On the Agreement tab, you can maintain information on the agreement header level. Depending on the agreement type (order, subcontract, and so forth), not all fields are applicable. Thus, it is advisable to create different configurations for the various agreement types. For example, for blanket orders, the Incoterm, First Delivery, and Last Delivery fields do not need to be displayed.
When you delete an agreement, the CIP m_pck_po_custom.delete_order is called. By default, this procedure is empty. But you can use it, for example, to check data integrity with other systems to avoid the deletion of certain agreements. If this CIP raises an error, the deletion will be prevented.
The Agreement Number field displays the name (number) of the agreement. If a client agreement number is associated, this number is displayed in the Client Agreement Number field. This field is always updateable, even after the approval of the agreement. The agreement descriptions are displayed in the Short Desc and Description fields.
The name of the supplier is shown in the Supplier field with the name of the company in the Company Name field. You can double-click in the Supplier field to open the P.20.01 Suppliers/Subcontractors screen. The contact person in the supplier's company is displayed in the Contact field with the last name in the Last Name field. You can double-click in the Contact field to open the Contacts tab of the A.10.23 Companies screen to view the contact details. The Manufacturer field shows the name of the supplier's manufacturer, with the company name in the Manufacturer Name field. The manufacturers assigned to the supplier of this agreement on the Manufacturers tab of the P.20.01 Suppliers/Subcontractors screen can be selected from the LOV. The Manufacturer and Manufacturer Name fields are not displayed for agreements of type 'Subcontract'.
You are allowed to update the supplier if the agreement
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is not approved,
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is not a purchase order that has been created from a notice of commitment,
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is a manually created purchase order (without requisition) but no blanket order has been assigned,
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is not based on a bid except if you have the CHANGE SUPPLIER privilege granted,
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is not a corporate warehouse or FIM warehouse agreement.
Moreover, the setting of project default ZP_CHSUPCO controls whether the supplier can be updated on a change order (CO) or not. If this project default is set to Y (default), a supplier can be changed even on a CO. If this project default is set to N, you can change the supplier on the base (or first) supplement but not on higher supplements of type CO.
When the supplier is changed, the addresses assigned to the agreement for the 'old' supplier are deleted and the supplier's address for the address type used as the default for agreements is assigned to the agreement instead. The address type defined with the Agreement Default indicator selected on the A.10.25 Address Types screen is used as the default.
Furthermore, the entries for the contact person and the supplier's manufacturer are deleted. You can select new values for the new supplier from the LOV in the Contact and Manufacturer fields.
Attributes that have been assigned to the ‘old’ supplier on P.20.01 Suppliers/Subcontractors will be replaced with those of the ‘new’ supplier.
If you update the supplier on a change order, all the changes with respect to addresses, contacts, manufacturer, and attributes are only applied to the current supplement. But the supplier is replaced on all supplements of the current agreement cycle.
In the Origin field, the name of the office that is responsible for the agreement is displayed. The name of the office that has issued the agreement is shown in the Issued by field. The buyer assigned to this agreement is displayed in the Buyer field. The buyer can only be changed by users who have the ASSIGN BUYER privilege granted. All users with the BUYER privilege granted can be selected from the LOV.
In the Expediter field, the name of the expediter assigned to this agreement is displayed. If the project default ZX_PRIVREQ is set to N (default), you can assign an expediter to this agreement. If ZX_PRIVREQ is set to Y, you can only assign an expediter when you have the ASSIGN EXPEDITER privilege granted. All users with the EXPEDITER privilege granted can be selected from the LOV.
In the Traffic field, the name of the person responsible for the traffic part of the agreement and assigned to this agreement is displayed. All users with the TRAFFIC privilege granted can be selected from the LOV.
The Expediter and Traffic fields are not displayed for agreements of type 'Subcontract'.
The Discount Base field shows the base for the discount calculation. By default, it is set to 'Discount %'. The value in the Discount % field will be used to calculate the new discount amount when any value such as the quantity or the unit price is changed. If you set the discount base to 'Discount Amount', the value displayed in the Discount Amount field remains fixed and is used to calculate the new discount percentage when values such as the quantity or the unit price are changed. Depending on the setting of the discount base, you can either update the Discount % or the Discount Amount field. If the discount base is set to 'Discount Amount', the Discountable check box is reset for all other costs that are assigned on the agreement header level to avoid any discounts being applied to the other costs.
The Discount % field shows the discount in percent granted by the supplier. If you enter a discount percentage, the discount amount is automatically calculated. The discount is applied to the net prices of all agreement line items and all other costs on the agreement header level that have been marked as being discountable. The discount percentage can only be modified if the discount base is set to 'Discount %'. The discount is also applied to all other costs that have been marked as discountable provided the discount base is set to 'Discount %'. But the corresponding discount amount is not contained in the Discount Amount value. The cost values of the other costs themselves remain unchanged; the discount is not applied directly to them.
