Buttons - Intergraph Smart Materials - Version 2016 R4 (8.4.0) - Help - Hexagon PPM

Intergraph Smart Materials Classic Help (2016)

PPMProduct
Intergraph Smart Materials
PPMCategory_custom
Help
Version_SPMat
2016 R4 (8.4)

Execute CIP

When you click the Execute CIP button, the CIP m_pck_po_custom.exec_general_cip is executed. The button is only available for agreements that are not approved.

Print Agreement

The Print Agreement button is not enabled if the CIP m_pck_po_custom.check_print_order returns NULL (no value). The return value of this CIP is regarded as the name of a report. When you click this button, the A.60.71 Start Report screen opens for this report. In a standard installation, the CIP returns NULL, which means the button will not be active.

Add …

You can click the Add ... button to add other objects to the agreement like quote summaries, engineering requisitions, or attachments of engineering requisitions if the agreement is not approved.

if the selected requisition has assigned blanket orders or master agreements of the same supplier as the agreement, the line items of the blanket orders/master agreements will be used to apply prices to the line items of the agreement.

Attachments of engineering requisitions can only be added to purchase orders that have been created from a notice of commitment. When you click this button, a window opens where you can decide what kind of object you would like to add to your agreement.

The Quote Summary and Engineering Requisition options are always available. The Change Order Request option is only available for subcontract agreements. The Attachments of Engineering Requisition option is only available for purchase orders that have been created from a notice of commitment. If a change order has already been created for such a purchase order, this additional option is no longer available.

Select the appropriate option and click Continue to open a new window. If you have selected the Quote Summary option, Window 6 opens as displayed below.

The quote summaries are displayed with the associated inquiry in the Inquiry Number field, the inquiry supplement in the Suppl field, the purchase indicator in the Purchase check box, the assigned supplier in the Supplier field, and the supplier’s company in the Company Name field. The following quote summaries are available for selection:

  • of which the supplier (bidder) is the same as the supplier of the agreement,

  • that have been selected, that is, the Sel check box is marked on the Quote Summaries tab of the P.30.22 Commercial Evaluation screen,

  • that are approved,

  • for which no higher inquiry supplement exists,

  • for which you are the buyer of the related inquiry if you have the BUYER privilege granted. With the ASSIGN BUYER privilege granted, all quotes are available.

  • that have at least one detail that has not been purchased so far,

  • the inquiry of which may be used for purchasing (the Purchase indicator is checked),

  • that have passed the technical evaluation (if required).

Moreover, the number of available quote summaries is restricted by the type of the quote's inquiry and the type of the agreement. Only matching types are available.

Select the Sel check box of the quote summaries that you would like to add, and click the Add button to finish the process.

You can click the Select All button to select all displayed quote summaries. To cancel a selection, click the Deselect All button. Click the Back button to close this window and go back to the previous window to select another option. To cancel and go back to P.50.07, click the Cancel button.

If you select the Summarize Line Items check box, identical material will be combined on one line. The quantities of material that can already be found on the agreement will just be added to the existing line items. New line items will only be created for new material. Material is regarded as being the same if the ident code, tag number, unit of the released quantity, and group-by and summary attributes of the MTO are the same.

  • If you do not select the Summarize Line Items check box, material will never be summarized. Each quote detail results in a new agreement line item. You should use this option if you need to separate your material because of different prices, delivery designations, delivery dates, and so on.

  • When you add quotes to an agreement, the date on which the agreement has been created is copied to the PO Created On field on the inquiries that are associated with the selected quote summaries if the date has not been set so far.

If you have selected the Engineering Requisition option, Window 7 opens as displayed below.

The requisitions are displayed with the requisition name (number) in the Engineering Requisition field, the requisition supplement in the Suppl field, the purchase indicator in the Purchase check box, and the origin of the requisition in the Origin field. The requisitions that are available for selection are those that:

  • have been released to procurement,

  • can be used for purchasing (Purchase indicator marked),

  • are not inquired completely,

  • are not purchased completely,

  • have been assigned to you as the buyer if you have the BUYER privilege granted. With the ASSIGN BUYER privilege, all requisitions are available.

If the Inquired Reqs indicator is selected, the requisitions that have been inquired completely but not purchased completely are also available.

In the case of an agreement for the corporate or FIM warehouses, only requisitions for which material is currently available in these warehouses are displayed.

