendor in the Vendor Information component, the Basis Dt Type field displays the default value. Payment terms can also be specified at the business unit level, but they do not appear as default values here because the contract is defined at the setID level, not the business unit level.
Gross Amount	Enter the gross amount for the contract. This is required for voucher contracts and is applicable only to voucher and general contracts. The sum of all contract line amounts, plus miscellaneous charges and voucher contract charges (freight, sales tax, and VAT amount) must equal the gross amount. If you enter the gross amount before you enter a value in the Merch Amt (merchant amount) field, the field is updated with the gross amount. If you change the merchandise amount and insert a new line, the merchandise amount on the new line appears automatically so that the total is equal to the gross amount. For example, if you enter a gross amount of 100.00 USD, this value becomes the default merchandise amount. If you then add 10.00 USD of freight, the merchandise amount is updated to 90.00 USD. If you then change the merchandise amount to 40.00 USD and add a new line, the merchandise amount on the second line appears automatically as 50.00 USD.

The freight, sales tax, and VAT amounts are allocated on the voucher based on the defaults that are set on the Procurement Acctg Control - General Controls page for the PeopleSoft Payables business unit.

Freight Amount	Enter the freight amount to be included on the voucher.
Sales Tax Amount	Enter the sales tax amount to be included on the voucher.
VAT Amount (value-added tax amount)	Enter the VAT amount to be included on the voucher.
Misc Charge Amount (miscellaneous charge amount)	Displays the miscellaneous charges that are applied to a voucher contract. You define miscellaneous charges on the Voucher Misc. Charges page.
Prepayment Reference	(Optional) Enter a prepayment reference for the contract. Note. This field is available only if the Prepaid Voucher or the Prepaid Voucher with Advance PO Contract contract process option is selected.
Miscellaneous Charges	Click to access the Voucher Misc. Charges page. Use this page to enter miscellaneous charge and landed cost information for the contract.
Retention	Click to access the Voucher Retention page. Use this page to define retention payments for all lines on a contract. You can set up rules to have the system place a portion of a payment on hold until a certain condition is met.

Advanced PO Information

The following fields are available only if the Prepaid Voucher with Advance PO contract process option is selected.

PO Business Unit (PeopleSoft Purchasing business unit)

Enter the Purchasing business unit that is associated with this contract. A Purchasing business unit is required before you can save this page.

PO ID (purchase order identifier)

Enter the purchase order ID that is associated with this contract.

Note. This option is available only if the Prepaid Voucher with Advance PO process option is selected and a vendor ID is entered. When this option is selected, the system checks to ensure that this purchase order is not referenced on any other prepaid voucher with advance PO contract. A PO ID is required before you can save this page.

Purchase Order Information

The fields in this section are available for Release to Single PO and Recurring PO Vouchers contract process options only.

Buyer

Select the buyer for the purchase order. For these contract process options, you can create a contract without completing the Buyer field. You'll eventually need to complete the Buyer field so that the system can continue to process the purchase order.

See Differences Between Contract Default Values and PeopleSoft Purchasing.

See Entering Contract Release Information.

Contract Items

Use this group box to define information for contract line items. Using the group box, you can search for items to add from a catalog, item search, or contract line search to add to the Lines grid.

See Creating Contract Line Information.

Contract Categories

Use this group box to define information for contract categories.

See Setting Up Contract Categories.

Defining Change Reasons for Contracts

Access the Change Reason page (click the Save button on the Contract page after making a change to a contract).

Reason Code	Select a reason code for the changes that you made to the contract. These codes provide a basis for why a change was made. Reason codes are assigned to reason types. Reason codes that are assigned to the Procurement Contract reason type appear in the list of values. To assign new reason codes, select Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Reason Codes.
Comment	Enter additional details about the change. You can access the current change comment by clicking the Current Change Reason link on the Contract page. You can also set up reusable comments when you define the reason code.
Use Same Reason Code	Select to use the same reason code for future changes to the contract. The code that you define remains as the default value until you deselect the check box.

Searching for Vendors

Access the Vendor Search page (click the Vendor Search link on the Contract page).

You cannot update the vendor if lines have already been released for the contract. After you complete the search criteria, click Search and the system updates the page with vendors that meet the search criteria. The Search Results grid provides information about the vendor and indicates whether withholding is applicable to the vendor.

Search Criteria

Class	Select the class of vendors. Options are A (attorney), E (employee), H (HCM [Human Capital Management]), and R (outside party).
Type	Select the type of vendor. Options are ADV (advertising), CNS (consultant), CNT (contractor), ENT (entertainment), FRG (foreign supplier), GVT (government agency), MNR (minority vendor), PR (public relations), TRD (tradesman), TRN (transportation), and TRV (travel related services).
Max Rows (maximum rows)	Enter the maximum number of rows that you want the system to retrieve.
Search	Click to retrieve the vendors that meet the search criteria.

Entering Comments

Access the Header Comments page or the Line Comments page (click the Add Comments link on the Contract page).

After you enter comments on this page, you must save the contract before the comments are entered into storage for later use with the Header Comments page.

Retrieve Active Comments Only	Select to retrieve only active comments. After you inactivate a line using the Inactivate button, save and then reenter the transaction. The line cannot be accessed when this check box is selected. Deselect this check box to retrieve the inactive comment line in addition to active comment lines. This check box appears only after you save the contract.
Retrieve	Click to retrieve comments. You can retrieve active or inactive comments depending on whether you select the Retrieve Active Comments Only check box. Inactive comments are those that have been inactivated by means of the Inactivate button. If comments already exist, retrieving comments again overrides all comments that may have been added or updated since the last time the contract was saved. This button appears only after you save the contract.
Sort Method	Select the method that you want to use to sort the retrieved comments. Options are: Comment Time Stamp: Select to sort the comments by the time stamp that the system assigns when comments are created. Vendor Flag: Select to sort by comments that are flagged for sending to the vendor.
Sort Sequence	Select the order in which you want header comments to appear. Valid values are Ascending and Descending.
Sort	Click to sort comments according to the selections that you make in the Sort Method and Sort Sequence fields.
Copy Standard Comments	Click to load predefined comments into the comments text box. This link appears only if standard comments have been defined. When you click the link, the system displays the Standard Comments page, where you can select from defined comments to add to the Header Comments page.
Comment Status	Displays whether the comment is in an Active or Inactive status.
Inactivate	Click to inactivate the current comment. The comment is not actually deleted, but is set to an inactive status. You must deselect the Retrieve Active Comments Only check box to be able to access inactive comments. If you inactivate a comment, you must click the Retrieve button to select the comment again.
Undo	Select to undo the inactivate action and make the comment active again.
Send to Vendor	Select if you want comments to appear on purchase orders that are dispatched to vendors. If the comments are for internal use only, leave the check box deselected. The Send to Vendor check box applies to comments in the comment text box only, not to the documents that you attach using the Associated Document fields.
Shown at Receipt	Select if you want comments to appear on receipt documents.
Shown at Voucher	Select if you want comments to appear on vouchers.
Copy to Purchase Order	Select if you want comments to copy over to the purchase order. This check box is available only on contract comments pages.

Associated Document

Use the fields in this group box to attach files to a transaction. You can attach any type of file. The documents that you attach are not transmitted to the vendor with the purchase order.

Attachment	Displays the attachment ID. This field is unavailable for entry because the attachment is automatically assigned.
Attach	Click to attach a document to the comments. When you click this button, the system prompts you to select a file for uploading. Select the file and then click the Upload button.
View	Click to display an attachment that has already been linked to the comments.
Delete	Click to delete an attachment for a comment.
Email	Select if you want to send an email of the attachment with the dispatched documents. Attachments are sent only as part of the purchase order email if the Email check box is selected and the dispatch method is email. The attachment email process requires the system to download the attachment to a temporary directory. The temporary directory is c:\temp by default, but you can modify it using the File Locations page.
Go To Source	If the transaction's comments originated with another transaction, you can click this link to view the originating source transaction. This link is available only if a source is available. For example, if the purchase order is sourced from a requisition containing these comments, you can click this link to view the originating requisition.

Using Standard Comments

Access the Standard Comments page (click the Copy Standard Comments link on the Header Comments page).

Action

Select the action that you want to perform on the standard comments. Options are:

Copy Comment: Select to make standard comments available on the Comments page. You can use the standard comments as they are or modify them. Modifications to the standard comments on the Comments page do not affect the original standard comments. If you select this option, you must also select the standard comment type and comment IDs for the standard comments that you want to use. The text of the selected standard comment appears in the text box at the bottom of the page.

Link to Comment: Select to copy a selected standard comment to the Comments page. You cannot modify or add to the text of the comment if you select this option. You can use this option multiple times to include more than one standard comment. If you select this option, you must also select the standard comment type and comment ID for the standard comment that you want to use. The text of the selected standard comment appears in the text box at the bottom of the page.

Create New Comment: Select to enter a standard comment for an existing or new comment ID within an existing standard comment type. The comment that you enter becomes a new standard comment available in the standard comment table, and it is carried over to the transaction.

Comment Type

Select a standard comment type code. Standard comment types are defined on the Std Comm Type (standard comment type) page.

Comment ID

Enter a standard comment ID. Different IDs are available depending on the selected standard comment type. These comment IDs are defined on the Standard Comments page.

See Also

Entering Comments

Setting Up Standard Comments

Defining Contract Thresholds and Notifications

Access the Thresholds & Notifications page (click the Thresholds & Notifications link on the Contract page).

The information that you enter in the Thresholds & Notifications page is used to trigger PeopleSoft Workflow notifications when the contract is about to expire or run out of money. The Thresholds & Notifications page can be used with general contracts, purchase order contracts, and recurring vouchers. Notifications are a standard PeopleSoft workflow event that is triggered through the application engine program. In addition to the worklist, the system can send email notifications. Email notifications are triggered by the same conditions as workflow notifications. The decision to create a worklist, send an email, or do both depends on the user-profile and workflow-routing preferences.

A spend threshold is a specific monetary amount for a contract or contract item. Using the Spend Threshold feature, you can define the threshold and then notify users when spending on a contract crosses the threshold amount. In addition, you establish notifications to interested parties and buyers when spend thresholds have been reached.

Send Date/Amount Notification	Select this check box to notify the identified buyer when a contract expires or reaches the maximum amount on the contract.
Send Threshold Notification	Select this check box to notify users when a contract reaches or exceeds the spend threshold. After you enable notifications, you can define their controls on this page. This check box is available only if PeopleSoft Supplier Contract Management has been installed.

Date Notification

Use this section to define dates for notifications. After you save the entries, the system calculates the actual expiry, renewal, and approval dates.

Expire Date	This field appears by default from the Contract page, or you can enter the expiration date on this page and the system will update the expire date on the Contract page.
Notify Days Before Expires	Enter the number of days before a contract expires that you want the system to notify users.
Expiration Notification Date	Based on the values that you define, the system determines and displays the expiration notification date. When a contract reaches this notification date, the system notifies users through workflow or email that the contract is about to expire.
Renewal Date	This field appears by default from the Contract page, or if the contract is in an Open status, you can enter the renewal date on this page and the system will update the date on the Contract page.
Notify Days Before Renewal	Enter the number of days before a contract needs to be renewed that you want the system to notify users.
Renewal Notification Date	Based on values that you define, the system determines and displays the renewal notification date. When a contract reaches this notification date, the system notifies defined users through workflow or email that the contract needs to be renewed.
Approval Due Date	This field appears by default from the Contract page. If the contract is in an Open status and you open a Draft version of the contract, you can enter the approval due date on this page and the system updates the date on the Contract page.
Notify Days Before Approval	Enter the number of days before a contract needs to be approved that you want the system to notify users.
Approval Notification Date	Based on values that you define, the system determines and displays the approval notification date. When a contract reaches this notification date, the system notifies users through workflow or email that the contract needs to be approved.

Maximum Amount Notification

Amount Less than Maximum or Percent Less than Maximum	Enter the amount or percent below the contract maximum amount for which you want the system to notify users that the contract is about to reach its maximum amount.
Notification Amount	The system determines and displays the notification amount. When a contract reaches this notification amount, the system notifies users that the contract is about to exceed the maximum limit amount. The system sends a workflow or email notification.

Spend Threshold Notification

Use this section to enter the amount at which the system sends a notification to users that the contract amount has reached or exceeded the spend threshold. The system totals the individual line item, category, and open item amounts to arrive at the total amount for the contract. The buyer is notified only once when this threshold is reached. The grid is available only when Supplier Contract Management is installed.

See Setting Up Spend Thresholds and Running Contract Alert Workflows for Purchasing Contracts.

Amount Summary

This section displays the same information as the Amount Summary section on the Contract page. When the contract is in an Open status, you can update the Maximum Amount field.

Notification Assignments

Use this section to define multiple users to notify when a contract reaches certain thresholds and milestones. If you selected the Date/Amount Notification check box, you must define at least one user to be notified when the contract has reached its maximum amount, the draft is due, the contract is expiring, or it needs renewal. If you selected the Spend Threshold check box, you must define at least one user using the spend threshold notification type. You cannot enter the same notification type and user combination more than once.

You can enter a notification type when the corresponding notification instruction doesn't exist. For example, you can define a user for the Draft notification type even if you don't specify the number of draft days in the Notify Days Before Approval field. The batch process uses this notification if later you enter the number of draft days and that time has been reached.

Notification Type

Select the notification type for which you want to notify a user.

Draft Due: Select to notify a user when the approval of a contract draft is due.

Expiry: Select to notify a user when a contract is nearing its expiration date.

Max Amt (maximum amount): Select to notify a user when the contract is nearing the maximum amount defined for the contract.

Renew: Select to notify a user when a contract is ready for renewal.

Spend: Select to notify a user when the spend threshold for a contract has reached the amount that appears in the Threshold Notification Amount field. This value does not appear if PeopleSoft Supplier Contract Management is not installed.

User ID

Select the user to whom you want to send notifications. The system also populates the User Description and Email Address fields for the user.

Note. Before creating a notification, the system checks worklist and creates a new notification only if one does not already exist.

Entering Contract Header Information

Viewing Contract Changes

Access the Contract History page (click the View Change link on the Contract page).

Note. This link accesses the Contract History page and is described in the Viewing Change History section.

See Also

Viewing Contract Change History

Entering Defaults for Purchase Order Contracts

Access the PO Defaults page (click the PO Defaults link on the Contract page).

If the Corporate Contract option is selected on the Contract page, this page is optional. If the option is not selected, setting up business units on this page is required, and you can create order releases only for these business units.

If a contract originates from an RFQ, this information appears by default when the contract is created from the RFQ.

If the contract originates from a requisition, you cannot delete the business unit row or change the business unit.

Note. Specification of default values on this page for related purchase order contracts affects only contracts with a contract processing option of General Contract, Purchase Order, Recurring PO Voucher, or Release to a Single PO.

Although default values appear from the purchasing default hierarchy, you can override those values on the Contract Entry component.

Header

Business Unit	Select the business unit to which the defaults apply.
Vendor Loc (vendor location)	Select the vendor location for the address that appears on the purchase order for the vendor.
Buyer	Select the buyer to be assigned to the purchase order releases against the contract.
Currency	Select the currency and exchange rate type. These values appear by default from the selected business unit.
Payment Terms ID	Select the payment terms that are expected for the vouchers corresponding to any purchase orders or vouchers that are generated from this contract.

Shipping Information

Ship To	Select the shipping location that you're defining for the item. Ship-to location codes are established on the Ship To Locations page.
IN Unit (PeopleSoft Inventory business unit)	Select a default PeopleSoft Inventory business unit for which you are purchasing the items.
Freight Terms	Select the freight terms code for the setID. Values are defined on the Freight Terms page.
IN Unit (inventory unit)	Select a default PeopleSoft Inventory business unit for which you are purchasing the items.
Charge By	Select to charge by amount or quantity. You can charge only by amount for amount-only contract lines.
Ultimate Use Code	Enter an ultimate use code to override the default tax rate for a location. In most cases, sales tax is computed as a use tax based on the tax code that is applicable to the ship to or usage destination. However, the way that merchandise is ultimately used can also affect the tax rate within the same ship to or usage destination.

Where Performed

Select the default location where a service is physically performed most often. Options are Buyer's Location, Ship From Location, Ship To Location, and Supplier's Location.

Additional Link

Add Comments

Click to access the Release Comments page. Use this page to view and enter release comments for the order contract.

Creating Contract Headers

Defining and Using ChartFields

Entering Order Contract Release Comments

Access the Release Comments page (click the Add Comments link on the PO Defaults page).

Enter free-form text information about this release. These comments are used as release reminders and remain with the contract. They do not carry over to the purchase order. You can review and modify these comments on the Review Staged Releases page.

See Also

Reviewing Staged Releases

Defining Open Item Contract Price Adjustments

Access the Open Item Price Adjustments page (click the Add Open Item Price Adjustments link or the Edit Open Item Price Adjustments link on the Contract page).

You use the Open Item Price Adjustments page to maintain price adjustments for open item contracts. The Allow Open Item Reference check box must be selected for you to view this page. Price adjustments that you enter will apply to requisition or purchase order lines that use the open item contract reference. This means that no contract line or category number reference exists.

Header information on this page displays the setID, contract ID, and version and line numbers if they apply to the contract.

Price Adjustments

Effective Date

Select the date on which price adjustments are effective for this contract. The system uses the calculation method for the effective date to process price rules and adjustment details. You can create a template for only one effective date at a time and can apply item price adjustments into the future by adding a template with a future effective date.

Status

Select an open item adjustment status. Values include:

Active: Select to make the adjustment value active. As long as the adjustment is within the effective date, the system applies the open item price adjustments.

Inactive: Select to make the adjustment values inactive. This means that the system does not apply the adjustments even when they are within the effective date.

Calculation Method

Select the method that the system uses to calculate adjustments. Options are:

Increment Adjustments: Each valid adjustment is made against the current (base or adjusted) price. For example, if you have a base price of 100 USD and two percentage adjustments (price rules) of 10 percent each, then the first adjustment is deducted from the base price of 100 USD, for a current adjusted price of 90 USD. The second adjustment of 10 percent is deducted from 90 USD for a final adjustment price of 81 USD.

Sum All Adjustments: Adjustments are summed and made against the original base price. For example, if you have a base price of 100 USD and two percentage adjustments of 10 percent each, the system takes the total adjustment of 20 percent and deducts it from the base price of 100 USD for a final adjusted price of 80 USD.

Price Rule

Price rules enable you to set pricing criteria and define the adjustment method, restrictions, and details. These values are processed according to how you define the calculation method.

Sequence	Enter the sequence number for the ascending sequence that the system follows when applying price adjustments. The order is in an ascending sequence. The sequence distinction is important if percentage adjustments exist. The amount that the percentage represents can vary depending on the order in which the adjustments are applied. You cannot change the sequence number of system-calculated adjustments for the base price.
Vendor Loc (vendor location)	Displays the vendor price location to use for pricing on this contract line.
Currency	Displays the vendor currency that appears by default from the Contract page. The default value for the field is the business unit currency.
General Adjustment	Select if this is a general or normal adjustment that is not used as a unit of measure or ship to adjustment. When you select General Adjustment, the Match Shipto and Ship to check boxes become unavailable for entry. Note. You must select either the General Adjustment or Match Shipto method.
Match Shipto	Select if this adjustment is based on the ship to ID. For example, if the vendor gives you an additional 5 percent discount if you purchase items within your own state, you could define a price adjustment for each ship to location within your state.
Ship To	Select a ship to ID for which the adjustment is to be applied. This field becomes available for entry if you select the Match Ship check box. For the ship to adjustment to be applied by the system, the ship to ID that you enter here and the ship to ID on the purchase order must match. All ship to IDs are available. This field is required when the Match Shipto check box is selected.
Hard Price	Select to have the system apply the price resulting from an adjustment regardless of any other adjustments it finds.
Ignore If Other Adjustments	Select this adjustment restriction to create a price adjustment scenario in which the system ignores this price adjustment if the contract qualifies for another adjustment. If another adjustment does not apply, this adjustment will apply even if the Ignore If Other Adjustments check box is selected.
Stop Price Calculation Here	Select to have the adjustment that you defined set a final price. If the check box is selected, the system does not calculate any further adjustments.

