Create Agreements - Intergraph Smart Materials - 10.1 - Training - Hexagon

Intergraph Smart Materials Classic Lab Tutorials (10.1)
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To create an agreement, click the Create Agreement button. A dialog box opens on which you can choose what kind of agreement you want to create.

This button is only enabled for users with the ASSIGN BUYER or BUYER privilege.

Select the kind of agreement you want to create, and click Continue. To cancel the agreement creation, click Cancel.

You can create an agreement based on a quote summary, engineering requisition, corporate warehouse, or FIM warehouse. Alternatively, you can create an agreement manually.

This training describes how to create an agreement based on an approved quote summary. For more information, see Create Agreements.

If you select the option to create an agreement based on a quote summary, the following dialog box opens.

Select a quote summary from the LOV in the Inquiry Number field. All approved quote summaries for which at least one quote detail exists that has been assigned to a supplier (bidder) but cannot be found on any agreement (except for blanket orders and master agreements) are available. In the case of quotes that can only be used for inquiries but not for purchasing, they are available as long as at least one detail cannot be found on a blanket order.

In addition, the associated supplier must be allowed for agreements (on P.20.01). Depending on the setting of project default ZP_SUP_NA, the supplier's approval status is analyzed. If ZP_SUP_NA is set to N (default), only quote summaries of approved suppliers are available. If ZP_SUP_NA is set to Y, quote summaries of suppliers that are not approved can also be selected. If you have the ASSIGN BUYER privilege, all the quote summaries described above are available. If you have the BUYER privilege, only quote summaries of those inquiries where you are assigned as the buyer are available. You cannot create an agreement for a quote summary if a technical evaluation is required but has not been completed so far. If you select such a quote summary, an appropriate message appears and the Continue button becomes unavailable.

The inquiry supplement appears in the Suppl field. The Purchase indicator is selected if the inquiry has been created for purchase. The supplier assigned to the selected quote summary appears in the Supplier field, with the company name in the Company Name field.

If a type of payment was assigned to the inquiry, it appears in the Payment Type field.

You can click the Back button to go back to the previous dialog box to select another kind of agreement. To cancel agreement creation, click Cancel.

To proceed with agreement creation based on the selected quote summary, click the Continue button to open Window 4.

At the top of the screen, you can see what kind of agreement you are about to create. In our example, you see the selected quote summary.

Fill in all the fields that are required (green background color) or of interest for you, and click the Create Agreement button as the final step before actually creating the agreement. After the agreement has been created, the P.50.07 Maintain Agreements screen opens, allowing you to further maintain the agreement.

If you want to quit the process of creating an agreement, you can click the Cancel button. You will return to the first window without creating any agreement. To return to the previous window without creating an agreement, click the Back button.

In the Agreement Type field, select a type from the dropdown list. The agreement types that are available for selection depend on the value selected in the Type field.

In the Pricing Type field, you can select a pre-defined pricing type from the LOV. You can double-click in this field to open the P.10.66 Pricing Types screen where pricing types are defined.

In the Agreement Number field, the name of the inquiry is copied over as the agreement number. You can overwrite this number. Or, you can use the button to generate an agreement number. If you have selected a number rule from the LOV in the Number Rule field, the agreement number is generated based on this rule. You can double-click in this field to open the P.10.35 Number Ranges and Rules screen where number rules are defined. If you have not selected a number rule, the rule defined by project default ZP_PORULE is used instead. In this case, the project default ZP_REQ_DP determines for which discipline the value of ZP_PORULE is taken. If ZP_REQ_DP is set to Y, the discipline of the associated requisition(s) is used. Otherwise, the login discipline is used.

The agreement descriptions appear in the Short Desc and Description fields. If the agreement is based on a quote summary, these fields are filled with the descriptions of the inquiry. These defaults can be overwritten.

The Origin field shows the name of the office that is responsible for the agreement. The Issued by field shows the name of the office that issues the agreement. You can double-click in these fields to open the A.10.33 Origins screen where origins are defined. The origin assigned to the project default ZX_ORIGIN is used as the default value. You can change this default value by selecting a value from the LOV.

In the Client Agreement Num field, you can enter the number of the client's associated agreement.

The Supplier field displays the name of the supplier. The supplier is copied from the quote summary and cannot be changed. The name of the supplier's company is shown in the Company Name field.

In the Contact field, you can select the supplier’s contact person from the LOV. You can double-click in this field to open the Contacts folder of A.10.23 Companies where you can view the contact person’s details. The first name and last name of the selected contact appear in the fields beside the Contact field.