Additionally, the number of available requisitions can be restricted by project default ZP_CHK_TE. If it is set to Y, only those requisitions that do not require a technical evaluation or that have already passed this technical evaluation are displayed. If ZP_CHK_TE is set to N (default), you can add a requisition that requires a technical evaluation to an agreement.

If you have selected the Attachments of Engineering Requisition option, any requisition that:

  • has been released to procurement,

  • can be used for purchasing (Purchase check box marked),

  • has a supplement > 0,

  • has no changes on line item quantities to the previous supplement,

  • has neither been inquired nor purchased so far (neither partly nor completely),

  • has been assigned to you as the buyer if you have the BUYER privilege granted (with the ASSIGN BUYER privilege granted, all requisitions are available)

is available for selection.

Select the Include Negative Quantities check box if requisition line items with surplus quantities (that is, negative released quantity) are to be considered when adding the selected requisitions to the agreement. This check box is not considered when adding attachments of engineering requisitions.

For the Summarize Line Items check box and the buttons, see the description of Window 6 above.

Apply Prices

Click the Apply Prices button if you want to copy over the prices for the material on the agreement from other sources already available in the system. A box opens where you can select the source from which the prices are to be taken.

You can choose among:

  • Quote Summary

  • Agreement

  • Price Agreement

Click the Continue button to go ahead and open a new window. The Quote Summary option opens Window 10 as displayed below.

All quotes are available for which the supplier (bidder) is the same as the supplier of the current agreement. It does not matter whether these quotes have been approved or not or whether any quote detail has been awarded to that supplier.

The Agreement option opens Window 11.

All agreements are available for which the supplier is the same as the supplier of the current agreement. If you have the BUYER privilege, only the agreements where you are the buyer are available. With the ASSIGN BUYER privilege, all agreements of the current project are available.

The Price Agreement option opens Window 12.

Here you can query for all price agreements that have been defined for the supplier's company and that have been defined for price types not using catalogs.

Click the Show Prices button to open the Quote Details tab of P.30.22 Commercial Evaluation with the details of the selected inquiry.

Select the Sel check box of all quote summaries for which prices should be copied over to the agreement. Finally, click the Apply Prices button. The quote summaries are processed from top to bottom. So if you have selected more than just one quote and the same material can be found on several of the selected quotes, the price of the last occurrence will be applied to the agreement. The prices are copied over for matching material considering possible discounts. Material is regarded as being the same if the ident code, tag number, and quantity unit match. Applying the prices also includes currency and price base data being transferred to the agreement line item.

Click the Back button to close this window and go back to the previous window to select another option. To cancel and go back to P.50.07, click the Cancel button.

The Apply Prices button is only available for agreements that are not approved.

Automatic Number

You can click the Automatic Number button to generate an agreement number. This button is only available as long as the agreement is not approved and is not available for change orders. The rule that is used for this generation is given by the value entered in the Number Rule field. If you haven’t entered a rule in this field, the rule assigned to the project default ZP_PORULE is used. In the Number Rule field, you can use the LOV to select a pre-defined rule. You can double-click in this field to open the P.10.35 Number Ranges and Rules screen where rules are defined.

If the project default is used for the rule generation, the setting of project default ZP_REQ_DP determines for which discipline the value of project default ZP_PORULE is taken. If ZP_REQ_DP is set to Y, the discipline of the associated requisition(s) is used. Otherwise, the logon discipline is used.

If any error occurs during the generation, the process will stop and the number will not be updated. Possible reasons for errors can be:

  • any of the project defaults is not set,

  • the end of the number range (in P.10.35) has been reached,

  • the agreement number that is created is not unique within the project.

The number that is generated automatically can be updated manually.

Pass TE

You can click the Pass TE button to complete the technical evaluation for all line items and set the technical evaluation complete date on the header level. This button is only enabled before the agreement is approved and only for users with the TECHNICAL EVALUATION privilege. When you click this button, the TE Passed indicator is checked on the agreement line item level for all line items for which the TE Rqd check box is marked. Furthermore, the Tech Eval Comp Date field on the agreement header level is filled with the current date.