Adjustment Details

Only one detail row can exist for open-item price adjustments.

Method	Open items can be adjusted by percentage only. Percentages can be either positive or negative. A negative adjustment means that the price or schedule value is reduced by the adjustment, that is, a discount is applied. A positive adjustment means that the price or schedule value is increased by the adjustment, that is, a surcharge is applied.
Adjust Percentage (adjustment percentage)	Enter the percentage of the adjustment.

See Also

Entering Contract Header Information

Entering Contract Line Information

Defining Price Adjustment Templates

Access the Template Price Adjustments page (click the Price Adjustment Template link on the Contract page).

You use the Template Price Adjustments page to define a set of standard price adjustments that you can copy to the contract line item, open item, and category levels. Price adjustment templates are available only for contracts with Purchase Order, General, and Release-to-Single PO Only processing options. The contract must be in an Open status for you to make updates to the template and you must be in Correct History mode to make changes.

You use the Copy Template Actions group box to copy a template to the line, category, and open-item levels. The system does not copy an adjustment to a lower-level record if an adjustment already exists for the same effective date. After you copy the template, you can review the price adjustments at the lower levels and modify them as necessary. Later, if you add new lines or categories to the contract, the template is not applied to them unless you use this page to copy the template again.

The system records changes that you make to the template in the template's change history. Fields for defining price adjustment templates are similar to those for defining open-item price adjustment templates.

See Defining Open Item Contract Price Adjustments.

Adjustment Details

Method	Displays the percent method that the system uses to process the price adjustment. The system makes the adjustment to either the base price or calculated price. The Percentage field appears with this method. Percent adjustments can be either positive (surcharge) or negative (discount).
Percentage	Enter an adjustment percentage. The system applies the value for the adjustment method to arrive at a final adjusted price.
Amount	Enter an adjustment amount. The system applies the value for the adjustment method to arrive at a final adjusted price.

Copy Template Actions

Use this section to copy the values that you enter for the header price adjustment template to the open item, category, and line levels for this contract. When you click the Copy Template button, the system validates that you can apply the rules and adjustments to the selected open item, categories, and contract line items. You can select any or all of the check boxes.

In applying the adjustments, the system checks for effective date conflicts. Template adjustments do not replace existing price adjustments that have the same effective date. You can change the effective date for the template or update the individual price adjustment on those records with the same effective dates.

You can define a sequence of price adjustments that enable you to apply price adjustments across the life of a contract for its lower-level open items, categories, and contract lines. Suppose that you have a contract with three contract lines that have three different effective dates. The current price adjustment template has an effective date of 10/01/2009. When you copy the template to the three lines to update a discount percentage, the system compares the effective dates and performs these actions:

Sequence Line and Effective Date	System Action
Line 1 - 09/01/2009	The system copies the template to the line item price adjustments.
Line 2 - 10/01/2009	The system does not copy the template and issues a general warning message about the lines that are in conflict. The effective date is already in use.
Line 3 - 11/01/2009	The system copies the template to the line item price adjustments.

Copy to Open Items	Select to copy the price adjustments defined for this template to the Open Item Price Adjustments page for this contract. The system applies the values when you click the Copy Template button.
Copy to Categories	Select to copy the price adjustments defined for this template to the Price Adjustments for Category Line page for this contract. The system applies the values when you click the Copy Template button.
Copy to Line Items	Select to copy the price adjustments defined for this template to the Line Item Adjustments page for this contract. The system applies the values when you click the Copy Template button.
Copy Template	Click to copy the values defined for this price template to price adjustment pages for the selected copy locations defined by the check boxes. When you copy the template, the system saves the template and then verifies and applies the template to each of the selected template copy locations. The system prevents the replacement of templates with duplicate effective dates.

Entering Contract Miscellaneous Charge and Landed Cost Information

Access the Voucher Misc. Charges page (click the Miscellaneous Charges link on the Contract page).

Details

Prorate	Indicates whether the miscellaneous charge is prorated. This information appears by default from the Misc Charge/Landed Cost Defn page and cannot be changed here.
Misc Chg (miscellaneous charge)	Select a miscellaneous charge code that is defined on the Misc Charge/Landed Cost Defn page.
Charge Amount	Enter the amount of the miscellaneous charge.

Defining Miscellaneous Charge and Landed Cost Templates

Defining Voucher Contract Retention Payments

Access the Voucher Retention page (click the Retention link on the Contract page).

When a voucher is created from a contract with retention rules defined, the payment amount is split on the voucher. The retained amount is placed on hold, while the remainder is scheduled for payment by the PeopleSoft Payables Batch Voucher process. The retained amount must be released through the Voucher Payments page. The scheduled date is the same for both payments based upon the payment terms.

Retention

Select the type of retention for the contract. The system calculates retention based on the total released amount. For example, if line 1 is for 30.00 USD, line 2 is for 50.00 USD, and line 3 is for 10.00 USD, the retention is based on 90.00 USD. If the retention is 10 percent, the retention amount is 9.00 USD. Options are:

No Retention: No amount or percentage is retained for the contract.

Retain on Each Payment: An amount or percentage is retained for every payment.

Retain on First Payment: An amount or percentage is retained for the first payment only.

Retain on Last Payment: An amount or percentage is retained for the last payment only.

When you are applying retention to milestone releases, the retention applies to each milestone. For example, if you select Retain on First Payment and you have specified four milestones for the line, retention is applied only to the first milestone line.

Retention Amount and Retention Percentage

Select to retain by either amount or percentage, and enter an amount or percentage value.

Accessing Item Specifications

Access the Include Item Specifications page (click the Line Comments button on the Contract page; then click the Copy Item Specs link on the Comments page).

Note. This page is available only from the Line Comments page.

Action

Select the action that you want to perform on the standard item specification. Options are:

Copy Comment: Select this value and the Sel (select) check box to make selected item specifications available on the Line Comments page. On the Line Comments page, you can use the item specifications as they appear, or you can modify them. Modifications to the item specifications on the Line Comments page do not affect the original item specifications.

Link to Comment: Select this value and the Sel check box to copy the selected item specifications to the Line Comments page. If you select this option, you cannot modify or add to the specifications text on the Line Comments page.

Select

Select to include the associated item specifications on the Line Comments page.

Send to Vendor

This setting appears by default from the Item Specification page. If this check box is selected, when you move the item specifications to the Line Comments page, the Send to Vendor check box on the Line Comments page is automatically selected and the item specifications can be sent to the vendor.

See Also

Entering Comments

Entering Purchasing Item Specifications

Entering Order Contract Dispatch Options

Access the Dispatch Options page (click the Dispatch button on the Contract page).

Fax Cover Page	This field is unavailable for entry for contracts.
Server Name	Select the name of the server on which you want the print request to be processed.
Output Destination Type	Select the destination to which you want the transaction document dispatched. Options include PRINTER, WEB, and FILE.
Output Destination Format	Select the appropriate format for the dispatched file based on how you plan to send the file to the vendor.
Test Dispatch	Select to perform a test dispatch without actually dispatching the document to the vendor. The word Unauthorized is printed at the bottom of the transaction document.
Print Duplicate on PO (print duplicate on purchase order)	Select if you want to print Duplicate on the transaction document.
Print Copy	Select to print a copy of the dispatched document.

Viewing Contract Vendor Contact Information

Access the Vendor Contact Information page (click the Primary Contact Info link on the Contract page).

If a contact is specified and an address is associated with the contact, this page displays the contact address information.

If no contact is specified or no address is associated with the contact, the address appears automatically from the default vendor location.

See Also

Entering Vendor Contact Information

Creating Contract Line Information

This section discusses how to:

Search for contract lines.
Enter contract line information.
Enter contract line details.
Access item descriptions.
Enter voucher line tax information.
Define contract milestones.
Enter contract voucher distributions.
Enter contract purchase-order distributions.
Enter contract purchase-order line price adjustments.
View catalog category hierarchies.
Search for item categories.
Order items by catalog.
View item details.
View qualifying item vendors.
Define item aliases.
Search for items.

Pages Used to Create Contract Line Information

Page Name	Definition Name	Navigation	Usage
Contract	CNTRCT_HDR	Procurement Contracts, Add/Update Contracts, Contract	Enter line and item information for the contract. Note. If you have PeopleSoft Services Procurement installed, the contract line can also be a services procurement role type.
Item Description	CNTRCT_ITEM_DESCR	Click the Description button or item name link on the Contract page. The item name link consists of the first 30 characters of the item's base language description in the Transaction Item Description text box on the Item Description page.	Enter and view descriptions for a specific item.
Order By Catalog	ORD_BY_ITEM_CAT	Click the Catalog link on the Contract page.	Search for and select items to order from a catalog.
Item Details	ITM_CAT_DETAIL	Click the Item Details link on the Order By Catalog page.	View catalog item details.
Item Vendor Priority	ITM_CAT_VNDR	Click the Item Vendor link on the Order By Catalog page.	View qualifying vendors that are preapproved to provide selected items.
Set Item Alias	ITM_ALIAS	Click the Alias link on the Order By Catalog page.	Set up an alias for the selected item so that you don't need the vendor's ID or description each time you order the part. These aliases are stored according to user ID so that each user can have a different alias for the same item.
Item Search Criteria	ITEM_SEARCH_SP	Click the Item Search link that is located in the line area of the Contract page. Click the Items button that is located in the line area of the Contract page.	Search for items.
Item Vendor Priority	ITM_VNDR_PRTY_HC	Click the Item Vendor Priority link on the Item Search Criteria page.	View qualifying vendors that are preapproved to provide selected items.
Details for Line	CNTRCT_PRC_UOM_SEC	Click the Line Details button on the Contract page.	View details for the contract line.
Comments for Line	CNTRCT_CMNTS_SEC	Click the Line Comments button on the Contract page.	View and enter line comments for the contract.
Include Item Specifications	PO_ITEM_SPEX	Click the Copy Item Specs (copy item specifications) link on the Comments for Line page.	Include standard item specifications as they appear, or modify them to meet the requirements of the transaction comment. The item for which you are viewing comments must be associated with item specifications on the Item Specifications page.
Price Adjustments for Item Line	CNTRCT_PRC_ADJ_SEC	Click the Price Adjustments button on the Contract page.	Enter price adjustments for fixed items that apply only to the specific line item. You can use this page for order releases only.
PO Distributions for Line (purchase order distributions for line)	CNTRCT_DSTRBPO_SEC	Click the PO Distribution Details button on the Contract page.	Enter contract line-level distribution defaults. This enables you to maintain unique sets of purchase order distribution defaults for each business unit. You can use the distribution entries as default values during the contract release process, based on the affected purchasing business unit.
Voucher Tax Info for Line (voucher tax information for line)	CNTRCT_LN_VAT_SEC	Click the Voucher Tax Info button that is located in the line area of the Contract page.	Set sales and use tax options for a contract line.
Voucher Distribution Information for Line	CNTRCT_DSTRB_SEC	Click the Voucher Distrib button that is located in the line area of the Contract page.	Set up one or more distribution lines for each contract line. When a contract line is released to a voucher, the distribution lines are copied to the voucher line. You can use this page for voucher releases only.
Contract Item Line Agreement Assignments	CS_AGREE_CLN	Click the Contract Line Agreement button on the Contract page.	View and maintain contract line agreements. The button is available when you are using PeopleSoft Supplier Contract Management. See Defining Contract Agreements.
Milestones for Line	CNTRCT_MILESTN_SEC	Click the Milestones button that is located in the line area of the Contract page. This button is located on the Order by Amount tab.	Divide a voucher or order contract line into milestones and set up rules for the milestones. This page is available for lines that are defined as Amount Only. In addition, you must have entered a merchandise amount for the selected line.
Milestone Line Description	CNTRCT_DESCR_MLSTN	Click the Description button on the Milestones for Line page.	Enter and view descriptions of milestone lines.
View Catalog Hierarchy	CAT_PARENTAGE_SEC	Click the View Category Hierarchy link on the Contract page.	View information about where a category resides in the entire catalog tree hierarchy.
Category Search	CAT_SEARCH_SEC	Click the Category Search link on the Contract page.	Search for and select an appropriate category ID for the item when entering an ad hoc item. You search for the category ID using a category hierarchy tree.

Searching for Contract Lines

Access the Contract page (Procurement Contracts, Add Update Contracts; click the Search for Contract Lines link).

When you are working with a large contract that contains many lines, this search page provides better control and flexibility over which lines the system retrieves from the contract. The Search for Contract Lines box automatically appears on the Contract page when the number of rows on a contract exceeds the maximum number of rows predefined value. This value is determined by the number entered in the Contract field for Purchasing installation options.

You can retrieve lines by item, description, line number ranges, or any of the other parameters on the page. Each time you enter new criteria and click the Search button, the system appends the additional results to the Search Results grid. Select the lines in the search results that you want to work with and click the Search button to load the lines into the contract page.

Note. Instead of searching for selected contract lines, you can click the Load All Contract Lines link to load all contract lines associated with the contract. This link appears next to the Search for Contract Lines link before you perform a search. You can use the link instead of performing the search. If the Warn Before Autosaving check box has been selected in a previous search, the system displays a message indicating that the load action will force a system save.

From Line and To Line	Enter a single line for both fields to retrieve one contract line item. Enter a range of line numbers to retrieve multiple lines with the from line being the lowest number.
Item ID	Select a single item ID on which to base a contract line search.
Category ID	Select a category ID on which to base a contract line search. When you click the Look Up Category button, the system provides a list of values that contains all of the categories associated with the contract. When you select the category, the search results provide all contract lines for that category.
Description	Enter an item description on which to base the search. This field is case-sensitive.
Manufacturer ID, Vendor Item ID,Mfg Item ID (manufacturer item ID),Vendor Catalog and Group ID	Select one of these options on which to base a search. You can select multiple options to reduce the results. For example, you can select a vendor item ID on which to base a contract line search. All contract lines that contain the vendor item ID and that meet other search criteria you enter are returned in the search results.
Search	Click to search for items that meet the search criteria. If you do not enter criteria, the system returns all contract lines associated with the contract. The system determines the number of lines returned in the search results based on the Maximum Rows to Retrieve For grid in the installation options for the product or functional area within the product. Note. Chunking is a process in which the system places a small subset of transaction lines in a buffer. Sample data delivered with PeopleSoft Purchasing sets chunking at the maximum rows in contracts to 50. When performing searches, the system amends the previous search with the results of the current search unless you click the Clear Search button.
Cancel Search	Click to exit the Search for Contract Lines group box and cancel the search criteria that you entered. If you select to bypass the search results, the Cancel Search button is not available.
Clear Results	Click to remove the previous search results from the Lines grid box. This enables you to initiate a new search, otherwise, the system amends the previous search results with those of the current search.
Bypass Search Results	Select to bypass viewing returned search results. Instead of populating the Search Results grid, the system navigates directly to the Lines grid with the search results, making it quicker to work with contract lines.
Warn Before Autosaving	Select to enable messaging where the system provides a warning message that an action will force a save. When the message appears, click the OK button to save and continue. If you do not want to save, click the Cancel button to return to the Contract page with the unsaved changes. The system automatically saves all changes to the database when the Warn Before Autosaving check box is not selected and you: Click the Search button and the Bypass Search Results check box is selected. Click the Retrieve Selected Lines button after you perform the search. Click the Load All Contract Lines link prior to performing the search.
Select All	Select all contract lines returned by the system search. When you click the Retrieve Selected Lines button, the system displays the lines for review and maintenance. Select individual check boxes to select specific lines to retrieve.
Deselect All	Select to deselect all contract lines in the search results.
Retrieve Selected Items	Click to retrieve the contract lines that you selected. After retrieving the lines, you can review and maintain individual lines. The system displays a warning when you do not select contract lines to retrieve. If the Warn Before Autosaving check box is selected, the system displays a message indicating that the retrieve action will force a system save.

Search Results

This grid displays the contract lines returned by the search. The Line and More Details tabs provide a summary of the search criteria used in the search and details about the contract line.

Entering Contract Line Information

Access the Contract page (Procurement Contracts, Add/Update Contracts, Contract).

To adjust VAT on the voucher line after it has been created from the contract, use the Voucher Line VAT Information page on the voucher.

Details

Item	Select the ID for the item that is being purchased on the contract line. Only items that have an item-vendor relationship established are available for selection. Entering an item ID is not required for voucher contracts and ad hoc item (description-only) purchase order contracts.
Description	Base language item description for the line item. You can enter an ad hoc item description, or override the current description. This is required for voucher and order contracts.
UOM (unit of measure)	Select the unit of measure (UOM) for the item on this line. This is required for order contracts. If you enter an item ID, the UOM appears automatically from the default item vendor UOM and cannot be changed. This UOM is used as a base for determining quantities such as minimum and maximum quantities and line quantities released.
Category	Select the category of the item. This is a required field for order contracts and recurring purchase order voucher contracts.
Cancel	Click to cancel a contract line. When you cancel a contract line, you cannot perform any further processing against the contract line.
Merchandise Amt (merchandise amount)	Enter the merchandise amount on the line expressed in the contract header currency. This is required for voucher and amount-only contract lines. Note. You can use negative contract amounts for the Voucher contract processing option only.
Include for Release	Select to release the line. If you want to release this line as a milestone, select the Release as Milestone check box. You can create a milestone line without selecting the Include for Release check box. However, for you to release the line as a milestone line, the Include for Release and Release as Milestone check boxes must both be selected. If the Release as Milestone check box is not selected, but the Amt Only check box is selected, the line is released as an amount-only line for the full amount. When you release lines, milestone lines cannot be released with nonmilestone lines. Each milestone can have only one release. For example, a 20 percent completion milestone on a construction project is paid using one milestone release when 20 percent of the project is complete. The remaining 80 percent of the project will need to be paid by other milestones, each with one release payment. For recurring purchase order vouchers, this check box is applicable only for the voucher releases and is available only after the contract line exists on the purchase order. The purchase order releases are generated in the background when a contract line has not yet been released to a purchase order. Therefore, the Include for Release check box is not accessible for purchase order releases of recurring purchase order vouchers.
Status	Displays the status of a contract line item. Values include: Active: Indicates that the line item is available. This is the normal status for a line. Cancelled: Indicates that the line has been canceled. Inactive: Indicates that the line is inactive. The next field descriptions describe system behavior for canceling and reactivating line items.
Reactivate	Click to reactivate a contract line that has been canceled. While the contract is in a Draft version, you can reactivate a line. If you inactivate a line, it still appears, but the system protects all fields for the line, and the Reactivate button is still enabled. See the Cancel button description next for more information about using the Reactivate button.
Cancel	Click to cancel a contract line. If you have the authority to cancel contracts, in some cases, the system allows cancellation or inactivation of the line and the Cancel button (a red X) appears for you to perform these actions. Cancellation authority is set up by means of the Cancel Contract check box on the Contract Process page. Select Set Up Financials/Supply Chain, Common Definitions, User Preferences, Procurement, Contract Process. The next lists provide information about canceling line items when the contract is in a Current version or Draft version. The discussions assume that you are authorized to cancel a line item. When working with the Current contract version that is in an Open status, consider these rules: If a line has not had any releases, the Cancel button appears, and you can cancel the line. A line cannot be canceled if no other active lines or categories exist on the contract and open items are not allowed on the contract If you cancel a line, it still appears, but the system protects the fields and does not allow releases against the line. When working with the Draft contract version, which is always in an Open status, consider these rules: The Cancel button appears, and you can cancel or inactivate the line. If the line item has not had releases against it, you can click the Cancel button to cancel the line. In addition: A line cannot be canceled if no other active lines or categories exist on the contract and open items are not allowed on the contract. When you click the Cancel button, the Reactivate button appears. While the contract is in a Draft version, you can reactivate the line. If you cancel the line, the line still appears, but the system protects the fields and makes the Reactivate button available. When a change is for the Draft version, the system still allows releases against the line by means of the Current version, while the Draft contract version is in an Open status. If you select the Reactivate button, the system returns the line to its active state as if nothing had happened. If the line item has had releases, click the Cancel button to inactivate the line. In addition: A line can be inactivated even when no other active lines or categories exist on the contract and an open item is not allowed on the contract. After you select the Cancel button, the Reactivate button appears. If you inactivate the line, it still appears, but the system protects the fields and keeps the Reactivate button enabled. When a change is for the Draft version, the system allows releases against the line by means of the Current version while the Draft version is in an Open status. If you click the Reactivate button, the line returns to its active state as if nothing had happened. If you cancel or inactivate a line item, when the Draft version is approved, the Reactivate button is no longer available. In addition, if that line originated from a sourcing event or request for quote, the system puts the remaining unreleased quantity back on the sourcing event or the request for quote rewarded again. When inactivated or canceled, the category or line continues to appear, and the system protects the fields. The system continues to update released amounts and quantities until all existing purchase orders against the now History version are processed.
Add Rows	Click to add a single line item or multiple line items to this contract. This button is not available if the contract is in an Approved status. When you select to add a row or multiple rows, the system inserts the new rows below the current row.
Delete Row	Click to delete a single line item from this contract. This button is not available if the contract is in an Approved status. Note. You cannot delete rows when a corresponding row is on the Current version for which an agreement exists. This prevents you from monitoring the agreement's compliance.

