Agreement Header - Intergraph Smart Materials - 10.2 - Training - Hexagon

On the Agreement tab, you can maintain information on the agreement header level.

The Agreement Number field displays the name (number) of the agreement. If a client agreement number is associated, this number appears in the Client Agreement Number field. This field is always updateable, even after the approval of the agreement. The agreement descriptions appear 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 appears 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.

In the Origin field, the name of the office that is responsible for the agreement appears. The name of the office that has issued the agreement is shown in the Issued by field. The buyer assigned to this agreement appears in the Buyer field. The buyer can only be changed by users with the ASSIGN BUYER privilege. All users with the BUYER privilege can be selected from the LOV.

In the Expediter field, the name of the expediter assigned to this agreement appears. 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. All users with the EXPEDITER privilege 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 appears. All users with the TRAFFIC privilege can be selected from the LOV.

The Expediter and Traffic fields do not appear 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 is 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 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 change. 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 prevent any discounts from 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 %'. However, the corresponding discount amount is not contained in the value of the Discount Amount. 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 do not appear for agreements of type 'Subcontract'.

The currency of the agreement appears 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 from there. In all other cases, the currency is copied 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 figure 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) appears in the Incoterm field. If different incoterms or delivery places are assigned to the agreement line items, 'x different' appears instead. This field does not appear for agreements of type 'Subcontract'.

Usually, the Payment Type field only appears for agreements of type ‘Subcontract’. If the project default ZP_SMINCPO is set to Y, this field appears for all types of agreements. The available values are:

• Schedule of Values

• Measured Qty

• 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 appears 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 appears in this field. If more than one event is assigned, the number of events with the suffix 'diff' is 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 does not appear 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 does not appear for agreements of type 'Subcontract'.

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 appears 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 appears 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 appears 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 appears 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 do not appear for agreements of type 'Subcontract'.

The Point of Origin field displays the point of origin for the supplier. This field does not appear for agreements of type 'Subcontract'.

If any comment has been attached to the agreement, the Comments check box is selected. 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 appears in the Created On field.

The date for which the delivery to site has been forecasted appears in the ETA Site (estimated time of arrival) field. This field does not appear 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, you can update the values of these fields 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 do not appear 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 does not appear 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:

• the agreement must not be approved

• you must have the TECHNICAL EVALUATION privilege

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 from the quote and displayed here.

Select the Ready for Approval (RfA) indicator if the agreement is ready for approval. This field does not appear for notices to proceed. When you select this check box, the software checks if all prerequisites for approving the agreement are fulfilled. If the prerequisites are not met, an appropriate message appears. 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 you click Save. 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 is not saved, and an error message appears. In a standard installation, the CIP always returns the value 0.

If the CIP m_pck_po_custom.check_rfa returns 0, you can 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 is saved. If FALSE is returned, the change is not saved, and an appropriate error message appears. In a standard installation, the CIP returns TRUE.

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 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.

• ZP_APRPO – purchase order

• ZP_APRNC – notice of commitment

• ZP_APRBO – blanket order

• ZP_APRSM – subcontract

The first user in the approval sequence receives an email informing him that the agreement is ready for approval once this check box is set.

The date when the Ready for Approval was selected appears in the RfA Date field. This date is automatically set when you select the check box and cannot be changed. This field does not appear for notices to proceed.

The name of the user who 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 does not appear for notices to proceed.

The date when the agreement was approved (for the last time) appears in the Approved Date field. This field does not appear 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 regardless 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 was closed by expediting appears in the Closed field.

The name (number) of the associated requisition appears in the Engineering Requisition field. If several requisitions are associated with the agreement, 'x DIFFERENT' appears instead.

The Performance Score field shows the supplier's performance for this agreement. This field can only be updated after the agreement has been issued. If this field is changed, the change is 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.

If 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 from the requisition or the inquiry, on which the agreement is initially based.

The Requisition Budget field shows the sum of the budgets 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.