Force Delete

The Force Delete button can be used for those agreements for which the approval has been reversed but for which MRRs have already been created. The reversal of the approval was only possible because the quantities of the MRRs have been revised to 0 (zero). If you want to delete such an agreement, you must also delete the MRRs in the site module. Therefore, this button is available for agreements with MRRs instead of using the Delete button on the toolbar.

Attachments

Click the Attachments button to open the D.90.21 Attachments screen. On this screen, you can administer all attachments like documents, text and terms, VDRs, and attributes. D.90.21 opens in query-only mode if you are positioned on a supplement that is not the highest or not the highest approved one. For more information, see Attachments.

Approve

If you have the necessary privilege (PO APPROVAL, NOC APPROVAL, BO APPROVAL, or SM APPROVAL), you can click the Approve button to approve the agreement. If the project default ZP_SUM_CO is set to N, this button is only enabled if you have the privilege to approve an agreement and if the agreement is not yet approved. If ZP_SUM_CO is set to Y, this button will never be enabled, regardless of any other project default, any privilege, or the status of the agreement. With ZP_SUM_CO set to Y, you work with the P.50.16 screen and must use the Approve button there.

If project default ZP_ADV_APP is set to Y, the Approve button is only enabled if the Ready for Approval check box is selected.

If you have set up an approval sequence for the agreement, the Approve button will not be enabled. In this case, the multi-step approval must be done on the A.20.49 Approval Sequence screen, which can be opened with the Approval Sequence button.

Notices to proceed (NTP) cannot be approved, so that that they do not become available downstream. To move on with an NTP, its type must be switched by clicking the Switch NTP button.

Approving an agreement means that no more changes can be applied to it. The only changes that are still possible are issuing and closing the agreement (updating the Issued and Closed fields) and entering the performance score.

You cannot approve an agreement that has been created for a supplier who is not approved. Such agreements can be created if the project default ZP_SUP_NA is set to Y. In this case, you first must approve the supplier on the P.20.01 Suppliers/Subcontractors screen before you can approve the agreement.

If the project default ZP_ISH_QTY is set to KEEP or KWO0, a change order can only be approved if the new agreement line item quantities match the quantities on release notes that have already been approved or on MRRs (posted or not). For MCS, IRCs, and release notes that are not approved, this check is performed as well. But you can approve the agreement nevertheless. A corresponding alert is raised if any mismatching quantities are found and it is up to you to decide how to proceed. If an agreement cannot or should not be approved due to these checks, you will go automatically to the Item Shipments tab after you have acknowledged the message. There you will see all item shipments that might cause conflicts. By adjusting the agreement quantity on the Line Items tab, you will be able to approve the agreement without receiving any message.

Before the actual approval, the agreement CIP m_pck_po_custom.agreement_approval is executed with the p_check_only_ind set to N. Approval is only possible if this function returns the Boolean value TRUE, which means the additional checks have been passed successfully. Otherwise, the procedure for approving is stopped and a message box appears.

If the project default ZP_NEW_EXP is set to N, POs, NOCs, and their COs can only be approved if a routing method has been entered for all item shipments. You can maintain the routing method of item shipments on the Item Shipments tab.

If the project default ZP_NEW_EXP is set to Y, POs, NOCs, and their COs can only be approved if incoterm and delivery place are not empty for any agreement line item that is passed on to the subsequent modules (Expediting indicator is set). Moreover, the promised contract date must be filled for all item shipments. You can maintain the contract date of item shipments on the Item Shipments tab.

If you approve a CO, the system checks if you are going to replace an item shipment that has already been assigned to a release note by expediting. If so, the incoterm, delivery place, and routing method of this item shipment must not differ from the values on the new item shipment.

A CO with item shipments the actual predecessors (currently available in expediting) of which have already been assigned to an MCS, an IRC, and/or a release note can only be approved if the quantities of the new item shipments are not less than the quantities currently visible in expediting.

If any of these checks detect any violation, a corresponding error message will be displayed and the Erroneous Item Shipments window will be opened. There you can see all item shipments that are currently violating these rules and apply the needed changes.

If any line item of the agreement requires a technical evaluation, the agreement can only be approved if the TE Passed check box is selected for the affected line items and if the Tech Eval Comp Date field has been filled on the agreement header level.