Order By Amount

Select the Order by Amount tab.

Amt Only (amount only)

Select this check box if the contract line is to be received by amount. This check box must be selected for you to enable the milestone functionality. Amount-only functionality is not available when you select the Release to Single PO Only contract process option on the Contract page. This check box is selected and unavailable for entry for recurring PO voucher contracts.

If this check box is selected:

The quantity field is unavailable for entry and is set to 1 on the release.
The PeopleSoft Inventory business unit field becomes unavailable for entry on the release distribution for order contracts.
The Merchandise Amt field on the contract line becomes a required field.

Release as Milestone

Select to designate a milestone line. Milestones are not applicable when you select the Release to Single PO Only contract process option on the Contract page. The Amount Only check box must be selected for you to use milestone functionality.

If the Release as Milestone check box is not selected, but the Amt Only check box is selected, the line is released as an amount-only line for the full amount.

When you release lines, milestone lines cannot be released with nonmilestone lines.

Each milestone can have only one release. For example, a 20 percent completion milestone on a construction project is paid using one milestone release when 20 percent of the project is complete. The remaining 80 percent of the project must be paid based on other milestones, each with one release payment.

Release Amounts

Select the Release Amounts tab.

Note. Released amounts are not version controlled. The released amounts displayed reflect current released amounts to date on all contract versions.

Total Line Released Amount

Displays the total amount released to date for the line that is expressed in the contract header currency. This value is updated by the PO Calculations process, online purchase order entry, or PeopleSoft Payables Batch Voucher process.

Release Quantities

Select the Release Quantities tab.

Total Line Released Quantity

Displays the total quantity released to date for the line expressed in the contract line unit of measure. This value is updated by the PO Calculations process or online purchase order entry.

Spend Thresholds

Select the Spend Thresholds tab.

Notify on Spend Threshold	Indicates whether the buyer is to be notified when the spend threshold is met or exceeded. If the check box is selected, the system notifies the buyer. When you select this check box, the buyer becomes required for the contract. You can define the buyer using either the Contract Maintenance page or on the Thresholds & Notifications page.
Threshold Notification Amount	Displays the amount at which the system notifies buyers and interested parties that the spend threshold has been met or exceeded. This is a required field if the Notify on Spend Threshold check box is selected.
Total Line Released Amount	Displays the amount that has been released for the contract line.

Line Groupings

Select the Line Groupings tab.

The tab provides information about line groups that you can copy to a contract or that exist for a contract. A line group is a bundle of items that buyers use in PeopleSoft Strategic Sourcing to obtain better pricing for items.

When a Strategic Sourcing event is awarded to a contract, the system establishes a line grouping reference for the contract line. You can also create the line grouping manually by selecting a single contract line or multiple contract lines to add to a new group. After creating a line group, you can add items to the line group or remove items from the group. When you select items against which to perform a line group action, the Add Selected Lines to New Group field appears. Using this field, you can select the type of action that you want to perform for the contract's line items. The contract must be in an Open status to insert or delete line group items.

When you copy a contract, the system also copies line groups that are associated with contract line items to the new contract. You can remove contract line items that originate from a PeopleSoft Strategic Sourcing event. When you remove an item, you must remove all items for the line group. Also, you cannot change or add a line group for these items. You cannot change items or quantities sourced from an event.

When a line grouping is awarded to a purchase order, the purchase order line's Detail tab displays an indicator that the item belongs to a line grouping. If you attempt to change a line associated with an event, the system displays a warning message. If you continue with the change, all items in the line group are removed from the purchase order and placed back in the event to be awarded again. For more information about purchase order line items that belong to a line group, see the PeopleSoft Purchasing 9.1 PeopleBook.

See Line Details.

Note. When you are performing line group actions, the system does not perform the action until you click the OK button.

Select for Grouping

Select to add the items that you select to an existing line group, add them to a new group, or remove them from a group.

Add Selected Lines to Group

Select an action to perform against the line items that you selected using the Select for Grouping check box. Values that appear in the list of values include:

Existing line groups: Select an existing line group that has been defined for this or any other contract. If you select an existing group, the system adds the single item or multiple items to the line group when you click the OK button. It also displays the line group ID in the Group ID field and deselects the Select for Grouping check box.
A blank selection: Select to remove a contract item from the line group, but leave the item on the contract. You can also perform this action using the Remove From Groups value.
Add to New Group: Select to create a new line group. The system displays a Group ID group box below the Lines grid along with a Description field for the new line group. After adding the new value, click the OK button, and the system places the new group in the Group ID field in the Lines grid.
Remove From Groups: Select to remove items from a line group. If you select a line for removal that is already on the contract as a standalone item, the system removes the standalone line from the contract. If the item you select for removal from the group is not already on the contract as a standalone item, the system displays a prompt asking whether you want to keep the item on the contract.

Note. If you select a line item and do not select a line group, or you add or remove the item from a group, the system removes the item when you click the OK button. If you decide to keep the item on the contract, the system clears the Group ID field.

Group ID

Displays the line group to which a contract item belongs. If the item is not a part of a line group, the field is blank.

Processing Value Added Tax (VAT) in PeopleSoft Payables

Entering Contract Line Details

Access the Details for Line page (click the Line Details button located in the line area of the Contract page).

Line Details

Physical Nature

Indicates whether the object is a physical good or service. Values are Goods and Services.

Release Amounts/Quantities

Minimum Line Amount	Enter a minimum amount that must be met when you are defining a release for this line. This is the minimum line amount per contract line per release. For example, if the vendor requires a minimum dollar value when creating a purchase order, you would specify that here. This value is expressed in the header currency.
Maximum Line Amount	Enter the maximum amount that is allowed for this particular line of the contract for all releases against this contract line. The total amount for all the releases cannot exceed the amount that you define here. This value is expressed in the header currency. This value is used for the purchase order line amount for recurring purchase order voucher contracts.
Minimum Line Quantity	If you specify a minimum line quantity, the system does not enable you to create a release that is below the minimum quantity. For example, the vendor does not process orders unless you order at least five bicycles at one time. This value appears by default from the Vendor's UOM & Pricing Info page, but it can be overridden here. This value is expressed in the default line unit of measure. This value may appear automatically from RFQ award quantity, and it can be changed.
Maximum Line Quantity	Enter the maximum line quantity that the vendor enables you to order for this particular line for all releases against this contract line. For example, the vendor might agree to sell you 10 bikes at a special price, but when you have purchased the 10 bikes, the vendor does not enable you to order additional bikes at this special price. This information appears by default from the Vendor's UOM & Pricing Info page, but it can be overridden here. This value is expressed in the default line unit of measure. When creating a blanket order, use this field to enter a maximum line quantity. This value may appear automatically from RFQ award quantity, and it can be changed.

Pricing Information

Use Contract Base Price	Select to use the base price on the contract rather than the price on the Vendor's UOM & Pricing Info (vendor's unit of measure and pricing information) page as the base price when calculating the purchase order price for the item. The Base Price field becomes available for entry when you select this check box. For ad hoc items, this check box is selected and unavailable for entry because a base price value is required for ad hoc items.
Price Can Be Changed on Order	Select to be able to change the calculated price on purchase orders. If you select a specific contract line, the system will check the setting at the line level. The value is applicable whether you are creating releases from the contract, whether the contract is manually selected on the purchase order, or whether sourcing finds it. If you do not select this check box, the system-calculated price for the item is a protected field on the purchase order.
Price Date	Select the date that the system uses to calculate purchase order prices for the item. Options are PO Date and Due Date.
Price Qty (price quantity)	Select either the line quantity or the schedule quantity as the quantity that the system uses to calculate purchase order prices for the item.
Qty Type (quantity type)	Select the quantity type. Options are Quantity to Date and Current Order Quantity. If you select quantity to date, the cost per item is based on a cumulative quantity ordered. If you select current order quantity, each order stands on its own.
Use Vndr Price UOM Adjustments (use vendor price unit of measure adjustments)	Select to use the UOM-based vendor price adjustments, if any, when pricing the item.
Use Vendor Price Shipto Adjust (use vendor price shipto adjustments)	Select to use the ship-to-information-based vendor price adjustments, if any, when pricing the item.
Adjust	Select whether the system calculates vendor price adjustments before or after the contract price adjustments. This option applies only if the calculation type is Increment Adjustments . Options are: After Contract Adjustments: Select to have vendor price adjustments calculated after the contract price adjustments. Before Contract Adjustments: Select to have vendor price adjustments calculated before the contract price adjustments. Note. If both a vendor adjustment and contract adjustment exists with the same sequence number and different calculation types, the system uses the calculation type from the last adjustment.

Example Illustrating the Difference Between Selecting Quantity to Date and Current Order Quantity

Here is an example to illustrate the difference between selecting quantity to date and current order quantity.

Suppose that you have a contract to purchase 100 desks. One desk is delivered every day for 100 days. The base price per desk is 200.00 USD. Assume that you have set up price breaks for the desks like this:

Quantity	Base Price
Qty 1–2	200.00 USD each
Qty 3–4	175.00 USD each
Qty 5–100	130.00 USD each

If you select the Quantity to Date quantity type, the quantity on each release of the contract (each purchase order) is cumulative. The first two deliveries are charged at 200.00 USD each. The third through fourth deliveries are charged at 175.00 USD each, and the fifth through hundredth deliveries are charged at 130.00 USD each.

If you select the Current Order Quantity quantity type, each order stands on its own. No price break is available under this structure and each delivery of one desk is charged at 200.00 USD.

Schedule Defaults - UOM/Pricing

The valid combinations of price location, UOM, and currency are defined as the item-vendor combinations in the Purchasing Attributes component. These are the only combinations that are available for non-ad hoc (not description-only) orders, but you can change the price as needed.

Release Default	Select to determine the default price, UOM, vendor location, and currency on the releases for this contract line. One default UOM row is required for generating releases. You must specify a default UOM price in the Base Price field. Note. The row that is selected as the default row is used to create releases from the contract.
Price Loc (price location)	Select the vendor price location to use for pricing on this contract line. This field is required for order contracts.
UOM	Select the unit of measure to be used on the purchase order. The system generates the default unit of measure from the Vendor's UOM & Pricing Info page. When you order by description, all UOMs are available. When you order by item ID, only valid UOMs are available.
Base Price	Displays the base price to be used as the system-calculated purchase order price for the contract item. This base price appears by default from the Vendor's UOM & Pricing Info page, and it can be changed if you select the Use Contract Base Price check box. If you enter an adjustment on the PO Price Adjustments for Line page using the Match Ship or General Adjustment check box, the base price on the line is the price upon which the adjustment is performed. This field is required for order contracts and must be entered manually for order-by-description items.
Curr (currency)	Select the currency to use for this contract line item. This currency can be different from the currency that is specified at the overall contract level. The currency on the release must be the same as the currency on the UOM line that is selected as the default. Only currencies that are defined on the Vendor's UOM & Pricing Info page are available for selection in this field. However, when you order by description, all currencies are available. This field is required for order contracts. If the Allow Multicurrency PO check box is not selected at the contract header, this value appears automatically from the contract header and cannot be changed here.

See Also

Generating Contract Releases

Entering Contract Purchase-Order Line Price Adjustments

Defining Purchasing Item Vendor UOM and Pricing Information

Defining Attributes and Priorities for Purchasing Item Vendor Relationships

Accessing Item Descriptions

Access the Item Description page (click the Description button or item name link on the Contract page).

The item description appears in the base language in the Transaction Item Description text box. The item description appears in the preferred language in the display-only Preferred Language Item Descr (preferred language item description) text box. The preferred language is the language preference that you specify when you sign in to the system.

The item descriptions in the preferred language are defined in the Purchasing Attributes component. This component is capable of storing certain field values in the base language, as well as in preferred languages.

For example, if the base language for the system is French, but you sign in with a preferred language of Dutch, certain fields, including item descriptions, in the Purchasing Attributes component are available for entry in the preferred language of Dutch. If you enter an item description in the preferred language of Dutch, when you sign in to the system with the preferred language of Dutch and access the Item Description page, the Preferred Language Item Desc text box displays the item description that you entered in the preferred language. The Transaction Item Description text box retains the item description that is entered in the base language.

If an item description in the preferred language does not exist, or if the base and preferred languages are the same, the base-language item description appears in the Preferred Language Item Descr text box.

You can modify the item description in the Transaction Item Description text box on the transaction line for RFQs, contracts, and purchase orders. This item description cannot be modified for requisition and receipt items that are defined on the Purchasing Attributes page. For all other scenarios, the Transaction Item Description group box is not available for entry.

Use the Description text box on the transaction line to enter ad hoc items on RFQs, requisitions, contracts, and purchase orders. The description that you enter becomes available on the Item Description page. The preferred language option is not applicable in this scenario.

See Also

Defining Purchasing Item Attributes

Entering Voucher Line Tax Information

Access the Voucher Tax Info for Line page (click the Voucher Tax Info button that is located in the line area of the Contract page).

AP Business Unit (PeopleSoft Payables business unit)	Displays the PeopleSoft Payables business unit that is defined as the default on the Voucher Distribution Information for Line page. The values that are defined on this page appear by default on the release only if this business unit matches the release business unit. Otherwise, the Voucher Build process (APVCHRBLD) and the Voucher Edit process provide the default values.
Ship To	Select the ship to destination. The ship to information appears by default from the value in the AP Business Unit field, or else the system determines it during the Batch Voucher process if it is not specified here. The shipto default value is determined according to the PeopleSoft Payables control hierarchy: vendor, origin, group, and business unit.

Withholding

Withholding Applicable	Select to designate a withholding that is applicable to the vendor. This field is used on voucher contracts but not on order contracts.
Withholding Code	If withholding is applicable on this line, enter the withholding code. This field is used on voucher contracts but not on order contracts.

Sales/Use Tax Line Information

Tax Destination	Select the location code on which the sales and use tax (SUT) calculation for the voucher should be based. The system uses this as the tax basis.
SUT Excptn Cert (sales and use tax exception certification)	Select to indicate that the line is an SUT exception. Values are: Direct Pay: Identifies the value in the Ship To field as a direct pay location so that all direct pay transactions can be tracked as such. Voucher lines that are designated as direct pay require a use tax code on the voucher line. The system treats a direct pay line as a use tax line, except that it uses a different value for tax applicability. Exempt/Exonerated: Identifies the Ship To field value as exempt. Enter an associated tax exempt ID in the adjacent field. None.
Tax Code SUT (tax code sales and use tax)	Select the tax code for the line. A tax code consists of a group of tax authorities. For example, if a certain locality has a city tax, trade use tax, county tax, and state tax, you can create four tax authorities and group them into a single tax code.
SUT Apply (sales and use tax apply)	Select the SUT applicability rule for the line. Options are: Item is Exempt: Select if the item on the line is exempt from sales and use tax. Purchaser Is Exonerated: Select if you, as the purchaser, do not have to pay sales or use tax. Tax is not calculated for the line and accounts payable does not pay taxes. Sales Tax Appl (sales tax applied): Select to calculate and apply sales tax to the line. Direct Pay: Select if you do not want sales tax calculated. The invoice is not created with sales tax, but a line is written to the general ledger for the amount that you will directly pay to the state. Use Tax Appl (use tax applied): Select to calculate and apply use tax to the line.
Ultimate Use Code	Select an ultimate use code to override the default tax rate for a location. In most cases, the sales tax is computed as a use tax based on the tax code that is applicable to the ship to or use destination. However, how merchandise is ultimately used may also result in a different tax rate within the same ship to or use destination.

See Also

Entering Contract Voucher Distributions

Basic Voucher and Payment Processing

Taxes and Withholding

Defining Contract Milestones

Access the Milestones for Line page (click the Milestones button that is located in the line area of the Contract page; this button is located on the Order by Amount tab).

Control Total

Displays the total amount that is controlled by milestones. This is the merchandise amount from the contract line.

Milestone Criteria

Include for Release	Select to release the milestone line. If the contract is for a recurring purchase order voucher, you can select this check box only after the contract line exists on the associated purchase order.
Status	Displays the milestone status. Options are: Ready: Indicates that the milestone is ready. Only milestones that have Ready status are available for selection when you are creating releases against the contract. The status of the milestone changes to Ready when you select the Release as Milestone check box on the Contract page on the Order by Amount tab, unless the milestone line was previously released. Complete: Indicates that the milestone has been released and the milestone line is unavailable for entry. Pending: Indicates that the milestone has not been released and the Release as Milestone check box on the contract line is not selected.
% Complete (percent complete)	Enter the completion percentage that is necessary for the milestone line to take effect. The total of the milestone line percentages must equal 100. This value is used to calculate the released amount.
Amount	Enter the amount to be paid on the milestone line. The total of the milestone line amounts must equal the value in the Control Total field.
Target Date	Enter the target completion date for the milestone line. This is for your reference only.

Entering Contract Voucher Distributions

Access the Voucher Distribution Information for Line page (click the Voucher Distrib button that is located in the line area of the Contract page).

Business Unit

Select the business unit to which to apply the defined distribution.