The Discount Amount field shows the discount amount granted by the supplier. The discount amount can only be modified if the discount base is set to 'Discount Amount'. When you enter a discount amount, the discount percentage is automatically calculated. The discount is applied to the total costs of the agreement (discount % = (discount amount * 100) / total costs).
Alternatively, discounts can be defined by assigning other costs with a negative other cost percentage to the agreement. You can either use the Discount % and Discount Amount fields or define discounts on the other cost level. You cannot use both features. If discounts have been entered on the other cost level, the Discount % and Discount Amount fields cannot be changed. If discounts have been entered in the Discount % and Discount Amount fields, you cannot define discounts for the quote summary on the other cost level.
The Discount Base, Discount %, and Discount Amount fields are not displayed for agreements of type 'Subcontract'.
The currency of the agreement is displayed in the Currency field. This currency is defined when the agreement is created and cannot be changed here. If the agreement is based on a quote summary, the currency was copied over from there. In all other cases, the currency is copied over from the supplier's preferred currency. You can double-click in this field to open the A.10.13 Unit to Unit screen where the unit to unit conversion factors are defined, to find out the missing factors.
The Pricing Type field shows the pricing type assigned to this agreement. You can double-click in this field to open the P.10.66 Pricing Types screen.
The incoterm code (and thus the delivery place of the material ordered with this agreement) is displayed in the Incoterm field. If different incoterms or delivery places are assigned to the agreement line items, 'x different' will be displayed instead. This field is not displayed for agreements of type 'Subcontract'.
Usually the Payment Type field is only displayed for agreements of type ‘Subcontract’. If the project default ZP_SMINCPO is set to Y, this field is displayed for all types of agreement. The available values are:
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Schedule of Values
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Measured Qty
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Milestone Progress
The payment type cannot be updated on change orders.
If the payment type is set to 'Schedule of Values' or 'Measured Qty', the abbreviation SOV or MQ will be displayed in the Payment Term field. If the payment type is set to 'Milestone Progress' or not set at all, and if just one progress payment event has been assigned to the agreement, the name of this event is displayed in this field. If more than one event is assigned, the number of events with the suffix 'diff' will be shown, for example, '3 diff’.
The Routing Method field displays the name of the routing method assigned to the agreement. When the agreement is created, this routing method is used for the creation of item shipments; thus, it cannot be updated here. This field is not displayed for agreements of type 'Subcontract'.
The Section field shows the section assigned to this agreement. You can double-click in this field to open the P.10.36 Sections screen where sections are defined. This field is not displayed for agreements of type 'Subcontract'.
The name of the country of origin is displayed in the Country Code field. You can double-click in this field to open the A.10.34 Countries/States/Provinces screen where countries are defined.
The account code assigned to this agreement is displayed in the Account Code field. If the project default ZJ_USE_AC is set to Y, which means you are using the account code module, you cannot change the account code in this field but you must use the Agreement Accounts tab to maintain the account code information. If you do not use the account code module (ZJ_USE_AC is set to N), you can double-click in this field to open the A.10.30 Account Codes screen.
The level of expediting is displayed in the Expediting Level field. You can double-click in this field to open the P.10.55 Expediting Levels screen where expediting levels are defined.
The level of inspection is displayed in the Inspection Level field. You can double-click in this field to open the P.10.55 Expediting Levels screen where inspection levels are defined.
The level of criticality is displayed in the Criticality Level field. You can double-click in this field to open the P.10.55 Expediting Levels screen where criticality levels are defined.
The Expediting Level, Inspection Level, and Criticality Level fields are not displayed for agreements of type 'Subcontract'.
The Point of Origin field displays the point of origin for the supplier. This field is not displayed for agreements of type 'Subcontract'.
If any comment has been attached to the agreement, the Comments check box is marked. The Comments Settled check box is checked if all comments attached to the agreement have been settled. This check box can be updated even after the agreement has been approved.
The date the agreement was created is displayed in the Created On field.
The date for which the delivery to site has been forecasted is displayed in the ETA Site (estimated time of arrival) field. This field is not displayed for agreements of type 'Subcontract'.
The First/Last Delivery field shows the date on which the supplier promises to deliver the first/last item of the agreement. These fields are only filled for purchase orders (PO), notices of commitments (NOC), and change orders to POs and NOCs. When you update the Prom Contract date for item shipments on the Item Shipments tab, or delete an agreement line item, the values of these fields may be updated as well if these changes lead to a new minimum/maximum for all delivery dates. Only item shipments with quantities greater than zero are taken into account when determining the first/last delivery date. These fields are not displayed for agreements of type 'Subcontract'.