Agreements of type Subcontract can only be approved if the payment type has been set. If the payment type of a subcontract is set to Milestone Progress, the approval is only possible if a progress payment has been defined on the Prog Pay Events tab. If the payment type of a subcontract is set to Measured Qty, line items with quantities > 0 must exist in order for the agreement to be approved. If the payment type of a subcontract is set to Schedule of Values, at least one record must be available in the corresponding folder in order for the agreement to be approved.

If the project default ZP_CHK_QTY is set to Y, a check will be performed to determine whether the item shipment quantity matches the agreement quantity. The approval will be rejected if the sum of the item shipment quantities of an agreement line item exceeds the quantity of the line item. If the quantities are identical or the item shipment quantity is less than the quantity ordered, the approval is accepted. If the approval is rejected, you must adjust the quantities on the Item Shipments tab.

In the case that surplus quantities have been placed on an agreement, that is, material has been cancelled for the corresponding requisition line item, the system checks whether you have cancelled enough material. If you have changed the quantities in such a way that you would order too much material, a warning appears. You can decide to proceed nevertheless.

If an agreement (except for NOC) is based on a quote for which a validity date has been entered that has already passed by, you are asked whether you want to approve the agreement despite the validity expiration.

If the project default ZP_ISH_QTY is set to KEEP, item shipments that have been created superfluously (for example, because lines have been split and the original agreement line item remains unchanged in the end) will be deleted. But only item shipments that have a quantity of 0 (zero) and that cannot be found on the previous supplement are candidates for such a deletion.

If the agreement to be approved is a CO and project default ZP_ISH_QTY is set to KEEP or KWO0, all changes that have occurred during the time between the creation of the CO and its approval are copied over to the CO (because expediting information is of a higher priority).

If an agreement is approved, the following updates are processed:

  • The PO Quantity field is updated on the associated requisition line items for all agreement types other than Notice of Commitment/Notice to Proceed and Blanket Order/Master Agreement. This field is displayed on the Line Items tab of the R.30.01 Maintain Requisitions screen.

  • If the agreement is not of type Blanket Order or Master Agreement, the agreement will be added to the supplier project history on the Project History tab of P.20.01. In this history, the amount purchased is stored in the supplier's preferred currency (Preferred Currency field on P.20.01). If this currency differs from the currency for this agreement, the amount will be converted. If an exchange rate has been defined for the inquiry on the Exchange Rates tab of P.30.21 Prepare RFQ, this one will be used for the conversion. If no exchange rate can be found for the inquiry, the factor defined on A.10.13 Unit to Unit is used for the conversion. If no exchange rate can be found, the approval will not be committed and a corresponding error message appears. In this case, you can double-click in the Currency field to open A.10.13 to enter the missing conversion factor, and click the button again.

  • When a CO to an agreement (except for BOs) is approved, the supplier project history will be updated.

  • If an agreement of type PO is approved and if this agreement was created from a NOC, the NOC and all its change orders are closed. Moreover, the information for the NOC in the supplier history is deleted.

  • If you are working with extended expediting (ZP_NEW_EXP set to Y), and project default ZP_AUTOPPL is set to Y, preliminary package data is automatically created when an agreement of type PO (supplement 0) is approved. If ZP_AUTOPPL is set to R, preliminary packing data for an agreement (supplement 0 only) is automatically created when the agreement is approved and all of its item shipments have a routing method assigned. Thus, if a routing method is assigned to all of the agreement’s item shipments and the agreement is approved afterwards, approval of the agreement will trigger creation of preliminary packing data. If routing methods are added after the approval of the agreement, the preliminary packing data will be created as soon as the last item shipment gets a routing method assigned. Preliminary package data can be viewed and modified on the PT.20.21 Preliminary Packages screen. Data are only created if no data exists so far. Please note that data may already exist because it is copied over from the corresponding requisition when approving an agreement, regardless of the setting of this project default.

  • If you are working with extended expediting (ZP_NEW_EXP set to Y), and project default ZP_COPYPPL is set to Y, preliminary package data is copied from the associated requisitions to the agreement if you approve the agreement and the agreement is a 'Purchase Order' or 'Notice of Commitment'.

  • If progress payment events have been assigned to the agreement, the predicted payment dates are automatically calculated and the forecasted payments are populated.

  • If you are using the account code module (project default ZJ_USE_AC is set to Y), the account code information will be updated.

  • If you have decided on automatic milestone tracking (project default ZP_MS_TRCK is set to Y), links to the milestone planning items will be created.