The business unit on the first business unit row appears by default from the Contract page or the User Preferences - Overall Preferences page.

This business unit becomes the default voucher-release business unit.

If more than one business unit row is entered per contract line, you can select a different default business unit by selecting the Default BU check box for the business unit row.

The default business unit that you select on the Voucher Distribution Information for Line page is used on the Voucher Tax Info for Line page and applies to all contract lines. Therefore, if you change the default business unit for one line, it becomes the default business unit for all lines.

Only voucher business units that are set up on this page are eligible for release. For example, if you define the business unit for line 1 but not line 2 of a release on the Create Releases page, only line 1 can be released.

For every business unit row on the Voucher Distribution Information for Line page, the total in the Dist Merch (distribution merchandise) field must equal the line amount, and every distribution line must have an account entered.

Suppose that on one line you set up business units US001 and FRA01. When you insert a second line, these same business units are inserted into the business distribution rows for this second line. If you then delete one of the business unit rows from one of the lines, the business unit row on the other line is not deleted.

For every business unit row, the total distribution amount must equal the line amount, and every distribution line must have an account entered.

SpeedChart

Select a SpeedChart code to assign preset distributions to the line.

Details

Percent

Enter the distribution percentage. This percentage is calculated based on the amount on the voucher distribution. The total percentage must equal 100.

Asset Information

Select the Asset Information tab.

Note. The fields on this page do not appear by default from the item definition for an asset item. If you are associating an asset item with the contract, you need to enter the fields on this page.

Business Unit and Profile ID

If you consider an item to be an asset and plan to pass it on to the PeopleSoft Asset Management application through the PeopleSoft Receiving business process, you must complete both the Business Unit (PeopleSoft Asset Management business unit) field and the Profile ID field.

If both fields contain values, the system writes data to the PeopleSoft Asset Management staging tables. Both fields must be completed for the system to treat the item as an asset. If only one of the fields is completed, the system does not treat the item as an asset. All of the information that you enter on this page is passed to PeopleSoft Asset Management.

See Also

Entering Contract Release Information

Entering Order Contract Release Schedule Details

Understanding PeopleSoft ChartFields

Defining User Preferences

Receiving Shipments

Entering Contract Purchase-Order Distributions

Access the PO Distributions for Line page (click the PO Distribution Details button that is located in the line area of the Contract page).

Business Unit

Select the business unit to which to apply the defined distribution.

If the distribution was created from an RFQ or strategic sourcing event, all distribution fields are populated by the RFQ or Strategic Sourcing Event distribution. If the RFQ or SS event originates from a requisition, you cannot delete distribution rows for the requisition or RFQ or SS event business unit.

Suppose that on one line you set up business units US001 and FRA01. When you insert a second line, these same business units are inserted into the business distribution rows for this second line. If you then delete one of the business unit rows from one of the lines, the business unit row on the other line is not deleted.

SpeedChart

Select a SpeedChart code to assign preset distributions to the line.

Details

Select the Details tab.

Percent

Enter the distribution percent. This percentage is calculated based on the amount on the purchase order distribution. The total percentage must equal 100.

Note. Account marked as open-item cannot be used for PO releases.

Asset Information

Select the Asset Information tab.

Business Unit and Profile ID

See Also

Defining SpeedCharts

Understanding PeopleSoft ChartFields

Receiving Shipments

Entering Contract Purchase-Order Line Price Adjustments

Access the Price Adjustments for Item Line page (click the Price Adjustments button that is located in the line area of the Contract page).

The Price Adjustments for Item Line page is similar to the Open Item Price Adjustments page. The Price Adjustment for Item Line page optionally allows more granular percentage and amount adjustments for a specific UOM. This enables price adjustments by unit of measure and optionally multiple quantity breaks for those units of measure and amount adjustments rather than just percentage adjustments.

If you select the Match UOM check box, the system displays the UOM field, where you can select the unit of measure to match. For example, you might want to give a 3 percent discount if you purchased in 1–10 cases, a 4 percent discount if you purchase 11–20 cases, and one dollar (USD) off for each case at 21 cases and above. When you select the Match Shipto check box, the Ship To field becomes a required field. You can enable an additional discount/surcharge percentage when shipping to a specific shipto location.

See Defining Open Item Contract Price Adjustments.

If you select the Match UOM check box, the system displays the UOM field where, you can select the unit of measure to match.

You can also enter multiple quantity price breaks when the UOM Match check box is selected. The following fields are available when you select the Match UOM check box.

Min Qty (minimum quantity)	Enter the minimum quantity for the price adjustment.
Max Qty (maximum quantity)	Enter the maximum quantity for the price adjustment. The maximum quantity of one line cannot be greater than the minimum quantity of the next line. For example, if the maximum quantity of a line is 5, the minimum quantity of the next line must be greater than 5.
Method	Select the line item adjustment. You can select a percentage adjustment (like the other types of adjustments) or an amount adjustment. If you select Amount, the Amount field appears. If you select Percentage, the Percentage field appears. In either case, the system calculates the adjusted price for you.
Amount	Enter an adjustment amount for the line item. The system applies the value against the adjusted price for the adjustment method to arrive at an adjusted price
Percentage	Enter an adjustment percentage for the line item. The system applies the value against the adjusted price to arrive at a final adjusted price.
Adjusted Price	Displays the price after the adjustment is applied. This field is for information only and is more of an estimate than a final price. This is because the calculation takes into account only those adjustments on this price sequence, and multiple price sequences could exist.

See Also

Creating Contract Headers

Entering Contract Purchase-Order Line Price Adjustments

Defining Purchasing Item Vendor UOM and Pricing Information

Viewing Catalog Category Hierarchies

Access the View Catalog Hierarchy page (click the View Category Hierarchy link on the Contract page).

Catalog ID

Select a catalog ID to display the catalog's hierarchy. Click the folder buttons to display item categories and subcategories that are contained in the selected catalog.

Searching for Item Categories

Access the Category Search page (click the Category Search link on the Contract page).

Catalog ID	Select the catalog ID that the system uses to locate the catalog in which you want to search for item categories.
All Items	Click to display all categories that are associated with the selected catalog. Select a category to populate the Category field for the transaction.

Ordering Items by Catalog

Access the Order By Catalog page (click the Catalog link on the Contract page).

Order	Click to add items to the transaction document. To add an item, select the check box for the item, enter a quantity, and click the Order button.
Line Page	Click to return to the page from which you accessed the Order By Catalog page.

Viewing Item Details

Access the Item Details page (click the Item Details link on the Order By Catalog page).

The fields on this page are automatically populated from the Item Definition: General tab - Common page and the Purchasing Attributes page. The manufacturer's description information appears by default from the Manufacturer page.

UPN ID (universal product number identifier)	Displays the universal product number (field name UPN_ID) that is assigned to a unique combination of item ID, manufacturer ID, UOM, and vendor. The system uses the vendor location on the Create Releases page.
Device Track	Indicates whether the item is tracked by device. By default, this check box is selected and unavailable for device-tracked items unless they are description-only (no item ID). Select to track by device items that are description-only.

See Also

Entering Contract Release Information

Defining Manufacturer IDs

Defining General Item Information

Defining Purchasing Item Attributes

Viewing Qualifying Item Vendors

Access the Item Vendor Priority page (click the Item Vendor link on the Order By Catalog page).

Status

Select the status of the item's availability. Options are:

A (active): Item has a current effective date.
D (discontinued): Item has been discontinued by the manufacturer, or the vendor has decided to no longer supply the item.
H (hold): Item is temporarily unavailable from the vendor.
I (inactive): Item has an expired effective date.
X (to be deleted): Item is unavailable and will be or has been deleted from the system. You can use this status to write SQL scripts to remove obsolete items from the active tables.

Priority

Enter the numeric rating that is assigned to each of the selected item's approved vendors. It designates the priority that the organization places on ordering the selected item from that vendor. The field value appears by default from the Purchasing Attributes - Item Vendor Priority page.

Price

Enter the vendor's standard price for the selected item. This information appears by default from the Vendor's UOM & Pricing Info page.

Defining Attributes and Priorities for Purchasing Item Vendor Relationships

Defining Item Aliases

Access the Set Item Alias page (click the Alias link on the Order By Catalog page).

Item Alias

Enter an item alias. The alias is available after you save the transaction document. If you don't save the originating transaction document, the alias is not saved. The item alias is associated with a user ID and is available only to that user.

Searching for Items

Access the Item Search Criteria page (click the Item Search link that is located in the line area of the Contract page).

The fields that are available for entry on this page make up the item search criteria. The system finds all items that match the search criteria that are entered. You can perform narrow or wide searches, but you must enter at least one search parameter. The values on this page are defined in the Item Definition component.

Select an item check box to select the associated item and populate the selected transaction line on the original page from which you access the Item Search Criteria page. Selecting an item check box causes the selected item to overwrite any existing item on the selected line on the original page.

See Also

Defining Items by SetID

Generating Contract Releases

This section provides an overview of contract releases and discusses how to:

Enter contract release information.
Review releases.
Review staged releases.
Access voucher release distribution information.
Enter voucher release line tax information.
Enter order contract release schedule details.
Enter order contract release distribution information.

Understanding Contract Releases

Contract releases in PeopleSoft Procurement Contracts are the association of contracts with purchase orders, or contracts with vouchers. The association between the contract and purchase order occurs at the purchase order line level. You track contract releases using the purchase order line reference The contract ID, contract line number, and release number are unique identifiers. You can track subsequent releases for Release to Single PO Only contracts after you dispatch the purchase order and then create a change order. Dispatched purchase orders communicate new release information to suppliers.

You use these methods for creating contract releases against a PeopleSoft Purchasing purchase order:

Manually generate releases from the contract release pages.

Use this option if you want to manually create purchase order releases directly from the contract. After a release is staged, run the Contract PO, PO Calc, and PO Create processes to create the purchase order. You can release only specific items and services (fixed items) in this manner.
Provide the contract reference on the requisition for both PeopleSoft Purchasing and eProcurement requisitions.

Requesters can manually select a contract on the requisition line. Organizations also can, at the business-unit level, have the system automatically provide by default the most valid contract onto the requisition. When the system creates the purchase order, the contract is carried forward to the purchase order.

See Contract Validation Process.

If a contract is referenced on a requisition, the Override Suggested Vendor and Consolidate with Other Reqs check boxes are deselected and cannot be changed.

Note. The Use Contract if Available check box, not the Calculate Price check box controls whether a contract can be referenced on the requisition. Both values are initially selected and can be changed. When the Use Contract if Available check box is deselected, a contract cannot be referenced at the requisition line.
Use purchase order sourcing to automatically find a purchase order if one is not specified.

This is the most common method for creating contract releases. Buyers and requesters do not need to select a contract, which ensures contract enforcement and compliance. Purchase order sourcing checks for the most valid contract when a contract is not specified on the transaction and the Use Contract if Available check box is selected. The purchase order is built with references to the contract.
Provide contract reference on manually created purchase orders.

Buyers can manually select a contract on a purchase order line. At the business-unit level, organizations can have the system automatically provide by default the most valid contract onto the purchase order line.

Pages Used to Generate Contract Releases

Page Name	Definition Name	Navigation	Usage
Create Releases	CNTRCT_SCHEDULE	Procurement Contracts, Add/Update Contracts, Create Releases	Specify the interval between purchase orders or vouchers, generate a schedule for the series of purchase orders or vouchers, and create the releases of the purchase orders or vouchers. The releases and available options are based on the specified business unit.
Review Releases	CNTRCT_RLS_HIST	Select the Review Releases tab on the Create Releases page.	Review releases for a contract.
Review Staged Releases	CNTRCT_RLS_LINE	Click the Transaction Date link on the Create Releases page. Click the Review Staged Releases link on the Create Releases page.	View the staged purchase order and voucher releases for this contract. You can also make modifications to the purchase order and voucher releases.
Voucher Release Distributions For	CNTRCT_RLSVDST_SEC	Procurement Contracts, Add/Update Contracts, Create Contract Releases, Review Releases Click the Invoice Date link on the Review Releases page. Click the Distribution button on the Review Staged Releases page.	Access voucher release distribution information.
Item Details	CNTRCT_RLS_ITM_SEC	Click the Item Details button on the Review Staged Releases page.	View the vendor item ID and vendor catalog number for an item.
Item Description	CNTRCT_ITEM_DESCR	Click the Item Description link on the Review Staged Releases page. The item description link consists of the first 30 characters of the item's base language description in the Transaction Item Description text box on the Item Description page.	Enter and view descriptions for a specific item.
Order Release Schedules for Line	CNTRCT_RLS_SCH_SEC	Click the Schedule Details button on the Review Staged Releases page.	View and change the schedule information for order contracts. This page is accessible if you are working with an order release on the Review Staged Releases page.
Order Release Distributions for Schedule	CNTRCT_RLS_DST_SEC	Click the Distribution link on the Order Release Schedules for Line page.	Set up one or more distribution lines for each voucher release. This page is accessible if you are working with a voucher release on the Review Staged Releases page. When a contract line is released to a voucher, the distribution lines are copied to the voucher line. For recurring purchase order vouchers, the distribution is copied from the purchase order distribution.
Release Comments	CNTRCT_RLS_COM_SEC	Click the Add Release Comments link on the Review Staged Releases page.	View and enter release comments for the order contract.
Voucher Line Tax Info (voucher line tax information)	CNTRCT_RLS_VLN_SEC	Click the Voucher Line Tax Info button on the Review Staged Releases page.	Enter information that overrides the defaults for the contract. This information applies only to the specific release. This page is accessible if you are working with a voucher release on the Review Staged Releases page.

Entering Contract Release Information

Access the Create Releases page (Procurement Contracts, Create Releases).

This page displays contract header information that includes the vendor ID, contract ID, version, and status.

Expand All and Collapse All

Click to expand and collapse all grids for the Step 1 - Specify Contract Lines for Release group boxes. The grids provide pricing, unit of measure, and shipping details for the contract line.

To view only high-level details for releases in the group box, click the Expand button next to the group box title. To view additional details for individual lines, click the Expand button next to the line item.

Contract Entry

Click to access the Contract page, where you can view and maintain information for the contract.

The next sections provide the steps and information for staging and releasing contract lines.

Step 1 - Specify Contract Lines for Release

To select a line, milestone, or release-UOM-and-currency item to be copied to the purchase order or voucher when the contract is released, select the Include check box for that item.

Either a milestone or a release-UOM-and-currency line can be selected, but not both at the same time. If the Release as Milestone check box for the line is selected on the Contract page, you cannot select a release-UOM-and-currency line on this page.

UOM-and-currency and default shipment releases do not apply to voucher contracts.

If you are working with a recurring purchase order voucher contract, the Line and Milestones release check boxes become available when the line exists on a purchase order.

Lead Time

Enter the number of shipping days. This field is supplied by default from the lead-time days that are defined for the item on the Purchasing Attributes - Item Vendor page. If the lead time is not defined on the Item Vendor page, the standard lead time is used. If this is an ad hoc item, the lead time is supplied by default from the category. You must define at least one row. This is used to determine a default due date for the purchase order schedule that is used in the creation of a release for this item. If this field is blank, the system interprets this as a lead time of zero days.

Note. If the shipment is going to a PeopleSoft Inventory business unit that requires closure calendar validation and processing for receiving activities, the system validates that the calculated arrival date (release scheduled date that is defined on the Maintain Contracts - Release page plus number of days defined here) is a valid date. If the PeopleSoft Inventory business unit is not open for receiving on that date, the system prompts you to reschedule. The following conditions must exist for this calendar validation to take place: it is a contract release (not a voucher contract release), the line contains a PeopleSoft Inventory business unit, and the Amount Only option is not selected. The validation is performed when you create the release.

Time Due

Enter the time due for receiving. This is optional.

Qty Sched (quantity scheduled)

Enter the quantity for this shipment schedule line. The release line quantity is determined by the schedule quantities. This field is required for order contracts. This quantity is supplied by default from the initial minimum line quantity, or if the contract was created from an RFQ or Strategic Sourcing event, it is supplied by default from the RFQ award or Strategic Sourcing award quantity. This value is expressed in the standard UOM. If Amount Only is selected, the quantity is set to 1, and only one schedule is created on the release regardless of what is entered here.

Step 2a - Populate Release Template: Release Defaults

Release Option	Select to have the system create an order or a voucher. This field is accessible only if you have authority to create vouchers or orders. Set the authority to create contract vouchers and orders on the User Preferences - Procurement: Contract Process page. The release option, purchase order, or voucher that is related to the contract process option appears. If the contract process option is General, you can select either purchase order or voucher. The ability to create purchase order or voucher releases is based upon the authority that is defined on the User Preferences - Procurement: Contract Process page.
Business Unit	If you select Create Voucher as a release option, then select the PeopleSoft Payables voucher contract business unit for the vouchers. Only lines with distributions defined on the Voucher Distribution Information for Line page that match this business unit can be released. The default vendor location, currency, and rate type appear automatically after you select the business unit. If you select Create Order as a release option, then select the PeopleSoft Purchasing order contract business unit for the purchase orders. The default vendor location, currency, and rate type appear automatically after you select the business unit. Note. You cannot define PeopleSoft Payables and Purchasing releases at the same time. You can use the General Contract contracts for both release types, but you must release them individually.
Vendor Loc (vendor location)	Select the vendor location for the purchase orders or vouchers. For purchase order releases, this value appears by default from or overrides the vendor location that is defined on the PO Defaults page.
Currency	Select the currency for the purchase orders or vouchers. This field is not available for entry for voucher contracts because it appears automatically from the Contract page.

Step 2b - Populate Release Template: Release Dates

Start Date

Select the date on which to initially calculate the purchase order or voucher releases (based on the frequency and duration).

Step 2c - Populate Release Template: Frequency and Duration

Interval	Select the interval at which to create a purchase order or voucher for this contract. Values are Annually, Daily, Monthly, and Weekly.
On The	If you select weekly or monthly intervals, select the day of the month or week on which to create the purchase order or voucher.
Every	Select to specify whether to create the purchase order or voucher every interval, every two intervals, every three intervals, and so on.
Until	Select to enter an end date for the release schedule.
For	Select to set a number of days, weeks, months, or years for the release schedule to last. If you select this option for a milestone release, the value is set to 1 and cannot be changed.
Times	Select to set a number of releases. If you want a contract to be released 12 times, select this option and enter 12. If you select this option for a milestone release, the value is set to 1 and cannot be changed.
Stage	Select the button to stage qualifying purchase orders or vouchers. A release can be staged for approved contracts only. When you click this button, the system populates the release tables from which the Purchase Order Contracts process and the Voucher Build process retrieve data for processing. If the contract originates from a requisition that is distributed by amount, and this is the first release, the Override field is selected by default and the first release date references the requisition schedule tied to the contract for the full amount and quantity. (You can create many releases at the same time.) Similarly, if you cancel the purchase order that is created from the contract release that references the requisition schedule, the next contract release references the requisition schedule and the Override field is selected by default. If the source requisition schedule is distributed by amount, only one active purchase order must be associated with the contract for the entire requisition schedule amount and quantity. You can review and modify staged releases on the Review Staged Releases page.

Step 2d - Populate Release Template: Release Template

When you click the Populate button, the fields in the Release Template group box are populated from the release defaults that you specify. You can also enter the information in these fields manually or override existing information.

Note. This validation occurs when you generate the release.

If the shipment is sent to a PeopleSoft Inventory business unit that requires closure calendar validation and processing for receiving activities, the system verifies that the calculated arrival date is a valid date. The calculated arrival date is the scheduled release date that is defined on this page.

