It is possible to define what documents are required to be received from a vendor during the course of a project and subsequently used to expedite the documents. The documents form part of the purchase order closeout activities and can also be included in milestone monitoring activities.
VDRs are defined on the D.40.11 Vendor Data Requirements screen. Either call this screen from the menu tree or double-click in the VDR field on the VDRs tab of the D.90.21 screen to open D.40.11.
On D.40.11, enter the VDR name in the VDR field, and the VDR descriptions in the Short Desc and Description fields. Select the pre-defined distribution category from the LOV in the Distribution Category field. Distribution categories are defined on the A.10.52 Distribution Categories screen. Select the Required indicator to mark this VDR as required for document management. In the First Issue Copies field, enter the number of copies to be delivered from the supplier. In the Scheduled field, enter the number of days, weeks, or months in which the documents are needed. Select DAYS, WEEKS, or MONTHS from the dropdown list in the Period field to define the period for the value in the Scheduled field.
From the dropdown list in the Event field, select the event when the required documents should be delivered. The available values are:
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After Order
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Before Delivery
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For Construction
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With Delivery
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After Erection
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Date of Order
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Date of Approval
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Date of Dispatch
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Date of Mechanical Completion
Select the purpose of the documents from the dropdown list in the Purpose field. Available values are:
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Issued for Review
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For Information
In the Final Issue Copies field, enter the number of copies to be delivered with the final issue from the supplier.
Complete the With Tender Period, With Tender Event, For Approval Schedule, For Approval Period, For Approval Event, Final Schedule, Final Period, Final Event, As Built Schedule, As Built Period, and As Built Event fields with appropriate values.
You can click the Revision button to create a revision of the VDR. This action locks the previous revision of the VDR.
You can define new VDRs on the D.90.21 screen in the same way; these VDRs are automatically stored on D.40.11 as well. Or, you select VDRs defined on D.40.11 from the LOV in the VDR field on D.90.21.
Select the Sel check box of the VDRs you want to attach, and click the Fill In button.
Instead of attaching single VDRs, you can attach pre-defined VDR sets. This method groups VDRs into standard sets. The sets are grouped according to the project’s need. The picture below shows an example of a VDR set for pumps.
The standard documents can be included in one set as a single item in the requisition.
To define VDR sets, open the D.40.12 VDR Sets screen from the menu tree or double-click in the VDR Set field on the VDRs tab of the D.90.21 screen to open D.40.12.
Enter the name of the VDR set in the VDR Set field and the set descriptions in the Short Desc and Description fields. The revision of a new set is set to 0 (zero) and displayed in the Rev field. To create a new revision, click the Revision button.
In the second (VDR Set Details) block, select the VDRs to be included in the set from the multiselection LOV in the VDR field.
To attach a VDR set to a requisition on the D.90.21 screen, select the document set from the LOV in the VDR Set field on the VDRs tab, and click the Copy button.
All VDRs of the selected set are attached to the requisition.
Changes to the attached VDRs cause a revision of the requisition.