  • VDRs that are attached to the agreement and its line items can be populated to the item shipments of the agreement. The extent of this population is determined by the setting of the project defaults ZP_PO_VDR and ZP_POLIVDR.

  • With project default ZP_PO_VDR, you influence the population of VDRs attached on the agreement (header) level. The available values and their meanings are listed below:

    A - The VDRs attached to the agreement are copied to all item shipments of the agreement.

    FPO - VDRs are only copied to the first item shipment of the agreement. The first item shipment of an agreement is the item shipment with the lowest position/sub position of the agreement line item with the lowest position/sub position.

    FPOLI - The VDRs of the agreement are copied to the first item shipment of each agreement line item.

    N - The VDRs are not copied over to the item shipments. This value is the default if this project default has not been set.

  • The project default ZP_POLIVDR is used for the population of VDRs that have been attached to agreement line items. The available values and their meanings are listed below.

    A - The VDRs of an agreement line item are copied to all its item shipments.

    F - The VDRs of an agreement line item are only copied to its first item shipment.

    N - VDRs are not copied. If this project default has not been set, this value is taken as the default.

  • For agreement line items without predecessors and that are based on a quote summary, ident values that have been changed during the technical evaluation are synchronized. That is, the values that have been entered on the P.30.23 Technical Evaluation screen are copied over to the S.80.22 screen so that the information is available downstream.

  • The Approved by and Approved Date fields are set.

If a PO has been created based on a NOC, the item shipments of the PO are updated with the current data of the NOC. This is necessary because a NOC is available in expediting, traffic, and on site as long as no PO has been created and approved. If you now modify the item shipments of the NOC, these changes get lost if you have already created but not approved your PO. To avoid this situation, the automatic update has been installed.

The same happens if project default ZP_ISH_QTY is set to KEEP or KWO0. In this case, the values are copied over from the agreement that is currently available in expediting (either the latest CO or the base agreement if no CO was created so far). This update includes attachments (documents, VDRs, attributes) as well as shipment groups, the splitting of items (both quantity split and tag split), and the creation of missing item shipments.

Inspection data is not copied over. Those fields that can already be set on the item shipment level before approving an agreement (Item Shipments tab) are also excluded from this update.

In the case of a NOC, if item shipments have been deleted in the meantime, they are also removed from the PO.

If item shipments have been added and project default ZP_CHK_QTY is set to Y, it can occur that the approval cannot be processed because of mismatching quantities. In this case, you can either reset the project default temporarily or take a look at the corresponding item shipments of the NOC and adjust the quantities on the PO before approving it. The message that appears contains the position and sub position of the affected line item.

At the end of a successful approval and after all changes have been committed, the CIP m_pck_po_custom.post_approval is executed. You can use this CIP for individual additional activities. By default, this CIP does nothing.

Approval Sequence

You can click the Approval Sequence button to open the A.20.49 Approval Sequence screen, which allows you to set up a sequence of users that must approve the agreement. This multi-step approval feature is an alternative option to the single-step approval that is done using the Approve button.

Final Approve

The Final Approve button is only available in case of a multi-step approval procedure. It will be displayed as soon as all users of the approval sequence have approved the agreement. This button must be used to complete the approval procedure.

Switch NTP

The Switch NTP button allows you to switch the type of a notice to proceed (NTP). When you click this button, another window opens where you can select the new agreement type. Switching the type of a NTP is necessary for the agreement to become available downstream in expediting, traffic, subcontract management, and so forth. An NTP cannot be approved and therefore is not available downstream without switching the type.

Switching the type of a notice to proceed cannot be reversed.

Issue

The Issue button is only available for the highest supplement of an agreement cycle and only after its approval. When you click this button the CIP function m_pck_po_custom.check_set_issue_date is executed. If this function returns the Boolean value TRUE, the issue date of the agreement is set to the actual system date. After this date is saved, the CIP m_pck_po_custom.post_set_issue_date is executed. This procedure allows you to apply additional functionality. For example, you can transfer data to other systems outside this application. Both CIPs require the primary key of the agreements, that is, the column poh_id of table m_po_headers, as the only input parameter. The use of the Issue button is optional. The issue date of an agreement can also be set manually at any time for all supplements. Or you can overwrite the value that is automatically set when using this button. Once you have pressed this button, it is no longer available.