If the PeopleSoft Inventory business unit is not open for receiving on that date, the system prompts you to reschedule. The following conditions must exist for this calendar validation to take place: It must be a contract release (not a recurring voucher release), the line must contain a PeopleSoft Inventory business unit, and the Amount Only check box must not be selected.

Next Date	Select the next contract purchase order or voucher date. A contract can have only one release per date per business unit for voucher releases. If milestones are being released, only one date row is allowed.
PO Unit (purchase order unit)	This field becomes available if you select the Create Order release option. Enter the PeopleSoft Purchasing order contract business unit for the release. You can enter different business units for different dates. If this is not a corporate contract, you can select only business units that have been defined on the PO Defaults page.
AP Unit (accounts payable unit)	This field becomes available if you select the Create Vouchers release option. Enter the PeopleSoft Payables order contract business unit for the release. You can enter different business units for different dates.
Currency	Select the currency for the purchase orders. For voucher releases, the currency appears by default from the header and cannot be changed.
Rate Type	Select the currency exchange rate type. For voucher releases, the rate type appears by default from the header and cannot be changed.
Vendor Loc (vendor location)	Select the vendor location for the purchase orders or vouchers. This overrides the vendor location that is defined in the contract defaults. You can enter different vendor locations for different dates.

Step 3 - Stage Releases

Populate	Click to set up the release dates based on the release schedule options that you set on this page. You cannot create two releases for a contract on the same day for voucher contracts. If you are releasing milestones, only one release date is set up. Alternatively, you can enter release dates manually.
Default	Select when creating order releases to use the PeopleSoft Purchasing default hierarchy, instead of using values that are entered on the PO Distributions page and the PO Defaults page.
Override	Select when creating order releases to use the defaults that are set on the PO Distributions page. If values are not selected for the business unit on the PO Distributions page, they appear by default from the PO Defaults page. For example, if you generate a release for business unit US001 and an entry exists in the PO Distribution defaults, the system copies all of the distributions exactly as they are defined on the PO Distribution page.

Reviewing Releases

Access the Review Releases page (Procurement Contracts, Add/Update Contracts, Review Releases).

This page displays contract header information that includes the vendor ID, contract ID, version, and status. The page also displays releases for all contract versions, not just the Current version when version control is in use.

PO Date (purchase order date)

Click to access the Review Staged Release page.

Release Status

Displays the status of the staged release. The initial status of releases is Open. When the Purchase Order Contracts process or the Voucher Build process picks up the release, the status changes to In Process. When the contract receives the proper approval, the status changes to Approved. When a purchase order or voucher is created for the release, the status is Complete. If errors occur during the Voucher Build process, the status is Error.

If the Voucher Build process sets the status to Error, this field becomes available for entry. You can change the status back to Open so that the Voucher Build process can process it again, or you can delete the release.

You can delete only staged releases that have the status Open. If you delete a milestone release, the milestone line status is changed from Complete to Pending so that another release can be created for that milestone.

Purchase Order Staged Releases

Invoice Date	Click to access the Review Staged Releases page.
Business Unit	Displays the release business unit that is specified on the Create Releases page.
PO (purchase order)	Displays the purchase order that is associated with the contract if you are processing a recurring purchase order voucher or a blanket order.
Gross Amt (gross amount)	Displays the gross amount for the voucher contract. A value appears for voucher releases only.
Curr (currency)	Displays the currency of the voucher or purchase order that is defined on the Create Releases page.
Invoice	Enter the invoice number for a voucher release. This is optional. The invoice that you specify on the Contract page appears by default in this field with an extension of 1, 2, 3, and so on. The extension is incremented for every voucher release for this contract. A value appears for voucher releases only.
Inv Date (invoice date)	Enter the invoice date. This field appears for voucher releases only.
Acctg Date (accounting date)	Enter the accounting date that the system uses to determine the accounting period for which a general journal entry needs to be created. This field appears for voucher releases only.

Voucher Release Charges

This group box and its fields are available only for voucher releases.

Misc Amt (miscellaneous charge amount)	Displays miscellaneous charges that are applied to this voucher contract.
Freight Amount	Displays the freight amount to be included on the voucher. When the voucher is created, the freight is allocated based on the defaults that are set on the Procurement Accounting Control page for the PeopleSoft Payables business unit.
Sales Tax Amount	Displays the sales tax amount to be included on the voucher. When the voucher is created, the sales tax is allocated based on the defaults that are set on the Procurement Accounting Control page for the PeopleSoft Payables business unit.
VAT Amount (value-added tax amount)	Displays the VAT amount to be included on the voucher. When the voucher is created, the VAT is allocated based on the defaults that are set on the Procurement Accounting Control page for the PeopleSoft General Ledger business unit that is associated with the PeopleSoft Payables business unit.

Release Line Details

Category	Displays the category of the line item. This field appears for order releases only.
Quantity	Displays the item quantity for the line. This field appears for order releases only.
UOM (unit of measure)	Displays the UOM for the line. This field appears for order releases only.
Amount	Displays the amount and currency for the line.

The following fields display information for the entire voucher or order release.

Amount	Displays the amount for this staged release. For order releases, this is the contract base price, and for voucher releases, this is the merchandise amount on the line.
Adj Amt (adjustment amount)	Displays the adjustment amount for the staged release. For order releases, this is the total of the line item adjustments, and for voucher releases this is the VAT, sales tax, freight, and miscellaneous charges.
Total Amt (total amount)	Displays the total amount for the staged release. This is calculated from the values in the Amount and Adj Amt fields.
Reten Amt (retention amount)	Displays the amount that is being retained for the line. This field appears for voucher releases only.

See Also

Entering Contract Release Information

Entering Contract Header Information

Entering Contract Miscellaneous Charge and Landed Cost Information

Staging Purchase Order Contracts

Defining Origin Codes

Defining Payment Terms

Running the PO Calculations Process

Creating Purchase Orders Using the Create Purchase Orders Process

Using the Sourcing Workbench

Reviewing Staged Releases

Access the Review Staged Releases page (click the Review Staged Releases link on the Create Releases page).

Buyer

Select the buyer for the order release. This is a required field and appears for order releases only. The buyer appears by default from the vendor or from the purchase order defaults for the business unit.

Terms

Select the payment terms that are expected for the vouchers corresponding to any purchase orders or vouchers that are generated from this contract.

Basis Date Type

Select a basis date type, which determines the date to use to calculate the voucher payment due date and discount due date. Options are Acct Date, Doc Date, Inv Date, Recpt Date, Ship Date, and User Date.

Basis Date

Select a basis date, which is used in conjunction with payment terms to calculate the voucher net due date and discount due date for this voucher. For orders, this date is carried over to the purchase order and then to the voucher.

Origin

Select an origin code, which is used on the evaluated receipt settlement (ERS) invoice so that you can process ERS matching by origin in PeopleSoft Payables. This field also enables the purchase order to identify the origin of the transaction.

Amount Summary

Amount	Displays the amount for this staged release. For order releases, this is the contract base price, and for voucher releases, this is the merchandise amount on the line.
Adjustment	Displays the adjustment amount for the staged release. For order releases, this is the total of the line item adjustments, and for voucher releases, this is the VAT, sales tax, freight, and miscellaneous charges.
Total Amount	Displays the total amount for the staged release. This is calculated from the values in the Amount and Adjustment fields.
Retention Amount	Displays the amount being retained for the line. This field appears for voucher releases only.

Release Line Details

Category	Displays the category of the line item. This field appears for order releases only.
Quantity	Displays the item quantity for the line. This field appears for order releases only.
UOM (unit of measure)	Displays the UOM for the line. This field appears for order releases only.
Amount	Displays the amount and currency for the line.

Accessing Voucher Release Distribution Information

Access the Release Distribution Information page (voucher-related) (click the Distribution link on the Order Release Schedules for Line page). This page is accessible if you are working with a voucher release on the Review Staged Releases page.

If the staged release has the status Open, you can insert multiple distributions and change the distribution quantities on this page.

Trans Date (transaction date)

Displays the transaction date, which is the invoice date from the Review Staged Releases page.

Distribution

The information for the fields on the distribution appears by default from the Voucher Distribution Information page. For recurring purchase order vouchers, this information appears automatically from the purchase order.

Amount

Enter the amount for the line. The total of the amounts for all distribution lines must equal the contract release line amount.

Entering Contract Voucher Distributions

Understanding PeopleSoft ChartFields

Entering Voucher Release Line Tax Information

Access the Voucher Line Tax Info page (click the Voucher Line Tax Info button on the Review Staged Releases page).

Enter information that overrides the defaults for the contract. This information applies only to the release.

Entering Order Contract Release Schedule Details

Access the Order Release Schedules for Line page (click the Schedule Details button on the Review Staged Releases page).

If the staged release has the status Open and the contract release is not associated with a requisition schedule that is distributed by amount, you can insert multiple schedules and change the schedule quantities on this page.

PO Date

Displays the purchase order transaction date, which is the purchase order date on the Review Staged Releases page.

Release Line Summary

Quantity	Displays the total quantity for all schedules on the release line.
Amount	Displays the total amount for all schedules on the release line.

Schedule

Ship To	Select the ship to location, which can be overridden. This is a required field.
Due Date	Select the due date for the items on the order. This date can be overridden, and it is closure-calendar checked. This is a required field.
Qty Sched (quantity scheduled)	Enter the quantity on the schedule. If this is not an amount-only line or a line that is associated with a requisition that is distributed by amount, you can change the quantity. This is a required field.
Price	Enter the price of the item on the schedule line.
Amount	Displays the amount of the schedule line.

Distribution

Click to access the Order Release Distributions for Schedule page.

See Also

Reviewing Staged Releases

Entering Order Contract Release Distribution Information

Access the Order Release Distributions for Schedule page (click the Distribution link on the Order Release Schedules for Line page).

If the staged release has the status Open and the contract release is not associated with a requisition schedule that is distributed by amount, you can insert multiple distributions and change the distribution quantities on this page.

PO Date (purchase order date)

Displays the purchase order transaction date, which is the purchase order date from the Review Staged Releases page.

Distribute by

Select the method for allocating or charging the expense account distribution. Amount-only lines are always distributed by amount. Options are:

Amount: The sum of all the distribution amounts must equal the schedule amount (merchandise amount). If a contract release is associated with a requisition schedule that is distributed by amount, this value is set to Amount and cannot be changed.
Quantity: The sum of all distribution quantities must equal the schedule quantity.

Distribution Tab

Qty Sched (quantity schedule)	Enter the quantity for the distribution line. The quantity must sum to the schedule line amount.
Percent	You can use the Percent option regardless of whether you select to distribute by amount or quantity. The total percentage of the distributions must equal 100 percent. If you change the amount or the quantity on a line, the percentage is automatically adjusted. If you change the percentage on a line, the amount or the quantity is automatically adjusted. The total must always be equal to 100 percent. If the contract release is associated with a requisition schedule that is distributed by amount, you cannot change this value.
Amount	Enter the amount for the distribution line. The amount must sum to the schedule line amount. If the contract release is associated with a requisition schedule that is distributed by amount, you cannot change this value.
IN Unit (PeopleSoft Inventory business unit)	Enter the PeopleSoft Inventory business unit for the distribution. If the item is an inventory item and a PeopleSoft Inventory business unit is entered on the first distribution line of the schedule, the due date on the Order Release Schedules for Line page is validated against the PeopleSoft Inventory business unit's calendar. This ensures that the inventory business unit is open to receive merchandise on that day. On the Create Releases page, when you click the Stage button, if the PeopleSoft Inventory business unit is not open for receiving on the specified date, the date automatically changes to the next date that the inventory business unit is open for receiving. If you change the date on the page, you receive a warning before the date automatically changes.

Reviewing Staged Releases

Understanding PeopleSoft ChartFields

Setting Up Contract Categories

This section provides an overview of contract categories and discusses how to:

Define contract category lines.
Define contract category item exclusions.
Adjust contract category item prices.
Define contract category agreements.

Understanding Contract Categories

Contract categories enable you to specify groups of items on a contract, rather than having to enter the items one at a time. Using contract categories, you can add categories to a contract along with item exclusions, upper and lower limits, and price adjustments. When you create requisitions and purchase orders, the system locates and verifies that it uses the appropriate contracts automatically. You can use categories in conjunction with contract lines and open items, but you cannot create contract releases using category contracts.

When you link a category or a group of categories to a contract, requisitions and purchase orders can reference the contract with any items within those categories. A category can include hundreds or thousands of items. In these cases, you can specify exceptions for category items by adding excluded items to the Item Exclusions page. You use the Category grid on the Contract page to add and update categories for the contract. The Category grid appears only for contracts that use Purchase Order, General Contracts, and Release to Single Purchase Order Only process options.

Using contract category features, you can:

Make price adjustments for category lines.
Define contract category deliverable agreements at the header and category-line level.
Define item exclusions by which you remove category items that you don't want included on the contract.
Define the maximum amount that can be released for a category.
Establish spend thresholds for a category.
Inactivate a line, category, or exclusion even when purchase orders or requisitions exist against the line or category.
View category information using a variety of system reports and inquiries, such as the Contract Event Inquiry.

When you inactivate a category line, the system:

Does not permit activity against the inactivated category or line after the Draft contract version is approved and becomes the Current version.
Enables activity against the Current version until the Draft version is approved and becomes the Current version.
Continues to display the category or line after it is inactivated.
Continues to update released amounts and quantities until it processes all existing purchase orders against the contract's History version.
Inactivates all related exclusions when a category is inactivated.

Pages Used to Set Up Contract Categories

Page Name	Definition Name	Navigation	Usage
Contract	CNTRCT_HDR	Procurement Contracts, Add/Update Contracts	Define contract category lines.
Item Exclusions	CNTRCT_CAT_EXC_SEC	Click the View Item Category Exclusions button on the Contract page	Define contract category item exclusions.
Price Adjustments for Category Line	CNTRCT_PRC_ADJ_SEC	Click the Price Adjustments button on the Contract page.	Adjust contract category item prices.
Contract Category Agreement Assignments	CS_AGREE_CAT	Click the Contract Category Agreement button on the Contract page.	Define contract category agreements.

Defining Contract Category Lines

Access the Contract page (Procurement Contracts, Add/Update Contracts).

You use the Lines grid to define basic information for contract category line items. Category information helps reduce redundant data entry during both item setup and requisition and purchase order processing. Item categories can provide transaction information for requisitions and requests for quotes, contracts, and purchase orders and can serve as the organizational unit for item catalogs. With categories tied to contracts, requisitions and purchase orders can reference the contract with any items within those categories.

Category information includes item adjustments, exclusions, and category agreements. You can define release amounts and spend thresholds for categories and add and delete category lines as long as the category is in an Active status. You cannot delete the line if it is in a Cancelled status.

Line	Displays the system-defined line number. The number is incremental by one depending on the number of contract categories that you define.
Category	Select a category to use with this contract. You can select multiple categories.
View Category Line Exclusions	Click to view and maintain category line items that should be excluded from the contract.
Price Adjustments	Click to view and maintain category line item prices for the contract.
Contract Category Agreement	Click to add and maintain the contract category agreement. The agreement applies to all category items.
Status	Displays the current status for the contract category. Status values include Active and Inactive. You inactivate a category line by clicking the Cancel button. You must also have the authority to cancel a category line. You define the authority to cancel contracts using the Contract Process link in Procurement user preferences. Note. You can reactivate a category only if the contract is in a Draft version. You cannot reactivate the category line unless you canceled it while it was in a Draft version.

Pricing Options

Select the Pricing Options tab.

Use this page to define pricing settings for a category of items.

Price Can Be Changed on Order

Select if you want the capability to change the system-calculated prices on purchase orders for this category.

Use Vendor Adjustments

Select to indicate that you can use vendor-adjusted pricing for this category.

Apply Vendor Adjustments

Select whether the system calculates vendor price adjustments before or after the contract price adjustments. Values include:

After Contract Adjustments: Select to have vendor price adjustments calculated after the contract price adjustments.

Before Contract Adjustments: Select to have vendor price adjustments calculated before the contract price adjustments. The vendor adjustments will be applied first if the calculation type is defined as Increment Adjustments.

Release Amounts

Select the Release Amounts tab.

Use this page to define the maximum amount that can be released against the contract for a contract category line. After you select a category, use the Maximum Line Amt field to set the maximum value. The page also displays the totals for contracts when purchase order transactions are created against them. This total is also used for threshold amount notifications. You cannot release category amounts using the category functionality. The system derives the currency value from the contract currency.

Contract releases enable you to set up standard purchase orders or vouchers that are the by-product of the agreement that is identified in a contract. They also enable you to generate releases.

Note. Released amounts are not version controlled. The released amounts displayed reflect current released amounts to date on all contract versions.

See Generating Contract Releases.

Spend Threshold

Select the Spend Threshold tab.

Use this page to define the maximum amount that can be released against the contract for a contract category line. Using the Spend Threshold feature, you can define the threshold and then notify users when spending on a contract crosses the threshold amount. After you define a category, select the Notify on Spend Threshold check box to notify the buyer when a contract reaches or exceeds the spend threshold. A buyer must be defined or the system displays a warning message.

The page also displays the threshold notification amount and the amount that has been released.

Defining Contract Category Item Exclusions

Access the Item Exclusions page (click the View Item Category Exclusions button on the Contract page).

Categories might cover hundreds or thousands of items. When some items within the category are not applicable to the contract, you can specify exceptions to the category's items. Use this page to select items for a category that you want to exclude from the contract.

Note. You cannot generate contract releases from category contracts.

Version	Displays the contract version. The version is always 1. If you are using version control, the Current version number appears in this field.
Contract ID	Displays the contract to which this category has been assigned.
Category	Displays the item category that you selected on the Contract page.
Category Line Number	Displays the line number for the category. The system assigns line numbers based on the number of item categories that you assign to the contract. The more categories you assign, the greater the line numbers.
Line Status	Displays the status of the contract category. This status is different from the status for individual items that appears in the Item Exclusions grid.
Line	Displays the line number that the system assigned to an item's row of data.
Item ID	Select the category item that you want to exclude from use with this contract. You can also type the item and click the Look Up Item ID button to locate and select it. You can select multiple items, but cannot select the same item twice. You can also delete items. The system provides a warning message if contract events exist for the item.
Status	Displays the status of the category item for this contract. An Active status indicates that the item is currently excluded from use with this contract. An Inactive status indicates that the item is not excluded from the contract. Other points to consider about contract category exclusions: If a category is canceled or inactivated, the system protects exclusions, does not change the exclusion status, and ignores the exclusion during processing. Exclusions can only be canceled, not inactivated. Because releases against exclusions don't exist, you do not need to inactivate exclusions. After you cancel an exclusion, the system protects fields on the exclusion. Similar to items and categories, you can cancel exclusions and reactivate them while viewing the Draft version of the contract. After you approve a Draft contract version and it becomes the Current version, the exclusion continues to appear, but in a protected and Cancelled status. The system updates category-released amounts when purchase orders are allowed against the now inactivated exclusion.
Cancel	Click to cancel a contract category item. You can cancel a category line exclusion when the contract is in an Open status and when no releases exist that are against it. You can cancel an item exclusion when version control is not in use. When version control is in use, you can cancel items for the Current and Draft versions.
Activate	Click to activate an inactive category item. If you are using version control, you can inactivate a line, category, or exclusion. Note. The system permits category line and exclusion inactivation instead of deletions so that it can maintain released amounts and quantities. If the system permitted deletions of lines and exclusions, it would lose the released amounts and quantities. The system enables the inactivation of a contract line depending on whether version control is in use. When the contract is a Draft version and no other version exists, the system enables the Inactivate button in the grid for categories, lines, and exclusions. The system permits an exclusion to be inactivated only when the category or line is active. When you inactivate an exclusion, the system: Permits activity against the inactivated exclusion when the contract Draft version is approved and becomes the Current version. Prevents activity against the Current contract version until the Draft version is approved and becomes the Current version. Continues to display the exclusion after it has been inactivated. Updates category and line-item released amounts when you enter purchase orders against the now inactivated exclusion.

