It is possible to define what documents are required to be received from a vendor during 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 Home > Other Tasks > Vendor Data Requirements screen.
On VDRs screen, 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 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.
To define VDR sets, click VDR Sets.
Press Add Row button 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) part, press Add VDRs button. On the expended screen, select the VDRs to be included in the set from the multiselection click box before the VDR field.
Then press Add button on the bottom.
You can attach the VDRs on Maintain Requisitions screen. Select the Requisition, then press Attachments button. On the expended screen, press VDRs Tab, then press Attach button.
Then you can define a new VDR by select New VDR option and fill the necessary fields.
Or you can pick an existing VDR form VDR List by select VDR List option.
Click the click box before VDRs, to select them and press Add button on the bottom.
Or you can pick a VDR set by select VDR Set option.
After press Add button on the bottom, all the VDRs under the VDR set are added to the Requisition.
The standard documents can be included in one set as a single item in the requisition.
Changes to the attached VDRs cause a revision of the requisition.