Reverse Approval

Once an agreement has been approved, no more changes can be applied to it. If, however, it is necessary to take back the approval of an agreement, you can click the Reverse Approval button. The button is only available for the latest approved supplement within each supplement cycle of the base type. If you have set up an approval sequence, this button is not available. In that case, you must reverse the approval on the A.20.49 screen, to be opened with the Approval Sequence button. If the agreement cycle is closed and project default ZP_CONSCLS is set to Y, the Reverse Approval button is not displayed. If the Received indicator is selected, a reverse of the approval is only possible if no quantities of the supplement to be reversed have been received.

The Shipped indicator and the Closed field don’t influence the reversal. But you can regard these fields as warnings that something occurred with regard to the material after the agreement approval.

You cannot reverse the approval once

  • an MCS, an IRC, or a release note has been assigned to any item shipment of the agreement if the agreement is not a CO,

  • an MCS, an IRC, or a release note has been assigned to any item shipment that is not available on the previous agreement in case of a CO,

  • an actual date has been entered for any item shipment (regardless of the agreement type).

The approval of agreements that have been assigned to a backcharge on the SM.40.05 Backcharges screen cannot be reversed.

The approval of a BO can only be reversed as long as it has not been assigned to a requisition or a manually created PO.

Before the reversal is actually performed, the CIP function m_pck_po_custom.check_rev_app_allowed is executed. This function returns a Boolean value. Only if the function returns TRUE the approval is reversed. Otherwise, you are not able to reverse the approval of the agreement. This CIP function is intended for users who want to check data integrity with other systems to avoid the loss of data consistency.

If you click the Reverse Approval button:

  • the Approved by and Approved Date fields are cleared,

  • the Closed field is cleared, not only for the current agreement but for all previous supplements in the case of a CO,

  • the Accepted check box is cleared for all line items,

  • the PO Quantity on the requisition line items is set back on the Line Items tab of the R.30.01 Maintain Requisitions screen,

  • forecasted payments are deleted on the Forecast Payments tab and the predicted payment dates are cleared if the Manual check box is not marked on the Prog Pay Events tab,

  • the actual date of the milestone for the event P.50.07 - Agreement Approval is cleared. But this is only done in the case of automatic milestone tracking (project default ZP_MS_TRCK set to Y),

  • the supplier history will be updated,

  • the synchronization of ident values (resulting from the technical evaluation) is reversed for the line items without predecessors.

If the agreement is neither a BO nor a CO, the record in the supplier history is deleted and the total amount for the corresponding project and supplier is adjusted.

For COs (except for COs for BOs), the amounts are set back in the supplier history to the old/previous value of the agreement.

If the approval is reversed for a PO that was created from a NOC, the NOC will be re-inserted into the supplier history. Moreover, the closed date of the NOC and all its change orders will be cleared.

As BOs are not shown in the supplier history, the history remains unchanged in this case.

If an agreement cycle has already been closed by expediting, the close date will be cleared for all related agreements.

If you are working with basic expediting (project default ZP_NEW_EXP set to N), the close date is reset for the first agreement of the base type of the current supplement cycle and all its COs. Other supplements of the same base agreement type and their COs are not affected by this update. This is only of interest for POs and if the project default ZP_PO_SUPP is set to Y.

If you are working with extended expediting (ZP_NEW_EXP set to Y), the close date is reset for all agreement supplements and their COs.

After the successful reversal of an approval and saving of all changes, the CIP m_pck_po_custom.post_reverse_approval is executed. You can use this CIP for individual additional activities. By default, nothing is done by this CIP.

Create PO

The Create PO button is only available for approved NOCs for which no PO has been created so far. When you click this button, a PO will be created for the NOC. All data stored for the NOC will be copied to the new PO including line items, item shipments, all attachments (documents, text and terms, vendor data requirements, other costs, progress payment events, attributes), total costs, and addresses. If the CIP m_pck_po_custom.gen_order number returns a value, this value is used as the name of the new agreement. Otherwise, the name (or number) of the new PO is the same as the NOC name. The supplement of the new PO is set to 0 (zero). In a standard installation, the CIP does not return a value (NULL). As the NOC is still available in expediting, traffic, and site as long as the PO is not approved, the item shipments of the PO are updated once more when the PO is finally approved.