Adjusting Contract Category Item Prices

Access the Price Adjustments for Category Line page (click the Price Adjustments button on the Contract page).

You use the Price Adjustments for Category Line page to adjust prices for a category line. You can set price adjustments and their effective dates at the contract category line. You can create prices adjustments that are effective-dated and for each of those dates define the details that the system uses to make adjustments. Adjusting category prices is similar to adjusting open-item prices.

See Defining Open Item Contract Price Adjustments.

When the system processes purchase order pricing, it bases the category price on the order's item vendor price or the manually entered price when the order line is based on description only. Although pricing is associated with specific categories on the contract, no category base price exists. The system retrieves that price from the transaction's item or from the manually entered price, and then applies any category adjustments to calculate the final price.

Method	Displays the percent method that the system uses to process the category price adjustment. The system makes the adjustment to either the base price or calculated price. The Percentage field appears with this method. Percent adjustments can be either positive (surcharge) or negative (discount).
Percentage	Enter a category adjustment percentage. The system applies the value for the adjustment method to arrive at a final adjusted price.
Amount	Enter a category adjustment amount. The system applies the value for the adjustment method to arrive at a final adjusted price.

Defining Contract Category Agreements

Access the Contract Category Agreement Assignments page (click the Contract Category Agreement Assignments button on the Contract page).

Use this page to define a set of negotiated conditions for items in a category. The agreement specifically spells out the conditions and terms that apply to the items in the category. Using category agreements, you can define, monitor, update, and review agreements and their verification steps, statuses, and workflow notifications.

After assigning agreements to a contract category you can, for example, manage agreements to track whether a verification step is in process or has been completed successfully and whether the agreement meets the requirements for compliance.

See Also

Understanding Contract Agreements

Using Blanket Orders

This section provides an overview of blanket orders and discusses how to:

Enter blanket order information.
Enter first release blanket order information.
Generate first releases to a blanket order.

Understanding Blanket Orders

The two variations of blanket purchase orders are (1) Purchase Order contract process option (new purchase orders are created each time), and (2) Release to Single PO Only contract process option (all releases ultimately are on one purchase order).

In PeopleSoft Purchasing, you can use one purchase order to track the life of a contract. When you create the contract, you assign a purchase order to it and use the single purchase order to track the contract's activity. This is often referred to as a blanket purchase order contract, which buyers, accounts payable departments, and suppliers can use to track activities such as the amount ordered, amount invoiced, and balance remaining on the purchase order.

You can use PeopleSoft Purchasing Release to Single PO Only contracts with transactions that use the PO Calculations process, including:

Requisitions.
Contracts.
Requests that are created by par location replenishment.
Requested purchase orders from PeopleSoft Supply Planning.

When one of these transactions is assigned to a Release to Single PO Only contract by the PO Calculations process, the Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order.

If the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract.

If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order.

If the purchase order was dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Note. Release to Single PO Only contracts cannot be corporate contracts because they are assigned to only one purchase order, and a purchase order can be associated with one business unit only.

Criteria for Assignment of a Blanket Purchase Order to a Transaction

When the Price Calculation process runs, a blanket purchase order contract is assigned to the transaction on the staging table if the following conditions are met:

The transaction business unit, vendor, vendor location, currency, and UOM must match the blanket purchase order.
The user does not select the Define PO check box on the Requisition Selection - Staging page (specific to Release to Single PO Only).
Other existing rules for selecting a contract are met.

Blanket Purchase Order Process Flow Using a Contract to Update a Purchase Order

The following steps outline the blanket order process flow when a purchase order is updated through the contract:

A contract is entered.

You populate the contract header, line, and UOM tables. If you select Release to Single PO Only, you specify purchase order information on the Contract page, and the system populates the Contract-Purchase Order Cross-Reference table, CNTRCT_BPO_XREF.
(Optional) The contract is dispatched.
You use the Automatic Purchasing Sourcing process to create the purchase order. Alternatively, you can run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes individually.
The PO Calculations process performs the following tasks if the contract is Release to Single PO Only:
1. It obtains the appropriate purchase order identifier from the PO_ITM_STG table and assigns it on the staging table PO_ITM_STG_UD.
2. It updates the staging tables with the assigned PO ID.
3. It sets the PO status to In Process, and an error message appears if the purchase order is already in process with a different process instance.
(Optional) You can view the transaction and the purchase order to which it is assigned in the Sourcing Workbench at this point in the process.
The Create Purchase Orders process performs the following tasks if the contract is Release to Single PO Only:
1. It assigns the purchase order line number on the PO_ITM_STG_UD table to match the contract line number.
2. It increments the purchase order schedule number on the PO_ITM_STG_UD table based on the last schedule number on the purchase order.
3. It inserts line items onto the purchase order if they do not already exist.
4. It inserts schedules into the purchase order.
5. If the purchase order is eligible for change order tracking (the PO status is Dispatched or the change order number is greater than 0), the process performs the following steps:
  
  If a new line is inserted into the purchase order, the process inserts the row into the PO_CHNG_LINE table. It inserts a row into the PO_CHNG_SHIP table. The process changes the PO status if it is Dispatched.
For Release to Single PO Only contracts, you can modify the purchase order with the following limitations:
1. You must add lines to the contract, not the purchase order, to keep the two synchronized.
2. You can add additional schedules to the purchase order and manually update the contract with the added schedules.
3. You can change VAT information and the ship to address or make other modifications.
You use the Automatic Purchasing Sourcing process to create additional contract releases.

Blanket Purchase Order Process Flow Using a Request to Update a Purchase Order

The Blanket Purchase Order feature enables you to assign contracts to requisitions. In addition, transactions in the purchase order staging tables including requisitions, requests from PeopleSoft Supply Planning, and requests from par location replenishment can be assigned to blanket purchase orders if they meet the proper criteria. Here are the steps:

A contract is entered.

You populate the contract header, line, and UOM tables. If you select the Release to Single PO Only option, the system populates the Contract-Purchase Order Cross-Reference table, CNTRCT_BPO_XREF.
(Optional) The contract is dispatched.
You can assign transactions to blanket purchase orders in two ways:
1. You can assign blanket purchase orders by assigning the appropriate contract ID to requisitions at the time of creation.
2. The purchasing staging tables can be populated with transaction data from requisitions, PeopleSoft Supply Planning requests, or par location replenishment requests and you can assign the data to a blanket purchase order if the proper criteria are met.
The PO Calculations process performs the following tasks if you are releasing to a single PO only:
1. It assigns the appropriate purchase order identifier on the staging table PO_ITM_STG_UD.
2. If a blanket purchase order is assigned to a line, the process updates the staging tables with the assign PO ID.
  
  The PO status is set to In Process and an error message appears if the purchase order is already in process with a different process instance.
(Optional) You can view the transaction and the purchase order to which it is assigned in the Sourcing Workbench at this point in the process.
The Create Purchase Orders process performs the following tasks for Release to Single PO Only:
1. It assigns the PO line number on the PO_ITM STG_UD table to match the contract line number.
2. It increments the PO schedule number on the PO_ITM_STG_UD table based on the last schedule number on the purchase order.
3. It inserts line items onto the purchase order if they do not already exist.
4. It inserts schedules into the purchase order.
5. If the purchase order is eligible for change order tracking (the PO status is Dispatched or the change order number is greater than 0), the process performs the following steps:
  
  If a new row is being inserted into the purchase order, the process inserts the row into the PO_CHNG_LINE table and a row into the PO_CHNG_SHIP table. The process changes the PO status if it is Dispatched.
You can alter the purchase order with the following limitations (Release to Single PO Only):
1. You must add lines to the contract, not the purchase order, to keep the two synchronized.
2. You can add additional schedules to the purchase order and update the contract manually with the added schedules.
3. You can change VAT information and ship to address or make other modifications.

Modifying a Blanket Order by Modifying the Contract

Use the Contract page to make changes to the purchase order quantity or to add more lines to be released, and then process the purchase order. For Release to Single PO Only, if a line is added or changed to a dispatched purchase order, a change request is generated and the purchase order header status is Approved or Pending Approval, depending on whether approval is required. The stage status changes to In Process.

Modifying a Blanket Order by Modifying the Purchase Order

Use the Maintain Purchase Order - Purchase Order page and Maintain Purchase Order - Schedules page to access and change VAT information and ship to address or to make more modifications. You can also insert additional schedules. When you add a schedule to the purchase order, it updates the contract. If you want to add lines or change item information, you can do that through the contract. For the purchase order contract process option, you can manually add additional lines onto the purchase order. This updates the contract released amounts and quantities.

Modifying a Blanket Order by Using a Requisition

When you create a requisition, you can assign a blanket purchase order to an item on the Details for Line page (or on the line itself). The Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order for Release to Single PO Only, or to the new purchase order for the purchase order contract process option. The following condition relates to Release to Single PO Only: If the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract. If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order. If the purchase order was ever dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Modifying a Blanket Order by Using the PO Calculations Process

If no contract is specified on the transaction and the transaction source is a requisition, a PeopleSoft Supply Planning request, or a par location replenishment request, the PO Calculations process searches for the most recent effective contract for the determined vendor. The process can assign a blanket purchase order if the proper criteria are met.

When the PO Calculations process assigns one of these transactions to a blanket purchase order, the Create Purchase Orders process adds the necessary lines and schedules to the existing purchase order for Release to Single PO Only, or to the new purchase order for the purchase order contract process option. Regarding Release to Single PO Only, if the line item does not exist on the purchase order, the Create Purchase Orders process inserts a line with the same line number as the contract. If the line already exists, the Create Purchase Orders process inserts an additional schedule into the existing purchase order. If the purchase order was ever dispatched before the line or schedule was added, the Create Purchase Orders process creates a change order.

Receiving, Matching, and Paying Blanket Orders

You receive, match, and pay blanket orders using the same processes that are used for other purchase orders that are generated in PeopleSoft Purchasing.

See Also

Entering Contract Line Information

Creating Purchase Order Headers

Creating Purchase Order Schedules

Creating Purchase Order Change Orders

Using Purchase Order Sourcing

Pages Used for Blanket Orders

Page Name	Definition Name	Navigation	Usage
Contract	CNTRCT_HDR	Procurement Contracts, Add/Update Contracts, Contract	Create a blanket order. You can select Purchase Order, General Contract, or Release to Single PO Only from the contract process options when accessing this page.
Dispatch Vendor Contract	RUN_DISP_POCNT100	Procurement Contracts, Dispatch Contracts, Dispatch Vendor Contracts	Run the Vendor Contract Dispatch/Print SQR Report process (POCNT100) to dispatch contracts, to run the Email Application Engine process (PO_CON_EMAIL), or to run the Contract Dispatch & Email multiprocess job (CONDISP), which runs both processes for order contracts. These processes do not apply to voucher contracts.
Create Releases	CNTRCT_SCHEDULE	Procurement Contracts, Add/Update Contracts, Create Releases	Add releases to the blanket order.
Review Staged Releases	CNTRCT_RLS_LINE	Click the Review Staged Releases link on the Create Releases page.	View the staged purchase order releases for this contract and make changes to them. This functionality is available only when staged releases exist.
Release Parameter	RUN_PO_POCNTRCT	Procurement Contracts, Stage Contract POs, Release Parameter	Run the Purchase Order Contracts process for order contracts.
PO Calculations - Run Controls	RUN_PO_POCALC1	Purchasing, Purchase Orders, Stage/Source Requests, PO Calculations, Run Controls Purchasing, Purchase Orders, Stage/Source Requests, PO Auto Sourcing	Enter the run control criteria for the PO Calculations Application Engine process (PO_POCALC) to run the process.
Create PO	RUN_PO_POCREATE	Purchasing, Purchase Orders, Stage/Source Requests, PO Creation, Create PO Purchasing, Purchase Orders, Stage/Source Requests, PO Auto Sourcing	Enter the selection criteria for the Create Purchase Orders Application Engine process (PO_POCREATE) and run the process.
PO Autosourcing - Objectives	RUN_PO_AUTOSRC1	Purchasing, Purchase Orders, Stage/Source Requests, PO Auto Sourcing, Objectives	Select all of the sources from where you want the purchase orders created.
PO Autosourcing - Options	RUN_PO_AUTOSRC2	Purchasing, Purchase Orders, Stage/Source Requests, PO Auto Sourcing, Options	Define autosource options.
PO Autosourcing - Results	RUN_PO_AUTOSRC_LOG	Purchasing, Purchase Orders, Stage/Source Requests, PO Auto Sourcing, Results	Review results of the sourcing process and drill down to the sourcing workbench.
Dispatch Purchase Orders	RUN_DISP_POPO005	Purchasing, Purchase Orders, Dispatch POs, Dispatch Purchase Orders	Run the PO Dispatch/Print SQR Report process (POPO005) and dispatch purchase orders to run the Email Application Engine process (PO_PO_EMAIL) or to run the PO Dispatch & Email multiprocess job (PODISP), which runs both processes. You can also dispatch and print purchase orders in an Oracle BI Publisher format. See Running the PO Dispatch/Print Process.

Entering Blanket Order Information

Access the Contract page (Procurement Contracts, Add/Update Contracts, Contract).

To enter blanket order information:

Access the PO Line Pricing Info page.

Default values appear on this page.
(Optional) Enter maximum line quantity and amount values.

Note. For Release to Single PO Only, enter the purchase order information that is in the Purchase Order Information group box.
Save the contract.

PO ID link becomes available in the Purchase Order Information group box
(Optional) Run the Vendor Contract Dispatch/Print process to dispatch the contract.

See Also

Entering Contract Header Information

Entering First Release Blanket Order Information

Access the Contract page (Procurement Contracts, Add/Update Contracts, Contract).

To enter first release blanket order information:

Select the item for which you want to create a release.
Access the Create Releases page by clicking the Contract Releaseslink and entering the following information in the Specify Contract Lines for Release group box:
- Lead time for the item.
- (Optional) Due time for the item.
- Quantity to release.

Enter the following information in the Blanket Purchase Order group box.

This information is required for initial releases, unless otherwise stated. Fields in this group box appear only after you save.

PO Business Unit (purchase order business unit)	Select the PeopleSoft Purchasing order contract business unit for the release.
PO ID (purchase order ID)	Displays the unique identifier for the purchase order.
Currency	Select the currency for the blanket order. The default for this field is based on the value that is defined for the purchasing business unit.
Rate Type	Select the currency rate type.
Vendor Location	Select the vendor location for the purchase order. This overrides the vendor location that is defined in the contract defaults.
PO Reference (purchase order reference)	(Optional) Enter reference information.
Origin	Select the origin for the purchase order. This field is optional.

Complete the fields in the Release Schedule group box.
Repeat steps 1–4 for each additional line on the contract.

See Also

Entering Contract Header Information

Entering Contract Purchase-Order Line Price Adjustments

Generating First Releases to a Blanket Order

To generate first releases to a blanket order:

Perform the procedure for entering first-release blanket-order information.
On the Create Releases page, click the Calculate Dates button to supply the schedule release date information based on the information that you enter in the Release Schedule group box.
Click the Stage button to stage the releases to the contract.
Access the Review Staged Releases page to view or change the staged releases to the contract.
Save the release information to the contract.
Run the following processes in the order listed:
1. Purchase Order Contracts.
2. PO Calculations.
  
  After this process runs, you can view the assigned PO ID in the Sourcing Workbench if you want.
3. Create Purchase Orders.
  
  Note. When you release to a single purchase order and you delete a line from the purchase order, you can rerelease the contract line. However, if you cancel the line on the purchase order or if the purchase order line is closed, the line cannot be released again from the contract.
  
  Warning! If you cancel the purchase order that is associated with the Release to Single PO Only contract, the system cancels the contract. This applies only if you have selected the Release to Single PO Only process option on the Contract page.
4. (Optional) Automatic Purchasing Sourcing.
  
  This process enables you to run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes from the same run control page in the appropriate order.
5. PO Dispatch/Print.
  
  The report includes the header, release number, total amount, open amount, and remaining (open) quantities on the contract.

Using Purchase Order Sourcing

Using Recurring Purchase Order Vouchers

This section discusses how to create recurring purchase order vouchers.

Pages Used for Recurring Purchase Order Vouchers

Page Name	Definition Name	Navigation	Usage
Contract	CNTRCT_HDR	Procurement Contracts, Add/Update Contracts, Contract	Enter order and voucher contract header information.
Create Releases	CNTRCT_SCHEDULE	Procurement Contracts, Add/Update Contracts, Create Releases	Specify the interval between vouchers and the duration of the contract to generate a schedule for the series of vouchers and to create the releases of the vouchers. The releases that you create and available options are based on the specified business unit.
Review Staged Releases	CNTRCT_RLS_LINE	Click the Review Staged Releases link on the Create Releases page.	View the staged purchase order and voucher releases for this contract and make changes to them. This functionality is available only when staged releases exist.
Release Parameter	RUN_PO_POCNTRCT	Procurement Contracts, Stage Contract POs, Release Parameter	Run the Purchase Order Contracts process for order contracts.
PO Calculations - Run Controls	RUN_PO_POCALC1	Purchasing, Purchase Orders, Stage/Source Requests, PO Calculations, Run Controls	Enter the run control criteria for the PO Calculations process and run the process.
Create PO	RUN_PO_POCREATE	Purchasing, Purchase Orders, Stage/Source Requests, PO Creation, Create PO	Enter the selection criteria for the Create Purchase Orders process and run the process.
Voucher Build	VCHR_BATCH_RQST	Accounts Payable, Batch Processes, Vouchers, Voucher Build	Create a run control for the Voucher Build Application Engine process (AP_VCHR_BLD) and run the process.

Creating Recurring Purchase Order Vouchers

To create a recurring purchase order voucher:

Create a contract using the Recurring PO Voucher contract process option
Access the Contract page (Procurement Contracts, Add/Update Contracts, Contract).

The system selects the Amt Only check box on the Order by Amount tab and disables it for all lines. You enter the line item information for all lines for which you want to create recurring purchase order vouchers, and enter the maximum line amount for the total amount to release for each contract line. This amount carries over to the purchase order and becomes the total amount that can be released to recurring vouchers. The gross and merchandise amounts carry over to the voucher. The Include for Release check box is deselected and unavailable for entry.
Upon saving the contract, the system prompts you whether to create a purchase order.

If you select Yes, the system:
1. Creates the new purchase order and updates the contract staging table with the PO ID.
2. Uses the Maximum Line Amount field on the contract line for the purchase order amount.
3. Disables the maximum line quantity for the contract line.
Run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes.

Note. For recurring purchase order vouchers, the Create Purchase Orders process does not update the amount and quantity line released fields. These fields are used only for the amounts that are released to recurring vouchers.
When the processes are finished, you can update the purchase order and run budget checking for the purchase order.