The Recv Acknow field shows the date when the buyer has received the supplier's acknowledgment of having received the agreement. This field is always updateable, even after the approval of the agreement. You cannot enter dates in the future. This field is not displayed for agreements of type 'Subcontract'.
The Tech Eval Comp Date field shows the date when the technical evaluation of all line items has been completed. This date can either be set manually or by clicking the Pass TE button. To update this field:
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the agreement must not be approved
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you must have the TECHNICAL EVALUATION privilege granted
This date must be filled in order to be able to approve an agreement that has at least one line item for which a technical evaluation is required. If the agreement has been created based on a quote summary, the date of completion of the technical evaluation is copied over from the quote and displayed here.
Select the Ready for Approval (RfA) indicator if the agreement is ready for approval. This field is not displayed for notices to proceed. When you select this check box, the system checks if all prerequisites for approving the agreement are fulfilled. If this is not the case, an appropriate message is displayed. If the project default ZP_ADV_APP is set to Y (advanced approval activated), the agreement can only be approved if this check box has been selected. In this case, the agreement and its details are locked after selecting the check box. If you must revoke the RfA by clearing the check box, the project default ZP_STR_RFA determines if you are allowed to do so. If the project default is set to Y, you need the UNLOCK AGREEMENT privilege in order to clear this check box. Moreover, the buyer assigned to the agreement is not allowed to unlock this agreement - this task must be done by another user (typically by a supervisor). There are no restrictions if ZP_STR_RFA is set to N.
After you have selected the Ready for Approval check box, the CIP m_pck_po_custom.check_rfa is executed when saving. This CIP can be used for additional checks to see whether it is allowed to set the check box as intended. If the CIP returns a value not equal to zero (<> 0), the change will not be saved, and an error message is displayed. In a standard installation, the CIP always returns the value 0.
If the CIP m_pck_po_custom.check_rfa returns 0, it is allowed to mark the agreement ready for approval, and the CIP m_pck_po_custom.agreement_approval is executed with the p_check_only_ind set to Y in order to execute customer-specific checks to see whether the approval procedure can be started now. This CIP returns a Boolean value where TRUE means that the additional checks have passed successfully and the pending change will be committed. If FALSE is returned, the change will not be saved, and an appropriate error message will be displayed. In a standard installation, the CIP returns TRUE.
When you select the Ready for Approval check box and save the changes, the CIP append_approval_document from the MAR_CUSTOM.pll library is executed. You can use this CIP to create and/or upload a document to the UTL file directory of the database server. This document will be attached to the ready for approval e-mail messages that are sent out to the approvers.
The call to m_pck_email_send_rec.store_approval_file_name in the CIP is essential
for this functionality and must not be removed from the CIP code.
If no document is specified or the specified document does not exist, the e-mail messages are sent out anyway.
The Ready for Approval check box must be selected in order to start a multi-step approval procedure, regardless
of the value of project default ZP_ADV_APP.
Several project defaults are available to assign approval templates that will automatically populate the approval sequence when the Ready for Approval check box is selected. These project defaults and the related agreement types are listed below.
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ZP_APRPO – purchase order
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ZP_APRNC – notice of commitment
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ZP_APRBO – blanket order
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ZP_APRSM – subcontract
The first user in the approval sequence will get an email informing him that the agreement is ready for approval once this check box is set.
The date when the Ready for Approval has been selected is displayed in the RfA Date field. This date is automatically set when you select the check box and cannot be changed. This field is not displayed for notices to proceed.
The name of the user who has approved the agreement is shown in the Approved by field. In the case of a multi-step approval, the last approver is shown. This field is not displayed for notices to proceed.
The date when the agreement has been (finally) approved is displayed in the Approved Date field. This field is not displayed for notices to proceed.
The date when the agreement was issued to the supplier is shown in the Issued field. The issue date can be set independent of the agreement approval as long as the agreement has not been closed. If the agreement is based on a quote summary, the date can only be set after you have completed the technical evaluation for this quote summary. The technical evaluation is regarded as being completed when the TE Passed check box has been set on P.30.23 Technical Evaluation. If this date is set, the PO Issue indicator is set for the quote summaries on the Status tab of the P.30.22 Commercial Evaluation screen. If this agreement is the first one issued for an inquiry, the corresponding date field is updated on the inquiry.
The date when the agreement has been closed by expediting is displayed in the Closed field.
The name (number) of the associated requisition is displayed in the Engineering Requisition field. If several requisitions are associated with the agreement, 'x DIFFERENT' will be displayed instead.
The Performance Score field shows the supplier's performance for this agreement. The value of this field can only be updated after the agreement has been issued. If the value is changed, this change will be reflected in the Rating field on the Performance and Project History tab of P.20.01 Suppliers/Subcontractors. The possible performance score values are listed below.