The point of origin for the supplier can be entered in the Point of Origin field.

The country of the supplier can be selected from the LOV in the Country Code field. You can double-click in this field to open the A.10.34 Countries/States/Provinces screen where the countries are defined.

The Buyer field displays the name of the buyer assigned to the new agreement. By default, this field is filled with the current (login) user. This value cannot be changed.

In the Expediter field, you can select the name of the expediter to be assigned to the new agreement from the LOV. All users with the EXPEDITER privilege can be entered. If the project default ZX_PRIVREQ is set to N (default), you can assign an expediter to an agreement. If this project default is set to Y, you can only assign an expediter when you have the ASSIGN EXPEDITER privilege.

In the Traffic field, you can select from the LOV the name of the person responsible for traffic in the new agreement. All users with the TRAFFIC privilege can be entered.

In the Expediting Level field, you can use the LOV to assign the level of expediting to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the expediting levels are maintained. By default, the expediting level of the inquiry is copied over; you can overwrite this default.

In the Inspection Level field, you can use the LOV to assign the level of inspection to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the inspection levels are maintained. By default, the inspection level of the inquiry is copied over; you can overwrite this default.

In the Criticality Level field, you can use the LOV to assign the level of criticality to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the criticality levels are maintained. By default, the criticality level of the inquiry is copied over; you can overwrite this default.

The Currency field shows the currency of the agreement. The currency is populated from the quote summary, and it cannot be changed.

The routing method can be selected from the LOV in the Routing Method field. You can double-click in this field to open the P.10.53 Routing Methods screen where routing methods are defined. The project default ZP_RM_MAND determines whether this field is mandatory or not. If this project default is set to N (default) or not set, you can leave the Routing Method field empty. If ZP_RM_MAND is set to Y, you must enter a routing method before you can create the agreement.

You can select a section from the LOV in the Section field. By default, the section of the inquiry is copied over, this default can be overwritten. You can double-click in this field to open the P.10.36 Sections screen where sections are defined.

You can select the estimated time of arrival to the site from the LOV in the ETA Site field.

Using the LOV in the Account Code field, you can assign an account code to the agreement. You can double-click in this field to open the A.10.30 Account Codes screen where account codes are defined. This field is only visible if you are not using the account code module (project default set to N).

In the Template Agreement field, you can select any existing agreement as a template for the new agreement from the LOV. The values, attributes, and attachments for this template are applied to the new agreement when you click the Create Agreement button. All agreements that have been created regardless of their type and approval status are available as template agreements. If you have the BUYER privilege, only those agreements to which you are assigned as buyer are available for selection. After selecting the template, you can click the button to take a look at this agreement on the P.50.07 Maintain Agreements screen where the agreement details appear.

After you have entered all the required information, you can click the button.

The software creates an agreement, which implies:

  • The header and description (if entered) are saved for the agreement.

  • The supplier's address for the address type used as the default for agreements is assigned to the agreement. The address type defined with the Agreement Default indicator selected on the A.10.25 Address Types screen is used as the default. If no address can be found for this default address type and the agreement is based on a quote summary, the address of the address type saved on the Bidders tab of P.30.21 Prepare RFQ is assigned to the new agreement.

  • All line items based on the selected quote summary are created, if applicable. Only those details that cannot be found on any other agreement are placed on the new agreement.

  • If the project default ZR_PROCSEQ is set to N, the software copies the position and sub position from the engineering requisition. If the position and sub position cannot be copied, the line item is placed at the end of the agreement, with the next highest available position. This action is necessary if a requisition line has been split on a quote, or if more than one requisition is assigned to a quote and the same position / sub position can be found on more than one requisition.

  • If the project default ZR_PROCSEQ is set to Y, the value of the Proc Seq field is copied to the position of a line item. The Proc Seq field can be maintained for every requisition line item on the Line Items tab of the R.30.01 Maintain Requisitions screen. If this field does not contain a valid value, the position is set to the next highest available position. The sub position will always get a value of 1, regardless of the value of Proc Seq.

  • With project default ZP_INTDISC, you can control how discounts are managed. If the project default is set to Y (default), discounts that have been defined on the quote detail level (not the other cost level) are integrated in the unit price of the agreement line item. The discount on the agreement line item level is set to 0. If the project default is set to N, the unit price and discount values are copied to the agreement line item without adjusting the unit price.