When the purchase order passes budget checking and the following statuses are in place, you can generate recurring vouchers:
- Header budget check status is Valid.
- Header nonprorated budget check status is Valid.
- In Process flag is set to No.
- Distribution line status is Open.
- Invoice Line flag is set to No.
- Commitment Control Close flag is set to No.
  
  The purchase order is picked up by the PO Dispatch process and communicated to the supplier by means of the designated dispatch method.
  
  However, the PO status is never set to Dispatched. For this reason, when you create the recurring purchase order voucher contract and the purchase order, ensure that matching, receiving, and inspection are not required for the purchase order. If any of these actions are required for the purchase order, you cannot close the purchase order because a prerequisite for these actions is the PO status Dispatched.
On the Create Releases page, define the release dates, and click the Stage button to generate staged voucher releases.

The system performs the following actions:
1. Confirms that the following statuses are in place for the purchase order that is associated with this recurring purchase order voucher: header budget check status of Valid; header nonprorated budget check status of Valid; PO status of Active; In Process flag set to No; distribution line status of Open; Invoice Line flag set to No; and Commitment Control Close flag set to No.
2. Verifies that the voucher line that is selected for release exists on the purchase order.
  
  The current line amount to release to a voucher plus the line-released amount must not exceed the maximum line amount for the contract line.
  
  You can click the Purchase Order link on the Contract page to view the purchase order after it is created.
3. Copies the distribution from the purchase order.
4. Updates the contract staging table with the associated PO ID.
Run the Voucher Edit/Voucher Build processes.

When you run budget checking against the voucher, the system liquidates the associated purchase order.

Also, you should be able to finalize a purchase order line from the voucher.
If you add new lines to the contract after recurring vouchers have already been released, a new release with the new contract line information is generated when you save.
Run the Purchase Order Contracts, PO Calculations, and Create Purchase Orders processes.

The purchase order now contains all lines that are on the contract. When you have checked the budget for the purchase order, the budget status is valid, and you dispatch it. All of the other statuses on the purchase order are correct, and you can create recurring purchase order vouchers using this new line.

If you cancel the purchase order, the contract will be placed on hold.

See Also

Running the PO Calculations Process

Creating Purchase Orders Using the Create Purchase Orders Process

Dispatching Vendor Contracts

This section provides an overview of dispatching vendor order contracts and discusses how to run the Vendor Contract Dispatch/Print process.

Understanding Dispatching Vendor Order Contracts

The Vendor Contract Dispatch/Print process dispatches order contracts to the vendor based on the selection criteria that you enter on the Dispatch Vendor Contract page and using the dispatch method that you set on the Dispatch Options page.

The Vendor Contract Dispatch/Print process is optional and is available only for order contracts. This process also dispatches blanket contracts.

When you run this process from the Dispatch Vendor Contracts page, you have three choices on the Process Scheduler Request page:

Contract Dispatch & Email multiprocess job (CONDISP)	Select to run the Vendor Contract Dispatch/Print SQR Report process and then the Email Application Engine process.
Vendor Contract Dispatch/Print process SQR Report (POCNT100)	Select to run only the Vendor Contract Dispatch/Print process.
Email Application Engine process (PO_CON_EMAIL)	Select to run only the Email process.

When you use the email dispatch method, the Vendor Contract Dispatch/Print process creates an output file in the location that you specify on the File Locations page. The Email process picks up the output file from the specified location and sends an email message with the contract as an attachment. When the dispatch method is fax, the dispatch process creates a contract file and a fax control file in the locations that you specify on the File Locations page.

Dispatching contracts by email requires that you run two processes: the Vendor Contract Dispatch/Print process and the Email process.

To dispatch by email, you first need to run the Vendor Contract Dispatch/Print process to update the Contract Email queue table (CNTRCT_EMAIL_QU). You then run the Email process.

The Email process is an Application Engine process that picks up the email output file that is created by the Vendor Contract Dispatch/Print process in the location that is specified on the File Locations page. It then generates an email message through the SMTP gateway. If you specify a vendor contact on the Contract page, the Email process sends the email to the address that you specify in the Email ID field on the Vendor Information - Contacts page. If you do not specify a vendor contact on the contract, the Email process sends the email to the address that you specify in the Email ID field on the Vendor Information - Address page.

To simplify dispatching by email, you can use the Contract Dispatch & Email multiprocess job on the Process Scheduler Request page that you access from the Dispatch Vendor Contract page. The Contract Dispatch & Email multiprocess job automatically runs the Vendor Contract Dispatch/Print process and then the Email process.

Entering Contract Header Information

Entering Vendor Contact Information

Entering Vendor Addresses

Page Used to Dispatch Vendor Contracts

Page Name	Definition Name	Navigation	Usage
Dispatch Vendor Contracts	RUN_DISP_POCNT100	Procurement Contracts, Dispatch Contracts, Dispatch Vendor Contracts	Run the Vendor Contract Dispatch/Print process and dispatch contracts, run the Email process, or run the Contract Dispatch & Email job, which runs both processes for order contracts. These processes do not apply to voucher contracts.

Running the Vendor Contract Dispatch/Print Process

Access the Dispatch Vendor Contracts page (Procurement Contracts, Dispatch Contracts, Dispatch Vendor Contracts).

Process Request Parameters

SetID	Select the setID for the contract to dispatch. This field is required for dispatching specific contracts.
Business Unit	Select the business unit that you want to appear as a reference on the dispatch report. If selected, the business unit and address appear in the report header. The business unit is not used as part of the selection criteria.
Contract ID	Select a contract ID to dispatch a specific contract. All approved order contracts are eligible.
Vendor ID	Select a vendor to dispatch contracts for a specific vendor.
Fax Cover Page	If applicable, select a fax cover page. Identify the fax cover letters on the Fax Cover Letters page.

Dispatch Methods to Include

Select the dispatch methods that you want to include in the run of the process. Options are Print, FAX, Email, and Phone.

If a specific contract is not selected on the page, the Vendor Contract Dispatch/Print process dispatches all contracts that have the specified dispatch methods set on the Contract page.

If you specify a contract on this page, then only that contract is dispatched and the selections in the contract Dispatch Methods To Include group box are ignored.

Miscellaneous Options

Test Dispatch	Select to run the process without setting the status of the processed contracts to Dispatched. The printed contracts have the word Unauthorized printed at the bottom. This enables you to test the fax server setup without actually updating the system.
Print Duplicate	Select to print the word Duplicate on each copy of the contract.
Print Copy	Select to produce a printed copy of each contract that is processed. If any of the contracts processed are by phone, email, or fax, a hard copy is printed for review.

See Also

Setting Up Fax Locations

Building Voucher Contracts

This section provides an overview of the PeopleSoft Payables Batch Voucher process and lists the page that is used to build voucher contracts.

Understanding the PeopleSoft Payables Batch Voucher Process

The PeopleSoft Payables Batch Voucher process stages and builds voucher contracts. The Voucher Build process picks up the voucher release information from the CNTRCT_RLS_HDR, CNTRCT_RLS_LN, and CNTRCT_RLS_DTL tables. The Batch Voucher process controls the release of the vouchers into the PeopleSoft Payables system based on the contract release date for each PeopleSoft Payables business unit.

See Also

Processing Batch Vouchers

Page Used to Build Voucher Contracts

Page Name	Definition Name	Navigation	Usage
Voucher Build	VCHR_BATCH_RQST	Accounts Payable, Batch Processes, Vouchers, Voucher Build	Create a run control for the Voucher Build process and run the process.

Staging Purchase Order Contracts

This section provides an overview of the Purchase Order Contracts process and discusses how to run the Purchase Order Contracts process.

Understanding the Purchase Order Contracts Process

The Purchase Order Contracts process stages contract purchase order releases from contracts and adds defaults so that they can become purchase orders when you run the PO Calculations process and the Create Purchase Orders process. The Purchase Order Contracts process is not used for voucher contracts.

The Purchase Order Contracts process takes the information from the CNTRCT_RLS_HDR, CNTRCT_RLS_LN, and CNTRCT_RLS_DTL tables and places it on the purchasing stage tables. The PO Calculations process then takes the purchase order information from the stage tables for further processing, and then the Create Purchase Orders process builds the purchase order releases.

See Also

Using Purchase Order Sourcing

Page Used to Stage Purchase Order Contracts

Page Name	Definition Name	Navigation	Usage
Release Parameter	RUN_PO_POCNTRCT	Procurement Contracts, Stage Contract POs, Release Parameter	Run the Purchase Order Contracts process for order contracts.

Running the Purchase Order Contracts Process

Access the Release Parameter page (Procurement Contracts, Stage Contract POs, Release Parameter).

Contract Selection Criteria

Select the parameters for the Purchase Order Contracts process to use to select which purchase order releases to stage.

First drop-down list box

Options are:

All Business Units: Select to stage purchase order contract releases from all PeopleSoft Purchasing business units.

Specific Business Unit: Select to stage purchase order contract releases from a specific business unit. If you select this value, select a business unit in the Unit field.

Second drop-down list box

Options are:

All Contracts: Select to stage purchase order contract releases from all contracts.

Specific Contract: Select to stage purchase order contract releases from a specific contract. If you select this value, select values in the SetID and Contract ID fields.

Third drop-down list box

Options are:

All PO Dates: Select to stage purchase order releases for all dates.

PO Date By: Select to stage only purchase order releases for which the date is equal to the system date when you run the Purchase Order Contracts process. To stage only the releases for the current system date, set the Days From the Scheduled Run field to 0. To include releases within a number of days of the current system date, enter that number in the Days From the Scheduled Run field.

PO Date Range: Select to enter a range of dates for the purchase order release in the PO Date and Through Date fields.

Viewing Contract-Related Purchase Order Line Information

This section discusses how to:

View contract-related purchase order line information.
Search for line group items.
View contract line group spend details.

Pages Used to View Contract-Related Purchase Order Line Information

Page Name	Definition Name	Navigation	Usage
PO Contract Line	PO_CNTRCT_LINE	Procurement Contracts, Review Contract Information, Review Contracts by PO Select the PO with Contract check box.	View contract-related purchase order line information.
Purchase Order Inquiry - Purchase Order	PO_LINE_INQ	Click the Inquire link on the PO Contract Line page.	View the purchase order.
Maintain Purchase Order - Purchase Order	PO_LINE	Click the Update link on the PO Contract Line page.	Modify purchase order information online.
Activity Summary	ACTIVITY_SUMMARY	Click the Activity Summary link on the PO Contract Line page.	Review the receiving, invoicing, and matching activities that have been performed on the selected purchase orders to date.
Line Group Spend Inquiry - Find Line Group Items	PO_LN_GRP_SPND	Purchasing, Purchase Orders, Review PO Information, PO Line Group Spend Inquiry	Search for line group items.
Line Group Spend Details	PO_LN_GRP_SPND_DTL	Click the View Contract Line Spend link for the line group on the Line Group Spend Inquiry page.	View contract line group spend details

Viewing Contract-Related Purchase Order Line Information

Access the PO Contract Line inquiry page (Procurement Contracts, Review Contract Information, Review Contracts by PO, PO Contract Line).

You use this page to define the search criteria for viewing purchase order contract information. After defining search criteria, you can select to search for purchase order information related to contracts or not related to contracts. When you complete the selection, click the Search button to retrieve purchase order information. Depending on your search selection, the system displays the purchase order either with contract information or without it.

Contract ID	Select a contract for which you want to view a list of purchase orders.
Version	Select a contract version on which to base the search. This field is available when version control is set up for the business unit.
Item ID	Select an item on the selected contract.
Category	Select a category on which to base the purchase order contract search. Contract categories enable you to specify groups of items on a contract, rather than having to enter the items one at a time.
Contract Line	Select a line number that the system has assigned to a contract item's row of data.
Category Line Number	Select a line number that represents an item category. The system assigns line numbers based on the number of item categories that you assign to the contract. The more categories that you assign, the greater the line numbers.
PO with Contract	Select to view purchase orders that reference the selected contract. If you have also selected an item ID, the search retrieves purchase orders that reference the selected contract and item.
PO without Contract	Select to view purchase orders that do not have contracts associated with them but that contain this item. This check box enables you to view information about purchase orders for items that are on a contract but that you purchased using purchase orders that are not contract-related.
Search	Click to retrieve purchase orders that meet the selection criteria. This button becomes available after you select the PO with Contract check box or the PO without Contract check box.

List of Purchase Orders

Version	Displays the contract version. When version control is not in use, this field value is always 1.
Up To Dt Qty (up to date quantity)	Displays the quantity to date on the purchase order.
Up To Dt Amt (up to date amount)	Displays the amount to date on the purchase order.

Searching for Line Group Items

Access the Line Group Spend Inquiry - Find Line Group Items page (Purchasing, Purchase Order, Review PO Information, Line Group Spend Inquiry).

You perform line group item searches against Strategic Sourcing business units that the system uses to identify awarded event transactions. You can limit the search, for example, to the event ID, to the vendor ID that is associated with the awarded transactions, or to the item ID for one of the items in the line group. Other search options can include award to and from dates, contract setID, and document types.

You can search based on purchase order and contract document types. When you select either option, the system provides either the Contract SetID field or the PO ID field for you to further refine the line group item search.

After you define search criteria, click the Search button. The system displays the Search Results grid with line items matching the criteria. To view the Line Group Spending Detail page, click the Display Details button. To access the Event Document Status inquiry page, click the Event ID link.

You can also access either the Contract Document Status Inquiry page or the Purchase Order Document Status Inquiry page by clicking the Document ID link in the Search Results grid. Finally, to access the Vendor Inquiry page, click the Vendor ID link.

Viewing Contract Line Group Spend Details

Access the Line Group Spend Inquiry page (Purchasing, Purchase Orders, Review PO Information, PO Line Group Spend Inquiry).

This page displays quantities and amounts for items that belong to the line group defined in the Line Group ID field. The use of line groups is controlled through PeopleSoft Strategic Sourcing business unit setup.

Event Business Unit	Displays the business unit in which the event was created and awarded.
Event ID	Identifies a specific event that contains line groups.
Round	Displays the awarded event round. You can create multi-round events to negotiate with bidders when you need to make changes to a posted event.
Version	Displays the version of the awarded event. If a new round is created for the event, the system resets the version number to 1. After a new version is created, you cannot delete lines or bid factors because bids to the previous version would include those lines and bid factors.
Document Type	Displays the type of document. Values include Requisition, Purchase Order, RTV, RFQ, Receipt, Work Order, MSR, and Contract.
Document ID	Displays the system identifier and short description for the document.
Line Group ID	Displays the line group to which the line group items belong. A line group is a bundle of items that buyers use in PeopleSoft Sourcing to obtain better pricing for items. The relationship between the item and the contract is maintained through auction award records. Items that belong to this group are listed in the Line Group Items section.
Vendor ID	Displays the vendor who has responded with an offer for items contained in the line group. The system applies the line group price to the requisition or purchase order.
Contract Expire Date	Displays the date on which the contract expires for this line group.
Item ID	Displays the item that is a part of the line group.
Quantity Awarded	Displays the quantity of the item that has been awarded to a vendor.
UOM (unit of measure)	Displays the item's unit of measure.
Quantity Released	Displays the quantity of the item that has been released to the vendor.
Quantity Remaining	Displays the quantity of the item that is remaining for release.

Amounts Tab

Select the Amounts tab.

You use this page to view amounts for line group items. Amount values include the amount, amount released, and maximum line amount.

Viewing Purchase Order Contract Events

This section discusses how to:

View contract events.
View purchase order contract lines.
View purchase order contract categories.
View purchase order contract voucher details.
View purchase order contract matching details.

Pages Used to View Purchase Order Contract Events

Page Name	Definition Name	Navigation	Usage
Events Inquiry	CNTRCT_EVT_INQUIRY	Procurement Contracts, Review Contract Information, Events, Events Inquiry	View contract events.
Contract Lines (inquiry)	CNTRCT_EVT_LNS_SEC	Click the View Contract ID Line link on the Events Inquiry page.	View details about a purchase order release. You must have selected a purchase order release line on the Events Inquiry page.
Contract Lines (inquiry) (purchase order-related)	CNTRCT_EVT_CAT_SEC	Click the View Contract ID Category link on the Events Inquiry page.	View purchase order contract lines. You must have selected a purchase order release line on the Events Inquiry page.
Item Description	CNTRCT_ITEM_DESCR	Click the Item Description link on the Contract Lines inquiry page. The item description link consists of the first 30 characters of the item's base-language description in the Transaction Item Description text box on the Item Description page.	View descriptions for a specific item.
Receipt Details (inquiry) (purchase order-related)	CNTRCT_EVT_LNR_SEC	Click the Receipt link on the Contract Lines inquiry page (purchase order-related).	View information about the receipt for the selected purchase order line.
Receiving (inquiry)	RECV_INQ	Click the Receipt link on the Contract Lines inquiry page (purchase order-related).	View detailed receipt information.
Voucher Details (inquiry)	CNTRCT_EVT_LNI_SEC	Click the Invoice link on the Contract Lines inquiry page (purchase order-related).	View information about the voucher for the selected purchase order line.
Voucher Inquiry	AP_VOUCHER_INQUIRY	Click the Go To Voucher Inquiry link on the Voucher Details inquiry page. Click the Go To Voucher InquiryMatching Details inquiry page (purchase order-related).	Search for and review information about vouchers.
Matching Details (inquiry) (purchase order-related)	CNTRCT_EVT_LNM_SEC	Click the Matching link on the Contract Lines inquiry page (purchase order-related).	View information about matching for the selected purchase order line.

Viewing Contract Events

Access the Events Inquiry page (Procurement Contracts, Review Contract Information, Events, Events Inquiry).

When the system creates requisition, purchase order, and voucher transactions that link to category contracts, it captures category-related information and inserts it into contract event tables. Because a contract can have both line item and category contracts, this page provides links that link to a contract line and category details.

Sel (select)	Click to select the contract event for which you want to view contract line and category information. When you select a row of data, the system makes the View Contract ID Line and View Contract ID Category links available for selection.
Version	Displays the contract version. This number is 1 unless you are using version control and multiple versions exist for the contract. This field displays the Current version.
Type	Displays whether the contract event is for a voucher, purchase order release, or requisition.
Status	Displays the status of the purchase order, voucher, or requisition transaction.
Reference	Displays the text from the PO Ref (purchase order reference) field on the PO Header Details page. This field appears for purchase order event types only.
Release	Displays the release number for the release. A release is the transaction for the contract. For example, a one-year lease contract with monthly payments would have 12 releases. This field appears for purchase-order event types only.
Amount	Displays the amount on the purchase order, voucher contract release, or requisition. The currency code appears with the amount.
Maximum Amount	Displays the maximum amount for the contract. Additional releases are not generated after the maximum amount is reached.
Released	Displays the amount on the contract that has been released to date.
Remaining	Displays the amount remaining on this contract. This field appears only if the maximum amount for the contract is greater than 0 (zero).
View Contract ID Line	Click to access the Contract Lines page, where you can view the line details for a contract.
Show Payments	Click to access the Purchase Order - Form inquiry page, where you can view details about a voucher release. You must have selected a voucher release line on the Events Inquiry page.
View Contract ID Category	Click to access the Contract Categories page, where you can view the category details for a contract.

See Also

Entering Purchase Order Header Details

Viewing Purchase Order Contract Lines

Access the Contract Lines inquiry page (purchase order related) (Procurement Contracts, Review Contract Information, Events; click the View Contract ID Line link on the Events Inquiry page).

Contract Info

Along with contract line information, this tab displays quantities of the purchase order that have been released and matched and the quantity remaining.