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Value |
Meaning |
|---|---|
|
0 |
Unrated |
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1 |
Poor |
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2 |
Below average |
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3 |
Average |
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4 |
Above average |
|
5 |
Excellent |
In case the agreement is based on a quote summary, the Esc Notice indicator shows whether an escalation notice exists for this quote.
The budget for the agreement is shown in the Agreement Budget field. The value of this field is copied over from the requisition and the inquiry, respectively, on which the agreement is initially based.
The Requisition Budget field shows the sum of the budgets that have been assigned to the requisition line items that are associated with this agreement. The budget is shown for the currency of the agreement.
The complete values are taken into account for this calculation even if the quantities
have only been assigned partly to the current agreement.
The Estimated Value field is only of interest for blanket orders (BO) and master agreements (MA). It displays the estimated value of a BO/MA. When agreements against a BO/MA are created, this estimated value is checked. The way in which the system reacts if the value is exceeded is determined by the setting of project default ZP_BOMASTP. If this project default is set to N (default), the estimated value is checked and a warning pops up if this value is exceeded. But, the agreement is created nevertheless. If this project default is set to Y, the agreement is not created if the estimated value is exceeded. In this case, you must either create and approve a change order for the BO/MA to increase its estimated value, or you must return the requisition to engineering to reduce quantities so that the value is not exceeded any. This warning will appear/This stop will occur after the option 'Create from Blanket Order/Master Agreement' has been selected on the P.30.01 Requisition Workload screen. For more information, see Create from Blanket Order/Master Agreement. When the software checks whether the estimated value has been passed, the following agreements will be taken into account:
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all agreements created directly from this BO/MA using the ‘Create from Blanket Order/Master Agreement' option on P.30.01,
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all COs of these agreements,
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all agreement supplements created from the agreements mentioned in (1) using the Create Supplement button on P.30.01,
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all COs of the agreements described in 3 above.
This field cannot be updated if the order type is BOR (Blanket Order Release) or
WO (Work Order).
These agreements will be considered regardless of whether they have been approved
or not.
If an agreement has been created based on a blanket order, the name of that blanket order is displayed in the Blanket Order/Master Agreement field. Likewise, if a subcontract has been created based on a master agreement, the name of that master agreement is shown here. In the case of manual purchase orders, the field contains the number of the blanket order that has possibly been assigned to that manual purchase order. If a blanket order has been assigned to a manual purchase order, only material of this blanket order can be placed on the manual purchase order.
The date when the notice to proceed (NTP) has been created is displayed in the NTP Date field.
The NTP Commitment Limit shows the limit of the committed value, that is, the value up to which a supplier or subcontractor can proceed with his work or preparations as long as no final agreement has been issued. This value can just be used as information for the supplier or subcontractor; there is no further check in the downstream workflow for this field.
The date when the validity of the notice to proceed expires is displayed in the NTP Expiration Date field. Like the NTP Commitment Limit value, this date is only used as information for the supplier or subcontractor; there is no further check in the downstream workflow for this field.
The NTP Scope field shows the scope of the notice to proceed.
The Shipped indicator shows whether any material of the agreement has already been shipped. If you are working with basic expediting (project default ZP_NEW_EXP set to N), this indicator is checked if an actual ship date has been entered for any item shipment of the agreement. If you are working with extended expediting (ZP_NEW_EXP set to Y), this indicator is checked if for any item shipment of the agreement an actual date has been entered for the destination marked as 'Shipping'. This information is of interest if you want to reverse the approval of an agreement. This field is not displayed for agreements of type 'Subcontract'.
The Received indicator is marked if any material of the agreement has been received on site. If you are working with basic expediting (project default ZP_NEW_EXP set to N), this indicator is checked if an actual on site date has been entered for any item shipment of the agreement. If you are working with extended expediting (ZP_NEW_EXP set to Y), this indicator is checked if for any item shipment of the agreement an actual date has been entered for the destination marked as 'Arrival On Site'. This information is useful in case you must reverse the approval of an agreement. This field is not displayed for agreements of type 'Subcontract'.
The Retention % field shows the retention percentage that is used to calculate the retention value and the paid amount of an invoice.
The Invoice Check drop-down is set to 2 Way Check if the invoice quantity cannot be greater than the order quantity + invoice tolerance % (order quantity). It is set to 3 Way Check if the invoice quantity cannot be greater than then the order quantity or the received quantity, whichever is smaller.
The Recv Tolerance field shows the receiving tolerance in % that is used to validate the quantities to be received for the agreement. If no value is defined on the agreement header, the tolerance value defined by project default ZC_REC_TOL is used. When receiving against the selected agreement, the received quantity must not be more than the order quantity + receiving tolerance % (order quantity).
The Inv Tolerance field shows the invoice tolerance in % that is used to validate the quantities to be invoiced for the agreement. If no value is defined on the agreement header, the tolerance value defined by project default ZP_INV_TOL is used.