The fields that can be set on the item shipment level before approving an agreement (fields on the Item Shipments tab) are excluded from this update.

Switch Type

The Switch Type button is only available for approved POs of type Manual PO. This button allows you to switch the type of the agreement from Manual PO to Purchase Order. You cannot reverse this type back to Manual PO. The button has been provided because manual POs are only available on the P.50 screens. They are not available for expediting, traffic, and site control. By changing the type, such an agreement is displayed in the other modules as well.

As the expediting module is completely based on requisitions, a manual requisition must be created automatically in the background if the agreement type is changed. Therefore, it is necessary that you set project default ZP_REQNODE to a valid value. ZP_REQNODE is that requisition node below which such automatically created requisitions are inserted. This requisition node cannot be used by engineering; it is not available on the R.10.41 Nodes and Templates and R.30.01 Maintain Requisitions screens. The requisition and its line items are created based on the agreement and its line items. If any attachments exist for the agreement or its line items, they are not copied over to the requisition. The requisition is directly inserted as approved and marked as completely purchased. The originator, buyer, and the user of approval are set to the name of the user who has clicked this button.

If you reverse the approval of an agreement that was originally a manual PO, updates of the quantities or the deletion of agreement line items lead to the requisition being marked as incompletely purchased.

Create CO

To manually create a change order (CO), you must click the Create CO button. This button is only shown after an agreement has been approved. If a CO has already been created for an agreement, this CO must be approved before you can create another CO. If a PO has already been created for a NOC, no more COs can be created for this NOC. If the agreement cycle is closed and project default ZP_CONSCLS is set to Y, this button is not enabled. The procedure behind the Create CO button will create a copy of the agreement header, the assigned addresses, and the attached attributes, documents, text and terms, VDRs, closeout activities, and progress payment events. Other costs and agreement line items are not copied. After all data has been copied, the CIP m_pck_po_custom.post_poh_creation is executed. This CIP can be used for additional work to be done on the CO, for example, adding additional attributes coming from another source.

If an agreement cycle is closed by expediting, the close date will be cleared for all related agreements.

If you are working with basic expediting (project default ZP_NEW_EXP set to N), the close date is reset for the first agreement of the base type of the current supplement cycle and all its COs. Other supplements of the same base agreement type and their COs are not affected by this update. This is only of interest for POs and if project default ZP_PO_SUPP is set to Y.

If you are working with extended expediting (ZP_NEW_EXP set to Y), the close date is reset for all agreement supplements and their COs.

After a CO is created, it will be added automatically to the overview window on the left side and the cursor will be positioned on this agreement for you to be able to apply changes.

If the CIP m_pck_po_custom.gen_order_number returns a value, this return value is used as the number of the CO. In a standard installation, this CIP does not return a value (NULL). Otherwise, the following rules will be applied:

  • The name (number) of the CO will be the same as the agreement number.

  • The supplement of the new CO will be set to the next one available.

If project default ZP_CO_UNIQ is set to Y, the CO number will be lengthened by two more digits. The first digit represents the supplement of the agreement for which this CO was created. The second digit represents the actual number of COs created for this agreement supplement. For example: The number of the agreement is PO-100-PIPE, supplement 3. The first CO that is created for this agreement will get the number PO-100-PIPE 3 1. The second CO will have the number PO-100-PIPE 3 2. COs for supplement 5 of the agreement PO-100-PIPE will get the numbers PO-100-PIPE 5 1, PO-100-PIPE 5 2, and so forth.

If project default ZP_MRR_RCV is set to Y (default), the item shipment quantity on a change order (agreement supplement) can be less than the received quantity to approve the agreement supplement. If ZP_MRR_RCV is set to N, the item shipment quantity must be greater or equal than the received quantity on the MRR to approve the agreement supplement. If the item shipment quantity is less than the received quantity, the agreement supplement cannot be approved.

Copy

Click the Copy button to copy the attachments from a selected agreement to the agreement you are currently working on. A dialog box opens where you can select the agreement and the type of attachments to be copied.

Select the source agreement from the LOV in the Copy Attachments from field. Next, select the option(s) for the type of attachments to be copied. The following options are available:

  • Documents

  • Text and Terms

  • VDRs

To launch the copy procedure, click Copy; to cancel the procedure, click Cancel. As long as an agreement has not been approved, the copying process can be repeated again and again.