Sel (select)	Click to select a contract line for which you want to view line information. When you select a row of data, the system makes the View Contract ID Line and View Contract ID Category links available for selection.
Event Date	Displays the date on which the event was created.
Contract ID	Displays the contract that includes the event.
Version	Displays the contract version. The version is always 1 unless you are using version control and then the Current version number appears in this field.
Line	References the contract line.
Amt Only (amount only)	Identifies an amount-only contract line.
Milestone Number	If applicable, identifies the milestone number that is associated with the release line.
Release Line	Identifies the release line that is associated with the referenced contract line.
Description	Displays the description that is defined for the item ID on the release line. When an item ID is not specified, the description is the ad hoc text that is entered to describe the goods purchased.
Receipt	Click to view purchase order receipt details.
Invoice	Click to view purchase order invoice details.
Matching	Click to view purchase order matching details.

PO Release Information

Rem Rcpt Qty (remaining receipt quantity)

Displays the quantity remaining to be received against the release line.

Viewing Purchase Order Contract Categories

Access the Contract Categories inquiry page (purchase order related) (Procurement Contracts, Review Contract Information, Events; click the View Contract Categories Link link on the Events Inquiry page).

Contract Info

The Contract Info (contract information) tab displays contract category information as it relates to events. These details include the amounts and quantities that have been released against the contract and the quantity remaining to be received against the release line.

Event Date	Displays the date on which the event was created.
Contract ID	Displays the contract used for the event.
Version	Displays the contract version. The version is always 1 unless you are using version control and then the current version number appears in this field.
Category Line Number	Displays the category line number used for the event.
Receipt	Click to access receipt details for the event.
Invoice	Click to access invoice details for the event.
Matching	Click to access matching details for the event.

PO Release Information

Use this tab to view purchase order release details. These details include the amounts and quantities that have been released against the contract and the quantity remaining to be received against the release line.

Viewing Purchase Order Contract Voucher Details

Access the Voucher Details inquiry page (click the Invoice link on the Contract Lines inquiry page - purchase order-related).

Voucher Info

Sched (schedule)	Displays the voucher line schedule number.
Date	Displays the invoice date.

Viewing Purchase Order Contract Matching Details

Access the Matching Details inquiry page (purchase order-related) (click the Matching link on the Contract Lines inquiry page).

PO Matching Info

Sched (schedule)

Displays the voucher line schedule number.

Viewing Voucher Contract Events

This section discusses how to:

View voucher contract lines.
View voucher contract payment details.

Pages Used to View Voucher Contract Events

Page Name	Definition Name	Navigation	Usage
Events Inquiry	CNTRCT_EVT_INQUIRY	Procurement Contracts, Review Contract Information, Events, Events Inquiry	View contract events.
Contract Lines (inquiry) (voucher-related)	CNTRCT_EVT_LNV_SEC	Click the View Contract ID Line link on the Events Inquiry page.	View details about a voucher release. You must have selected a voucher release line on the Events Inquiry page.
Receipt Details (inquiry) (voucher-related)	CNTRCT_EVT_LNX_SEC	Click the Receipt link on the Contract Lines page (voucher-related).	View information about the receipt for the selected voucher line.
Receiving (inquiry)	RECV_INQ	Click the Receipt Inquiry link on the Receipt Details inquiry page.	View detailed receipt information.
Matching Details (inquiry) (voucher-related)	CNTRCT_EVT_LNW_SEC	Click the Matching link on the Contract Lines page (voucher-related).	View information about matching for the selected voucher line.
Purchase Order - Form (inquiry)	PO_LINE_INQ	Click the Purchase Order Inquiry link on the Matching Details inquiry page (voucher-related).	Review purchase order information such as the item, pricing, account code, vendor name, and comments.
Payment Details (inquiry)	CNTRCT_EVT_PAY_SEC	Click the Show Payments link on the Events Inquiry page.	View details about a voucher release. You must have selected a voucher release line on the Events Inquiry page.

Viewing Voucher Contract Lines

Access the Contract Lines page (voucher-related) (click the View Contract ID Line link on the Events Inquiry page).

Voucher Events - Contract Info

Amt Only (amount only)	Identifies an amount-only contract line.
Description	Displays the description that is defined for the item ID on the contract line. When an item ID is not specified, the description is the ad hoc text that is entered to describe the goods purchased.

Voucher Info

Rem Rcpt Qty (remaining receipt quantity)	Displays the quantity remaining to be received against the contract line.
Payable	Displays the total amount remaining to be paid on the invoice.

Viewing Voucher Contract Payment Details

Access the Payment Details inquiry page (click the Show Payments link on the Events Inquiry page). You must select a voucher release line on the Events Inquiry page.

Bank Info

Bank SetID	Displays the bank setID for the vendor's bank account.
Bank Code	Displays the bank code for the vendor's bank account.
Bank Account	Displays the vendor's bank that will receive payment.
Payment Reference	Displays the payment reference ID.

Payment Info

Payment Amount	Displays the amount of the payment.
Paid Amount	Displays the amount paid.
Payment Status	Displays the current status for the pay cycle's bank account or payment method.
Total Payment Amount	Displays the total amount of the payments for all lines.
Total Paid Amount	Displays the total amount paid for all lines.

Viewing Requisition Contract Events

This section discusses how to:

View requisition contract lines.
View requisition contract release details.

Pages Used to View Requisition Contract Events

Page Name	Definition Name	Navigation	Usage
Events Inquiry	CNTRCT_EVT_INQUIRY	Procurement Contracts, Review Contract Information, Events, Events Inquiry	View contract events.
Contract Lines (inquiry) (requisition-related)	CNTRCT_EVT_LNQ_SEC	Click the View Contract ID Line link on the Events Inquiry page.	View details about a requisition-related release. You must have selected a requisition-related release line on the Events Inquiry page.
Release Details (inquiry)	CNTRCT_EVT_LNP_SEC	Click the Release Information link on the Contract Lines inquiry page (requisition-related).	View details about the requisition release.
Purchase Order Inquiry - Purchase Order	PO_LINE_INQ	Click the Purchase Order Inquiry link on the Release Details inquiry page.	Review purchase order information such as the item, pricing, account code, vendor name, and comments.

Viewing Requisition Contract Lines

Access the Contract Lines inquiry page (requisition-related) (Procurement Contracts, Review Contract Information, Events, Events Inquiry; click the View Contract ID Line link on the Events Inquiry page).

Contract Info

Amt Only (amount only)	Identifies an amount-only contract line.
Description	Displays the description that is defined for the item ID on the line. When an item ID is not specified, the description is the ad hoc text that is entered to describe the goods purchased.

Requisition Info Tab

Rem Rcpt Qty (remaining receipt quantity)

Displays the quantity remaining to be received for the line.

Viewing Requisition Contract Release Details

Access the Release Details inquiry page (click the Release Information link on the Contract Lines inquiry page - requisition-related).

PO Release Information

Due Date	Displays the due date of the purchase order goods.
Price	Displays the unit price of the goods on the purchase order.
Rem Rcpt Qty (remaining receipt quantity)	Displays the quantity remaining to be received for all the lines.

Viewing Contract Change History

This section provides an overview of contract change history and discusses how to:

View contract header history.
View contract line history.
View contract category history.
View contract header agreement history.
View contract line agreement history.
View contract category agreement history.

Understanding Contract Change History

You can track contract changes to contract headers, lines, categories, and agreements. These changes are available in the contract history and are based on change template values that you set up for a setID and its contract process options. Using contract change history you can, for example, review changes to a contract line or a contract agreement verification step for a specific version of a contract. This tracking capability enables you to view a wide variety of historical information about a contract and contract agreements.

Change tracking begins after a contract is initially approved. Tracking changes on a draft is optional. If draft tracking is enabled, the system continues to track changes regardless of the version status or contract status. So when you create a new Draft contract version, the system begins change tracking immediately, and does not wait until the approval of the Draft version. The change sequence number is sequential, and is not reset with a new version. When a Draft version is deleted, all of the associated history changes are also removed from the change tracking history tables.

Note. Search results on the initial search page might retrieve the same contract ID multiple times when different administrators, buyers, or master contract IDs are assigned to different versions of the contract.

To set up contract change tracking, you:

Define a procurement contract change template.

This template defines the records and fields for which the system tracks changes. Only fields that have been selected for change tracking are included in contract history records. You create change templates for procurement contracts using the Contract template type.

See Creating Change Templates.
Define contract controls.

Change templates are assigned to the setID, and optionally to the contract process option on the Contracts and Vendor Rebate Controls page. These controls establish whether contract changes are to be tracked, the change template to use for tracking changes, and the contract process option to which the template applies. Along with selecting change templates, you use this page to define contract change reason codes.

See Contract Change Tracking and Version Control.

See Setting Contract and Vendor Rebate Controls.

Pages Used to View Contract History

Page Name	Definition Name	Navigation	Usage
Contract Header	CNTRCT_CH_HDR	Procurement Contracts, Review Contract Information, Contract Change History Select the Contract Header tab.	View contract header, PO defaults, and price adjustments history The returned search results reflect the latest contract change history recorded against the contract. Searching by Administrator/Buyer and Master Contract fields on the Contract History search page returns only the values from the latest contract change history record.
Contract Line	CNTRCT_CH_LINE	Procurement Contracts, Review Contract Information, Contract Change History Select the Contract Line tab.	View contract line history and view unit of measure, price adjustment, and distribution history.
Contract Category	CNTRCT_CH_CAT	Procurement Contracts, Review Contract Information, Contract Change History Select the Contract Category tab.	View contract category history and view exclusion details and price adjustment history.
Header Agreement	CS_CNTRCT_CHAG_HDR	Procurement Contracts, Review Contract Information, Contract Change History Select the Header Agreement tab.	View contract header agreement history and view assignments, result text, verification steps, clauses, and notifications history.
Line Agreement	CS_CNTRCT_CHAG_LN	Procurement Contracts, Review Contract Information, Contract Change History Select the Line Agreement tab.	View contract line agreement history and view assignments, result text, verification steps, clauses, and notifications history.
Category Agreement	CS_CNTRCT_CHAG_CAT	Procurement Contracts, Review Contract Information, Contract Change History Select the Category Agreement tab.	View contract category agreement history and view assignments, result text, verification steps, clauses, and notifications history.

Viewing Contract Header History

Access the Contract Header page (Procurement Contracts, Review Contract Information, Contract Change History; select the Contract Header tab).

You use this page to define search criteria that limits the number of contract header history records returned for the search. This tracking enables you to select the level of data and records that you want to view. Contract header history provides the details of changes based on the criteria that you define. If you do not select any criteria, the system returns all the change records for the contract.

Note. You can view tracked changes only for those contracts that have had changes made to them. And the system must be set up for change tracking. You use the Contract and Vendor Rebate Controls page to define change tracking information that controls the fields that the system returns for the search. To access the page, select Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Set Controls-Contracts.

Before you define search and filter criteria, you can select the type of records and fields that you want to include in the change history search. You must select at least one record type to display search results.

After defining search criteria based on records and advanced search criteria, click the Search button to retrieve the search results. The system retrieves those records and fields that have been defined for change tracking and are included in the change template setup.

Contract Header	Select to include contract header records in the search results. Header records are the basic fields that define the contract. You can limit the header results to one field by selecting a field in the Changed Field field.
Changed Field	Select a specific field from the corresponding record to limit the search results to only changes for that field. If you do not select a field value, the system returns all changed field values for the records that you select on the page.
PO Defaults (purchase order defaults)	Select to include the header default records in the search results. These are the fields that appear on the PO Defaults page and that have been selected on the change template for change tracking. You can limit the header default results to one field by selecting a value in the Changed Field field.
Price Adjustments	Select to include the open-item, price-adjustment records in the search results. You can limit these adjustment results to one field by selecting a value in the Changed Field field.
Thresholds and Notifications	Select to search for changes to spend thresholds and notifications for the contract. You can define the change template to track changes made to notification types and user IDs.

Search and Filter

After defining records to include in the history inquiry, click the Search button to obtain the search results.

Modified By	Select the user ID on which to base the contract change history search.
Reason Code	Select a reason code on which to base the contract change history search.
From Date and To	Define a beginning and ending date on which to base a contract change history search. Contracts with changes that are within the dates that you enter are included in the search results.
From Version and To	Define a beginning and ending version number on which to base a contract change history search. Contracts with changes that are within the numbers that you enter are included in the search results.

Contract Header

Version	Displays the version of the contract. If version control is not in use, the version will always be 1.
Seq (sequence)	Displays the processing sequence for the contract. This is a system-defined value that indicates how many times the contract has been changed. The system increments the sequence number by 1 each time a change or multiple changes are made to a contract and you save the contract. The system uses the same sequence number multiple times depending on the number of changes made to contract fields that are included in track changes.
Change Type	Displays the kind of change that occurred to the contract. Values for the field include: Change: Indicates a changed field and its value. Original: Indicates the original field and its value. The original value applies only to the original contract with a sequence of zero.
Field Name	Displays the field record name to which this row of data applies.
Value	Displays the value for a field. This can be the original value or the current value depending on changes that have been made to the field.
Modified By	Displays the ID of the user who made the change to the contract.
Last Changed	Displays when the field was changed.
Reason	Displays the reason code used to describe the contract header change. When you save a contract change, the system provides a page for you to select a reason code and make comments about the change. Click the Reason link to view the change comments.

PO Defaults

The PO Defaults grid displays the same type of information as the Contract Header grid. Values appear in the grid when you select to view PO defaults and changes have been made to fields that have been defined for change tracking on the change template.

Price Adjustments

The PO Open Item Pricing grid displays the same type of information as the Contract Header grid, along with these additional fields.

Effective Date	Displays the effective date for the price adjustment.
Price Adjustment Sequence	Displays the system-defined sequence number for the contract price adjustment to the field. The sequence increases when you add additional pricing rules on the PO Price Adjustments for Line page.
Minimum Quantity	Displays the minimum quantity to which the price adjustment applies.

Thresholds & Notifications

This grid displays the tracked changes made to contract spend thresholds and to contract expiration, renewal, and approval dates.

Viewing Contract Line History

Access the Contract Line page (Procurement Contracts, Review Contract Information, Contract Change History; select the Contract Line tab).

You use this page to define search criteria that limits the number of change history records that the system returns for a contract line. Processing for contract line change history is similar to processing for contract header changes, and you can further limit record changes to specific fields. In addition, you can select to view specific contract lines, for example, by item ID, vendor catalog, or manufacturer ID using the Contract Lines Filter group box. If you do not enter criteria, the system returns all changed records.

You can select to view changes to these contract line records:

Line Item: Displays the changes made to the contract line. The values appear in the Contract Line grid. Select the Changes tab to view information about the changes made to the line. Select the Line Detail tab to view item details that include the changed details.
Open Item Price Adjustment: Displays the changes made to contract line price information such as the adjustment method or amount.
Line Item Unit of Measure: Displays the changes made to a contract line UOM.
Line Item Distributions: Displays the changes made to contract line distributions.

Viewing Contract Category History

Access the Contract Category page (Procurement Contracts, Review Contract Information, Contract Change History; select the Contract Category tab).

You use this page to define search criteria that limits the number of contract category history records that are returned for the search. A contract category is a group of contract items that you can specify on a contract by defining a category code.

System processing for contract category change history is similar to processing for contract header changes. If you do not enter search criteria, the system returns all changed records.

See Understanding Contract Categories.

You can select to view these contract category records:

Category: Displays the changes made to contract category information such as the category ID, category line number, or amount of contact line adjustment. The returned values appear in the Contract Line grid.
Category Exclusions: Displays changes to category excluded items. Excluded items are items that might not be applicable to the contract. The system checks to verify whether an item has been excluded from the category. You exclude items from a contract by using the Category Item Exclusions page.
Open Item Price Adjustments: Displays the changes made to price information for a category contract line. Changes might include updates to the adjustment method or amount.

Viewing Contract Header Agreement History

Access the Header Agreement page (Procurement Contracts, Review Contract Information, Contract Change History; select the Header Agreement tab).

You use this page to define search criteria that limits the number of history records for contract header agreements that are returned for the search. You can further limit the search to a specific field within a record by selecting a value in the Changed Field field for each record.

Note. For each type of record that you select for the search, the system provides a grid with the results for that record. You must select at least one record type to display search results.

Agreement Assignments	Select to include changes to header agreement assignments in the returned search results. You assign header agreements by clicking the Contract Header Agreement link on the Contract page. The system retrieves updates that have been made on the Contract Header Agreement Assignment page.
Agreement Result Text	Select to include changes and comments made for the agreement results on the Update Agreement Statuses page. Values that the system returns are for those records and fields that have been defined on the change template.
Agreement Verification Steps	Select to include changes made to verification steps by verification step owners and contract administrators.
Agreement Clauses	Select to include changes made to agreement clauses when those clauses are used in the contract document.
Agreement Notifications	Select to include changes made for notification values such as unacceptable performance or performance warning changes.

Search and Filter Criteria

Use this group box to further limit search criteria for header agreements. For example, you can limit the search to reason codes, contract from and to dates, and contract versions.

Search Results

Depending on the criteria that you entered, the system populates the corresponding grid with the agreement information. The following list describes the fields that are available for all search results.

Agreement Sequence	Displays the processing sequence for the agreement. The system initially assigns this value, but you can override the value.
Change Type	Displays the type of change that was made to an agreement. For example, if a new agreement was added, the field value is Inserted.
Description	Displays the description of the field or action for the change.
Value	Displays the changed field system value.
Comment Type	Displays the type of comment entered for the change, for example, whether the comment was a comment about the financial implication or negotiated result comments. This field is available in the Agreement Result Type grid.
Verification Sequence	Displays the verification step sequence. This is the sequence in which the system processes the steps.
Agreement Clauses Sequence	Displays the clause sequence number and controls the order in which the clause appears in the document. This field appears in the Agreement Clauses grid.
Workflow Sequence	Displays the workflow notification sequence. This is a system-generated number that identifies the workflow notification. The field appears in the Agreement Notifications grid.

See Contract Header.

Viewing Contract Line Agreement History

Access the Line Agreement page (Procurement Contracts, Review Contract Information, Contract Change History; select the Line Agreement tab).

This page is similar to the Header Agreement page. You can search for changed records and specific fields within a record. You can also use advanced search criteria that applies to contract lines. The returned results appear for contract line agreements.

See Also

Viewing Contract Category History

Search Results

Viewing Contract Category Agreement History

Access the Category Agreement page (Procurement Contracts, Review Contract Information, Contract Change History; select the Category Agreement tab).

Use this page to view changes that have been made to contract category line agreements. Similar to other agreement searches, the system locates the records and fields that have been defined in the current change template to be tracked for changes.

Buyer	Select the buyer for the order release. This is a required field and appears for order releases only. The buyer appears by default from the vendor or from the purchase order defaults for the business unit.
Terms	Select the payment terms that are expected for the vouchers corresponding to any purchase orders or vouchers that are generated from this contract.
Basis Date Type	Select a basis date type, which determines the date to use to calculate the voucher payment due date and discount due date. Options are Acct Date, Doc Date, Inv Date, Recpt Date, Ship Date, and User Date.
Basis Date	Select a basis date, which is used in conjunction with payment terms to calculate the voucher net due date and discount due date for this voucher. For orders, this date is carried over to the purchase order and then to the voucher.
Origin	Select an origin code, which is used on the evaluated receipt settlement (ERS) invoice so that you can process ERS matching by origin in PeopleSoft Payables. This field also enables the purchase order to identify the origin of the transaction.