  • All line items based on the requisition line items are created, if applicable. Only those requisition line items will be placed on the agreement that:

    • have been released to procurement and

    • have not been placed on any other agreement, or

    • have been placed on other agreements but the sum of all ordered quantities is less than the quantity released to procurement. In this case, only the remaining, still outstanding quantity is put on the new agreement.

If the software finds requisition line items that have been inquired but not purchased at all or not completely, a message box appears and asks whether you want to place these inquired line items on the agreement as well. If you click Yes, the purchasing quantity still outstanding is put onto the new agreement. These inquired line items are ignored later on when an agreement is created from the corresponding bid evaluation. If you click No, only line items that have not been inquired are taken into account.

  • Item shipments for all line items of the agreement in case of a purchase order or a notice of commitment are created.

  • The total costs for each currency are calculated.

  • All documents, vendor data requirements (VDRs), other costs, progress payment events, and attributes attached to the quote summary (if applicable) are copied to the new agreement. Any attribute assigned to an agreement line item is also attached to the corresponding item shipment. On the line item level, other costs are only copied if the cost value is not zero.

  • All vendor data requirements (VDRs), documents, and attributes attached to the engineering requisition are copied to the new agreement (if applicable).

  • Depending on the project default ZP_TRANSTT, text and terms are also copied.

  • If applicable, the schedule of values (price breakdown), scope of work, SOW milestones, alternates/options, and the various types of rates are copied from the inquiry/quote.

  • If the agreement is the first one to be created for the inquiry that has been the basis for the selected quote summary, the PO Create Date field is set to the current date (if the agreement is based on a quote).

  • If you are working with the account code module (project default ZJ_USE_AC set to Y), the account code information for the new agreement is created.

  • If you are not working with the account code module, you can use the CIP m_pck_po_custom.default_account to fill in the account code on the header level with a default value. In the standard installation, the default value is NULL.

  • If the new agreement is a purchase order (that is, not a blanket order or notice of commitment), all closeout activities that have been selected as default on the P.10.51 screen are attached to the new agreement. The sequence numbers for these activities are 10, 20, 30, and so forth. The responsible person is the buyer of the agreement and the activities are ordered by name.

  • If the agreement is based on a quote summary, the attributes of the technical evaluation (Ident Values tab on the P.30.23 Technical Evaluation screen) are copied to the corresponding agreement line items. This point refers only to material with item rule 'TAB'.

  • If you create an agreement based on a quote summary on which prices have been entered manually on the header level (Manual indicator selected on the Quote Summaries tab of the P.30.22 Commercial Evaluation screen), you are asked whether you want these manually entered prices to be copied to the agreement line items and other costs. If you use this option, the line item and other costs are adjusted in such a way that the total of all costs reflects the values entered on the quote summary level. Here is an example to illustrate the pricing behavior:

    Extended prices on the quote detail level:

    Seq 1 500

    Seq 2 500

    Extended prices on the quote summary:

    Quote Detail Costs: 800

    Total Other Costs: 200

    Total Price: 1000

    The resulting extended prices on the agreement line item level are:

    Pos 1 400 (instead of 500)

    Pos 2 400 (instead of 500)

    The unit price will be adjusted accordingly. The procedure works in the same way for other costs.

If you have entered a template agreement, it is applied to the agreement that has just been created as described above. The following fields are copied on the agreement header level:

  • Point of origin

  • Country code

  • Expediter

  • Traffic

  • Expediting level

  • Inspection level

  • Account code

So for these fields you do not need to make any entries on this window before you click the Create Agreement button. If the supplier of the new agreement and of the selected template agreement is the same, the contact person, manufacturer and addresses are also copied. The manufacturer is also populated to all agreement line items. The country code (country of origin) and account code are inherited to all line items.

If exactly one incoterm can be found on the line items of the template agreement, it is populated to all line items of the new agreement. The same is valid for the delivery place. If different delivery places can be found, nothing is inherited.

Attributes, documents, VDRs, text and terms, other costs, rates (if applicable), closeout activities, and progress payment events are copied from the template agreement to the new agreement. If the new agreement is based on a quote summary to which progress payment events are attached, these events are deleted and the events of the template agreement are assigned to the agreement instead.

All data copied from the template can be updated as long as the agreement has not been approved.

Finally, a message appears if agreement creation was successful.

After you acknowledge this message, the P.50.07 Maintain Agreements screen opens, where the new agreement appears.